 |
 |
Lines (IN41)
DRAFT - Under Construction
Invoices/Credit Notes (IN41)- LINES folder
Line
Enter the line number of the order detail line to be recalled or, if adding a detail line to an existing order, Enter to generate the next available line number. (To access the line number field, press F11 from the Product Code field or enter "31" + F11.) This is a computer generated number assigned to each new detail line. The next available number is automatically generated and displayed as each new detail line is entered.An existing order or invoice detail line may be recalled for review, modification or deletion via its line number IF the invoice print program (IN42) HAS NOT been run and accepted.
Product/C/S
Enter the product code of the item being invoiced, as previously defined via program IM13 orEnter 'C' to type an invoice comment line, 30 characters maximum (user-defined). Note that comment lines attach themselves to the previous detail line; a comment line that pertains to the entire invoice should be the first detail line on the invoice
or
Enter 'S' to Type a supplementary charge detail line (i.e.. a non-product charge such as freight)
or
Jump to field *01. (enter "1" + press F11) to end this invoice and begin another
or
Press F12 to exit to the program menu options line and again to exit the program and return to the selector
Special Logic For Product Lookup
Special logic has been added to the order entry and invoicing programs to facilitate product lookups. Products lookups may be executed be these methods:By Product Code:
Enter the portion of the product code that is known; a window will open on the screen and display the first eleven product records on file that begin with the characters entered. To bring up the next screen, press Enter; to display the previous screen, press F11. Choose the desired product by entering its line number. To skip choosing a product and to return to field 32 press F12 twice. Entry of a full product code suppresses the window.By Supplier Product Code:
Type a "." followed by the portion of the supplier product code that is known. A window will open on the screen and display the first eleven records on file whose supplier product codes begin with the characters entered. To bring up the next screen press Enter; to display the previous screen, press F11. To skip choosing a product and to return to field 32, press F12 twice, so that if a full supplier product code is entered, the look-up routine will not be triggered.By Product Description:
Type a "," followed by the portion of the description that is known. A window will open on the screen and display the first eleven records on file whose descriptions begin with the characters entered. To bring up the next screen, press Enter; to display the previous screen, press F11. To skip choosing a product and to return to field 32, press F12 twice. If a full product description is entered, the look-up routine will not be triggered.By Commodity Code:
Type a "-" followed by the portion of the commodity code that is known. A window will open on the screen and display the first eleven records on file whose commodity code matches the characters entered. To bring up the next screen, press Enter ; to display the previous screen, press F11. To skip choosing a product, and return to field 32, press F12 twice.By Key-Word Look-up
Type a "=" followed by up to three key words as maintained in the inventory master (IM13), separating each word with a space. A window will open on the screen and display the first eleven records that match the key words entered. To bring up the next screen, press Enter; to display the previous screen, press F11. To skip choosing a product and to return to field 32, press F12 twice.By Customer's Product Code
If a cross reference table has been built which links your part numbers to this particular customer's part number (in program IM40), the entry of the customer's part number will flip automatically to your own in-house part number. Both will be shown on the screen. On the customer's invoice, their number will be displayed as a second line under your own number so that they can match their purchase orders to your invoices correctly.By Invoice History Detail Line
Enter "&" to begin displaying products previously sold to this customer from Invoice History. This feature will help the order desk identify a product code if the customer only knows that he wants the "same product you sold me before". When a product code has been entered, a window opens in the screen and displays the product's description, the available quantity, the SKU (stock-keeping unit of measure), the break quantities, and the price for each break. If the product being ordered is already on backorder for this customer, the order number, order date and backorder quantity are displayed in a window for information purposes only (i.e., maybe the customer doesn't realize that he already has that product on backorder and needn't be reordering it).Additionally, the pricing type assigned before the order quantity is entered is displayed. Once the order quantity is entered, the window is updated with the order line value and the pricing type. (Note that the pricing type would only usually change if a Quantity Break price, either normal or flyer, is picked up due to the quantity ordered.)
Pricing type codes are displayed under the order line value and are coded as:
- Cntr = Contract Price
- Spcl = Special Price
- Flyr = Flyer Price
- G = Group Price ("G" + the Group Price Code)
- QB = Quantity Break Price (QB1 through to QB7)
Ordered
Enter the invoice quantity, expressed in stock-keeping units (i.e., if the product is stocked by EACH, the quantity invoiced is expressed as EACH). or Enter the credit note quantity, expressed in stock-keeping units.CREDIT NOTE QUANTITIES MUST BE ENTERED WITH A "-" SIGN PRECEEDING THEM.
If the product entered has any 'User-Defined Information' (UDI) an "*" will show beside the quantity field. To view the information Type a "0". The cursor will return to this field upon exiting the UDI display.
Serial/Lot Number Controlled Products:
Stock commitment for products which are serial/lot controlled can happen either at the order entry or invoicing stage depending upon the product "flags" set in IM13. If product is set for order commit and the quantity committed equals the quantity shipped then the operator will not be required to enter any additional information and the order will be invoiced per the information provided at time of order entry.However, when these quantities are not equal (which would be the case if a product is "flagged"(IM13) for commit at invoicing or if modifications are required to an order commit detail line) the operator opens the stock commitment window (hits enter on field 35) and can proceed to allocate stock as noted on the shipping order by the order pickers.
B/Od
Enter the desired backorder quantity, expressed in stock-keeping units, or Enter to accept the quantity as displayed. If operating under the "external" method of stock control, the backorder quantity will always be set to zero on the customer order. It is the responsibility of the order pickers to decide what quantity to actually ship and backorder. It is the responsibility of the invoice operator to change the backorder and ship quantities according to what was actually shipped.If operating under the "internal" method of stock control, the backorder quantity will be set based upon the product's available quantity. It is imperative for the order pickers to ship only those items with a line status of "shippable" for the system counts to remain correct. Any deviation from the shipping documents as printed will result in erosion of the inventory file quantities.
If the product detail line is future dated, the backorder quantity will be set to zero until the line is released.
Shipped
Enter the shipped quantity, expressed in stock-keeping units, or Enterto accept the quantity displayed. If operating under the "external" method of stock control, the shipped quantity will always be set equal to the quantity ordered. It is the responsibility of the order pickers to decide what quantity to actually ship and backorder. It is the responsibility of the invoice operator to change the backorder and ship quantities to what was actually shipped. Backorders are generated as a byproduct of the invoicing cycle; i.e., once IN43 (scheduling) has been run, backorder records are passed to the order files and will be scheduled and printed during the next order cycle.If operating under the "internal" method of stock control, the shipped quantity will be set based on the product's available quantity. It is imperative for the order pickers to ship only those items with a line status of "shippable" on the picking slip. Any deviation from the shipping documents will result in erosion to the inventory file quantities.
If the product detail line is future dated, the shipped quantity will be set to zero until the line is released.
Serial/Lot Number Controlled Products:
Press [Enter] and the serial/lot commitment window will open. The option menu is displayed. To modify the serial/lot commitment entry detail select continue. Enter the serial/lot number as provided on the picking document.Enter the quantity to commit from this lot. Continue to enter serial/lot detail until the quantity to commit is equal to the quantity entered OR press F12 twice to exit the serial/lot commitment window. The operator will be prompted to either Delete the invoice line or Modify the commitment.
The system will not allow the shipped quantity to be different from the total committed quantity.
Note: Backorder control is internal - If stock commitment is at invoicing time order method would be Post-Bill.
Price
Enter the desired selling price or Enter to accept the price as displayed. If you wish to override the selling price on each invoice detail line, choose the "Override Prices" option from the options menu. When "Override Prices" is set to "Y", the program will stop in each detail line price, price per, and discount % field.The pricing routines have been incorporated with "best price" logic. The program looks at the customer's master file pricing flags in order to determine where to look for the best price for this customer/product combination.
The customer master file (SU13) has eight pricing flags as follows:
Contracts Specials Check Common Quote Pricing? Y or N Y or N Check Price Group Tables? Y or N Y or N Check Flyer Pricing Tables? Y or N Y or N Check Qty Break Pricing? Y or N Y or N
Contracts
If the customer has a Contract Pricing record on file (per IM18), the flags may be set such that the program will or will not check all other areas where pricing may be maintained.If all the flags are set to "Y", the program will check all pricing files and will choose the best price for this customer/product/quantity combination.
If all the flags are set to "N", the program will not check other pricing files; the contract price will be displayed as the default-selling price.
Flags may be set in any "Y/N" combination; for example, a customer with a Contract Price record may be eligible for any Flyer pricing active for this product, but may not be eligible for any Common Quote, Price Group, or Quantity Break Pricing if no Flyer pricing exists. In this example, only the Flyer Price would be set to "N".
Specials
If the customer has a Special Pricing record on file (per IM18), the flags may be set such that the program will or will not check all other areas where pricing may be maintained.If all the flags are set to "Y", the program will check all pricing files and will choose the best price for this customer/product/quantity combination.
If all the flags are set to "N", the program will not check other pricing files; the special price will be displayed as the default-selling price.
Flags may be set in any "Y/N" combination; for example, a customer with a Special Price record may be eligible for any Quantity Break pricing available for this product, but may not be eligible for any Common Quote, Price Group, or Flyer pricing. In this example, only the Qty Break price flag would be set "Y"; the other three flags would be set to "N".
The pricing flags refer to a "Customer Specific" pricing table in IM18; i.e.: the table is coded with the Customer Code and this code is displayed in field 15 (Cust Price Cd) of the customer master file.
It is possible to have both "Special" and "Contract" detail lines on one Customer Price table.
Contract pricing differs from Special pricing as follows:
- A maximum quantity allowed may be specified on a Contract. Once the maximum quantity allowed has been shipped, no further orders may be processed at this contract price.
- A unit cost may be entered for a contract line item; if a contract cost is entered, it will be the cost used for the Contract
Sales Report
If no contract cost is entered, the average unit cost will be used. Note that gross margin is calculated based on average cost on all other sales reports and for the general ledger.· A "Contract Sales" Report (SA84) has been created specifically to report all contract sales and their gross margins. The intended use of this report is checking the profitability of customer contract pricing against other methods of pricing available, and to determine whether a contract is successful, and therefore, should be renegotiated or bid.
· Contract pricing is maintained on a product by product basis; Special pricing may be maintained for a group of products or for a specific product.
If the default-selling price is overridden, that price is applicable to this order only.
Note:
The selling price assigned at the point of order entry is retained for the life of that order detail line (i.e., it is the price charged on the customer invoice even if selling prices have since changed).
Per
Enter the desired price per code, as previously defined via program IM02, or Enter to accept the price per code as displayed. If you wish to override the Price Per code on each invoice detail line, choose the "Override Prices" option from the options menu. When "Override Prices" is set to "Y", the program will stop in each detail line price, price per, and discount % field.This field is defaulted from the product master file record (or from the quantity break record if the quantity break code assigned to the product carries price per codes). Any override code is applicable to this invoice detail line only.
The price per code's pricing factor is used to factor a selling price into a price that matches the product's stock-keeping unit of measure.
If no unit of measure record exists for the code entered, the program enters the "Master File Lookup" routine .
Discount %
Enter the desired discount percent or Enter to accept the discount percent as displayed. If you wish to override the discount % on each invoice detail line, choose the "Override Prices" option from the options menu. When "Override Prices" is set to "Y", the program will stop in each detail line price, price per, and discount % field.The pricing routine will examine the pricing files to pick up the best price per the best price flag settings in the customer master file (SU13). Specials or common quotes that are based on a discount from the list (Quantity Break 01) price are displayed such that the QB01 price is in Price and the discount available is displayed in this field.
If the default discount percent is overridden, that percent is applicable to this invoice detail line only.
The discount percent assigned at the point of order entry is retained for the life of that order detail line (i.e.. that is the discount applied on the customer invoice even if pricing table entries have since changed).
The discount entry may represent chain discounts, fractional discounts or percent added to list, as per the following examples:
- 30/10/5 (chain discount)
- 33.333 (fractional discount)
- 12.5 (percent added to list)
Wind / TAT
Enter the desired TAT (Transaction Analysis Table) code, as previously defined via program IN02, or Enter to accept the TAT code as displayed. Prompt 39 on the detail screen reads "Wind" (Window). Prompt 39 on the detail screen window reads "TAT".Selection of this prompt from the detail screen will pop up a "window" of more product detail line prompts (i.e., a second screen of product detail line prompts). Once the "window" prompts are displayed, prompt 39 becomes the input prompt for this detail line's TAT code.
Certain invoice transactions, such as invoices for no charge replacement of goods, do not have the same effect on sales analysis files and inventory balances as do regular invoice detail lines. I.e., A no-charge invoice will reduce the product's quantity on hand but will not update the sales dollar fields in the sales files.
The TAT code points to a table of "Y/N" responses to a series of questions particular to updating sales analysis totals and inventory balances. The Invoice Scheduling program (IN43) will examine TAT flags for each invoice detail line and will update sales and inventory files accordingly.
Code 'REG' is the standard default code for this field. Enter an override TAT code only if this invoice detail line requires non-standard updating of sales totals and inventory balances.
If no TAT record exists for the code entered, the program enters the "Master File Lookup" routine (see text 'CCC1FD'). See Help Text for program IN02 for a more detailed explanation of the maintenance and use of TAT codes.
Cost Override
Enter the item's unit cost, if no cost record exists for the product. The entered cost will override the cost assigned by the system to this detail line. This cost is applicable to this detail line only; subsequent sales will not be affected by this override cost.Input is allowed in the field only if the assigned TAT code = CST (Cost Adjustment) or if the unit cost in the inventory master file record is zero AND the 'Update Cost of Sales' flag in the assigned TAT code is "Y".
Override Prices
Enter 'Y' if you wish the program to stop at the selling price field for every invoice line or enter 'N' to accept the program assigned price and automatically update the invoice line following input of the invoice quantity.Tax Group
The Tax Group of a transaction determines how the Tax System will assess the transaction. The Maintain Tax Groups (IN06) program is used to create Tax Groups which can be contain no taxes, a single tax or collection of taxes. The Maintain Tax Codes (IN05) program manages the individual taxes contained in the Tax Group.Each Customer Master (SU13) and Ship-to Address (SU14) record is assigned a default Tax Group. When a transaction is created it acquires the default Tax Group from the Customer Master or Ship-To Address. Each transaction line will acquire the Tax Group assigned to the transaction or can be specified by the user as an override.
When a transaction is totaled, the Tax Codes (IN05) within the assigned Tax Group (IN06) of each line will be assessed to determine the taxable sales for each individual tax and to calculate the tax amount.
Override Comm
Comm Rate
Enter the salesman 1 commission %, applicable to this detail line only. This percent will override the commission % defined via SA01 for this salesman/customer/commodity combination.Charge Code
Enter the code of the supplementary charge being added, as previously defined via program IN01. If no supplementary charge record exists for the code entered, the program enters the "Master File Lookup" routine . If a Miscellaneous Supplementary Charge ('**') is entered, the operator will maintain fields 65 to 68. The Miscellaneous Supplementary Charge is defined via program IN00.#Units
If the charge is to be calculated as a dollar rate per # of units, enter the total number of units to be used. "Dollar rated" charges are calculated as follows:Rate
Press Enter to accept the rate as displayed or enter the desired rate. The rate entered may represent a percentage or a dollar value that is charged per "X" number of units.If the charge amount is to be calculated as a percentage of product sales, then that percent is entered in this field. A 'per factor' = "100" must be entered in field 07. The amount charged will be calculated based upon the extension of all product detail lines that PRECEED the supplementary charge. Note that the rate entered for restocking charges, intended to reduce the amount of a credit note, should be entered as negative.
I.e.: If an invoice lists 3 product lines followed by a 'rated' supplementary charge record, the amount charged will be calculated on the extended value of the 3 product lines preceding the supplementary charge record on the invoice. Therefore, 'rated' supplementary charge records must FOLLOW the detail lines upon which they calculate.
The calculation formula is defined as follows:
If the amount of a supplementary charge is to be calculated as a dollar value per 'X' number of units, then the dollar rate is entered in this field. An associated 'per factor' is entered in field 07. The invoicing program will calculate the charge amount based upon the number of units entered by the operator.
The calculation formula is defined as follows:
Note that if a 'rated' supplementary charge record is added to an invoice and the operator enters a fixed amount against that supplementary charge code, the fixed amount will override the calculated amount.
Amount
If the charge is a fixed amount, enter the amount to be charged. An entered amount will override a calculated charge amount or an applied minimum charge. If entering a credit note, enter the charge amount in reverse. orIf a rate only has been entered, Enter to skip entry of a fixed amount and let the program calculate the amount to be charged. or
If "#Units" and "Rate" have been entered, the amount to be charged will be calculated and displayed. Enter to accept the amount displayed.
If a fixed amount is entered against a code that represents provincial (01-12) or federal (FB, FC) sales tax, the amount entered will be ADDED to what the program will normally calculate as the tax amount. If only the override amount is to be charged, adjust the PST/FST license to prohibit the program from calculating PST or FST.
The following fields are only valid if a Miscellaneous Supplementary Charge Code (field #61='**') was entered.
GL Code
Type a valid GL Code, as previously defined via program GL01. The operator may not review or create GL Codes at this prompt.Desc
The operator has the option to modify the description of the Supplementary Charge or Enter to accept the default.General/Detail
Enter the comment type code. Valid responses are:- G - if this is general comment
- D - if this comment is related to a product or supplementary charge detail line.
"D-type" comment lines will attach themselves to the product or supplementary charge record that they follow. If the order is sorted by program OE32 prior to printing the picking slip, the comments will be sorted/printed along with their associated detail line. "D-type" comments will be deleted automatically when a product detail line is completely invoiced (i.e., no backorder quantity remains) or when the supplementary charge is invoiced. Note that if a product detail line is backordered, the associated comment line(s) will remain and be printed on subsequent picking slips/invoices IF field 82 (Life span) is set to "L".
If the order is sorted by program OE32, "G-type" comment lines will be sorted and printed first on the picking slip. All other print programs will print detail and comment lines in order of input.
Forms Print
Choose which form types comment lines are to be printed on. Valid responses are:- A - print on all documents (quotes, picking slips and customer invoice)
- N - do not print comment on any forms-for display purposes only (i.e., order operator may wish to enter a message for the invoicing persons attention only).
- P - print on picking slip only-do not print on customer quote or invoice (i.e., warehouse/delivery instructions)
- I - print on customer invoice only-do not print on customer quote or picking slip.
- Q - print on customer quote only-do not print on picking slip or customer invoice.
Lifespan
Determine the life of the comment line. Valid responses are:- L - retain for life of order. "G-type" comments will remain on file until there are no shippable detail lines left. "D-type" comments will remain on file until there is no backorder quantity remaining.
- O - retain for one invoicing cycle only. Upon invoicing, comment lines coded "O" will be deleted and will not appear on any subsequent backorder documents (i.e., delivery instructions applicable to the original delivery only).
Comment
Enter the comment text, 25 characters maximum.Lin
This is a computer generated number assigned to each new detail line. The next available number is automatically generated and displayed as each new commitment detail line is entered.
An existing serial/lot commitment detail line may be recalled for modification or deletion via its line number.
Enter the line number of the serial/lot commitment detail to be recalled or, if adding a detail line to an existing commitment, Enter to generate the next available line number.
Note: When the serial/lot commitment window is displayed there are various items displayed which are for information purposes only.
Ordered Quantity, Quantity Committed, # of Details (number of detail lines entered), Whs (the warehouse where the serial/lot is located), Expiry Date (the expiry date of the serial/lot number as entered at time of receipt), SKU (Stock Keeping Unit)Mfg.Lot
Type a valid manufacturers lot number as previously received on the system or Type a "?" to display manufacturer's lots for this product. Lots will be displayed where the On Hand quantity is not equal to zero - oldest receipt first. Use the arrow keys to scroll through the available lots and press [Enter] when the lot you wish to commit stock from is highlighted.Prodn Lot
Type a valid production lot number as previously received on the system or Type a "?" to display production lots for this product. Lots will be displayed where the On Hand quantity is not equal to zero - oldest receipt first. Use the arrow keys to scroll through the available lots and press enter when the lot you wish to commit stock from is highlighted.Serial #
Type a valid serial number as previously received on the system or Type a "?" to display serial numbers for this product. Serial numbers will be displayed where the On Hand quantity is not equal to zero - oldest receipt first. Use the arrow keys to scroll through the available serial numbers and press enter when the number you wish to commit is highlighted.Commit
Enter the quantity of stock to commit from this serial/lot number.
(Serial numbers force an entry of "1")
When the quantity committed equals the quantity ordered the operator will be prompted to exit the commitment window or continue.
It may not be possible to commit the entire ordered quantity at this time (back order situation). If this is the case press F12 twice to exit the serial/lot commitment window. The operator will be prompted to either Backorder or Cancel the non-committed quantity or to Modify the serial/lot entry.
