SUP108 – Delivery Cost Pricing & Courier Integration

The purpose of this feature is to allow you to charge customers delivery charges based on Item Weights, Volumetric Weights, Number of Units, Fixed Price or Distance to Client. This can be used for personal company deliveries or used to recover costs of 3rd party courier companies. In addition, you can automatically integrate the sales documents to your Courier Company to Create Waybills, eliminating the need for manual capture, improving accuracy and expediting the delivery process from hours to seconds.

Setup

Create Delivery Methods
To create delivery methods, go to the Warehouse Module and select the Delivery Method option. In the screen below you will see that you can actually have multiple delivery methods in one. Once you have selected the service item to invoice you will then select the Billing Method. The billing methods are:

  • Fixed Rate – this is one set weight for the order regardless of the size
  • Total Mass – this is based on the order mass and is governed by a minimum fee as well as the ability to create a sliding scale table
  • Volumetric Weight – this is the item volumetric weight and is governed by a minimum fee as well as the ability to create a sliding scale table
  • Greater of Total Mass or Volumetric Weight – this is the greater of the previous 2 options, and is governed by a minimum fee as well as the ability to create a sliding scale table
  • Order Units – this is based on the quantity of items order and is also governed by a minimum fee as well as the ability to create a sliding scale table
  • Distance to Client – this is based on the distance to the client as set on the Customer delivery address and is governed by a minimum fee as well as the ability to create a sliding scale table.

Rate Table Settings
The rate table setting can either be set as a Fixed Cost for the rate, or as a Variable cost per Mass.

  • Fixed Cost Option – this will assume a fixed cost for all deliveries that weigh within the weight range. In the table above, an order weighing 19kg will cost 9.25.
  • Variable Cost Per Mass Option – this will assume a cost per weight for all deliveries that weigh within the weight range. In the table above, an order weighing 19kg will cost 175.75 (19 x 9.25).

Customer Setup
You now need to set a default Delivery Method to the Customer as seen below. For more detail you can also set this on a per Customer per Delivery Address basis.

Inventory Item Weight Setup
In order to use the weights it is critical that you setup the item weights on the Inventory Masterfile as depicted below.

Courier Integration Setup
To setup the switching of the sales document information to your Courier company, you need to select the related Account integration details as setup with your courier company either at Sales Order or Sales Invoice level.

Processing

Now that you have setup the delivery methods you will now proceed processing a sales document. In the example below you will see that we have selected the Weight button with the Weight details appearing on a separate screen alongside for greater detail.

Select the Delivery cost button will allow the user to adjust the delivery costs as required. Using our same rate table above with the weight of our Items you will see that the total delivery cost as calculated at 113.25kg x 8.90 / kg = 1,007.93.

 

SUP201 – Credit Control & SMS

Credit Control / Debt Collection

Palladium has the facility for you to remind your customers when their accounts become overdue and also send out demand and legal letters when necessary to defaulting customers. The Collection Letters function is accessible through the Accounts Receivable menu and the following window will be displayed. All you will then need to do is to select which clients you want to send the letters to. Note that this function could also be used to send our marketing letters to clients.
 
 
 
The templates for these letters are fully customizable and we can customize them according to your requirements. Below is a sample demand letter :
 

SMS Statements

 
You can also send out statements to clients via SMS and use the SMS functionality to market to clients.
 
 
The functions above are explained as follows:
 
  •  Message – this feature allows you to authorise the sent messages and also access customer replies.
  •  Reminders – Set reminders and receive SMS notifications on the due date.
  •  Marketing – this allows you to send messages to selected customers with advanced filtering using the Customer User-Defined fields.
  •  Debt Collection – this allows you to send overdue account reminders to selected clients.
  • Send Bulk – this feature allows you to send bulk messages from your outlook contacts or from an excel spreadsheet.
  •  Credits – this feature checks the available SMS credits you have.

General Note

Remember that you can also set standard SMS messages to be sent for orders and/or invoices processed on the system.

These messages are first sent to the Messages function for pre-approval.

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SUP034 – Automatic Credit Note Allocation

This feature allows you to automatically match/allocate Credit Notes to Unpaid Sales Invoices on the fly.

How Does This Feature Help Your Business?

  • Accurate credit allocations.
  • Offsets the credit immediately, this eliminates the process to have to manually apply the credit to the Sales Invoice.
  • Saves you time.

Feature Setup

Firstly, to activate the feature, you go to the Control Panel in Company options. On the Receivables tab, ensure that the option below is checked. Should this feature not be activated, then the Credit note will appear on the customer’s account as an unallocated credit.
 
 

Feature Functionality

To process a Credit Note, select the invoice then click on the Credit Button (subject to the users requisite security access rights) .
 
 
If the full invoice value was credited, the Sales Invoice will not appear in the Outstanding Invoice Feature within the Process Customer Receipts function as it has been automatically been matched to the Credit Note.
 
 
General Note 
 If you pass a Credit Note to a Sales Invoice and it is not for the full amount, only the net outstanding amount will appear on the outstanding Receipts above the “Amount Owing” field.
 

SUP035 – Sales Discount Matrix

This feature allows you to tailor default customer discounts by a Customer and Inventory Category pricing Matrix table. This gives you the ability to create and manage discount prices for an unlimited number of combinations due to that fact that you can create an unlimited number of Customer and Inventory Categories as well as an unlimited number of Customer Pricelists.
 
Note: This feature is currently available on the Palladium Business and Palladium Enterprise versions.

How Does This Feature Help Your Business?

  • Eliminates erroneous or unauthorised discount entries.
  • Allows you to logically group factors that result in price adjustments.
  • Secure, since access to edit discount rates may be granted to specified users only.

Feature Setup

Palladium offers the option to disallow specified users access to the Price Discount Matrix setup function and also allows you to set access rights to amending the Document Line-Item Discounts at a user-level.
  

Feature Functionality

Firstly, set up the discount matrix rates accordingly. In the example below, a customer who is set as a Distributor will receive a 12,5% discount on handbags and a 15% discount on Shoes as default.
 
 
On the Invoice below, the discount is then applied accordingly i.e. the first 2 items are stock items, therefore, a 20% discount is granted. The next item is a service and a 15% discount is then granted.
 
 
Feature Related Q & A’s
 
Q: If I do not have a discount setup for certain customer and item categories, am still I able to apply a discount at line level?
 
A: Palladium is not limited to applying discounts through the Discount Matrix only. You are able to apply a line discount to all Account Receivable and Account Payable documents at the time of processing. This would apply in a scenario where a discount is applied at the time of sale or purchase.  In addition to this you have the ability to apply a discount to the total document itself.
 

SUP036 – Credit Note Authorisation

This feature allows you to Create a Request for Credit Document for items that have been or may have been returned for Credit. Businesses realise that passing a credit note is tantamount to giving someone cash and the additional security level is critical to managing returns.

How Does This Feature Help Your Business? 

  • It adds an additional security step for returns or a state where warranties and/or the condition of goods can be checked before credits are passed.
  • It offers additional security for management to assist in reducing theft and fraud in an organisation.

Feature Setup

The ability to allow for Credit Return Requests is set through the Company Options Setup Function.

 

Feature Functionality

To Create a Request for Credit all we need to do is to pass a Negative Quantity Sales Order. On saving the system will convert this to a “Request For Credit Document” as seen below.
 
 
Once the authenticity of the Credit Request has been established, all the manager needs to do is to Convert the document by simply opening the Credit Notes window and clicking on convert. The following window will appear showing all credit request currently on the system.
 
 
Once the authenticity of the Credit Request has been established, all the manager needs to do is to Convert the document from the Sales Request and to Record/Update it accordingly.
 
 

SUP091 – Delivery Advices

The Delivery Advice feature allows you to create Deliveries without the need to process Invoices, while still affecting the inventory on hand. This feature works in the precise inverse way as GRV’s, wherein GRV’s act as an intermediate process between the receiving of inventory and the processing of the Vendor invoice. The delivery advice acts in the same way as an intermediate step between the delivery of Customer goods, and the invoicing thereof.

This feature is not to be confused with the delivery notes within the system that are available for printing during the Process Invoice function.

Use for the Feature

This feature would generally be used in a number of processes, and often where deliveries are made to customers where you would require a POD before processing the Invoice, normally due to Over or Under Deliveries.

Another use would be where deliveries for a specific order are made in intermittently throughout a period such as deliveries to a Project, where the client only requires one Invoice, so would be used more for an internal rather than external purposes.

Setup

Activating the Function
In order to activate the Delivery Advice feature you need to go to the Control Panel >> Options >> Receivables >> Settings 2. Then activate the feature by selecting the Create Delivery from Sales Order setting, with other settings to prompt or Warn on Open Delivery Advices at time of invoicing, much in the same way as we do with Pick Tickets on converting Sales Orders To Invoices. The other settings are to determine whether you would like to print the Price on the Delivery advice or to display the price on the Delivery Advice processing screen.

Control Account Setup
Because this Delivery Advice feature created a financial Transaction, ie Credit Inventory and Debit the Delivery Advice Control Account you would need to set the Delivery Advice Accrual Account in the Linked Account Setup Screen.

User Rights and Processing icon
Once you have activated the function you now need to set the respective user rights and on logging in, the Delivery Advice Icon will be available for the respective users.

Delivery Advice Processing

Creating Delivery Advices

To begin using this feature you will select the Delivery Advice Icon. In the example below I created a Sales Order for 2 x Bicycles and 2x Bicycle Helmets. Then on processing the Delivery Advice elected to only deliver 1 of each item. You will see that there is also a field for Total Delivery Quantity to add aid the Despatch and Drivers.

When processing the second delivery, the system defaults only the undelivered quantity of the order as seen below.

Processing Invoices
Once you would like to create an invoice simply select the invoicing processing function. If you first select the customer you will be prompted with the open delivery advices. Alternatively, you can click straight on the Delivery Advice Convert Icon as seen below,

And you will then be presented with a list of open deliveries that you can select to invoice as seen below.

What is notable about this feature is that you can convert from Multiple Deliveries to a Sales Invoice. Incidentally, this function works in conjunction with the ability to convert multiple Sales Orders to a single Sales Invoice.

On invoicing you will see that the items are grouped per item per delivery, for easy identification purposes.

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SUP083 – Document Attachments

 
You can attach documents in Palladium in 2 different ways each with their own purpose. These include:
 
  1. Attaching at Masterfile Level such as Projects, Customers, Vendors and Inventory Masterfile, the latter offering the ability to mail the attachment on the fly with related sales documents
  2. At transactional level

Masterfile Level

Customer, Vendor, Projects and General Ledger Accounts
This feature is mainly used to attach documents which are relevant to a particular Customer or Vendor at Masterfile level. These documents may include SLA’s (Service Level Agreements), Contracts, Spreadsheets, or any other documents that you may wish to refer to in the future. To use this function you simply need to select the files tab in the specific Masterfile then click add to browse to where the document is saved. Attaching this document will add it to the Palladium Database so it is recommended keeping the file sizes to a minimum.
 

Inventory Masterfile Level
We have detailed this feature separately because in addition to attaching documents for reference purposes, (such as warranties, installation instructions or general information), Palladium gives you the ability to attach these files on-the-fly with any emailed Sales Documents (such as Quotes, Sales Orders or Invoices) that contain this item.
 
 
To set this up you would need to add the document to the Files tab in the inventory masterfile section, and define with which Sales document you would like the document to be sent.
 
 
Then when e-mailing the sales document the attached document will populate with the e-mail as illustrated below.
 
 
 
Attaching at Transactional level
This feature allows you to attach related documents at document transactional level (or on all processing documents). You would generally attach a document here for any documents that relate to the transaction itself. This could be a proof of payment for a receipt, or a customer order or delivery note attached to an invoice.
You also have the ability to e-mail document attachments directly from the related processing screen by highlighting the attachments and then clicking on the Email button.
 
 

SUP106 – Understanding Customer Credit Control

The Palladium Credit Control is managed in 2 separate stages in the form of Sales Order Level and Sales Invoice level. There is no credit management for Sales Quotes of Freehand Quotes.

Sales Invoices

 

There are 2 ways in which we control and set up the Credit Management for invoices in the form of Over Credit Limit, and Overdue Invoices.

Over Credit Limit
To use Credit Limit Control you first need to activate the function “Default Credit Control for New Customers” above and insert a default Credit Limit for New Customer creation. The Credit limits are set at customer level as seen below – and governs / limits the total amount of goods or services invoiced to clients. In the screen below you will see that we will activate the Credit Control function at Customer Level. Once the credit limit has been reached, the user will be unable to invoice the client further.

In addition to this you can set the system to Allow / Block or Warn on Customers over their Credit Limits for added flexibility.

Temporary Credit Limits
Should users wish to exceed customer credit limits but still exercise control and discretion by using the Temporary Credit Limit function as seen above. The temporary credit limit is supported by an expiration date for greater control.

Overdue Invoices
The credit block on Overdue Invoices manages the ability to process invoices on Customer accounts with overdue invoices. An overdue account is classified as an account with invoices over their due credit terms. Ie if an invoice was due to be paid at the end of January, the system will disallow invoices processed in February until these overdue invoices are paid. Note that there is an option for the discretionary management for credit control on overdue invoices with the option settings to Allow / Block or Warn on generating sales on accounts with overdue invoices.

User Overrides
We have the option to allow for user / managerial overrides on Credit Block on accounts with overdue invoices at time of processing the Invoice.

Sales Orders

Credit Block On Overdue Invoices
This function allows you to Control the processing of sales orders where clients have overdue invoices. You also have the ability to set the function to Allow / Block or Warn on processing orders for clients with Overdue Invoices, as well as the ability to convert these to Sales Quotes on the fly.

Credit Block On Over Credit Limit
This function allows you to Control the processing of sales orders where clients are over their credit limits. You also have the ability to set the function to Allow / Block or Warn on processing orders as required, as well as the ability to convert these to Sales Quotes on the fly.

Include Open Sales Orders in Available Credit
This function sets the available credit display on all Sales Document Processing screens to factor in the value of open Sales Orders for clients who want to view the credit limit as the total exposure to the client. In the screen below you will see we have created a Customer with a credit limit of R2,000 and a Temporary credit limit of R2,500 where we have included the open Sales Order in the available Credit value.

User Overrides
We have the option to allow for user / managerial overrides on Credit Block on accounts with overdue invoices at time of processing the order.

 

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SUP112 – Salesperson Processing

This article will explain the use of Salespersons in Palladium from both a Setup as well as a document Processing Point of view. This feature facilitates the ability to have multiple salespersons within a single sales document and also caters for a 3-tier salesperson hierarchy from Account Manager, Regional Manager down to the salesperson on the document. We can also report on the actual user who entered the transaction should this also be required.

System Setup

There are 3 system settings relating to salespersons as displayed below:

Default Salesperson Selection Method
We have the ability to define whether we will use the Default Salesperson set at a “User” or at a “Customer” level as the default salesperson on the processing document. Using the default by “User” means that the salesperson assigned during the Users Setup will be used when processing sales documents where the latter will use the setup by Customer or Customer delivery address (explained in more detail below).

Blank Salesperson
This function allows you to Block / Allow or Warn on blank Salespersons on sales processing documents where there are no Salespersons setup for that Account. This is more relevant to Freehand Quotes where there are no default Salespersons setup on the “Freehand Account”.

Salesperson Processing by Document or Line
This new feature in Palladium Enterprise V10 allows you to define whether you would like to record the Salesperson for the Document or have the ability to record this by Line item. We would generally allow the recording by line where more than one person is directly involved in the sale.

Item Product Manager Reporting
Should we require the ability to report on Sales or Sales margins by item group or category – we could create a user-defined field for Product Manager and link this person to the Inventory Masterfile and report accordingly through our BI module.

Customer Masterfile
The default Salesperson can be set on the Customer Settings tab as seen below, with an Overriding Salesperson being set at Customer delivery address. What this does is to allow you to now set a default Salesperson per region, that is set once and filtered through to the processing document for ease of use.

Reporting
All these Salesperson field are available to you in our Palladium BI and can be added to any excel sales report allowing you to report on the Salesperson (manager) on the Main Account, Salesperson set at the Delivery Address, or simply the Salesperson who processed the transaction.

These are all supported by User-defined fields at Customer Account Level, Document Header level and even at Document line level for a pretty muck unrestricted reporting experience.

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