Articles - Page 9 of 10

SUP109 – Inventory Reorder Optimisation

The purpose of this feature is to optimise the inventory holding and ordering within the organisation by managing minimum and maximum levels with order lead times, a safety factor as well as an estimated number of days sales to stock in order to optimise in hand levels.

Process

This function is a 3-step process as follows:

  • First setup the delivery lead time, safety factor to apply and set up the number of days sales required in stock.
  • Then run the inventory forecasting process. This function will calculate and average daily sales for the selected period and set the minimum and maximum inventory levels using the safety factor and required days sales.
  • We then process the mass inventory order form allowing us to mass create the individual purchase orders per location per vendor.

Setup

General Setup
You need to go to the Company Options Setup to determine whether you will create Purchase Orders or Purchase Requisition when processing the Bulk Reorder Process per the screen below. Note that you will only be able to create Purchase Requisitions if you are using the Purchase Order Approval function.

Inventory optimisation setup

Inventory Masterfile Setup
Go to the inventory Masterfile and select the Reorder tab. Thereafter enter the details as below. Refer to the numbering in RED in the screen below.

Inventory optimisation masterfilesetup

  • Reorder Point for all Locations – This will set the Max Level across allocations and is used to determine order points for the company – generally used for central store purchasing.
  • Minimum Level – This is the Minimum level for all locations – associated with Centralised Ordering.
  • Safety Factor – Safety factor used to calculate the Minimum Level.
  • Order Lead Time (Days) – Vendor Delivery Lead Time.
  • Days Sales In Stock – Number of Days Sales Stockholding Required.
  • Economic Order Factor – The multiple on which to Order goods from your Vendor.
  • Minimum Order Quantity – this is the least amount that can be ordered for this Item
    Average Daily Sales – Average daily sales are calculated during the Inventory Forecasting process.
  • Minimum Level – Minimum level used to trigger the reorder process, calculated as follows: (Order Lead Time x Average Daily Sales) x (1+ Safety Factor).
  • Maximum Level – Minimum Level + (Days Sales in stock x Average Daily Sales) rounded up to Greater of Economic Order Factor or Min Order Quantity.

Inventory Forecasting
Now that you have setup the Reorder levels you need to generate the forecasting process as seen below with recommended new minimum and maximum inventory levels. The first thing you need to do is to determine whether this process is run per location or as an overall company (15). Then select the period on which you wish to forecast the daily sales, as depicted by point (1) below. As you can see you also have the ability to filter, or process, by inventory category (2).

Inventory optimisation forecasting

Other field data as follows:

  • Stock Days to Forecast – this will allow you to mass update the Days Sales field (12)
    Sales – this is the unit sales for the dates selected in section (1).
  • Daily Sales – this is the average sales per day.
  • Adjusted Daily Sales – this is the overriding daily sales to calculate the Min and Max levels.
  • Sales Last 7 days – sales on the previous 7 days from the system date.
  • Order lead time – Order delivery Lead Time in Days per the Inventory Masterfile.
  • Safety Factor – This is the excess safety Stock Factor per the Inventory Masterfile.
  • Old Min Level – Previous Minimum Level.
  • New Min Level – New Minimum Inventory Level that will be updated to the Masterfile on Saving.
  • Days Sales – This is the number of days Sales to Stock.
  • Old Max Qty – Previous Maximum Quantity.
  • New Max Qty – New Maximum Quantity that will be updated to the Masterfile on saving.)

Processing Vendor Orders

The processing of Vendor orders can be made in one of, or using a combination of the following 3 ways:

Inventory Reorder Report
The standard reorder report has been extended to include the new Minimum and Maximum Levels, Economic Order Quantity and the Minimum Order Quantity. The reorder report has the ability to group order items by Preferred Vendor facilitating the reorder process.

Inventory optimisation reorder report

Quick Order Form
Regarded as one of Palladium’s best-kept secrets, the Quick Order Form has all the functionality of the Inventory Reorder Report and more and allows you to select the items for reorder within a Vendor Purchase Order, allowing you to filter on only those items purchased from a specific Vendor.

Inventory optimisation quick order

Bulk Reorder Form
This is a new feature that allows you to load all items for reorder (per location) and create mass Purchase Orders from one screen. Note that this feature is only applicable where reordering is done at a per Inventory Location (Store) level. Below is an example of the Inventory Reorder Form. Once complete you will select the Generate Purchase Order.

Inventory optimisation bulk reorder

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SUP085 – GL Open Item Allocations

The purpose of this function is twofold. Firstly it allows you to “allocate” or suppress from view, transactions that offset each other, allowing you to only see the relevant “outstanding” entries. Secondly, the system is used to auto-allocate transactions during the adjusting process, allowing you to suppress the original and reversal entries on the fly, leaving only the original entry as unallocated.

Manual Reconciliation

Objective
You would generally use this facility to reconcile accounts such as cash clearing accounts or general provisions and accrual accounts where you would like to offset amounts or entries against each other.

Processing
To process open-account allocations, first, select the icon in the General Ledger processing screen and select the account to allocate against. The system will list all transactions in the account whether allocated or not. This will allow you to reallocate previously allocated transactions should you require.

GL Allocations openIn the screen below you will see that we have offset a loan of R2000 against 2 of the repayments (in red) where the system has automatically applied an adjusted entry in Orange.

GL Allocations open2

Reports
You can now run the General Ledger Transaction report showing All transactions or only the Unallocated Transactions.

GL Allocations report
Showing ALL transactions

GL Allocations all transactions
Or showing UNALLOCATED Transactions Only

GL Allocations unallocated transactions

Automated Reconciliation

Objective
One of the main control features in Palladium is that we write a reversing Journal Entry for all adjusted transactions. This is good accounting practice and corporate governance, but can result in an extensive number of transactions in your General Ledger accounts.

Processing
To overcome this, Palladium automatically reconciles the original transaction with its General Ledger reversal on the fly, allowing users the ability to show all transactions or only the “unaffected’ or unreconciled entries.

Prevention
To prevent excessive transactions we would like to remind you of the Document Info feature that allows you to amend non-financial information, such as a sales representative as on sales documents as will not create any General Ledger Entries unlike the Adjust feature found on the same document.

GL Allocations sales invoice

 

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SUP104 – Vendor Inventory Pricing

Creating Vendor Pricing

The Vendor pricing setup and selection can be setup in either the Inventory Masterfile under the Vendors Tab as seen below;

Or in the Vendor Masterfile setup under the Item Pricing Tab. The significance of setting the pricing here is that you have the ability to Import the Vendor Pricelists. Note that both these methods update the same information and database fields.

Vendor Inventory pricing setup

Default Price Selection
When processing Vendor documents on the form of Purchase Quotes or Requisitions, Purchase Orders or Purchase Invoices, the system will first select any Vendor pricing as set above. Should a price not be available, the system will use either the Last Received Cost, or the Default Item Purchase Cost as defined on the Inventory Masterfile below.

Vendor Inventory pricing default price

Units of measure
There may be a case where there is a different Unit of Purchase Unit to that of the Unit of Stock as seen in the screen below. Note that this will have no bearing on your Vendor Pricing, noting that your Vendor Pricing will be for 6 of this item (ie Unit of Buy) that will convert to the Unit of Stocking at time of receiving.

Vendor Inventory pricing unit of measure

Converting Documents
This function above only applies in the case where you are creating a new purchase Document and will not apply where prices have been already set or altered on existing purchase documents that are converted, ie in the case of a Purchase Requisition to a Purchase Order.

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SUP088 – Process Manufacturing

The Process Manufacturing feature is a new Module / Function that works independently from the current Manufacture / Kitting Function found under the Inventory section In Palladium Enterprise. The feature will allow you to Create Jobs, Post Work in Progress in the form of Inventory, Service, Labour and Machinery costs that will remove the items from Stock and post to the WIP Account. On Closing a Job, the total costs get removed from WIP and the finished Goods updated with the respective cost. Below is a list of the Setup and Processing features found in the Manufacturing Module.

process manufacturing overview

Setup

General Ledger Setup
A new Ledger Account needs to be assigned to manage the Work In Progress.

process manufacturing setup

Company Options
Settings have been added in the Company Options function to cater for Imports and the related posting of the WIP from Scales to eliminate any human error or intervention. In addition an option has been added to validate and allow / disallow the over or under issuing of inventory per Work Centre.

process manufacturing options

Setup Work Centres
The Work Centre function allows you to create steps within the manufacturing process with the ability to assign Inventory Items, Additional Costs, Machine as well as Labour Costs per Work Centre. In addition, a Work Centre could act as a staging area for Quality Control or final commissioning. We also have the ability to track or report on Jobs per Work Centre. As an added value, manufacturing variances in the form of item issuances are managed on a per item, per work centre basis, allowing for greater analysis on efficiencies per stage of production.

process manufacturing work centres

Setup Labour
You can set up an unlimited number of Labour Types, each with their own rates and Recovery Accounts. When you set up the rates, the Cost will change proportionately to the quantity on the BOM. Ie should the BOM reflect a quantity of 100 and the variable hourly set at 2 hours, should a job be created to manufacture 1000 items, the variable costs will be 20 (2 / 100 x 1000) hours and the fixed Setup and Breakdown Costs at R300 respectively per the screen below.

process manufacturing labour

Setup Machine Rates
You can setup various Machine types and rates as we do with the Labour rates above, and assign these during the Process WIP process routine.

process manufacturing machine rates

Setup Bill of Materials
When you setup the BOM, you first define the item to be manufactured, then assign any By-Products that may be associated with this manufacture. Thereafter you will specify the different Work Centres (routing) for this Manufacture. Once you have defined your Operations (or Manufacture Steps), you then need to assign the relevant Inventory / Labour / Machinery / Recovery costs per Work Centre. In the example below you will see that we have selected the Machine Work Centre and the Components assigned to the Machine Work Centre.

process manufacturing bom

Here we have allocated Labour to this Work Centre.

process manufacturing labour to work centre

Here we have allocated Machine Time and Costs to this Work Centre.

process manufacturing machine time
We can optionally assign Recovery Costs to the process such as Electricity in large Engineering concerns.

process manufacturing recovery costs

BOM Changes / Revisions
The revision option allows you to maintain fill Bill Revisions/changes with the tracking on the revision date of the Job. This facilitates the recall or full recipe tracking of a manufactured item.

Processing Jobs

Creating a Job
To create a job you need to go to the Process Jobs icon and select the Item that you would like to manufacture, as well as the Quantity to Manufacture. In our example below, the BOM was setup for a Manufacture Qty of 21, and we would now like to manufacture 45 items. What will happen is that all quantities as well as variable costs will change proportionately with Fixed Cost Components and Recovery Costs remaining the same.

We can optionally assign Recovery Costs to the process such as Electricity in large Engineering concerns.

Job Status
On creation, the status of the job is “open”. At this stage, the Job can be adjusted and additional items or resources added or removed. Only when Inventory or resources have been issued to a Job, does the status change to Work in Progress at which time the Job is “Fixed” and unable to be amended.

Printing
At this stage the following reports can be printed from the Process Job Function:

  • Job Card – detailing all expected costs and resources assigned to the job by Workcentre.
  • Pick Lists – Bulk Pick Lists per Workcentre – allowing you to prepare the inventory for issuing to the Job.

 

Job Cost Summary
We have also included a Cost Summary function that records the Actual vs the Theoretical costs on the BOM with the difference being a manufacturing variance that can be reviewed on an ongoing basis.

process manufacturing process jobs

Posting WIP
WIP can be posted as many times per Work Centre as required. The Issued column below will detail all previous issues for this item for the specific work centre. In addition to this, although the main Job cannot be amended, you can still assign any other Inventory Items or Resources to the Job (ie non-original BOM items) at any stage for substitution purposes. Such items will be highlighted on the Manufacturing Variance.

process manufacturing wip

Transferring a Job
The Job Transfer function sets the “default” Work Centre for that job, allowing users to have a detailed view of what status of production or state that a Job is currently in.

process manufacturing transfer

You can also view the status of a Job via the Process Job Function below.

process manufacturing job via process

Job statuses can also be viewed through the Production Centre Calendar with the option to filter on the Job Status and / or Work Centre for extensive flexibility.

process manufacturing calendar

Closing a Job
A job can be fully or partially closed. When a job is partially closed, because the final costs are not yet known at this stage, Palladium will use the Theoretical Manufacture costs for the transaction with the net over/under cost assignment being allocated when the job is fully closed.

process manufacturing close jobpng

Reporting
In addition to the Reports Mentioned above, we also have the following comprehensive manufacturing reports to record costs and manage efficiencies within the production environment.

Production Variance Report
The Production Variance report will allow you to manage the actual quantity and costs of a Job vs the theoretical quantities and costs on a per Work Centre basis – allowing production manager the ability to identify production inefficiencies easily. This is extended to Inventory Items, Labour Resource, Machine Resources and even general Company Overhead allocations.

Manufacturing Efficiency Report
This report allows you to manage the theoretical output (quantity of manufactured items) vs the actual manufactured quantity.

Resource Efficiency Report
This report allows you to manage the efficiency, or usage, of a Labour or Machine resource over a specific period.

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SUP054 – Understanding Projects in Palladium

Project Setup

Project Information
The first thing you have to do is to create a project. This is found in the Palladium Business Section.

Projects setup

Select the feature and create a Project Number and Name, as well as assign the Project to a Customer as well as to a Profit Centre should the Profit Centres be in use.

At this point, you now need to enter the various information relating to the project. This information ranges from the Status of the Project with the relevant Milestone dates in order to track the status more effectively. The project type refers type, or terms of payment for the Project allowing you a holistic view of the Project status at a glance.

Project Budgets
Palladium allows you to budget costs, revenue as well as item quantities on any given project. The significance of this is that you may well be under cost for a specific item on a project but used 10% over from a quantity point of view. Had we not have been able to budget in this way the effects of the quantity overrun may have been masked by the effects of the effective procurement.

Projects budgets

Project Payment Schedule
The payment Schedule Tab allows you to setup and track the agreed progress payments on the job and to manage payments that are contrary to the agreed payment schedule.

Projects payment schedule

Project Contacts
Palladium caters for the ability to create an unlimited number of contacts relating to the project. These could range from your responsible staff, that of your client or sub-contractors ensuring you have the relevant responsible person’s information available when you need it.

Projects contacts

Attach all Relevant Documentation
With Palladium’s Project function you can track all information relating to the project with Problem Logs and related resolutions, standard Project Log and notes.

Projects attach documents

In addition to this, Palladium has the ability to attach all pertinent information and documents to the Project securely with full encryption and security.

Projects security

Assign Costs and Revenue to Projects
Costs can be assigned to projects from all Processing Documents from Vendor Quotes/Orders and Invoices to Customer Quotes/Orders and Invoices. This facility gives a project manager the ability to report on all Potential as well as Committed costs and Revenue.

If you refer to the screen below, you will see that we are able to allocate costs to Projects only after the document has been saved (recorded). In addition, you are able to track or trace the status of the order using the document status field, situated in the bottom left-hand side of the document.

Projects assign costs

Once we select the Project Icon, we are able to post the costs to one project or to post them, individually to separate projects offering powerful functionality with complete ease of use.

Projects cost post

Extensive Reporting
The Palladium Project Reporting function is not only comprehensive but also uses Terminology used in the industry. We refer to Tenders and Change Orders rather than Sales Quotes offering a Custom application for a very specific industry. Here you can see the extensive list of reports on offer.

Projects reporting

Flexible for Multiple Industries
The Project module offers extensive flexibility for it to be used across multiple disciplines and industries for the discerning business that would like to monitor the costs, and/or revenues, relating to a specific project or task. Ideally suited for any business that would like to consolidate or compare the costs and/or revenues across any 2 or more Customer and Vendors.

Use this function to control the profitability of a school fete, the extension or painting of an office in your room of for the construction of a Plant on behalf of one of your customers.

SUP113 – Customer Sales Discounts

The purpose of this article is to explain the use of the applying of Customer Discounts in Palladium Enterprise. The discounts are in the Form of Item Line Discounts and Customer Trade Discounts (Document Discounts).

Item Discounts

There are 2 settings relating item discounts as follows:

Item Discount Matrix
The item Discount Matrix is a Discount Matric that is Applied to a Customer Category vs an Item Category.

Setup
To set this up go to Inventory / Maintenance / Price Discount Matrix. In the screen below you will see that we have 3 customer categories with 5 Inventory Item Categories, each with their own default item discount value.

Customer Discounts setup

Processing
When processing a sale for a Customer assigned to the Wholesale Category, the Discounts relating to the respective inventory Category will be applied as seen below.

Customer Discounts processing

Item Contract Pricing
This function allows you to set an Overriding Discount per Item Category per Individual Customer or for a Group of Customers based on the value of the Item Sale for that specific item Category.

Item Contract Pricing Setup
To set this up go to Inventory / Maintenance / Contract Pricing. Then select the Validity Date Range for this Special Pricing, then set the price value breaks and overriding discount value for the Inventory Categories. You are not obliged to set the Value Breaks and could have the additional discount apply from the first cent.

In the screen below you will see that we have set an additional discount for Ring Sales between $2000 and $9,999.99 and another from $10,000.

Customer Discounts price setup

Using the Inclusion / Exclusion function you can include only specific items for the overriding discount, meaning that you could have the special discount relate only to specific items without having to change the Inventory Category as seen below.

Customer Discounts discount override

The date ranges allows you to set Multiple Pricing Ranges and Variations within the same Discount Matrix Type as seen below. This is the same as the new date-base Customer Pricing in Palladium as seen below as well as on the Trade Discount Matrix below.

Customer Discounts variations

Assign Contract Price to Customers
Once we have set up the contract pricing we need to assign the Pricing to a Customer. To do this simply go to Customers / Maintenance / Settings Tab and navigate to the Contract Pricing section as seen below.

Customer Discounts contract price

Processing
When we process a sales document with the value for rings over $10,000 you will see that the discount has increased to 12% for this Customer.

Customer Discounts process sales doc

 

Customer Trade Discounts

These discounts are applied on a per Customer basis and applied as an overall Document Discount. We have 2 Types of Trade Discounts in the form of General Customer Trade Discounts and a Trade Discount Matrix.

Setup
To set this up, simply go to Accounts Receivable / Maintenance / Customers / Settings Tab and navigate to the Trade Discount section as seen below and enter the discount value.

Customer Discounts general trade

Processing
Once Set, the discounts will appear on all sub-total of the sales document (net of item discounts above) as seen below.

Customer Discounts general trade processing

Trade Discount Matrix
This function is similar to that of the Item Trade Discount Matrix in that it allows for a variable Trade (Document) Discount with the ability to Include and Exclude specific items.

Setup
To set up the various Trade Discount Matrix Types, go to Accounts Receivable / Maintenance / Trade Discount Matrix Types. Like we had previously you can set the selected items in which you would like included in the additional “overall” discount structure as seen below.

Customer Discounts trade discount matrix setup

Assign to Customers
To assign this Matrix to your Customer(s), simply go to Accounts Receivable / Maintenance / Customers /Settings Tab and navigate to the Trade Discount section as seen in an earlier screen assigning the relevant Matrix type.

Processing
Once we have setup all we do is to process an invoice with the respective value and the Trade discount will adjust Dynamically as seen below.

Customer Discounts matrix processing

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SUP086 – Inventory Integration & Negative Quantity On Hand Updates

Inventory Integration Methods

Palladium has the ability to integrate to the General Ledger on either a Perpetual (Integrated) or on a Periodic (non-Integrated) method. Note that the system will allow you to switch from one method to another as required.

Inventory Integration methods

Perpetual Method
The Perpetual, or integrated method, will post a general ledger entry for the Cost of Sales/Inventory leg of a sales transaction, ensuring that the Inventory control account is updated with the correct value of the inventory on hand on a real-time basis.

Periodic Method
The Periodic, or non-integrated method, does not write any transactions to the inventory or cost of sales accounts at time of sale and relies on the user to post the correct general ledger journal entries at period, or month-end. In addition to this, no general ledger transactions are written for Inventory Adjustments or Stock Take processes.

Setup

The setup methods are the same with the use of Account sets, although the main difference is that with the Periodic Method, Palladium will only use the Revenue account for Sales, and the Expense accounts (Cost of Goods) for Purchases. The reason for this is because we require control accounts for month end Journals and related account balancing.

Inventory Integration account setup 1

Data Integrity

Certain functionality has been set as inactive using the Periodic method. These include the Inventory Ledger Validations as seen below as well as the Inventory Balance in the Company Summary tab.

Inventory Integration check data
You will also see that we have set the Inventory Balance as Periodic Inventory Balance to simplify the identification thereof.

Inventory Integration check data integrity

Negative Inventory

General
We have the ability to record negative on-hand inventory updates either using the items last received cost or to update at zero cost.

Inventory Integration options

Update at Zero Cost
Updating at zero cost will value all inventory with a negative value at Zero and a value only being recorded for all quantities exceeding 0.

Example
Should you have a negative quantity of say 3 of item X and receive 5 at $100 each, Palladium will receive 3 at $0, and 2 at $100 each, with the balance of the $300 being allocated to that items Variance account as set on the Account sets.

Inventory Integration options 1

Update at Last Received Cost
Updating at last received cost will record all negative quantity items at the prevailing last received cost per unit. When the items are sold they will be sold at the last received cost. When items are received, the items will be received at the average negative cost, with the balance between this and the Received cost being allocated to the Variance Account as set on the Item Account Set.

Example
Should we have a negative quantity of say 3 of item X where the prevailing last received cost was $200 each, showing a value of -$600, and receive 5 at $100 each, Palladium will receive 3 at $200, and 2 at $100 each, with the balance of the $200 being allocated to the Item’s Variance Account.

Inventory Integration account setup

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SUP040 – Related Items and Upselling

This feature allows you to set an unlimited number of “Upsell” Items for Optional Dynamic Prompting per processing document. Additionally, this feature can be used to group a number of items together say in the form of Kits or Standard Orders by attaching an unlimited number of Inventory Items to a service Item as an example.

How Does This Feature Help Your Business?

  1. Provides you with extensive sales-related information, which optimises the sales process.
  2. Increases staff productivity as it limits training requirements.
  3. Reduces processing errors and makes it simple for new employees to sell specialised products.
  4. Can also be used to Relate items to others such as Item Supersession.

Setup

To illustrate this functionality, I will use an Outdoor Retail Store as an example. To get started I go to the Inventory Module | Inventory & Services and select the Primary Item that you would like to link the Related Items to. Then select the Related Items tab, and select the items that you would like to link to the primary Item. There are two primary settings here. They are as follows:

  • Qty and use Proportionate Quantity – this setting will allow you to change the ratio of Primary Items to the Related Items. An example for this would be that you may require 2x Battery Packs for every 1 x Torch sold.
  • Auto-Invoke Reminder(as signified by the checkboxes) – when selected, the system will prompt, or auto-invoke the user to purchase the respective related item as soon as the Primary item is selected for the respective processing function such as Sales Invoices or even Point of Sale.

Related

Note
You can still view the related items on sales documents at any stage without setting them as “auto-invoke” as detailed below.

Processing

To use the function generates a sales document and select the Primary/Linked Item. There are 2 ways in which we can access and select the Related Items from the various Sales Items, either as an Auto-Invoke or a Manual Selection as detailed below.

Auto-Invoke

In the example above we have set the Sleeping Bag as the Primary Item, and have set the Flashlight and Suntan Lotion as Auto-Invoke Items. On selecting the Sleeping Bag, you will see that the system automatically prompts to add the related Items.

Related1

Manual Invoking

We can manually invoke the Related Items at any time by selecting the Related Items Button on the sales form that will allow you to select the required related items.

The screen below shows my Master Item () and Related Items (sleeping bag, gumboots, lantern, tent, etc).

Related2 1

 

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SUP044 – Understanding Freehand Quotes

This feature allows you to create Quotes for Clients (and prospective Clients alike) while managing the margins of sales and service items (including prospective items). Additionally, the Purchase and Sales Documents can be created on the fly, all from the same screen, offering traceability from the purchase of the item, to goods receiving through to the sale of the item.

How Does This Feature Help Your Business?

  • Create quotes for Prospective Clients without having to Create a Customer Masterfile Record.
  • Create quotes for Prospective Items without having to Create an Inventory Masterfile Record or use the function to control Buyouts.
  • View and manage margins as a value or as a % of the total deal value
  • On acceptance, have the ability to create the Inventory Items and Customer Records on-the-fly
  • Create the Sales and Purchase Documents all from the same screen
  • Have the option to view all Suppliers for a specific item, with the system selecting the preferred Supplier as default

Feature Options

Create a Quotation for a Prospective Customer or Prospective Inventory Item
Here you can create a quotation for a prospective OR a current customer, as well as a prospective OR current Inventory or Service Item. This allows you the ability to handle Buyouts whilst maintaining the appropriate margins. If you refer to the Vendor Field on the Item Line, you can also specify the details of the Vendor that
was used to cost the quote. (Note that in the case of standard Inventory Items, the system will default the preferred Vendor for that Item and give you the ability to select another or assign a Vendor to that Item.

Freehand Quotes creating a quote
Converting the Quotation
Once the Customer has approved the quote, we can now convert the details to a Sales Document (Quote, Order or Invoice) as well to one or more Purchase Documents (Requisition, Order or Supplier Invoice) on-the-fly. If you have used a prospective Customer Or Item, the system will prompt you to select the Item or Customer or to
Create these on the fly.

Freehand Quotes converting the quote
Once the Items and Customer has been linked the system will create the Purchase Order on-the-fly and bring through the Sales Quote and Customer Details to trace the document through to fruition.

Receive Goods With Complete Traceability
When goods are received the Created From customer and Order details will be displayed on the Goods Received Voucher and processing screen, allowing you to effectively complete the order fulfilment cycle.

Freehand Quotes customer details pull throughh all documents allowing traceability

Note that the ability to trace the Document Reference above is also available in all the Create/Copy Purchase Order from Sales Orders function, with each individual copied sales order and customers details listed separately.

Freehand Quotes customer details copied all the way through to GRVs

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SUP111 – Receipts to Sales Orders and Credit Requests (Laybys)

The purpose of this feature is to allow receipts to Sales Orders and Credit Requests coupled with the ability to Send Customer Statements with or without these open orders. In addition we have the ability to process Request for Credits at time of receipting to process customer short payments or claims, alleviating the need to short allocate against a fully paid invoice. This feature is also ideal for Laybys where we will only release the goods once fully paid.

Setup

To Activate this function, go to the Company Options / Receivables – settings 2 Tab, and select the Allow Receipt Processing to Sales Orders Function.

Laybys activating receipt processing to sales orders

Processing

Transaction Processing
At time of receipting we have the ability to Allocate Receipts to one or more sales orders as well as have the ability to Create a Credit Request on the fly as seen below. In my example I have Created a Sales Order for $100.

Laybys creating sales orders

I now process a receipt against the Sales Order as seen below. Note that at this time I have the ability to process a request for Credit and on doing so the Request would also be available for allocation purposes as a negative amount. This is used extensively where client claim rebates or for returns or price changes, while still paying the other documents on the order in full.

Laybys process credit request

Statement Processing
We now have the ability to process Customer Statements with or without displaying the Open Orders as seen below.

Laybys processing statements

Here is a statement displaying the Open Orders

Laybys processing statements displaying open orders

Here is an example of the statement without the Open Orders

Laybys processing statements not displaying open orders

Customer Ageing
The same applies to the Customer ageing reports per below.

With Sales Orders

Laybys customer ageing displaying open orders

Without Sales Orders

Laybys processing statements not displaying open orders

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