Processing Credits and Additional Charges: Essendant (formerly United Stationers)

Transcription

1 (formerly United Stationers) Updated August 2016

2 Contents About the Essendant Electronic Invoicing Features...3 Before You Begin...3 Setting Up and Using the Essendant Electronic Invoicing Features...3 Setting (L6F) Parameters...3 Setting Vendor Electronic Invoice Parameters...4 Setting Customer Service Quality Parameters...6 Setting Up Vendor Supply Options...7 Using the Essendant Invoice Receive...8 Printing Electronic Invoicing Reports ECi Software Solutions, Inc.

3 About the Essendant Electronic Invoicing Features A parameter in the (L6F) United Communications screen gives you the option to retrieve credits. Once this parameter is set, you can post Essendant (formerly United Stationers) credits automatically by item department at the same time invoices are checked against P/Os and posted to A/P. The INV-DET file is updated with the credit information, even if it is not processed. Also, you can place additional charges on the pick ticket in Order Entry via the (SR)[I] Electronic Invoicing function. You can create a cost-only line on the ticket and specify whether this is visible to your customer. You can also create a line on the ticket as a sell price, which passes the additional charge to your customer. The following files are created to run reports in Report Writer: VEN-LOG VEN-FRT INV-DET Before You Begin You must be set up to use Essendant PSN and electronic invoicing. For more information see Setting Up & Using the Essendant PSN (pdf) and Setting Up & Receiving Invoices for Essendant (pdf) on our ECi Customer Support Center. Setting Up and Using the Essendant Electronic Invoicing Features The feature requires the following steps: 1. Setting (L6F) parameters 2. Setting Vendor Electronic Invoice parameters 3. Setting Customer Service Quality parameters 4. Setting up Vendor Supply Options 5. Using the Essendant Invoice Receive function 6. Printing Electronic Invoicing Reports. Setting (L6F) Parameters 1. From the Master Menu, double-click. The Keyop Menu opens. 2. From the Keyop Menu, double-click. The Parameter Editor window opens. 3. Double-click. The text-based (L) Parameters screen opens. 4. In the Selection Code field, type 6. The (L6) Vendor and Wholesaler Communications screen opens. 3

4 5. In the Selection Code field, type F. The (L6F) United Communications screen opens. 6. Tab to the Credits field, and type Y to process credits with invoices, or type N to not process credits. If you leave this field blank, it defaults to N. 16:10:51 United Communications Screen 05/21/15 ================================================================================ Communication Parameters United Parameters [ 1] Hayes Only? Log? Canadian Dealer? Acct Id [ ] Pass [ ] Prefix? Reliable?Y Account #1 [ ] [ ] Uni-Link # Baud :19.2 PSN?Y Account #2 [ ] [ ] Score # Baud :19200 Account #3 [ ] [ ] Elec. Inv # Credits?Y PSN?Y Account #4 [ ] [ ] Block Size #32 Time Out # ASN?Y Account #5 [ ] [ ] Phone Line #M1 Transmission #00005 E. Inv [Y ] Pass [ ] Custom String [ ] Interlink System Id [ ] Order Type?12 File Type?U Shipping Inst.,,,,, ADOT? W-N-L? Consolidated W-N-L? Consumer Text,,,,, Multiple Drop Ships? Zipcode Routing? Barcode? Sub. List? Allow Backorders? Ignore NDS? ASI Label? Line Comments? Exc. Mfg [ ] [ ] [ ] [ ] Label Format [ ] Consolidate Locations on Orders? Route : (R/S/Z) Tag [ ] Item Description on Acknowledgment? Ref# : (I/C/P) Tag [ ] Break Page Between Each Order? P/O# : (C/P) Tag [ ] Pre-Receive? Update Cost? Terminal Type # Control? Printer [ ] Region ID? ================================================================================ 7. Press Enter until the (L6) screen opens again. Setting Vendor Electronic Invoice Parameters 1. From the Master Menu, double-click. The Vendor window opens to the Vendor Master tab by default. 2. Click the Vendor box and type UNITED. 3. Click. The Vendor Electronic Invoice Parameters dialog box opens. See the figure on the following page. 4. Click the Post Credits to A/P box, and type Y. 5. Click the Update P/O Cost box. Use this box to determine whether to update the journal cost in the JOUR-PO file. The cost is only updated if there are no variances specified, or if the cost falls within the variances specified. Type Y to update the purchase order cost, or type N to not update the purchase order cost. You must type Y in the Allow Auto Post box to use the Update P/O Cost box. 4

5 6. Use the Additional Charges box to enter additional charges. 6.1 In the Code boxes, you can enter up to 10 three-character codes that correspond to charges from the vendor. Please contact Essendant for a listing of valid codes. 6.2 In the G/L # boxes, enter the general ledger account to which to post the additional charge. 6.3 In the Code boxes, determine how to post transactions for each general ledger account. These boxes work with the G/L # boxes. 6.4 In the Pick boxes, determine if the pick ticket is updated with additional charges. These boxes work with the freight settings in the Customer Buyers/Manifest tab. Enter your response according to the following: Type N to not update the pick ticket. Type Y to add the additional charges to the ticket based on the freight settings in the Customer Buyers/Manifest tab. If freight is set to B and additional charges are set to Y, then the additional charges are added to the ticket. Type A to add the additional charges to the ticket regardless of how freight is set. Type C to add additional charges to the ticket based on the freight settings in the Customer Buyers/Manifest tab. If freight is set to cost only, then additional charges are added. 6.5 In the Department boxes, enter your single-digit department code, if needed. This allows the charge to flow through to your G/L based on an item department. 6.6 In the Description boxes, enter a description for each code. For example, if you enter the code 400 for freight charge, you could enter FREIGHT CHARGE in the Description box. 5

6 7. Click Exit. 8. Click. If you are passing additional charges onto the pick ticket, this box is used as the additional charges item description. Setting Customer Service Quality Parameters 1. From the Master Menu, double-click. The Customer window opens. 2. Click the Name box and enter the customer name. 3. Click the Buyers/Manifest tab. 4. In the Fr box: Type Y to create additional charges for the order. The additional charges information is used for reporting purposes only. The customer is not billed for additional charges and the amount appears as a cost only item, and not as a billable item on the invoice. Type B to add the additional charges to the order. The customer is charged for the additional charges and the additional charges appear as a separate, billable item on the invoice. The additional charges information is also available for reporting purposes. Type N to not create or add any additional charges. 6

7 Setting Up Vendor Supply Options Processing Credits and 1. From the Master Menu, double-click. The Vendor window opens to the Vendor Master tab by default. 2. In the Vendor # box, enter the vendor number. 3. Click. The Supply Options dialog box opens. 4. In the Location box, enter a G/L location, or accept the default of In the Destination ID box, type UNITED. 6. To process additional charges and post them to the pick ticket, check the Update Pick Ticket With Addtl Charges box. 7. Enter the item number and company name in the Item Number and Company boxes. This item number displays on the ticket. To use this feature, the item must already be set up in the item database. For more information on setting up items, see your online help. 8. When finished, click Exit. 9. Click. 7

8 Using the Essendant Invoice Receive Essendant Additional Charges and Credits are part of the Electronic Invoice Download process. 1. From the Master Menu, double-click. The Reports Menu opens. 2. From the Reports Menu, double-click. The text-based (SR) Purchase Order Reports screen opens. 3. In the Request field, type I. 4. In the Who field, type F to select Essendant (formerly United). 11:31:18 (SR) Purchase Order Reports rev. (09/16/14) 05/22/15 ================================================================================ A. Print P/O s. P/O Form Format Y/R/B/S?. Past Due Y/N?. Outstanding Y/N?. B. Transmit P/O To Vendor Send Special Codes?. C. Receive P/O Transmission From Vendor. A=Azerty G=Horizon D. Print P/O Receipts From Vendor. Delete File Y/N?. C=Sparco J=Emco F. Talk To Wholesaler. Who?F D=Daisytek R=Synnex I. Receive Electronic Invoice/ASN Wholesaler?. E=Whl-Grp F=United E. Backorder Reports. Short Buy Report Y/N?. Keep Short Buy File for P/O s?. Print All?. Match Against P/O s A/E?. M. Debit Memo Report. P. Purge Purchase Orders. Archive Purge to Journal Y/N/D?. From File [PO-MASTER ] Vol. [W3??] E=Dept To File [JOUR-PO ] Vol. [W3??] D=Date P=Prefix V=Vendor Up to Receive Date../../.. S=Slsm R=Route N=Item Nbr R. Inquire or Report on Archive Reindex Y/N?. C=Cust L=Class I=Invoice S. Compare Vendor Purchases with Daisytek Sort Codes 1(.), 2(.), 3(.) P/O Numbers #... To #... Vendor Nbr #... To #... Request [I] Location? 1 Printer?P1 COPIES? Totals Only?N Y/N 5. Tab to the Printer field and enter the name of the printer to use. When creating a proc file to automate this screen, type BI for Background Invoices in the Copies field. 6. Press Tab until the Are You Sure Prompt displays. 7. Type Y to continue. The invoice is downloaded 8

9 Printing Electronic Invoicing Reports The (TR2) Order Entry Reports screen lets you update the pick ticket with freight amounts. 1. From the Master Menu, double-click. The Reports Menu opens. 2. From the Reports Menu, double-click. The text-based (TR) Order Entry Reports screen opens. 3. Type 2. The (TR2) screen opens. 4. In the Report field, type A to update Vendor Shipping Information. 5. Type Y next to Add On Amounts to process additional charges. The VEN-FRT file is created and updated with the freight amounts. The VEN-LOG file is updated with ticket information, including line item details and whether freight was updated. 16:11:37 (TR2) Order Entry Reports(02/09/15) 05/21/ A. Update Vendor Shipping Information Add On Amounts?. Y/N Carton Counts?. Y/N Carton IDs?. Y/N Quantity Chg?. Y/N B. Purge Vendor Files up through../../.. (includes log file VEN-LOG ) Add On Amounts?. Y/N Carton Counts?. Y/N Carton IDs?. Y/N Quantity Chg?. Y/N Report [.] Loc [ 1] Printer [P1] 6. Tab through the fields until the Are You Sure prompt displays. 7. Type Y. 9