Eclipse Standard Operating Procedures - Release 8 Pricing

Transcription

1 Eclipse Standard Operating Procedures - Release 8 Pricing These documented procedures were designed based settings described in the Suggested Maintenance section. Revised 2/06/04 Intuit Eclipse TM, among others, are registered trademarks and/or registered service marks of Intuit Inc. in the United States and other countries. Other parties' trademarks or service marks are the property of their respective owners and should be treated as such.

2 Suggested Maintenance Settings

3 ECLIPSE STANDARD OPERATING PROCEDURES CATEGORY: Pricing TOPIC: Suggested Maintenance Settings Rel 8 REVISION: 2/06/04 SUGGESTED MAINTENANCE SETTING: REBATES: Search for Cost Overrides During Pricing = Y. Make sure the price line has the appropriate basis name assigned to the global rebate cost. Typically this is set at Rep-Cost. The difference between the replacement cost and the override cost (rebate cost) on the sales order displays on the rebate report. This is the amount the vendor owes you. Set the control file "Use Costing Matrix Override for Both COGS & COMM-Cost" based on the following criteria: o If salespeople should always be paid off of rebate cost = Y. o If salespeople should never be paid off of rebate cost = N. o Is salespeople should sometimes be paid off of rebate cost and sometime not = N. Then set up both COGS and COMM override in Quick Sell Matrix Set the control file Direct COGS Always Vendor Price based on the following criteria: o If always going to file direct rebate with vendor = B The commission and COGS on sales order will be equal to the rebate cost. PO cost will come from the Buy matrix o If always doing front end pricing (no rebate filing) or if doing front end pricing on some vendors so the rebate cost is used on the PO = N The commission & COGS on SO and PO cost will be equal to the rebate cost. Change Both COGS & COMM-COST on override = 4 Direct/Tagged Prevent Cost Update on Order from Tagged Order if Matrix Override = Y Recalculate COGS and COMM-Cost when Changing Bid to Open Order = Y Create GL account for Rebate Adjustments. Create a Pending Rebate Misc Charge item pointing to rebate adjustments. Rebate Setup Detail Information control file should have the prompts filled in as follows: Rebate Detail Administrator: Rebates Rebate Detail Product: *** Rebate Misc Charge Item *** Rebate Inventory Offset Account: Rebate Adjustment Rebate GL Inventory Account: Inventory ON-GOING SPECIAL PRICING: Create a new comment type in System, System Files, Order Entry Comments Maintenance called QUOTE: o Areas Displayed: Y - SOE Y - POE N - SOE Printing Y - POE Printing o Entry Allowed Y - Sales Order Entry Y - Purchase Order Entry o Select the Comment Header hotkey and enter "Quote #" Pricing Suggested Maintenance Settings Rel 8.doc

4 Pricing

5 PRICING Auto price updates Page 1 of 2 Identify the columns of data information on the vendor diskette Save vendor pricing in Comma Delimited (CSV) format Select the Upload hotkey from the spooler, select the appropriate path from the browser window to access the pricing CSV file and assign a spooler title Eclipse recommends the spooler title includes the vendor name and the date of the upload. Position cursor on the uploaded file in the spooler, select the Process hotkey Select "Auto Price Update" as the processing type and select the Begin hotkey Enter Work ID, description and branch Example: Kohler in Eclipse is K102-G and the vendor file shows 102G. Then K would be entered into this field. Enter the appropriate Eclipse field the system should search for ID Matches UPC# or User Defined fields The Prefix character will be put in front of the uploaded information. NOTE: If the UPC is not matching up correctly, you may want to check and see if Excel is stripping out your leading zeroes. If all numbers need to start with zero, you can remedy this by including 0 as a prefix. Enter a Upd ID Prefix if there is a prefix in the Eclipse system that is not loaded on the uploaded file Indicate Y or N in the Upd UPC with Prefix Y - To store the prefix with the part number, if you use a prefix to index products. N - If you do not want to store a prefix with the part number. Indicate IGNORE in the New items Mode for the first pass through Delete characters used when vendors include characters such as $ and " that need to be stripped out. If listing more than one character, do not separate them with a comma. Instead use a space. Both upper and lower case should be defined EA 1 C 100 M 1000 ea 1 c 100 m 1000 Select the record layout hotkey and designate Variable as the Record type, "," as the delimited character, and any appropriate delete characters In the data format fields, enter all the relevant corresponding column numbers on the vendor uploaded file Select the UM Table hotkey and enter all possible unit of measure combinations Also indicate the position to put the decimal if not included on the spreadsheet. For example: If the Rep Cost is $1.00 and the data says 100, enter 2 for the decimal. If the data says 1.00, do nothing. Make note of which Price Basis # is being assign to the cost, list, etc. 3/28/03

6 If the effective date is today's date, push out the date. This way you can review the pricing prior to it going into effect in case there are problems. PRICING Auto price updates Select the Scan hotkey Select NEW when the Effective date in Price Sheet Entry appears. Arrow down to a blank date and enter the new effective date and press Esc Select the Edit Formula hotkey for the Price Line In the Price Sheet Entry Auto Update screen, verify/enter a CalcBase of Auto, a formula of *1, designate the decimal rounding and enter the appropriate Price Basis # Escape out of Scan This displays the price lines associated with the uploaded fields and allows you to assign the price sheets Page 2 of 2 Formulas for basis fields that need to be calculated can be entered at this time. Formulas update as long as it is not looking at a basis below it. If you need to update a formula looking at the basis below it, use a chain formula. For example: BASIS NAMES CALC BASE FORMULA PRC BAS List Auto *1 1 Trade Auto *.5/*1.5 1 Rep Cost List *.5 1 Select the Begin hotkey This will allow you to make sure the item from the 1st match looks correct before continuing. If the screen reads "SKIPPED", enter 1 until you see the word "UPDATED". Then press E for Edit. Enter Y to create a hold file for the ignored items (items on vendor file that are not currently in your product file) At the # of steps prompt, enter 1 and then select E for Edit to view the product Does product look okay? Press F12 to abort and make the appropriate corrections Press C for Continue Select the Print Worksheet hotkey to identify why these items were not updated and make necessary correction (i.e. UPC or User Defined correction) When update is complete, escape out of Work ID set-up screen and spooler. Then go back into spooler to see automatic price update report Review report to ensure update was done correctly Check to make sure all items in line were updated by select Null only items in Price Sheet Entry Were items selected? Review ignored items report Open Price Sheet Entry and enter price line and select price sheet date. Access the Itm Slct hotkey and enter in Null Basis only and press Escape. NOTE: Only fields with "ENTER" will be checked for Null. Select the New Profile hotkey and designate the appropriate information Pull up same Work ID and change New Item Mode from Ignore to Add Need to add new items on vendor diskette to product file? Once pricing is confirmed to be correct, if the effective date was pushed out, change to the correct date Open price sheet entry. Select New/Change. Arrow down to date and make correction. 3/28/03

7 ON-GOING SPECIAL PRICING ON SALES ORDER Create a bid in sales order entry Page 1 of 2 Override the sell and COGS as necessary On each item, select the comment hotkey, change the type to "QUOTE" and enter the quote # From the body of the sales order bid, select the Pricing hotkey and then the Matrix hotkey Designate if pricing should be copied to the Ship To or Bill To NOTE: Typically this type of pricing is copied to the Ship To Select appropriate selection at the Copy All/Dollar/Formula field and Force Matrix to As Is/Dollar/Formula Copy Costs field should be Y Designate default or branch and expiration date Enter Qty and Qty type if applicable Cost override rebated or on PO? Cost on Po Select the Begin hotkey Continued on Page 2 Rebated Select One Step hotkey to check 1st item in Sell Matrix Maintenance Select the Rebate hotkey and enter the appropriate information Continue until back to Copy Override Pricing to Matrix 3/28/03

8 ON-GOING SPECIAL PRICING ON SALES ORDER Continued from Page 1 when special cost needs to appear on PO Page 2 of 2 From the body of the sales order bid, select the Pricing hotkey and then the Subtotal hotkey Select the Group hotkey to group the items by buyline On each buyline, put cursor on designated buyline and select the copy to PO bid Enter the appropriate vendor Press F10 at the select COGS copy option and select Keep Manual Overrides From the body of the PO Bid, select the Pricing hotkey and then the Matrix hotkey In the Copy to field select the Remit To or Ship From Copy to Ship From (not Remit to) if paying a buying group Select appropriate selection at the Copy All/Dollar/Formula field and Force Matrix to As Is/Dollar/Formula Copy costs field is not applicable Designate default or branch and expiration date Enter Qty and Qty type if applicable Select the One Step hotkey This will take you into Buy Matrix Maintenance for each item. Select the Comment hotkey to enter the Quote # Save the PO Bid and continue process for each buyline 3/28/03

9 REBATE TRACKING - Rel 8 Book Letter of Credit Option Set up rebate Will rebate (cost override) be used for multiple customers? Set up a generic contract customer for rebate items Define rebate items and set up cost overrides in the Quick Sell Matrix Passing rebate to customer? Identify Products, associated contract number, rebate pay-to vendor and expiration If all Ship Tos assigned to the Bill To receive the rebate cost, then set up override on the Bill To customer Page 1 of 2 Characters next to pricing fields indicate the following: Selling Price: * indicates a manual overrides. + indicates a contract matrix price. ^ indicates a customer-specific matrix price Cost:! indicates a matrix-level override to COGS/COMM cost This will print all items in the line on rebate report regardless if it is set up with a cost override or not Define rebate items and set up sell and cost overrides in the Quick Sell Matrix (Optional Step) In the customer maintenance screen, select the Rebate hotkey and enter the entire price line pointing to the rebate contract Identify Products, associated contract number, rebate pay-to vendor and expiration Define rebate items and set up sell and cost overrides in the sell matrix for generic contract customer (Optional Step) Select the Rebate hotkey and enter the entire price line pointing to the rebate contract Pull up actual customer and point to the generic contract customer Will each customer receive the same sell price? Set up the cost override and rebate information at the generic contract customer level in Quick Sell Matrix This will print all items in the line on rebate report regardless if it is set up with a cost override or not From the customer maintenance file, select the pricing hotkey and then the contracts hotkey If all Ship Tos assigned to the Bill To receive the rebate cost, then set up override on the Bill To customer Use type of "O" for Override Cost Only Identify Products, associated contract number, rebate pay-to vendor and expiration If you have the control file setting for Use Costing Matrix Override for Both COGS & COMM-Cost =N and you want to pay the salesperson off of rebate cost, then set up the override for COGS and COMM cost. Set up selling price in Quick Sell Matrix for each individual customer NOTE: If the customer sell price is calculated from a formula based on rebate cost, enter Ord COGS in the basis field. Sales order will pull over the sell and cost for rebate items as designated in the sell matrix Continued on Page 2 2/06/04

10 REBATE TRACKING - Rel 8 Book Letter of Credit Option Page 2 of 2 Enter pay-to vendor At the select by option select the branch that gets credit for the accounting sale (ie pricing or shipping) Select a sort by option by branch Select the Book Letter of credit hotkey and answer prompts as follows: Book letter of credit =Y PO creation = Split Continued from Page 1 Run the Customer Sales Rebate Report to identify the rebate amount due from the vendor Print $0 Rebate Items = Y (accessed from the "Include/Exclude/Print Opts" hotkey) If rebate cost > actual cost, use: Actual System will create a received PO for each branch for the value for the claim amount that will debit unbilled AP and credit the rebate adjustment account. It will also create a journal entry in each branch for the difference between average cost and rebate cost that will debit the rebate adjustment acct and credit the inventory account. Inventory account is always credited in the shipping branch even if you ran report by the pricing branch. Enter a payable record in AP entry and match to received PO Immediately When running report, answer the following prompts when you are ready to book the letter of credit (ie you are comfortable with the amount you are going to file) Press Escape to return back to main screen of rebate report and access the hold hotkey to print Take credit immediately or wait? Wait Match CM to payable in AP Entry when received CM (Book letter of credit) Receive check or credit memo from vendor for rebate? Check Set up vendor as customer Enter a positive sales order for each shipping branch for vendor with Pending Rebate Misc Charge item and change the sell price to the amount due Change status to Invoice and Prt flag to B if copy to be sent to vendor or N if no copy is necessary Enter rebate contract number in the customer PO field on the header of the SO Run Product Purchases Report for Misc Charge Rebate product Post check to invoice in cash receipts NOTE: If there is a difference between the check about and the invoice amount, post the difference to the COGS account. Drilling into each PO and enter rebate contract number in the order ID field on the header of the PO 2/06/04