Activity=>Sales Order and Invoice=>Create Invoices

Transcription

1 Create Invice Menu Path Functin Activity=>Sales Order and Invice=>Create Invices There are several different ways t create invices: 1. Custmers pick up the merchandise and create invice while the custmer is waiting 2. Custmers rder the merchandise first and pick up later r the merchandise will be shipped t the lcatin where the custmer wants 3. Getting the cmpany rder(=the custmer purchase rder), initiating the prductin stages including the fabric rder, the cut rder, r the imprt PO, and shipping t the custmer when receiving the finished gds The case #1 abve is simple but the case #2 and #3 are varied upn the cmpany plicy. S invicing will be explained by the fllwing tw different cases and the cmmn functins between tw cases will be explained in the case #1: 1. Custmers pick up the merchandise and create invice while the custmer is waiting 2. Custmers rder first and merchandise shipped later When reading the manual fr invicing, the fllwing questins can be made. Lk up the case study sectin r the apprpriate screen explanatin. 1. Hw can we activate the pp up screen whenever the custmer A/R balance exceeds the credit limit? 2. Hw can we blck the custmers frm creating invices whenever the verdue A/R amunt exceeds the certain perid? 3. Hw can we give certain percentage discunt ut f ttal invice amunt t certain custmers? 4. Hw can we give per-piece discunt t certain custmers? 5. Hw can we exclude certain styles fr discunts mentined in #3 and #4 abve? 6. Hw can we enter quantities in pack r fr each size within the same invice screen? 7. Hw can we add the print number tgether with the size and the clr n the invice? 8. Hw can we check the last selling price fr the style and fr the custmer? 9. Hw can we allw the emplyee t mdify the invices created tday and nt lder nes? 10. Hw can we prcess the custmer return as minus (-) quantity n the invice with the manager s passwrd authrizatin? 11. Hw can we create 10 similar invices fr each stre lcatins with detail items nt t much different? 12. Hw can we make a cnslidated invice fr 10 stre lcatins but 10 separate packing lists? 1

2 13. Hw can we enter quantities fr many clrs and sizes using Excel style grid? 14. Hw can we prcess the partial payment fr the invice? 15. Hw can we prcess the split payment (check, credit card, r cash) fr the invice? 16. Hw can we pay the sales cmmissin t tw different sales reps fr ne invice? Related Data Entry 1. Custmer Infrmatin (List => Custmers =>... ) 2. Style (List => Styles =>... ) 3. Cmpany setup (List => Cmpany Setup =>... ) Fields/Buttns Descriptin Case #1 Custmers pick up the merchandise and create invice while the custmer is waiting. Creating the invice frm the custmer sales rder will be explained in the case #2. 2

3 1) Invice 1 Tab: Custmer Pick up the custmer Custmer Nt in the List [Add Custmer] screen is ppped up If yu click [Yes] 3

4 Yu can create the custmer frm Custmers => Custmer Inf Using this methd yu can als create multiple ship-t addresses and multiple custmer preferences. Credit Limit Ppup The cmpany can set up the credit limit fr each custmer and the warning message will pp up if A/R balance exceeds the limit. (Cust SO and Invice in System => Cmpany Setup) AR Warning Ppup A/R warning message can pp up based n the custmer A/R status. (System => Cmpany Setup=> Custmer Inf and List => Custmer List=> Additinal Inf). Yu can als assign AR Warning flags fr custmers in batch mde frm Review => Accunts Receivables Review => Custmer Statement Print >>> Bill t Bx - Cpies the custmer basic infrmatin frm the custmer file Name Cpies the default frm the custmer file and yu can change it using [Edit] buttn >>> Ship t Bx Cpies the default custmer ship-t address frm the custmer file and yu can chse frm the multiple lists. Yu can add the custmer ship-t address frm Custmers => Custmer Ship t Address Sales ID Autmatically generated Invice Grup LAMBS prgram supprts multi-lcatin and yu have t specify the Invice Grup fr the lcatin frm System => Cmpany Setup. The starting number fr each invice grup can be specified frm System => Starting Invice N Invice N Can be assigned autmatically r manually. If yu need t assign the invice number autmatically, check the field Is Aut Invice N frm System => Cmpany Setup => Cust SO and Invice. Once yu assign the invice number, yu can nt change the invice unless yu use [Security] r [Temp Security]. Detailed methd will be explained in the case study sectin. Status The invice status (Y=Shipped, V=Vid, N=Pending) [Set All] This buttn will set the status f all detail items t Y/V/N. Order Ship Date Terms Ship Methd Invice Wts Ttal weight N f Bx Ttal number f bxes Est / Actual (F/C) Shipping Charge Invice Mem Custmer Mem Original Sales ID Custmer Sales Order ID. It is shwn nly when yu transfer frm the custmer sales rder. SR Cnfirmed Sales Rep cnfirmatin 4

5 SR Cmm Paid Sales Rep cmmissin paid Sub Ttal Discunt (%) / PCS Yu can issue either the percentage discunt r the piece discunt. The default value is set n the custmer file. Sub Discunt The percentage discunt amunt ut f the invice ttal. Discunt Nte Discunt Amunt Extra Charge Nte Extra Charge Amunt Invice Ttal Payment Ttal Invice Balance Last User Stre N The stre number fr the invice. When yu set up the LAMBS lgin ID, yu set the default the stre number that the user is wrking with. Style Cunt Invice Type [Details Add] - Click this buttn t enter the detail items >>> The items in the fllwing bx can have default values frm Cmpany Setup Duplicate Clr Size Clr Pack Chart Print Cde Order Categry Order Template Yu can create the rder template and transfer the template cntents t the custmer ship-t lcatins. Mre detailed explanatin will fllw in Detail Screen/Buttn sectin. >>> Detail screen will different based n the default setting abve. The mst ppular setting will be shwn and explained. 5

6 Input ID Autmatically generated Item Style Number Clr Clr frm the Style Invice Packing Check this bx if yu want t specify the quantity in packs. The pack rati itself is defined in the style master file. If yu uncheck this bx, yu enter each size break quantities. N f Pack Number f packs Qty Ttal quantity. [Allw Minus] allws yu t enter negative(-) quantity Q1 t Q11 Style master size chart infrmatin will be shwn here and yu enter the quantity fr each size. Next clumn shws the current inventry. Unit Price Use [Edit] buttn t change the selling price Last Price Sub Ttal Bx Qty Bx WTS Ship Stre N Status Nte 6

7 >>> Click Add buttn t save the item and repeat fr next item. Once yu have finished with all items, click [Transfer & Clse (F8)] t transfer t the main screen >>> The descriptin f buttns in Detail Sectin fr efficient data entry Style Picture - Yu can view the style picture RECMD - It will list the recmmended items. (Yu can register the recmmended items in style master file) Same Qty It will cpy all the infrmatin except the clr frm the previus item and prepare the new input Allcate Same Qty [Same Qty] This allws yu t define the size break fr ne clr and cpy it t all ther clrs Fr example, if yu enter the size break S=10, M=10, L=10 fr black clr and click [Same Qty] buttn, it will be applied t all ther clrs. Allcate Same Qty [Same Rati] This allws yu t enter the ttal quantity and the size break is autmatically calculated based n the size chart and rati defined in the style master file. 7

8 Fr example, the style master has the size rati (S-M-L) And if yu enter Quantity=600 then S=200 M=200 L=200 are autmatically set. Order Template This allw yu t define the rder template and cpy it int multiple ship-t lcatins. Yu can chse the ship-t lcatins frm Select Ship Stre NO. 8

9 >> > Create Order Template >>> Select style number frm Item bx >>> Select Ship-T stre numbers frm Select Ship Stre N and click [Apply t Checked Items] buttn t see the result in Result. >>> Click [Transfer & Clse (F8)] buttn t transfer t the main screen 1) Invice 2 Tab: Additinal infrmatin fr the invice. Much f this infrmatin is transferred frm the custmer inf. 9

10 Reference N Department Packing Persn Sales Type Lcatin Order Type Ship Charge % Price Level (1-3) This refers t the price levels in the style master: Unit Price 1, 2, 3. The custmer inf has setting fr the price level Invice Initial Sales Rep 2 Sales Cmmissin 2 Input Date Due Date Ship Due Date Invice Due Date Invice Revised Last Revised Date >>> Factr Inf bx Yu can enter r mdify the infrmatin fr Factr cmpany Factr Custmer Request Request Date Apprved 10

11 Apprved Date Apprved N Apprved Amunt Nte Vided Date Inv Curr Status Reseller ID N Reseller Sigend Web Address Sales Inf bx Buttn Descriptin New and Clear Clears everything n the screen and prepares fr new data input Refresh Gets the current infrmatin frm the database and fills the screen with thse values. If the current infrmatin is nt saved and yu click this buttn, it will be same as New and Clear. Delete Delete the selected item frm the detail list Delete All Delete entire recrd including the detail items Save (F8) Saves current recrd and the screen keeps the current infrmatin Save &New (F9) Saves current recrd and clears the screen Payment - Payment prcessing >>> Custmer pays when creating the invice Click [Payment] 11

12 Payment Methd Check Check N Payment Time Depsited Depsited Date Sales Rep Cash Receipt It cpies frm the invice ttal balance. If the custmer pays in partial, adjust the amunt. >>> If yu click Save(F8) it will return t the main invice screen If yu need t change the payment infrmatin Click [Payment] buttn and check the Input ID 12

13 Pst Check Click [Pst Check] Buttn 13

14 >>> Input methd is same as regular payment except the fllwing items: Check Date Check depsit date Status PK Audit The audit trail which shws all changes frm creating invice t final editing Security If yu need t change any lcked invices, yu have t click this buttn Temp Security Yu can edit invices with the shipping date within Temp Security date span using this buttn. Yu can set the Temp Security date span frm Cmpany Setup. Find Yu can find invices based n fields PP Histry Details Previus purchase histry details fr this custmer during last 6 mnths PP Histry Summary - Previus purchase histry summary fr this custmer during last 6 mnths 14

15 Style Details - Previus purchase histry details fr this custmer during last 6 mnths by styles infrmatin. It shws the last purchase price fr each style. Return Items Previus return histry fr this custmer during last 6 mnths AR This shws the accunts receivable aging reprt fr the custmer Pst CK This shws the pst-dated checks nt depsited yet Open Credit Mem This shws the available credit mems fr the custmer Unshipped Style This shws the list f custmer sales rders which have nt been shipped yet Same PO Review This shws the list f custmer sales rders which has the same custmer PO number Price Search Yu can lk up the price fr the style Price Histry Befre yu click this buttn, chse the item frm the detail sectin. This shws the sales histry the style. Web Update Yu can check any messages regarding this invice updated n the Web Pack Label Yu can create packing labels which will be attached n shipping bxes Bx Qty The number f bxes Bx Weight - The weight fr ne bx [Add] It will create ne recrd fr ne type f packing >>> Nw click ne f these packing type recrd. Yu will see the bttm detail screen 15

16 Item Chse the style number fr this packing type Clr Nte [Add] Click this t add the style-quantity infrmatin Accunts Summary This shws the detail accunting infrmatin fr the custmer 16

17 Aging summary Last 3 years sales Inf Invice summary Open invice summary Payment histry Pst-dated checks nt depsited Open credit mems Custmer sales rders >>> Packing Label t Invice Print r Preview If yu click Preview bx befre yu print the invice yu can see the preview fr the invice. Yu can chse the invice print frmat frm predefined invice templates and default template can be set frm System => Cmpany Setup => Reprt Template. The number f cpies fr invice printing can be set frm System => Cmpany Setup => Cmpany Inf Pack Label Shipping labels fr bxes Packing List Invice (M) It prints n plain paper with style clr and size infrmatin Invice (S) It prints n plain paper withut style clr and size infrmatin Invice (LM)(H) It prints n pre-printed invice frm with style clr and size infrmatin Invice (LS)(K) - It prints n pre-printed invice frm withut style clr and size infrmatin Case Study Hw can we activate the pp up screen whenever the custmer A/R balance exceeds the credit limit? Set Credit Limit Warning and PWD frm System => Cmpany Setup => Cust SO and Invice Set the Credit Limit amunt fr the custmer frm List => Custmers => Custmer Inf When yu create an invice and the custmer s A/R exceeds the Credit Limit, the message will pp up. Yu have t enter the passwrd( PWD ) t clear the security message and cntinue t invicing. Hw can we blck the custmers frm creating invices whenever the verdue A/R amunt exceeds the certain perid? Set AR Warning frm System => Cmpany Setup => Custmer Inf Set AR Warning frm List => Custmers => Custmer Inf => Additinal Inf Yu can set in a batch frm Review =>Accunts Receivables =>Custmer Statement Print using the custmer s A/R status (e.g. ver 60 days balance, ver 90 days balance) Hw can we give certain percentage discunt ut f ttal invice amunt t certain custmers? Hw can we give per-piece discunt t certain custmers? 17

18 Set DC Rate/DC Pcs frm System => Cmpany Setup => Custmer Inf => Additinal Inf DC Rate Percentage discunt ut f the ttal invice amunt DC Pcs Per piece discunt Hw can we exclude certain styles fr discunts mentined abve? Check Nn Discunted Item frm List =>Styles=>Style Master Hw can we enter quantities in pack r fr each size within the same invice screen? Frm detail items screen, uncheck Invice Packing Hw can we add the print number tgether with the size and the clr n the invice? Set up Print Cde frm List =>Styles=>Print Cde Check Print Cde frm invice main screen If yu click [Details Add], yu will see Print Cde sectin 18

19 Hw can we check the last selling price fr the style and fr the custmer? When yu enter style number in detail items screen, it will autmatically shw yu the last selling price fr the custmer Hw can we allw the emplyee t mdify the invices created tday and nt lder nes? Set Invce Edit Day Span and Invice Edit Day PWD frm System =>Cmpany Setup =>Cust SO and Invice Hw can we prcess the custmer return as minus (-) quantity n the invice with the manager s passwrd authrizatin? Set Negative Qty and PWD frm System =>Cmpany Setup =>Cust SO and Invice Hw can we create 10 similar invices fr each stre lcatins with detail items nt t much different? Use Order Template functin described earlier Hw can we make a cnslidated invice fr 10 stre lcatins but 10 separate packing lists? This functin is available nly when yu transfer frm custmer sales rders t invice. Detailed instructin will be given n the case #2 (Custmer Sales Order t Invice) Hw can we enter quantities fr many clrs and sizes using Excel style grid? Frm detail items sectin, use Allcate Same Qty [Same Rati] 19

20 Case #2 This case invlves custmer sales rder. Yu take custmer sales rder and transfer t invice. Yu can create custmer sales rders frm Activity =>Sales Order and Invice => Create Sales Order Type f custmer sales rder There are tw different types f custmer sales rder. 1. Small rders with many styles 2. Cmpany Order with custmer PO Case # 2-1 : Transferring small sales rders t Invice 1) Invice 1 Tab: Custmer Select custmer Pick / Pack Depending n the cmpany shipping and invicing style, there culd be Picking, Packing, and Invicing stages. Pick Pack Invice This example shws that the cmpany des nt d Picking and Packing stages befre Invicing Click [Small CSO t Invice] buttn 20

21 Inv The screen shws yu the cmplete list f custmer sales rder items which have nt been shipped yet. Chse items yu want t ship nw and check Inv clumns Ship Qty, Q1.... Yu can change any quantity if yu ship partial quantity. If yu want t keep balance as Back Order, click BackOrderYN clumn. In this case, this back rder infrmatin will be appended t the riginal sales rder and Back Order will be set n the rder nte. One Invice Multi Packing This is Cnslidated Invicing. It creates ne invice fr multiple stres shipping but it prints multiple packing lists Item Filter Bx If yu enter any style numbers here, the prgram will shw yu nly thse items in the detail list Example: Zstyle102, K1001,.... >>> Click [Transfer & Clse] when yu are dne. The rest f prcedures is same as The Case #1. Case #2-2 : Transferring Cmpany Order t Invice 1) Invice 1 Tab: Custmer Select custmer 21

22 CSO PO N Enter custmer PO number [.] Click this t find custmer PO. If yu leave blank n CSO PO N and click this then it will list ut the all custmer sales rders which have nt been shipped yet. The rest f prcedure is same as Case #