Solar Eclipse Standard Operating Procedures Pricing

Solar Eclipse Standard Operating Procedures Pricing

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Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: Pricing TOPIC: Suggested Maintenance Settings SUGGESTED MAINTENANCE SETTINGS: 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.doc

PRICING Auto price updates Page 1 of 2 Identify the columns of data information provided by vendor Save vendor pricing in Comma Delimited (CSV) format Select the Upload hot key from the spooler, select the appropriate path from the browser window to access the pricing CSV file and assign a spooler title te: This step is done in Eterm. Eclipse recommends the spooler title include 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 hot key 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. The Prefix character will be put in front of the uploaded information. te: If the UPC does not match up, check and see if Excel is removing the leading zeroes. If all numbers need to start with zero, include 0 as a prefix. Enter the Eclipse field the system should search for ID Matches 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 UPC# or User Defined fields 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 removed. If listing more than one character, do not separate them with a comma. Instead use a space. Both upper and lower cases should be defined EA 1 C 100 M 1000 ea 1 c 100 m 1000 Select the Record Layout hot key and designate Variable as the Record type, a comma (,) as the delimiter character, and any delete characters In the data format fields, enter all the corresponding column numbers on the vendor uploaded file Select the UM Table hot key 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.

PRICING Auto price updates Page 2 of 2 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. Select the Scan hot key Select NEW when the Effective date in Price Sheet Entry appears. Enter a blank date and enter the new effective date and press Esc Use the Edit Formula hot key 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 # This displays the price lines associated with the uploaded fields and allows you to assign the price sheets Formulas for basis fields that need to be calculated can be entered now. The system updates formulas unless 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 Escape out of Scan Use the Begin hot key Viewing the product lets you make sure the item from the first match is correct before continuing. Enter Y to create a hold file for the ignored items (items on vendor file that are not currently in your product file) If the screen reads "SKIPPED", enter 1 until you see the word "UPDATED". Then press E for Edit. At the # of Steps prompt, enter 1 and then select E for Edit to view the product Does product look okay? Press F12 to exit without saving your changes and make the needed corrections Press C for Continue When update completes, escape out of Work ID set-up screen and spooler. Then go back into spooler to see the automatic price update report Select File, Print Worksheet to identify why these items were not updated and make necessary correction (i.e. UPC or User Defined correction) 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 This step can be done in Solar. Open Price Sheet Entry and enter price line and select price sheet date. Select Selection, Select Criteria and check the Null Basis box, then click OK. te: Only fields with "ENTER" will be checked for Null. Select the New Profile hot key and enter the required information Pull up same Work ID and change New Item Mode from Ignore to Add Add new items on vendor data file or to product file? After pricing is confirmed, if the effective date was pushed out, change to the correct date Open price sheet entry. Enter the Price Line Select New/Change. Click on Calendar and make correction.

ON-GOING SPECIAL PRICING ON SALES ORDER Page 1 of 2 Create a bid in sales order entry Override the sell and COGS as necessary On each item, right click, select Comment. On the left side, select type "QUOTE" and enter the quote # on the right side of the box in the Comment field. te: Your company must define Quote as a valid Comment Type in OE Comment Type Maintenance From the sales order bid Body tab, select Edit Order, Pricing and then Edit, Matrix Creation 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 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 File, Begin Continued on Page 2 Rebated Select File, Step by Step to check first item in Sell Matrix Maintenance Click on the Rebates tab and enter the needed information Continue until back to Copy Override Pricing to Matrix

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 sales order bid Body tab, select Edit Order, Pricing and then Edit, Jobs Subtotals Select View, Grouping, Buyline to group the items by buyline On each buy line put cursor on designated buy line. Right click and select Copy to Purchase Order Enter the vendor Press F10 at the select COGS copy option and select Manual Overrides then click OK From the PO Bid Body tab, select Edit Order, Pricing, Edit, Matrix Pricing In the Copy to field select the Remit To or Ship From Copy to Ship From (not Remit to) if paying a buying group Make selection in 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 File Step by Step This will take you into Buy Matrix Maintenance for each item. Once back to the PO Bid Body, right click on each line item, select Comment to enter the Quote # Save the PO Bid and continue process for each buy line

SPECIAL ONE-TIME PRICING ON SALES ORDER AND PO Create a bid in Sales Order Entry Override the sell and COGS, as necessary On each item, right click, select Comment. On the left side of the box, select type "QUOTE" and enter the quote # on the right side of the box in the Comment field. te: Your company must define Quote as a valid Comment Type in OE Comment Type Maintenance Send job queue to designated associate to purchase items at special price Designated associate drills into sales order bid from job queue Change the status from Bid to an appropriate Call or Ship status on the Status screen and authorize use of expired pricing Do all items have special pricing, or just specific buyline(s)? Buyline All Go to the Status screen of the order and select Edit, Procure Enter "ALL" for the Item Type, Ship Status, and Ship Date to display all items on the order Select Edit, Procure All to fill in the Procure quantity on all items From the body of the sales order bid, select Edit Order, Pricing and then Edit, Job Subtotals Select View, Grouping, Buyline to group the items by buyline Right-click each designated buyline and select Procure. Select the appropriate Procurement vendor and click OK. From the Status screen, select Edit, Procurement Confirmation Enter the appropriate vendor in the Procure From field for each item Select Line Items, Create PO for each vendor and communicate the PO with vendor (i.e. fax, EDI) Append job queue to order writer indicating PO at special cost has been created and sales order Bid has been changed into an order

REBATE TRACKING Book Letter of Credit Option Page 1 of 2 Set up rebate Define rebate items and set up cost overrides in the Quick Sell Matrix 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 Will rebate (cost override) be used for multiple customers? Set up a generic contract customer for rebate items 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 Define rebate items and set up sell and cost overrides in the Quick Sell Matrix Completing this step prints all items in the line on rebate report regardless whether it is set up with a cost override or not (Optional Step) From the customer maintenance screen, select Pricing, Rebate and enter the entire price line pointing to the rebate contract (Optional Step) Select Pricing, Rebate and enter the entire price line pointing to the rebate contract Completing this step prints all items in the line on rebate report regardless whether it is set up with a cost override or not Identify Products, associated contract number, rebate payto vendor and expiration Display original customer info and point to the generic contract customer under Pricing, Price Information, Edit, Contracts If all Ship Tos assigned to the Bill To receive the rebate cost, then set up override on the Bill To customer Define rebate items and set up sell and cost overrides in the sell matrix for generic contract customer Each customer to receive the same sell price? Set up the cost override and rebate information at the generic contract customer level in Quick Sell Matrix 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. The system populates the sell and cost for rebate items on the sales order as designated in the sell matrix Continued on Page 2

REBATE TRACKING 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 (i.e. pricing or shipping) Select sort by option by branch Select File, Book Letters of Credit and answer prompts as follows: Book letter of credit = PO creation = Split When running the report, answer the these prompts when you are ready to book the letter of credit (ie: you are comfortable with the amount you are going to file) CM (Book Letter of credit) Continued from Page 1 Select Reports, End of Month Reports, Customer Reports, Customer Sales Rebate Report to identify the rebate amount due from the vendor Receive check or credit memo from vendor for rebate? Check Check Print $0 Rebate Items If rebate cost > actual cost, use: Actual System creates 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 account and credit the inventory account. te: Inventory account is always credited in the shipping branch even if you run the report by the pricing branch. Click OK to return back to main screen of rebate report and select File, Hold to process report to your hold spooler 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 te: Misc Item must be created in product file. Enter rebate contract number in the customer PO field on the header of the SO Enter a payable record in AP entry and match to received PO Immediately Take credit immediately or wait? Wait Match CM to payable in AP Entry when received Change Order Status to Invoice and Print flag to B if copy to be sent to vendor or N if no copy is necessary Run Product Purchases Report for Misc Charge Rebate product Access Cash Receipts and post check to invoice NOTE: If there is a difference between the check about and the invoice amount, post the difference to the COGS account. Drill into each PO and enter rebate contract number in the order ID field on the header of the PO

Salesperson Commission Adjustments Adjustment related to specific Invoice? Create a new sales order to the correct customer so that the correct salesperson is assigned to the order. Access original Invoice, Select Edit Order/Ship Dates and select New to create a new generation of the order in the current accounting period so the Order number matches the Original Adjust the writer if necessary to adjust commission if paid by writer Enter the item Commission Adjustment Enter amount in the Cost field only so commission will be reduced at the salespersons commission rate. Enter pertinent information in an attached comment to explain the details of the adjustment. This product will need to be created This product should have a status of Stock Item Access the status screen and enter the Ship-Via Accounting and process the order changing the status to Invoice