Contract Pricing Basics - PDF Free Download

Contract Pricing Basics Presented By: Maggie Lee

This class is designed for Customers who have a need for contract pricing Customers curious about other pricing functionality in the Prophet 21 system

Objectives Use contract pricing defaults in Customer Maintenance Create and maintain contract pricing Copy contracts Use contract pricing features in order entry Enter Line Item Contracts on Quotes Enter contracts on the fly in order entry Create Contracts from Quotes Contract Export and Import

This course will NOT cover Basic customer pricing set up Pricing libraries Vendor contracts Consignment contracts

Customer Contract Pricing Special agreement between distributors and customers covering: Pricing Discounts Terms Delivery conditions and schedule Volume expectations Packaging requirements Replenishment of bin locations at customer ship-to

Benefits Minimizes re-entry of contracts and related associated with multiple ship-to records Increases customer service Insures correct pricing and protection of profit margins Allows distributor to provide pricing arrangements within specific stocking location at a customer site

Contract Pricing System Settings Setup Band/ System Setup/ System/ System Settings / Order Processing / Pricing

System Settings Establish defaults to aid in entering new contracts

Customer Maintenance Defaults Job/Contract Pricing Enables Contract Pricing for Customer

Customer Maintenance Defaults Always Use Job/Contract Pricing Requires contract at Order Entry If only one contract exists, it populates automatically If multiple contracts, popup window appears

Customer Maintenance Defaults Allow Non-Job/Contract Items Allows items not on contracts to be added to orders Must activate checkbox if non-contract items are allowed on orders or error message is given

Customer Maintenance Defaults Prompt User for Non-Job/Contract Items Enabled gives user prompt that an item is not part of the contract Disabled allows non-contract items without comment

Customer Maintenance Defaults Cumulative Qty May Exceed Job/Contract Qty May exceed maximum order qty on contract Uses contract pricing even after limit is surpassed

Customer Maintenance Defaults Use All Contracts Automatically assigns contract pricing without any help If multiple contracts, you choose which contract to use Necessary for creating a contract from a quote

Review Question To allow a customer to receive their contracted price even after they have exceeded the contracted quantity, Cumulative Qty May Exceed Job/Contract Qty must be checked. 1. True 2. False

Job/Contract Pricing Maintenance Orders Band / Order Entry / Maintenance / Job/Contract Pricing Maintenance

Job/Contract Maintenance Tab Step 1 Step 2 Corporate ID - All or some of the customers associated with a corporate address can be added Enter Contract No and Contract Name

Job/Contract Maintenance Tab Enter Customer ID and Ship To ID or go to Customer/Ship To tab to enter multiple IDs for the contract

Job/Contract Maintenance Tab Leave Contract Source default to Standard Set End Date

Customer/Ship To Tab View or add ship tos for the selected customer to get contract pricing Select all ship tos by searching the Ship To field, and RMB to select all.

Customer/Ship Info Tab Change billing and shipping defaults established in ship to maintenance for this contract only Defaults apply to all items added to order using contract

Ship To/Item tab Displays list of items assigned to one or more bins for ship to entered on Job/Contract Maintenance tab Quick view of items on the contract used by the ship to

Job/Contract Notes Tab

Items Tab Pricing method - source, price, or none If pricing method is set to source, a source price must be selected Multiplier against the source price if applicable Price can be used when not using a source price

Items Tab Contract part number can be used in order entry PO Number allows line item specific PO number entry Source Location ID indicates picking location Max Qty is upper limit amount for which contract is valid Enter a Start Date for the line item Exp Date on line may override header Exp Date Rebate Cost, Price Page Dates only for Vendor Contracts

Items Tab Cost Page Description, Price Page Description and PO Cost fields are for vendor contracts Qty Ordered field tracks quantities ordered already

Costs Tab Create contract specific rebate (other) cost and commission cost Vendor Authorization Number indicates prearranged agreement to define pricing

Values Tab Price breaks can be established

Bins Tab Assign customer bins to this contract item Can only use tab if using handheld bin management The Bin ID is a user defined alphanumeric field that must be unique Generate Unique Bin ID can suggest Bin ID Line, Line Feed and Line Station identify specific stocking area in customer s warehouse Bin/Ship To specific PO Number

Bins Tab Capacity, min/max and reorder qty can be used for managing replenishment Quantity Ordered keeps track of what has been ordered thus far

Bin/Item Tab Left side fields Right side fields Displays item on contract in bin number sequence for ship to Sorting available on columns Editing available on many fields too

Item/Bin Notes Notes you add appear in: Job Pricing Maintenance Order Acknowledgements Pick Tickets and Packing lists Invoices

Customer PO Number Customer PO number field is added for contract item tracking in these areas: Job/Contract Maintenance Tab, Customer/Ship Info Tab, Items Tab, Bin Tab Contract report, Order Acknowledgement, RMA Acknowledgement; Pick Ticket, Packing List and Invoice forms

Start Date for Contract Lines Enter line item start dates on contract items Available in Contract Fast Edit, Copy Contract and create contract from Order Entry feature Applies to customer and consignment contracts

Start Date for Contract Lines Setup / System Setup / System / System Settings / Order Processing / Pricing

Entering new contract lines Start Date for Contract Lines If enabled, then new lines entered on contracts will default to header start date If not enabled, dates default to 00/00/00 Updating existing contract lines Prompted to update the line item start dates

Copy Contracts

Assemblies Assemblies that price via the assembly header may be entered on a contract Assemblies that price via the components may NOT be entered on a contract Assemblies that price via the assembly using the components may NOT be entered on a contract

Review Question On which tab are the Customer and Ship To IDs entered for a contract? 1. Job/Contract Maint 2. Customer/Ship Information 3. Customer/Ship To 4. Ship To/Item

Review Question Rebate Costs can be established on the tab. 1. Values 2. Items 3. Costs 4. Bin/Item

Job/Contract in Order Entry Step 1: Enter Customer and Ship To ID Step 2: Enter Contract ID Prompt if more than one contract exists If the customer is flagged to always use contracts, items cannot be added until a contract is selected

Job/Contract in Order Entry Selecting contract items Add items in Order Entry as usual Add using RMB functionality

Job/Contract in Order Entry Selecting contract items This window appears after clicking Display Contract Items Contract value limit and amount used are informational Contract line allows the user to jump to a specific contract line for large contracts After entering the desired quantities, click Update the Order

Order Entry/Front Counter Order and line item required dates must fall within the dates specified on the contract. Prices tab will display Contract ID and Contract price. Sales History tab will display Contract ID, Contract Name and Line number of the contract.

Use All Contracts System applies contracts to line items on orders and quotes Allows contracts on the fly to be entered

Use All Contracts If multiple contracts for line item, system prompts for which contract to use Without contract number on header, no RMB option to Display Contract Items

Line Item Contracts on Quotes Use contract prices for quote line items Only available for standard customer contracts, not vendor contracts or consignment contracts In order to utilize functionality o Turn on system setting Allow Customer Contract Lines on Contracts o Set customers to Use All Contracts on Sales Pricing tab

Line Item Contracts on Quotes Setup / System Setup / System / System Settings / Order Processing / Pricing

Line Item Contracts on Quotes Must have both Job/Contract Pricing and Use All Contracts enabled System verifies valid contract when quote is entered and when converted to an order

Line Item Contracts on Quotes

Line Item Contracts on Quotes Popup when item is on more than one contract

Line Item Contracts on Quotes Converting Contract Quote Lines to Order Cannot use RMB Convert to Order, use Tools option Convert Quote to Order wizard Link is retained to contract Wizard checks to see if contract line is expired Converted qty may not exceed the contract line s maximum qty

Contracts on the Fly Create contract on fly while entering sales order If material is in stock, use contract to request rebate on sold qty and offer reduced prices to customer If material is backordered, resulting PO is at normal cost, but system submits rebate amount for that under contract. If item is non-stock, special or direct ship, system submits contract cost on order

Contracts on the Fly

Contracts on the Fly Items Tab Enter Item IDs and Qty Ordered RMB click and choose Create Contract

Contracts on the Fly Contract Header Enter Contract Number and Description Enter End Date for On the Fly Contract Rest of fields default

Contracts on the Fly Choose Select checkbox Pricing Method can only be set to Price If rebated item, enter After Rebate Cost

Contracts on the Fly Enter Vendor Auth Number if necessary If D or S item, enter PO cost Enter Start/Expiration Date if different from header

Prices Tab Prices tab displays Contract #, Vendor Authorization and Contract Line #

Create Contracts from Quotes Create contract pricing by starting off with a quote User must be enabled to Create Contract from OE in User Maintenance Customer must have setting enabled for Use All Contracts on the Sales Pricing tab Enter quote and RMB click on Items tab to open Create Contract wizard

Create Contracts from Quotes

RMA Entry RMA for contract item, if linked will display contract number, contract description and line number

Forms Displaying Contract Numbers Forms display contract number and contract line numbers for those items purchased using a customer contract: Order Acknowledgement Packing List Invoice

Sales Pricing Inquiry

Job/Contract Reports

Job/Contract Reports Orders Band > Order Entry > Reports Menu > Contract Pricing

Job/Contract Reports

Use Rebate Exception Items with expired date or order qty over maximum can show on Rebate Exception Report

Rebate Exception Report Accounts Payable > Reports > Rebate Exception Report Displays rebates entered via contract in Order Entry, but are invalid

Importing Job/Contract Maintenance All Job/Contract maintenance information can be imported o See the help file for specific layout information o Setup / Imports/Exports / Imports / Order Processing / Job/Contract Pricing Export standard contracts o Update contracts within spreadsheet program and import them back into system o Setup / Imports/Exports / Exports / Order Processing / Job/Contract Pricing

Contract Export and Import

Contract Export and Import Filetype-dayMonthyear_time

Contract Export and Import Edit data on spreadsheet and import data back into Prophet 21 Existing contracts are updated and contracts with new contract numbers are added Cannot edit these fields: Contract Type, Corporate Address ID, Item ID and Prior Qty

Summary Use contract pricing defaults in Customer Maintenance Create and maintain contract pricing Copy contracts Use contract pricing features in order entry Enter Line Item Contracts on Quotes Enter contracts on the fly in order entry Create Contracts from Quotes Contract Export and Import

Prophet 21 Help Files For More Information Visit Epicor on the web: www.epicor.com View other Epicor University course offerings Browse Documentation Search the Solutions database Submit a Support case Email your IPM or your CAM (cams@epicor.com) Schedule some one-on-one time with a consultant to work directly with you on your system