Sales History Ranked Summary Options

Reference Contents > Sales Dispatch > Sales History Ranked Summary Options

The Sales Ranked Summary report of dispatched sales items can provide a variable analysis of history sorted in order of significance depending on the quantity choson. It can also be limited to show the top most or bottom most performers.

Having selected this report type from the list and set these options, you should then choose a range of records in the Sales Dispatch History Selection and the sort order will determine how the records will be summarised. So for example to see the 10 most profitable customers last year, choose Gross Profit and a limit of 10, then Dispatch Date rage of last year, then sorted by Customer Code.

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
OK	The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

See also: –

Sales Dispatch History Reports

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Amend Sales History References

Reference Contents > Sales Dispatch > Amend Sales History References

This window lists the line items of a dispatch and enables you to modify the customer or additional reference, project, item reference or user fields that are copied from the sales order to each line item.

TIP: You can also edit the cost values of an item in this window. Note, though, that these are the current and standard cost value in your local currency, not the currency of the order.

Button	Action
Select Invoice or Dispatch Note	To Select an Invoice, Credit or Dispatch Note for amendment with the Invoice or Credit Note Selection and Dispatch Note Selection window.
Revert	Revert back to the last saved.
Save Changes	Save any changes you have made permanently.

See also: –

Invoice or Credit Note Selection and Dispatch Note Selection

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Un-invoiced Dispatches

Reference Contents > Sales Dispatch > Un-invoiced Dispatches

When a dispatch take place of a Sales Order which has been marked for No Invoice on Dispatch, the invoice record will have a blank invoice number (this also applies to sales history line items. This enables consolidated invoicing, where one invoice can be created to cover more than one dispatch. The resulting invoice will have the same number of line items as the dispatched lines, however these can be consolidated when the invoice is printed.

When you enter this window, all in-invoiced dispatched line items are collected and a window opens showing a list of customers that have currently un-invoiced dispatch line items.

When you select a customer on the top list the dispatches associated will be listed.

Having selected one or more dispatches, click on the Create Invoice button to generate an invoice for the combined dispatches. Check the Print invoice after creation to automatically print the invoice after creation.

As un-invoiced dispatches have a significant financial implication to accountants, a Valuation report is provided.

Button	Action
Print Valuation	To produce a valuation report of all uninvoiced dispatched items. Clicking this buttons opens the Parts Stock Valuation Reports window and prints the Un-invoiced Dispatches Report.
Create Invoice	Click to create an invoice for the selected dispatched items. NOTE: It is always possible for two users to attempt to process the same un-invoiced dispatches simultaneously, causing data confusion. At a first stage of processing a test is performed that the data has not already been processed, if so it will be aborted. However, a truly simultaneous duel-processing can get through.

See also: –

Parts Stock Valuation Reports

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Returns from Dispatched Sales Complex Options

Reference Contents > Sales Dispatch > Returns from Dispatched Sales Complex Options

In the normal Return for Credit process a quantity of a dispatched line item is returned in an exact reversal of the dispatch process. The price will be the same and a Credit Note will be raised and the customer’s ledger credited (if you have the Ledgers license option).

However, that simple reversal process can be modified in a number of ways clicking on the Complex button on the Returns from Dispatched Sales window after preparing the conventional return.

For example, you may be receiving a return from a customer for a repair or recalibration reason and do not want a Credit Note raised or sales history affected. Or you could want the Credit Note to be recorded but all the material not added to inventory because some of it is scrap. There is also an option (see Item List below) for returning a substitute part back into inventory rather than the part that was originally dispatched to the customer.

In addition, you may want to add a re-stocking charge, return it at a lower price or higher discount than it was originally dispatched for. All these adjustments can be accomplished using the Complex return.

Button	Action
Add Non-Part	Click to add a non-part item to the return. This will appear on the credit note and in sales history, as though it had been returned. You can typically use this for giving additional credit to the customer or, if you set a negative list price, a charge to the customer. Add non-stock parts by dragging them from the Parts ScratchPad and dropping them on the list.
Cancel	Click to cancel the application of complex return options. The window will close.
Process Return	Click to process the return. This will close the window and automatically operate the Process button on the Returns from Dispatched Sales window.

Option for RMA Duplicate Part mechanism

Issue: It was proposed as a solution to managing returns for repair that a RMA (Return Material Authority) Duplicate Part option could be introduced whereby a special part is automatically created and placed on a new SO. This part could then be handled with a subsequent WO and dispatched back to the customer.

Feedback: In V3.0010 a system option was added, as follows:

optSOReturnRMA system option has been added: If set to 1, on a SO return, a RMA-NNNNNN part will be duplicated from the part number entered in PTMUSE3 and added to the backordered SO. This can be individually switched off in the Complex Return window.

Fields utilised: PTMUSE3 of the returned part must be set to the part which is to be copied to make the RMA-NNNNNN part. MCNUSE1 serial counter (can be set in Company Details window Document Numbers tab pane) is used to control the sequence of the RMA-NNNNNN part number.

During Returns for Credit, if a part is returned that follows the following rules a RMA-NNNNNN part is created and an extra SO line item added :-

1. The system-level option optSOReturnRMA=1.
2. The PTMUSE3 field on the returned part must contain a valid part number.
3. If 1 and 2 are true, a control checkbox will be available and checked in the Complex Return window. It must remain checked for the RMA part process to take place.
4. The returned item must be backordered. If 1, 2 and 3 are true but the item is not backordered, the user will be warned and cannot proceed with the return.
5. The part in 2 above will be duplicated as a new part and given the part number RMA-NNNNNN, where NNNNNN is controlled by MCNUSE1 and it accommodates manual additional RMA-NNNNNN parts created in Parts Maintenance. The following will also take place in relation to it:
   1. The new part will be given the description of “<Customer Code>:<Returned Part No> return” truncated to 30 characters.
   2. The new part will have zero quantities initially, otherwise all fields are copied unchanged.
   3. Any BoM, Serial Number Structure, Process Route and Quality Assurance Regime will be duplicated.
   4. Any external links to the Part, BoM records and Route Operations will be duplicated.
   5. The PartsNew test trigger will not function but Keywords will be added and the Part Cost Log maintained.
6. Normally when items are returned and backordered, the original SO is reinstated. When items are subject to RMA treatment a new SO is created specifically for the single returned item and its associated RMA-NNNNNN part. The new SO will have the same field values as the original order (except Order Number and Date). Other items returned at the same time will be processed normally.
7. The backordered return part will be treated as normal, however the following rules apply to the added RMA-NNNNNN part item:
   1. The RMA-NNNNNN part can be a SO Kit type part.
   2. The quantity ordered will be the same as the returned quantity taking account of unit of measure multipliers.
   3. The price is set to PTMSELL, without regard for quantity price breaks, promotional or other normal price algorithms, however it will handle foreign currency orders by conversion and customer discounts will apply.
   4. The SO Item description will be the RMA-NNNNNN part’s individual sales text (take note!).
   5. The sales posting ledger code will be the same as the RMA-NNNNNN part’s (without regard for customer).
8. Cleaning out old unwanted RMA-NNNNNN parts can be achieved using the existing File — Advanced — Special Functions, Delete a Part with All its History function using the Auto-Delete from Scratchpad Selection feature.

See also: –

Returns from Dispatched Sales

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Invoice or Credit Note Selection and Dispatch Note Selection

Reference Contents > Sales Dispatch > Invoice or Credit Note Selection and Dispatch Note Selection

Sales Invoicing and Credit

Normal Invoices are stored in the form of Invoice and Sales History records, which themselves are prepared automatically when a Sales Order item dispatch takes place. Cash-Before-Delivery Invoices are those issued prior to goods dispatch. They control paid-in-advance sales transactions. For normal Invoices, when one or more line items of a Sales Order is dispatched, an Invoice Number is automatically assigned to the Sales History records produced by the dispatch. If the Record Sales History option in the System Preferences is set to OFF, then no Invoicing is possible. Once a CBD Invoice is created a further Invoice will not be created by the dispatch process, nor can any dispatch take place before the Invoice is marked as paid or sufficient unallocated credit exists on the customer account. Nor should the Sales Order be changed after the CBD Invoice is created without re-printing the CBD Invoice and re-sending it to the customer.

If the Ledgers license option is in use, the Accounts Receivable and General Ledger transactions will be automatically processed when Invoices are created. You are also able to produce ad-hoc Invoices and Credit Notes not associated with dispatches. You can also add non-part items to an Invoice after it has been produced automatically by a dispatch.

No provision is made in the system to adjust any Sales History, except for the Trade Statistics fields of the data. Therefore, normal Invoices will reflect the currencies, prices, discounts, tax amount and other data valid at the time the dispatch was confirmed.

Normal Sales Invoices and Credit Notes are identical in all respects within the system. The difference only comes in the total value; if positive it is an Invoice, if negative a Credit Note. Invoice and Credit Note line item details are maintained as Sales History records. The Invoice/Credit Note header is stored in the Invoice file.

Normal Invoice data is automatically generated when a dispatch takes place and Credit Note data when a customer return is logged. The documents can be printed after the respective processes are recorded.

Manually enter Invoice Numbers option: The following only applies to the Ledgers license option: With the Ledger Manager Control option Manually enter Invoice Numbers rather than auto-number, a dialogue will be presented to the user each time an invoice or credit note is prepared by the system. The user must enter a unique number and press OK to continue. An additional option may be available to post the invoice in a previous A/R period. This option is only available when the current G/L period is prior to the current A/R period. If you activate this option the Invoice postings to the General Ledger will be posted under the current G/L period rather than the current A/R period.

WARNING: Both the manual entry of Invoice Numbers and the early period posting options are not consistent with accounting practice or tax authority regulations. You should only use these options with a full understanding of the accounting implications they will have. In the case of invoice numbering a supporting book procedure should be adopted.

Selection Window

This window is a general purpose selection dialogue for Invoices, Credit Notes and Dispatch Notes.

Selection can be by Invoice, Sales Order or Dispatch Note number (leading zeros are automatically appended) or by Customer code. The navigation arrows can be used as can the Customer Scratchpad. For Credit Notes, the Sales Order Number will always be CREDIT and for Invoices not produced by a dispatch but produced in the Ledgers A/R feature will have a sales order of EXTRA. When a dispatch take place of a Sales Order which has been marked for No Invoice on Dispatch, the invoice record will have a blank invoice number (this also applies to sales history line items).

Click on the Show Listingto cause a list of Invoices and Credit Notes to be built and displayed in the Sales Invoice List window based on the choice you have made in the selection dropdown list.

TIP: Normally, when the same part is applied to consecutive line items any part extra texts (individual or standard) are suppressed so the first line only contains them. This is to reduce unnecessary duplication. However, this normal behaviour can be prevented with the user Option optSOPartTextDupl set to 1. Extra texts are then repetitively printed. If this option is set the effect will apply to all customer documents including Sales Orders, Jobs and Invoices.

Button	Action
Show	Click to open the Sales Invoice List window with the selected invoice shown.
Selection options	Choose a selection for the listing.
Show Listing	Click to show a list of documents based on the selection below. It opens the Invoice Details window.
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
OK	The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.
Print	Will cause a report to be printed of the subject matter. Right-click to change the report destination.

The window has 2 tab panes.

Payment Terms 
Options 

Payment Terms

Back to top

Options

Select to choose activity and printing options.

Button	Action
Edit Dispatch or Packing Details	Click to edit the dispatch shipping or packing details. This opens the Dispatch or Packing Details window.
Reverse Printed Flag	Click to change the Printed flag. An un-printed invoice is generally marked as original.
Change Invoice Date	Click to change the Invoice date and all related data dates. This function is only available if you have privileges for the Process — Dispatch — Customer Payments or Ledgers — Accounts Receivable — Change Invoice or CN menu items.

Back to top

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Returns from Dispatched Sales

Reference Contents > Sales Dispatch > Returns from Dispatched Sales

Provision is made in the system for you to record a customer return of goods supplied under a Sales Order. The Sales Return procedure automatically generates Credit Notes. Sales History must exist for the item. Thus, if the System Preferences control has been set with sales history OFF, the Sales Return procedure can not be used. In cases where the automated return system can not be used, direct Stock Control movements are required and a Credit Note, if any, must be prepared in the Ledgers A/R function or by hand.

Complex options are available, including the addition of non-part and non-stock parts to the Credit Note. In addition, you can reduce the quantity returned to stock, adjust the price or discount of the items, return with no credit note and create purchase or work history to feed back into costings stock returned from customers at a reduced price.

After selecting a Dispatch Note the line items will be listed. You can build a list of those returned by dragging lines from the item list and dropping them on the returns list below. You can alter the line item quantity of return in the list itself. Click on the line and in the quantity column and pause the mouse. You will then be able to edit the quantity.

NOTE: There are some restrictions: Quantity returned can not be greater than the dispatched quantity. If multiple part dispatches took place, a separate line for each dispatch is needed if the entire order quantity was returned. The list can only cover items returned from one customer at a time. The value of returns is assumed to be that of the original dispatch. Returned kits can only be complete kits and the Bill of Material must be unchanged from the time of dispatch.

TIP: You can force the automatic creation of a Non-Conformance Report (NCR) even when the return is not quarantined using the system option optNCRAutoMovements. Set this option to contain the uppercase character B.

Button	Action
Select Dispatch	You can combine returns from the same customer where they are in same sale currency.
Complex	After populating the Returns List, click here to setup more complex options for the return, such as adding a re-stocking charge. When you operate the Complex button, the Returns Complex Options window will open.
Process	To process the returns shown in the list above. A Credit Note will be created for these returns. When you operate the Process button, depending on options and the status of returned parts, you may be presented with the Dispatched Serial Numbers, Location and Batch Assignment and Trade Statistics Order Details windows. See these topics for details. If there are any inventory consequences to the process, these will be reported on the Stock Processing Message Log window that will open.

See also: –

Returns from Dispatched Sales Complex Options Invoice or Credit Note Selection and Dispatch Note Selection Dispatched Serial Numbers Location and Batch Assignment Trade Statistics Order Details

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Reference Contents > Sales Dispatch > New Invoice or Credit Note Number

Normally invoice numbers are automatically assigned in sequence when invoices are created in the system and you will never see this window.

When the Manually enter Invoice Numbers rather than auto-number option is checked in the Account Manager Controls Maintenance window Control Options pane is set, this window will be opened every time an invoice or credit note is generated.

You can overwrite the default invoice number that is provided and may choose to post the invoice in the previous A/R period if you wish.

WARNING: Both the manual entry of Invoice Numbers and the early period posting options are not consistent with accounting practice or tax authority regulations. You should only use these options with a full understanding of the accounting implications they will have. In the case of invoice numbering a supporting book procedure should be adopted.

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Sales Dispatch History Selection

Reference Contents > Sales Dispatch > Sales Dispatch History Selection

This subwindow is used to define the range criteria for a selection of sales history. It is displayed on windows requiring the selection of sales history records.

Parent Windows

Sales Dispatch History
Sales History Selection
Link System Maintenance
Graphical Analysis Maintenance – Graphs Tab

Operation

Enter data in the data entry boxes to restrict the range of records. Records must meet all criteria entered to be selected. If the left and/or right data entry boxes are left blank for a particular criteria, records will be selected between the first and/or last otherwise qualifying record. Data entry boxes can be populated by finding a single item using Keyword Search, drag and drop from the Customers ScratchPad or Parts ScratchPad or by double-clicking a list item from the Keyword Result window.

Data records can be obtained using one of the following methods or a combination of them (see Tip below):

1. Enter values into the selection ranges and use the Standard Search. The context menu provides a Clear Selection function.
2. Define or use a Custom Search.
3. Create an Ad Hoc Search Calculation using the context menu function.
4. Drag-and-drop one or more lines from a ScratchPad (or BoM and Where-Used Listing) onto the general window area.
5. Use the ScratchPad Transfer Selected function
6. Use the KeyWord Search Transfer Selected function

TIP: Using an Ad Hoc Search Calculation (3) overrides any Custom Search (2) and a Custom Search overrides the Standard Search (1). In any of the search cases (1, 2 or 3), ScratchPad Transfer and Drag-and-Drop or KeyWord Search Transfer (4, 5 or 6) is combinational, so that records found using any of these methods must also conform to the search criteria adopted.

NOTE: This window contains fields introduced with version 5 that enable additional search (and sometimes sort controls), such as Adhoc extra where. For more help on their use and examples see the Client-Server SQL Introduction help.

Data Elements

Button	Action
Custom Search	Opens the Custom Search Selection window and checks the Use custom checkbox.

See also: –

Search Options Menu Sales Dispatch History Reports Sales History Selection

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Sales Invoice List

Reference Contents > Sales Dispatch > Sales Invoice List

This window lists invoices, credit notes and dispatch notes having been selected in the Invoice or Credit Note Selection and Dispatch Note Selection window using the Show Listing button.

You can either use this to select a document or you can print many selected documents in one operation.

Button	Action
Select Un-printed	All un-printed documents will be selected in the list.
Print	Prints each of the documents selected in the list. TIP: Most reports are typically printed as a single print run for a range of documents. This may be inappropriate for some report destinations, which are, by default, HTML, PDF, Email where each document needs to be printed individually. You can generally override these default destinations with the optRepDestIndivid option that allows you to set a selection of destinations for which documents will be printed individually.

See also: –

Invoice or Credit Note Selection and Dispatch Note Selection

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Sales Trade Statistics and Purchase Trade Statistics

Reference Contents > Sales Dispatch > Sales Trade Statistics and Purchase Trade Statistics

Sales and Purchase history can be used for preparing Trade Statistics. This window is the same for both Process — Dispatch — Review Sales Trade Statistics and Process — Goods Inwards and History — Review Purchase Trade Statistics.

This is of particular interest to UK manufacturers that need to provide customs authorities with Intra-EC Trade Statistics regularly. This window provides you with an ability to add the special information necessary to complete the statistics forms which you can then print.

Typically, trade details are input on sales dispatch and goods receipt and are controlled by the File — System Manager — System Preferences controls under Sales Order and Purchase Order tab panes to “Record sales/purchase intra-EC trade statistics in history” using the Trade Statistics Order Details window.

To prepare a list of history records, click on the Build list of period Trade Statistics button. You will then be provided with the Date Range Selection window in which you can set a date range for the listing.

You have the option of limiting the records listed to only those from customers/suppliers whose country is flagged with Special Trading Status (in the Country Maintenance topic).

Having viewed the list produced click on the first line in which you wish to make changes. The trade statistics variables can then be modified below. The system will save the changes you have made as you make them. If you make no changes no update of the file will take place.

Having updated the statistics with the correct data, you can now print either the EC Sales List report or the Intra-EC Trade Statistics report with the buttons provided. The Print Intra-EC report will only be available if have prepared the list from records of customers in special trading countries.

TIP: The Intra-EC Trade Statistics report is designed to print directly onto UK Customs and Excise Supplementary Declaration form C1501 and continuation sheets thereof. This form is A4 size paper and therefore you should have the Portrait printer page setup for A4 with Larger Print Area option checked.

Field	Description
Special Trading Countries Only	If selected the list will only include items from customers/suppliers of countries that are marked as Special Trading Countries.
History Item list	List of all sales or purchase history covering your selection.
Commodity code	Normally this would be inherited from the part’s commodity code.
Supplementary units	Normally this would be inherited from the part’s supplementary units flag.
Nature of Transaction	The codes is set by default to be 10.
Country of Origin	For sales this is the system country code. For purchases it is the supplier’s country code.
Mass in system weight units	This is the mass (weight) of the dispatch or receipt. Only part items are provided automatically with a value, being the received quantity times the part’s mass.
Delivery Terms	The delivery terms code is set by default to be 2 (CIF). 0 = EXW = Ex Works 1 = FOB = Free on Board 2 = CIF = Cost, Insurance and Freight 3 = DDU = Delivered Domicile 4 = DDP = Delivered Domicile 5 = XXX = Other
Transport Mode	The codes is set by default to be 3. 1 = Sea (including trucks by ferry) 2 = Rail (not Channel Tunnel) 3 = Road 4 = Air 5 = Post 7 = Fixed installations (e.g. Channel Tunnel) 8 = Inland Waterway 9 = Own propulsion
Report Returns	If selected, the report will show only returned items, otherwise only dispatched/received items.

Button	Action
Build List of Period Trade Statistics	To build a list of trade history covering a selected period.
Print EU Sales List Report	To print the UK VAT EU Sales List report form 101.
Print Intra EC Report	To print the UK VAT EU Sales List report form 1501.
Electronic Submission	Click to open the Sales Trade Statistics Electronic Submission window which enables you to file trade statistics electronically in some jurisdictions.

See also: –

Date Range Selection Sales Trade Statistics and Purchase Trade Statistics Electronic Returns Trade Statistics Order Details

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