Acceptum Training - Selling to Customers

9. Selling to Customers
1) Product Sales Prices
2) Sales Orders
3) Customer Receivables
4) Customer Statements
5) Customer Payments
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9.1 Product Sales Prices
Two product pricing options are available:
- GBP and Euro prices over 5 break quantities
- Price List and Currency product pricing over 5 break quantities
use the menu option Utilities|Systems|System Parameters to set the application wide setting.
To set GBP and Euro prices over 5 break quantities use the menu option Setup|Accounts and then the Product tab.

To set Price List and Currency product pricing over 5 break quantities use the menu option Setup|Price Lists to create Prices Lists to be used; Standard, Export, Trade, Retail.

Then use menu option Setup|Product Sales Prices to open the Product Sales Prices List window.

Enter sales prices for the required Products/Price List/Currency and quantity breaks.

Enter a Gross value (Net plus VAT) into the pink attribute. A Net value will be shown based upon the products default VAT rate.

Double click any of the Net Sale Price attributes to place the Net value into the attribute.

9.2 Sales Orders
Select the menu option Sources|Sales Orders|Enter to open the Sales Orders List window.
Click the 'Add New Record' icon in the toolbar to insert a record, then press F3 to open the detail window.
Set the document Type and date, customers reference (their P.O. No.) and any Status indicator.
Then set the Customer, this populates the default Address, Header and Footer text attributes (they can be changed).
It also displays the credit limit (either for the company or across all companies - refer to Utilities|Systems|System Parameters) and shows the available credit limit after deducting all outstanding ledger items for the Customer.
If the credit limit is exceeded the background is red, otherwise blue.

To add sales items to the document, click 'Add Line'.
If a product is being sold, set the Account/Product column to the product and enter a quantity, then double click the Amount column to bring in the Moving Average Cost. On reviewing the data across the other tabs, you will see that all the accounting data and sales data has been populated from the default values entered for the product under Setup|Accounts.
If a service or non-product item is being sold (no direct Cost Of Sales value) leave the data under the 'Products Sold' tab empty and just set the data under the 'Revenue' tab.
As items are added and changed the documents summary totals are changed.
Click 'Docu Totals' 'Line Totals' to switch how the totals are built.

to produce a printed document - here a Quote.
Quotes, Invoices and Credit Notes can also be e-mailed to customers via Outlook.
Customer address labels can also be printed, just set the number of labels required and the label format. Use this feature to produce shipping and postal address labels.

Make any necessary changes to the Quote to gain customer acceptance. On acceptance, you can change the document Type to 'Delv Note', in order to print a Pick List and Delivery Note.
Change the order Status to indicate acceptance and delivery.

If you wish to retain the original quote document, click

to create another document based upon the original quote document and via the Status or Customer Reference attributes, back link the new document to the orginal.
When the order is ready for delivery, set the document Type to 'Delv Note'.

Use menu option Sources|Sales Orders|Pick List to obtain an updateable view of all Sales Orders of Type 'Delv Note' that need stock to be delivered. The column 'To Pick Qty' can be changed from the required quantity to the actual quantity picked for the order. This will update the Sales Order ready for staff to confirm the delivery.

When items are picked for a customer order, record the deliveries on the customer order under the 'Delivery' tab.
This shows the product, order quantity, quantity already delivered (if any) and the current delivery quantity.
The current delivery quantity, is the quantity yet to be delivered and is the quantity given on the Pick List. Change this quantity if a partial delivery is being made.
After printing a Delivery Note, click

to update the delivered quantities with the current delivery.

On posting deliveries (as above) the ledger is NOT updated, only the customer order is changed.
The Ledger still shows an on-hand quantity prior to the delivery. The Ledger is not updated until the invoice is posted.
Use menu option Sources|Products|Available Products to review the Ledger quantities and 'Uninvoiced Delivered Quantities', plus the 'Net Quantity'.

It is therefore important at financial year ends, to ensure that all delivered items are invoiced.
Finally set the Type to 'Invoice' and print the invoice document, then click

to post the Sales Invoice to the ledger. When this is done the documents Journal Number is changed to the ledger journal number used for the posting.

The ledger entries can be seen via menu option Ledger|Posted Journal Edit. The journal can be edited; the only restriction being that the line item must not be marked as 'Cleared'.

All Sales Orders can be seen via menu option Sources|Sales Orders|View.
Using this window and Exporting Data - Pivot Tables, detailed product/customer Profitability Analysis can be done.

When items are being delivered to a customer on a Sale or Return basis, place a tick in the 'SoRtn' column of the Revenue tab. Such items bear a Sales Unit Price but no amount/value will be invoiced. A Revenue Analysis 3/Location code for the Customer MUST be set for the line item, as the stock posting to the ledger will move the quantity from the delivery location to the Customers location.

When the items are later to be invoiced to the customer, a normal invoice line for the product is entered, with the delivery location of the product set to the Customers location code, so that a notional delivery is made out of the 'Sale or Return' stock held by the customer.

Undelivered items on an order can be moved to another (new) order by clicking 'Move Undelvd', so that the remaining delivered items can be invoiced. The new order is given a Status of 'Backorder' and can be processed in the normal manner once stock is available for delivery.

To avoid numerous open orders for a Customer being held, Use menu option Sources|Sales Orders|Merge Open SOs.
Select the customer from the drop-down list and then select the Delivery and Invoice Address, click OK to merge orders into one order.
The Delivery and Invoice Address are used so that orders for delivery to different branches do not get merged together, nor orders that need to be invoiced to different addresses.

The Sales Order Detail window is available in 2 formats - Simple or Complex.
A user can set their own default format under menu option 'Utilities|Systems|Users' then F3 to open the Detail Users window. This default can be overridden on the Sales Order List window prior to opening the Sales Order Detail window.

Use the Complex format when foreign curency, Sale or Return, consultancy, or different Sale and Stock units are involved, otherwise, use the Simple window format.

When you have a customer base of numerous small customers with repeat orders, the menu option Sources|Sales Orders|Find a Customer is very useful, as it provides a search of Customer records using attributes like - postcode, town, telephone number, email address, etc.

When you have found the correct customer record, click 'Set Customer', or double click the customer record in the lower half of the screen, then switch to the Sales Order Detail window, double click in its Customer attribute to bring across the customers code and address code ready for completing the rest of the Sales Order data.

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9.3 Customer Receivables
Select the menu option Ledger|Sales Ledger|Open Items to open the Customer Open Items window.
Select a Customer and press F3 to open the Ledger Postings window to show the items comprising the balance.
In Ledger Postings select a detail item and position the cursor in the 'Doc Ref' column, press F3 to open the View Sales Orders window to show the items comprising the invoice.

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9.4 Customer Statements
Select the menu option Ledger|Sales Ledger|Open Items then File|Print to open the Customer Ledger Postings report selection dialog.
Set the Customer Range or Report Set to filter the data, then select the desired report - Customer Open Item Statement.
Statements can be E-mailed via Outlook by clicking 'E-mail Documents'.

Customer Payment Reminder Letters 1/2/3 are drawn in a similiar manner.

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9.5 Customer Payments
Select the menu option Ledger|Sales Ledger|Payments to open the Customer Payments window, select a Customer and press F3 to open the Customer Payment Form dialog.
Set the Bank to receive the money, enter the cheque details in 'Text', set the 'Doc Ref' to the Paying-In slips number/date and the amount paid in 'Bank Amount'.
Select items for payment clearing by double clicking the row in the 'Paid' column to enter a Clearing Number.
You can double click the 'Bank Amount' attribute to have it automatically set to the amount of items marked as being paid.
On a large number of items, double click a column heading, for either Docu Ref, Journal, Data or Amount, to have the data sorted by that attribute. Due to technical reasons the Year of the posting comes before the selected attribute, so old items will have their own sort band.

Any balance left unallocated is shown in 'Unallocated Amount' and it is journalled via the Balancing Allocation dialog that is opened when

The payment receipt reduces the Customers balance.

When an On Account payment is to be processed, enter the amount but do not select any line items as being cleared.
Then on the Balancing Allocation dialog, set the Customer in the Account attribute.

The payment receipt journal can be seen via menu option Ledger|Posted Journal Edit. The journal can be edited; the only restriction being that the line item must not be marked as 'Cleared'.