P100 Parts Sales Order & Invoicing - Auto-IT Australia - Parts Sales Order... · This will need to be clearly identified on the consignment note or freight invoice ... account 310/P

Process Map McIntosh and Son

Revision Date: 9th August 2016

Parts Module Process Code: P100 Parts Sales Order & Invoicing

McIntosh and Son Parts Module Process Map – P100 Parts Sales Order & Invoicing

2

©Auto-IT Pty Ltd | This material is the property of Auto-IT Pty Ltd. All Use, disclosure and/or reproduction not specifically authorized by Auto-IT Pty Ltd is prohibited.

Contents

High Level Process Definition .............................................................................................................. 4

Business Policies ................................................................................................................................. 5

Customer Details Collection ........................................................................................................ 5

Sales Below Replacement Cost ................................................................................................... 5

Quotation Review ....................................................................................................................... 6

Pre-payment of Back Orders ....................................................................................................... 6

Parts Invoice Timing .................................................................................................................... 6

Negative Stock ............................................................................................................................ 7

Serial Number ............................................................................................................................. 7

Lost Sales ..................................................................................................................................... 7

Credit Limit Increases & Resolution ............................................................................................ 8

Credit Limit & Debtor Discount Reviews..................................................................................... 8

Statement of Work ........................................................................................................................... 10

Process an Order for an Existing Customer .................................................................................. 10

Prepare for the Transaction ...................................................................................................... 10

Develop Order Requirements ................................................................................................... 11

Review and Adjust Sales Order Detail ....................................................................................... 16

Finalise the Order ...................................................................................................................... 18

Process an Order for a New Customer ......................................................................................... 20


Develop Order Requirements ................................................................................................... 21



Process an Existing Order .............................................................................................................. 22


Review and Finalise Open Order Detail .................................................................................... 23



Counter Receipt Entry ................................................................................................................... 24

Cash on Delivery / Payment by Funds Transfer ............................................................................ 28

Cash on Delivery ........................................................................................................................ 28

Payment by Funds Transfer ...................................................................................................... 28


3


Additional Order Entry / Management Functions ........................................................................ 28

Load Multi Parts ........................................................................................................................ 29

Recalc OOSR .............................................................................................................................. 29

OOSR ......................................................................................................................................... 30

Recalc S/P .................................................................................................................................. 30

Issue All ..................................................................................................................................... 30

Clear All ..................................................................................................................................... 31

Response to System Messages and Prompts ................................................................................ 32

Credit Issues .............................................................................................................................. 32

Part not on Dealer Part Master ................................................................................................. 33

Partial / Nil Supply / Related Parts ............................................................................................ 35

Special Price Applicable ............................................................................................................ 36

Selling Prices below Minimum .................................................................................................. 36


4


High Level Process Definition

Process Name PARTS SALES ORDER AND INVOICING

Process Intent To successfully conduct and conclude a Parts Front Counter or Telephone Room Sale

Process Owner Parts Manager

Process User Parts Advisor Parts Despatch

Process Starts with Customer Demand for Parts and Accessories recognised by personnel

Process Ends with Transaction completed – customer requirements met

Process Customer Parts Department Customer – Cash / Credit Sales, Front Counter / Phone Room


5


Business Policies The following Business Policies are applicable in the execution of the processes defined and referred to in this Process Map.

Business Policy – P100-00

Customer Details Collection

Customer Name (Name/Surname/Company Name), Contact Number (Home/Business/Mobile) MUST be captured for all ‘Cash Sale’ transactions where the method of payment is Cash, Credit Card / EFTPOS or Cheque. When a new contact is created, the contact code should be in the following formats: Using 4 letters of a client’s surname, their initials and then the creating branch code. Example: Name: John T Smith Branch: Perth Contact Code: SMITJTPTH Using first 3 letters of first 2 company names (6 letters in total) Company Names and then the creating branch code: Example: Company: Bob Jane T Mart Branch: Perth Contact Code: BOBJANPTH


Sales Below Replacement Cost

Selling of Parts below Replacement Cost is only allowed for the clearing of aged or repriced stock, with the approval of the Parts Manager.

Process Owner: Parts Manager Dashboard: Risk: Retail Parts Margin Below 30%


6



Quotation Review

Quotes expire after 30 days. All Quotations raised for Parts Sales must be followed up fortnightly and deleted after 30 days in instances where the proposed sale will not proceed.

Process Owner: Parts Manager

Dashboard: Risk: Parts Quotes Outstanding over 14 Days


Pre-payment of Back Orders

All Back Ordered Parts for all ‘Cash Sale’ transactions where the method of payment is Cash, Credit

Card / EFTPOS or Cheque must be 100% Pre-Paid with the prepayment recorded utilising EQUIP functionality. Non-returnable & overseas-sourced parts: 100% pre-paid


Dashboard: Risk – Outstanding Sales Orders without Vendor Order


Parts Invoice Timing

When a part physically leaves the premises or is placed on the Hold Shelf an invoice is to be processed immediately (for account customers). Hold Shelf items are to be reviewed on a weekly basis.

Process Owner: Parts Manager Dashboard: Suspended Stock – Parts on Outstanding Customer Orders


7



Negative Stock

Negative Stock indicates either delays with receipting or incorrect Bin Quantity counts. Exceptions will be monitored. Suppliers must provide a tax invoice immediately upon delivery (if not before), so timely receipting can take place.

Process Owner: Parts Manager Dashboard: Risk – Negative On Hand Quantity


Serial Number

The following parts require a serial number notated against each part line at time of sale. - Hand-held items

- Engines

- Guidance products

- Drive motors & exchange units



Lost Sales

Lost Sales to be utilised at Parts Manager discretion. When prompted with a lost sales validation box, the user should always click 'YES' and complete. The response should be either Lost-Price, Lost-Freight, Lost-Availability

Process Owner: Part Manager


8



Credit Limit Increases & Resolution

A credit limit increase for any selected Debtor should only be approved and processed by a Branch Manager or Branch Administrator. Appropriate notes (e.g.: date of limit increase, amount etc.) are to be typed into the Notes section of Debtor Maintenance. Branch Manager or Branch Administrator will aim to resolve credit issues by close of business same day of being alerted.

Process Owner: Branch Admin Dashboard: Risk – Credit Limit Overrides


Credit Limit & Debtor Discount Reviews

Branch Managers will review Credit Limits and debtor discounts across all Debtors every 6 months

Process Owner: Branch Admin Dashboard: Risk – Credit Limit Overrides


9


Business Policy – P100-10 Freight Processing

Freight Cost (Parts & Service) The handling, processing & management of freight transactions are the responsibility of the Parts department. You are responsible for the cost of the freight into your branch and the recovery of the freight from our customers. All inward Parts & Service freight transactions are to be processed by the Parts department and processed in Equip to the Freight Expense account 310/P. This covers daily, weekly, monthly, stock & customer parts orders and includes most parts required for the workshop. (including breakdown parts) This is expense is borne by the Parts Department. Should you incur a freight charge for Parts for Warranty repairs (e.g.: air freight) this is to be coded to the respective Warranty Expense-Freight account for the Parts franchise (e.g.: Warranty Expense-Freight-New Holland 1460/M) This will need to be clearly identified on the consignment note or freight invoice so that it can be processed to the correct GL account. This expense is borne by the Sales department. Freight expense for Warranty parts are not to be charged to a Warranty repair RO or to the Warranty Provision account. Freight Recovery (Parts & Service) As a result of item above, all freight recovered will be income to the Parts department. This will be processed to the Freight Expense account 310/P also at time of invoice. You will continue to use the existing OT part numbers for Parts invoices & ZZ part numbers for Service invoices. This will mean that any balance in your Freight Expense account will be the net difference between your cost & recovery.



10


Statement of Work

Process an Order for an Existing Customer

Prepare for the Transaction

Open the Parts Sales Order and Invoicing window

Select the Parts Branch (if required / allowed)

Identify the customer and Enter / Select / Search for either the Customer Number or Contact Code to populate the Customer Details to the window. All data selected and subsequently populated to the window should be validated for accuracy and appropriate action taken where required

If the regular customer deals with Cash, Cheque or Credit Card the Customer Number will be the appropriate Cash Sale Account Number and after its selection the Customer’s ‘Contact Code’ must be entered to populate Customer Detail to the order. Only where the dealership accepts Sales Transactions without customer detail can the selection of a specific customer related Contact Code be bypassed. Respond to any Credit Warning Message that may appear


11


Refer to ‘Response to System Messages and Prompts’ below for specific instructions relating to Credit Issues.

The existence of Open Orders is indicated when the Sales Ord. No.: box (refer above) is GREEN. Refer to Process an Existing Order below for specific instructions in dealing with the Processing of existing Open Orders (including Quotations).

Develop Order Requirements

Parts can be added to an order only if there is a blank Parts Order Line displayed in the Parts on Order panel of the window. To add a Parts Order Line either

Press the F8 key - OR

Position the cursor in the body of the panel, right click and select Add – OR

Tab forward from the Customer detail section of the window, on reaching the Parts On

Order panel a fresh line will be added to the panel

At the beginning of each Parts Order Line there are four (4) buttons as follows

Selecting the ‘Note’ button allows the recording of the Serial Number of the Part being sold or some other relevant detail specific to the line item. This information will be printed on the Sales Invoice.

Selecting the ‘Info’ button will cause the Parts Detail window to display


12


Selecting the ‘Comments’ button allows the recording of Comments relevant to the Line Item (e.g. ‘Firm Order Part – No Refund Policy Applies’) and which will be printed on the invoice.

Selecting the ‘Web Trader’ button will cause the Web Trader window to display. If the box is active the Part Number will be populated to the Web Trader window otherwise the Part Number details will be left blank in that window.


13


The following example shows both Comments and Serial Number information contained in an Invoice.

Enter, Select or Search for the Part Number Required

In the event that the Part Number entered is not recorded in the Dealer Part Master File the system will return a message to that effect, as follows:

Data input must first be verified before the ‘YES’ option is selected to trigger the process to add the part to the Dealer Parts Master file thereby allowing the sales process to continue.

Refer to ‘Response to System Messages & Prompts’ below, for specific instructions relating to the addition of parts to the Dealer Parts Master file.

If the Part Number entered has insufficient available stock to meet demand the system will display the Current Out of Stock Resolution window for action.


14


Refer Partial / Nil Supply / Related Parts section below for specific instructions relating to Current Out of Stock Resolution procedure.

Parts may have Special Selling Prices set up and where these are identified by EQUIP® the user will be alerted with the following message:

Refer to ‘Response to System Messages & Prompts’ below, for specific instructions relating to the application of Special Pricing.

Accept, modify or adjust (as required and authorised) the Selling Price Level, Ex Tax value, Quantity Required, Ex Tax Total Value or Tax Inclusive Total Value (refer to the Business Rules regarding adjustments to selling prices etc.).

If the Part is being sold below the minimum target profit level the Part Number will be high-lighted in red as follows to trigger appropriate action in line with internal policies.

Parts are able to be sold at prices generating less than a preset target profit level. However, where selling prices are below the Parts Replacement Cost the system will generate a warning message and completion of the transaction may be prevented, if not immediately, then at the time the order is finalised.


15


Where a part selling price is altered and the modified price generates less than the target profit and / or is less than the replacement cost the system will warn the operator accordingly.

Refer to ‘Response to System Messages and Prompts’ for specific instructions relating to Parts Sales below Minimum Sell Price / Profit Target or below Replacement Cost

Record, on the appropriate line, the Machine ID (if this information is required and available).

Repeat this procedure until all required Parts have been entered to the order.

Parts may be removed from a Sales Order by right clicking on the Part Number and selecting ‘Delete’. This will cause the ‘Lost Sale’ query to display

Click NO Always for Lost Sale. The Delete function can be aborted by selecting ‘Cancel’.


16


Review and Adjust Sales Order Detail

Select the Order Type, if required, from the ‘Order Type’ field drop-down list.

Use the ‘tab’ key to move through and complete (as required) the following fields in the Sales Order Details panel

Salesperson PIN

Customer Order Number

Freight Value

Template Note (predefined notes intended to be used as Delivery Notes)

Delivery Note (freeform comments or notes alone or in conjunction with Template Notes)

Payment Method

Deposit Amount

Back Order Pre-Pay Indicator

Print Options


17


Parts Template Notes for McIntosh Holdings: Customer to collect - Customer picking up in person Picked Up – Customer has collected parts – useful if invoice is then posted out Parts sent to customer via Star Track - Parts sent to customer via Star Track Express Parts collected by – Enables advisor to then add in the person collecting parts – useful for contractors. Centurion Ex Works – Pilbara Iron/Rio Tinto Delivery Note

Parts Template Notes for Dalby: Collection - Where a part is issued to a farm or worker and the invoice is sent to a head office Awaiting Collection - Parts have been invoiced and put in the holding bin waiting for the customer to pick up the parts. Sent via Australia Post - to let customers know how the parts where shipped to them. (Gives them a clue as to when to expect delivery) – some of our western customers only get Aust. Post mail twice a week etc. Sent Via - we usually add what courier we used to ship the parts, e.g. TNT, Garden City Couriers – helps the customer know who to expect the delivery from. Special Terms - to offer customers a discount if they pay within a certain period of time. Direct Ship - when parts are sent directly from the manufacturer to the customer. Loan Unit - Used for exchange units so we can keep a track of who has the loan unit awaiting the return of their equipment being repaired. Movember - A promotion for the month of November Simplicity - Used to try and get customers to ring us about Simplicity parts instead of going to the wholesaler across town and getting the parts off them.


18


Finalise the Order

Before taking any further action perform a final review of the Order and its detail. This is able to be performed by selecting the ‘Preview Transaction’ button (if available to the user) and, when satisfied that everything is ready to proceed, click the ‘Accept Order’ button.

If required the customer may be advised by SMS, Fax or Email by clicking the Advise Customer button (if feature is available) to display the following pop up.

Select the message type (SMS etc.) and the relevant detail then click ‘Send’ to initiate transmission of the message to the customer.

If there are any unresolved Credit Issues or Price Issues (Parts selling below Replacement Cost) these matters must be resolved before the transaction will be allowed to proceed. Refer to ‘Response to System Messages & Prompts’ below, for specific instructions relative to these matters.

If the ‘Print Preview’ Print Option has been selected the output will be displayed for review prior to completing the transaction.


19


Order output should be dealt with in line with internal procedures or as follows

Order Type ‘O’ – in line with Internal Procedures

Order Type ‘I’ or ‘S’ – pick and deliver as per the order. Provide the invoice to the customer and where the transaction terms are non-credit collect payment utilising the Counter Receipt Entry procedure

Order Type ‘P’ – initiate parts picking and when complete finalise the order as per Process an Existing Open Order procedure – see below

Order Type ‘Q’ – deliver the quotation to the customer and ensure appropriate follow up is scheduled

Order Type ‘L’ – no further action is required

Deposits and Pre-Payment for Back Orders

EQUIP® provides for the collection of deposits on Orders or for the prepayment of Parts placed on Back Order and how the system reacts will depend on the configuration that reflects the corporate policy.

If Back Order Pre-Payment is a condition of sale the system parameters should be set to default the

‘Pre-pay BO’ field as follows with no access for users to over-ride the setting. Alternatively the field may be displayed and the user able to the indicator to calculate the value of Back Orders in the Sales Order and display that value.

In the absence of the Pre-Pay BO option being activated the user is able to enter a value in the Deposit Amount field and to collect that value via the Counter Receipt application.


20


Process an Order for a New Customer


Open the Parts Sales Order & Invoicing window and select the Parts Branch (if required / allowed) – refer Process an Order for an Existing Customer above.

Establish the customers identity and determine the ‘terms and conditions’ under which this and future transactions are to be conducted.

If the customer wishes to establish Credit Facilities with the dealership ensure that

appropriate Credit Applications and associated documentation is available for completion

and subsequent processing. Note- in the event that credit facilities are established the

customer will then become an ‘Existing Customer’ and further processing will proceed in line

with the Process an Order for an Existing Customer above.

If the transaction is to be finalised with Cash, Cheque or Credit Card payment arrange

necessary identification and approvals to proceed.

Enter, select or search for the appropriate Customer Number to support the proposed transaction.

If the dealership policy is to collect Customer Name and address data for Invoicing purposes (and other uses as determined within the business e.g. Marketing) establish a Contact Record for the Customer by clicking the ‘NEW’ button beside the Contact Code field in the Parts Sales and Invoicing window.

This displays the Contact Code Maintenance window as follows:


21


Complete the minimum data requirements as defined by the dealership and when complete click the ‘OK’ button to save the data and populate new customer details to the Parts Sales Order and Invoicing window.

The Customer Contact Code should be advised to the Customer with a request it be quoted for all future business with the dealership.

Perform a final check for accuracy of the customer data displayed.

Develop Order Requirements

Refer to this topic in ‘Process an Order for an Existing Customer’ section above



Finalise the Order

Refer to this topic in ‘Process an Order for an Existing Customer’ above


22


Process an Existing Order


Open the Parts Sales Order & Invoicing window and select the Parts Branch (if required / allowed) – refer ‘Process an Order for an Existing Customer’ above.

An Open Order is signified when the ‘Sales Ord. No,:’ field (indicated below) is highlighted in GREEN

If no Customer Number or Contact Code is entered the drop-down list attached to the Sales Order Number field will contain ALL open orders currently in the system. The appropriate Order can be selected from this list, alternatively the SmartSearch feature of EQUIP® can be utilised to find the correct order for action. Selection of an Open Order Number will cause all data (Customer, Line Item and Sales Order Detail) to be populated to the Parts Sales Order and Invoicing window. If a Customer Number or Contact Code is entered before the Open Order is selected then the associated Open Order drop-down list will contain order numbers associated ONLY with the customer details already displayed. Respond to any Credit Warning Message that may appear:

Refer to ‘Response to System Messages and Prompts’ below for specific instructions relating to Credit Issues.


23


Displayed data should be verified before proceeding further.

Review and Finalise Open Order Detail

Order Line Items associated with the Open Order will be displayed and can be deleted, modified or added.

Refer to the ‘Process and Order for an Existing Customer’ notes above - Develop Order Requirements’ for specific instructions relative to Serial Number recording, Comments recording, accessing Part Detailed information, accessing Web Trader, responding to Out of Stock Resolution dialogue, Pricing issues (sales below minimum etc. and special price application) and Lost Sale recording.



Finalise the Order



24


Counter Receipt Entry

Where the transaction’s ‘Payment Terms’ are Cash, Cheque or Credit Card (for the purpose of this document the term Credit Card is deemed to include payment by EFTPOS) clicking ‘Accept Order‘ will activate the Counter Receipt Entry program and the following pop up will be displayed.

The Outstanding Amount for the transaction is displayed along with any deposit value that may be applicable.

The ‘Outstanding Amount’ will be repeated in the ‘Local Currency’ column according to the indicated ‘Payment Method’.

When the customer pays for the transaction with Cash it is possible that the amount tendered will be greater than the amount due. In such cases the user should overwrite the ‘Cash Tendered’ field with the actual amount handed over by the customer – the amount to be issued by way of change will be calculated and displayed.

For Cheque or Credit Card / EFTPOS payments the amount ‘tendered’ will be the value of the transaction. Modifying that value will not result in any change calculation since the assumption is that the dealership will not support a ‘Cash Out’ facility for customers.

As mentioned above, where the customer settles the transaction by way of EFTPOS (Electronic Fund Transfer At Point Of Sale) it should be processed as if the payment was by way of Credit Card (if required enter the amount in the Credit Card Field and proceed accordingly).

Additional information will be required where payment is by way of cheque or credit card / EFTPOS and the user must record the required detail – Cheque Number, Bank, Branch etc. before proceeding.


25


Clicking the ‘Receipt Details’ button will display the following pop up.

The user may modify the Contact Code only in order to produce the receipt with the Customer’s details.

The user should review and set (if required) the Print Options.

before clicking ‘Save’.


26


If required, a Receipt will be printed for attachment to the Invoice and delivered to the customer with the parts.

If the person processing the transaction is not authorised to handle payment collection (e.g. a central Cashier is employed) or receipt of payment is deferred for some reason (e.g. Cash on Delivery or payment effected by the customer transferring funds direct to the Dealership’s Bank Account

(EFT)), the user should select the Close button causing EQUIP to display the following message:

Click ‘Yes’ and the Invoice will print. The output should be managed in line with the transaction’s terms – e.g. reference to a central cashier, quarantine pending delivery and receipt of payment etc.

The system will proceed to finalise the transaction and the amount due recorded as an outstanding collection.

The user must be aware that if a ‘tendered value’ is entered to the Counter Receipt Entry pop up and the Save button clicked without actually accepting the payment the system will record the receipt however, at close of business, the relevant Till will not balance. Setting the ‘tendered value’ to $0.00 and clicking Save will generate the following error message.

Clicking ‘OK’ will return the user to the Counter Receipt Entry pop up.


27


Be aware that where the Cash / Cheque / Credit Card / EFTPOS transaction is Closed this can be construed as the unauthorised extension of Credit to a ‘Cash’ customer. Such transactions will be closely monitored and actioned by all business enterprises.

There are, however, certain business conditions (other than the use of a central cashier) that will require the user to Close the Counter Receipt Entry pop up without receiving the payment – e.g. Cash on Delivery or deferred payment via Fund Transfer direct to the Dealership’s Bank Account.


28


Cash on Delivery / Payment by Funds Transfer In order to facilitate these particular events the transactions may be processed to an Account specifically set up to handle them (e.g. Cash On Delivery) or to the normal Cash Sale Account as the dealership determines. To ensure proper control the Customer Name and Address details should be included in all transactions.

Cash on Delivery

For the purpose of this Process Map Cash on Delivery is deemed to be those transactions processed in advance, where parts are delivered to, or picked up by, the customer and, in either event, the customer pays for the transaction, in full, at the time.

In the case of Order pick-up the user must activate the Counter Receipt Entry pop up independently of the Parts Sales Order & Invoicing process and proceed, as described above, to collect and record payment.

Where parts are delivered (e.g. by van) to the customer, the driver will be aware of the requirement to collect payment (and what is acceptable in that regard – Cash etc.) and will hand over all collections with appropriate documentation on return to the dealership. These collections must then be reconciled and recorded by the user activating the Counter Receipt Entry pop up independently of the Parts Sales Order & Invoicing process and proceed, as described above, to record payment.

Payment by Funds Transfer

From time to time a ‘Cash’ customer may elect to settle the outstanding amount of the transaction by way of a fund transfer (not EFTPOS) to the Dealership’s Bank Account once the total value of the transaction has been established – a procedure akin to Cash on Delivery.

The transaction can be processed as a Type ‘I – Immediate Invoice Sales Order’ and the Invoice noted that delivery of Parts is not to be completed until confirmation of payment is received from the Administration Department. The Parts and a copy of the Invoice must be quarantined pending payment.

A copy of the Invoice should be E-Mailed / Faxed to the customer so that payment by fund transfer can be initiated. The Administration Department may be advised of the expected payment so that the process may be completed as quickly as possible after the funds have been received into the Dealership’s Bank Account.

Upon confirmation of the receipt of the funds to the Dealerships Bank Account the Administration Department should complete the receipt utilising Debtor Receipt Entry or Counter Receipt Entry. Either transaction will generate a Receipt which can be attached to the Invoice as authority to release the goods to the customer.

Additional Order Entry / Management Functions

In addition to the system functionality described above EQUIP offers the following additional features to facilitate Order Entry and Management.


29


The Parts Sales Order and Invoicing window displays a number of buttons in the line item detail panel as highlighted below.

The following notes describe the function and purpose of these buttons.

Load Multi Parts

Clicking the ‘Load Multi Parts’ button will cause the following pop up to appear

Part Numbers and Quantities are able to be entered to this window via bar code scanning, data entry or copy/paste from another application. Format for data entered to the pop up is part number,quantity – quantity is an optional value.

When data input is complete and the ‘OK’ button is clicked the content of the pop up will be populated to the Parts Sales Order & Invoicing (Line Item Details) window.

Where the quantity was not provided in the pop up, the system will default the quantity ordered to 1.

Where parts loaded have supply issues or special pricing is applicable the system will display the Current Out of Stock Resolution and / or Special Price Warning windows for action by the user.

Recalc OOSR

Clicking the Recalc OOSR button will trigger the Current Out of Stock Resolution program enabling a review of all parts in an order where there are supply issues.


30


This function can be utilised when particular orders are on hold pending resolution of supply issues and the user wishes to review any outstanding items.

Standard functionality will cause the Current Out of Stock Resolution pop up to display for ALL parts in the order irrespective of the supply position however the display is able to be restricted to only parts with open supply issues through the setting of the ‘NotShowOOSRWithSufficientAvailQty’ parameter

OOSR

Clicking the OOSR button will trigger the Current Out of Stock Resolution program enabling a review of the selected Part if there is an outstanding supply issue. Unlike the Recalc OOSR function this button relates to specifically selected parts.

Recalc S/P

Clicking the Recalc S/P (Recalculate Special Price) button will initiate a review of all parts in the order for the application of Special Prices.

The system will display the following warning pop up requiring user response before proceeding to perform the recalculation.

This function is intended for use in situations where Special Pricing was not applied at Order Entry and is now applicable or where Special Pricing has changed since the order was loaded and is to be adjusted in line with current programs.

Issue All

The Issue All button, when activated, will cause all parts on an order to be deemed supplied, even if there is no On Hand Quantity available to meet demand, and thereby enable the entire order to be invoiced to the customer.

This function is useful where parameter settings allow Stock to be recorded as a negative – it is not available when the parameter is not set and users will, in such cases be alerted with an appropriate warning message.

Where stock has been received in a physical sense (it has in fact been delivered from the supplier) but has not been received in a virtual sense (Stock Item and Order Receipt Entry Process has not been completed) then, provided that authorisation has been set up and use of the function authorised the part can be released and invoiced to the customer.

When this situation arises the system will prompt the user to verify and where applicable adjust the Part Replacement Cost through the display of the following pop up


31


The negative Stock will be rectified with the completion of the Stock Item and Order Receipt Entry process.

Any outstanding negative quantities are subject to strict audit reporting and control processes.

Clear All

The Clear All button, when activated, will cause all parts entered to the order to be removed from the display.

The system will immediately issue the following warning message to which the user must respond in order to continue.

Clicking ‘Yes’ will remove the line items.

If the user clicks the ‘Accept Order’ button the system will respond with the following message.

Clicking ‘Yes’ will delete the entire order from the system. Exiting the program without saving will keep the order in its original form.

Be aware that the action described above will not issue the ‘Lost Sale’ prompt. Consequently if Lost Sales are recorded by the dealership alternative means of capturing Lost Sales information should be utilised.


32


Response to System Messages and Prompts

Credit Issues

Order processing where the customer has credit issues will result in a message similar to the following being displayed.

The user will need to consider the appropriate action to be taken when this dialogue box appears. These actions may include, but not be limited to, the following:

Reject the Order and advise the customer of the action

Apply for a Credit Over-ride (refer Process Map A240 – Debtors Credit Override

Administration)

Initiate the process to increase the Customer’s Credit Limit

Change the Payment Method – if authorised (refer Sales Order Details Payment Method

field)

Depending on the action determined select the ‘YES’ or ‘NO’ buttons in the dialogue box.

Selecting YES will allow the transaction to proceed BUT when the Order is finalised further Credit Checking will occur and the warning may be presented again.


33


Part not on Dealer Part Master

If the Part Number entered is not recorded in the Dealer Parts Master file the system will generate the following message:

The initial reaction to this message should be to validate that the data entered by the user is correct (if not then click ‘NO’ and correct the error) and only after this step, determine whether the part is to be added to the Dealer Part Master File in order to proceed with the transaction. Clicking ‘No’ will return the user to the Parts Sales Order and Invoicing window but clicking ‘YES’ will result in the Stock Item Maintenance window appearing.


34


After selecting the appropriate Franchise Code and Supplier Code, Part Data will be extracted from the Manufacturer Master File and displayed for review and adjustment as required. At the same time the Supplier Code will be checked and if validation fails the following message will display.

When the data is considered correct click the ‘SAVE’ button to add the part to the Dealer Part Master file and return to the Sales Order and Invoicing window.


35


Partial / Nil Supply / Related Parts

When a part, entered to the Parts Sales Order & Invoicing window, does not have sufficient available stock to meet demand in full OR has related parts the following window will display:

It is important to recognise the reason for the display of this window and in this regard:

If the Quantity to be Resolved = 0 the window is alerting you to the fact that there are

‘Related Parts’ associated with the ordered line item and you should determine whether

these parts are to be added to the order

If the Quantity to be resolved is greater than 0 then there is a stock shortage issue that

needs to be resolved.

The user must be aware that resolution of out of stock situations can be achieved other than through the Current Out of Stock Resolution application. Under normal circumstances the window will appear every time a line item is entered where there is insufficient stock and / or related parts. There is provision for the user to elect to suppress the display of this window by ing the ‘Don’t show again automatically for this transaction’ but in so doing there must be recognition that resolving Out of Stock Resolution issues becomes essentially a manual process execution which is the sole responsibility of the user. Be aware that suppressing the Out of Stock Resolution window will also stop related parts prompting. Always review, and adjust as necessary, the requested quantity (EQUIP® defaults the Quantity required at Order Entry to 1) before determining how the Stock Out situation is to be resolved.


36


Next consider how this matter will be resolved and in this regard there are a number of options, all of which will be subject to internal policy and levels of authorisation. They are:

Use Substitute, Alternate or Superseded parts

Reserve stock included in an existing inbound Purchase Order

Order specifically on either Emergency, Stock or Daily Order on the Supplier

Initiate an Inter Branch Transfer

A combination of the above

When the issue has been resolved click the ‘SELECT’ button to return to the Parts Sales Order & Invoicing window to continue processing.

Special Price Applicable

From time to time special prices may be applicable for specific Parts and these may be restricted by Sales Class, Franchise or Debtor Discount. When Sales Processing encounters a Part Number to which Special Pricing applies the following message will be displayed for the users to action.

If Special Pricing is to be applied to the Part Sale the user clicks ‘YES’ and the system will make and apply the appropriate calculations to the line item price. IF ‘NO’ is selected standard pricing will apply. The user may be given the opportunity to suppress the special price warning for the balance of the Order by ing the ‘Don’t show the message…..’ indicator in the dialogue box – refer above. If the Special Price suppression function is available to the user they must be aware that whatever option is exercised at the time the suppress option is selected WILL APPLY FOR THE REMAINDER OF THE ORDER.

Selling Prices below Minimum

Within EQUIP® there is a feature enabling a minimum Gross Profit percentage for Parts Sales to be set and for all instances of a breach of the target to be highlighted for the user. In addition sales at prices which are below the Replacement Cost of the Part are able to be stopped if desired via a parameter setting.


37


Where a part is added to an order and the part’s sale price, extracted from the Dealer Part Master file, generates a Gross Profit percentage below the set target this fact will be communicated through the highlighting, in red, of the Part Number.

Where this condition exists the order processing may continue and the transaction finalised – note however that all instances where gross profit percentage target is not achieved will be reported together with the user id of the salesperson. In the event that a selling price is adjusted and the Selling Price generates a Gross Profit percentage below the preset minimum or the Price falls below the Replacement Cost of the Part the system will immediately signal the fact with the following warnings:

If the user selects ‘YES’ and the parameter preventing sale below replacement cost is set ‘on’ the system will prevent further transactions and display the following message:

The pricing issue must be resolved in order to proceed with the particular item.

Documents

P100 Parts Sales Order & Invoicing - Auto-IT Australia - Parts Sales Order... · This will need to be clearly identified on the consignment note or freight invoice ... account 310/P