Credit Memo Entry (BIDE002A) (BIDE002B) (BIDE002C) (BIDE002D) (BIDE002E) (BIDE002F)

Credit Memo Entry

 

Introduction

 

Credit Memo Entry is found on the Billing Data Entry menu, 1-2.

 

Internal changes were made to incorporate the file expansion of the Item and Serial File and Invoice Line Item and Invoice Header Files.

 

All of the price and cost fields in the Item File can have 4 digits after the decimal point.  This is useful for costs and prices for cabling and corona wire.  As an example, the cost or price could be .0123 or 1.0123.  Because of this ability, the costs and prices always display with 4 numbers after the decimal point.  Extended price and cost is always rounded to two decimals.  This applies to all inputs of unit price and cost in the Invoice Entry program.  One exception is the Serial File cost.  This is only two decimals.  Operation is the same as described for Invoice Entry.  See pages 46 to 52.

 

Warehouse can now be any valid warehouse from 1 to 9999.  This includes adding, changing, delete/insert, kits, and coupon credit memos.

 

The ship to name and address can be changed per credit memo.  This is accomplished by selecting the ship to name and address on the overrides screen when creating the invoice header.  Each line of the original name and address now remains on the screen as a default.  A carriage return accepts the default or the name or address can be overridden.  Any overrides only affect the current credit memo.  Operation is the same as described for Invoice Entry.  See page 45.

 

An exempt status has been added to the customer credit alert feature.  Details of this is found on page 90.

 

The Model Association feature is available in Credit Memo Entry.  Operation is the same as that described for Invoice Entry.  See pages 64 - 89.

 

A correction was made on the entry of a serialized item.  When a serialized item is entered and a N for no serial number is input, overriding the displayed average or last cost now flows through to the prompt to accept average/last cost or a cost of zero.

Credit Memo Entry  (Cont’d)

 

 

Introduction  (Cont’d)

 

When a serial numbered item is credited the serial number that is assigned on the invoice now writes into the Sales Analysis, Salid File.  Only the serial number is written.  This occurs automatically and is not a global option.  There is no prompt involved.  Whether the service plan linkage is activated or not has no bearing on this feature.  The storing of the serial number in the Salid File is transferred to the Sales History, Shhist.dt File.  By storing the serial number on the credit memo that the record was credited on, a complete history record for the machine is continued.

 

There is a feature during the entry of an item to enter INQ and view a brief inventory status inquiry.  From this inquiry, an option to enter the Stock Status Inquiry is now available.  This is the same Stock Status Inquiry that is available on the Inquiry menus.  After exiting the Stock Status Inquiry the item that was being entered is returned to and the entry of the item can continue, if desired.  This is available in the add and change and delete/insert mode.  The INQ feature is not available on predefined or free flowing kits.  Operation is the same as described on pages 53 - 54 for the program Invoice Entry.

 

When overriding the bill to customer number in the credit memo header, a message This Is Not A Bill To Customer Number appears when a ship to account number is input.  The input is allowed.  This is a warning message to alert the operator to the fact that they are adding Accounts Receivable to a ship to account.

 

In Revision 12, multiple contract discounts for an item or product class can now be provided to a customer through the use of multiple buying groups, which are assigned to the customer in Customer File Maintenance.  When a customer is assigned to multiple buying groups and contract pricing is created for an item or product class, the system uses the lowest available value to price the item(s) on the customer’s order, invoice, service ticket, or credit memo.  Also, if a customer is assigned to multiple buying groups, the system looks at the effective dates of each contract discount.  If a contract discount is not effective, it is not used to price the item(s).  If the customer is not assigned to multiple buying groups, contract pricing remains unchanged.

Credit Memo Entry  (Cont’d)

 

Enter Data

 

A correction was made on the entry of a serialized item.  When a serialized item is entered and a N for no serial number is input, the following prompt appears.

 

Average Cost or Last Cost =    #######

Cost Of Serial Item Is Zero.  Do You Wish To Use Average or Last Cost (Y/N)

 

 

Depending upon the set up of the Global File determines whether the average or last cost is displayed.  This was always from the Item File and not the cost that was input as the average or last cost when entering the item on the credit memo.  This has been changed so that any overrides to the cost display in the above message.  This cost is then used for the item on the credit memo when answering the prompt to use the average and last cost.  Note:  When the feature of cost lockout is activated, the above prompt never appears.

Credit Memo Entry  (Cont’d)

 

Enter Data  (Cont’d)

 

Contract Pricing

 

Multiple contract discounts can now be provided to a customer through the use of multiple buying groups, which are assigned to the customer in Customer File Maintenance.  Contract discount prices can be assigned to an individual item or product class(es) in the Contract Pricing File Maintenance program.  This can be by price or percentage discount.  Contract discount prices can be specifically provided to the customer for an item or product class using the customer number or more generally provided by assigning the customer to one or more buying groups.  If the customer has an individual contract discount and a buying group contract discount, contract pricing remains unchanged.  The individual contract discount is used to price the item because it is customer-specific.  If the customer has an individual contract discount and more than one buying group contract discount, the system looks at the item’s list price and all of the contract discounts to find the lowest value to price the item.  If the customer has more than one buying group, the effective period of a contract discount can be determined by inputting a start and expiration date for the contract discount.  If the customer has only an individual contract discount and/or one buying groups, the start and expiration dates of the contract pricing is for informational purposes.

 

To assign a customer to multiple buying groups, see Customer File Maintenance, Adding A Customer on page 137 or Changing A Customer on page 139 in the File Maintenance section.

 

To create contract discount pricing for an item or product class, see Contract Pricing File Maintenance on page 166 in the File Maintenance section.

 

The credit memo entry process in relation to contract pricing is similar to that described for invoice entry.  See Contract Pricing on page 55 in the Invoice Entry section for details.

Billing Data Entry  (Cont’d)

 

 

Customer Credit Alert

Invoice Entry

Credit Memo Entry

Order Entry

Customer File Maintenance

 

Introduction

 

There is an automatic credit alert that displays in Invoice Entry, Credit Memo Entry, and Order Entry.  Operation is based on a field in the Customer File.  There is also a number of days for past due alert that is defined in the Global File.  In the Customer File a Yes or No for a credit alert can be defined.  Even with a No for credit alert, the automatic credit alert appears if the customer has past due invoices.  You also may enter an L for customer lock out.  An additional option has been added in the Customer File to the credit alert feature.  This is the ability to enter an E for exempt to any credit alert.  The reason for this option is that some of the customers that have a large A/R account are always past due and the credit alert feature slows down the entry of the invoice or order.  Storing an E for these customers prevents any automatic credit alert from occurring whether the customer has past due invoices or not.  Note:  You may still perform a credit inquiry.  It is recommended that the storing of an E for exempt should only be used on accounts that you do not want the invoice or order entry operators to monitor the customer’s credit status.

Customer Credit Alert  (Cont’d)

 

 

Enter Data

 

Customer File Maintenance

 

12-Credit Alert (Y/N/L/E):   

 

Field 12 has been changed.  The entry of an E for exempt has been added.  Entering an E in field 12 prevents any automatic credit alert from occurring in Invoice Entry, Order Entry, and Credit Memo Entry.  Even if the customer has past due invoices, an automatic credit alert does not occur.  The operation of the credit alert remains the same when a N or Y or L is entered.  Credit alert functions are generated from the bill to customer accounts.  Thus, be sure and enter the E in the bill to customers’ accounts.

 

Customer Credit Alert  (Cont’d)

 

 

Enter Data  (Cont’d)

 

Invoice Entry, Credit Memo Entry, Order Entry

 

When an E is entered in the Customer File the automatic credit alert is bypassed.  Instead of the credit alert, the cursor goes to the Credit I'nquiry C'ancel prompt to allow input of a credit inquiry, if desired.  This occurs in Invoice Entry, Credit Memo Entry, and Order Entry.  Following is an example of the effects within Invoice Entry when an E is entered in the Customer File.

 

The first example shows the customer with a N for no entered in the credit alert field in the Customer File.  The credit alert appears because the customer has past due invoices.

 

Customer Credit Alert  (Cont’d)

 

 

Enter Data  (Cont’d)

 

Invoice Entry, Credit Memo Entry, Order Entry  (Cont’d)

 

The next example shows the same customer but with an E entered in the credit alert field in Customer File Maintenance.  The credit alert does not display.  Instead of the automatic credit alert, the cursor is at the Credit Inquiry C’ancel prompt.