Posting of Invoices

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					August 19, 2008
                   AGENDA

 Transaction or Document Types in SOP
 Detailed SOP Transaction Business Flows
   Quotes, Orders, Invoices, Backorders, Returns
       Accounting and Effects on Inventory
 Sales Order History
        Transaction Type Code
    Each Order in the SOP tables contain a type code
     that indentifies the type of document that it is:
1    Quote
2    Open Order
3    Invoice
4    Return
5    Backorder
      Definition of Transfers


 Dynamics GP uses a concept called Transfers. The
 Transfer is the method of advancing a sales
 document in the process.
                    Quotes


Fixed record of an offer made to a customer or prospective
customer.

• Quotes can be transferred to an Order or an Invoice

•Quotes can be Voided or Deleted and recorded in History

•Demonstrate Transfer of Quote to Order to Invoice
                    Orders

Used to record commitments made by customers to purchase
products or services.

• Orders can be entered directly or by transferring accepted
Quotes.

• Orders can be created by transferring Backorders to new orders
for picking, packing, delivery, and invoicing.

• Orders can be invoiced with some items backordered.

•Demonstrate transfer of Order to Invoice with
Backordered items
             Fulfillment Orders

• Greater control and tracking of delivering goods to customers.

• Using a standard Sales Order, a company will print picking
tickets and Packing Lists, pull items, update the quantities
shipped and Invoice.

• Using a Fulfillment Order, the you can update the status of the
Order at each step of the process reporting on the printing of
picking tickets, and confirming the packing and shipping of goods.

• Fulfillment orders provide a method of closely tracking the status
of each and every order in the system.
      Fulfillment Document Status’s


Document Status (bottom of Sales Document window)

1.   Ready to Print Picking Ticket
2.   Unconfirmed Pick
3.   Confirmed Pick/Ready to Pack
4.   Confirmed Pack
5.   Shipped
6.   Ready to Print/Ship


Demonstration of a Fulfillment Order
                     Invoices


Invoices are created to process orders immediately.

• Entering Invoices is very similar to entering Orders.

• Invoices can be entered directly or transferred from an Order.

• Many Invoices/Shipments can be created from the same Order.

• When Invoices are posted, delivered items are charged to
Customers while undelivered items are Backordered.
                    Backorders


Backorders are documents that hold items ordered by customers
but not delivered in a timely manner.

• Backorders can be entered directly.

• When Orders or Invoices are partially delivered, the balance can
be transferred to a Backorder.

•When product becomes available, Backorders are transferred to
orders and/or Invoices.

•Backorders are never Allocated.
                     Returns


When a customer returns items for exchange or credit.

• Return’s usually involves inventory while a Credit is usually an
adjustment to the customers account and is accomplished
through the Accounts Receivable module.

• Sometimes Returned items are placed back in inventory and
sometimes they are not.

•Demonstrate a Return
      Master Numbers

 Quotes, Orders, Backorders and Invoices can all
 have unique numbers so this might appear to be a
 major problem. Every new sales transaction is
 assigned a Master Number that never changes as it
 makes it way through the Transfer process.
      Allocation of Inventory

 An Allocation is a reservation placed on inventory
  by an Order that plans to sell the item.
  Manufacturing orders can allocate components
  that it plans to use to build the finished good.
 Allocations do not commit items to an order but
  they do allow a company to view available
  quantities in inventory.
     Allocation Example

 A company may have 100 units of an item on hand
 but have 92 units on Sales Orders that have not
 been picked yet. If a new customer calls and wants
 to order 25 units, you know because of the
 allocations that not enough items are available.
 However if you choose to, you can sell the 25 before
 the 92.
      Quotes


 Affects on Accounting – None


 Affect on Inventory – None (no allocations)
      Transfer Quote to Order


 Affect on Accounting – None


 Affect on Inventory – No inventory is issued
 however item quantities can be allocated.
      Transfer Order to Invoice

 Affect on Accounting – None


 Affect on Inventory – None if items are already
  allocated from the Order.

 No inventory is relieved until the invoice is posted.
Create PO’s from a Sales Orders

  If there is a Sales Order item shortage or an item is
   backordered you can create a PO from a Sales
   Document.

  Create PO’s for Drop ship or non-inventory items


  Link existing Sales Documents to existing Purchase
   Orders
      Invoice Posting

 Affect on Accounting – a variety of GL transactions
 are generated (see handout)

 Affect on Inventory – release of allocations and a
 reduction of item quantities on hand on increases
 quantities sold
   Invoice Posting GL Accounts
 Accounts Receivable
   Customer Card then Setup Posting Accounts
 Sales
   Items Card or Customer Card then Setup Posting Accounts
 Inventory Items
   Item Card then Posting Accounts
 Non-inventory Items
   Customer Account then Posting Accounts
 Cost of Goods Sold
   Item Card or Customer Card then Setup Posting Accounts
      Backorders


 Affect on Accounting – None


 Affect on Inventory – None until the Backorder is
 transferred to an Order or an Invoice and then
 allocations are created.
      Returns
 Affect on Accounting – A variety of GL transactions
  are created can be created. (see handout)
 Affect on Inventory – During the entry of the returned
  order, the disposition of the returned item is entered
  by the user which determines how the transaction will
  affect inventory.
       Sales History
 Sales Order history records are maintained in
 various tables that are updated when Posting
 Invoices.

 A variety of transactions are updated into history
  tables related by the Master Document record.
 Demonstrate Sales Order History data
       SalesPad

 Alternative to Using GP SOP Interface


 See hand out regarding features of SalesPad
 offering
Questions?

				
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