Functions in this section are designed to assist you with sales orders in relation to stock used, allocated or admin work you need to undertake to ensure the sales order is fulfilled
EP Maintenance
This feature was added to assist you when you receive a product where the singles per case (SPC) differs from what you originally set the product up as having.
This allows you to adjust the product and at the same time update outstanding orders to the new SPC singles per case pack size. It should be used for Advanced Orders or (EP Sales Orders) only.
Where the product singles per case are changing it will automatically half the quantity ordered and double the cost per case or double the quantity and half the case. It looks at the singles per case value and calculates based on the change
Please ensure only the admin carry out this function, and only one user at any one time.
The process is simple and quick but you have to carry out the changes one Purchase order at a time.
You give the form the new product code and when you save the PO and SO related to the order will be updated automatically.
Remember you need to have the new product code on the system already to use this function, it will not create a new code for you.
YOU MUST COMPLETE THIS PROCESS BEFORE RECEIPTING THE ORIGINAL PURCHASE ORDER AND BEFORE YOU ALLOCATE THE EP SALES ORDER
Delivery Cost Adjustment
This screen will allow you to control all delivery charges for orders for the past 90 days.
You will be able to access this screen also from the Stock Menu
Most of the fields are read-only
The only column that you are able to enter a value on the Delivery Cost - New. This will be the new delivery charge for that order once you have saved this screen.
This will recalculate the Delivery Cost Per unit by apportioning out the values among the order lines in the same way that the delivery process does it
This will tell you who has entered the values and modified the order delivery cost.
You would be able to enter the Delivery Cost on the Sales Order. Please see the wiki ✨Sales Order Entry for more details. This will show in this screen once the order has been saved.
You will only be able to view/edit this screen if you have the correct permissions.
Paid Reserves Storage
If you are storing goods on behalf of your customer as ‘PAID RESERVES’ then you can set up charging for this stock in the customer setup on the web/reserves page.
Charging is an annual charge and the system will generate an invoice for what is in store each year for the entire year, any new stocks received during the year, you can raise a pro-rata invoice which will charge the customer up to the annual renewal point.
Charging is based on a per-item basis, so this is the case of wine would be per bottle or per single.
All charges are per month or PART THEREOF. e.g. Arriving in August with renewal in January would see 5 months pro-rata charged to the customer.
How to use this
You specify the rent months you wish to charge for, this allows you to run it in September for the period up to the end of August, only those items which need to be charged would be included in the charge.
You hit the process button
The system will ask for an email address to which you wish the invoices to be sent (we suggest you send this to yourself), it will also generate an import file for the finance system. (you will need to specify the directory)
Check what has been produced is what you expect and send it to your customer.
You need to contact the Vision Support team before you use this for the first time, as all entries need to be manually updated prior to you using this for the first time otherwise it will generate invoices that you do not need.
Stock Movement Posting
THIS SHOULD ONLY BE USED BY EXPERIENCED USERS
The stock movement posting will post accruals and stock movements to your finance system.
Run this only when you have exclusive use of the finance system as it can cause locks within the finance system.
It will post a daily movement for each of the nominal codes you set up in the nominal defaults and it also provides a report of those items that it produced for your reference, in addition, the posting information is stored and can be seen on the Stock Movement enquiry screen.
In order to use this option you need to ensure you have all the settings entered correctly
warehouse charges
shipping and freight charges
duty charges
Full details of the stock movement postings are contained in the attached documents, this explains what nominals are used and where we post the debits and credits |
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The following items from the stock movement table will be posted to the ledger as accruals and the stock nominal will be adjusted based on these movements.
| Movement Type | Description / Notes |
A | Prod Cost | This is the basic cost of the product, it could in some instances already include the inbound freight charges |
B | Insurance | This is the apportioned insurance cost, it is generally a value per case for the insurance you would have for the transit of goods. It is set for the region /country and if not needed for insurance you could use it for another cost |
C | Freight | Inbound Freight Charges – this is either taken from the country / region or we use what is set on the Purchase order and apportion it into all of the lines. This is not always needed because some goods are bought freight included |
D | Excise | Excise Duty - Outbound Cost when the goods leave how much duty is applicable to this line. Will only have a value if the goods leaving need this part to be paid. Duty Paid goods already have this as part of the product cost |
E | Customs | Customs Duty - Outbound Cost when the goods leave how much duty is applicable to this line. Will only have a value if the goods leaving need this part to be paid. Duty Paid goods already have this as part of the product cost |
F | RHD | This is an inbound cost when the goods are received into a warehouse who make a charge for the inbound goods |
G | Rent | This is an outbound value – it takes the number of whole weeks (rounded up) and provides a rough cost for the rent/storage of the goods leaving and the costs associated |
H | Delivery | This is the outbound delivery charge, for the onward delivery of the goods. It is either set by manual entry in the confirm deliveries or it comes from the warehouse file received. |
Storage Documents
When we generate customer reserve storage invoices we store this information within the system, you can then view the invoice and its details within this part of the system.
Search for what you need and then view or produce a sage CSV (only available for sage at present)
If you view the document then a template similar to the one below will be seen.
