Trade & Logistics

Copyright
All rights of this documentation and the software described herein are reserved by AccountView. These rights also include any
further modifications or extensions. The use of this manual and the software described herein is legally bound to the terms and
conditions of the Licensing Agreement. Any reproduction of the material is explicitly prohibited, unless prior written agreement is
given by AccountView. AccountView reserves the right to change the contents of the documentation without any prior notice and
this implicates no obligation in any form to AccountView.
AccountView, AuditViews, AutoCodes, BusinessViews, BusinessModeller, BusinessDimensions, BusinessReporter,
BusinessAlerter, SetupAnalyser and the logo of AccountView are registered trademarks of AccountView.
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All other trademarks are reserved by the respective owners.

Version 8.0c, March 2008.
Copyright © AccountView, 2008.

Contents
Copyright

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Contents

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1. About This Documentation

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1.1 Press F1 for Detailed and Up-To-Date Information
1.2 AccountView Team and Business
1.3 Documentation Structure
1.4 Help Information and Product Support
1.5 Symbols and Conventions

2. Cash Invoicing
2.1 Cash Invoicing - Functionality
2.2 Cash Invoicing - Procedure
2.3 Defining Cash Invoicing Settings
2.4 Defining Cash Invoicing Setup Data
2.5 Opening Tills
2.6 Entering and Printing Cash Invoices
2.7 Closing Tills

3. Quotations
3.1 Quotations - Functionality
3.2 Quotations - Procedure
3.3 Quotations – Defining Settings
3.4 Defining Setup Data for Quotations

4. Sales Advisor
4.1 Sales Advisor - Functionality
4.2 Sales Advisor - Procedure
4.3 Defining Sales Advisor Setup Data
4.4 Entering a Sales Order with Sales Advice Messages - Example
4.5 Displaying an Additional Column in the Sales Order Window
4.6 Viewing Sales Advice Messages per Product
4.7 Retrieving Sales Advice Reports

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5. Subscriptions
5.1 Subscriptions - Functionality
5.2 Subscriptions - Procedure
5.3 Defining Setup Data for Subscriptions
5.4 Invoicing for Subscriptions
5.5 Invoicing Subscriptions in Advance
5.6 Renewing subscriptions
5.7 Terminating Subscriptions
5.8 Retrieving Subscription Reports

6. Sales Orders
6.1 Sales Orders - Functionality
6.2 Sales Orders - Procedure
6.3 Defining Settings for Sales Orders
6.4 Creating and Linking Order Form Layouts
6.5 Entering and Posting Sales Orders
6.6 Working with Backorders
6.7 Printing Order Forms
6.8 Combining Sales Orders
6.9 Entering Down Payments on Sales Orders
6.10 Retrieving Trade Information

7. Goods Issue
7.1 Goods Issue - Functionality
7.2 Goods Issue - Procedure
7.3 Defining Settings for Goods Issue
7.4 Defining Bin Numbers for Warehouses
7.5 Creating Issue Orders
7.6 Retrieving Stock Quantities over Time
7.7 Checking Stock Quantities over Time during Sales Order Entry
7.8 Order Proposals Based on Stock over Time

8. Purchase Order Processing II and Back to Back Order
8.1 Order-Driven Purchasing - Functionality
8.2 Order-Driven Purchasing - Procedure
8.3 Defining Order-Driven Purchasing Settings
8.4 Defining Order-Driven Purchasing Setup Data
8.5 Working Orders Based on Sales Orders

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8.6 Generating Working Orders from Order Proposals
8.7 Adding and Modifying Working Orders
8.8 Converting Working Orders into Purchase Orders
8.9 Managing Reserved Orders
8.10 Distributing Receipts over Sales Orders
8.11 Retrieving Purchase and Stock Transactions
8.12 Retrieving Trade Information

9. Stock
9.1 Stock Control - Functionality
9.2 Flow of Goods in AccountView
9.3 Stock Control - Procedure
9.4 Defining Stock Control Settings
9.5 Defining Stock Control Setup Data
9.6 Creating Transaction Codes
9.7 Entering and Posting Your Opening Stock
9.8 Entering Stock Transactions
9.9 Posting Stock Transactions
9.10 Printing Stock Lists
9.11 Changing Product Prices
9.12 Copying Your Opening Stock to a New Financial Year
9.13 Retrieving Stock Reports

10. Stock Valuation
10.1 Stock Valuation - Functionality
10.2 Stock Valuation - Procedure
10.3 Determining the Gross Profit
10.4 Stock Valuation Methods
10.5 Unit Cost Calculation
10.6 Specifying the Stock Valuation Method
10.7 APP and LPP - Procedures
10.8 Cost Price Postings at APP and LPP

11. Product Cards
11.1 Product Cards - Functionality
11.2 Product Cards - Procedure

12. Bill of Materials
12.1 Bill of Materials - Functionality
12.2 Bill of Materials - Procedure
12.3 Defining Bill of Materials Settings
12.4 Working with Bills of Materials

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15 Postponing Purchase Invoice Posting 14.6 Creating Order Formulas 14.4 Defining Warehouse Bin Number Settings 13. eCatalogue 15.Functionality 13.5 Defining eCatalogue Setup Data 15.1 eCatalogue .2 Purchase Order Processing .5 Working with the Bills of Materials Window 12.1 Purchase Order Processing .8 Generating Purchase Orders 14.Procedure 14.9 Retrieving Trade Information 14.2 Warehouse Bin Numbers . Purchase Order Processing 14.4 Defining HTML Templates for eCatalogue 15.2 eCatalogue .6 Updating Web Catalogues 135 136 139 140 143 143 144 144 147 148 149 150 152 152 153 153 154 157 158 159 159 163 169 170 171 172 173 178 180 183 184 185 186 186 187 187 189 190 .7 Working with the Bill of Materials Lines Window 12.16 Retrieving Purchasing Reports 15.4 Defining Purchase Order Processing Setup Data 14.10 Checking Order Slips 14.12.14 Entering and Posting Purchase Orders 14.3 Defining Settings for eCatalogue 15.8 Stock-Taking 13.5 Entering Bin Numbers for Goods Issues 13.11 Printing Order Slips 14.8 Exploding Products 13.7 Entering the Warehouse Bin Number for a Specific Receipt 13.7 Entering Purchase Orders 14.Functionality 14.3 Defining Purchase Order Processing Settings 14.6 Working with the Bills of Materials Structure Window 12. Warehouse Locations 13.5 Creating and Linking Order Slip Layouts 14.Procedure 15.Functionality 15.13 Processing Receipts 14.Procedure 13.9 Combining Purchase Orders 14.6 Entering Warehouse Transfers 13.3 Defining Warehouse Bin Number Setup Data 13.12 Entering Receipts 14.1 Warehouse Location .

3 Defining Target Groups 17.11 Reporting Production Orders as Completed 19.Functionality 17.6 Defining Authorisation Profiles 18.Procedure 19.Procedure 17.3 Authorisation .2 Extended Product Description .5 Entering Extended Product Descriptions 17.Procedure 16.1 Manufacturing .2 Checking.8 Changing Draft Production Orders 19. and Segregation of Duties 18.1 Volume Discounts .6 Entering Draft Production Orders 19.12 Retrieving Trade Information 191 191 192 193 196 197 197 200 203 207 207 207 208 209 210 213 215 215 216 217 218 219 221 223 225 227 227 227 229 231 232 234 235 239 239 240 242 245 .10 Putting Draft Production Orders into Production 19.2 Volume Discounts .4 Entering Users 18.8 Working with Checkpoints 19. Authorising.Functionality 16.3 Defining Settings and Setup Data in the Manufacturing Module 19. Authorisation 18.4 Entering Bills of Materials 19.3 Examples of Volume Discounts 16.5 Changing Cost Prices 19.1 Authorisation .2 Manufacturing .7 Defining Authorisation Phases 18.6 Entering Volume Discounts 16.6 Using Extended Product Descriptions 18.7 Entering Invoices for Volume Discounts 16.1 Extended Product Description .9 Printing Shortage Lists 19.5 Linking Price Lists to Customers 16.Procedure 18.4 Categorising Customers and Suppliers into Target Groups 17. Extended Product Description 17.4 Creating Price Lists 16. Manufacturing 19.16.Functionality 19.8 Retrieving Volume Discount Information 17.5 Defining Permissions 18. Volume Discounts 16.Functionality 18.7 Generating Draft Production Orders 19.

4 Retrieving Reports on Filtered Information 20.3 Retrieving Reports on Multiple Financial Years 20. Index 271 . Trade Reporting 20.6 Retrieving Additional Information with Drill Arounds 20.Functionality 20.2 Trade Reporting .20. Glossary of Terms 265 22.Procedure 20.1 Trade Reporting .7 Exporting Trade Reports 247 247 249 250 252 253 259 263 21.5 Retrieving Reports 20.

Production and Web Stores • Projects. these modules constitute a fine-tuned system which will meet all your accounting needs. with any or all of the modules for AccountView Team. You can expand this standard package with an unlimited number of users. Stock Control. enabling you to configure AccountView as you wish. press F1 in the command window or field and the relevant description will appear. About This Documentation This documentation set describes the functionality of AccountView Business and Team. In addition. • Financial: extension modules for financial accounting. which allow you to expand AccountView with data that is specific to your industry or business • The System Development Kit. To retrieve the information quickly. including the various extension modules. In general terms.1 Press F1 for Detailed and Up-To-Date Information Descriptions of the various commands and fields are included in the help information rather than in the printed manuals. Help Information and Product Support (12) 1. and moreover with the following components: • The business modules BusinessModeller. made to measure for complex sales processes and extensive files. The printed documentation cannot be updated as quickly as the help information. the help information also includes the detailed information on each command and field. Purchase Order Processing. you can use AccountView to build a tailor-made system for your business. plus modules that do not belong in a certain module group. time registration and billing • Accountancy: extension modules for accountants and administration practices This layout is also used in the context-sensitive help information (F1 / Help/Subject). Together. this is included in the help information. The printed documentation describes the procedures to be used and offers background information. BusinessDimensions and BusinessReporter. we recommend using the help information as much as possible. AccountView Business AccountView Business is AccountView’s showpiece. 1. configuring and starting to use AccountView • General: the basic functionality of AccountView.2 AccountView Team and Business This section outlines the differences between AccountView Team and AccountView Business. telebanking and automatic payments and direct debit. time and billing or accountancy. which allows you to test your customisations automatically • Customer Relationship Management for detailed marketing and customer management. In other words: the printed information tells you ‘how’. By combining the various modules for financial accounting. it is frequently more up to date as well. For that reason. As soon as new information is available (about new modules or a changed procedure. Time & Billing: extension modules for project accounting and invoicing. • Trade: extension modules for Sales Order Processing. projects. Not only is the help information much more detailed.1. or to use it as a financial and logistic ‘building block’ in your own applications • The Integrated Test Facility. This package incorporates BusinessViews as standard. trade. while the help information tells you ‘how’ and ‘what’. for example). The printed version of this documentation consists of several sections. . which allows you to tailor AccountView to your needs. the following layout is adhered to: • Installation: information for installing.

Trade. Some subjects which apply to more than one module are described where they are most frequently used. In its standard version. File/Accounting/Automatic Payments Reports/Cash Invoice Document/Company Setup Data/Payment Authorisations File/Accounting/Budgets Document/System Setup Data/Alerts Document/System Setup Data/Subledgers Options/User Fields Reports/Create User Report Document/Company Setup Data/Client Companies Document/System Setup Data/Messages File/Companies. Reports/Chi Square / Reports/Cumulative Journal / Reports/Check Negative Cash Balance / Reports/Random Number Generator / Reports/Sampling / Search/Chi Square Document/Company Setup Data/Reporting Taxonomies Document/Company Setup Data/Partners File/Trade/Products. You can upgrade from Team to Business at any time. Financial. Edit/Reminders File/Trade/Subscriptions File/Journal. 1. You can find modules that have no manual code in the help information. Module Reminders Subscriptions Accountancy Toolkit Doc Fi Tr Ac AccountReporter Agrarische subadministratie Product Cards AuditReport Audit Trail Automatic Payments and Direct Debit Ac Fi Tr Ac Ge Fi Automatic Foreign Payments Cash Invoicing Payment Authorisation Budgeting I / Budgeting II BusinessAlerter I / BusinessAlerter II BusinessDimensions BusinessModeller BusinessReporter Central Client Management Central Setup Data Cliënt Export / Cliënt Import Fi Tr Ge Fi Ge Ge Ge Ge Ac Ge Ac Commands File/Sales Ledger. and without losing your data or investment. For each subject. Reports/Check Financial Reports Options/Audit Trail File/Sales Ledger. foreign currency. Document/Export/Client Data / Document/Import/Client Data . you can get this using Help/Subject.10 Trade & Logistics AccountView Team AccountView Team is the most popular AccountView package. password security and user-defined financial reports.3 Documentation Structure Most of the modules are described in their own separate chapter. Reports/Product Cards / Search/Product Card File/Financial Reports. or Accountancy. cost centres. File/Accounting/Automatic Payments File/Purchase Ledger. File/Accounting/Direct Debit / File/Purchase Ledger. Projects and Time & Billing. AccountView Team offers AuditViews. Each chapter discusses the following subjects: • • • • General functionality Brief description of the procedure(s) Procedures for defining settings and entering setup data Procedures for performing certain tasks These procedures only indicate which commands you should select and in which order you should do so. You can expand this standard package with all the available modules (with the exception of the modules listed under AccountView Business). the documentation describes the various operations required to perform a specific task. AccountView Team can accommodate up to five users. Locating Modules The table below provides an overview of the most important command(s) in each module. The ‘Doc’ column indicates in which manual you can find the module: General.

Document/Import/Create Import Definition/Transactions / Document/System Setup Data/Field Mapper Groups File/Trade/Quotations Document/Company Setup Data/Working Orders File/Day Books/F6. Edit/Consolidation Ge Ge Ac Tr Ge Tr Blocked Deposit A/C Goods Issue Purchase Order Processing POP II Purchase History I / Purchase History II / Purchase Analysis Import Bank Statements Intragroup Entries Intrastat Cost Distributions I / Activity Based Costing Credit Information Warehouse Locations Multi Client Telebanking / Multi Account Telebanking Multi-Year Financials Transaction Import Fi Tr Tr Tr Tr File/Contact Management/Businesses File/Contact Management/Opportunities Edit/Dynamic Office/Insert Document/Company Setup Data/Web Catalogues File/Trade/Sales Invoices File/Trade/Sales Orders. Search/Suppliers per Product File/Trade/Products. File/Sales Ledger/F6 File/Trade/Issue Orders File/Trade/Purchase Orders File/Trade/Products.1 About This Documentation 11 Module Consolidation / International Consolidation Contact Manager Customer Relationship Management Dynamic Office eCatalogue Sales Order Processing Authorisation Doc Fi Commands File/Companies. Document/Acquire Journal Entry File/Trade/Production Orders File/Projects. Time & Billing/Projects. File/Accounting/Bank Statements File/Companies. Edit/Create Intragroup Entries File/Companies. Edit/Day Book Line/Accrual Document/Company Setup Data/Extended Product Descriptions Document/Company Setup Data/Cost Types . File/Day Books/F6. Reports Fi Ac Tr Fi File/Day Books. Search/Product History. Document/Interim Invoice Document/Company Setup Data/Price Lists / Document/Company Setup Data/Volume Discs Document/Company Setup Data/Bills of Materials File/Companies. Time & Billing/Projects Quotations Back to Back Order Recurring Entries Manufacturing Project Costing / Extended Project Budgeting Project Invoicing Interim Billing Volume Discounts Tr Tr Fi Tr Pr Pr Pr Tr Bill of Materials Setup Data Import Tr Accruals Fi Extended Product Description Extended Cost Analysis Tr Fi Document/Create Working Invoices File/Projects. Edit/Authorise Sales Order / File/Trade/Purchase Orders. Reports/Intrastat Return Document/Company Setup Data/Allocation Methods Fi Tr Ac Document/Download Credit Information Document/Company Setup Data/Warehouses Document/System Setup Data/Multiclient Telebanking Pages Fi Document/Company Setup Data/Journal History Several Years File/Companies. Edit/Authorise Purchase Order File/Purchase Ledger/F6. Document/Import/Create Import Definition/Setup Data / Document/System Setup Data/Field Mapper Groups File/Day Books/F6.

No matter from which area of AccountView you press the F1 key. all the information on the sales order processing can be found under ‘Sales Order Processing’. 1. Time & Billing/Time Registration Document/Create Working Invoices File/Fixed Assets Document/Company Setup Data/Owner Ledgers Document/Company Setup Data/Product Relations File/Trade/Products. In addition. Reports Ge Sales Orders Stock Control Stock History I / Stock History II / Stock Analysis Stock Valuation Tr Tr Tr File/Contact Management/Businesses. or to read other topics. Document/Mailing (Merge Letters) / Sales History / Purchase History File/Trade/Sales Orders File/Trade/Stock Pages File/Trade/Products. Retrieving Help Information The Help system is organised by modules. Search/Product History. Stock Valuation Table 1. AccountView’s web site offers up-to-date information and extensive product support. you can browse the Help topics to find information on procedures which use a particular command or field. The AccountView Help system is context-sensitive. Search/Product History. The information provided is always related to a particular subject or a specific module. the information presented always relates to the specific field or window that is currently active.12 Trade & Logistics Module Extended Access Security I / Extended Access Security II / Extended Access Security III Extended Foreign Currency Working Trial Balance Time Registration History I / Time Registration Analysis Time Registration Time & Billing I / Time & Billing II Fixed Assets I / Fixed Assets II Owner Ledger Sales Advisor Sales History I / Sales History II / Sales Analysis Sales Information System Doc Ge Commands Document/System Setup Data/Access Security Roles Fi Ac Pr Document/Company Setup Data/Currency Codes File/Extended Trial Balance Search/Time Registration History Pr Pr Fi Ac Tr Tr File/Projects. Reports Tr Options/Settings/Company/Trade/Stock. The Help information is laid out in the same fashion as the printed documentation. For example. The Help system offers information on AccountView Business and Team. as well as the various extension modules. Commands by module.4 Help Information and Product Support The printed documentation contains the information required to install and use AccountView.1. Once the Help system is active. This enables you to consult the Help system from any input field in AccountView to find out what data you can enter. . with the difference that the Help information contain more chapters and is always more up to date. Press F1 to access the Help system. More detailed information can be found in the Help information.

Finally. you can select the desired topic in an additional window. 5. After using Back. a description of the field or command you are working with will be displayed. the Index tab. 5. you can use Forward to undo this action. For example. Double-click the key word about which you want more information to display the Help information. You have a question about a specific topic You display the index of the Help system. If you clicked on the right-hand section of the window. If you select the Contents tab. Information about the Srch Code field will be displayed. Enter ‘Making Backups’ and press ENTER. 2. Select Help/Subject or press F1. In most cases. If no detailed description is available. Information about making backups will be displayed. Select Edit/Setup Data or press F6. If there is more than one topic about the key word. . select a topic and press ENTER or click the Display button. you can use the Contents tab. Select Help/Index. This offers you a quick way of finding related topics. An overview of all relevant Help topics is displayed. To search the Help information Select Help/Search to access the search function of the Help system.1 About This Documentation 13 Using the Help System You can access the Help system in a number of ways. Help/Index also enables you to find information on all AccountView menu commands. for example if you want more information on the Document/Organise/Company command. 1. Place the cursor in the Srch Code field. or the Search tab to find the information you are looking for. 4. • The Back and Forward buttons at the top of the window The Help system will remember which topics you have displayed. Click Back to return to the topic that you were looking at previously. how can I use that field?” Select File/Sales Ledger. You have a question about a specific field or menu command You display the context-sensitive Help (F1). 4. you will see to which section of the Help system the displayed topic belongs. use this button if you clicked a reference and now wish to return to the original topic which contained the reference. You can enter one or more terms in the search field. “My customer setup data contains a field Srch Code. 3. Press ENTER to display the Help information. The topic displayed will also frequently contain references to other topics about the same field or command. you can also press the BACKSPACE key instead of using the Back button. Printing Documentation (14) Browsing the Help Information It is important to know the difference between the various browse buttons. “How do I make a backup of a company?” 1. 2. 3. Then click the List Topics button to retrieve the associated topics.

if the topic is already unfolded: go to the first subtopic • ALT+*: unfold the current topic and all ‘underlying’ topics LEFT ARROW: close the current topic. In both cases. Printing Documentation You can print the Help information as well as the information contained in the manual. we therefore recommend that you should always select the topic in Contents first and always select the second option (Print the selected heading and all subtopics) when printing. no header or footer will be printed when you print Help information from AccountView. . but you can print several topics at once. In general. This allows you to browse the Help as if you were turning the pages of a book. This gives you quick access to information related to the current topic. You can solve this by not maximising the Help window.g. If you clear the Header and Footer fields. From the Contents. if the topic has already been closed: go • to the topic at the next level up • ENTER: display the selected topic in the right-hand section of the screen Using References The Help system contains numerous references to other Help topics. the command description and all the associated field descriptions will be printed. so that the subtopics are no longer displayed. • RIGHT ARROW: display the selected topic and show the subtopics. References are underlined and displayed in a different colour. When printing. You should then print the information in landscape format instead of portrait. Then click Print to print the topic. the entire chapter will be printed. If a number of references are available. This is also due to errors in the Microsoft Help software. select the topic you wish to print and press ENTER. the Topics Found window will appear. You then have the opportunity to restrict what is printed using the ‘Page Range’ section in the ‘Print’ window. yet sizing it so that it is big enough to see everything that you wish to print (e.14 • Trade & Logistics The Previous and Next buttons under the topic headings in the right-hand section of the window The Help topics are arranged in the order in which they appear in the Help contents. you can specify the first and final pages in the ‘Print’ window to restrict what is actually printed. or of printing all the ‘underlying’ information (subtopics) as well (Print the selected heading and all subtopics). Click the reference to access the topic. You can also use the arrow keys in the Contents to browse through the Help information: • UP ARROW / DOWN ARROW: go to the previous or next topic displayed in the Contents. This also applies to headers and footers. When you print out a single topic. The topic will be displayed. the margins may be arranged incorrectly because the Microsoft Help software does not take the printer margins into account. Click these buttons to go forward (Next) or back (Previous) within the current section. screen shots). thus displaying the next or previous topic in the same section. If you select the topic File/Nominal Ledger/F6 and choose to print all subtopics. Select a topic and press ENTER (or click the Display button). You may also encounter problems with printing if you do it from the index tab or search tab. If you select the topic ‘Working with AccountView’ and choose to print all subtopics. you make use of File/Page Setup in Internet Explorer. You now have the option of printing only the topic displayed (Print the selected topic). You want to print Help information The print options available from the Help information are limited.

A plus sign between the keys indicates that you should press both keys at the same time. • CTRL+F5 Keys you press on the keyboard are displayed in small capitals. The web site offers tips and tricks. The following is a list of the symbols used and what they mean. • Typewriter Font Used for program names and filenames. the commands on the Help/AccountView on the Internet submenu will take you straight to the relevant pages of the web site.accountview. and for data you type on your keyboard.uk) directly in your browser.co. you may contact AccountView’s Support department. however. If your Internet connection is installed on another computer than AccountView. You can type this data in either capitals or lower-case letters. CTRL+F5 means that you should hold down the CTRL key and then press F5. windows. This type of data is usually displayed in all capital letters. then Support Information. Additional Questions Should you have any additional questions that are not answered in the documentation or on the web site. you will encounter a number of symbols in the documentation. • Italic Text Used for the names of modules. Options/Settings/Company/General/Company (F1) . the printed documentation cannot be updated as quickly as the help information. • Bold Italic Text Used to emphasise certain words or sections of text. In addition. Installing AccountView ( ). Italic text is also used for journal entries. Help/PDF Manual (F1) Getting Support through the Internet Extensive support is available through AccountView’s web site (http://www.co.accountview. This printed documentation in digital format describes the procedures to be used and offers background information. Help/AccountView Support (F1) 1. we recommend using the Help information as much as possible.uk). The name of a menu command consists of the menu name displayed in the menu bar (Help) and the command displayed in the menu itself (Contents). The following typographic conventions are used in this documentation: • Bold Text Used for menu commands. Bold text is also used for frequently asked questions. fields. For example. Select For Customers of AccountView. you can also type the URL of AccountView’s website (http://www. The detailed information for each command and field is only available in the Help information. Furthermore. answers to frequently asked questions. support solutions and up-to-date information. If you have an Internet connection. For that reason. columns and options in windows.1 About This Documentation 15 You want to print information from the manual Select Help/PDF Manual to retrieve an AccountView manual in Adobe Acrobat Portable Document Format (PDF).5 Symbols and Conventions The documentation frequently refers to sections of the program. such as Help/Subject. Using PDF allows you to print one or more chapters at once.

and where it is located. Copies of invoices will only be saved if you selected a folder in this field. The field descriptions contain the same symbols. You can select the command in this example using the SHIFT+F5 key combination. but when you do encounter it. the page number is shown next to it between brackets. The meaning of the symbols listed above is as follows: The discussion of each command starts with a brief one-line description. the relevant key combination is preceded by a keyboard symbol. the Statement Information window is displayed. preceded by a left-pointing arrow with an X. You have to look up the word to which you are referred in the index for yourself. A booklet indicates that the information can be found in another book (and also in the Help information). These symbols are listed at the start of the description. the user is referred to the ‘Installing AccountView’ section and the description of the Options/Settings/Company/General/Company command for more information. They allow you to determine at a glance what the command does. “Supplier. This line is omitted if the command is always available.g. it incorporates various referrals. whether it is included in your licence. In the manual. Referrals in the Index In order to avoid the index becoming unnecessarily unwieldy. You can also interpret the arrow as meaning ‘See also’. preceded by a small square with an X. e.16 Trade & Logistics Used for references. a description of the command is provided. ⌧ The module or condition for which the command (or the field) is available is described next. This line is omitted if no window is displayed (and the command is immediately executed). An example of the start of a command description is provided below. In this example. General information from the current bank statement ⌧ Import Bank Statements ⌦ Bank Statements / Bank Statement ⌫ Statement Information SHIFT+F5 Next. A diamond with a question mark means ‘Example’. F1 indicates that you can find command descriptions in the Help information. If the command can also be selected using a key combination. you can click on an arrow to follow up the referral. After you select the command. ⌦ The windows from which the command can be selected are listed next. it means ‘Warning: Danger!’ Symbols in Command Descriptions Additional symbols are used in the descriptions of commands. . Company code YR_GRD2008 is an unambiguous code for the Your Garden Products 2008 company. ⌫ The window that appears when you select this command is listed next. A hand symbol is not used frequently. Always make a backup before performing an update. Unfortunately. You can select the command in this example from the Bank Statements and Bank Statement windows. This symbol is often used to point out the potential consequences of performing or not performing an action. In field descriptions. You can only select the command (or field) in this example if you have the Import Bank Statements module. Command descriptions are displayed when you press F1 in AccountView. In the Help information. followed by the field descriptions. See Customer”. you cannot follow up a referral in the online documentation simply by clicking on it. this symbol is used to indicate on which tab the field is located if the command window contains several tabs. A triangular arrow means ‘Note’. preceded by a right-pointing arrow with an X.

You can also print cash invoices for regular customers. your dealer can link certain actions to specific payment methods. your accounting and stock control systems will be completely updated. As soon as you hand the printed invoice to the customer. are available: • • • • • • • • • • • • • Freely definable payment methods (cash. payments by cheque. and so on). Cash Invoicing If you have a lot of cash sales (for example in a store). Several possible integration approaches. and credit card payments. The Cash Invoicing module allows you to invoice once-only customers as cash invoice customers. or to open the till drawer when payment is made in notes and coins. it is possible to execute the transaction of a credit card payment directly. Till log file Freely definable cash-invoice customers. among others. because you will have to enter the customer’s data each time. cheque/debit card. you can define different payment methods for cash payments (notes and coins. including by method of payment. One-off customers do not have to be entered individually in AccountView.1 Cash Invoicing . till or input screen. also called money in circulation). an outstanding item will automatically be created for the remaining amount. Tills linked to workstations.Functionality The module extends the functionality of the Sales Order Processing module. Standard reports: • Till . In addition. Automatic recording of discrepancies up to a defined maximum amount in the differential amounts account.Workstation Allocation • Till Closures • Till Floats • Receipts by Payment Method • Unprocessed Payments . 2. and to print the invoices directly from the invoice entry window. Automatically or manually select cash invoice layouts. it will be time-consuming to print invoices by means of the standard procedure. The Cash Invoicing module is fully integrated with AccountView’s financial accounting and stock control systems. For example. If desired. Consult your dealer for information on what Point of Sale software is supported. You create a single. credit card. Freely definable tills. and to establish a link with Point of Sale (POS) software. and select this customer in the invoice entry window. you can enter the customer’s name and address as the despatch address. The module supports multiple tills and multiple payment methods. Cash invoices on account possible. If only a partial payment is made. general cash invoice customer for sales to one-off customers. This allows you to operate your tills directly through the Cash Invoicing module. Extensive range of standard and customised solutions from our partners. For example. The following functionalities. Built-in layout designer. Till record of each transaction.2. Opening and closing of tills.

In that case.Procedure Before you can start using the module. and allocate each till to a workstation. you create a cash invoice customer. you will have to create tills. instead. • When printing a cash invoice. Create the cash invoice customer. and define the settings in Options/Settings/Company/Trade/Cash Invoicing. you can create a Cash Inv Customer. you use the cash invoice customer in the event of a partial payment. When entering the sales invoice. and it will then be impossible to establish who is the real customer for that outstanding item. . both in the Sales Invoice window. Creating Cash Invoice Customers When you enter an invoice. This cash invoice account is defined in the payment method. and you may enter a Despatch Address. 4. Once that is done.3 Defining Cash Invoicing Settings This section is based on the assumption that you have already set up your financial accounting. you can select Reports/Cash Invoice directly from the Sales Invoice window. Setting Up Cash Invoicing . you can define the settings. an outstanding item will be created for the cash invoice customer. if desired. For one-off customers for whom you don’t want to record any setup data. Cash invoices are posted differently from regular invoices. Otherwise.Procedure To set up cash invoicing: 1. You can also create multiple cash invoice customers for different types of one-off customers. If you have the Authorisation module. 5. payment methods. you can start printing cash invoices.Procedure Printing cash invoices differs from printing regular invoices in several aspects. sales order processing and. and the payment does not match the invoice. you must enter the Despatch Customer. if applicable. Once that is done. You start by creating a cash invoice customer. and allocate tills to workstations. When invoicing a one-off customer.18 Trade & Logistics 2.2 Cash Invoicing . For each company. you can enter the Despatch Address if desired. you must open your till with Document/Open Till. Create one or more payment methods in Document/Company Setup Data/Cash Payment Methods. enter it in Cash Invoices in Options/Settings/Company/Accounting/General. you enter the cash invoice customer in Despatch Customer instead of a regular customer. you select one or more payment methods. since there is no outstanding item. Working with Cash Invoicing . 2. and the cash invoice customer. and define how differences should be posted. • At the end of the day or period (when the till money is replaced). An amount of 0. The amount that is posted to the customer’s account for a regular invoice (the outstanding item) is now posted to a cash invoice account. the settings are the same as those for the Sales Order Processing and Sales Orders modules. you can also specify that cash invoices should be authorised before they are printed. your order processing and stock control systems. • • Before you can print cash invoices. • Instead of printing sales documents (such as trial and final invoices) from the Sales Invoices window. an outstanding item will be created for that regular customer.00 will be posted to the customer’s account. 2. If. 3. Create one or more tills in Document/Company Setup Data/Tills. If you print a cash invoice for a one-off customer. Create one or more cash invoice layouts and enter them in Document/Company Setup Data/Language Codes. Create a cash invoice day book and. it is best to create a regular customer within AccountView for this customer. you will have to close your till with Document/Close Till.

If you start the Customer field with an exclamation mark (for example. 2. Select Options/Settings/Company/Trade/Cash Invoicing. Entering Cash Invoicing Settings To define the settings for cash invoicing: 1. enter the maximum amount that may automatically be recorded as a cash invoicing difference. and you will only have to press F4 and ENTER in Despatch Customer. Select Edit/Add (CTRL+INS/CTRL+N). Control Account. There are two ways to ensure that you can quickly enter the cash invoice customer. select the cash invoice customer that you just created. !CASH). The language code determines such aspects as the address format. In Max Diff Amt. the cash invoice customer will be at the top of the list. To create the cash invoice customer: 1. 2. Press F4 in Diff. 9). . You can also use a code starting with a non-standard character (e. Srch Code. Select the Credit Sale check box if you want amounts higher than the Max Diff Amt to be recorded as outstanding items. Press F1 to retrieve more information. 3. Enter the Language Code if it is different from the language code for the company. or press CTRL+INS or CTRL+N and create a nominal ledger account called ‘Cash Invoicing Differences’. Amounts A/C.2 Cash Invoicing 19 Figure 2. In Cash Inv Customer. and Business Name fields are sufficient. The Customer.g.1. If you want to track your revenue ratio between regular and cash invoices. Select a differential amounts account in the Nominal Ledger Accounts window. 4. 5. you can create a separate control account for cash invoicing transactions. and which cash invoice layout will be used. so that you only need to enter a single character. You can create a single cash invoice customer for invoices relating to one-off customers. Select File/Sales Ledger.

2. 2. Enter the data in the window. you will select one or more payment methods. 5. Click OK. To create a till for a workstation: 1. payments by cheque. Select Edit/Add (CTRL+INS/CTRL+N). For . 6. Creating Payment Methods for Cash Invoicing When printing a cash invoice. Select Document/Allocate Till to Workstation. you can enter a nominal ledger account to which the payment should be posted. Define the differential amounts account and the Cash Inv Customer in the Company Settings .4 Defining Cash Invoicing Setup Data Creating and Allocating Tills Each cash invoicing transaction is executed by a till that has been allocated to a particular workstation. Select a day book in the Day Books window or press CTRL+INS or CTRL+N and create a day book called ‘Cash Invoicing’. For example. you must create a separate till for each workstation. Select Document/Company Setup Data/Tills. Repeat this procedure for any other workstations that you want to use as tills. and credit card payments. your dealer can link certain actions to specific payment methods. F4 2. 3. Press in Cash Invoices. Press F1 to retrieve more information. 7.20 Trade & Logistics Figure 2. For each payment method. 6. also called money in circulation). Select Options/Settings/Company/Accounting/General if you always want to enter cash invoices in the same day book. and allocate it to that workstation. Start AccountView on the workstation that you want to use as a till for the Cash Invoicing module. you can define different payment methods for cash payments (notes and coins. This allows you to operate your tills directly through the Cash Invoicing module. Because of this. In addition. 4.Trade (Cash Invoicing) window.

Press F4 in Account. Cash invoices are posted differently from regular invoices. or you can use a single cash invoice nominal ledger account called ‘Cash Sales (Cash Invoicing)’ for all payment methods. For each payment method. Just enter your cash invoice layout in Cash Invoice on the Sales Order Processing tab of the Language Code Setup Data window. Creating Invoice Layouts ( ) Linking Cash Invoice Layouts If you use the same layout for all your customers. The amount that is posted to the customer’s account for a regular invoice (the outstanding item) is now posted to a cash invoice account. CHEQUE. Enter the data in the window. and VISA. The Cash Invoicing module offers a standard layout that is ready to be used. You can select payment methods for money in circulation when opening and closing tills. 3. You can use a separate account for each payment method. it is not necessary to define specific cash invoice layouts. 4. etcetera). Select Edit/Add (CTRL+INS/CTRL+N). 2. it is possible to execute the transaction of a credit card payment directly. or to open the till drawer when payment is made in notes and coins. This cash invoice account is defined in the payment method.3.PIN’. Creating Cash Invoice Layouts Before you start printing cash invoices. Select Document/Company Setup Data/Cash Payment Methods. you will have to decide which layout(s) you will use. or post all payment methods to the same account. The cash invoice account is defined for the payment method. Figure 2. This language code will be used if no language code has been defined for the cash invoice customer. MASTERCARD. You don’t have to create a payment method for each currency. You can use multiple currencies per payment method. since there is no outstanding item. You create four payment methods: CASH. Select the Money in Circulation check box for payments made in notes and coins. Press F1 to retrieve more information. you can create a separate cash invoice nominal ledger account (‘Cash Invoicing .00 will be posted to the customer’s account. or press CTRL+INS or CTRL+N and create a nominal ledger account for this payment method.Cash’. Select a cash invoice nominal ledger account in the Nominal Ledger Accounts window. To create payment methods for cash invoicing: 1. ‘Cash Invoicing .2 Cash Invoicing 21 example. An amount of 0. for the language code of the company. If you want to . 5.

3. It is not possible to enter the opening balance for payment methods other than money in circulation. . that you select the relevant command from the Sales Invoice window instead of the Sales Invoices window. The differences are that you will enter the cash invoice customer for one-off customers. 2. Click Open. 4. you enter the opening balance for each payment method and currency. Keep in mind that this may slow AccountView down. such as payments by cheque or credit card. 5. To open your till: 1.22 Trade & Logistics use different layouts for certain groups of customers. 6. Select your own till. Then click Open. Enter the opening balance of the till for each payment method consisting of money in circulation.4. Select Document/Open Till. Figure 2. Carefully count the money present in your till. When opening the till. you must open your till with Document/Open Till. Select Document/Company Setup Data/Tills. ⌧ AccountView Business If you want to display the balance of the till and whether or not it is opened. select View/Columns to add more columns to the Tills window. and that you select payment methods. You can use multiple currencies per payment method. you can link the desired cash invoice layout to these customers by means of their language codes. 2.5 Opening Tills Before you can print cash invoices.6 Entering and Printing Cash Invoices Cash invoices are entered and printed in the same way as regular invoices. Linking Invoice Layouts ( ) 2.

Click Cancel if there is anything wrong. When you click Next. and have included the despatch address on your cash invoice layout. you can select a different layout if desired. Select the payment method in Paym Meth 1. 10. Select the Entry tab. Click Print and check the cash invoices after printing. Click Next. enter the cash invoice customer in the Despatch Customer field. In that case. Select the Shipment tab if you want to customise the cash invoice. 8. The cash invoices are not yet posted to your financial accounting system. 2. If you select the Select File option. The amount you enter in the amount column is immediately converted into the company currency. If you entered a system day book in Cash Invoices in the Company Settings . 7. 5. . When invoicing a one-off customer.5. and then enter the next payment method. Select the day book in which the financial transactions should be recorded. 12. 4. The amount to be paid is automatically entered. you can determine the cash invoice layout yourself. Select the Automatically option in Layout if you want to use the cash invoice layout that has been linked to the customer (or company) by means of the language code.2 Cash Invoicing 23 Figure 2. Of course. The amount can be paid by multiple methods if desired. 11. change the amount of the first payment method. if the wrong paper was used.Accounting (General) window. Click Save. 14. Enter the sales invoice lines. just select the relevant customer. Select Reports/Cash Invoice. if the cash invoices failed to print. for example. 6. The Cash Invoice window allows you to select payment methods. 13. or add the customer while you work (F4. 9. To create a cash invoice: 1. Select File/Trade/Sales Invoices. you will not be able to change the day book here. If that is the case. you can also print cash invoices for regular customers. you can change the day book in this window. or if there was a printer failure. CTRL+INS/CTRL+N). Select a currency if you are not entering the amount in the company currency. 3. Select this layout in File Name. Select Edit/Add (CTRL+INS/CTRL+N). Select Change Desp Address to enter the Despatch Address.Accounting (General) window. This will allow you to print the cash invoices again. If you do not enter a system day book. Click Next and make sure that the correct printer has been selected. This window already displays the Cash Invoices system day book that you entered in the Company Settings . and the Paid and Balance fields are updated.

You can use multiple currencies per payment method. The sales orders for which final cash invoices have been printed are removed from the Sales Invoices window.7 Closing Tills At the end of the day or period (when the till money is replaced). such as payments by cheque or credit card. Entering Sales Invoices ( ). Check the till difference on the report. Count the money present in your till again. 8. Click Finish if the cash invoices were printed correctly. Select your own till. 7. 5.24 Trade & Logistics 15. Select Document/Company Setup Data/Tills. Enter the closing balance of the till for each payment method consisting of money in circulation. To close your till: 1. Click Exit. Postponing Sales Invoice Posting ( ) 2. and check the closing balances you entered. 4. 2. you will have to close your till with Document/Close Till. 3. Select Document/Close Till. The cash invoices are now posted. 6. . It is not possible to enter the closing balance for payment methods other than money in circulation. Carefully count the money present in your till.

3. in the client’s own ‘language’. The following functionalities. Registration of reasons why your quotations are rejected (if applicable). You can use the same product information in quotations. Receive sales advice messages while entering quotations (Sales Orders and Sales Advisor modules).Functionality The module extends the functionality of the Sales Order Processing module. Complete quotation history. Numerous additional facilities in combination with the Extended Product Description. in AccountView. The text elements are used to put together standardised text structures for quotations. Automatic saving of quotations in line with a pre-set file name. Every version of a quotation is retained in the quotation history for analysis and reporting purposes. including status. Quotations composed in Microsoft Word. Among other things. Create tailored quotations. including the formatting. for example: • Number of quotations per customer and per sales representative • Quotation values per customer and per sales representative • Success rates per customer and per sales representative • Reasons for rejection per quotation version ) . the quantities and the prices. Volume Discounts. you can automatically create activities based on quotations. the Quotations module allows you to define the standardised text elements for a quotation letter. you have already recorded this product information in AccountView in order to create sales invoices. are available: • • • • • • • • • • • • Quotations based on text element groups. Automatic use of price lists and volume discounts when entering orders and quotations (Volume Discounts module). including automatic numbering. Furthermore. When combined with the Contact Manager module. Also.1 Quotations . Sales Information System and Customer Relationship Management modules. Quotations With the Quotations module you can generate professional-looking quotations while working in AccountView. Detailed standard reports on quotations. Standardised text elements can include the address format. For the Sales Order Processing module. when processing a quotation you can modify the opportunity immediately. You divide text elements into groups. Creating Quotations based on Opportunities Creating a Project Quotation ( 3. In addition to creating a provisional sales order. for each client group. The setup data for a quotation automatically includes a shortcut to the document to help you locate it easily. you can create quotations based on opportunities. Once created. Apart from the product information. you can retrieve quotations while working with opportunities. you can create a group per language or type of customer. among others. standardised text elements and free text. For example. Overview of all ongoing quotations. if you have Extended Product Description you can quite simply include the catalogue information for products in the quotation. you can compose the complete quotation letter. the customer-specific offer includes a summary of the products offered. Creating Activities Based on Quotations ( ). The quotation letter is generated in Microsoft Word. Full integration with the Sales Order Processing and Sales Orders modules. the salutation and general terms and conditions. If you have the Customer Relationship Management module. A quotation letter usually contains a number of standardised text elements and a customer-specific offer.

the correct standardised text structure is automatically selected. A brief description of the procedure is provided below.Procedure To use quotations: 1. such as an empty line and a page break. A number of standard elements are also available. If the customer accepts the quotation. You can use these when changing or rejecting a quotation. If necessary. you can simply convert it into a sales order using the Document/Create Sales Order command.Procedure Before you can create quotations. Select Options/Settings/Company/Trade/Quotations. Create text element groups (Document/Company Setup Data/Text Element Groups).2 Quotations . Link standardised text structures to language codes (Document/Company Setup Data/Language Codes/F6. 2. Quotations tab). 5. 3. You group the standardised text elements in these. font and text colour. 6. changed or rejected. 3.3 Quotations – Defining Settings To define the settings for quotations: 1. With these links in operation. You can still insert text quite easily at this stage using the Free Text standardised element. such as the name of the contact person and the quotation date. Select the Link Quotation Document to Business check box if you also want to add a link to the setup data of the business. you can change the quotation using Document/Change Quotation and send the new version. Record rejection reasons (Document/Company Setup Data/Rejection Reasons). change the standardised text structure on the Structure tab and check the quotation letter by clicking the Preview button. Define the settings for quotations (Options/Settings/Company/Trade/Quotations). when a quotation is drawn up. You can still manually change the structure for individual quotations. Using Quotations .26 Trade & Logistics 3. This procedure is described in more detail in the remainder of this chapter. Create standardised text structures (Document/Company Setup Data/Standardised Text Structures). Configuring Quotations .Procedure To configure quotations: 1. Print the final quotation and send it to the customer (Reports/Final Quotation). you immediately define its formatting. e. In a text element. If the customer is not yet completely satisfied. 2. you define the sequence of the text elements in a quotation letter.g. The Document/Reject Quotation command can be used to mark the quotation as rejected. A quotation can be accepted. When the final quotation is printed. 3. Create standardised text elements (Document/Company Setup Data/Standardised Text Structures). In these. the module has to be configured. 4. The quotation that has been sent remains available in the Quotations window until you change its status. Create a quotation (File/Trade/Quotations) and enter the quotation data in the Quotation window. 2. You can also use fields in text elements. 4. based on the selected business’s language code. This window is very similar to the Sales Invoice window. by language for example. The values for these fields are completed in the quotation letter on the basis of the data in the Quotation window. a shortcut to the Microsoft Word document containing the quotation letter is automatically added to the quotation setup data. You can save a copy of your quotation as a Word document. .

3. Select the desired Activity Main Area and check the activity subareas. You create an element for each piece of standardised text in a letter. For example. Select Document/Company Setup Data/Text Element Groups.3 3. To create text elements more quickly. Creating Text Elements Text elements are used to compose standardised text structures.1. Enter the data in the window. Select Edit/Add (CTRL+INS/CTRL+N). you can copy items of text and even images from your existing quotations and paste them into the element. Press F1 to retrieve more information. you can create a group per language or type of customer. you should create a separate text element for each paragraph. Select the Change Formula check box to use fields as part of the file name. 3. Select the standard Font that you wish to use for your quotation documents. . Quotations 27 Select the Generate Activities check box to automatically record the printing and handling of the quotation as an activity. Select Options/Settings/Company/Trade/Quotations to define the settings for quotations. such as a quotation letter. As a rule of thumb. Figure 3. 5. you can ensure that each file name is unique and that the document will not be accidentally overwritten by including the quotation number and version number in the file name.4 Defining Setup Data for Quotations Creating Text Element Groups You divide text elements for standardised text structures into groups. For example. 2. 4. This will allow you to easily mix and match elements that you want to include in a standardised text structure. Enter a standard File Name for the Microsoft Word document containing the quotation letter. To create text element groups: 1. The document will then also be linked to the activity.

In that case.28 Trade & Logistics Depending on its content. You can still change the structure of the quotation letter for individual quotations by selecting different text elements or adding free text. you can incorporate individual or incidental variations in the text when printing the final quotation. Use the buttons between the two lists to move elements from the list of Available Elements to the list labelled Show the Following Elements. Enter the text on the Text tab or copy it from existing quotations. By using fields in text elements. 2. First. Select Edit/Add (CTRL+INS/CTRL+N). You do not need to have a standardised text structure for every imaginable variation in a quotation letter. you can use the same structure for more than one language code. Select Document/Company Setup Data/Text Elements. Then. 4. The number of different standardised text structures you need will therefore depend on how your language codes are organised. Select Document/Company Setup Data/Standardised Text Structures. If no language code has been defined for the business. you can include the catalogue information for products using the Extended Product Lines standardised element. You can use elements from various groups in a standardised text structure. when you create a quotation. AccountView will use the standard text structure that is linked to the language code for the company. Of course. On the other hand. You link these to language codes. the address format in a certain language will always be the same. the structure linked to the language code for the business is used automatically. Select the Structure tab. The Up and Down buttons can be used to change the sequence of the elements. The following standardised elements are available in AccountView: • Empty Line • Quotation Lines: you define the properties for these for each standardised text structure • Page Break • Free Text If you have the Extended Product Description module. One standardised text structure should be linked to each language code. i. Enter a code and a description on the General tab. Of course. you can always incorporate individual or incidental variations in the text when printing the final quotation. 3. per standardised text structure. However. . Select Edit/Add (CTRL+INS/CTRL+N). 2. you should create a separate text element for each version and use these as appropriate in various standardised text structures. The properties for this are defined in the same way as for Quotation Lines. 3. Enter a description on the General tab and select the Text Element Group.e. 5. you can ensure that the content will depend partly on the data contained in AccountView and in the quotation. If appropriate add AccountView fields. 6. a text element can be used in multiple standardised text structures. For example. Fields are added using the button. you can create standardised text structures for quotation letters. To create standardised text structures: 1. Use the buttons on the toolbar to compose the text. Creating and Linking Standardised Text Structures (28) To create text elements: 1. Creating and Linking Standardised Text Structures When you have created text elements and divided them into groups. select the desired text element group from the list of options at the bottom. the delivery conditions may vary according to the type of customer. 4.

Creating Rejection Reasons Rejection reasons are selected when changing or rejecting quotations for the purposes of the Rejection Analysis report. 9. 8. 11. you can enter a note containing more detailed information when changing and rejecting quotations. you can copy text from another text element using Copy Text Element. Press F1 to retrieve more information. of Extended Product Lines. Select Edit/Add (CTRL+INS/CTRL+N). Any fields in text elements are left clear or are completed based on a quotation available in the Quotations window. The rejection reasons that you choose to create will depend on your requirement for information. 3. You can use this report to make detailed analyses of the progress of your quotations. if appropriate.2. ‘functionality’ or ‘disposal time’. Select the Quotations tab and then select the desired standardised text structure in Stand Text Str. you can modify the copied text. To create rejection reasons: 1. Save the standardised text structure and select Document/Company Setup Data/Language Codes. Select the desired language code and select Edit/Setup Data (F6/ENTER).3 Quotations 29 Figure 3. If necessary. Examples of rejection reasons are ‘price’. Processing Quotations (31). Press F1 to retrieve more information. 2. Enter the data in the window. Retrieving a Rejection Analysis (33) . Select Document/Company Setup Data/Rejection Reasons. Select Properties in order to change the standardised structure of Quotation Lines and. 10. When editing Free Text. You can also edit Free Text using Properties. Select Preview to check the standardised text structure in Microsoft Word. the original text element will remain unchanged. If you wish. Define the structure of the quotation letter in a standardised text structure. 7.

it is then an easy matter to convert it into a sales order and print it in the Sales Orders. select Document/Acquire Standardised Text Structure to use a different structure. In the Properties of this standardised element. define its layout and copy text elements as free text using Copy Text Element. If appropriate. Press F1 to retrieve more information. 9. Entering Invoices for Volume Discounts (200). To do this. select Document/Acquire Standardised Text Structure to use a different structure. 10. Enter the details on the General tab. window without having to enter a lot of additional data. Select the Entry tab and add the quotation lines containing the products. However. Click Next. do not change any data that is generated from field values in the Quotation window. Select Edit/Add (CTRL+INS/CTRL+N). 7. 3. 2. Volume discounts and price lists are used in the same way in quotations as in sales invoices. Check the quotation and select Finish to continue processing. 4.30 Trade & Logistics Entering and Printing Quotations The data you enter in the Quotation window is largely identical to that in the Sales Invoice window. Click Preview to display the quotation letter in Microsoft Word. If the customer accepts the quotation. To avoid creating discrepancies with the information in AccountView. The Preview button allows you to check the quotation letter in Microsoft Word. Press F1 to retrieve more information. select Reports/Final Quotation and clear the Print Immediately check box The quotation letter will then just be saved under the Document Name that you enter. Individual or incidental changes to the text are best made after saving the final quotation. This helps to maintain consistency. Check the data on the Conditions tab. This is only logical. Edit/Change Desp Address (F1). just like in sales invoices. 8. Edit/Change Exchange Rate (F1) . the Quotation window contains two additional tabs: Structure and Documents. Entering Sales Invoices ( ) To enter quotations: 1. as a quotation may be regarded as a provisional sales order. 5. as the same volume discounts are used in sales invoices as in the quotations on which they are based. Select File/Trade/Quotations. Enter the despatch date and check the suggested Document Name. and so the procedure is not explained again here. adding different text elements and adding Free Text. If you should change a quotation and print it out again. Check the structure of the quotation letter on the Structure tab and change it if necessary. a link to the quotation letter document is automatically created on the Documents tab. make changes to it and print it out from that program’s options. you can type additional text. 6. You can make further changes to this by removing text elements. You can then open the letter in Microsoft Word. a shortcut to the new version will also be created. The Structure tab displays the standardised text structure that is linked to the language code for the business. Price lists and volume discounts (Volume Discounts module) can be applied automatically in quotations. This allows you to locate the document easily at a future date. When the final quotation is printed. If appropriate. Save the quotation and select Reports/Final Quotation.

The quotation is deleted from the Quotations window but remains available in the quotation history. If the customer accepts the quotation.3 Quotations 31 Figure 3. The new sales order has been added. Select the Rejection Reason and enter a note if necessary. Select File/Trade/Quotations. Select the quotation. 2. and select Document/Change Quotation. 3. . Processing Quotations A quotation that has been sent remains available in the Quotations window until you change its status. you can mark the quotation as rejected. Older versions of a changed quotation can be retrieved easily with Search/Quotation History. Enter the data in the window. A quotation can be accepted. Press F1 to retrieve more information. 2. 4. If the customer is not yet completely satisfied. Select the quotation. To accept a quotation: 1. Change the quotation and print the new version using Reports/Final Quotation. To change a quotation: 1. The original quotation remains available in the quotation history. you can simply convert it into a sales order. You can process this in the usual fashion. Otherwise. 4. The processing of quotations will automatically be recorded as activities if you specified this in the settings (Contact Manager module). Select File/Trade/Quotations. Select File/Trade/Sales Orders. and select Document/Create Sales Order.3. you can change the quotation and send the new version. changed or rejected. 3. You can include optional or alternative products in the quotation without including them in the total amount by selecting the relevant check box in the Optl column.

Figure 3. 2.5.32 Trade & Logistics Figure 3. 3. The quotation is deleted from the Quotations window but remains available in the quotation history.4. Retrieving Quotation History (32) Retrieving Quotation History Quotations that have been accepted. for example. Select the Rejection Reason and enter a note if necessary. Select the quotation. what percentage of quotations sent out eventually results in a sales invoice. . When changing or rejecting a quotation. and select Document/Reject Quotation. Every version of your quotations is saved in the quotation history for analysis and reporting purposes. Select File/Trade/Quotations. are sent out. or how many versions of a quotation. The quotation history enables you to analyse. you can select a rejection reason for the Rejection Analysis report. changed or rejected remain available in the quotation history in AccountView. on average. To reject a quotation: 1. Each individual version of a changed quotation is saved in this.

use the Document/Company Setup Data/Quotation History command. . Also. To see the full quotation history. past) quotations. in the dialog window you can filter quotations by Quotation Number. If you take this route. and then select Search/Quotation History to retrieve the quotation history. 3. This enables you to see straightaway the historic quotations on which the sales invoice or sales order is based. Select Reports/Quotation History to the complete quotation history.3 Quotations 33 To retrieve the quotation history: 1.e. Quotation Date / Last Version Date. changed and rejected quotations. 4. Select Reports/Rejection Analysis to analyse the quotations in the quotation history. such quotations can no longer be used in the quotation process. Rejection Reason. Select the desired customer. as you wish. Quotations and quotation histories per business can be retrieved in the same way. Select a quotation. 4. You can also open these windows directly from the Customers. You can retrieve an analysis for all your quotations or just for those that have been accepted or definitely rejected. Customer Setup Data. similar to functionality in the Contact Manager module. 2. Businesses and Business Setup Data windows. you can also select View/Line-Specific Information/Quotations. The following main sorting orders are available: • Rejection Reason Select this perspective to analyse the reasons why your quotations are rejected. the ongoing quotations are not included. If you select a summary. In the Businesses window. This command displays the quotations for the selected business in the composite window. Select a quotation and then select Edit/Setup Data (F6/ENTER) to retrieve detailed information on the quotation. Retrieving a Rejection Analysis You can retrieve the Rejection Analysis report in the quotation history. 2. Quotation History by Sales Invoice or Sales Order A quick way of retrieving the quotation history behind a sales invoice or sales order (Sales Orders module) is to use Search/Quotation History in the Sales Invoices or Sales Orders window. Select File/Sales Ledger. you will get an overview of the totals per group. Each combination of a main sorting order with a summary produces different information. Quotations and Quotation History by Customer or Business Quotations to all customers are displayed in the Quotations and Quotation History windows. In the latter case. You can summarise the analysis by Rejection Reason or not. The method for retrieving quotations and the quotation history for a customer is explained below. Select Search/Quotation History to return to the history of the selected quotation. Quotation Business and Sales Rep. Select Search/Quotations to retrieve the current quotations for the customer. On the Documents tab you can find a shortcut to the Microsoft Word document containing the quotation letter. The purpose of the quotation history is to let you view historic (i. You can view the analysis from various perspectives (main sorting order) and group the data in a variety of ways (summarise). To retrieve the quotations and quotation history for a customer: 1. 3. The report displays the total number of quotation versions per rejection reason. only quotations for the selected customer or business will be displayed. The rejection analysis provides information on the numbers and percentages of accepted. Select Document/Company Setup Data/Quotation History.

Rejection Reason or Quotation or not. and how many versions were necessary. 2. . as you wish. Select a perspective in Main Sorting Order and select (if appropriate) the Only Accepted and Rejected Quotations check box. For example. 4. To retrieve a rejection analysis: 1. 6. For example. 5. Select a grouping method in Summary By and apply a filter if necessary. Select Reports/Rejection Analysis. Click Next and then Print to print the report. the report provides an overview of the number of quotations sent. Click Next. 3. the quotation values and the number of quotations accepted and rejected. Select Document/Company Setup Data/Quotation History. you can find out how many quotations have been sent. as you wish. You can summarise the analysis by Business. Rejection Reason or Quotation or not.34 • • Trade & Logistics Business Select this perspective to make an analysis of quotations per company. how many accepted. You can summarise the analysis by Sales Rep. Sales Rep Select this perspective to analyse the results per sales representative.

bonus. Retrieve and edit product relations per product or product group. specify whether sales advice messages are to be displayed. Sales representatives can look up the information contained in these product relations in the product management system. conversely. Make products mandatory (or. Temporarily block product relations. Maintain versions so that multiple sets of product relations can be used alongside each other. . you can already utilise the facilities of Sales Advisor when making quotations. Configure the sequence of the messages by means of priorities per product relation. It has the advantage that your sales representatives do not need to know all this information by heart. this considerably reduces the chance of errors or missed sales opportunities. Sales Advisor The Sales Advisor module extends the functionality of the Sales Orders module. A product relation is simply a defined relationship between two products. Standard reports: • Product Relations • Check Product Relations • Product Relations by Version • Versions 4. The following functionalities. you can answer them quickly and conveniently by simply looking up all the available product relations for the relevant product in the product file. Include explanatory notes with product relations. mandatory. for example. alternative.Functionality The module extends the functionality of the Sales Orders module. among others. This procedure is described in more detail in the remainder of this chapter. If you use the Quotations model as well as the Sales Orders module. prohibit them) in quotations or sales orders of a certain version. Where reference is made to sales orders in this section.Procedure The following explains in brief the procedure for using the Sales Advisor module. for each available product relation. 4. or you can have it displayed automatically whenever sales orders are entered. It is particularly useful for trading businesses that include numerous different products in their range. Connections between the various products in the range can be defined in ‘product relations’. For each type of product relation. Another advantage is that when customers ask questions. are available: • • • • • • • • • • Define relations between products or between products and product groups: up-selling.1 Sales Advisor . related and exclusion. The module is intended to assist sales staff in their work. You can configure the module in such a way that. or that have a range that varies regularly. a message is displayed as soon as the relevant product is entered in a quotation or a sales order.2 Sales Advisor .4. the same may be taken as being applicable to quotations. Display sales advice messages when sales orders or quotations are entered (in combination with Quotations). ‘product A is not to be sold together with product B’ (exclusion relationship) or ‘product X is a better alternative to product Y’ (up-selling relationship). either by phone or in the shop.

Assign a priority to the product relation if you have multiple product relations of the same type for the basic product or the basic product group.3 Defining Sales Advisor Setup Data Entering Product Relations In order to receive sales advice messages when entering products in sales orders or quotations. leave the default value as it is. Select the type of product relation in Product Rel Tp. You can also use Sales Advisor to answer specific questions from customers. Select Edit/Add (CTRL+INS/CTRL+N). 8. sales advice messages can be displayed in a variety of ways. you have to define a number of settings and setup data. select only the most important. Enter the product relations using Document/Company Setup Data/Product Relations (see Entering Product Relations [36]). 10. To set up Sales Advisor: 7. 9. 11. it is more convenient to base product relations on product groups. messages can be displayed when the order lines are entered. Otherwise. In Basic Product or Basic Product Group. For experienced sales staff who do not need the defined sales advice messages. You can have mandatory products added to a sales order automatically by selecting the Automatically Add Mandatory Products check box in the Company Settings . Viewing Sales Advice Messages per Product (40) 4.36 Trade & Logistics Procedure for Setting Up Sales Advisor Before you can use the Sales Advisor module. A product relation is simply a defined relationship between two products. If the composition of your product range changes frequently. specify the types of product relations for which a sales advice message is to be displayed and the types for which no sales advice message is to be displayed. if so. When sales orders or quotations are entered. it is best not to select all the check boxes. 4. Only then will you be able to check sales advice when entering sales orders or quotations. Select Document/Company Setup Data/Product Relations. To give two examples: ‘product A is not to be sold together with a product from product group B’ (exclusion relationship) or ‘product X is a better alternative to product Y’ (up-selling relationship). you must first enter product relations. you can suppress the messages using Document/System Setup Data/Users/F6. See Defining Versions [37] for a number of examples of how to use these. 3. Decide whether you want to maintain versions in order to use multiple sets of product relations alongside each other. working with the Sales Advisor module is a piece of cake. Under Report Product Relations in Options/Settings/Company/Trade/Sales Advice. 5. Depending on your settings. . all the product relations that have been entered can be found in the linespecific information for the selected order line. Press F1 for more information about the various types of product relation. Furthermore. To enter product relations: 1. This assumes that you already have a product file. 2. enter the product or product group for which you want to define this product relation. specified by a product relation type. Entering Product Relations (36) Procedure for Working with Sales Advisor Once the setup data and the settings have been entered.Trade(Sales Advice) window. or between a product group and a product. If you have entered numerous product relations for each product (group). enter these using Document/Company Setup Data/Versions.

new versions of products are constantly being introduced to the market. Select Mandatory (Version) in Product Rel Tp and select product X in Related Product. you can link a version to a customer on the Invoice tab of the Customer Setup Data window. only the relevant sales advice messages are displayed. To do so. In a product relation’s setup data you can define the range of versions to which the product relation applies When entering a quotation (Quotations module) or a sales order. The following are examples of how versions can be used. Versions allow you to use multiple sets of product relations simultaneously. to offer less detailed advice to more knowledgeable. Different types of orders: It is also possible to use versions to get different sales advice messages for different types of sales orders. which may make different sales advice messages applicable. it is possible to maintain various sets of product relations simultaneously for customers with different purchasing patterns. This makes it possible. in that way.4 Sales Advisor 37 Figure 4. you can use various product relations alongside each other. You can define different types of product relations for the various types of order. professional (business to business) customers than you would to non-professional customers. • • • Different customer profiles: If you use versions. . By linking a version to a quotation or sales order. Leave the From Version and To Version fields empty. To distinguish these customer profiles. Defining Versions To obtain more extensive options with regard to sales advice messages. for example. Viewing Sales Advice Messages per Product (40) Frequently Asked Questions: • How do I ensure that product X is included in every sales order? Create a product relation without a basic product or basic product group. Evolving products: In many industries. you can specify the version for which the order is intended. you can define versions. A good example of a company that has to deal with such different types of orders would be a software company that provides courses and consultancy as well as software packages. you can continue to sell these different products alongside each other and still get the correct sales advice messages displayed. The product relations in the Your Garden Products company. these guarantee automatically that the orders are entered in the correct way.1.

If you do not work with versions. the Advice button is shown in bold type. If there is more than one message for the same product relation type . • A message will now appear for those product relations for which you selected the Report Product Relations check box in Options/Settings/Company/Trade/Sales Advice. Enter a customer in Despatch Customer. this will be copied to the sales order as the default value. The various aspects and possibilities of the Sales Advisor module will become clear from the example below. you can specify a default version in Options/Settings/Company/Trade/Sales Advice. Retrieving an Overview of Product Relations by Version (42) 4. 5. Select File/Trade/Sales Orders. 3. products that have a product relation of the Mandatory type with product BS-997 will automatically be added to this sales order. The functionality of Sales Advisor is also available in Quotations. only the sales advice message relevant to this version will be available for the product in this order line. To enter a sales order with Sales Advisor: 1. If desired. Select Edit/Add (CTRL+INS/CTRL+N). This version is entered as the default value when a new sales order is created. your customers and your products. You have already entered the setup data. Select Edit/Add (CTRL+INS/CTRL+N) to enter a new sales order.these messages will appear in the order of priority that you defined for the relevant product relations. • If you create a sales order for a particular version.for example. Enter a name and a description. with only Sales Advisor as an extension module. This product has a number of product relations linked to it (see Entering Product Relations [36]). If you have defined a number of versions. Because there are more product relations that have been entered for product BS-997. Otherwise. leave the Version field clear. when there are several alternative products . enter 1in the line that you have entered and in any lines created automatically. In addition. Select View/Line-Specific Information/Sales Advice or click Advice to display an overview of all the advice messages for product BS-997 below the order lines . • If you selected the Automatically Add Mandatory Products check box in Options/Settings/Company/Trade/Sales Advice. 2. 8. The procedure described in this paragraph assumes that you work with the Sales Orders module. 4. 3. If a version is linked to this customer. Under Report Product Relations in Options/Settings/Company/Trade/Sales Advice. 2.38 Trade & Logistics To define versions: 1. References to sales orders can be applied equally to quotations. 7.4 Entering a Sales Order with Sales Advice Messages Example Working with the Sales Advisor module is most easily explained using the Your Garden Products sample company. Press F4 in Product and select the product BS-997 (Sprinkler Hose 15m). select another version. only the Mandatory Product check box is selected. Select Document/Company Setup Data/Versions. cross-selling products and a bonus product have been linked to this product. the Standard Version in Options/Settings/Company/Trade/Sales Advice is used. Under Ordered. 6. Select the Entry tab (ALT+2).

The entry window closes and the order is displayed in the Sales Orders window. Click OK to save the sales order. Cross-selling) next to the sales advice messages for more information about the other products. The cross-selling product is added to the order. The advice messages that are displayed with a sales order are always based on the product relations available at the time the order is entered. Figure 4. Enter 1 again in Ordered on the line that has just been added. Select product BS-1320 (Electronic Water Timer) and click OK. 9. Select one of the commands in Edit/Sales Advice or click one of the buttons (e. 10. All Cross-selling –type product relations for the product BS-997. 11. A mandatory product. The products that are added to the order based on a sales advice message are shown in a green line.2. ready for further processing. Select Reports/Check Product Relations to see whether changes to Mandatory and/or Exclusion–type product relations will affect any sales orders already created. .3. Product relations that are changed later are not incorporated in the sales orders that have already been entered. 12. two cross-selling products and a bonus product are available for product BS-997.g.4 Sales Advisor 39 Figure 4. You can use Document/Update Sales Advice to update the sales advice overview for the selected order line.

Click OK. When one of these green lines is selected. 2. Selct View/Columns. an explanation of the origin of the line is displayed in the Advice field (when the Advice button is clicked). and click Add. The Entry tab of the Sales Order window will now include an Advice column.6 Viewing Sales Advice Messages per Product You can also make good use of the information that you have recorded with the Sales Advisor module when answering customers’ questions by telephone. 4. only the product relations for the selected product will be shown. You can view the available product relations for a given product in the Sales Order window by selecting View/Line-Specific Information/Sales Advice or clicking the Advice button on the Entry tab. select View/View Management to mark the view as the default view. Frequently Asked Questions • Too many messages are displayed when an order line is entered.40 Trade & Logistics Order lines added (whether automatically or manually) on the basis of sales advice messages are highlighted in green. To add the extra Advice column: 1. e. Select an invoice and select Edit/Setup Data (F6/ENTER). 8. Select File/Trade/Products. How can I deactivate these? Select Options/Settings/Company/Trade/Sales Advice and. 2. . This column is marked for order lines for which one or more advice messages are available. To view product relations for a product: 1. with the name Advice. Select Sales Advice Exists in Available Columns. 7. If you wish. To respond quickly to questions about comparable products or bonus products. Select View/Save View As to save the new view. you can add an Advice column. Select Edit/Product Relations by Product. Select the product for which you want to view the product relations. 4. 3.5 Displaying an Additional Column in the Sales Order Window ⌧ AccountView Business To enable you to view at a glance the products for which sales advice messages are given in a sales order. all you need is access to the product management system in AccountView From the product management system. clear the check boxes for the product relations that you do not wish to display when a line is entered. under Report Product Relations.g. 4. 6. 5. Select the Entry tab. 3. In the Product Relations by Product window. Select File/Trade/Sales Orders. you can view all the product relations that have been defined for a given product.

The Product Relations by Product window is a reactive window containing line-specific information. This section discusses two reports that are more detailed. . For example.7 Retrieving Sales Advice Reports The data recorded using Sales Advisor can be retrieved and analysed using various reports. Select File/Trade/Sales Orders or File/Trade/Quotations. 3. In the Product Relations by Product window.4.4 Sales Advisor 41 Figure 4. Edit/Product Relations by Product Group (F1) 4. Select Reports/Check Product Relations. Press F1 to retrieve more information. If you position the windows side-by-side on your screen and select a different product in Products. this report can be useful when you have made changes to your product relations and you don’t know whether certain outstanding sales orders have been invalidated as a result. and which product relations (if any) are not complied with. the information in Product Relations by Product will change accordingly. only the product relations for the selected product are shown. Checking Product Relations The Check Product Relations report allows you to quickly see whether the selected sales orders or quotations comply with the Exclusion and Mandatory–type product relations. To check the validity of sales orders or quotations: 1. 2. Specify a range of sales orders or quotations whose validity you want to check. The Product Relations and Versions reports are simple overviews that you can display and print from the Product Relations and Versions windows. The report will state whether each sales order or quotation complies with all the product relations.

you can retrieve an overview of all product relations that are applicable to a certain version.42 Trade & Logistics Retrieving an Overview of Product Relations by Version If you work with versions. To retrieve an overview of product relations per version: 1. You can indicate whether you just want to check product relations between products. select the range of versions for which you want to retrieve the overview. 3. Select Reports/Product Relations by Version. or look at product relations between product groups and products as well. 4. you can restrict the number of product relations by specifying a range of basic products or basic product groups. Under Version. 2. If you wish. Select Document/Company Setup Data/Product Relations. .

2. are available: • • • • • • • • • • • • Maintain records of an unlimited number of subscriptions and subscription groups Generate sales invoices on the basis of subscriptions created. as desired (Temporarily) block subscriptions Renew subscriptions manually or automatically Standard reports: • Subscriptions • Subscription Groups • Invoices • Subscriptions to be Invoiced Drill-around Sales History by Subscription Subscriptions view in sales drill arounds.Procedure The following explains in brief the procedure for using the Subscriptions module. Using Document/Company Setup Data/Subscription Groups. 5. The following functionalities. The commodities or services for which you want to generate these recurring invoices must first be recorded as ‘products’ in AccountView. Regularly recurring invoices can be associated with such issues as maintenance contracts.5. Subscriptions The Subscriptions module offers you a convenient way of generating regularly recurring invoices at a time of your choosing. Check whether the commodities and services to which customers can subscribe have been entered as products in your company. subscriptions and memberships. Sales Invoices per Customer 5. For the rest. To set up Subscriptions: 1. Procedure for Setting Up Subscriptions Before you can use the module. you have to define certain items of setup data. define the subscription groups in which you will define a number of generic attributes of your subscriptions.1 Subscriptions .Functionality The module extends the functionality of the Sales Order Processing module. and also with rental and leasing agreements. these invoices are processed in the same way as in Sales Order Processing. among others. For each subscription that you create. e. This procedure is described in more detail in the remainder of this chapter.g.2 Subscriptions . if desired in advance for the next financial year Print immediately final invoices for generated sales invoices Option to generate either sales orders or sales invoices (Sales Orders module) Ensure that invoices always reflect current prices Invoice for incidental additional costs Exclude certain subscription lines from invoices on an incidental basis. you can specify which products are to be invoiced. .

Press F1 to retrieve more information. quarterly or annually. If the Sales Orders module is available. period of notice and invoice interval is possible! By linking a subscription group to each subscription. use the Generate field to specify whether you want to generate sales orders or sales invoices when processing your subscriptions. . among other things. Maintenance is carried out monthly. such as the renewal period. the minimum duration of the contract is one year. Your Garden Products is a business that.44 3.1. you could distinguish the following subscription groups: Subscription Group YEAR YEAR_DD QTR_DD MONTH_DD Renewal Period 12 months 12 months 12 months 12 months Notice Period 2 months 2 months 2 months 2 months Invoice Interval 12 months 12 months 3 months 1 month Direct Debit no yes yes (mandatory) yes (mandatory) Table 5.3 Defining Setup Data for Subscriptions Creating Subscription Groups Before recording subscriptions. To charge for the subscriptions. 4. Customers can take out a contract for this service. Select the Renew Automatically check box to renew subscriptions in this group automatically after the final termination date has passed (see Renewing Subscriptions Automatically [53]). 2. Select Edit/Add (CTRL+INS/CTRL+N). You then process these in the normal way. the generic attributes are made available to your subscriptions. Enter the data that is called for in the other fields. 4. Possible subscription groups for the Your Garden Products example. 5. Depending on the nature of your business. To set up the accounting system for subscriptions in Your Garden Products. Using Subscriptions . maintains gardens for businesses and private individuals. 3. A subscription group is actually a form of subscription in which you define a number of generic attributes for your subscriptions. To create a subscription group: 1. In the case of invoicing per month or per quarter. All contracts are automatically renewed for another year unless the client cancels. using it is very simple. the period of notice and the invoice interval. Cancellation is subject to two months’ notice.Procedure Once you have set up the module. you should first determine which subscription groups you want to distinguish. you order AccountView to generate sales invoices for a selection of subscriptions. Select Document/Company Setup Data/Subscription Groups. 5. Invoicing takes place at the end of the month in which the maintenance was carried out. Your Garden Products requires payment to be made by direct debit. Select Options/Settings/Company/Trade/SO Processing and check the settings for incidental and/or composite products in subscriptions. Trade & Logistics Enter the subscriptions using File/Trade/Subscriptions. Enter a name and a description. you can make this as detailed as you wish – every imaginable combination of duration. 5. depending on the client’s wishes.

Invoicing One-Off Charges (50) Of course. any applicable price lists are naturally also taken into account Because of this construction. you may wish to deviate from this on occasions. subscriptions have a fixed price. If desired. Creating Subscriptions (45) Creating Subscriptions After you have defined the subscription groups. a subscription is a collection of products that are periodically invoiced to a customer. The Document/Company Setup Data/Subscription Groups command is used to define such matters as the period of notice and the invoice interval. or that you may need to charge for additional costs of materials in a specific invoice. In AccountView. However. in such cases changes to the product price are not automatically incorporated in the subscription. This has a great advantage in that you do not have to modify your subscriptions when you implement price changes in your product file. A third possibility is to apply a line discount to the generated sales invoices. In the subscription. For example. you can specify an agreed total amount for a subscription line on the Entry tab of the Subscription Setup Data window. you must define (among other things) the date when the . Two examples are: • • Subscription discounts: You can process these in your subscriptions in various ways. Another possibility is to create a separate product called ‘Discount’ with a negative sales price. Determining Subscription Prices The price of a subscription is determined by the products that you link to it. you can enter the subscriptions. you can create price lists for customers who are eligible for discounts. if you use the Volume Discounts module. multiplied by the quantities supplied. in a subscription you can always use a price that is different to the sales price defined in a product’s setup data. Incidental invoice lines: It is quite possible that you may want to charge for one-off installation or administration costs in the first invoice you send. If you also use the Volume Discounts module. Of course.5 Subscriptions 45 Figure 5. The price of a subscription consists of the sum of the product prices.1.

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first invoice is to be sent. With this, in combination with the subscription group that you link to the subscription, you define the
invoice dates for the entire duration of the subscription.
In the subscription, you only define product codes and not prices. This means that up-to-date prices are always used when a sales
invoice is generated. As a result, when you make changes to prices in your product file, you do not have to enter these in your
subscription data as well.
To create a subscription:
1. Select File/Trade/Subscriptions.
2. Select Edit/Add (CTRL+INS/CTRL+N).
3. Enter an unambiguous description.
4. Select one of the subscription groups in the Subscription Group field. In doing this, you make the generic attributes of the
subscription group available to the relevant subscription.
5. A subscription is always associated with a specific person. In the Customer field, select the customer for whom the sales
invoices are to be generated.
6. By default, the start date of the subscription is suggested as the first invoice date. If you do not want to charge for the first
invoicing periods (e.g. because the first six months are free), you should enter a date in Date of First Invoice.
If your subscription structure allows for it, it is a good idea to set all invoicing dates to the same day of the month (see Invoicing
for Subscriptions [47]).
7. Enter the data that is called for in the other fields. Press F1 to retrieve more information.

Figure 5.2. On the General tab, you define (among other things) the invoice dates for the subscription.

8.
9.

Select the Entry tab.
Select Add to enter products and quantities. Create one line for each product and enter the quantity to be delivered.
Press F4 in the Product column to select a product.
10. Select Dev Amt if, for a subscription line, you want to use an agreed, fixed price instead of the sales price defined in the
product’s setup data. In this case, you can enter the total amount to be invoiced for this line in Amount.

5

Subscriptions

47

11. Select the One-Off to Invoice check box for those products – such as ‘Registration Fees’ - that you only want to invoice once.
Subscription lines for which the One-Off to Invoice column is marked are only invoiced in the next sales invoice that is
generated.

Figure 5.3. Because the One-Off to Invoice column is marked in the line for the administration fee, this line will only be charged in
the next invoice.

12. On the Periods tab, check which invoice dates have been generated. If the subscription is linked to a subscription group that
supports invoicing in advance, these invoice dates may also fall in the next financial year. If not, only the invoice dates for the
current financial year are displayed.
Invoicing One-Off Charges (50); Invoicing Subscriptions in Advance (52)
Frequently Asked Questions:
• How do I change a subscription’s invoice interval?
This depends on the situation.
• As long as no sales invoices have been generated for a subscription, you can simply select another subscription group in the
subscription’s setup data. You can check whether the new invoice dates are as desired on the Periods tab of Subscription
Setup Data.
• If sales invoices have already been generated for a subscription, you can no longer link a different subscription group to that
subscription. To change (for example) a quarterly subscription into a monthly subscription, you will first have to terminate
the quarterly subscription using Document/Terminate Subscription. You then create a new monthly subscription for the
relevant customer.
Terminating Subscriptions (55)

5.4 Invoicing for Subscriptions
You can periodically invoice the subscriptions that have been entered. Because you can specify an initial invoice date, you can be
quite flexible in determining the dates for invoicing. As you will have seen in connection with creating subscriptions, AccountView

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automatically generates the invoice dates for you (Periods tab). These invoice dates serve only to determine which subscriptions can
be invoiced; you are still free to decide when you will invoice the subscriptions.
If you order AccountView to generate a sales invoice for a subscription, the program will check whether there are still invoice dates
outstanding for that subscription in the current financial year; in other words, whether there are still invoice dates in the current
financial year for which no sales invoice has been generated yet. If so, a sales invoice is generated for the oldest outstanding invoice
date, even if this is a date in the future, calculated from a reference date to be specified.
In this way, it is possible to invoice in advance within the current financial year. However, it is best not to invoice too far in
advance (see Renewing Subscriptions Automatically [53]). It is also possible to invoice periods from the next financial year
within the current financial year (see Invoicing Subscriptions in Advance [52]).
You can generate sales invoices for a selected subscription, a series of marked subscriptions or all subscriptions (within a given
selection). If the Sales Orders module is available, and if Sales Orders has been selected in the Generate field in the Company
Settings - Trade (Sales Order Processing) window, AccountView will first generate sales orders (see Generating Sales Orders [49]).
To check the required settings:
1. Select Options/Settings/Company/Trade/SO Processing.
2. Check whether Direct Sales Invoice Posting has been selected. This setting ensures that the sales invoice will be posted
immediately after the Final Invoices report has been printed.
3. If appropriate, select the Print Final Invoice When Generating Invoice check box. This setting ensures that you can print a final
invoice immediately after generating a sales invoice.
To invoice all subscriptions that have an outstanding invoice date on the reference date:
1. Select File/Trade/Subscriptions.
2. Select Document/Generate Sales Invoices to generate a sales invoice for the oldest outstanding invoice date of each
subscription.
3. Enter the desired date in Ref Date. A sales invoice will only be generated for subscriptions that have an outstanding invoice date
on or before this date.

Figure 5.4. If subscription number 200510003 still has an outstanding invoice date on 14 March 2007, a sales invoice will be
generated for this subscription.

5

4.

5.
6.
7.
8.
9.

Subscriptions

49

Even if more than one invoice date has elapsed on the reference date, a sales invoice will only be generated for the oldest date.
This means that invoice dates are never skipped and that invoices are not generated unnoticed for several invoice dates
simultaneously.
Select All and then select Next. Click Print if you wish to print an overview of the generated sales invoices.
If you selected the Print Final Invoice When Generating Invoice check box in Options/Settings/Company/Trade/SO
Processing, you can click Next. The Final Invoices window will now appear; enter the data that is asked for and click Print.
Skip steps 5 to 9.
Select File/Trade/Sales Invoices.
Select or mark the generated sales invoices.
Select Reports/Final Invoices.
Enter the required data and click Next. Press F1 to retrieve more information.
Click Print. The processing of the subscriptions is now complete. On the Periods tab of the Subscription Setup Data window, an
invoice number has been allocated to the oldest outstanding invoice date and the Sales Order Processed column has been
marked.
Printing Sales Invoices (

); Marking Subscriptions Based on Criteria (49)

Generating Sales Orders
⌧ Sales Orders
If the Sales Orders module is available, you may opt to first generate sales orders when you process subscriptions. To do so, select
Sales Orders in the Generate field in Company Settings - Trade (Sales Order Processing). In the Subscriptions window, you will
then select Document/Generate Sales Orders. The procedure is the same as that for generating sales invoices, as described above.
Based on the sales orders generated, you can create sales invoices in the usual fashion.
Sales Orders (57)

Marking Subscriptions Based on Criteria
If your company has numerous subscriptions and you do not want to invoice them all at the same time, you can have the
subscriptions marked for invoicing on the basis of a number of specified criteria. Only subscriptions that satisfy all your criteria will
be marked.
To invoice subscriptions linked to a specific subscription group:
1. Select File/Trade/Subscriptions.
2. Select Document/Mark Subscriptions To Be Invoiced.
3. In the Ref Date field, enter the date that AccountView is to use as the basis for deciding whether sales invoices are to be
generated for subscriptions.
4. Enter a range of subscription groups. You can also specify a range of subscription numbers, customers or sales representatives.
5. Click Next. You can now see how many subscriptions will be marked with this setting.
6. If this is the result you wanted, click Finish. The subscriptions are now marked.
7. Select Document/Generate Sales Invoices.
8. Continue by following the steps described in Invoicing for Subscriptions [47].

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Trade & Logistics

Figure 5.5. All the subscriptions to which the MONTH_DD subscription group is linked, and which still have an outstanding invoice
date on 14 March 2007, are marked.

Invoicing One-Off Charges
The module is designed to make it easy to generate regularly recurring invoices. However, even regularly recurring invoices can be
subject to variation. For example, it is quite possible that you may want to include one-off charges (e.g. for installation, registration
or administration costs) in the first invoice. Furthermore, situations may arise when you need to charge for additional costs of
materials in a specific invoice.
Providing the one-off charges have been entered as products in AccountView, both these situations can be resolved easily using the
Subscriptions module. One-off subscription lines are only invoiced in the next sales invoice to be generated. Therefore, if you wish to
make a one-off charge for a product half-way through the year, you will have to add that product to the subscription later.
You can also add a one-off product to the generated invoice instead of to the subscription, but in that case the relevant
information is not saved with the subscription.
To invoice one-off charges:
1. Select Options/Settings/Company/Trade/SO Processing and ensure that the Delete One-Offs from Subscription after
Invoicing check box is selected. Press F1 to retrieve more information.
2. Select File/Trade/Subscriptions.
3. Select the subscription for which you want to invoice additional, one-off charges.
4. Select Edit/Setup Data (F6 or ENTER).
5. Select the Entry tab.
6. Click Add to enter a new product.
7. Press F4 in the Product column to select a product.
8. Select One-Off to Invoice for the products that you wish to include only in the next sales invoice to be generated.
As soon as the final sales invoice containing the one-off product has been created, the One-Off Inv column is marked.
In File/Trade/Products/F6/Sales you can select the Invoice One-Off Line in Subscription check box so that the One-Off to
Invoice column will be marked automatically when you select this product.

Skipping Invoices
As you already read in the section on Creating Subscriptions [45], you can easily offer a free subscription for the first few months by
entering in the Date of First Invoice field a date that is different to the start date. In addition, you can prevent the odd invoice being
sent at any point through the year while still allowing the subscription to continue.

Select the Periods tab.6. 3. you should check that the Invoice No (or Order Number) column is cleared and that the Sales Order Processed column is not marked for the relevant invoice date. so they do not receive an invoice for that month. you can specify. In February. subscription 200510002 will not be included. you can block these subscriptions in the Subscription Setup Data window. blocked subscriptions cannot be marked using Document/Mark Subscriptions To Be Invoiced. Mark the No Invoice column for the invoice date that you don’t want to invoice. Before you can continue with the next step. Select the subscription that you do not wish to invoice in a specific period. you can send a credit note. these will automatically be transferred to the next invoicing period that will be invoiced. In the setup data for the relevant subscriptions. that no sales invoice should be generated for period 3. these clients are not going to pay for the missed visit. To skip invoices: 1. Blocking Subscriptions If you want to (temporarily) stop generating sales invoices for certain subscriptions.5 Subscriptions 51 The company Your Garden Products visits a number of clients each month to maintain their gardens. you had planned to invoice one-off charges for this period. 5. by chance. 6. due to circumstances beyond the company’s control. for example. it was unable to visit five of these regular clients. • If the Sales Order Processed column is marked. Furthermore. Figure 5. Of course. Select Edit/Setup Data (F6 or ENTER). If. nor can they be renewed. The next time you generate sales invoices based on subscriptions. you can still delete the invoice or order in question. 4. Select File/Trade/Subscriptions. . 2. • If the Invoice No column is not cleared but the Sales Order Processed column is cleared.

The subscription group MONTH_DD stipulates that the subscriptions belonging to this group may be invoiced two months in advance. 5. a sales invoice is generated for the oldest outstanding invoice date. by changing an existing subscription group: Only use this procedure if you want to use advance invoicing for all subscriptions to which this subscription group has been linked. 2. even if that date is in the future (see Invoicing for Subscriptions [47]). Enter the advance invoicing term in Advance Inv Term. Select Edit/Add (CTRL+INS/CTRL+N) to add a new subscription group. In the Subscriptions window. by default. The only difference is that the Ref Date field in the Generate Sales Invoices window and in the Mark Subscriptions To Be Invoiced window will take into account any invoice dates in the next financial year. This can be achieved by defining the advance invoicing term for one or more subscription groups. or modify the properties of an existing subscription group that is already in use. Select Document/Company Setup Data/Subscription Groups. 3. then select Edit/Setup Data (F6/ENTER). 3. 2. To invoice subscriptions in advance. a sales invoice will be generated for the oldest outstanding invoice date as soon as you order AccountView to execute this. is advance invoicing in the next financial year possible. The values from the Advance Inv Term field will be added to the reference date entered. AccountView will check whether that subscription has any outstanding invoice dates on or before 8 February of the next financial year. Select the subscription group that you want to modify and select Edit/Setup Data (F6/ENTER). this will make a number of invoice dates from the next financial year available in the current financial year. 4. 5. Select Document/Company Setup Data/Subscription Groups. 3. After a subscription is unblocked. It may be desirable to have the ability. Select the subscription you want to block. 2. when AccountView has created a new financial year with new periods. mark the subscriptions to which this subscription group has been linked. To invoice subscriptions in advance. Select Document/Recalculate Invoicing Periods to add the appropriate invoice dates. Depending on the invoice interval and the invoice dates generated. If a reference date of 8 December is used while generating a sales invoice for one of these subscriptions. This functionality only supports advance invoicing within the current financial year. to send subscription invoices in the current financial year that relate to the next financial year. Enter the advance invoicing term in Advance Inv Term. Only after year-end processing. You can create a new subscription group for this purpose. Press F1 to retrieve more information.52 Trade & Logistics To block a subscription: 1. Verify this on the Periods tab of the Subscription Setup Data window. Invoicing for Subscriptions (47) . Link the desired subscriptions to this subscription group by selecting the new subscription group in the Subscription Group field in the setup data of each of these subscriptions. Invoicing subscriptions with one or more invoice dates in the next financial year takes place in the same way as invoicing other subscriptions. and enter the data requested (see Creating Subscription Groups [44]). Check the Blocked check box. 4. Press F1 to retrieve more information. 1. Select File/Trade/Subscriptions. using a newly created subscription group: 1.5 Invoicing Subscriptions in Advance If you order AccountView to generate a sales invoice for a subscription.

Check that a subscription group is linked in the Subscription Group field and that the Renew Automatically check box is selected. However. there is always a danger that some subscriptions may be forgotten. 2. This is because the final termination date has not passed at that point. If your company has subscriptions that are renewed automatically and those that are renewed manually.5 Subscriptions 53 5. you will need to create different subscription groups for these two categories. both types will be displayed in this report. If you had entered an end date for the renewed subscription. If you have not yet defined an end date for the subscription. A subscription is always renewed by the period that is defined in the Renewal Period field of the Subscription Group Setup Data window. all the following conditions must be met for this to happen: • • • The Renew Automatically check box must be selected in the setup data of the linked subscription group. Select File/Trade/Subscriptions. This is a very important point with regard to the setup of the module. To avoid this. Setting Up Automatic Renewal To set up automatic renewal of a subscription: 1.6 Renewing subscriptions In the setup data of a subscription group. the date on which the renewal period ends is temporarily used instead. 3. The Terminated check box must be cleared in the setup data of the subscription. a notice period of 2 months and invoice dates of 1 January and 1 April is not renewed automatically if the final sales invoice is generated before 30 April. A subscription that has a duration of half a year (Renewal Period: 6 months). If you renew subscriptions manually. These are subscriptions that can no longer be terminated on a given reference date. you can retrieve a report showing the subscriptions that are eligible for renewal before you start renewing them manually. If you want your subscription structure to include subscriptions that are renewed automatically and subscriptions that have to be renewed manually. it may be desirable to renew subscriptions manually – for example. Select the subscription for which you want to set up automatic renewal. This date is determined by deducting the period of notice from the end date. This also means that you should not generate the sales invoices for your subscriptions too far in advance. . Terminating Subscriptions (55) Renewing Subscriptions Manually In some cases. if you only want to renew a subscription after the advance payment for a new year has been received. Subscriptions that you want to renew manually should be linked to a subscription group in which the Renew Automatically check box is cleared. you can mark the Renew Automatically field to specify that the subscriptions in this group are to be automatically renewed. Renewing Subscriptions Automatically A subscription is renewed automatically when the final sales invoice of the current financial year is generated. the renewal term would be added to this after the subscription had been renewed automatically. The final termination date must have passed.

You can also renew a subscription manually by entering a different end date in the subscription’s setup data. 4. Select File/Trade/Subscriptions. For example. 5. Select Reports/Subscriptions. Figure 5. 4. Select the Only Subscr Whose Final Termination Date Has Passed check box to renew only those subscriptions whose final termination date has passed on the Ref Date. All the subscriptions to which the sales representative GOODALL is linked and whose final termination date has passed on 31 December 2007 will be renewed. In that case. 2. mark the subscriptions that you want to complete. taking into account the invoice interval of the linked subscription group. enter any additional criteria that the subscriptions must meet in order to be renewed. Select Document/Renew Subscriptions. Select the Only Subscr Whose Final Termination Date Has Passed check box to retrieve an overview of the subscriptions that are eligible for renewal. Select File/Trade/Subscriptions. If desired.54 Trade & Logistics To retrieve a report showing subscriptions for renewal: 1. 3. 2. Press F1 to retrieve more information.7. . enter a series in Subscription Group so that subscription groups in which the Renew Automatically check box is selected are not displayed in the report. 3. any additional invoice dates for the current financial year are added on the Periods tab. In the other fields. If applicable. The report will now display only subscriptions that cannot be terminated on the date entered in Ref Date. exclude certain subscriptions from the report. To renew subscriptions manually: 1.

5

Subscriptions

55

5.7 Terminating Subscriptions
If a customer cancels his or her subscription, you can process this fact in your system at any desired moment. Because the possible
termination dates are determined by the status of the subscription, it is not possible to terminate multiple subscriptions
simultaneously. After the subscription has been terminated, you can still generate sales invoices in the normal way for the
outstanding invoice dates. The data relating to the terminated subscription remains stored in your company.
To terminate a subscription:
1. Select File/Trade/Subscriptions.
2. Select the subscription that you wish to terminate.
3. Select Document/Terminate Subscription.
Depending on the subscription’s status, AccountView suggests a termination date:
• the subscription can be terminated in so many days after today’s date (i.e. after a period equal to the period of notice).
• if an end date has been specified for the subscription, you can indicate that the subscription is to end on this date (select
Current End Date) or that the subscription is to be renewed for one period.
• You can specify an alternative end date if you wish. This means that you can (occasionally) allow the official notice period
to be ignored.
4. Click OK. The (new) end date is entered the subscription’s setup data and the Terminated check box is selected.
If desired, you can enter the date on which you received the cancellation notice (Cancell Received) and the reason for the
cancellation (Cancellation Motive) on the General tab of the Subscription Setup Data window.
Document/Company Setup Data/Cancellation Motives (F1)

5.8 Retrieving Subscription Reports
The Subscriptions module comes with a number of reports that you can use to quickly retrieve all the relevant information. You can
retrieve the following reports from the Subscriptions window:

Subscriptions
This report gives an overview of all the subscriptions that have been created in your company. You can create various filters to
customise the content of the report. For example, the Only Subscr Whose Final Termination Date Has Passed field provides a
quick overview of all subscriptions that cannot be terminated at a specified reference date, and which can therefore be renewed.
By selecting Only Terminated Subscriptions, you can retrieve a report showing all the subscriptions that have been terminated.
Invoices
The Invoices report shows the invoicing status for each invoice date of each subscription. For each date for which a sales invoice
has been generated, the report shows the relevant invoice number. You can also see clearly how many invoices are still to be
generated in the current financial year.

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Trade & Logistics

Figure 5.8. The Invoices report gives a clear overview of the invoicing status of each subscription.

Subscriptions to be Invoiced
This report gives an overview of all the subscriptions for which one or more sales invoices still have to be generated as of a
given reference date.
In addition to these reports, you can use Search/Drill around to open the Sales History by Subscription drill-around; this allows you
to inspect historical sales information by subscription.
Reports/Subscription Groups (F1)

6. Sales Orders
The Sales Orders module provides an extensive sales order accounting system and gives you maximum control over the delivery of
products. If you try to keep your stock levels relatively low to control the cost of having goods in stock, some products may
temporarily be out of stock. The Sales Orders module allows you to place these products in backorder. This way, you will keep a
perfect insight into your sales orders, and you can also see at a glance what purchase orders need to be placed. Because the module is
fully integrated with the Sales Order Processing module, all the operations you perform to enter sales orders and to process invoices
remain the same.
First of all, the module allows you to place products in backorder. Your stock data is immediately updated when you enter orders and
backorders, so you always have the necessary information to make decisions.
Secondly, this module allows you to print all the necessary forms for the sales order process, such as order confirmations, freight
letters, shipping labels, and delivery notes. A number of standard layouts are provided for all of these forms. These layouts can be
adjusted to the situation in your own organisation, but you can also design completely new layouts if desired. If you have the
Authorisation module, you can specify that some these forms must be authorised first.
Furthermore, the Sales Orders module provides you with a number of ‘drill around’ facilities. These can be used to retrieve sales
information such as the following from sales order lines: Sales Orders per Product, Sales Orders per Customer, Sales Orders per
Product per Customer, Sales History per Product, Sales History per Customer and Sales History per Product per Customer.

6.1 Sales Orders - Functionality
This module extends the functionality of the Stock Control and Sales Order Processing modules. The following functionalities,
among others, are available:








Record five stock quantities: Ordered, Delivered, To Deliver, In backorder and Invoiced.
Place products on backorder or retrieve them from it in the Sales Order Lines window.
Group several sales orders from the same customer into one combined order.
Additional order forms available for every order: order confirmation, pick list, shipping label, freight letter, delivery note.
Automatically set amounts and quantities on recurring invoices to zero.
Automatically suppress zero lines (backorders) on delivery notes and invoices.
Check stocks during the entry and/or marking of the order.
Make prior authorisation of one or more order forms compulsory (Authorisation module).
Standard reports:
• Products in Backorder
• Products on Order (sales)
• Orders by Customer

6.2 Sales Orders - Procedure
Implementation of the Sales Orders module will usually ensure that sales invoices are no longer entered manually. Instead, you enter
a sales order, on the basis of which a sales invoice is generated as soon as the products have been delivered. This enables you to have
AccountView verify whether your free stock is sufficient. If this is not the case, the Sales Order window gives you the option of
placing the products in backorder.

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In addition, you can print additional forms for each order, such as an order confirmation, a delivery note, a shipping label or a freight
letter. As the delivery note is printed, you update your stock control system with the delivery of the products. If you also have the
Authorisation module, you can define that some (or all) order forms should be authorised before the order can be further processed.
The procedure for entering a sales order is very similar to that for entering a sales invoice, and will only be discussed in general terms
in this section.
Sales Order Processing (

)

6.3 Defining Settings for Sales Orders
You start by defining a number of settings for your company. The main settings relate to the way in which stock types are updated
and in which order or backorder information is displayed on invoices.

Figure 6.1. For the Sales Orders module, you can define a number of settings relating to processing sales orders and printing order
forms.

To define the settings for sales orders:
1. Select Options/Settings/Company/Trade/Sales Orders.
2. Enter the data in the window. Press F1 to retrieve more information.
3. Select Stock in the tree structure.
4. Under SO Stock Control, indicate at which moment the free stock should be checked.
5. Define the settings for printing order forms (see Linking Invoice Layouts [ ]).
You can automatically save copies of sales invoices, order slips and delivery notes. In the case of delivery notes, for example, the
originals are sent to your customers and the copies are saved for future reference. The document copies are not printed, but are saved
as files.
Defining Document Copy Settings (

); Creating and Linking Order Form Layouts (58)

6.4 Creating and Linking Order Form Layouts
You can create layouts for order confirmations, delivery notes, freight letters, and shipping labels. The Sales Orders module offers a
number of standard layouts that are ready to be used. You can easily customise these layouts. There are also layouts that you can use

6

Sales Orders

59

without adjustment. Your business data in Options/Settings/Company/General/Address is used for these. You can recognise these
layouts by the suffix ADD. No layout is needed to print a pick list.
Before you can start printing order forms, you will have to link the correct layouts. You can always use the same layout for the same
type of form. It is also possible, however, to use different layouts for various languages or target groups.
Creating Invoice Layouts (

); Linking Invoice Layouts (

)

6.5 Entering and Posting Sales Orders
Using the Sales Orders module in addition to the Sales Order Processing module offers you considerably more options in your sales
order processing system. Your customer’s order is initially recorded in a sales order. This enables you to have AccountView verify
whether your free stock is sufficient. If this is not the case, you can place the products in backorder. In addition, you can print
additional forms for each order, such as an order confirmation, a delivery note, a shipping label or a freight letter.
Printing of the delivery note ensures that your system is updated with the delivery of the products. The quantity On Order in the
stock control system is reduced, and the quantity Despatch’d is increased.
The Sales Order window contains several tabs, identical to those in the Sales Invoice window. As soon as the products have been
delivered and the delivery note has been printed, you generate a sales invoice based on the order. All data from the Sales Order
window is automatically copied to the Sales Invoice window.
To work with sales orders:
1. Select File/Trade/Sales Orders to enter a sales order (see Entering Sales Invoices [

2.
3.

]).

If you also have the Sales Information System module, you can enter sales orders directly while working in the Customers
window by using the Document/Create Sales Order command.
Enter the products ordered and to be delivered. Products for which there is insufficient free stock can automatically be placed in
backorder (see Placing Products in Backorder [60]).
Print the delivery note with Reports/Delivery Notes. The Delivery Notes window is displayed. If desired, you can select a
different layout in this window. If you do so, all delivery notes will be printed using the same layout, instead of the layout that
has been linked to the company or the customers by means of the language code.

Figure 6.2. The correct layout can be selected automatically on the basis of the language code. If you want to use a different layout,
select the Select File option and then browse to the desired layout.

4.
5.

Click Next.
Make sure that the delivery notes were printed correctly. Click Finish if this is the case. Click Cancel if there was a printer
failure or other problem, and print the delivery notes again.

and the Quantity to Deliver is set to zero. In backorder and Invoiced. you may not be aware that certain products are out of stock until your warehouse personnel tries to pick them. Once the delivery note has been printed. your free stock has become negative. Print the invoice with Reports/Final Invoices. Select the Entry tab. You can now process the sales invoice in the usual manner. Select File/Trade/Sales Orders. 7. 2. In the Quantity to Invoice field. 6. 5. These quantities are displayed in the line-specific information on the Entry tab of the Sales Order window. Under normal circumstances (if there is sufficient free stock). the quantity to be invoiced is automatically updated. the products are considered to have been delivered: the quantity Delivered is set to the same value as the quantity Ordered. Select the sales order which should be partially invoiced. These can be retrieved with the Search/Delivery Note Copy command in the Sales Orders window. Trade & Logistics If you use document copies. AccountView considers the order to have been delivered. you can place all or some of the products in backorder by changing the order quantities. it will continue to be displayed in the Sales Orders window. for example in the event of a dispute. you can enter the quantity of products to be invoiced for each sales order line. Select the line which should be partially invoiced.Trade (Stock). At that point. In such cases. for a multiple-line sales order that has been shipped. the Quantity to Deliver is automatically set to the same value as the quantity Ordered. You can now invoice the products. . To invoice a portion of a sales order: 1. You will be notified if the order cannot be fulfilled because of insufficient stock. As soon as you have printed the delivery note for a sales order with Reports/Delivery Notes. Select Edit/Sales Order Line/Change Line (CTRL+F6). Because the sales order has not been fully invoiced. Checking Stock Quantities over Time during Sales Order Entry (79) Placing Products in Backorder Verification of free stock can be performed automatically. only one line should be invoiced. with the amount that is still to be invoiced. Printing Sales Invoices ( ) Partially Invoicing Sales Orders Sometimes. After the invoice has been processed.60 6. Generate a sales invoice with Document/Generate Sales Invoices. the Sales Orders module keeps track of five quantities: Ordered. you can process only a portion of the sales order. however. the quantity that is initially to be invoiced for a sales order line may be less than the quantity Delivered. Press F1 to retrieve more information. The Delivered quantity is suggested by default. You can determine at which moment your free stock is checked by selecting the desired option in SO Stock Control in Company Settings . When new deliveries are made for the same sales order. Once you receive these products. 4. If your free stock is insufficient to fulfil the order. Select File/Trade/Sales Invoices. Quantity to Deliver. you can retrieve them from backorder and then deliver them. 8. 8. the Quantity to Invoice is reduced accordingly. enter the quantity of products that you want to invoice. 6. Select Edit/Setup Data (F6 or ENTER). In other cases. If you select Do Not Check. 7. a copy of each delivery note will be saved. In order to invoice only a portion of this order. Delivered. 3.6 Working with Backorders For each order line.

• Deliver a limited quantity You deliver a limited quantity of micro-drip system sets for flower boxes to this customer. you have the following options: • Don’t deliver any products You postpone delivery of this product to this customer until your stock has been replenished. In the meantime. Select To Be Entered By User in Order Line and reduce the quantity in To Deliver. In the event of a stock shortage. and you want to supply a limited number to each of them. The remainder will be delivered as soon as your stock has been replenished. for example of CD-ROM players. If you select this field. only the products actually being delivered will be printed on the delivery note. The remainder will be delivered as soon as your stock has been replenished. This may be a good option if only one customer ordered a large quantity of this product. and how many should be placed in backorder. • Deliver the maximum quantity You deliver as many micro-drip system sets for flower boxes as possible to this customer. Figure 6. Select the Deliver Anyway check box in Order Line. Select the Everything in Backorder check box in Order Line. and this customer also ordered other products which you do have in stock. you can place a new purchase order for the sets yourself. Under normal circumstances.Trade (Sales Orders). This may be a good option if the customer only ordered micro-drip system sets for flower boxes and you wish to minimise shipping and handling costs. This may be a good option if several customers ordered the same product. the Stock Exceeding window is displayed when you enter and/or mark an order. • Deliver the full quantity You want to deliver the order anyway. You can change order quantities as often as you like. You can indicate how many products should be delivered. Select the Shortage in Backorder check box in Order Line. until the products have actually been delivered.6 Sales Orders 61 If you select During Entry and/or During Marking. AccountView displays the most important stock data that you will need in order to make a decision. . Decide how you want to fulfil the order in the event of insufficient stock. You can change this with the Suppress Zero Lines on Delivery Note setting in Company Settings . the number of products ordered but placed in backorder is also printed on the delivery note. perhaps because you know that your stock will be replenished later that day. Depending on your settings. this window is displayed if a stock shortage is detected while you enter and/or mark orders.3.

To retrieve products from backorder: 1. the products can be retrieved from backorder. In that case. Select File/Trade/Sales Orders. 3. 4. You can sort the sales order lines first if you wish. you can retrieve products from backorder after your stock has been replenished. or enter the applicable costs for each partial delivery. 5. . you should make the Reports/Products in Backorder command accessible to the purchase department (or warehouse) as well. However.4. Select the Products in Backorder view in order to display all order lines with products in backorder. In many cases. you can use the Extended Access Security I module to ensure that the purchasing department cannot perform and sales activities and vice-versa. Select Edit/Sales Order Lines. retrieving products from backorder is most conveniently done per product. instead of per order. 2. Figure 6.62 Trade & Logistics Check the order costs and transport costs if you are making a partial delivery. • If you retrieve more products from backorder than is possible. Select the product that you want to retrieve from backorder. the individual sales orders cannot be changed or viewed. Check the stock information and indicate how many products should be retrieved from backorder. You can include the total order and transport costs in the final delivery. the Stock Exceeding window will be displayed. Select Search/Sales Order (F6) and enter the number of products that you want to retrieve from backorder in the Deliver column. As soon as your stock has been replenished. for example by Product or Dsp Date. File/Trade/Sales Orders/Stock Exceeding (F1) Retrieving Products from Backorder When products are received in the warehouse. so that the people concerned can check whether products received are in backorder. you can select Reports/Products in Backorder to check whether these products are in backorder. In the Sales Order Lines window. If purchasing and sales roles are segregated in your business.

Reports/Order Confirmations (F1) . by selecting Invoice Customer in the Sequence list box. you can print a form for that order. 6. you can ensure that certain forms (such as order confirmations or delivery notes) can only be printed after authorisation. This makes it easier to retrieve the products ordered by a particular customer from backorder. Sending Order Confirmations Electronically (64). you can print forms for one or more orders. 5. No layout is required to print pick lists. 2. If you have the Authorisation module. You can also do so in the Products in Backorder window. or if an order has been placed in backorder. File/Trade/Sales Orders/Stock Exceeding (F1) 6. To retrieve products from backorder for individual sales orders: 1. Linking Invoice Layouts ( ) The following forms are available: • Order confirmations You can use order confirmations to inform your customer that the order has been received and is being processed. the quantity can be changed automatically. In the Sales Orders window.6 Sales Orders • 63 If the number of products you retrieve from backorder is greater than the Qty on Order. Select File/Trade/Sales Orders. Select Edit/Setup Data (F6 or ENTER). This may be particularly useful for large orders. After marking a particular order. 3. you should customise the form layouts and link them to the relevant language code. Enter the quantity of products that can be delivered in Deliver. or for orders that have been placed by phone. You can now further process the sales order in the usual manner. Available Order Forms To be able to use the forms listed below. Check the data entered and make any changes necessary.7 Printing Order Forms The Sales Orders module offers additional forms for the sales order process. Reports/Products in Backorder (F1) Retrieving Orders from Backorder You can also retrieve products from backorder in the Sales Order window. If you have AccountView Business. You can use these order forms to include additional steps in your sales order process as needed. You can also send an order confirmation after a quotation has been accepted. 4. Select the sales order for which you want to retrieve products from backorder. If the quantity entered cannot be delivered because of insufficient free stock. the Stock Exceeding window will be displayed. Order forms are all printed in the same way: by selecting the relevant command in the Reports menu. you can also send order confirmations electronically. Select the Entry tab and locate the appropriate order line.

Sending Sales Invoices Electronically ( ) 6. If the Sales Information System module is available. If you also use the Goods Issue module. etcetera. the order confirmations you mark are converted to a PDF file. It is also possible to combine sales orders that are from one invoice customer but are to be delivered to various despatch customers. you also have the option of sending your customers electronic order confirmations. Reports/Freight Letters (F1) (Trial) Delivery Notes Delivery notes are printed for each order and are included with the goods despatched. The invoice layout uses the address data that relates to the invoice customer. Reports/Shipping Labels (F1) Freight letters Freight letters are intended for the person transporting the goods. If you also use the Goods Issue module. .64 • • • Trade & Logistics Shipping labels A distinction is made between the invoice customer and the despatch customer. When sales orders are combined. the weight. Select Document/Company Setup Data/Language Codes/F6. If the goods are handled by many different parties during the delivery process. you can also use the delivery note as a confirmation of receipt. To configure your system for electronic order confirmations and to send order confirmations electronically. to enable the recipient to check the delivery. it may be more convenient to combine various sales orders for the same customer. Reports/Delivery Notes (F1). Reports/Trial Delivery Notes (F1) Sending Order Confirmations Electronically ⌧ AccountView Business Instead of printing order confirmations on paper. In that case. For example. you can merge multiple sales orders from the same customer into one combined order. and the delivery note can be checked against the invoice and/or order confirmation. which is then included in an e-mail message as an attachment. this may be convenient if you want to send your customers just one monthly invoice showing all the sales orders for the month. The goods delivered can be compared to the goods listed on the delivery note. If you also use the Goods Issue module. Otherwise. the customer’s business e-mail address will be used. the old orders (that make up the combined order) are deleted. In this case.8 Combining Sales Orders In some cases. These are standardised forms. Sales tab to enter the description of the combined sales order and/or a description for inserted lines for each sales order. and you pay the carrier after the signed delivery note has been returned to you. the e-mail message will be sent to the address defined in Office EMail in the setup data for the customer contact person. You can use shipping labels to ensure that the goods are sent to the despatch customer. you retrieve freight letters from the Issue Orders window. For example. In such cases. you retrieve shipping labels from the Issue Orders window. the recipient signs the delivery note after the goods delivered have been checked. the procedure is the same as that for sales invoices. you may wish to combine a number of sales orders for the same customer into one consignment to save on costs. on which you can enter the number of packages. Use this report to print the order information (such as the sender’s and recipient’s addresses) directly on the standardised forms. you retrieve (trial) delivery notes from the Issue Orders window.

To merge orders into combined orders: 1. Using the SPACE BAR. After all. as well as the due dates of the sales order and the settlement discount. Select Document/Combine Sales Orders. You can also select Edit/Change Exchange Rate to use the same exchange rate for all sales orders. The report will contain a warning if the combination of sales orders cannot be continued. If you nevertheless wish to combine such sales orders. You can also use Search/Mark with Filter. 3. goods reserved. Combine only sales orders that have the same status (entered. 4. If you have used Edit/Change Exchange Rate to enter a different exchange rate for a sales order. Check the order costs and transport costs on the Conditions tab of the combined order. This will reverse the change to the exchange rate. and click Next. This payment condition is used to determine the settlement discount or payment penalty. the daily rate is used for the combined order. If you combine sales orders in the Last Sales Order. This information must be identical for all sales orders that you combine.5. the currency code and exchange rate. and the gross/net setting. mark two or more sales orders that you wish to combine. this information will also apply to the entire combined order. Select the Clear Despatch Customer check box if you combine sales orders from various despatch customers. the order and transport costs of the last order are copied to the combined order.6 Sales Orders 65 A portion of the order information applies to the entire sales order. you can re-enter their currency code. The payment condition defined in the setup data is applied to the resulting combined invoice. Click Next to print the combination report. Press F1 to retrieve more information. 6. shipping and order costs. This applies to the invoice customer. because any differences cannot be expressed in the resulting combined order. Click Finish to combine the sales orders. or View/Filter followed by Search/Mark Filtered Lines. . Select File/Trade/Sales Orders. the settlement discount percentage. authorised etc. If you use the Extended Foreign Currency module. Figure 6.) to make sure you do not erroneously attempt to skip a mandatory authorisation step or fail to print an order form. 5. 2. If the Balance Order and Despatch Costs check box is left clear. Recurring sales orders cannot be combined. Enter the data in the window. VAT code. only the order and transport costs from the first sales order are included in the combined order to prevent the entry of unduly high order and transport costs. that particular order cannot be combined because the daily exchange rate cannot be applied.

6. A page will automatically be created in the selected day book. Select Edit/Down Payment. Select the desired customer in Despatch Customer. 6. Click Finish to post the down payment. 5. 4. the procedure is to enter a sales invoice manually. for example. instead of generating a sales invoice based on one or more orders. 7. 6. The Type window is displayed. 4. Press F1 to retrieve more information. The down payment amount is listed separately on the order confirmation that can be printed in the last step of the wizard. Select the Entry tab. To enter a down payment for a sales order: 1. Select the Automatically option in Layout if you want to use the order confirmation layout that has been linked to the customer by means of the language code. In order to combine sales orders or sales order lines in an invoice. the relevant delivery notes must have already been printed. 8. This allows you. If you mark Select File. In this case. you can select a layout yourself in File. a separate outstanding item for the down payment amount is created for the invoice customer. 3. In the invoice lines. Select File/Trade/Sales Orders. Select a sales order. Select Sales Order Line. to invoice backorders from several different sales orders all at once. and enter any remaining general data. Mark the sales order lines that you want to include in the invoice with the SPACE BAR. 2. When the wizard is completed. 3. Press F1 to retrieve more information. 5.66 Trade & Logistics Combining Sales Orders / Sales Order Lines in One Invoice It is also possible to combine several sales orders or individual sales order lines (possibly from different sales orders) in one sales invoice. you then link the sales orders or sales order lines that you want to invoice. 2. Enter the data in the window. Process the invoice further in the usual manner. The Down Payment wizard offers a simple way to define the down payment amount for a sales order. Select File/Trade/Sales Invoices. . Press F4 in the Product column. Select Edit/Add (CTRL+N/CTRL+INS). To combine sales orders or sales order lines in one invoice: 1.9 Entering Down Payments on Sales Orders It may be desirable to deliver a sales order only after the customer has made a down payment.

this check already takes place when an issue order is generated or manually entered (see Creating Issue Orders [72]).Trade (Authorisation) at which point AccountView should check for receipt of down payments.6 Sales Orders 67 Figure 6. When the delivery note for a sales order is printed. If this is not the case. If the Authorisation module is available. Select Full Down Payment Made in Status to retrieve an overview of the sales orders that can be delivered. Reports/Paid to Date retrieves an overview of all sales orders for which the full down payment has been received. This makes it very simple to ensure that the sales order is not delivered before the down payment has been received. Figure 6. the delivery process for a sales order can also be triggered as soon as the down payment is received. Sales orders for which the full down payment has been received can now be further processed.6. a message is displayed. Conversely. If the Goods Issue module is available. A down payment of 20% must be received for sales order 200710045 before it can be delivered. The Sales Orders window offers two features for this purpose: • • The Down Payment view in the Sales Orders window displays columns with the down payment amount (Down Paym Amt) and the outstanding portion of that down payment amount (Outst Amt). you will have to define in Company Settings . AccountView checks whether the down payment has already been received. select Authorisation Checks in the Mandatory Sales Phases field.7. To do so. .

You can also define in an authorisation profile that this authorisation check is mandatory for certain users. you can use Authorisation Checks under Mandatory Sales Phases to determine in which phase of the sales order process AccountView should check whether the down payment has been received. For example. offers you great flexibility in defining the warning messages related to down payments for sales orders. In the company settings. if available. or which other products the customer has purchased.10 Retrieving Trade Information While entering sales order lines. or for the historical (processed) transactions for the current year. you can add a new layout field to the layout to show the amount of the down payment. Entering Variable Data ( ) ⌧ Authorisation The Authorisation module.68 Trade & Logistics The down payment amount will be deducted from the invoice that is sent after delivery of the products. You can display this trade information either for the current (unprocessed) transactions. you can quickly establish which sales orders also include the product. you can use Search/Drill around to retrieve information on previous orders and transactions. If desired. Retrieving Additional Information with Drill Arounds (259) . Options/Settings/Company/Trade/Authorisation (F1) 6.

1 Goods Issue .Functionality The Goods Issue module is an extension to AccountView Business and the Sales Orders and Warehouse Location modules. you may also opt to check the free stock of a product. or its stock over time. letting you keep tabs on your inventory on a weekly and daily basis. taking into account any purchase or sales orders not yet delivered Option to check stock during order entry against free stock or against stock over time Standard reports: • Pick Lists • Picking Results • Issue Orders • Stock over Time 7. Based on the issue order. you can also take stock over time into account in your order formulas.Procedure Configuring Goods Issue . can benefit from the extensive features offered by the Goods Issue module.2 Goods Issue .7. this module offers extensive support related to order picking and reporting the products as picked. Goods Issue The Goods Issue module offers powerful support for the issuing process related to your sales. As soon as a sales order is ready for delivery. after which the order can be invoiced. among others. The module thus offers a complete planning and control system. 2. which the order picker uses to collect products from the warehouse. To conclude. The pivotal window in this module is the Issue Orders window. Warehouse bin numbers from which you don’t want to deliver can simply be blocked. It allows you to manage the issuing of goods in a much more flexible manner. are available: • • • • • • Generating issue orders based on sales orders Entering issue orders manually Blocking Warehouse Bin Numbers Insight into stock flow over time. define the settings Stock Control. using Options/Settings/Company/Trade/Stock (see Defining Settings for Goods Issue [70]). In that case. As a minimum. Trading firms that keep their inventory in multiple warehouse bin numbers and that use the Warehouse Location module for this purpose. AccountView verifies whether sufficient stock of the product will be available on the specified delivery date to deliver the sales order at that point in time. Default Whs/Bin # and Picking Strategy. are printed. The following functionalities. such as the freight letter and delivery note.Procedure To configure Goods Issue: 1. The Goods Issue module also offers features to gain insight into future stock quantities. 7. Any deviations from the pick list can easily be reported. . 3. after which the products can be shipped. The accompanying documents. Block the warehouse bin numbers from which you do not want to deliver products (see Blocking Warehouse Bin Numbers [74]). In addition. When entering sales orders. you print a pick list. because you don’t determine from which warehouse bin number the products will be issued until you are actually ready to ship. you create an issue order. Define issuing bin numbers for your warehouses (see Defining Issuing Bin Numbers for Warehouses [ ]).

To use Goods Issue: 1. .Procedure The Goods Issue module is an extension of your sales accounting system. select Stock over Time in Stock Control.1. so that the products can be collected from the warehouse. Generate issue orders (Document/Generate Issue Orders) for the sales orders entered. 2. 4.e. AccountView can take into account any outstanding purchase and sales orders (i. Use Reports/Pick Lists to print the pick lists based on the issue orders. If you wish to make use of the features that offer insight into stock flow over time. Select Options/Settings/Company/Trade/Stock. taking into account any purchase orders that have yet to be received (see Checking Stock Quantities over Time during Sales Order Entry [79]). AccountView will now check.3 Defining Settings for Goods Issue In order to use the features of the Goods Issue module. Based on the sales orders created. a number of settings need to be defined. Report the picking results. whenever a sales order is marked and/or entered. These are special settings to be able to work with issue orders and to gain insight into the stock flow over time.Trade (Stock) window. When entering the sales orders. It gives you the freedom to decide from which warehouse bin number the products should be retrieved only when you are ready to deliver. Depending on your settings. Because the issue orders are collected in a dedicated window. checking stock over time). 7. whether that sales order jeopardises the delivery of any future sales orders. The main settings for the Goods Issue module are defined in the Company Settings . Print the delivery notes by selecting Reports/Delivery Notes from the Issue Orders window. the appropriate issue orders can be generated automatically. you can have AccountView check the availability of sufficient stock. Depending on your setting in SO Stock Control. To define the main settings for Goods Issue: 1. you can separate the various processes in your sales cycle quite well.70 Trade & Logistics Using Goods Issue . 2. 3. Figure 7.

The final warehouse bin number is not determined until the moment when the order is actually being delivered. you can enter the warehouse and the warehouse bin number that should be used by default. When the order has been saved. the warehouse bin number is selected based on its priority and possibly based on the free stock available. 4. 3. you can enter a deviating warehouse code on the Warehs tab of the Employee Setup Data window. When the issue order is generated. Figure 7. This is a virtual warehouse bin number at which no products are actually stored. This setting is defined for all existing and new products.7 3. you initially only enter the warehouse from which you expect the sales order to be delivered. To define an issuing bin number for a warehouse: 1. Select the warehouse for which you want to define an issuing bin number and select Edit/Setup Data (F6/ENTER). or add it with CTRL+INS or CTRL+N. In other words. you can deviate from this setting by defining a different setting on the Stock tab of the Product Setup Data window. If desired. such as a packing table. the warehouse bin numbers from which products will be delivered are already determined when the product is entered in the order line. AccountView automatically creates a reservation at the issuing bin number. For specific products.2. Entering Warehouse Bin Numbers (145) . Press F1 to retrieve more information. In Picking Strategy. this reservation will be deleted again. This requires that an issuing bin number is defined for each of the warehouses in your system. When entering a sales order.4 Defining Bin Numbers for Warehouses If you work without the Goods Issue module. Goods Issue 71 In Default Whs/Bin #. or a bin number that is only used for staging deliveries. Entering Warehouses (144). Select Document/Company Setup Data/Warehouses. and the stock reduction will recorded against the warehouse bin number from which the actual delivery takes place. The use of this issuing bin number makes it possible to enter sales order lines without yet having to enter a warehouse bin number. for example when sales orders are entered. This deviating warehouse code can be used as the default for sales orders by that particular employee. select the way in which AccountView should determine which warehouse bin number within a warehouse should eventually be used for the delivery of a product. this may be a bin number that does not physically exist in the warehouse. 7. 2. The issuing bin number defined for a warehouse. If you do use the Goods Issue module. An Issuing Bin Number must be defined for all warehouses. Press F1 to retrieve more information. the procedure is slightly different. During order entry. Press F4 in the Issuing Bin Number field to select the issuing bin number.

Specify the Range. The sales order continues to be the pivotal document in the sales process.72 Trade & Logistics 7. and their only purpose is exactly that: they support the process of picking and shipping products. 3. 4. If necessary. You can select the Show Only Order Lines Not to be Delivered check box for this report. You can enter a different To Delivery Date if you want to select sales order lines up to and including a specific delivery date. Press F1 to retrieve more information. This considerably reduces the risk of errors. To generate issue orders for multiple sales orders: 1. This document lists the products from the issue order in a logical sequence. In Priority. A pick list is then printed for the issue order. the delivery note can be printed. The higher the delivery priority (1 is highest. Printing Pick Lists (75) . 5. This ensures that the delivery of the products is recording in your accounting system. Select Document/Generate Issue Orders. 2. issue orders never exist for long. 6. 7.5 Creating Issue Orders For sales orders that are partially or completely ready for delivery. because all details are copied directly from the sales orders. you can define a delivery priority for the order. the greater the chance that stock will be assigned to the order if there is insufficient stock to fulfil all orders. the issue order is removed from the Issue Orders window. it will be copied to the sales order. In addition. 9 is lowest). By their very nature. Generating Issue Orders The usual procedure is that issue orders are generated on the basis of sales orders. select Reports/Delivery Advice to view all the sales order lines that are being delivered. Mark the sales orders for which you want to generate issue orders with the SPACE BAR. One of these is the delivery priority. A report will only be made if there are sales order lines that cannot be delivered. For sales orders that can be delivered. you will have to enter hardly any data yourself. You can select this field on the Shipment tab of the Sales Order window. After all. On the Shipment tab of the Sales Order window. Further processing of the order takes place from the Sales Orders window. you can select the Deliver Line Completely setting in the individual sales order lines. After the picking results have been reported in the issue order. Click Next and then Finish to complete the procedure. Once the delivery note has been printed. so that they can be collected from the relevant warehouse bin numbers quickly and efficiently. they are generated at the moment that an order is ready for delivery. In this case. for example by Delivery Date. For sales orders or sales order lines for which these fields have been selected. An issue order is quite simply the overview of products that have to be retrieved from the warehouse to be able to deliver a sales order. an issue order can automatically be created from the Sales Orders window with the help of a wizard. Select File/Trade/Sales Orders. or on the Invoice tab of the Customer Setup Data window. AccountView will not generate an issue order unless all criteria defined have been met. 8. select the criterion for determining the sequence in which your stock should be distributed among the issue orders. If a delivery priority has been defined for a customer. The issue orders have now been generated. If you select All. you can enter a range for the sales order numbers. Another setting which is taken into account when issue orders are generated is Partial deliveries not allowed. the Goods Issue module allows you to create issue orders. and saves a lot of time. The sequence in which issue orders are generated can be determined based on a number of different criteria.

press F4 in Warehs to select a different warehouse.7 Goods Issue 73 Figure 7. In this case. To create an issue order manually: 1. In Deliver. These indicate from which bin numbers within the specified warehouse the products should be picked. The Type window is displayed.3. and in what quantities. In that case. If desired. 3. Select Edit/Add (CTRL+INS/CTRL+N). 4. 2. For sales orders or sales order lines for which these fields have been selected. Indicate on what the issue order line should be based. The sales orders for customer 20027 are collected in a single issue order. Select the Entry tab. 5. If this is not done automatically. . enter the quantity to be delivered. Select the Despatch Customer. you determine yourself which sales orders or order lines will be delivered. for example for an urgent order. AccountView will not save an issue order unless all criteria defined have been met. Press F1 to retrieve more information. Creating Issue Orders Manually For occasional issues for which you do not want to go through the entire sales process. 8. first select Search/Stock/Warehouse Bins Stock (CTRL+L) or Search/Stock/Warehouse Stock (CTRL+M) in the issue order line to see at which locations the relevant product is still in stock. the settings Partial deliveries not allowed and Deliver Line Completely are still applied (see Generating Issue Orders [72]). Process the issue order further in the usual manner (see Printing Pick Lists [75]). 6. 7. such as Delivery Date and Warehs. Press F4 in the Product column. 9. It is also possible to create an issue order manually for products that are not linked to a sales order or sales order line. One or more pick list lines will be created. it is of course always possible to create an issue order manually. Check the data entered on the General tab. the warehouse entered does not contain any bin numbers at which the product is stored. Even when issue orders are created manually. Select File/Trade/Issue Orders. for example on Product if no sales order has been created for this delivery.

Figure 7. Select Blocked. for which no order line has been created. Blocking Warehouse Bin Numbers When issuing products. To block a warehouse bin number: 1. 4. for example in the case of consignment stock. you can define in the setup data of the warehouse bin number why that particular warehouse bin number has been blocked. Select the warehouse in which you want to block a particular bin number.74 Trade & Logistics Figure 7. Warehouse bin number C0501 in the warehouse shown above only contains faulty products. mobile stock locations. and enter the reason if desired. 3. it may be desirable to leave stock located at specific warehouse bin numbers out of consideration. The second line in this issue order contains an additional product. For this purpose. .5. Select Document/Company Setup Data/Warehouses. 2. In addition. AccountView allows you to block certain warehouse bin numbers. Select Edit/Warehouse Bins (F5). or a supply of faulty returned goods. Select the warehouse bin number that you want to block and select Edit/Setup Data (F6/ENTER).4. 5.

6. Mark the issue orders for which you want to print a pick list. printing the pick lists is the next step in the issue process. . select Warehouse Bin No to sort the lines first by warehouse bin number. specify the sequence in which the issue order lines should be displayed on the report. for example with Search/Stock/Product Information. If no deviations from the original pick list arise during the actual order picking. In Sorting Order.7 Goods Issue 75 When determining the correct warehouse bin number for the issue of goods. To print the pick lists: 1. Figure 7. Only issue orders with this status can be processed further. Printing Pick Lists Once the issue orders have been generated or created. Select Reports/Pick Lists. for example all issue orders with the status To Be Printed. Select File/Trade/Issue Orders. 4. 3. Reporting Picking Results The order pickers will use the printed pick lists to collect the products from the warehouse. pick lists are not printed based on the sales order. 2. or only about the stock located at either blocked bin numbers or non-blocked bin numbers. but based on the issue order. Two separate pick lists will be printed for the two issue orders that have just been generated. and then by product code. When you retrieve the stock quantities for a product. A pick list is the physical list of products that have to be retrieved from the warehouse to be able to deliver a sales order. It changes the status of the issue order to Pick List Printed. these bin numbers are left out of consideration. Printing pick lists is a necessary step for the processing of issue orders. If the Goods Issue module is available. AccountView offers a separate layout for pick lists. the goods can simply be reported as picked. you can indicate in the Bin Numbers field whether you want to display information about all bin numbers. For example. which you can define in the language code used in the sales order.

Select the Entry tab. Any deviations in quantities and warehouse bin numbers in comparison with the original issue order can be displayed by selecting Reports/Picking Results in the Issue Orders window. Select an issue order. Select File/Trade/Issue Orders. 3. Select File/Trade/Issue Orders. and from what warehouse bin number. Enter the deviations in Pick List Lines. If there were any deviations from the pick list. Select Edit/Setup Data (F6 or ENTER).7. Select Document/Report All as Picked. 4. these can be recorded in the original issue order. 2. 5. Mark the issue orders for which the products have been collected without deviations. The quantities picked will now automatically be entered in the pick list lines. The products may have been picked from a different warehouse bin number than that specified on the pick list. The remaining 20 rakes have been picked from picking bin A0401.76 Trade & Logistics To report the picking results if there are no deviations: 1. If fewer products were picked than had been planned. you can change the quantity in the Deliver column of the issue order line. An additional pick list line has been added for the third issue order line. 3. To report the picking results if there are deviations: 1. A pick list can only be reported as picked if it is known for each pick list line how many products have actually been picked. If fewer products could be picked from the suggested warehouse bin number than the quantity specified. Click Add to add pick list lines in which you can enter additional picking bins and the quantities picked from those bins. enter the actual quantity picked in the Picked column. Figure 7. and the issue order will be given the status Pick List Reported as Picked. . 2. because only 80 wire rakes were present at the suggested picking bin (A0402) instead of the 100 rakes needed. This can be recorded in the issue order after picking has been completed.

Once the delivery note has been printed. The module thus offers a complete planning and control system. Select Search/Stock/Stock over Time (CTRL+T). For any further operations related to the delivery and invoicing of a sales order. Figure 7. You can also view the expected stock transactions for a product. Once you have entered the quantity ordered and have clicked Save. however.6 Retrieving Stock Quantities over Time The Goods Issue module offers you insight into future stock quantities. letting you keep tabs on your inventory on a daily or weekly basis. while entering that product in a sales order. Printing Order Forms (63) 7. you can simply display the stock over time for that product. the order can be delivered. see the Sales Orders [57] chapter. You should take the following into account: • • You can only print a delivery note for an issue order if that issue order has the status Pick List Reported as Picked.8. 3. the data from the current order will be taken into account in the calculation. The accompanying documents. The stock in time for a product can of course be retrieved from the Products window. also referred to as ‘stock over time’. Select File/Trade/Products. Depending on your needs. you must do so before printing the delivery note.7 Goods Issue 77 Delivering a Sales Order Once all products for a sales order have been picked. Any purchase or sales orders not yet delivered are taken into account in presenting these quantities. shipping label and delivery note. The stock quantities for product EA-4062 in the period from 23 March up to and including 1 April. Select the desired product. You can also retrieve stock over time while entering a sales order. the issue order is removed from the Issue Orders window. To retrieve the stock over time for a product: 1. 2. such as the freight letter. Entering and Posting Sales Orders (59). If you want to print a freight letter and/or shipping label for an order. . can be printed from the Issue Orders window. After selecting a product on the Entry tab. you can retrieve this information from a number of windows.

you can also change the delivery date. Enter a Despatch Customer. Alternatively. for all dates in the period of 5 through 14 June. 4. Select Sales Orders in the context-specific menu. To check the stock level of the product Micro-Drip System Set for Flower Boxes. . Let us suppose that there are only 10 micro-drip system sets in stock on 13 March. This will retrieve the Sales Orders per Product drill around. Enter 07-03-2007 in Date.78 Trade & Logistics Let us suppose that an urgent order is placed on 5 June. Select the sales order in the window and then select Search/Open (F6). In the 13-03-07 column. The Sales Order window is opened. but that the To Despatch line displays a quantity of 50 on 10 March. You can now reduce the quantity to be delivered. 3. To check the underlying transactions: 1. with the Entry tab activated. requesting a quantity of 50 of the product Micro-Drip System Set for Flower Boxes. You can now check whether there is currently enough stock to deliver that order. Enter 50 in Ordered. Press F1 to retrieve more information. click the quantity of 50 in the To Despatch line. Retrieve the underlying sales order for the micro-drip system set. 2. Figure 7.9. Press F4 in the Product column. 6. and a Delivery Date of 13-03-2007. 2. for example. as of 13 March 2007: 1. Select the Entry tab. so that you will be able to deliver the urgent order on the desired date. and select Micro-Drip System Set for Flower Boxes. 7. or for which the quantities may be modified. and select Per Day. 5. The Stock (Shelf) line will now display the quantity of this product available in the warehouse entered in Warehouse Code. Select Search/Stock/Stock over Time (CTRL+T). Select File/Trade/Sales Orders. You can now check whether this quantity relates to an order that may be postponed. to be delivered on 13 March. 3.

you can deviate from this setting by defining a different setting in the Stock Control field on the Stock tab of the Product Setup Data window. On 24 March. taking into account any purchase and sales orders not yet delivered. the Stock Exceeding window will be displayed when the quantity ordered is entered in the sales order line. AccountView will check whether sufficient stock of the relevant product will be available on the specified delivery date to be able to fulfil the sales order on that date. whether the free stock for a product is sufficient. Let us suppose that on 24 March. the free stock is calculated to be -30.7 Checking Stock Quantities over Time during Sales Order Entry The Sales Orders module offers functionality to check. In that case. you enter a sales order for delivery of 80 pairs of secateurs on 28 March. If the stock (over time) is insufficient. As a result. This functionality does not. . The Delivery Time and the Forwarding Time for this product are 5 days and 2 days respectively. however. Checking Stocks during Order Entry – An Example The difference between the two options available for stock checking (Free Stock and Stock over Time) is best explained by means of a simple example. forwarding time and order interval for the product in question. For specific products. the Stock Exceeding window will be displayed. Stock Checking: Free Stock The Stock Control setting determines whether or not AccountView will indicate a shortage for the sales order for 3 October. 2. This setting is applied for all existing and new products. Select the Stock over Time check box in Stock Control. these will be delivered on 1 April. in which you can decide how to enter the order. take into account that the stock may be replenished before the delivery date. as well as the delivery time. 3. there is a shelf stock and a free stock of 100 for the product Secateurs. Later that day.7 Goods Issue 79 7. any production orders (Manufacturing module). at the end of the day. you enter another sales order for 50 pairs of secateurs. If Free Stock has been selected in Stock Control for the product Secateurs. This is because the stock checking logic does not take into account the 60 pairs of secateurs for which a final purchase order has already been entered. The Goods Issue module allows you to specify that AccountView should check for stock over time. during sales order entry. Working with Backorders (60) To define that AccountView should check for stock over time: 1. which are to be delivered on 3 April. your co-worker in Purchasing orders 60 new pairs of secateurs from the supplier. Check that SO Stock Control contains a value other than Do Not Check. Finally. or may in fact decrease further. Select Options/Settings/Company/Trade/Stock.

the Stock Exceeding window will not be displayed when the sales order line mentioned above is entered. you can display the Stock over Time window for the relevant product. you will see that a purchase order for 60 pairs of secateurs is expected on 31 March. which will bring the shelf stock back to 80 pairs by the end of that day. .11.10. By clicking the Show Stock over Time button. so that there will be sufficient stock to deliver 50 pairs on 3 April. The current free stock of 20 pairs of secateurs generates a warning when a sales order for 50 pairs is entered for delivery on 3 April. to verify if the product really cannot be delivered by 3 October. A delivery of 60 pairs of secateurs is expected on 31 March. This is because the purchase order for delivery on 31 March is taken into account.80 Trade & Logistics Figure 7. In this case. Figure 7. Stock Checking: Stock over time If Stock over Time has been selected in Stock Control for the product Secateurs.

7 Goods Issue 81 But even if that purchase order had not yet been entered. . Another possibility is to leave the date unchanged and to select Deliver Minimum Quantity in Order Line. In these cases. In the Stock over Time window which will be displayed. it is essential to ensure a close match with the order formulas defined in your purchasing process. select Determine Automatically to have AccountView determine the first date on which the order can be shipped in the Delivery Date field. To avoid being able to enter sales orders that cannot be delivered. • The sales order line you enter prevents the timely delivery of a previously entered sales order with a delivery date beyond that of the current sales order line. AccountView will calculate that the Delivery Time of 5 days defined for the product allows you enough time to place and receive a purchase order before the sales order for 3 April is due (the Forwarding Time of the product is 2 days). The Stock Exceeding window will be displayed if: • The combined purchase and sales orders outstanding at the time of sales order entry will result in insufficient stock on the desired delivery date. as defined in the setup data for the product. and change the delivery date or quantity to be delivered as desired (see Retrieving Stock Quantities over Time [77]). the Stock Exceeding window would also be displayed while checking for Stock over Time. This is the quantity that you can deliver on the delivery date entered. Stock Exceeded when Checking Stock over Time As the above examples illustrate. Figure 7. the Stock Exceeding window will not be displayed unnecessarily when stock is checked over time. you would have been able to enter the sales order without any problems in this case. AccountView will take into account both your supplier’s delivery time and your own forwarding time for the product.12. To conclude. If you were to enter an additional sales order for 50 pairs of secateurs for delivery on 28 March. you can also select Show Stock over Time. This is because it will in many cases be possible to replenish your stock on time. The Deliver Anyway option is automatically selected in Order Line. view outstanding sales orders. without jeopardising the delivery of other outstanding sales orders. you can right-click a quantity in the To Despatch line.

taking into account the conditions you define in the formula. These fields make use of the new Order Interval field on the Order tab of the Product Setup Data window. when determining the quantity to order.13. On 1 June. Select Stock Quantities over Time to include future stock quantities in your order formulas. You place a new purchase order every week (Order Interval: 7 days). Entering Order Formulas (160) . an order formula based on stock over time will look at the stock quantities as they will be on 18 June. that this quantity will not become negative. Figure 7. it is also possible to take stock over time into account in your order formulas. By including the field Min to Next DelDate (from the Stock Quantities over Time table) in an order formula. it is therefore important to define an Order Interval on the Order tab for those products for which you wish to create order formulas. and the delivery time is 10 days. The first order takes place on 1 June. Please note that. for example. when you enter order 1. If the Goods Issue module is available. you can take into account. You can thus ensure. the lowest value which the stock of the product will reach in the period between the delivery of order 1 and the delivery of order 2. the fields from the Stock Quantities over Time table that you can include in the order formula reflect the quantities as they will be when order 2 will be delivered.8 Order Proposals Based on Stock over Time ⌧ POP II In AccountView. While defining order formulas. you can use order formulas to determine what quantity of a product should be ordered. To be able to use stock quantities over time in your order formulas. you now have the option of selecting a number of fields from the Stock Quantities over Time table. This order interval indicates the number of days between the placing of two subsequent orders. Let us suppose that you are creating an order formula for the product Lawnmower. The idea behind an order proposal based on stock over time is that the purchase order now created (order 1) should be sufficient to fulfil all sales orders up to the point when the products from the next purchase order (order 2) will be delivered.82 Trade & Logistics 7.

• Define more than one supplier per product and product per supplier. . Such an order list allows you to record and edit your purchases in an orderly fashion. You can then edit and verify these working orders. This combination makes this module an excellent fit for companies that keep little or no inventory. All other commands are available for both modules. If you work with order proposals. even if these purchase orders were not generated on the basis of sales orders. the module offers additional possibilities for retrieving product information. • Produce working orders based upon order formulas.1 Order-Driven Purchasing . To do so. you can also generate working orders automatically on the basis of order proposals (formulas).Functionality The POP II extends the functionality of the Purchase Order Processing module. until you are ready to convert them into purchase orders. And finally. • Automatically produce actual purchase orders from working orders. they are described in a single chapter. Purchase Order Processing II and Back to Back Order This chapter describes the POP II and Back to Back Order modules. It is also possible to reserve purchase orders for specific sales orders afterwards. more specifically purchase and stock transactions. • Simultaneously revise working orders for all purchase order lines. Such search possibilities also exist for assemblies (Manufacturing module) and stock transactions. among others. change or delete before converting them into purchase orders. The Back to Back Order module is fully integrated with the AccountView trade modules. and that want to get the most out of their trade accounting system. the Back to Back Order module extends the functionality of the POP II and Sales Order Processing modules. are available: ⌧ POP II • Working orders that you can check. When recording the receipt of goods for purchase orders. The following functionalities. The connection between the original sales order and the resulting purchase order will be preserved: the sales order has reserved a purchase order. and establishes a connection between the Sales Order Processing module and the Purchase Order Processing module. the Products window and production orders (Manufacturing module). • Display and select suppliers by product and products by supplier from working orders. You can use working orders as a working order list. Furthermore. The Back to Back Order module supports order-driven purchasing. You can create purchase orders automatically on the basis of sales orders.8. Retrieving Additional Information with Drill Arounds (259) 8. • Automatically combine working orders into purchase orders. which has been recorded in the setup data for the products. stock pages. If certain commands are only available for the Back to Back Order module. The POP II module supports multiple suppliers per product. and makes it possible to work with working orders. you should first generate working orders based on sales orders. The working orders are created on the basis of the main supplier data. Because these modules are very closely related. after which they can be converted into purchase orders. You can also automatically distribute the goods received over the various sales orders. a separate note is included. You can use these to retrieve additional information from purchase orders. the POP II module provides you with a number of ‘drill around’ facilities. you can automatically update the related sales orders as far as backorder information and delivery times are concerned.

To zoom in on transactions by stock quantity in the window Products: • Ordered and Received • Stock Transactions • In backorder.2 Order-Driven Purchasing . • Standard reports: • Reserved Orders • Delivery Time Reserved Orders • Receipts to Distribute 8. • Automatically or manually update the delivery dates of sales orders when producing or modifying working or actual purchase orders. 2. • Automatically call up associated sales orders from a backorder. • Reserve (and release) purchase orders for sales orders. • Automatically or semi-automatically distribute products received under reserved purchase orders across the associated sales orders. Define the settings. This is mainly useful if you purchased the POP II module after you started working with AccountView. ⌧ Back to Back Order • Produce working orders based upon sales orders or sales-order lines. You can record a variety of ordering and purchasing data for each supplier. . but you will not yet have recorded suppliers for each product. • Automatically or manually determine quantities of products to be ordered. Zoom in on purchase and stock order lines. One of the settings to be defined determines whether goods received should automatically be retrieved from backorder. Zoom in on purchase and stock order lines in any order input window. or vice versa. To set up order-driven purchasing: 1. including over several years (in combination with history modules). • Request reserved purchase orders by sales order (or vice versa). Suppliers for each product can also be recorded on the basis of your purchase history. If you do not have the Back to Back Order module. the supplier from whom the product is ordered by default. a purchase history will already have been developed.e. On Order and Despatch’d (in combination with Sales Order Processing) • Work in Progress and In Manufacturing (in combination with Manufacturing) • ‘Zooming in’ also possible from other search windows. Define the suppliers for each product. Check the formulas. you can skip the sections on order-driven purchasing and backorder processing. if desired using set priorities.Procedure This procedure is based on the assumption that you have both the POP II module and the Back to Back Order module. 3. i. One of the suppliers is the main supplier. if you want to use them for the creation of working orders.Procedure Setting Up Order-Driven Purchasing . In that case.84 Trade & Logistics • • • • • Automatically transfer supplier information from your product history in a single operation Revise preferred-supplier data on the basis of suppliers by product. Doing so can save you a lot of time.

3. In that case. you can determine yourself how to distribute the receipts over the various backorders. you will create working orders for virtually all sales orders. To work with order-driven purchasing: 1. On receipt of the goods. and process the backorders after the goods have been received. In that case. • Backorders can be updated automatically on the basis of receipts. which allows you to process data more quickly. If you do not have the Back to Back Order module. you can still work with working orders. you can distribute the goods received over your backorders later on. If you already have purchase orders for the products in backorder. If you want to print final order slips immediately after creating purchase orders. you can create purchase orders based on backorders. This prevents purchase orders entered from being changed.Procedure Once the setup data and settings have been defined correctly. because they will immediately be given the On Order (pchs) status. • Delivery dates for sales orders can automatically be updated based on the (planned) receipt dates. 2. select the Create Final Purchase Orders check box. you can reserve these purchase orders for the backorders. This causes lines containing the same product to be combined for each purchase order. You use these settings to indicate which parts of the back to back order process should take place automatically: • Purchase orders based on working orders can automatically be combined. you can link these working orders as purchase orders to your backorders. Certain steps in the back to back order process can be performed automatically. To define the settings: 1. Which procedure you will use is primarily determined by your business processes. Based on these reservations. This can be done automatically or manually. 2. . If you update them manually. Select Options/Settings/Company/Trade/POP II. and you will probably choose to update sales orders automatically after the goods have been received. The remaining settings relate to the Back to Back Order module. and then into final purchase orders. Backorders may arise when you enter sales orders. If you update them manually. 8. Later. The difference is most easily explained by means of the following two opposite scenarios: • • Your purchasing process is completely driven by your sales orders. you will convert the working orders into working purchase orders. In that case. Your purchasing process is completely driven by your stock levels (formulas). You can create working orders on the basis of these. 4. You can enter them manually. the products can be retrieved from backorder based on the reservations made. you can determine yourself which delivery dates you want to change. you can skip the sections on order-driven purchasing and backorder processing. These final purchase orders result in orders placed with your suppliers. thereby producing reservations. Working orders will automatically be reserved for the related sales orders. 3. you will create working orders automatically on the basis of order proposals. Without the Back to Back Order module. or generate them on the basis of formulas. there is no need to create working orders.3 Defining Order-Driven Purchasing Settings The settings determine how you will work with the POP II and Back to Back Order modules. This procedure is based on the assumption that you have both the POP II module and the Back to Back Order module. After checking.8 Purchase Order Processing II and Back to Back Order 85 Working with Order-Driven Purchasing .

4 Defining Order-Driven Purchasing Setup Data In the standard version of AccountView. This allows you to consult the supplier data to determine quickly. while you will probably order from the cheapest supplier if the delivery time is less critical. Select the desired product. including the associated ordering and purchasing data such as the purchase price and order size. 5. including the associated ordering and purchasing data. and enter the ordering and purchasing data. and which suppliers offer a particular product. Press F1 to retrieve more information. The POP II module. 3. 4. however. One of your suppliers for a product must be designated as the main supplier. When entering working orders. 2. Select the desired supplier in Sup Code. To record the suppliers for a product: 1. you might be prepared to pay a higher price. Select Search/Suppliers per Product.86 Trade & Logistics Figure 8.Trade (POP II) window. and record the ordering and purchasing data for each supplier. while entering or editing a working order. which supplier is the best to order from. you can check what products a particular supplier offers.1. If you need the product quickly. If you purchased the POP II module after you started working with AccountView. . you can save time by generating the suppliers for each product from your product history. The main supplier is used when you create working orders based on sales orders (Back to Back Order module) or formulas. Defining Suppliers by Product Indicate for each product by which suppliers it is offered. The settings for the POP II and Back to Back Order modules are defined in the Company Settings . makes it possible to record multiple suppliers for each product. 8. you can define one supplier for each product. Select File/Trade/Products. Select Edit/Add (CTRL+INS/CTRL+N).

New suppliers will be added based on the most recent purchasing data. and record all suppliers for the product in the same fashion. The main supplier is used when you create working orders based on sales orders (Back to Back Order module) or formulas. Save the data entered. If you don’t select a main supplier in the Suppliers per Product window. first select the desired product. Defining Suppliers by Product from the Product History (87) Defining Suppliers by Product from the Product History If you were already working with AccountView before you purchased the POP II module. 6. and then select Search/Suppliers per Product: . 7. if you purchased a product from a particular supplier on several occasions. Select Edit/Update Product Data to place a check mark next to the main supplier. Select Search/Suppliers per Product. For each product. Select the main supplier for the product. the most recent ordering and purchasing data will be used. which can save you a lot of time. and to include the main supplier data in File/Trade/Products. 8. In other words. If a particular supplier has already been recorded for a product. the ordering and purchasing data will be refreshed based on the most recent purchase. 7. 4. If desired. the supplier in Product Setup Data will be the main supplier. 3. To record the suppliers for a product from the product history: 1. If you want to update only one product. 6. These can easily be copied to the Suppliers per Product window. 5. The ordering and purchasing data for the supplier will be used in working orders. a product history will already have developed. change the supplier data for each product. Click OK. Select a product in the Products window. 2. Indicate whether you want to update the Selected Product or All Products.2. Select File/Trade/Products. Select Document/Update from Product History.8 Purchase Order Processing II and Back to Back Order 87 Figure 8. the product history may contain multiple suppliers.

The fields displayed match the fields of the same name in File/Trade/Products/F6. 8. Select the desired product. To change ordering and purchasing data per supplier: 1. Working orders are always placed with the main supplier. and to include the main supplier data in File/Trade/Products. create a working order for each order line. Select Search/Products per Supplier. 8. Updating Products by Supplier If your supplier changes the range of products offered. you do not have to enter the data manually. you can start creating working orders based on sales orders. Select the product code. these changes will have to be incorporated in your system. Select Edit/Add (CTRL+INS/CTRL+N) to add a new product to the supplier’s product line. Copying Ordering and Purchasing Data to Other Suppliers If the ordering and purchasing data from the Product Setup Data window also applies to certain suppliers. In both cases. and enter the ordering and purchasing data. Once you have defined the settings. the supplier in Product Setup Data will be the main supplier. Select Edit/Acquire Product Data and confirm your selection. Change the ordering and purchasing data. 2. Select File/Purchase Ledger. In that case. 7.5 Working Orders Based on Sales Orders You can only generate working orders based on sales orders if you have the POP II module. change the ordering and purchasing data for a supplier by selecting the supplier and then selecting Edit/Setup Data (F6/ENTER). retrieving the products per supplier will allow you to process the changes more quickly. 4. Select the desired supplier. you can use Document/Back to Back Order. Select File/Trade/Products. Select Edit/Setup Data (F6 or ENTER). 3. Select the supplier to which you want to copy the product’s ordering and purchasing data. Select the product whose data you want to change. Select Search/Suppliers per Product. which will be discussed later on in this chapter. . 2. 4. This command can also be used for other operations. In other words. 5. If desired. or introduces a change in ordering and purchasing data. you can copy this data. • If you want to generate all purchase orders for a whole sales order at once. This is possible because the reservation indicates for which sales orders the goods are intended. • If you want to generate a purchase order for one product. This means that the relevant products can automatically be retrieved from backorder once the goods have been received.88 Trade & Logistics • • Select the main supplier. Working orders based on sales orders will automatically be reserved for the related sales orders. create a working order for each order. If you don’t select a main supplier in the Suppliers per Product window. 3. 6. and then select Edit/Update Product Data to place a check mark next to the main supplier. To copy a product’s ordering and purchasing data to a supplier: 1. This can be done in two ways. 5. and have linked suppliers to products.

8. you can manually or automatically create working orders based on sales orders. If a working order has already been created for the sales order line. 7. open the sales order and select the desired line.3. you can change the quantity to be ordered. Select one of the following: • Update All Order Lines of This Order (you have selected a sales order in the Sales Orders window). When creating working orders manually. 3. Select the sales order for which you want to create working order lines. Select File/Trade/Sales Orders. The (first) sales order line is displayed in a new window. enter a quantity of 0. 4. select Create a Working Order. the data for the next working order line will be displayed. 6. Click Next. or • Update This Order Line (you have selected a sales order line in the Sales Order window). the working order lines are created immediately. Click Next. To create working orders manually on the basis of a sales order (line): 1. The working order line is only really created when you click Finish in the last window. the quantity to be ordered will immediately be displayed. If you are creating working order lines for a whole sales order. Review every one of the working order lines as described above. Figure 8. you can change the quantity of products to be ordered per working order line. The main stock data for each working order line is displayed. the words Work Ord or Fin Ord are displayed at the top of the Sales Order window.8 Purchase Order Processing II and Back to Back Order 89 Creating Working Orders Based on Sales Orders If you have the Back to Back Order module. Click Finish after the last working order line to actually create the working order lines. When working orders are generated automatically. 5. 2. If there are any purchase orders. Select Document/Back to Back Order and click Next. If this is not the case. If desired. If you don’t want to create a particular working order line. If you want to create a working order for a particular sales order line. . 9.

you can change the quantities afterwards. Select File/Trade/Sales Orders. To delete all working order lines from a sales order: 1. 5. you can no longer delete them. Select File/Trade/Sales Orders. you can only change the quantity to be ordered. the next working order line will be displayed. 5. The working order lines are immediately created on the basis of the backorder lines of the sales order. To change the quantity of products to be ordered: 1. Select Update Working Order(s) and click Next. If there are any more working order lines. 4. 4. 5. This is explained in Adding and Modifying Working Orders [91]. Select File/Trade/Sales Orders. After the last working order line. 7. 2. select Update Working Order(s) but do not change the quantity To Order. Select Document/Back to Back Order and click Next. Select the sales order for which you want to change working order lines. Click Next and Finish. 6. In Document/Back to Back Order. If desired.90 Trade & Logistics Working orders are placed with the main supplier. 2. the final window for this command is displayed. You can select a different supplier by retrieving the working order lines with Document/Company Setup Data/Working Orders. . Select the sales order for which you want to delete all working order lines. Releasing and Reserving Purchase Orders (95) Changing Quantities to Order You can change working orders with Document/Back to Back Order or in the Working Orders window. Click Finish. 8. The first working order line is displayed. 2. 3. In the Working Orders window. Releasing and Reserving Purchase Orders (95) To create working orders automatically for a whole sales order: 1. 4. Select Document/Back to Back Order and click Next. 3. Change the quantity to be ordered and click Next. Select the sales order for which you want to create working order lines. you can also change other ordering data. If you don’t want to change a particular working order line. Once you have converted working orders into purchase orders. Select Undo All Generated Working Orders for This Order and click Next. such as the purchase price and supplier code. Click Finish to apply your changes. Search/Working Orders (F1) Deleting Working Order Lines You can delete working order lines manually or using Document/Back to Back Order. Select Update All Order Lines of This Order and click Next. 3. Select Generate working orders for all backorder lines of this order. It can be modified in the same way. Select Document/Back to Back Order and click Next.

2. Select the cost centre code. you will work with working orders. Select Edit/Setup Data (F6 or ENTER). If you want to retain the old working orders. If desired. 8. In that case. 7. you can’t generate working orders. 2. and supplier. you can subsequently reserve these ‘available’ working orders. All working orders are displayed in the Working Orders window (Document/Company Setup Data/Working Orders.6 Generating Working Orders from Order Proposals If you don’t have the POP II module. If you have the Back to Back Order module. This will cause them to be retrieved from backorder as soon as the goods have been received. 5. product group. Select File/Trade/Sales Orders. based on product. you can delete these. and order date for all working orders to be generated. If any working orders are already present. To generate working orders based on order proposals: 1. 4. 6. Select Update This Order Line and click Next. They can be generated on the basis of sales orders (Back to Back Order module) or order proposals. Working orders based on order proposals are always placed with the main supplier. The type of working order indicates how it has been entered: • Type 1: based on formulas • Type 2: entered manually • Type 3: based on sales orders Working orders that have been added on the basis of formulas are not yet reserved for any sales orders. Click Next. 8. . If you have the POP II module. for certain backorders. 3. 9. Select Document/Create Working Orders. or Search/Working Orders in Purchase Orders). Define a filter for the working orders to be generated. Select the desired sales order line on the Entry tab. Click Finish. employee.7 Adding and Modifying Working Orders Working orders based on formulas or sales orders (Back to Back Order module) are always placed with the main supplier. 5. Select the sales order for which you want to delete a working order line. The new working orders will be displayed in the Working Orders window. Click Next and then Finish.8 Purchase Order Processing II and Back to Back Order 91 To delete one particular working order line: 1. Select Undo Working Order(s) and click Next. you should clear the check boxes. in the form of purchase orders. For each working order. This offers an easy way of replacing old working orders by new ones. and change the quantity of products ordered and the purchase price if desired. Select Search/Working Orders 3. 7. 8. you can also enter working orders manually. Select File/Trade/Purchase Orders. 4. you can select a different supplier. 6. 9. You can check the working order lines using Reports/Working Orders. Select the check boxes for the types of working orders that you want to delete. you will create purchase orders automatically on the basis of order proposals. Select Document/Back to Back Order and click Next. using Document/Create Purchase Orders in the Purchase Orders window. You can also change a variety of ordering data. 8. Select Delete Working Order and click Next.

Select File/Trade/Sales Orders if you only want to change the working orders for a particular sales order.92 Trade & Logistics All working orders are displayed in the Working Orders window. for certain backorders. After closing the Suppliers per Product window. press F4 to select the desired supplier in the Sup Code column. you can add working orders manually. you can change the quantity to be ordered and the purchase price in the working order line. in the form of purchase orders. Figure 8. only the working orders for the selected sales order will be displayed. Select Search/Suppliers per Product to display the delivery times and purchase prices of the different suppliers. select Edit/Change Line (CTRL+F6): • Check the data in the Change Line window and make any changes necessary. Select Search/Working Orders. Select File/Trade/Purchase Orders. If you want to change the order date. 4. 6. 2. If you have agreed a deviating purchase price with the supplier. or warehouse data. • Click OK to confirm your changes and return to the Working Orders window. The person responsible for purchasing can then periodically create the actual purchase orders. delivery date. Select a different supplier to obtain the best possible combination of purchase price and delivery time. unless this window is accessed from the Sales Orders or Sales Order windows. Select the relevant sales order in the Sales Orders window. 9. you can also change it directly. If you have the Back to Back Order module. 3. Select the Sup Code field to select a supplier. you can subsequently reserve these ‘available’ working orders. • Select the Do Not Combine Order check box if the current line should be included as a separate line on the purchase order. To change ordering data for a working order: 1.4. This will cause them to be retrieved from backorder as soon as the goods have been received. Working orders that have been added manually are not yet reserved for any sales orders. If desired. Click Edit/Add (CTRL+INS/CTRL+N) to add a working order line. 5. in which anyone can place orders. You can sort the working orders by product or supplier by selecting the corresponding tab. . 7. If desired. If you select Search/Working Orders from the Sales Orders or Sales Order window. 8. This allows you to use the window as a kind of working order list.

Select the relevant sales order in the Sales Orders window.5. If you had previously selected a particular sales order. only the ordering data of the working order lines for that sales order will be changed. Select Edit/Change Line (CTRL+F6) to enter any additional ordering data.8 Purchase Order Processing II and Back to Back Order 93 10. supplier. Working orders will be combined into a single purchase order per supplier. Creating Purchase Orders for Sales Orders Once you have created and checked the working orders. Select File/Trade/Sales Orders if you only want to change the working orders for a particular sales order. Enter the new data. cost centre code and order date. before creating the purchase orders with Document/Create Purchase Orders in the same window. 2. 8. Click Next and then Finish. based on product code. 7. Select Edit/Change Lines (CTRL+F5). It will be applied to all working orders that meet the filter criteria. 5. 11. 8. 4. To change ordering data for working orders using a filter: 1.8 Converting Working Orders into Purchase Orders You can check and correct the working orders in the Working Orders window. you can convert them into purchase orders. Select File/Trade/Purchase Orders. If you clear this check box. Figure 8. Select the Do Not Combine Order check box if each order line should be included as a separate line on the purchase order. Select the product and supplier and enter the quantity to be ordered. 3. Define a filter for the working order lines that you want to change. Enter (for example) a new order date for the working order lines that meet the filter criteria. Select Search/Working Orders. 6. . Click Next. lines containing the same product code will be combined on the purchase order. Lines containing the same product will be combined into a single purchase order line if the Do Not Combine Order check box has been cleared.

6. Select Edit/Products in Backorder. AccountView enables you to view these reservations from both perspectives. you can delete them.94 Trade & Logistics Once you have converted working orders into purchase orders. Edit/Change Lines (F1) To create purchase orders based on working orders: 1. you can retrieve a variety of reports. Select Edit/Products in Backorder. This allows you to verify whether the purchase orders are reserved by the correct sales orders. Define a filter for the working orders to be converted. Select Search/Working Orders. You can also change the reservations: you can release a purchase order. 8. or whether you might want to make different reservations. 4. The working orders that have been converted into purchase orders will be removed from the Working Orders window. 6. Reserved purchase orders cannot be deleted. Based on these reservations. 3. Click Finish. 7. Select File/Trade/Sales Orders. and click Next. This will allow you to create new purchase orders based on the most recent working order lines. 5. . Edit/Change Line (F1). based on product and supplier. In the Back to Back Order module. To check reservations of sales orders: 1. To check reservations of goods received: 1. and click Next. 3. Because of this. Select File/Trade/Sales Orders. purchase orders may be reserved for specific sales orders. Select File/Trade/Purchase Orders. 2. 2. Enter a general description and a selection code for all purchase orders. 4. Indicate how the overview should be sorted. 2. Select Reports/Delivery Time Reserved Orders. or reserve a different purchase order for a sales order. 3.9 Managing Reserved Orders ⌧ Back to Back Order Purchase orders created with the Back to Back Order module are reserved for the original sales orders for which you created working orders. Checking Reservations ⌧ Back to Back Order By means of working orders. Select Document/Create Purchase Orders. These reservations make it possible to automatically update the original sales orders with such data as changes in delivery times or the receipt of the goods. reserved orders establish a connection between your sales and your purchases. Select both check boxes. If there are any purchase orders for which no final order slips have yet been printed. 4. 5. Indicate how the overview should be sorted and click Next. Click Next. you can no longer delete them. Select Reports/Reserved Orders.

Select Document/Back to Back Order and click Next. 5. 7. 5. if no working order line or purchase order line has yet been reserved for this sales order line. Select Update This Order Line and click Next. Reports/Products in Backorder (F1) To release reservations for a whole sales order: 1. 6. Select Undo Working Order(s) and click Next. 2. To reserve purchase order lines for a sales order: 1. You can now reserve different purchase order lines for the sales order lines. You can reserve a purchase order line for it. Select File/Trade/Sales Orders. Click Finish. Select the associated sales order line on the Entry tab. Select Link Sales Order Line to a Purchase Order Line. This option is only available if there are any purchase orders. 95 . Repeat the procedure for the remaining sales order lines. 2. that working order (and consequently the purchase order) is automatically reserved for the sales order for which you created the working order. Select the sales order for which you want to reserve working orders. Select Release Working Order and click Next. To release reservations for a single sales order line: 1. 3. 4. Select Edit/Setup Data (F6 or ENTER). Select File/Trade/Sales Orders. 4. Select the desired purchase order line and click Next. Making a reservation allows you to retrieve products from backorder automatically once the goods have been received. 8. Select the sales order for which you want to disconnect working order lines. but the connection with the sales order lines is lost. Click Finish. 5. Select File/Trade/Sales Orders. Select Document/Back to Back Order and click Next. 3. 4. Select the sales order for which you want to disconnect a working order line. Making reservations If any purchase order lines are already present.8 Purchase Order Processing II and Back to Back Order Releasing and Reserving Purchase Orders ⌧ Back to Back Order When you create a working order. 3. 7. 2. You can change or release this reservation: • • Releasing reservations The working order lines continue to exist. Select Update All Order Lines of This Order and click Next. you can link these to sales order lines. Click Next and Finish. Select Release All Linked Purchase Orders. 9. 8. The next sales order line is displayed. 6. Distributing Receipts over Sales Orders (97). Select Document/Back to Back Order and click Next.

Select the sales order for which you want to disconnect a working order line. Delivery dates in sales orders are automatically updated if you selected the Automatically Update Sales Order Delivery Dates check box in Options/Settings/Company/Trade/POP II. 7. The delivery date of the sales order will be updated based on the changed purchase delivery date and the sales delivery time in the setup data for the product. . Use the same Automatically Update Sales Order Delivery Dates check box. Select Update This Order Line and click Next. the related data is displayed at the bottom of the window. 8. 3. Select File/Trade/Sales Orders. To reserve a purchase order line for a single sales order line: 1. Select the associated sales order line on the Entry tab.96 Trade & Logistics Figure 8. Select File/Trade/Sales Orders. To update changed delivery times of purchase order lines in sales order lines: 1. 6.6. 9. This can be done at three different points in the process: • • • When you create a working order with Document/Back to Back Order. Use Document/Update Delivery Times in the Products in Backorder window to do so. This option is only available if there are any purchase orders. Updating Delivery Dates ⌧ Back to Back Order It is possible to update the delivery dates of the original sales orders automatically with changes in delivery times. Select Edit/Products in Backorder. Click Finish. Select Link Sales Order Line to a Purchase Order Line. If you change the purchase delivery date of a working order in the Working Orders window. 2. 5. Select the desired purchase order line and click Next. Select Document/Back to Back Order and click Next. Select Edit/Setup Data (F6 or ENTER). 2. If you change the delivery date of a purchase order (line) in the Purchase Order window. The delivery date of the sales order will be updated based on the sales and purchase delivery times in the setup data for the product. Once you have selected a purchase order line. 4. Data on the current sales order line is displayed at the top of the window.

Select the changes that you want to include in the delivery dates of the sales orders that have reserved the purchase orders: products that will be delivered sooner or later than expected. Distributing Receipts Semi-Automatically ⌧ Back to Back Order You may also choose to work with a different connection between sales orders and purchase orders. Enter the receipts in the usual way and click Save. This automatically results in a reservation. you create a single purchase order for a quantity greater than the quantity in backorder. Retrieving Products from Backorder (62) Distributing Receipts Automatically ⌧ Back to Back Order If you create purchase orders for a large number of sales orders. 7. for example. Process the receipts in the usual way with Document/Process Receipts. but have not yet been processed. To distribute receipts for reserved orders semi-automatically over sales orders: 1. Indicate how the overview should be sorted. the backorders for those sales orders will be updated automatically. As soon as you have insufficient stock. it is best to distribute the receipts automatically. The method for retrieving products from backorder manually is described in the Sales Orders [57] chapter. the distribution task can be performed semi-automatically by assigning priorities to the sales orders. Receipts can only be distributed semi-automatically if the Update Backorders Automatically check box in Options/Settings/Company/Trade/POP II has been cleared. The description is based on the assumption that the receipts have already been entered. You now have the option. you then reserve this particular purchase order. or manually. 6. of immediately updating the sales orders that had reserved the purchase orders: you can retrieve the products from backorder automatically. sales orders that can be delivered on time and/or sales order that cannot be delivered on time. 5. Select Document/Update Delivery Times. Indicate what data should be displayed.e. Select File/Trade/Receipts. To distribute receipts for reserved orders automatically over sales orders: 1. i. Receipts are only distributed automatically if the Update Backorders Automatically check box in Options/Settings/Company/Trade/POP II has been selected. Enter the receipts in the usual way and click Save. 4. You have in fact performed the task of distributing receipts in advance. because you created a purchase order for each sales order (line). If the purchase orders were reserved by sales orders. The automatic and semiautomatic procedures are specific to the Back to Back Order module. 8. . 8. however. Purchase Order Processing II and Back to Back Order 97 Select Reports/Delivery Time Reserved Orders to check the delivery times and dates. Click Next and Finish. Select File/Trade/Receipts. semi-automatically.8 3. 2. and are described below. 2. For all sales orders containing the same product.10 Distributing Receipts over Sales Orders Receipts for reserved orders are entered in the same way as receipts for regular purchases. 3. In that case.

Use delivery priorities to indicate which backorders should be retrieved from backorder first when the receipts for backorder lines are distributed. Figure 8. 10. you can quickly establish in which purchase orders the same product or supplier also appears. Select File/Trade/Products. The sales order lines with the highest priority will take precedence during distribution of the receipts.12 Retrieving Trade Information ⌧ POP II While entering purchase orders. 6. To retrieve purchase and stock transactions: 1.7. while one is the highest.11 Retrieving Purchase and Stock Transactions ⌧ POP II The Product Information window displays the stock quantities per product. 5. you can also retrieve purchase and stock transactions from this window. Select Edit/Sales Order Lines. Select Search/Stock/Product Information (F5). 9. Releasing and Reserving Purchase Orders (95). 7. With the POP II module. Select File/Trade/Sales Orders. the data in the Working Orders window has been updated. Retrieving Additional Information with Drill Arounds (259) . or for the historical (processed) transactions for the current year. 4. you can use Search/Drill around to quickly retrieve information on previous orders and transactions. Select Edit/Sales Order Line/Change Line (CTRL+F6). You can display this trade information either for the current (unprocessed) transactions. If the quantity of products received is lower than the quantity in backorder. Reports/Receipts to Distribute (F1) 8. The default priority is five.98 3. After distribution. Select Document/Distribute Reserved Purchase Orders and confirm your selection. Nine is the lowest priority. 8. For example. the backorders with a low priority will not be (fully) retrieved from backorder. Select the desired product. Enter the Delivery Priority for the sales order line. Trade & Logistics Process the receipts in the usual way with Document/Process Receipts. 2. Select Search/Sales Order (F6). 8. 3.

Work in Progress (Manufacturing).Functionality This extension module includes the following functionality: • • • • • • • • • • • Ten stock quantities: Backorder (Sales Orders). Postponed and Processed. employee. date. Recurring stock transactions. the stock value is recorded on the basis of a standard cost price (SCP).1 Stock Control . Automatic checking of free stock during marking or input of stock transactions. regardless of any claims upon it). Enter stock transactions in a separate window. and for which you run the price risk). you have a choice of methods for valuing your stock. In the Stock Control module. Sales Order Processing and Sales Order Processing II modules. The product transactions that you enter for purchase orders and sales invoices are automatically processed in your stock control system and posted to the financial accounting system. The Products window offers a clear overview of the flow of goods. including transaction code. This is dealt with in the section on Stock Valuation [121]. • financial (all stock transactions which have been recorded in the financial administration). • economic (the stock which is your property. The stock control system is fully integrated with AccountView’s financial accounting system. Special commands are available to change the SCP per product and to post cost price adjustments. Stock The Stock Control module allows you to keep track of your stock. Three types of transaction code: Stock Transaction. Received (Purchase Order Processing). . you can also retrieve stock overviews. When you use the Stock Valuation module. calculated automatically based upon the stock quantities: • free (the stock available without endangering sales or backorders). Sales Orders. 9. and during marking or input of sales orders. • available (the stock available without endangering sales orders). Six stock variables. Order (Sales Order Processing and Sales Order Processing II). Despatched (Sales Orders). in terms of both quantities and value. • technical (the physical stock in hand. In Production (Manufacturing). Increasing or decreasing of fixed settlement prices for groups of products by a percentage or a fixed amount in a single operation. you can retrieve detailed stock data for individual products in many areas of AccountView. Combined with the Purchase Order Processing. Record the stock value for each product on the balance sheet. In addition.9. In this window. Retrieval of product information (stock quantities and stock variables) in stock pages and products. Ordered (Purchase Order Processing). Post stock transactions and cost price adjustments. Opening Stock and Warehouse Transfer (Warehouse Location module) Unlimited number of transaction codes possible. including rounding off and correction for psychological prices. • reserved (that portion of the stock which has been ordered). the stock control system offers powerful features. Stock Transactions. cost centre and selection code.

how many have been ordered by your customers. Because of this. Products that have been ordered from your supplier may not yet have been received. or on what you want to know. or if they have been received. how many have been received. they may not yet have been processed. These stock quantities are continuously updated while you are working with AccountView. indicates for what number of products sales orders have been entered but not yet processed (Reserved stock type). etcetera. for example. is determined by the modules you have installed. Stock types are calculated on the basis of the ten different stock quantities. File/Trade/Sales Orders/F6 (F1). These stock quantities indicate the number of products that have a particular status (received.). They indicate for each product how many items have been ordered from your supplier. but five of them may already have been reserved for sales orders that have been entered. At the same time. Document/Process Receipts (F1) In Backorder This stock quantity is updated on the basis of the backorders entered in the Sales Orders window or the Products in Backorder window. The following list shows for each stock quantity which command(s) cause it to be updated. Select Reports/Stock Quantities in the Products window to retrieve a detailed overview of the various stock quantities for your products. Which presentation (which stock type) is the most appropriate depends on your point of view. Stock quantities are cumulative figures that are updated by AccountView whenever you enter and process stock transactions. etc. What stock quantities are updated.100 • Trade & Logistics Standard reports: • Stock for Cost Price Adjustment • Processed Stock Pages • Stock Quantities • Stock Pages • Cost Price Adjustments • Stock Overview • Stock Valuation 9. Stock types provide various ways of presenting the number of products in stock. on backorder. the status of the flow of goods as a whole is recorded using ten different stock quantities. Ordered is decreased by the same number. Edit/Products in Backorder (F1) .2 Flow of Goods in AccountView It is not possible to express your stock of a product in a single number. Ordered This stock quantity is increased when you print a final order slip for the purchase order. Another stock type presents your stock from the point of view of risk (Economic stock type). The following illustration shows the stock quantities used in AccountView. Stock quantities in AccountView The stock quantities represent the flow of goods in AccountView. One of the stock types. Reports/Final Order Slips (F1) Received This stock quantity is increased when you have entered and processed the goods receipt. You may have ten products in stock.

1. Reports/Delivery Notes (F1) .Stock Sales Order Processing I & II On Order (pchs) Sales Orders Manufacturing In Backorder Received On Order (sls) Despatched Pending In Manufacturing Purchase Order Processing 101 Work in Progress 9 Stock Transactions Processed Stock Control Figure 9. File/Trade/Sales Orders/F6 (F1) Despatched This is updated as soon as you print the final delivery note in the Sales Orders and Issue Orders windows. Stock quantities in AccountView On Order This stock quantity is updated on the basis of the order lines entered in the Sales Orders and Sales Invoices windows.

When these transactions are posted. the In Manufacturing quantity is increased for all components. the quantity of Work in Progr is reduced and Proc is increased by the same quantity. If the Direct Purchase Invoice Posting check box has been selected. If you work with postponed posting instead of direct posting.102 Trade & Logistics Work in Progress When you put products into production. If the Direct Sales Invoice Posting check box has been selected. When the production is reported as complete. the Reports/Final Invoices command immediately causes the Despatch’d quantity to be decreased and the Units Booked quantity to be increased. When you post sales invoices: This option is only available if the Direct Sales Invoice Posting check box has been cleared. the quantity In Manufacturing is reduced and Proc is reduced by the same quantity. Document/Post Invoices (F1) . This quantity is updated at two different points in the process: • • When you print final invoices: Quantity Pending is updated as soon as the final invoice is printed. the Proc stock quantity is updated. The Quantity Pending is decreased and the Units Booked quantity is increased. Document/Put into Production (F1) In Manufacturing When you put products into production. the Quantity Pending stock quantity is increased and the Received stock quantity is decreased. the Work in Progr quantity is increased for all main products (compound products). When you post purchase invoices: This option is only available if the Direct Purchase Invoice Posting check box has been cleared. without using the Quantity Pending. the Document/Process Purchase Invoices command immediately causes the Received quantity to be decreased and the Units Booked quantity to be increased. Document/Process Purchase Invoices (F1) Quantity Processed This quantity is updated at three different points in the process: • • • When you post stock pages. Document/Post Stock Pages (F1). File/Trade/Stock Pages/F6 (F1) Quantity Pending This is a temporary stock quantity. When the production is reported as complete. the Quantity Pending stock quantity is updated instead of the Units Booked stock quantity. The Quantity Pending is decreased and the Units Booked quantity is increased. Reports/Final Invoices (F1). Document/Put into Production (F1) Stock Transactions This stock quantity is updated on the basis of the transactions entered in the Stock Page window. When you process purchase invoices: When you process purchase invoices. without using the Quantity Pending.

Purchase Order Sales Invoice Sales Orders Manufacturing Sales Order / Products in Backorder Production Order In Backorder Document/ Start Processing Sales Order Main Products Components Reports/ Final Order Slips On Order (pchs) On Order (sls) Document/ Process Receipts Reports/Delivery Notes Received Despatched Document/Process Purchase Invoices < Direct Posting of Purchase/Sales Invoices> In Manufacturing Sales Order Processing I & II Work In Progress Purchase Order Processing Reports/Final Invoices Pending Stock Transactions Document/Post Invoices (purchase and sales) Document/Post Stock Pages Document/ Process Completions Processed Stock Control Figure 9. Changing stock quantities in AccountView Stock Types in AccountView Stock types are calculated on the basis of the stock quantities.2.9 Stock 103 The information provided above has been summarised in the following illustration. such as free stock or reserved stock. The following stock types are available in AccountView: • • • • • • Free Available Reserved Shelf Economic Financial . Stock types are the various representations of your stock.

On Order . this stock type is composed of the following stock quantities: • Received . for which a delivery date has often been agreed upon. this stock type is composed of the following stock quantities: • In backorder + On Order .Despatch’d Reserved Stock The reserved stock is that portion of the stock of a product or component for which a sales order has already been placed.Despatch’d Available Stock The available stock is the stock that is at the organisation’s disposal without endangering the current sales and production orders.In Manufacturing + Stock Transactions + Quantity Pending + Units Booked . Select the desired stock type from the Stock Type list box in the bottom left corner of the window.In Manufacturing + Stock Transactions + Quantity Pending + Units Booked . The plus and minus signs behind the highlighted stock quantities. Free Stock The free stock is the stock that is at the organisation’s disposal without endangering the delivery of ongoing production orders. The available stock increases when: • Receipts are processed • Production runs are reported as complete (stock of finished products) • Stock page lines are entered (positive quantity) The available stock decreases when: • Sales order lines and sales invoice lines are entered (orders) • Production runs are started (stock of components) • Stock page lines are entered (negative quantity) Expressed in a formula.In backorder . The stock quantities that are used to calculate the stock type selected are highlighted in white. The reserved stock increases when: • Sales order lines and sales invoice lines are entered (orders) The reserved stock decreases when: • Final delivery notes (or invoices) are printed Expressed in a formula. The Total of the stock type is displayed in the bottom right corner of the window.104 Trade & Logistics Select Search/Stock/Product Information (F5) in the Products window to view the various stock types by product. sales orders and backorders. The free stock increases when: • Receipts are processed • Production runs are reported as complete (stock of finished products) • Stock page lines are entered (positive quantity) The free stock decreases when: • Sales order lines and sales invoice lines are entered (orders and backorders) • Production runs are started (stock of components) • Stock page lines are entered (negative quantity) Expressed in a formula. The available stock equals the free stock plus the number of products in backorder.On Order . this stock type is composed of the following stock quantities: • Received . on the right side of the window. indicate how the stock type is calculated. The free stock equals the available stock minus the number of products in backorder. The various stock types are described below.

semi-finished products. this stock type is composed of the following stock quantities: • Received . The economic stock equals the shelf stock plus the quantity in purchase orders that have been placed. and for which the organisation consequently bears price risks. Therefore.9 Stock 105 Shelf Stock The shelf stock is the stock of products that are physically in stock.In Manufacturing + Stock Transactions + Quantity Pending + Units Booked .Despatch’d Economic stock The economic stock is the stock of all products that legally belong to the organisation. This means that all raw materials.In backorder . The financial stock equals the Units Booked quantity.In Manufacturing + Stock Transactions + Quantity Pending + Units Booked . auxiliary materials and supplies. regardless of whether or not these goods are physically present at the organisation’s premises. minus the combined quantity in backorders and sales orders.On Order . The financial stock increases when: • Purchase invoices are posted • Stock page lines are posted (positive quantity) The financial stock decreases when: • Sales orders and sales invoices are posted . this stock type is composed of the following stock quantities: • Ordered + Received + Work in Progr . The economic stock increases when: • Final order slips are printed • Production runs are started (stock of finished products) • Stock page lines are entered (positive quantity) The economic stock decreases when: • Sales order lines sales and invoice lines are entered • Production runs are started (stock of components) • Stock page lines are entered (negative quantity) Expressed in a formula. and end-products for which the organisation has entered into obligations are part of the economic stock. regardless of whether or not you have entered into any obligations in relation to these products. The shelf stock increases when: • Receipts are processed • Production runs are reported as complete (stock of finished products) • Stock page lines are entered (positive quantity) The shelf stock decreases when: • Production runs are started (stock of components) • Delivery notes (or invoices) are printed • Stock page lines are entered (negative quantity) Expressed in a formula.Despatch’d Financial Stock The financial stock reflects all the stock transactions that have been posted to the financial accounting system. AccountView does not count finished products used in work in progress as shelf stock.

The Stock view presents a complete. and financial stock types. You can use the list of view options on the toolbar to retrieve the desired group of stock information.3. general overview. The Order Proposal view presents the result of the order formula. The other three views that can be selected are individual stock types. this stock type is composed of the following stock quantities: • Units Booked Retrieving Flow of Goods Overviews Your stock is maintained in the Products window.106 Trade & Logistics • Stock page lines are posted (negative quantity) Expressed in a formula. reserved. This window offers a number of columns with groups of stock information. . It displays the shelf. They are displayed in combination with other relevant stock quantities and stock types. free. Use the list of view options on the toolbar to display a complete overview of the flow of goods. as well as relevant stock types and the minimum quantity. Figure 9.

4. The stock types are displayed in the Product Information window. you can retrieve the lines for the stock quantities displayed. The stock quantities that are used to calculate the stock type selected are highlighted in white. . you can retrieve the order lines for the On Order and In backorder stock quantities. Select the desired stock type from the Stock Type list box in the bottom left corner of the window. expressed in the standard cost price • Select Reports/Stock Quantities to print the flow of goods per product.9 Stock 107 Retrieving Product Information Select Search/Stock/Product Information (F5) to display a window with detailed information on the stock of the product selected. If you have the Sales Orders module. You can retrieve the transactions by clicking the search button next to the appropriate field.5. Figure 9. for example. on the right side of the window. Figure 9. This allows you to determine exactly which transactions have given rise to a particular stock quantity. You can determine yourself how the stock in this report should be calculated. You can also use your own formulas in addition to the existing stock quantities and stock types. indicate how the stock type is calculated. The Total of the stock type is displayed in the bottom right corner of the window. Print an overview of your free stock. The plus and minus signs behind the highlighted stock quantities. Depending on your combination of modules. Retrieving Stock Reports The Reports menu in the Products window offers a number of commands for printing stock overviews containing quantities and values: • Select Reports/Stock Overview to print an overview of your stock.

Enter decreases in stock as negative numbers.108 Trade & Logistics 9. Use Document/Company Setup Data/Cost Price Adjustment to revalue the products. you can select Document/Acquire/Opening Stock. . Now that you have entered the opening stock. These settings determine such preferences as when stock checking should take place.Trade (Stock) windows. do not define system day books. If necessary. using transaction codes of the Opening Stock type. The stock control system is based on your product file. These day books will be used whenever the relevant transactions are posted. 3. To do so. Only if no system day books have been selected will you be asked to select the desired day book during posting. you will want to print overviews. Products ( ) To use the Stock Control module: 1. To define the stock control settings: 1. To do so. Select the System Day Books. 4. 9. 2. for example for stock-taking. If you would prefer to select a day book during posting. Select Options/Settings/Company/Trade/Stock Control. Use a separate transaction code for each type of stock transaction. Define the settings in the Company Settings .3 Stock Control . Post the stock transactions by selecting Document/Post Stock Pages. 2. Create transaction codes for at least the Opening Stock and Stock Transaction types. select Reports/Stock Overview in the Products window (or Reports/Stock List in the Warehouses window if you have the Warehouse Location module). At the start of a new financial year. 5.Accounting and Company Settings . 8.Procedure The Stock Control module is used to enter transactions for your stock. which are used-defined. Post the opening stock by selecting Document/Post Stock Pages. the stock data should be copied to the new company. 6. Select Edit/Add (CTRL+INS/CTRL+N) to create a new stock page. Select Options/Settings/Company/Accounting/General.4 Defining Stock Control Settings You start by defining a number of company settings relating to the processing of data using the Stock Control module. Doing so will automatically create a stock page for the opening stock of the new financial year. In the course of the period. Select File/Trade/Stock Pages to retrieve the Stock Pages window. 7. enter the opening stock of your products. Stock transactions are characterised by transaction codes. Select Document/Company Setup Data/Transaction Codes to record transaction codes. In this window. you can change the value at which specific products have been recorded. After posting all purchase and sales invoices and copying the setup data and the opening balance. 3. you can enter stock transactions in a similar way in the Stock Transactions window. use transaction codes of the Stock Transaction type.

To check the stock control setup data: 1. you make use of other pieces of information. You can find more information on this in the sections on Warehouse Locations [143] and Stock Valuation [121].6. If you have the Warehouse Location module and/or the Stock Valuation module. Stock 109 Enter the data in the window. 5.9 4. You can determine such preferences as whether the free stock should be checked when transactions are entered in the Stock Page window (Check Stock Trans) and when sales orders are entered (SO Stock Control). 9.5 Defining Stock Control Setup Data While entering sales orders. 3. 2. Check whether all products have been entered and whether the data entered on the Stock tab is correct. Select File/Trade/Products/F6/Stock. This setup data must be complete and correct before you can start entering transactions. Check whether the correct accounts have been selected in Stock Account and Cost Price Adj A/C. These accounts are not used to post the opening stock. .Trade (Stock) window. Select Document/Company Setup Data/Product Groups/F6/Stock. Select Options/Settings/Sequence Numbers. such as products and product groups. Enter the sequence number for the first Stock Page and the first Stock Processing. because the value of the opening stock should be entered separately in the financial accounting system. 4. In the Company Settings . Figure 9. you can customise the way in which the Stock Control module works. please remember to create the setup data for these modules when setting up your stock control system.

select the Stock Product check box. To keep stock quantities for a product. Transaction codes are used to post stock transactions to the financial accounting system. The Stock Pages window displays an overview of the stock transactions to be posted.110 Trade & Logistics Figure 9. you record the nominal ledger account that will serve as the offset account for your stock transactions. The use of transaction codes allows you to categorise the stock transactions by type. select the Register Stock Value in Nominal Ledger check box. 9. Figure 9. and can’t be changed. you will have to enter a transaction code. Some of the product setup data has an impact on the Stock Control module. The transaction code applies to the entire stock page.8. In the setup data of the transaction code. which means that you can enter stock transactions without referring to the list of nominal ledger accounts. .6 Creating Transaction Codes When entering stock transactions. If you also want to create transactions for products on the stock account.7.

for example. If you do have the Sales Order Processing module but not the Purchase Order Processing module. For each account. You have created the nominal ledger accounts shown below. you will have to delete the code and create a new one with the modified data. Enter the desired transaction code. use a special SALES transaction code. To be able to enter stock transactions. You will need at least the following transaction codes: • A transaction code of the Opening Stock type if you will enter your opening stock manually. you will need transaction codes.9. for example. To do so.Example Let’s assume that you have the Sales Order Processing/Invoicing and Purchase Order Processing modules. Examples of stock transaction codes . warehouse transfers (TRANSFER). You can change the description of a transaction code at any time. Creating Transaction Codes . for example.9 Stock 111 How and for what purpose you can use stock transactions is determined by the modules installed: • • • If you have both the Purchase Order Processing and the Sales Order Processing modules. To do so.1. Figure 9. 2. 3. Define an offset account for transaction codes of the Stock Transaction type. If you want to change the account number or type of a transaction code. To create transaction codes: 1. you create a transaction code of the Stock Transaction type and link the account to it.You enter stock transactions resulting from sales and purchases using the appropriate modules. however. Select Document/Company Setup Data/Transaction Codes. or stock corrections (CORRECTION). you can enter transactions for product breakage (BREAKAGE transaction code). you can also record receipts in the Stock Page window. This is only possible if the transaction code is not currently used in an unposted stock page. You categorise the remaining stock transactions into four different groups. Account Description 9205 9210 9215 9225 Stock Breakage Stock Differences Stock Spoilage Miscellaneous Stock Transactions Transaction Code BREAKAGE DIFFERENCES SPOILAGE MISC Table 9. • A separate transaction code of the Stock Transaction type for each offset account that you use. use a special PURCHASE transaction code. Select Edit/Add (CTRL+INS/CTRL+N). you can also record deliveries in the Stock Page window. If you do have the Purchase Order Processing module but not the Sales Order Processing module.

enter the opening stock manually. Select Document/Post Stock Pages to post the new opening stock. Recording the Opening Balance ( ) Once you have entered your opening stock.112 Trade & Logistics 9. 4. you create a separate line for each bin number. After that. . The opening stock is posted using a transaction code of the Opening Stock type. Select Edit/Add (CTRL+INS/CTRL+N). you will therefore have to enter the financial value of your opening stock as an item on the opening balance. If you have the Warehouse Location module. 3. select Reports/Stock Valuation (both with and without the Only Products with Registered Stock Value check box selected) to retrieve an overview of the products for which you have to enter the opening stock. Select a Transaction Code of the Opening Stock type. To enter the opening stock: 1. 2. you can automatically copy the closing stock to each subsequent financial year. For example.7 Entering and Posting Your Opening Stock The opening stock is the stock that is present at the beginning of the financial year. These are the products in the Stock Valuation report that you printed. Create a line for each product for which you keep track of both quantities (the Stock Product check box has been selected) and value (the Register Stock Value in Nominal Ledger check box has been selected). You can copy the stock balance with Document/Acquire/Opening Balance Sheet. Select File/Trade/Products and make sure that all stock quantities are zero. Select the Entry tab. you can automatically copy the opening stock from the previous financial year. with the Only Products with Registered Stock Value check box selected. 5. 6. Figure 9. When you first set up your stock control system in AccountView. Select File/Trade/Stock Pages. This takes place during the year-end accounting process. The opening balance is entered using a transaction code of the Opening Stock type. Entering the opening stock does not cause any financial transactions to be made. 7. If you are first setting up your stock control system. and copy the old closing stock as the new opening stock with Document/Acquire/Opening Stock.10.

9. and entering the quantity by which the opening stock for the relevant products should be decreased (negative quantity) or increased (positive quantity) on this page. enter a stock page for the remaining stock products. you may decide to record only quantities for products that are purchased for internal use. the stock quantities do not absolutely have to be zero to enter your opening stock. If you have the Stock Valuation module and are using the LPP stock valuation method. • The financial value of the opening stock is displayed in CP Page Total. 10. or change the amount on the opening balance by entering an additional line in the day book. there will be a reconciliation conflict between the opening balance and the opening stock. you must enter batches in the same order that they are purchased. change the quantities in the window. Bear in mind that for products whose value is recorded (Register Stock Value in Nominal Ledger check box has been selected). The oldest batch will be shown on the first line for that product. however. These are the products for which you do keep track of quantities (the Stock Product check box has been selected). It is even possible to enter the opening stock later on: in other words. 9. followed by the second oldest batch for that product. Changing Your Opening Stock You can change the opening stock at any time by creating a stock page of the Opening Stock type. purchased products that you don’t enter with the Purchase Order Processing module. but not of value (the Register Stock Value in Nominal Ledger check box has been cleared). be clearer and more orderly if you enter the opening stock before entering any purchases or sales. For example. the total amount of these products does not need to be entered in the opening balance. sold products that you don’t enter with the Sales Order Processing module. Select Document/Post Stock Pages to post the opening stock to the stock control system. Entering Your Opening Stock Later On Because very large numbers of products are often involved. If necessary. As a result. the Stock Page window is also used for transactions resulting from losses from the warehouse. Select Reports/Nominal Ledger Reconciliation in the Products window to check the reconciliation between the opening balance and the opening stock. This amount is entered as a component of the opening balance. Select Reports/Stock Pages to check the opening stock entered before continuing. Your company will. . If you have the Warehouse Location module and a product is stored in multiple warehouse bin numbers. If you don’t enter this additional line. Enter the quantity for the opening stock. 8. 11. This window is used to enter the opening stock (if you are setting up a new company) or to copy the opening stock to a new financial year. Compare the total amount with the amount on the opening balance. In addition. Now. you do not have to enter the opening stock all at once. The stock page that you have just entered and posted contained those products for which both quantities and value are recorded. create a separate line for each bin number. at the bottom of the window. and similar transactions.8 Entering Stock Transactions Stock transactions are entered directly in the Stock Page window. and so on. products consumed in projects.9 Stock 113 • • Click Add and press F4 to select a product. you will also have to change their value listed on the opening balance by entering an additional line in the day book.

11.9 Posting Stock Transactions For the purpose of posting stock transactions to the financial accounting system. enter a minus sign before the quantity. the Stock Transactions quantity is immediately updated in the stock control system (on completion of each line). 5.114 Trade & Logistics Figure 9. All transactions on a stock page are entered using the same transaction code. The window has a different appearance if another type of transaction code is selected. If you post multiple stock pages at once. To enter stock transactions: 1. 4. Enter the stock transactions. 2. Select the desired Transaction Code. You also defined the appropriate offset account in the setup data of the transaction code. The appearance of the Stock Page window depends on the transaction code selected. Regular stock transactions are entered using a transaction code of the Stock Transaction type. Select Edit/Add (CTRL+INS/CTRL+N). Select File/Trade/Stock Pages. 3. 9. all transactions will be entered on the same day book page. All transactions on this page will be posted using the same transaction code. When you enter stock transactions. Select the Entry tab. For decreases in stock. you have defined a Stock Account in the setup data of the product group. .

9 Stock 115 Figure 9. 2. Such stock-taking can be done using a stock list (a list of product counts). To post stock transactions: 1. When printing this report.Accounting (General) window. Enter the period and select the day book to which the stock transactions should be posted. This overview displays the shelf stock per warehouse bin number.12. the stock present in the warehouse is periodically compared with the information in the stock control system. If you entered a system day book in Stock Transactions in the Company Settings . Enter the period in which the transactions should be entered and select the relevant day book code. The first stock page (the opening stock) has been marked. 3. 9. Printing Stock Lists by Product Group You can print a stock list by selecting Reports/Stock Overview in the Products window. you can suppress the Price column. you will not be able to change the day book here. which will give you a blank column in which to write down the actual stock quantities.10 Printing Stock Lists In any organisation. Mark the stock pages that you want to post. This report displays the quantity of products that should be in stock according to your stock control system. Select Document/Post Stock Pages. . 4. The Units Booked quantity and the Stock Transactions quantity will now be updated in the stock control system. Select File/Trade/Stock Pages.

Select File/Trade/Products.11 Changing Product Prices Changing Purchase and Sales Prices If your supplier introduces price changes. • Check the Do Not Print Prices check box to create a blank column in which to write down your actual stock counts. Select the By Account check box to sort the report by stock account. If you have the Warehouse Location module. you can write down the quantity actually counted in the blank column of the report. • Clear the Do Not Print Zero Quantities check box to ensure that all products are printed on the list. Stock-Taking (152) Correcting Stock Differences You can use the printed stock list to perform the actual stock-taking. 9.116 Trade & Logistics Figure 9. Create a special transaction code called something like DIFFERENCES for these corrections. and the Purchase Price on the Purchase tab. • Select Shelf in Quantity to include products that have been received or despatched. but have not yet been posted. To print a stock list: 1. these changes will have to be incorporated in your system. select the shelf stock and suppress the price column. The report will be sorted by product group and product.13. enter transactions in the Stock Page window to make corrections for those products for which differences have been observed. Change the Sales Price on the Sales tab. you can also print a stock list with Reports/Stock List in the Warehouses window. 4. 3. The difference between the quantity actually counted and the quantity recorded in the stock control system (positive or negative) should be entered in the Quantity column. of if you change your own prices. Click Next to print the report. Price changes per product are most conveniently entered directly in the setup data of the product. If any differences are found between the quantity counted and the quantity recorded in the stock control system. . with File/Trade/Products/F6. To print a stock list. When the stock-taking process has been completed. 2. Select Reports/Stock Overview.

This is the estimated purchase price for the coming period. If the Register Stock Value in Nominal Ledger check box has been selected. the standard cost price. it is best to enter a price change in your system at the moment when it takes effect. If an accurate SCP is used.14. Such additional corrections can be used to calculate psychological prices. You can change the price by a positive or negative value (amount or percentage). Increasing the sales price of all products by five percent. these price changes per group do not need to be posted. to prevent the purchase or sale of products being recorded at an incorrect price. or the purchase price. the old price will remain in effect. Because of this. Psychological prices are prices ending in 95 or 99. Unlike changes in standard cost price. The new price will be used when you enter new orders. in addition to the purchase and sales prices.9 Stock 117 These price changes do not affect that data that has already been entered in your stock control and financial accounting systems. In the foregoing step you can restrict the price increase to specific products or product groups. the SCP is used to record the value of the stock of this product. it is easier to change the price per group of products. . You can do so with Edit/Price Changes in the Products window. See the Sales Order Processing [ section. Changing Standard Cost Prices In the Stock Control module. Changing Purchase and Sales Prices per Group For large quantities of products. instead of manually changing the price of each individual product. changes in the SCP of a product cannot be made without certain consequences: you will have to recalculate the value of your stock of this product and incorporate the new value in the financial accounting system. Any differences between the SCP and the actual purchase price are entered on a separate account. Because of this link with the nominal ledger. this price differences account will have a balance of (almost) zero at the end of the period. after which a correction can be made to ensure that prices end in 95. for example. you can also choose from other pricing options. If you have the Stock Valuation module. Figure 9. This window offers you the option of automatically calculating the new purchase or sales price on the basis of the current price. ] The SCP is a separate value recorded in the Product Setup Data window. the stock value is recorded in the nominal ledger on the basis of a standard cost price (SCP). They take effect as soon as the command has been completed. and then make an additional correction if desired. For orders that have already been entered. The result can be rounded to zero decimal places.

and the value of your stock displayed on the balance sheet will be incorrect. The changes take effect as soon as Document/Post Cost Price Adjustment is selected. Enter a new SCP for each product in New SCP. and the new SCP is automatically recorded in the setup data of the product. you will not be able to change the day book here. and the balance of the Cost Price Adjustment account is reset to zero. The price changes that you enter will continue to be displayed in the Cost Price Adjustment window until you post them. for example if prices have gone up or down more quickly than expected. To change the SCP: 1. 7. You can change the SCP for multiple products at once from the Cost Price Adjustment window.118 Trade & Logistics The SCP must be as close as possible to the actual price. Select Edit/Setup Data (F6 or ENTER). Figure 9. 6. Enter the period in which the transactions should be entered and select the relevant day book. the balance of the price differences account will become too high. 2. If it isn’t. 3. Select Document/Company Setup Data/Cost Price Adjustment. If you entered a system day book in Cost Pr Adj in the Company Settings . When you create a new company at the start of a new financial year. 4. but post them only once a quarter. The SCP is usually reviewed at the end of a period. This allows you to enter the changes in the window whenever you want in the course of time. the product will be included on the balance sheet at the SCP that is in effect at that time. You can enter changes to the SCP with Document/Company Setup Data/Cost Price Adjustment. The Cost Price Adjustment window lets you change the standard cost price for multiple products simultaneously.Accounting (General) window. The stock value is a combination of the original SCP and all price corrections that have been made in the Cost Price Adjustment account in the course of time. an entry will be made on the cost price adjustment account (Cost Price Adj A/C). Select Document/Post Cost Price Adjustment to post the changes to the nominal ledger and to include them in the product file. In some cases.15. . Select the product for which you want to change the standard cost price. This command causes an entry for the price difference to be made on the Cost Price Adj A/C of the product group. 5. changes in mid-period may be necessary. for example. As soon as these changes are posted. Repeat steps 2 to 4 for all the products for which you want to change the SCP.

16.3 percent. it is easier to change the standard cost price per group of products. instead of manually changing the SCP of each individual product.9 Stock 119 Changing Standard Cost Prices per Group For large quantities of products. on our website (www.12 Copying Your Opening Stock to a New Financial Year You can always find the complete.nl). including additional information for Stock Control. Figure 9. Trade Reporting (247) . In the foregoing step you can restrict the price increase to specific products or product groups. Performing Year-End Accounting ( ) 9. Select subsequently Support. You can do so with Edit/Change by Group in the Cost Price Adjustment window. The value does not have to be an integer. You can undo all changes by selecting Current SCP + Amount and entering a Value of zero. and a positive or negative value (amount or percentage).accountview. Tips and Tricks.13 Retrieving Stock Reports Three different reporting modules are available for the Stock Control module: Stock Control History I. Year-end accounting procedures for AccountView Windowst. Stock Control History II and Stock Analysis. your changes will not take effect until you select Document/Post Cost Price Adjustment. Again. up-to-date procedure for year-end processing. This window offers you the option of automatically calculating the new SCP on the basis of the purchase price or the SCP. Increasing the standard cost price of all products by 4. The general procedure in the Closing Periods and Years [ ] chapter only contains a general overview of the procedure. 9.

10. Stock Valuation
Among other things the stock control system keeps the value of your stock up to date. On the basis of the value of the stock, the
profit after sales can be determined. This stock value can be recorded in various ways. The Stock Control module uses the Standard
Cost Price (SCP) stock valuation method by default. This method is suitable for larger goods flows with prices that can be easily
estimated over a longer period. The stock is then valued on the basis of the estimated standard cost price. Price differences are posted
to a separate account and form a correction on the value of the stock.
The fixed cost price is not suitable for goods flows with prices that vary greatly. The balance of the price differences account would
show an incorrect positive or negative value, and the Stock account would not accurately reflect the value of the stock.
You can use the Stock Valuation module to select one of the other available stock valuation methods: Average Purchase Price (APP)
or Last Purchase Price (LPP). Each method has its advantages and disadvantages. The method you choose depends on the type of
company, the type of products you buy and sell, whether you wish to take your profit quickly or spread it out over several years or
whether you prefer to have a low, an average or a high value of stock on your balance sheet. For taxation purposes, you will have to
decide on a valuation method for the long term. You must have well-founded reasons in order to be able to switch from one valuation
method to another.
The module is a flexible one, enabling JIT (Just In Time) deliveries and orders to be dealt with accurately, keeping you wellinformed of the value of your stock at all times.

10.1 Stock Valuation - Functionality
The module extends the functionality of the Stock Control module. The following functionalities, among others, are available:




Two extra stock valuation methods in addition to the normal Standard Cost Price (SCP) method:
• Average Purchase Price (APP)
• Last Purchase Price (LPP)
Stock valuation method can be changed during the course of the year.
Increase or decrease APP and LPP for groups of products by a percentage or a fixed amount in a single operation, including
rounding off and correction for psychological prices.
Stock value adjustments can also be posted by APP and LPP.
Standard reports, including for APP and LPP:
• Stock for Cost Price Adjustment
• Cost Price Adjustments
• Stock Overview
• Stock Valuation

10.2 Stock Valuation - Procedure
To specify the desired stock valuation method in your accounting system:
1. Read the section Stock Valuation Methods [122]. This provides information on the advantages and disadvantages of the different
methods.
2. Read the section Unit Cost Calculation [123]. There you will find a detailed examples that compare the effects of the valuation
methods, using different cost price entries. This way you can determine which valuation method suits you best.
3. Select Options/Settings/Company/Trade/Stock Control and then select the desired Stock Valuation.
You can change the stock valuation method at any time, even during the financial year.

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Working with the LPP and APP valuation methods differs in a number of ways from the default procedure (SCP). In the section APP
and LPP - Procedure [ ] you will find the necessary information, such as how to enter (or copy) the opening stock.
Specifying the Stock Valuation Method (125)

10.3 Determining the Gross Profit
It is of vital importance for any business to be able to determine its gross profit (the transaction result) per sales transaction. This
gross profit is calculated on the basis of the purchase value. The stock valuation method used thus has a direct effect on the gross
profit. This is explained below.
The financial processing of each sales transaction includes not only the revenue that has been realised but also the purchase value of
the sold goods. The transation is posted to the profit and loss accounts in order to be able to determine the gross profit. The
transaction result is determined by the difference between the revenue and the purchase value of the sold goods.
The gross result of a sales transaction is determined on the profit and loss accounts from the following two journal entries:
Customers (Balance Sheet)
1,000.Revenue (P&L)
1,000.Cost Price Revenue (P&L)
750.Stock (Balance Sheet)
750.The gross profit of the sales transaction shown above can be directly determined, namely 1,000 - 750 = 250. The second journal entry
depends on the stock valuation method used. This method determines at what value the sold goods are shown on the balance sheet.

10.4 Stock Valuation Methods
If a company sells goods that are fairly easy to distinguish from each other, for example grand pianos, the purchase price of the goods
can be easily determined at the moment of invoicing. However, if it is difficult to distinguish between individual goods due to their
large volume and if in addition the purchase price of the goods fluctuates over a period of time, then it becomes difficult to determine
the cost price (and similarly the decrease in value of the goods in stock). For example, it would be impossible to determine the
original purchase price of 10 tiles from a stack of 10,000.
The module Stock Valuation adds the following optional calculation or valuation methods to choose from for determining the cost
price when the goods are sold:
• Average Purchase Price (APP)
• Last Purchase Price (LPP)
These stock valuation methods are detailed in the following sections. First the advantages and the disadvantages of the default
valuation method, the Standard Cost Price (SCP), are discussed.

Standard Cost Price (SCP)
By default AccountView offers the opportunity to value the stock against a Standard Cost Price (SCP). The SCP is the estimated
average purchase price for the current period (for example a month, a quarter or a year). If the actual purchase price deviates from the
SCP, the difference is entered on the Price Differences account. The SCP is used for entries in the Stock account.
If an accurate estimate of the SCP is used, the Price Differences account will have a balance of (nearly) zero at the end of the period.
If the Price Differences account is not balanced, it will affect the transaction result. In this case the transaction result won’t be
accurate. At the end of the financial year the Price Differences account is used to correct to the transaction results for the entire year.
This way the annual report provides a true record of the annual result.
The balance of the Stock account is formed by:
Financial Stock * SCP

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Stock Valuation

123

Average Purchase Price (APP)
When the Average Purchase Price (APP) valuation method is used, the Stock account is debited with the average purchase price.
When posting the purchase invoice the new APP is determined by averaging the purchase price of the goods in stock at that moment.
The moment a product is sold, the average purchase price is calculated on the basis of the purchase entries made up until that
moment. Purchase invoices that have been received but not yet processed are not included in this calculation. This stock valuation
method does not require any revaluation.
The APP valuation method is suitable for most purposes. This method can be used to even out high fluctuations in prices; it provides
a realistic picture of the stock value at any given moment, no matter whether prices are rising or falling. Since no revaluation entries
are required, your administration remains transparent.
The APP valuation method defines the sales cost price as the average purchase price of the goods in stock. The balance of the Stock
account is formed by:
Financial Stock * APP
When you enter a sales order, you may encounter a negative financial stock. In this case, the APP cannot be determined.
AccountView uses a special posting method for such situations, see Cost Price Postings at APP and LPP [126].

Last Purchase Price (LPP)
When the Last Purchase Price (LPP) valuation method used, the Stock account is debited with the last purchase price. If the purchase
price deviates from the valid LPP when the purchase invoice is posted, a revaluation entry is made for the entire stock present at that
moment using the last purchase price.
The LPP valuation method is suitable for situations in which the purchase price is not subject to strong fluctuations. If the prices
show a steady downward or upward trend, LPP is very useful and provides a true and actual picture of your stock’s value. The
disadvantage of this method is a large number of revaluation entries. Revaluation entries have to be made for every single purchase
entry. This does not make your accounts very transparent.
The cost of your goods sold is determined on the basis of last purchase price. The balance of the Stock account is formed by:
Financial Stock * LPP
When you enter a sales order, you may encounter a negative financial stock. In this case the LPP cannot be determined.
AccountView uses a special posting method for such situations, see Cost Price Postings at APP and LPP [126].

10.5 Unit Cost Calculation
Example of the Individual Valuation Methods
In this section an example is detailed in which different quantities of products are sold at different prices. The results of all stock
valuation methods are compared in a table. This will give you an idea how each stock valuation method affects the calculated cost
price.
On 1 January there are 10 units of a certain product in stock. The following transactions take place in January:
9 Jan: 3 units sold at 18.00
10 Jan: 2 units sold at 18.00
11 Jan: 15 units bought at 11.12 Jan: 7 units sold at 19.00
19 Jan: 7 units sold at 20.00
24 Jan: 5 units sold at 20.00
25 Jan: 10 units bought at 11.50
29 Jan: 4 units sold at 21.00

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The table below lists a the journal entry for each of these transactions using each valuation method. The cost price of the product is
also shown for each transaction.
SCP

LPP

APP

Opening Stock 1 Jan: 10 units at 10.3000 Stock
0800 Equity Capital
Cost Price Per Product

100.-100.10.-

100.-100.10.-

100.-100.10.-

Sales 9 Jan: 3 units at 18.1000 Customers
8000 Turnover
1400 Output VAT
7000 Cost of Goods Sold
3000 Stock
Cost Price Per Product

63.45
-54.-9.45
30.-30.10.-

63.45
-54.-9.45
30.-30.10.-

63.45
-54.-9.45
30.-30.10.-

Sales 10 Jan: 2 units at 18.1000 Customers
8000 Turnover
1400 Output VAT
7000 Cost of Goods Sold
3000 Stock
Cost Price Per Product

42.30
-36.-6.30
20.-20.10.-

42.30
-36.-6.30
20.-20.10.-

42.30
-36.-6.30
20.-20.10.-

Purchase 11 Jan: 15 units at 11.3000 Stock
7900 Purchase Result
1410 Input VAT
1300 Suppliers
3000 Stock
7910 Reval Stock
New Cost Price

150.15.28.88
-193.88
N/A
N/A
10.-

165.N/A
28.88
-193.88
5.-5.11.-

165.N/A
28.88
-193.88
N/A
N/A
10.75

Sales 12 Jan: 7 units at 19.1000 Customers
8000 Turnover
1400 Output VAT
7000 Cost of Goods Sold
3000 Stock
Cost Price Per Product

156.28
-133.-23.28
70.-70.10.-

156.28
-133.-23.28
77.-77.11.-

156.28
-133.-23.28
75.25
-75.25
10.75

Sales 19 Jan: 7 units at 20.1000 Customers
8000 Turnover
1400 Output VAT
7000 Cost of Goods Sold
3000 Stock
Cost Price Per Product

164.50
-140.-24.50
70.-70.10.-

164.50
-140.-24.50
77.-77.11.-

164.50
-140.-24.50
75.25
-75.25
10.75

72 -45. Changing APP and LPP Product Prices (126) To specify the stock valuation method: 1. If you switch.70 -84.13 -135.13 -135.50 -100.13 N/A N/A 10.-17. You can easily determine a new APP.-14. the APP shown in AccountView may deviate from the actual average purchase price. 2.10.70 46.43 80.1.50 -100. .70 -84. Stock valuation on the basis of SCP.13 -135.15.-55. APP and LPP 10.43 Final Score Revenue Cost Price Revenue Gross Profit Cost Price Per Product Closing Balance Stock 547.75 Purchase 25 Jan: 10 units at 11.- 117.6 Specifying the Stock Valuation Method You can change the stock valuation method at any time.267. for example.50 -0.50 547.-40.03 11.20.50 -100. This does not change any product prices that have already been determined.- 547.50 80.10 Stock Valuation 125 SCP LPP APP Sales 24 Jan: 5 units at 20.11. from SCP to APP the SCP per product is henceforth used as APP (until the APP is changed due to new purchases).242.-14.-17. Select Options/Settings/Company/Trade/Stock Control.10.305.75 10.1000 Customers 8000 Turnover 1400 Output VAT 7000 Cost of Goods Sold 3000 Stock Cost Price Per Product 98.N/A 20.50 53.70 45.- 115.13 N/A N/A 11.70 -84.01 Table 10.97 247. Mark the desired stock valuation method in Stock Valuation.-46.299.N/A 20.75 -53.- 98.50 11.50 50.13 0.50 115.11.50 55.- 117.-50.72 11.11.280.50 98. even during the financial year.43 Sales 29 Jan: 4 units at 21.10.70 40.50 3000 Stock 7900 Purchase Result 1410 Input VAT 1300 Suppliers 3000 Stock 7910 Reval Stock New Cost Price 100.1000 Customers 8000 Turnover 1400 Output VAT 7000 Cost of Goods Sold 3000 Stock Cost Price Per Product 117.70.-14. Consequently after changing the stock valuation method.-17.

you can automatically copy the opening stock from the previous financial year. This price is used as the APP or LPP. Select Edit/Change by Group.Revenue (P&L) Cost Price Revenue (P&L) 750. After changing the stock valuation method from SCP to LPP or APP. You can easily change the LPP or APP. Select Document/Company Setup Data/Cost Price Adjustment. Entering Stock Transactions Using APP and LPP Stock transactions are entered in the same way as when using the SCP.7 APP and LPP . for example Current APP + Percentage. 2. Copying the Opening Stock Using APP and LPP (126) 10. you will have to enter the purchases per warehouse and per product. When you first set up your stock control system in AccountView. Select the products for which you wish to change the APP in Range and choose Next. The steps below show how you can change the LPP. changing the APP is done in the same way. 10. If desired.- . If you use the Warehouse Location module. The SCP per product is copied as LPP or APP.000. The total value of the stock is divided by the number of products in stock. After that.000. Copying Your Opening Stock to a New Financial Year (119). To change the product prices after switching from SCP to APP: 1. you may have to change the product prices as well. All purchase and sales invoices must be posted before you copy the opening stock. you can enter or copy the opening stock. Entering and Posting Your Opening Stock (112). 4. It is also copy the opening stock automatically when you choose a different valuation method.126 Trade & Logistics Once the setting has been selected. The default procedure (SCP) for entering or copying the opening stock is described in the chapter Stock [99].Procedures Entering the Opening Stock Using APP and LPP You can enter one line per product for APP and LPP including the quantity and price as stated on the balance sheet.750. irrespective of the actual LPP or APP.8 Cost Price Postings at APP and LPP The cost price is normally entered (and determined) when printing the final sales invoice: Customers (Balance Sheet) 1. Mark Average Purchase Price in Calculation. you can choose one of the other options instead.Stock (Balance Sheet) 1. 3. enter the opening stock manually. Copying the Opening Stock Using APP and LPP In this situation the valuation method of the previous accounting system is not taken into account. Changing APP and LPP Product Prices Product prices are also changed in the same way as when using the SCP.

the APP is 150. In this case the last known APP or LPP is used to credit the Stock account. When processing the purchase invoices. AccountView processes this transaction financially the moment the sales invoice is printed.Example Most companies try to keep the amount of goods in stock as low as possible. The procedure for posting and making corrections at LPP is exactly the same. You invoice this order and as a result the Stock account is credited by 30 units.000. With the APP and LPP methods the last known APP or LPP is used.Stock (Balance Sheet) 750. The day after the purchased goods have been received and processed. AccountView checks whether a correction entry has to be made. Do not place the shortage in back order. 4. The purchase invoice is only expected in two weeks time.Receipt of Goods (Balance Sheet) 700. which can only be determined after the purchase invoice has been received. Process the purchase invoice of product A in a day book of the Purchase type. it is thus 70.Stock (Balance Sheet) 50. There is insufficient stock of product A at the time of invoicing. The sales order contains 10 units of product A.Revenue (P&L) 1. Process the receipt of the goods in the accounting system using the option Document/Process Receipts in the Purchase Orders window. As a result there is a negative financial stock of 3. In order to realise this. Any differences in price are corrected using the Pchs Price Diff A/C of the product group of that product. then the cost price cannot be determined when the sales invoice is printed. The revenue amounts to 1. The order is placed. 3. so the current APP is used. The cost price is 750. then determining the cost price is not a problem. since the goods were received. This is because the cost price is determined on the basis of the APP or LPP. To enter sales and purchase invoices using the APP: 1.After two weeks you receive the purchase invoice of the above-mentioned order for 700. In the procedure below is based on the APP stock valuation method. AccountView makes the following journal entry: Customers (Balance Sheet) 1. .Purchase Price Differences (P&L) 50. 2.00. The Stock account is credited by 4. AccountView will report that there is a stock shortage.00. You can now print the sales invoice. As a result a negative financial stock may occur on this account. Depending on your settings in SO Stock Control. You receive an order for 30 products. After receipt of the goods and processing of the purchasing invoice the Stock account is debited.00. but mark Deliver Anyway.00 (because the APP is 75. This means that the cost price of the transaction must be determined. If you use the SCP valuation method. The purchase invoice is only processed at the time it is actually received. Place your order. The APP of the goods to be delivered is not yet known. The stock of a certain product is 10 units. Post the purchase order. A few days later you receive the products from your supplier. This is: 10 * SCP.10 Stock Valuation 127 If there is insufficient stock and the APP or LPP valuation method is being used.500.00.000. a purchase order is only placed after a sales order has been received.Cost Price Revenue (P&L) 750.000. Enter the sales order.000.In this situation the new APP is determined on the basis of the purchase price of the last purchase invoice. Cost Price Postings at APP and LPP .00). in order to make sure that the Stock account has the correct balance. The following entry will be made: Stock (Balance Sheet) 700. the sales invoice is sent off.

the new APP is set to the purchase price on the purchase invoice when the invoice is processed. the value of a completed product is determined on the basis the sum of the values contained (parts and labour costs) as recorded in the product composition. Valuation of Completed Products If you are working with the Manufacturing module and you use the valuation method APP or LPP.128 Trade & Logistics If a purchase invoice is received when there is a negative financial stock. The value of the completed product cannot be influenced by the user. after processing of the purchase invoice. Defining Settings and Setup Data in the Manufacturing Module (229) . This is also the case if. the financial stock is exactly zero. There is never an added value to the completed product.

. For each product. and order number is displayed at the bottom of the window. what the opening stock was. a line is created on the product card. The Product Cards module allows you to retrieve a historical overview of transactions per product. the overview shows exactly what was sold when. Purchase Order Processing or Stock Control modules. Figure 11.1.11.Procedure All product transactions are displayed on the product card. The product card provides the most detailed overview of your product transactions. This information allows you to find the relevant purchase or sales order. The column on the left displays the number. The following functionalities. among others. 11.2 Product Cards . customer or supplier. All product transactions are sorted in chronological order and displayed per transaction type.Functionality This module is an add-on to the Sales Order Processing. Product Cards The Product Cards module is intended for trading firms and manufacturing concerns that require additional information on their product transactions. what cost price adjustments have taken place. 11. Print product transactions in a clearly laid-out report. are available: • • Retrieve a historical overview of product transactions. This makes it very simple to trace the origin of a product transaction. while such data as the day book. For each product transaction.1 Product Cards . etcetera. period.

Retrieving an overview of sales of the Garden Tools product group for the first half-year… Figure 11.2.130 Trade & Logistics To retrieve a product card: 1. or day book page. sorted by product code.3. Search/Stock/Warehouse Bins Stock (F1) . in the most recently used view. 5. Select File/Trade/Products. The Product Card by Product window is displayed. 2. invoice/reference number. Select Edit/Setup Data (F6/ENTER) to retrieve detailed information on a product transaction. Select the product for which you want to retrieve the product card. Figure 11. Select Search/Product Card (CTRL+F5). you can display another view using the toolbar options. sorted by product code. You can select Reports/Product Cards (Products window) to retrieve overviews of multiple products or product groups.. 3. 4. If you wish. ..

You can then modify the sales invoice as desired. or that your customer configures from the components that you sell. The following functionalities. among others. Seamless integration with the Stock Control and Sales Orders modules. Standard reports: • Explosion List • Implosion List • Cost Price • Parts List . and display all components in the Sales Invoice window (explosion). Optional automatic explosion of bill of materials on delivery notes and invoices. Copying of complete bills of materials.Functionality The module extends the functionality of the Sales Order Processing module. Unlimited number of bills of materials. automatic cyclical definition checks. This module simplifies the billing process for trading firms and manufacturing concerns that sell compound products. The Bill of Materials module greatly simplifies the entry of sales invoices for products whose composition may vary from order to order. are available: • • • • • • • • • • • • Bills of Materials: main products and components classifiable in a flexible tree structure in a separate window. In combination with the Sales Orders module. To calculate the invoice amount. Several product compositions within a bill of materials present no problem. The bill of materials is easy to define.12. Recording of quantity. A bill of materials consisting of products and services can be processed in your financial accounting and stock control systems by means of a single invoice line. The Bill of Materials module extends the functionality of the Sales Order Processing module and. Colour-coded and freely modifiable bill of materials in the sales invoice. explosion lists. if available. Stock reservation by choice of main item or component basis (in combination with the Stock Control module). Distinction between buy and make products. If you have the Stock Control module. you can use either the price of the main product or the sum of the prices of the individual components. sequence number and drawing number for each component. such as parts lists. the Bill of Materials module enables you to customise your sales invoices and your stock control system to this way of doing business.1 Bill of Materials . If desired. You can print standard reports for bills of materials. you can print the bill of materials (explode it) on the delivery note (Sales Orders module) and the invoice. levels and components per level. Price calculation in sales invoice by choice of main item or component basis. 12. is fully integrated with AccountView’s ordering and stock control system. You will only have to enter the product code of the main product in the sales invoice. this allows for highly flexible procedures. AccountView will take care of the entire stock control process. There is no need for the end products to be on hand. AccountView will automatically create the necessary sales invoice lines. whilst maintaining mutual relationships. and implosion lists. Bill of Materials If you sell products that consist of multiple components.

in that case.3 Defining Bill of Materials Settings This section is based on the assumption that you have already set up your financial accounting. sales accounting and stock control systems. and everything in between.Procedure The sales order process remains essentially the same. The settings allow you to determine how compound products are treated when you enter sales invoices or print forms. You may choose to reserve either the components or the main products. The settings described above allow you to use the module in various ways: internally. or for the individual components? Do you want to print the components on the invoice? Or perhaps on the delivery note? How should the product history be displayed: per component or per end product? And how should the sale be posted to your financial accounting system and processed in your stock control system? Figure 12.2 Bill of Materials . that the On Order stock quantity will be updated for the components during sales invoice entry. • During sales invoice entry. You may also use bills of materials externally. Before you start entering sales invoices. Your use of bills of materials may be purely internal. for example to submit quotations for various configurations. for example. you will have to define how you want to invoice and process products. the products are reserved (On Order stock quantity). The bill of materials will also be displayed on the delivery note and the invoice. the customer purchases a single product. externally.132 Trade & Logistics 12. • The sales price that you specify during sales invoice entry may be based on that of the main product or on the sales prices of the individual components.1. 12. . These settings will ensure. Do you invoice the customer for the end product. • You can suppress explosion of the bill of materials on the delivery note and the invoice.

The price is calculated on the basis of the components. motherboard. etc.) are entered as buy products. These have no fixed composition: the customer can mix and match the available components as desired. and to update the financial accounting and stock control systems on the basis of the components. • The following settings are defined: Price Calculation: Use Main Product Prices Reservation: Reserve Components Suppress Explosion on Delivery Note: not selected Suppress Explosion on Invoice: selected • The frames for the bookcases. These are the products that you configure (manufacture) from your base products. and the fasteners are entered as buy products. Bill of Materials Settings . Enter the data in the window. The bookcases are offered in fixed configurations.Furniture Store Example A furniture store sells bookcases. Enter your compound products (make products) using Edit/Bills of Materials. the rear panels.Computer Store Example A computer firm sells PCs. graphics card. pine or oak finish) are entered as compound products (make products) with their own fixed sales prices. This prevents the customer from noticing that this is essentially a bill of materials. The bill of materials is used internally to assemble the bookcases on the basis of the pick list. Creating Products ( ). with or without rear panel.12 Bill of Materials 133 To define the bill of materials settings: 1. These are the products from which you configure your compound products. 2. 3. Press F1 to retrieve more information. The PC is assembled by the customer. monitor. • The various types of bookcases (3 or 5 shelves. Enter your base products (buy products) in the Products window. mouse. the shelves. and are assembled by the firm when an order is received. . 4. keyboard. • • The following settings are defined: Price Calculation: Use Component Prices Reservation: Reserve Components Suppress Explosion on Delivery Note: not selected Suppress Explosion on Invoice: not selected The various components (housing. Working with Bills of Materials (134) Bill of Materials Settings . Select Options/Settings/Company/Trade/Compound Prod.

and to update the financial accounting and stock control systems on the basis of the components. You can easily move components from one level to another in this window. enabling the customer to check that the order has been correctly fulfilled. The Bill of Materials module allows you to print an explosion list. you can add and delete bills of materials. In AccountView. sorts and views. the component will be added in all those places. a number of detailed sample configurations are entered. A product always has a single fixed configuration. it will also be deleted from all these places. If you add a component to a main product that occurs in various places. In this window. AccountView lets you use up to 999 levels. The total prices of various alternatives can immediately be compared by printing quotations. The bill of materials is used internally to pick and pack the configurations on the basis of the pick list. Which window is most suitable for you will depend on your purpose: • • • Bills of Materials: this is the standard window in which main products and components per level are displayed. The AccountView stock quantities will take compound products into account. Bills of Materials Structure: this is a subwindow of the Bills of Materials window. etcetera.134 Trade & Logistics • The configurations offered in the catalogue are entered as compound products (make products). However. or to select a single main product during sales order processing. A compound product is always marked as a Make Product in the Product Setup Data window. In this window you can view and add bills of materials in a systematic fashion. after which all components will be listed on the invoice. the stock quantities for the components will be updated as soon as a main product is invoiced or as soon as a main product is notified as complete in the Manufacturing module. The configuration is also listed on the invoice. The operation of the various windows is explained below using this product as an example. for example. Each component may in turn also consist of multiple components (level 3).4 Working with Bills of Materials Product compositions form the basis of the Bill of Materials and Manufacturing modules. with three levels. . The sample company Your Garden Products contains a compound product. In addition. A product at the lowest level of a bill of materials is a Buy Product. A main product (level 1) may consist of multiple components (level 2). You can indicate in the product file whether a product is composed of other products. because it does not consist of other products. retrieve the setup data for a product composition and retrieve the setup data for the selected product in three different windows. In combination with the Manufacturing module. you can add components quickly without having to know the structure of the bill of materials by using filters. It displays a chart of the structure of a bill of materials. based on which a special configuration for a customer can quickly be created. This makes it possible to reproduce the configuration in the Sales Invoice window. it may be a component of multiple (different) products. 12. If you delete a component that occurs in multiple places. All configurations include additional items for shipping and handling charges. BS-9990. bills of materials are used to keep track of the assembly process from beginning to end. Bill of Materials Lines: this window displays a list of all the products that form part of a bill of materials. For example. You define exactly of which components a product consists.

5 Working with the Bills of Materials Window The Bills of Materials window displays main products and components per level. press the LEFT ARROW or select Search/Main Product. In this case. In the Bills of Materials window. Select Search/Components or press the RIGHT ARROW on the keyboard to view the components of the selected main product on level 2. 3. In this window you can view and add bills of materials in a systematic fashion. Press the RIGHT ARROW again to go to level 3. If a product component itself consists of subcomponents. the sprinkler hose set is the only product of this type.2. 5.12 Bill of Materials 135 12. The Bills of Materials window displays main products and components per level. Select Edit/Bills of Materials. To return to a higher level. level 1 displays compound products (main products) that are not themselves components of another product. you will see a check mark in the CPr (Parts Present) column. 2. Select File/Trade/Products. To view a bill of materials: 1. 4. Figure 12. . The Components column indicates the quantity of each component required for the main product.

3. The level is displayed in the top right corner of the window 2. In this. the bills of materials (main products and components) are displayed in a hierarchical tree structure. You can easily move components from one level to another in this window. Perform the following steps for each component: • Select Edit/Add (CTRL+INS/CTRL+N). 5. Select Edit/Bills of Materials Structure. Select the sprinkler hose set at level 1 in the Bills of Materials window. Go to level 1 in the Bills of Materials window. and click OK. If you want to enter a number of bills of materials that are similar to each other. explosion lists. Repeat the previous two steps to add components at different levels. 12. 3. Select Edit/Add (CTRL+INS/CTRL+N). You can print parts lists. You can now add the various components at level 2. Enter the product code of the main product in Main Product. and then select Search/Components (RIGHT ARROW). . and click OK. To retrieve the structure of a bill of materials: 1. The right portion of the window displays the bill of materials (the components) of the main product that has been selected in the left portion of the window. Select Edit/Bills of Materials.6 Working with the Bills of Materials Structure Window The Bills of Materials Structure window is a subwindow of the Bills of Materials window. enter the desired quantity in Def Qty. 2. • Enter the product code of the component in Product Component. 6. Select the main product in the Bills of Materials window. enter the desired quantity in Def Qty. These reports are accessible from the Reports menu in the Bills of Materials window. The Main Product field now displays the selected main product. Select File/Trade/Products.136 Trade & Logistics To add a bill of materials: 1. it may be quicker to make a copy of a complete bill of materials using Document/Copy Bill of Materials and then make the necessary changes. 4. and implosion lists for the bills of materials. The window Bills of Materials will appear. It displays a chart of the structure of a bill of materials. you can also select one or more products and drag them into the window. Using Document/Available Products. 4.

12

Bill of Materials

137

Figure 12.3. The left portion of the Bills of Materials Structure window displays the configuration, while the right portion contains a
detailed list of the components.

5.

Each product that is itself also a compound product, such as the Sprinkler Hose (Complete), is preceded by a plus sign
(+). Click the plus sign in the left portion of the subwindow to display the next level (3). If a product in the left portion of the
window is not preceded by a plus sign, this indicates that the lowest level has been reached. If you click a description on the left
of a product that is already at the lowest level, the right portion of the window becomes blank.

138

Trade & Logistics

Figure 12.4. You can expand and collapse each level by clicking the plus and minus signs.

You can also use the arrow keys to retrieve the various levels in the Bills of Materials Structure window. Use the drop-down list box
at top left of the tree structure to move quickly to a higher level. The toolbar buttons can be used to quickly add or delete components
or retrieve their setup data.

12

Bill of Materials

139

To move components in a bill of materials:
1. Select the standard gun nozzle in the left section of the uppermost window, Bills of Materials Structure.
2. Keep the left-hand mouse button pressed and drag the standard gun nozzle to the sprinkler hose.

Figure 12.5. In the tree structure of a bill of materials, it is easy to click and drag components from one level to another; for
example, you can make the product Gun Nozzle a part of product Sprinkler Hose 15m.

12.7 Working with the Bill of Materials Lines Window
The Bill of Materials Lines window displays a list of all the products (main products and components) that form part of a bill of
materials. You can use filters, sorts and views in this window. This allows you to add a component to a product without having to
know the structure of the composition.
To add a component to a bill of materials quickly:
1. Select Edit/Bill of Materials Lines in the Bills of Materials window.
2. Select View/Select and enter Part Description Contains (complete) as the filter criterion. The window will now contain only
Sprinkler hose(complete).
3. Activate the subwindow by pressing CTRL+TAB.
4. Select Edit/Add (CTRL+INS/CTRL+N).
5. Enter the product code of the component in Product Component, enter the desired quantity in Def Qty, and click OK. The Main
Product field will display the selected main product, in this case the sprinkler hose (complete).
Using Composite Windows (

)

140

Trade & Logistics

12.8 Exploding Products
Using the Bill of Materials module, you can automatically display the components of a main product on the sales order, the delivery
note or the sales invoice.
⌧ Stock Control
The Reservation setting is of importance to your stock control system. This setting determines whether it is the main product or the
components that are placed on On Order during sales order (Sales Orders module) or sales invoice entry. Select Reserve Components
if you do not track stock quantities for the main products. You cannot combine the Use Component Prices setting with the Reserve
Main Product setting.

Calculating Prices during Order or Invoice Entry
Products are automatically exploded in the Sales Order and Sales Invoice windows. This is essential if you work with the sales price
of the components, or if you want to change the composition of the products on the order or invoice.
If you select the Use Main Product Prices check box, the sales price of the main product will be displayed in the order or invoice
line. Otherwise, the sum total of the sales prices of the components will be added to the invoice price at the bottom of the window.

Figure 12.6. If you select the Use Main Product Prices setting, no amounts are displayed for the components. The price used is the
Sales Price of the main product (Product Setup Data window).

You will only have to enter the code of the main product in the Sales Invoice or Sales Order window. AccountView will
automatically create an invoice or order line for each component. Components that in turn consist of other components are also
automatically exploded. The bill of materials will also automatically be printed on the delivery note, the pick list, and the invoice.

12

Bill of Materials

141

Figure 12.7. Main products (BS-9991) are automatically exploded in the Sales Invoice or Sales Order window. No amount is
displayed for the main product because the Use Component Prices setting has been selected. The price used is the Sales Price of
the components (Product Setup Data window).

Changing Bill of Materials during Order or Invoice Entry
After the product has been exploded on the order or the invoice, you can still change its composition. You can change the order
quantities, and add or delete order or invoice lines. The connection between the main product and its components will remain intact.
For example, you can make the following changes:



You can change all order and invoice quantities in the usual way. If you change the quantity of a component that itself also
consists of components, the quantities of those components will also be updated.
You can delete all components in the usual way. If you delete a component that itself also consists of components, those
components will also be deleted.
You can change all prices in the usual way. If you then change quantities for components, the changed price of each product will
be taken into account.
You can change the bill of materials for this order or invoice. If you select Edit/Insert Line to add a line within a bill of
materials, that line will also become a component of the bill of materials (only for this order or invoice).
If you combine the Use Main Product Prices setting with the Suppress Explosion on Invoice setting, and then change the bill of
materials in the Sales Order or Sales Invoice window, the sum of the lines will not equal the total on the printout.
You can change the default number of components of a bill of materials for this order or invoice. If you select Edit/Def Qty to
change the Def Qty, this new quantity will be used when you change the quantity of main products.
You order one sprinkler hose set. If you then double the quantity ordered, all components will be updated. If you change the
amount for the standard hose nozzle, the new price will be used.

Trade (Compound Prod) window. You can suppress the product explosion on the delivery note. Otherwise. If you select Reserve Main Product. . the sum of the lines will not equal the total on the printout. To do so. The journal entries generated are affected by the Reservation setting.142 Trade & Logistics Figure 12. the cost price of the main product will be posted. The sales prices are determined by the Price Calculation setting. the window appears like this. Suppressing Product Explosion during Printing By default. The customer uses the delivery note to check the delivered consignment.8. Select the Suppress Explosion on Invoice check box to suppress the explosion of products on the invoice as well. Exploding Products during Posting The journal entries are created during posting. If you combine the Use Main Product Prices setting with the Suppress Explosion on Invoice setting. and then change the bill of materials in the Sales Invoice or Sales Order window. select the Suppress Explosion on Delivery Note check box in the Company Settings . the cost prices of the individual components will be posted. When this happens is determined by your settings (see the Sales Order Processing [ ] chapter). After the quantity of sprinkler sets ordered was doubled and then the price of the spray gun nozzle was changed in the previous order (Use Component Prices setting). the bill of materials will be exploded on the delivery note and the invoice.

The correct receiving bin number is automatically included in your purchase orders. the Products window and production orders (Manufacturing module). In addition. Several warehouse bins possible per product. When used in combination with the Goods Issue module. still remain visible in your stock control system. When used in combination with the Goods Issue module. Warehouse bin number codes can be used to record where each product is stored. . the POP II module provides you with a number of ‘drill around’ facilities. the bin number with the highest priority or the greatest stock will be selected automatically. and several products per warehouse bin. This historical data also allows businesses that perform stock control services for third parties to account for all receipts and issues. Purchase Order and Production Order windows. The following functionalities. This type of list also displays the number of products reserved for sales orders and production. stock pages. Retrieving Additional Information with Drill Arounds (259) 13. each with over 60 million possible warehouse bins. You can use these to retrieve additional information from purchase orders. Warehouse Locations The Warehouse Location module is supplementary to the Stock Control module. In combination with the Warehouse Location module. When you enter sales orders. Entry of warehouse bins seamlessly integrated in all important product entry windows. Select issue bin automatically. based on priority and product quantity. this allows you to postpone specification of the issue location until the actual moment of issue.1 Warehouse Location . and is intended for businesses whose goods are stored in multiple warehouses.13. warehouse bins can be shown in product information windows and product reports. you can retrieve Warehouse Transfers per Product from the Sales Order. Define default warehouse and bin for each product. among others. Stock transactions with separate transaction code of the Warehouse Transfer type. Stock lists offer a quick overview of your stock at each bin number. You may divide your stock into different areas. Furthermore. Default warehouse and bin for goods inward by company for products with no default warehouse bin. which allows you to explain any differences. where they are being processed. such as goods in bulk and packaged goods. you can set a Picking Strategy. are available: • • • • • • • • • • • • Supports over 60 million warehouses. the Warehouse Location module also maintains historical data for each product and each bin number. Zoom in on: • Free stock per warehouse bin per product • Stock quantities per warehouse bin per product • Product transactions per warehouse bin (warehouse bin card) • Product line data per product transaction per warehouse bin • Inter-warehouse transfers by product (POP II) Additional product history reports for inter-warehouse transfers (Stock Control History I / Stock Analysis). You can quickly group deliveries using pick lists and delivery notes.Functionality The module extends the functionality of the Stock Control module. Where necessary. you can block warehouse bin numbers. Fast configuration by means of copying warehouse bins. Coding of warehouses and warehouse bins at five levels. Even products that are located at a subcontractor’s premises.

Enter your warehouses in the Warehouses window. e.g. For receipts. The only difference is that you specify where products should be stored. . you will first have to give warehouse and bin number codes to other files (e. 2. and does not really have its own procedures. you can define a default bin number for each product to indicate in which bin number a product is usually stored. LOND and LPOO. You can also enter a general default bin number for all products.Procedure To set up the Warehouse Location module: 1. you should contact your AccountView supplier. this allows you to postpone specification of the issue location until the actual moment of issue. For sales orders. In that case. you can set a Picking Strategy. For each warehouse.Trade (Stock) window. Select Document/Company Setup Data/Warehouses. If you purchased the Warehouse Location module as an extension to your existing AccountView modules.2 Warehouse Bin Numbers . You can enter warehouse bin numbers in the following windows: • Sales Order window: issuing bin number • Stock Page window: receiving and issuing bin numbers • Production Order window: receiving bin number for compound products and issuing bin number for components • Purchase Order window: receiving bin number You can speed up the entry process considerably by defining priorities and default bin numbers. Define the Default Whs/Bin # for receipts in the Company Settings . 2. If you have only one warehouse. Record each product in the warehouse and enter a warehouse bin number code for each product. This module is fully integrated with the other AccountView modules. you will of course have to create only one warehouse code.144 • Trade & Logistics Standard reports: • Stock List • Warehouses • Warehouse History • Bin No History • Warehouse Bins • Stock Quantities 13. 3. 4. or from which bin number they should be issued.g. You perform the same operations that you would also perform without this module. When used in combination with the Goods Issue module. To enter warehouses: 1.3 Defining Warehouse Bin Number Setup Data The location where a product is stored is recorded using two codes: the warehouse code and the bin number code. Select Edit/Add (CTRL+INS/CTRL+N). Entering Warehouses Warehouse codes allow you to display the geographical location of warehouses. you can use bin number priorities to specify in which order the various bin numbers should be used. GLAS. design a coding system for your bin numbers and enter these codes in the Warehouse Bins window. Generating a Warehouse History (146) 13. existing purchase and sales orders) before you can start working with the module.

shelf. Press F1 to retrieve more information. You can then postpone specification of the final issuing bin number in sales orders until the actual moment of issue. the bin number for each product is also recorded. Entering Warehouse Bin Numbers In addition to the warehouse. If you have the Goods Issue module. shelf 3 and bin 2’ in the Glasgow warehouse. bin 2 is identified by the code AE32. . using a combination of numbers designating the rack. and bin. Defining Bin Numbers for Warehouses (71) Figure 13. You can enter the address data for each warehouse. Warehouse Locations 145 Enter the data in the window. for example. enter a fictional Issuing Bin Number. You can divide your warehouse into a maximum of five levels. shelves.13 3. etc. and assign a one-character code to each level. for example. Using this example as a guideline. you can design a coding system for your own warehouse bin numbers.2. Bin number codes can be used to specify the location of a product within a warehouse. in your coding system. you can start entering the codes. could refer to ‘Rack AE. The code GLAS:AE32. Figure 13. shelf 3. You can do so. Once you have designed a coding system for your warehouse bin numbers.1. Try to allow for future additions of racks. Example of a coding system for warehouse bin numbers. Rack AE.

Use Edit/Paste to speed up entering the Bin No Desc. production orders. AccountView will enter these codes automatically for you. 2. 3. AccountView will issue you with a new licence code.146 Trade & Logistics To enter warehouse bin number codes: 1. To generate the warehouse history: 1. A logical coding system will facilitate your warehouse management processes. Bin numbers with a high Priority (1) are selected first when goods are issued. while those with Priority 9 are selected last. Working orders. please contact your supplier. For additional information. Select Document/Company Setup Data/Warehouses. Select Edit/Warehouse Bins (F5). When you enter sales orders. The warehouse bin number indicates the location of a product within the warehouse. Select Options/Licence Data and enter your new licence code. Select Document/Check/Company. When you purchase a new module. Enter the code and a description. Enter the bin number codes and associated descriptions for each warehouse. press CTRL+INS or CTRL+N in the Warehouse Bin Setup Data window to enter the next bin number. you can set a Picking Strategy. a number of files relevant to this module will still have to be given warehouse and bin number codes. warehouse bin numbers with Priority 1 are selected first. 4. existing purchase and sales orders and the product history will not yet contain any warehouse and bin number codes.3. You can now confirm that you want to save the previous bin number. and select Check All in the second window. Generating a Warehouse History If you purchased the Warehouse Location module as an extension to your existing AccountView modules. Select the warehouse for which you want to enter bin numbers. Select Edit/Add (CTRL+INS/CTRL+N). After all. In the case of the Warehouse Location module. and immediately enter the next bin number. Figure 13. . stock pages and the stock per bin number will also have to be updated. You can enter the data for the first bin number. 3. Select File/Companies and then select the company in which you want to generate the warehouse history. Instead of clicking OK or Save. 5. click Next. If you follow the procedure below. 4. Print the diagnosis report and resolve any problems before proceeding further. 2. it is important to check your company first and resolve any problems before entering this licence code. When used in combination with the Goods Issue module.

Create warehouses and bin numbers (see Entering Warehouses [144] and Entering Warehouse Bin Numbers [145]). When these steps have been completed. enter the bin number which is most frequently used for receipts. This bin number is automatically copied when you enter a purchase order line for that product in the Purchase Order window. you can start defining the default bin numbers. In the Company Settings . 2.13 Warehouse Locations 147 5. Select Options/Settings/Company/Trade/Stock Control. Enter the desired warehouse and the bin number code for each product. you can also define a default bin number for each product. 13. you can enter the Default Whs/Bin # for receipt by the company. or when you create a transaction line in the Stock Page window. Entering the Default Bin Number for a Product Receipt Entering purchase orders and receipts can be facilitated by defining a default receiving bin number in the setup data of the product. You should define one general default bin number for each company. In Default Whs/Bin #. Entering the Default Bin Number for Receipts Once you have entered the setup data. all the relevant files will have been allocated the warehouse and bin number codes that you recorded in the Product Setup Data window. 8. The warehouse history will only be generated for those products that have been allocated both a warehouse code and a bin number code. As an extra precaution. check the company again with Check All selected.4. Figure 13.Trade (Stock) window.4 Defining Warehouse Bin Number Settings Once you have entered warehouses and bin numbers. To define the general default bin number: 1. . 6. Check the company again. 7. This default will be used as the receiving bin number if no bin number has been defined in the setup data for the product. You only have to enter receiving bin numbers that are different from the Default Whs/Bin # defined for the company as a whole. In addition. this time with just the Stock and Restore check boxes selected. you can define the Default Whs/Bin # setting.

If two or more bin numbers have the same priority. Select the Stock tab. Select the product for which you want to enter the receiving bin number. You can enter the desired Priority in the Warehouse Bin Setup Data window. you can define the Picking Strategy in the Company Settings . 4. priorities are used. Select File/Trade/Products. 2. On the Stock tab of the Product Setup Data window. 5. If you have the Goods Issue module and multiple bin numbers have the same priority. Complete the Warehouse Code and Warehouse Bin No fields. Priority 1 is the highest priority. while 9 is the lowest. the bin number with the greatest stock will be used.5 Entering Bin Numbers for Goods Issues You specify the issuing bin number when entering order lines in the Sales Order window. If a product is stored in multiple bin numbers. for example.Trade (Stock) window. AccountView will use the bin number that you defined in the Product Setup Data window by default. or when entering stock transactions in the Stock Page window. 1 is the highest priority. while priority 9 is the lowest. 3. 13. You can enter a number from 1 to 9. you can enter the default bin number for receipts of this particular product. In the Sales Order window. Bin numbers at which no stock for this particular product is present are skipped. Figure 13. Select Edit/Warehouse Bins/F6 to define the priority of the goods issue in Priority. . the bin number with the highest Priority will automatically be used in order lines in the Sales Order window. Select Edit/Setup Data (F6 or ENTER).5. This allows you to make a distinction between goods in bulk and packaged goods.148 Trade & Logistics To enter default bin numbers for product receipts: 1. In the Stock Page window.

and that this fact is now being recorded in the stock control system. enter the bin number to which it should be moved. Transaction codes of the Warehouse Transfer type can be used to transfer products from one warehouse bin number to another. Create a line for each product that you want to transfer.6. Select File/Trade/Stock Pages. 6. and enter this in the Stock Page window. This allows you to enter the issuing bin number and the receiving bin number in the same line. In the Warehs and Bin No columns. To enter a warehouse transfer: 1. 7. In the To Whs and To BinNo columns. enter the bin number from which the product should be moved. 3. You may decide to move stock from one warehouse to another.6 Entering Warehouse Transfers Transactions that result from moving stock from one warehouse to another are entered in the Stock Page window. The Warehs and Bin No columns display the bin number that you entered in the Product Setup Data window. You have to enter only one line for such a stock transaction: when you select a transaction code of the Warehouse Transfer type. 4. the reverse is also possible. Figure 13. You can also select another issuing bin number for the components. Click OK to return to the Stock Pages window.13 Warehouse Locations 149 Entering Issuing Bin Numbers for Components Stock transactions of the In Manufacturing type are generated in the Production Orders window. The description provided above assumes that the stock has already been moved. The receiving bin number for compound products should be entered in the Production Order window. The issuing bin number for components is entered automatically in line with the same priority rules as described above. Select Edit/Add (CTRL+INS/CTRL+N). 13. Select the Entry tab. 2. . the additional To Whs and To BinNo columns are automatically displayed. This overview will allow your warehouse personnel to physically move the relevant stock. 5. Select Document/Post Stock Pages. Of course. You can then print an overview of the warehouse transfers with Reports/Stock Pages. Select a Transaction Code of the Warehouse Transfer type.

the Default Whs/Bin # that you entered in the Company Settings . and create two separate lines for the issue from the one warehouse and the receipt in the other warehouse. You can do this in two ways: • You can enter the receipt of all three hundred products in the GLAS warehouse in the Purchase Order window or in the Receipts window. AccountView will use the bin number that you defined in the Product Setup Data window (File/Trade/Products/F6) by default. you can enter them with a transaction code of the Stock Transaction type. 13. You created a single purchase order line.7 Entering the Warehouse Bin Number for a Specific Receipt You specify the receiving bin number when entering purchase orders in the Purchase Order window.7.150 Trade & Logistics Warehouse transfers are not posted to your financial accounting system. You can then transfer two hundred of the products to the LIVP warehouse in the Stock Page window. and the remaining two hundred in the LIVP warehouse. the transfer takes place via a clearing account of the Balance Sheet type. In both windows. If you do want to make such transactions visible in your financial accounting system. In that case. Entering Multiple Warehouse Bin Numbers Let’s suppose that you ordered a quantity of three hundred for a particular product. On receipt of the goods. the receiving bin number that you defined in the Product Setup Data window is used by default. Figure 13.Trade (Stock) window will be used instead. In the Purchase Order window. you want to enter a hundred of the products in the GLAS warehouse. If no such data has been defined. or when entering stock transactions in the Stock Page window. in which you entered a receiving bin number in the GLAS warehouse. .

For the cancelled products. you then create an additional line with a different receiving bin number in the Purchase Order window. and then transfer some of the products to the other bin number in the Stock Page window.8. You can also cancel a portion of the original purchase order. AccountView correctly informs you that the quantity received is higher than the quantity ordered. you can record the receipt of one hundred products against the original line in the Purchase Order window. Figure 13. Entering Warehouse Transfers (149) . and cancel the remaining products with Edit/Change Line. you can process the purchase order as usual. • Alternatively. To receive goods ordered at two different bin numbers.9. The receipt is processed correctly. You can then create a new line for the receipt of the remaining two hundred products at the LIVP warehouse.13 Warehouse Locations 151 Figure 13.

you can use Search/Drill Around to quickly retrieve information on previous orders and transactions. or for the historical (processed) transactions for the current year. Such stock-taking can be done using a stock list (a list of product counts). The last column on the report is blank. This report displays the shelf stock per warehouse. 2. To print a stock list: 1.8 Stock-Taking In any organisation. For example. If you don’t have the Warehouse Location module.9 Retrieving Trade Information While entering orders. Select Reports/Stock List. the report matches the way in which your warehouse is organised. the Default Whs/Bin # that you entered in the Company Settings . You can display this trade information either for the current (unprocessed) transactions. you can print a stock list with Reports/Stock Overview.Trade (Stock) window will be used instead. Printing Stock Lists by Warehouse Bin Number You can print a stock list by selecting Reports/Stock List in the Warehouses window. Enter the Warehouse Code to print a separate stock list for each warehouse. The receiving bin number for compound products should be entered in the Production Order window.152 Trade & Logistics Entering Receiving Bin Numbers for Assembly Stock transactions of the In Manufacturing type are generated in the Production Orders window. You can also select another receiving bin number for the compound products. the stock present in the warehouse is periodically compared with the information in the stock control system. and product. 13. In other words. Retrieving Additional Information with Drill Arounds (259) . bin number. If no such data has been defined. Printing Stock Lists (115) 13. Select Document/Company Setup Data/Warehouses. AccountView will use the bin number that you defined in the Product Setup Data window (File/Trade/Products/F6) by default. you can use it to quickly establish which inter-warehouse transfers have been entered for the product. You can use this column to write down any deviating stock counts. This overview displays the shelf stock per warehouse bin number.

and to post the related purchase invoices to your financial accounting system. and/or free text. Automatically update the stock records (product quantities). There is also an order slip layout that you can use without adjustment. credit notes and recurring purchase orders. This data is automatically copied to the purchase orders. the person entering the receipts and the person entering the purchase invoices. The Purchase Order Processing module offers a number of standard layouts for printing order slips. down payments and purchase invoices. Your business data in Options/Settings/Company/General/Address is used for these. Update the company financial data (day books) immediately or in batches. Select layouts automatically or manually. which will continue to be available for use. Your stock control system is automatically updated when purchase orders and receipts are entered. The Purchase Order Processing module offers a number of standard order formulas. descriptions) in individual purchase orders. Define filters based on purchase orders and products. This allows for segregation of duties between the person entering the orders. based upon product and supplier data. Change copied setup data (prices. Purchase orders that are repeated at certain intervals can be saved as ‘recurring’ purchase orders. 14. Add and modify product and supplier data during input into purchase invoices. Purchase Order Processing The Purchase Order Processing module allows you to record the process of ordering and receiving goods. Combine order slips and purchase orders.1 Purchase Order Processing . Standard layouts and built-in layout designer. you can create orders automatically based on an order formula that you defined previously. final order slips. Receipts and purchase invoices can be posted either in the original purchase order. These standard layouts will require only minor changes. Automatically record the supplier’s product code on order slips. The Purchase History and Purchase Order Processing Analysis modules allow you to optimise the purchase order process. Automatically generate purchase orders based upon order proposals and your stocks available (in combination with the Stock Control module) Input and process receipts. discounts. Much of the permanent information on suppliers and products can be defined in the setup data.Functionality This extension module includes the following functionality: • • • • • • • • • • • • • Enter purchase orders at lightning speed. Produce trial order slips. The module is fully integrated with AccountView’s financial accounting and stock control systems.14. or using separate windows for receipts and purchase invoices. Before printing a final order slip. When the module is used in combination with the Stock Control module. such as adding your own business data. you can first print a trial order slip for checking purposes. .

Procedure The basic procedure used in purchase order processing is very simple: you enter a purchase order (selecting the supplier and the products to be ordered). your stock control system (products) will also be updated. two additional columns are displayed in the Purchase Order window. for example: • Purchase Orders. including selections of products and product groups • Product Groups 14. you can define in the settings that you want to work with postponed posting of purchase invoices. and you can simultaneously process the purchase invoices in your stock control system and post them to your financial accounting system. and then print the final order slip.154 • Trade & Logistics Standard reports. you can mark purchase orders for which order slips should be printed. You can also process the receipt of goods in this window. for example.2 Purchase Order Processing . . At that point.1. your financial accounting system (supplier) and stock control system (products) are updated. If you have the Warehouse Location module. Figure 14. You can customise this procedure by changing the settings. The appearance of the AccountView windows is also determined by the modules you work with. For example. on order and purchased • Trial Order Slips and Final Order Slips • Purchase Invoices Pending • Products. As soon as the purchase invoice is posted. In the Purchase Orders window. Your stock control system is again updated when you process the receipts a few days later.

You can perform the steps described in this example in the Your Garden Products sample company. Figure 14. 6. When you finally process the purchase invoice.14 Purchase Order Processing 155 Purchase Order Processing . 3. If necessary. and your products. To enter a purchase order: 1. Both this product and this supplier have already been created in your company. You order two hundred micro-drip system sets for flower boxes from Burns & Co Ltd. 2. and the appropriate quantities. Select the customer 50012 (Burns & Co Ltd) in Prod Supplier. You can then print the order slip with Reports/Final Order Slips and send it. change the PO Description and enter a Payment Reference. your suppliers. 8.2. You enter the purchase order. and process the receipt of the goods. 7. The purchase price is multiplied by this quantity and the total is displayed in Amount. Select the Entry tab. the products to be ordered. The default settings have not been changed. 5. Press F4 in Product and select the product BS-1402. it is posted immediately. without any add-ins. You have already entered the setup data. Click Add (ALT+A) to create a purchase order line. Select Edit/Add (CTRL+INS/CTRL+N) to enter a new purchase order. send the order slip. 4. Enter 200 in the Quantity column. Select File/Trade/Purchase Orders. To enter a purchase order. and you have already created a layout and linked it to a language code. . you select a supplier.Simple Example This procedure is based on the assumption that you only have the Purchase Order Processing module.

. You can also enter and post receipts and purchase invoices separately from the purchase order. the Quantity column has been replaced by the Received column. you can enter the goods received against the purchase order. The receipts have yet to be processed. The purchase order is given the status Goods Completely Received. The purchase order is still marked. you can process the purchase invoice with Document/Process Purchase Invoices. Enter 200. Select the purchase order and select Edit/Setup Data (F6/ENTER). The Quantity column has been replaced by the Received column. Figure 14. Once you have printed the order slip. 15. the purchase order is recorded in your stock control system (quantity Ordered). 13. After a while. when you make payment to your supplier. If you selected the Post on Invoices Pending check box in the settings. you can record their receipt. 11. Place the cursor on the new purchase order to select it. The purchase order is still marked. the fact that the purchase invoice has not yet been received is recorded in your financial accounting system. If you continue processing. You have received the purchase invoice from your supplier. To conclude. Close the purchase order to return to the Purchase Orders window. The purchase order is given the status Receipts Entered. when you receive the micro-drip system sets for flower boxes from your supplier. 12. Select Reports/Final Order Slips to print and send the order slip. The purchase order is given the status On Order (pchs). you can select the outstanding item for this purchase invoice. Trade & Logistics Click OK to save the purchase order. The purchase order is removed from the list. 14. 16. Your purchase order has been added to the list. The entry window is closed and you return to the Purchase Orders window. Select Document/Process Receipts to process the receipts entered. 17.156 9. For this purpose. Select Document/Process Purchase Invoices to post the purchase invoice to your financial accounting system (outstanding item) and to process it in your stock control system (Units Booked). Select Document/Process Receipts to record the receipt in the stock control system (Received quantity). 18. Now.3. 10.

Instead of posting the receipts and the purchase invoice in the purchase order. Purchase order processing in AccountView. you can post them in separate windows using File/Trade/Receipts and File/Trade/Purchase Invoices.14 Purchase Order Processing 157 This procedure has been summarised in the following chart: Enter purchase order Working purchase order Document/ Create Purchase Orders Order formulas for purchase orders Reports/Trial Order Slips Working purchase order Reports/Final Order Slips On order (purchase) On order (purchase) Enter receipts Receipts entered Document/Process Receipts Goods completely (partially) received Received (Post on Invoices Pending ) 2200 Goods received 1520 Pchs inv to receive Document/Process Purchase Invoices Purchase order removed from the list Processed Order Status Stock Quantity (Post on Invoices Pending ) 1520 Pchs inv to receive 2200 Goods received 3000 Stock 1500 Suppliers Financial Accounting Figure 14.3 Defining Purchase Order Processing Settings You start by defining a number of company settings relating to automatic processing of data using the Purchase Order Processing module. as well as settings for purchase order numbers and invoice numbers. Settings to be defined include the nominal ledger accounts on which to record settlement discounts and general costs (through Product Code Misc). 14.4. .

Goods Receipt. 5. 3. Check the last sequence number of the Purchase Order. Enter a value in the Language Code field. Select Options/Settings/Company/General/Business. Select Options/Settings/Company/Trade/POP I. Defining Document Copy Settings ( ) 14. The Purchase Orders Default in Gross Value. To define the purchase order processing settings: 1. such as product data and suppliers. you will make use of other pieces of information.5. The nominal ledger account in Sup Discounts is used to record purchase order discounts. This setup data must be complete and correct.158 Trade & Logistics Figure 14. The main settings for the Purchase Order Processing module are defined in the Company Settings . but are saved as files. The Sup VAT Code is used to record the VAT on the discount amount. 2. sales invoices. . delivery notes and reminders. 4.4 Defining Purchase Order Processing Setup Data While entering purchase orders. POP I tab. and Immediate Deduction of Pchs Settlement Discounts settings have a major impact on the way in which purchase orders are entered and processed. Select Options/Settings/Sequence Numbers.Accounting (General) is used to post purchase invoices.Trade window. and Purchase Invoice number groups. A value must be defined in every field. The document copies are not printed. Direct Purchase Invoice Posting. You can automatically save copies of order slips. Select Options/Settings/Company/Accounting/Accounting. The originals are sent to your suppliers and the copies are saved for future reference. The Purchase Invoices system day book in Company Settings .

It is also possible. however. Make sure that you have defined the necessary delivery methods. in combination with the Stock Control module. You can easily customise these layouts. . Payment conditions can be used for both settlement discounts and payment penalties. Reports/Trial Order Slips 14. There is also an order slip layout that you can use without adjustment. In such a formula. The quantities to be ordered (or produced) are determined by various factors: the current stock. It goes without saying that your supplier data is also essential. It is recommended that you do not link VAT codes to domestic suppliers.6 Creating Order Formulas Order formulas are features of the Purchase Order Processing and Manufacturing modules. Select Document/Company Setup Data/Language Codes/Purchase. the VAT code for the product will be used instead. The product group data is primarily used for posting purchase orders. this code will be used as the default when you enter invoices. Creating Invoice Layouts ( (F1) ). Your business data in Options/Settings/Company/General/Address is used for these. the minimum order size. Before you can start printing order slips. Creating and Linking Order Slip Layouts (159) 14. and subject to which conditions. You can always use the same layout for the same type of form. Select Document/Company Setup Data/Delivery Methods. These factors are included in an order formula in the form of variable data (fields. Make sure that the correct order slip layout has been linked to each language code.5 Creating and Linking Order Slip Layouts You can create layouts for order slips. 6. 5. 2. The Purchase Order Processing module offers a number of standard layouts that are ready to be used. but you can also create them automatically using an order formula. Linking Invoice Layouts ( ). The supplier’s Language Code is also very important: it determines which order slip layout will be used. AccountView uses this formula to generate order proposals. Reports/Final Order Slips (F1). They are used to indicate what quantities should be ordered or produced. You can enter purchase orders manually. you will have to link the correct layouts. Select File/Trade/Products and Document/Company Setup Data/Product Groups. The order formula then results in a quantity to be ordered. based on stock quantities and other variables. purchase orders and assembly schedules automatically (for the Manufacturing module). The product data (such as the purchase price and VAT code) is used when you enter purchase orders.14 Purchase Order Processing 159 To enter and check purchase order processing setup data: 1. etc. Select Document/Company Setup Data/(Purchase Order) Formulas to create order formulas for the products to be purchased. such as minimum stock and free stock). If you define a VAT code for a supplier. You can recognise this layout by the suffix ADD. to use different layouts for various languages or target groups. Link the order formulas to products in Formula in the Product Setup Data window (Stock Control module). you can define what quantities should be ordered. Select File/Purchase Ledger. 4. If you don’t enter a VAT code. The order formula is linked to a product. Select Document/Company Setup Data/Payment Conditions. because this would prevent you from making a distinction between high and low VAT rates. the season. You can also define the payment term in each payment condition. 3.

2. Select Document/Create Purchase Orders to create purchase orders automatically on the basis of order proposals. Order Proposals Based on Stock over Time (82) Entering Order Formulas To enter order formulas: 1. Christmas cards. Click Change Formula to enter the formula. Complete the Formula Code field. for example. . Example of a standard purchase order form. and have a different sales cycle from regular birthday cards. but you cannot use them. 3. 4. You can also use order proposals to create your purchase orders. click Add to move them to the Expression. You can define the applicable order formula in the setup data of each product. you can use them for assembly schedules. plus the minimum stock.g. are seasonal products. You can create different order formulas for different types of products. The quantity to be ordered equals the quantity on order (sales) and in backorder. Select Document/Company Setup Data/(Purchase Order) Formulas. Complete the Pchs Formula Desc field. Indicate clearly for what products the order formula should be used (e. 5. However. Press F1 to retrieve more information. minus the processed stock and the stock on order (purchase). ‘Seasonal products’ or ‘Raw materials’). Select fields in Available Fields. for example.160 Trade & Logistics Figure 14. if you select the Order Proposal view. Select Edit/Add (CTRL+INS/CTRL+N). If you do not have the Purchase Order Processing module you can view order proposals. and add functions and operators.6. The order proposals (the calculated order quantities) can be found in the Products window.

4. In the months of May to August. Select Edit/Setup Data (F6 or ENTER).7. Linking Order Formulas Once you have entered order formulas. 2. Select the desired order formula in Formula on the Order tab (Stock Control module). Repeat these three steps for the remaining products. The DATE() function makes the formula date-dependent. You can use Reports/Stock Overview in the Products window to create an order proposal list or print the result of a formula. 5. the quantity to be ordered is 30 percent greater than in other months. Figure 14. this allows you to determine for each product what quantity should be ordered. The STD1 order formula has been linked to the BS-1805 product. To link a formula to a product: 1. Select File/Trade/Products.14 Purchase Order Processing 161 Figure 14. the result in April will be different from that in May. . In other words. Combined with stock quantities and fields such as Order Level and Order Size. you have to link them to the products to be ordered (or produced).8. Example of a seasonal order formula. Select the product to which you want to link an order formula. 3.

0). 8. Select Formula and select the new formula. For this formula. 4.ord_inv> > <article. and the order level (Order Level).ord_size>. <article.162 Trade & Logistics Creating Order Formulas . save it. Complete the Formula Code field. Complete the Pchs Formula Desc field. 10. 11. you can copy variable data from the Available Fields window. 9. Select Test Formula to check the formula. 7. The result of the formula is displayed in Quantity. Select File/Trade/Products followed by Reports/Stock Overview to retrieve the result of the formula. 3. Figure 14.Example Let’s suppose that you want to use a very simple order formula. Select Products to retrieve the product and stock quantities and the stock types. 6. The order size and the order level are defined in the setup data of each product. 1. you will need the order size (Order Size field). the free stock (Free Stock). Select Edit/Add (CTRL+INS/CTRL+N). . Click Next and display the report on your screen. Select these fields in Available Fields and click Add to move them to the Expression.qty_free>. If the formula is correct. While defining or changing an order formula. Locate the correct fields. Select Document/Company Setup Data/(Purchase Order) Formulas.9. The bottom field displays the variable data of the formula in words. which causes the standard order size to be purchased as soon as the free stock becomes smaller than the standard order level. • In symbols: IIF(<article. Enter this formula in Expression. Include the fields in the formula: • In words: IF Order Level GREATER THAN Free Stock THEN Order Size ELSE zero. 5. 2.

The General tab is used to enter some general data that applies to the purchase as a whole (e.11. The order formula is used to define how the order proposal is to be calculated. you can retrieve the order proposal. After creating the oder formula and entering it for products. 2.10. For purchase orders that are repeated at certain intervals. it is more convenient to work with recurring orders and order proposals. Reports/Stock Overview can be used to print a list of order proposals. and Selection Code). 3. To retrieve an order proposal: 1. Currency Code. Entering purchase orders. Prod Supplier. AccountView will now calculate the Quantity of each product to be ordered. The products and quantities are entered on the Entry tab. Based on this order proposal you can either enter the purchase orders or have them generated automatically. Reports/Stock Overview (F1) 14. Enter purchase order Working purchase order Figure 14. The most important ones are General. The Purchase Order window contains a number of tabs. and click Next. Figure 14.g. you can have AccountView generate an order proposal. Entry. Select Order Proposal in Quantity.14 Purchase Order Processing 163 Printing Order Proposals If you use order formulas. and Conditions. The Conditions tab is used to enter the desired payment condition and any purchase order costs and transport costs.7 Entering Purchase Orders Purchase orders are often entered one by one. Select Reports/Stock Overview. in line with the order formula that you entered for the product. . This tab also displays the total purchase order amount. Select File/Trade/Products.

You can indicate whether the amounts on the purchase order should be displayed including or excluding VAT by selecting Edit/Gross/Net (CTRL+F8). In that case. which will automatically be copied to the purchase order. Select the correct Payment Condition on the Conditions tab. this will be selected automatically here. You can define a large number of default values for each supplier and each product.12. you will not be able to enter the quantity. Notes about this supplier. Select File/Trade/Purchase Orders. In the pop-up window you can mark a number of items using the SPACE BAR. On this tab. you can also enter purchase order costs or transport costs for the entire purchase order if relevant. The Purchase Order window. You can retrieve the purchase order data by selecting Reports/Purchase Orders in the Purchase Order window. The Due Date is determined on the basis of the Payment Condition. Generating Purchase Orders (169). Select Edit/Add (CTRL+INS/CTRL+N).164 Trade & Logistics Figure 14. Entering Blocked Amounts in Purchase Invoices ( ) . are displayed if the Show Note during Purchase Order Entry check box for the supplier has been selected in File/Purchase Ledger/F6. If you have defined a payment condition for the supplier. You can create additional lines without any products if you want to include expenses or products that are not included in your product file. Select Add (ALT+A) to enter products and quantities. The Purch Ord Number is displayed on the General tab. Press F4 to select a Product. A separate line is created for each marked product. 2. To enter purchase orders: 1. 5. Create one line for each product and enter the quantity to be ordered. 4. Select the Entry tab. 3. if any. 6. Select the Prod Supplier and the applicable Currency Code. The amount is calculated by multiplying the purchase price from the product setup data by the quantity ordered.

Entering General Purchasing Costs You can enter additional purchase order costs in various ways: • You can enter the Order Costs and Transport Costs on the Conditions tab. The new price per product is multiplied by the quantity ordered and displayed in the purchase order line. Options/Settings/Company/Trade/POP I (F1) Changing Purchase Prices When you select a product code in the purchase order line. If you are purchasing the product at a different price on a single occasion. If you do so and then select Edit/Change Line. the prices entered are always entered including VAT.14 Purchase Order Processing 165 Entering Gross Purchase Prices You can enter purchase order amounts either including or excluding VAT. Other purchase order lines will also remain unchanged. you will have to enter the appropriate product codes in the Company Settings . These costs are recorded using the product codes that have been linked to the payment condition (for order costs) and the delivery method (for transport costs). Before you can enter the order and transport costs. Select Edit/Change Line to change the price of the product in the purchase order line. You can change this setting for individual purchase orders by selecting Edit/Gross/Net (CTRL+F8). you will see that the price per product for this particular occasion has been determined by dividing the new total amount by the product quantity. Figure 14. the purchase price is copied from the product setup data. POP I tab.Trade window. The active mode of entry is displayed in the top right corner of the Purchase Order window. You can also change the amount in the purchase order line directly.Trade (POP I).13. The purchase price that has been entered in the Product Setup Data window will remain unchanged. If you select the Purchase Orders Default in Gross Value check box in Company Settings . you can change the invoice price in the Purchase Order window by selecting Edit/Change Line (CTRL+F6). .

Document/Company Setup Data/Payment Conditions (F1). for example.Trade window. for example. In this case.166 • Trade & Logistics You can specify additional costs by creating purchase order lines without a product. This can be done in two different ways: • You can specify a currency code for each supplier in Currency Code in the Supplier Setup Data window. you enter the MISC product code.14. for once-only preparation costs. on the General tab. the invoice amount (in the foreign currency) is converted into the company’s home currency. Entering Purchase Orders in Foreign Currencies By default. such as processing costs. General costs. . You have a product group called MIPG. The costs are then automatically entered in account 7095. In the Company Settings . POP I tab. The code is automatically copied to the purchase order entry window. • You can select the currency code directly in the purchase order entry window. Such lines are sometimes referred to as ‘text lines’. can be entered without the use of a product code. Enter a description and the amount and select the correct VAT code. you don’t have to select any product code in the Purchase Order window. Text lines are posted to the cost of goods sold account of the product that has been selected in Product Code Misc in Options/Settings/Company/Trade/POP I. on the Stock tab of which you defined the account for general costs in Cost Goods Sld A/C (for example. if you have to pay shipping charges or freight costs on your purchase order. The conversion takes place at the exchange rate entered in the setup data for the foreign currency. Text lines also allow you to enter the purchase of a one-off item without having to create a product in your product file. AccountView will automatically convert the purchase price of the products and the invoice amount (in the home currency) into the foreign currency specified in the purchase order. which is linked to the MIPG product group. or freight costs. ‘7095 Miscellaneous Purchases’). AccountView allows you to enter a purchase order in a foreign currency. Document/Company Setup Data/Delivery Methods (F1) Figure 14. When you post the purchase invoice to the financial accounting system.

AccountView will use the daily rate from the exchange rate table of the relevant foreign currency. you can also change the exchange rate for each purchase order. The prices from the product file are converted into the foreign currency. If you have the Extended Foreign Currency module.14 Purchase Order Processing 167 Figure 14. The purchase invoice must be posted in the same currency as the order. . To change the exchange rates: 1. you can change the exchange rate for the relevant purchase order. This allows you to enter a different rate for an individual purchase order. The supplier’s Currency Code is copied automatically. These amounts are printed on the order slip. Select the desired Currency Code on the General tab. In this window. Changing Exchange Rates ( ) Changing Exchange Rates for Purchase Orders It is possible to change exchange rates for each purchase order. 2. Select Edit/Change Exchange Rate.15. If you make your order in Swiss Francs. In that case. without having to change the exchange rate table. you must also post the purchase invoice in Swiss Francs.

168 Trade & Logistics Figure 14. or your receipts per product and per purchasing agent. If you have the Purchase Order Processing History II or Purchase Order Processing Analysis modules. such as subscriptions. Trade Reporting (247) Entering Credit Notes Credit notes are entered in the same way as regular purchase orders. The original amount was USD 1.939. When you want to place the purchase order again.30.690000 for this line. You can change the exchange rate to 0. do not have to be re-entered from scratch. at an exchange rate of 0. You can retrieve your purchases per purchasing agent and per product.00. simply change the recurring order and print a new order slip. for example. The moment at which you ‘process receipts’ is the moment at which you return the products. the procedure for recurring orders is identical to that for regular purchase orders. File/Trade/Purchase Orders/F6 (F1) . this field allows you to break down your purchasing information by purchasing agent. Entering Purchasing Agents For each purchase order. you can record a purchasing agent in Purchasing Agent in the Purchase Order window (General tab). You can select the Recurring Order check box in the Purchase Order window to create a recurring purchase order. which causes the entry to be made for GBP 1. The only difference is that the purchase order is not removed from the Purchase Orders window after it has been processed. The only difference is that you enter negative amounts and quantities.70000. Other than that. Creating Recurring Purchase Orders Orders that are repeated at certain intervals.16.911.

This is to prevent placing double orders for these products. Select the Order tab. Select Edit/Setup Data (F6 or ENTER).17. Generating purchase orders. Click No if the window still contains purchase orders for which you want to print order slips. To generate purchase orders: 1. You can enter this information in the Product Setup Data of each product. Enter this information for all products for which you want to generate purchase orders. Select Document/Create Purchase Orders. Unlike settlement discounts. 7. Click Yes if the window only contains purchase orders which you had previously created using this command. you can use a payment condition (Conditions tab) in which a positive discount percentage has been defined. Complete the Purchase Price field. 9. Select File/Trade/Purchase Orders. 14. You can also define a discount percentage per supplier. Select the Purchase tab. AccountView will create a purchase order line for each product with an order proposal that is greater than 0. Working purchase order Document/ Create Purchase Orders Purchase order formulas Figure 14. and supplier. You can define a filter by product. For this to work. Enter data in the Prod Supplier and Formula fields. Click Finish. product group. All purchase order lines for one supplier are combined into a single purchase order. .8 Generating Purchase Orders Purchase orders can be generated automatically on the basis of order proposals. 6. Select the products for which you want to create purchase orders. you can delete all purchase orders that are not yet final. 5. line discounts are independent of the payment term. 3. Select File/Trade/Products. If a surcharge in the form of a payment penalty should be applied to a purchase order. and what Formula should be used for the product. 10.14 Purchase Order Processing 169 Working with Settlement Discounts and Payment Penalties To calculate a settlement discount on a purchase order. until you actually process the purchase order. Select the Immediate Deduction of Pchs Settlement Discounts check box in Options/Settings/Company/Trade/POP I to immediately deduct settlement discounts from the purchase order. Enter the additional information required for the purchase orders. 13. 12. use a payment condition with a negative percentage. what is the Purchase Price. 11. If desired. This percentage will be used to determine the line discount for the purchase order. 8. 2. Settling Settlement Discount Immediately ( ) 14. You can manually change the percentage of the payment condition in the purchase order. you will have to specify from which Prod Supplier you are ordering a product. Click Next. 4.

You may want to control costs by combining several purchase orders from the same supplier into one shipment. However. This information must be identical for all purchase orders that you combine. Using the SPACE BAR. This applies to the supplier. . as well as the due dates of the purchase order and the settlement discount. for example. to enter the description of the combined order and/or a description for inserted lines per purchase order. 6. or you may do your purchasing on a monthly basis. the settlement discount percentage. Press F1 to retrieve more information. or View/Filter followed by Search/Mark Filtered Lines. or because you prefer to process purchase orders per supplier and on a monthly basis. the currency code and exchange rate. This is to prevent accidental omission of an order slip during printing. it may be more convenient to combine various purchase orders for the same supplier. You can also select Edit/Change Exchange Rate to use the same exchange rate for all purchase orders. It is also possible to combine purchase orders that are from one supplier but are to be delivered to various customers. goods reserved. VAT code. for example. Enter the data in the window. shipping and order costs. After all. and click Next. 3. because any differences cannot be expressed in the resulting combined order. Goods Partially Received. you can re-enter their currency code. The report will contain a warning if certain purchase orders cannot be combined. Click Finish to combine the purchase orders. To merge purchase orders into combined orders: 1. Select Document/Combine Purchase Orders. this information will also apply to the entire combined purchase order. you can combine order slips with different statuses (On Order (pchs). It is not possible to combine purchase orders with the status of Working Purchase Order with purchase orders for which the final order slip has already been printed. The payment condition defined in the supplier setup data is applied to the combined order. mark two or more purchase order that you wish to combine. If you use the Extended Foreign Currency module. you may wish to do so to facilitate processing receipts per supplier. 2.170 Trade & Logistics 14. In such cases. If you have used Edit/Change Exchange Rate to enter a different exchange rate for a purchase order. If you nevertheless wish to combine such purchase orders. 4. you can merge multiple purchase orders for the same supplier into one combined order. Receipts Entered. the daily rate is used for the combined order. A portion of the purchase order information applies to the entire purchase order. You can also use Search/Mark with Filter. 5. Purchase tab. and the gross/net setting. The old (combined) orders are deleted. Select Document/Company Setup Data/Language Codes/F6. You can also combine orders even after the order slips have already been printed and sent. Click Next to print the combination report. Recurring purchase orders cannot be combined. that particular order cannot be combined because the daily exchange rate cannot be applied. This payment condition is used to determine the settlement discount or payment penalty. This will reverse the change to the exchange rate. Select File/Trade/Purchase Orders.9 Combining Purchase Orders In some cases. Goods Completely Received).

18. Printing a trial order slip does not yet cause the purchase order to be posted.20. Printing trial order slips for your purchase orders allows you to check the order slips before they are posted to your financial accounting system. 14. in the last purchase order. You can prevent errors in purchase orders. . by printing and checking trial order slips. If you select the Automatically check box in Layout. it will have to be checked before it can be processed in your stock control and financial accounting systems. Checking order slips. You can combine purchase orders in the first purchase order. Figure 14.19. and thereby eliminate the need to make correction entries. or as a new purchase order. the order slip layout that you linked to the language code of the relevant supplier will be used.14 Purchase Order Processing 171 Figure 14.10 Checking Order Slips When you print (and send) a purchase order. Working purchase order Reports/Trial Order Slips Working purchase order Figure 14.

Printing the order slip makes the purchase order final. or if there was a printer failure. 14. The Search menu offers several commands that allow you to do so: • Select Search/Mark/Unmark to (un)mark the selected purchase order. 4. if the order slips failed to print. You can also do this using the space bar. Select Reports/Final Order Slips. • Select Search/Mark with Filter to mark orders on the basis of filter criteria of your own choice. 3. 2. The selected purchase orders are given the status On Order (pchs). the same layout will be used for all suppliers.11 Printing Order Slips Once the trial order slip has been approved. Select this layout in File. • Select Search/Mark All to mark all purchase orders. 3. Check the printed order slips. Working purchase order Reports/Final Order Slips On order (purchase) On order (purchase) Order Status Stock Quantity Figure 14.172 Trade & Logistics To print trial order slips: 1. 6. Select Reports/Trial Order Slips and enter the data in the window. The order slips are not yet processed in your stock control system. Printing order slips. and the Ordered quantity in the stock control system is updated. This will allow you to print the order slips again. If you select the Select File option instead. Click Finish if the order slips were printed correctly. Select File/Trade/Purchase Orders. • Select Search/Mark Filtered Lines to mark the orders that you initially selected with View/Filter. Checking Order Slips (171) . you should first mark the desired purchase orders. The purchase orders are automatically processed in the stock control system: the Ordered stock quantity is increased by the quantity of products ordered. Select the Automatically option in Layout if you want to use the order slip layout that has been linked to the supplier by means of the language code. for example. Click Cancel if there is anything wrong. 2.21. you can print the final order slip. Press F1 to retrieve more information. To print final order slips: 1. Select Print. Click Next and make sure that the correct printer has been selected. Select the purchase order for which you want to print a trial order slip. if the wrong paper was used. If you want to print trial order slips for multiple purchase orders. 5.

12 Entering Receipts You can enter the receipt of goods in various ways.14 Purchase Order Processing 173 14. the Receipt window contains no information on prices. You can even add goods that were received but not ordered. The quantity of products originally ordered is always displayed at the bottom of the window. you can leave the remaining products on order or cancel them. Cancelling Purchase Orders (176) Entering Receipts per Order Use this method if no segregation of duties is applied within the organisation. you can simply enter this quantity. If you received more products than you ordered. but the process remains essentially the same. The stock quantities will remain unchanged until you actually process the receipts. You can use a mix of both methods if that is more convenient. The quantities received can be different from the quantities ordered. For example. Entering receipts. Entering Down Payments on Purchase Orders (176). Enter the quantity of goods actually received on the line. The latter option is particularly useful if a receipt consists of multiple purchase orders or if you want to segregate the duties of the person who enters purchase orders and the person who processes the receipts. but it is also possible to enter receipts in a separate window.22. On order (purchase) On order (purchase) Enter receipts Receipts entered Order Status Stock Quantity Figure 14. If you did not receive all products ordered. and a receipt corresponds to a single purchase order. . You can enter the receipt of goods against the original purchase order.

Enter the quantity of products received on the Entry tab. you can easily enter receipts for a single purchase order. Receipts entered in this window are automatically copied to the original purchase orders after posting. To enter the receipts per order: 1. but still want to use the Purchase Order window. Select File/Trade/Purchase Orders. 3. All the relevant information on the purchase order is immediately available. 2. you can do so by combining the relevant order slips before you start entering receipts. Select Edit/Setup Data (F6 or ENTER). In the Purchase Order window. If you prefer to enter receipts per supplier. .174 Trade & Logistics Figure 14. 4.23. Entering Receipts per Supplier Use this method if your organisation segregates duties or if a receipt relates to more than one purchase order. Select the purchase order for which you received products.

Receipts: a list of receipts that have been entered but not yet posted. This report shows you what goods deliveries are expected in the near future so that the warehouse staff can plan accordingly. In the Receipts window. 3. Mark the purchase orders for which you want to enter receipts. If applicable. Press F4 in Product to select the type of entry: • Purchase Order: displays all purchase orders relating to the selected supplier. you can more easily enter receipts for multiple purchase orders at once. 6. • Product: add products that you have not ordered. 2. Combining Purchase Orders (170) . Select the Prod Supplier and the applicable Delivery Date. Select File/Trade/Receipts. The Receipt Number is displayed on the Entry tab. In the pop-up window you can mark a number of products. enter the External Reference and the Delivery Note No. Mark the order lines for which you want to enter receipts. Expected Receipts: a list of receipts that still have to arrive. • Purchase Order Line: displays all order lines relating to the selected supplier. while the bottom portion displays detailed line information. A separate line is created for each marked product. 4. To enter the receipts per supplier: 1. All order lines from the marked purchase orders will be copied. Enter the receipts in the Quantity column. The following reports can be retrieved from the Receipts window: • • • Processed Receipts: a list of receipts that have been posted in the past.14 Purchase Order Processing 175 Figure 14. Select Edit/Add (CTRL+INS/CTRL+N). A purchase order for the added products is created automatically when you post the receipt. you can delete lines again manually. If necessary. 5. Select Add (ALT+A) to enter products and quantities.24. The top portion of the window is where you enter general information regarding the receipt.

25. Figure 14. you can enter this down payment in the Purchase Orders window. you can enter down payments directly against the purchase order. AccountView will automatically create an outstanding item for the amount of the down payment. in other words. which can then be written off in the Bank Book. in the Day Book you select. not all products ordered are actually delivered. Select File/Trade/Purchase Orders. Click Finish to post the down payment. 2. This is to ensure that down payments are entered only for purchase orders that have actually been placed. To cancel a complete purchase order: 1. you can cancel some or all of the original purchase order. A product may have been discontinued. In such cases.176 Trade & Logistics Entering Down Payments on Purchase Orders If you have made a down payment on a purchase order. Enter the data in the window. 4. before you have printed the final order slip. In the Purchase Orders window. Select the purchase order. Select File/Trade/Purchase Orders. Select the purchase order that you want to cancel. To enter a down payment for a purchase order: 1. or the supplier may have insufficient stock and you decide to do without the remainder of the order. Select Edit/Delete (CTRL+DEL) to cancel the entire purchase order. Cancelling Purchase Orders Sometimes. Select Edit/Down Payment. . The down payment is immediately posted to the financial accounting system. When the purchase invoice is processed. the amount of the down payment is automatically taken into account. 2. 3. 5. 3. Cancelled products give rise to changes in the stock quantities: the quantity Ordered is reduced. You can’t enter a down payment before the purchase order is final. Press F1 to retrieve more information.

You enter 190 sets in the Received column. Select File/Trade/Purchase Orders. Select the purchase order of which you want to cancel a portion. 2.26. 5. After all. Select the line that you want to cancel (completely or partially). Select Edit/Setup Data (F6 or ENTER). repeat the last three steps for other purchase order lines. If necessary. Select Edit/Change Line (CTRL+F6). 6. The quantity Cancelled appears in the purchase order below the Qty on Order. If products have incorrectly been recorded as received. processing the receipts makes them final. 7. only 190 have been delivered. . To cancel a portion of a purchase order: 1. Of the 200 sprinkler hose sets that were ordered. Select the Entry tab. Cancelling products that have been ordered is only possible so long as the receipts have not yet been processed. and you cancel the other 10 with Edit/Change Line. Enter the quantity of products that you will not receive in Cancelled. this can be corrected by means of stock transactions or a credit note (negative quantities and amounts). 3.14 Purchase Order Processing 177 Figure 14. 4.

you recorded the SCP in Product Setup Data. no entry is made when the receipts are processed. Options/Settings/Company/Trade/POP I (F1) . and the Received quantity is increased. you can only enter the Period in the Process Receipts window.178 Trade & Logistics 14. The setting can be changed after these have been posted. Small businesses usually have sufficient insight into amounts that have yet to be paid. Receipts entered On order (purchase) Document/Process Receipts Goods completely (partially) received Received (Post on Invoices Pending ) 2200 Goods received 1520 Pchs inv to receive Order Status Stock Quantity Financial Accounting Figure 14. and you selected the Register Stock Value in Nominal Ledger check box. you can update the stock control system and the financial accounting system. the Ordered stock quantity is decreased. In that case. Posting Receipts to Your Financial Accounting System If the Post on Invoices Pending check box in the purchase order processing settings has been selected. How the receipt is recorded is determined by your settings. You can only change the setting if there are no purchase orders with processed receipts for which the purchase invoice has not yet been posted. In such organisations. an entry is made on the Receipts A/C clearing account (Product Group Setup Data) and on the Invoices Pending account (Company Settings . If this check box has been cleared.Trade (POP I)). You must enter the day book in the Process Receipts window. there is no need to select this check box.13 Processing Receipts After the receipt of products has been entered. In order to register the value of the goods received. The Receipts A/C is increased by the amount in the purchase order line. Registering purchase invoices pending is primarily important for larger organisations.27. Processing receipts. the receipt of the products becomes final. By doing so. Processing Receipts in Your Stock Control System In the stock control system. An entry will only be made when the purchase invoices are posted.

3. If you have selected the Post on Invoices Pending check box. When a receipt is processed in the Receipts window. you should also select the Day Book in which the entries should be made.Accounting (General) window. you will not be able to change the day book here. If you entered a system day book in Receipts in the Company Settings . If you have not selected the Post on Invoices Pending check box. No financial transactions will be created.14 Purchase Order Processing 179 Processing Receipts in Both Systems The way in which receipts are processed in the financial accounting and stock control systems is determined by the settings in Company Settings . Enter the processing Period. If you have entered the receipts in the Receipts window. To process receipts: 1. Click Finish to start processing. 5.Trade (POP I). Select Document/Process Receipts. Click Next. Processing receipts if the Post on Invoices Pending check box has been selected. . you can process them in the Purchase Orders window. You can enter a new delivery date by selecting the Use One Invoice Date Only check box and then entering the Delivery Date. all lines are entered under the same receipt number in the product history. because the Receipts system day book has been selected. or mark the receipt(s). The new delivery date applies to all receipts. 6.28. you should process them in that window. Select File/Trade/Purchase Orders or File/Trade/Receipts 2. 4. The day book can’t be changed. Once you have entered receipts in the purchase order. only the stock quantities will be updated. Mark the purchase order(s) for which you want to process receipts. Figure 14.

you can enter a Payment Reference. Options/Settings/Company/Trade/POP I (F1) .29. the purchase is completed (except for your payment.14 Entering and Posting Purchase Orders You have received the products from your supplier. Goods completely (partially) received Received (Post on Invoices Pending ) 2200 Goods received 1520 Pchs inv to receive Document/Process Purchase Invoices Purchase order removed from the list Processed Order Status Stock Quantities (Post on Invoices Pending ) 1520 Pchs inv to receive 2200 Goods received 3000 Stock 1500 Suppliers Financial Accounting Figure 14. At that point. if you selected the Post on Invoices Pending check box in the settings. the Received stock quantity is decreased. if you selected the Direct Purchase Invoice Posting check box in the Company Settings . The invoice amount is debited to the Invoices Pending account. The purchase invoice itself is often received later on. of course). An outstanding item for the invoice amount is created. This payment reference can be used when making automatic payments. the purchase invoices will be processed in your stock control system. but will not yet be posted to your financial accounting system. the entry that was made when the receipts were processed will now be reversed. or enter them separately first in the Purchase Invoices window. Processing the purchase invoice causes both the financial accounting system and the stock control system to be completely updated. In the stock control system. and have entered and processed their receipt. and the Units Booked quantity is increased. When entering a purchase invoice.180 Trade & Logistics 14. These accounts will have zero balances when all products have been received and all purchase invoices have been processed. The Receipts A/C is credited with the same amount. and posting takes place.Trade (POP I) window. such as your supplier’s invoice number. A new day book page with transaction lines is created. and the Stock Account is debited. If the Direct Purchase Invoice Posting check box has been cleared. The latter option is particularly useful if a purchase invoice relates to multiple purchase orders or if you want to segregate the duties of the person who enters purchase orders and/or receipts from those of the person who enters purchase invoices. You can post purchase invoices directly in the Purchase Orders window. In addition. Postponing Purchase Invoice Posting (183). Processing purchase invoices.

enter the external invoice number in Payment Reference. Select File/Trade/Purchase Invoices. you can delete lines again manually. Mark the order lines for which you have received a purchase invoice. but the stock is updated immediately. Select Add (ALT+A) to enter products and quantities. All lines from the marked receipts will be copied. for the selected supplier. Select the Prod Supplier. Select Edit/Add (CTRL+INS/CTRL+N). that have been received in part or in whole and for which the receipt has been processed. In the pop-up window you can mark a number of products. Enter purchase invoices per supplier To enter the purchase invoices per supplier: 1. The Invoice No is displayed on the General tab.30. These can be the order lines from multiple purchase orders. If necessary. the Amount and. If applicable. 2. 5. and enter the remaining data. 7. 6. on the Conditions tab. A separate line is created for each marked product. The day book can’t be changed. Mark the receipts for which you want to enter purchase invoices. • Purchase Order Line: displays all order lines. 4. • Product: add items that you have not ordered and for which no receipt has been processed. Processing purchase invoices. Check the Quantity. because the Purchase Invoices system day book has been selected. Select the Entry tab. the payment conditions. .14 Purchase Order Processing 181 Figure 14. 3. No purchase order is created when the purchase invoice is posted. Press F4 in Product to select the type of entry: • Receipt: displays all processed receipts relating to the selected supplier.

The new invoice date applies to all purchase invoices. 4. you post the first 100 micro-drip sets. You can retrieve an overview of the balance of the Invoices Pending account with Reports/Purchase Invoices Pending. If you entered a system day book in Receipts in the Company Settings . you will not be able to change the day book here. When a purchase invoice is posted in the Purchase Invoices window. you should process them in that window. the other 100 sets.182 Trade & Logistics Processing Purchase Invoices If you have entered the purchase invoices in the Purchase Invoices window. you may receive purchase invoices periodically. For example. you should also select the Day Book in which the entries should be made. The purchase invoice is removed from the list. Let’s suppose that you ordered and received 200 micro-drip system sets for flower boxes. you can process the remaining sets. If you have selected the Post on Invoices Pending check box. Enter the processing Period. you must change the order line. Click Next. one outstanding item is created. You process only that portion of the purchase order for which a purchase invoice has been received. If you enter purchase invoices separately in the Purchase Invoices window. The remainder of the purchase order will continue to be outstanding until the next purchase invoice is received. with the remainder of the order. Select File/Trade/Purchase Orders or File/Trade/Purchase Invoices. or mark the purchase invoice. Mark the purchase order(s) for which you want to process the purchase invoice. AccountView also automatically updates the linked purchase orders. 3. 2. but you agreed that you would receive two separate purchase invoices: one in April and another in May. In May. but the periods may not match the batches of goods received. Select Document/Process Purchase Invoices. a purchase invoice may relate to only a portion of a purchase order. Purchase orders that have been processed completely are deleted. . you should process them in the Purchase Orders window. 5. To process a purchase invoice: 1. In April. you can process only a portion of the purchase invoice. Otherwise. all you need do is simply change the number of items in the Quantity column on the Entry tab so that it matches the number on the purchase invoice. If you process purchase invoices per purchase order. The purchase order continues to exist. You can enter a new invoice date by selecting the Use One Invoice Date Only check box and then entering the Invoice Date. 6.Accounting (General) window. In such cases. when you receive the second purchase invoice. Processing Portions of Purchase Invoices Sometimes. Click Finish to start processing.

14. 6. Enter the quantity to be processed in Quantity to Invoice. 4. As soon as you post the invoices. Select the line of which you want to process a portion. The quantity that you entered will be processed. 3. 2. the Quantity Pending stock quantity will be changed initially rather than Units Booked.15 Postponing Purchase Invoice Posting You can post purchase invoices later on.14 Purchase Order Processing 183 Figure 14. 8. 7. Select Edit/Change Line (CTRL+F6). As a result. the Quantity Pending is included in the Units Booked. To process a portion of a purchase invoice in a purchase order: 1. Select the purchase order of which you want to process a portion. The remainder continues to be displayed in the Purchase Orders window. This can prove more convenient if you often have to process a single purchase invoice. If you adopt postponed posting of purchase invoices. This means that your stock value (Units Booked * SCP) still matches the value on the balance sheet. Keep in mind that postponed posting does mean that your balances (such as outstanding items) may no longer be up to date at any given moment. Complete the Quantity to Invoice field. 5. Select File/Trade/Purchase Orders. but post them all at once at the end of the day. You can now process the purchase invoice. Select the Entry tab. because posting has not yet taken place. Select Edit/Setup Data (F6 or ENTER). . your stock value will then also match the balance sheet value.31. You have received a purchase invoice for only one half of the purchase order. The Received quantity is suggested by default. You can then process each purchase invoice individually.

Trade Reporting (247) . The day book that will be used is either the system day book that you entered in Purchase Invoices in the Company Settings Accounting (General)window. Purchase Order Processing History II and Purchase Order Processing Analysis. Select Options/Settings/Company/Trade/POP I. Select Reports/To Post to retrieve an overview of the purchase invoices that are still to be posted. To post purchase invoices later on: 1. or the day book that you entered in Document/Process Purchase Invoices.184 Trade & Logistics To define the setting for postponed posting: 1. and posting has not yet taken place. Posting Purchase Invoices If you have processed purchase invoices while the Direct Purchase Invoice Posting check box was cleared. 14.16 Retrieving Purchasing Reports Three different reporting modules are available for the Purchase Order Processing module: Purchase Order Processing History I. 2. Select File/Trade/Purchase Orders. the purchase invoices have been removed from the list of purchase orders. 2. Clear the Direct Purchase Invoice Posting check box. Select Document/Post Invoices to post the purchase invoices. A new day book page with transaction lines has not yet been created. 3. but have not yet been posted.

security. eCatalogue This chapter describes the eCatalogue module. The functionality of the second method is summarised under the heading WebStore Manager. Again. This module’s functionality allows you to publish the product data from your company on the internet by composing web catalogues. The eCatalogue module is also intended for businesses who want to undertake the publishing of their products for themselves on their own web site.15. No knowledge of the Internet. availability. without having to make large investments up front. and receive the sales orders in return. Management of all other components can be outsourced to your Application Service Provider: hardware. who will update the web store for you. software. You just send your web catalogue to your ASP. HTML. your product catalogue will be managed from AccountView. The eCatalogue module is used to create HTML pages which you can then publish yourself. AccountView Products Images Web catalogues Document/Export eCatalogue HTML format ASP format Publish WebStore Manager Update Application Service Provider Web site management (FrontPage. or eCommerce is required. You can manage the essential component from AccountView: your product catalogue. a web store provider). This. The module supports two methods of doing this: you can either define your own HTML formats and place these on the web or you can send your data to an Application Service Provider (ASP) that will handle this for you. ColdFusion) Web store on Internet Figure 15. however. and an account with an Application Service Provider (ASP. You then publish this generated HTML catalogue on your web site.1. will require some knowledge of HTML and the Internet. for example on your web site. The WebStore Manager functionality makes it easy to set up your own web store on the Internet. but you use HTML templates to generate the actual catalogue. The WebStore Manager module allows you to send data to your Application Service Provider (ASP). Internet bandwidth. In addition to the eCatalogue module. all you need is a modem. web site. . etcetera. It offers a good opportunity to explore the possibilities of eCommerce.

Select the web catalogue in Document/Company Setup Data/Web Catalogue Designs. Your dealer (or AccountView) must support the format of the Application Service Provider. Configuring eCatalogue . product lists (within a category) and individual product pages. Supports thumbnail. you do this via your Application Service Provider. Products can appear in multiple categories. containing different products and sporting different designs. product categories and subcategories. In the Type field.1 eCatalogue .186 Trade & Logistics 15. and enter them on the Templates tab. To use the catalogue functionality of the eCatalogue module. HTML editing of catalogue descriptions in AccountView products table. regular and full size images for each product.2 eCatalogue . Create a web catalogue with Document/Company Setup Data/Web Catalogues. • eCatalogue: Create three HTML templates for your categories. each with different categories. you must have an account with an Application Service Provider. Define the design of the web catalogue in Document/Company Setup Data/Web Catalogue Designs. “individualised” electronic catalogues for major customers. Produce highly customised.Procedure Once you have set up the web catalogue. Unlimited number of products. 2. select the method by which you will use this web catalogue: • WebStore Manager: Enter the information of your Application Service Provider on the ASP tab. Using eCatalogue . Gives full control over layout and design of individual product pages. 3. 15. you can publish your web catalogue data and update it on a regular basis. 3.Functionality This extension module includes the following functionality: • • • • • • • • Powerful HTML templates give you full layout control for category lists. Generate multiple catalogues. In the case of the web store functionality. product lists. 2. Select Document/Export and select the export folder. Arrange and rearrange product categories and subcategories based on market requirements. To use the eCatalogue module: 1. and products.Procedure To use the web store functionality of the eCatalogue module.Procedure To set up the eCatalogue module: 1. The next step is determined by the functionality that you use for this web catalogue: . you must have the ability to publish the generated HTML pages on a web site. Please contact your dealer for more information. as well as the ability to send your web store data (for example by modem). The flexible product categories are fully independent of product group accounting categories.

for example: <table border=“0” cellspacing=“0” width=“100%” scan=“grp_qry”>.999. 15. • Displaying the category description: <<grp_qry. Select the picture in Replacement Pict.htm.gif will be used if the correct picture cannot be found. and products. for example for new products..rec_id)>>. 2. • Displaying the price of a product: <<TRANSFORM(grp_qry. Include the data on your web site and publish it. you can define pictures for categories and products. Referencing the picture of a category (image source): <<get_img(FULLPATH(grp_qry. To prevent your web store from just displaying a blank square in such cases.15 eCatalogue • • 187 WebStore Manager: The export folder contains your web catalogue data in ASP format.3 Defining Settings for eCatalogue For this module. 15.gif’)>>. or a picture displaying the text ‘No illustration available’.99’)>>. eCatalogue: The export folder contains your web catalogue data in HTML format. you will have to define HTML templates. To achieve this.img_large>>.item_desc>>. This data should be sent to your Application Service Provider. To define a replacement picture: 1. • • • Referencing the page of a category or product (hyperlink): <<ALLTRIM(grp_qry. You can include the following references to AccountView data and to other pages in such templates. These templates are used to generate HTML pages for your categories. • Displaying the standard product description: <<grp_qry. The picture named spacer. you will have to use a ‘dynamic table’. you can define a ‘replacement picture’. Sometimes. For the category and product list templates: Because the number of categories and products is variable. You can include a picture of your company logo.img_small>> / <<grp_qry. This generic picture will be used as a substitute whenever the picture for a product or category has not been defined or cannot be found. Select Options/Settings/Personal/File Locations. product lists. For the product template: .art_price.img_file). 3.4 Defining HTML Templates for eCatalogue If you use the eCatalogue module to publish HTML pages for yourself. This is a table containing a single row that is copied as many times as there are categories or products. or large picture of a product (image source): <<grp_qry.art_note)>>. sometimes by means of the associated web store application. a transparent or white square.img_medium>> / <<grp_qry. the picture for a particular category or product may (temporarily) be unavailable. ‘999. for example. • Displaying the web catalogue product description: <<get_sentence(grp_qry. medium. Please consult the documentation of your web store provider for more information./Images/spacer.art_desc>>.’. Referencing the small. Store the picture in a folder on the network or on your hard drive. include the SCAN attribute in the TABLE element.

often component pages (‘include’). Defining the Folder Structure for HTML Templates and Pictures Working with templates offers major advantages. all references will remain intact: eCatalog: The main folder under which all web catalogues reside. . In AccountView.\Images\Img1.999. • Displaying the price of a product: <<TRANSFORM(art_qry. you can now use ‘relative paths’ to pictures. Your web site resides on a separate web server in a folder named \Inetpub\Wwwroot (\Webserv\Website UNC path).\Images\Pict1.. If you create your web catalogue in the folder named \Inetpub\Wwwroot\eCatalog (\Webserv\Website\eCatalog UNC path). ‘999. • Include: The folder for HTML pages that are referenced from the templates (‘include’ pages).art_note)>>.img_medium>> / <<art_qry. The ‘include’ pages should be stored in a separate folder (Include). and pictures in the \Webserv\Website\Images folder. your template will only need relative paths to reference pictures (... for example . and sometimes a style sheet (‘css’).img_small>> / <<art_qry. but the cross-references make it essential to use a predefined structure. It is recommended to store your product and category pictures in a central folder (Images). and the style sheet (. it should also be stored in a separate folder (_private). in a way that makes it possible to use ‘relative paths’ from the templates folder (Templates). If you use a style sheet. you can then select the templates in the \Webserv\Website\Templates folder.art_price.99’)>>. • Templates: The folder containing the three basic templates. From your templates. including those to the pictures. or large picture of a product (image source): <<art_qry. • MyCat2: A folder in which you can generate your web catalogue..art_desc>>. • Displaying the web catalogue product description: <<get_sentence(art_qry. If you then generate your catalogue in a folder that is on the same level as the templates folder. Templates will reference pictures. In that case.\Include).img_large>>. • MyCat1: A folder in which you can generate your web catalogue. all references will remain valid. • Displaying the product code: <<art_qry.art_code>>. • _private: The folder for Cascading Style Sheets (optional).jpg. You create separate folders named Images and Templates in that main folder. • Displaying the standard product description: <<art_qry.\_private\mystyles. Sample templates are provided in the CDcatalog subfolder of the AccountView program folder (for example C:\Program Files\AccountView\CDcatalog).jpg).css). ‘include’ pages (. medium.188 Trade & Logistics • Referencing the small. • Images: The folder for pictures.

Press F1 to retrieve more information on a field. The lowest level contains the products. while other branches have categories at level 3 and products at level 4. If you want to change the design. 3. 2. 2. Select Reports/eCommerce Explosion or Reports/eCommerce Implosion to check the design of your web catalogue. To define the design of a web catalogue: 1. Select Edit/Insert in Same Level (or right-click ) to insert a new category at the same level. Select the web catalogue in the field at the top left. you must create a web catalogue and define the appropriate design. Designing Web Catalogues Once you have created a web catalogue. and products on the Templates tab. 5. you can start adding products: • Select the category in the left portion of the window. . select the web store format of your web store provider. • eCatalogue: Select the three HTML templates that you created for your categories. and mark one or more products in this group. you can simply drag the category or product to the desired location. You now have two options: Select Edit/Add (CTRL+INS/CTRL+N). You can then create categories and arrange them in a tree structure in the left portion of the window. You select the web catalogue whose design you want to define at the top left of the window. Enter the remainder of the design: • 4. Creating Web Catalogues A web catalogue is used to define how the catalogue should be exported. In the Type field. • Click inside the right portion of the window (or press TAB). Enter the data in the window. • Select Edit/Add (or left-click Once you have reached the lowest level in a particular branch of the tree structure. and all parent levels contain categories. To create a web catalogue: 1. Enter the data for the first category in the window. Some branches may have products at level 3. you can add products in the right portion of the window.5 Defining eCatalogue Setup Data Before you can use the module. Select Edit/Add (CTRL+INS/CTRL+N). 3. It is not possible to include both products and categories at the same level. Repeat this to enter the remaining products of this category. Enter the data for the product in the window. 6. In the ASP Format field. select the method by which you will use this web catalogue: • WebStore Manager: Enter the information of your Application Service Provider on the ASP tab. including the related data. Select the product group. Select Document/Available Products. you can define its design.15 eCatalogue 189 15. Individual branches of the tree may have different numbers of levels. Select Document/Copy Web Catalogue for a quick way of basing a new web catalogue on an exixting one. ) to insert a new category at a lower level. At the lowest level of the tree structure. A single product may be added to multiple categories. Drag the products to the right portion of the window. Click inside the left portion of the window (or press TAB) and select Edit/Add (CTRL+INS/CTRL+N). Select Document/Company Setup Data/Web Catalogues. product lists. Select Document/Company Setup Data/Web Catalogue Designs.

. for example through FTP or HTTP. Please consult the documentation of your web store provider for more information. In most cases. 3. you can update your web catalogue data on a regular basis. Select Document/Company Setup Data/Web Catalogue Designs. the data is updated at your Application Service Provider. How this exported data is then incorporated into your web store is determined by your Application Service Provider or web store provider. How this exported data is then incorporated into your web store depends on your particular situation. 2. it is updated on your web site. the data will be exported in the web store format you selected in ASP Format in the Web Catalogue Setup Data window. the data will be exported to the web store application of your Application Service Provider. The procedure in AccountView is identical for both modules.6 Updating Web Catalogues Once you have set up the web catalogue. To export your web catalogue data from AccountView: 1. Select Document/Export. How the data is exported depends on the Type field in the Web Catalogue Setup Data window: • • If this web catalogue is of the WebStore Manager type. for the catalogue functionality. 4. and click Next. In some cases. the data will be exported in HTML format based on the Templates you selected in the Web Catalogue Setup Data window. Enter the data in the window. 5.190 Trade & Logistics 15. after which you can update your web store from that web store application. Click Next. For the web store functionality. If this web catalogue is of the eCatalogue type. Select the web catalogue in the field at the top left. your web store will be updated directly on the basis of the exported data.

among others. Most companies employ their own specific methods for discounts. • foreign currency (In combination with Extended Foreign Currency). You can avoid a lot of unnecessary work by making sure that your price lists are set up correctly from the start. sales invoices. • customer or supplier and product. . • announcement dates. sales orders (Sales Orders module) and quotations (Quotations module). This helps to maintain consistency. Purchasing and sales-discount scales based upon: • absolute prices. for both a relative simple and a more complex structure of volume discounts.16. and volume discounts. Purchasing and sales-discount scales by: • price list and product group. 16. Volume Discounts The Volume Discounts module allows you to create price lists and volume discounts for customers and suppliers. • surcharge percentages. are available: • • • • • • Automatic use of price lists and volume discounts when entering purchase orders and quotations. • discount amounts. • price list and product. Whenever the text contains ‘customer’ and ‘sales’. Because of this. you can also substitute ‘supplier’ and ‘purchase’. This chapter describes the module on the basis of a number of examples. Inspect volume discounts as a list or as a tree structure. • starting and closing dates.1 Volume Discounts . • blocking. Stock Control or Purchase Order Processing modules. • Surcharge amounts. and so the method is not explained again here. The procedures for purchase price lists and purchase volume discounts are identical. it is highly advisable to request adequate implementation advice from your software supplier when setting up a trade accounting system including this module. The following functionalities. This chapter describes the procedures of creating and working with sales price lists and sales volume discounts (for customers). Volume discounts and price lists are used in the same way in sales orders and quotations as in sales invoices. • customer or supplier and product group. You can also use price lists and volume discounts in quotations (Quotations module). • discount percentages. as the same volume discounts are used in sales invoices and orders (Sales Orders module) as in the quotations on which they are based. price lists.Functionality The Volume Discounts module extends the functionality of the Sales Order Processing. The Volume Discounts module has therefore been designed to be very flexible and offers a wide range of possibilities. Change volume discounts by group. Purchasing and sales-discount scales possible with: • unlimited number of lines per scale.

you can enter volume discounts per customer. percentages.Procedure The following procedure may be useful if you work with numerous volume discounts. Create one or more general. Select Options/Settings/Company/Trade/SO Processing and define. These linked price lists are applied automatically when an invoice for the relevant customer is entered. Copying price lists Retrieve volume-discount information from invoice or order-input windows. Determine for which customers you work with volume discounts. you can quickly copy the appropriate volume discounts for each new customer by selecting Edit/Copy Price List. 3. To each customer you can link one price list with discount amounts and one other price list with discount percentages. basic price lists. as well as a price list (or customer). how AccountView is to handle situations in which various volume discounts apply simultaneously to a product. Examples of Volume Discounts (193) Setting Up Volume Discounts by Copying . Determine for which products you work with volume discounts. In addition. Do you make distinctions between certain groups of customers? Create one or more sales price lists: one for each group of customers. 3. It makes use of the ability to copy price lists. you define the type of volume discount: fixed prices. Select Edit/Copy Price List to create the price lists you need. Input. In a volume discount. If. percentages. Retrieve selling and purchase prices from the Customers. Price lists are also useful if you work with different volume discounts for each customer. You can also still specify for whom you use volume discounts: for a single customer or for a price list (a ‘customer group’). Enter a representative set of general. When there are exceptions to price lists. . the most detailed volume discount is generally used. you define the conditions that must be met for that volume discount to apply: a product (or product group). for a certain sales invoice line. in the Calculation Method field. two volume discount scales are found – one expressed in amounts and the other in percentages – these scales will be combined. 2.192 • • • • • Trade & Logistics Link sales-price lists to customers and purchase-price lists to suppliers. If you use an individual price list for each customer. or discount amounts. 2. Suppliers and Products windows. To set up volume discounts by means of copying: 1. Link the sales price lists to your customers. revise and request price lists and volume-discount scales in all important overview windows. 16. For each volume discount. Price lists and volume discounts are always either of the Sales or of the Purchase type. Do you make distinctions between certain groups of products? You can enter volume discounts for a single product or for a whole product group.Procedure The Volume Discounts module is used to define price lists together with volume discounts. or discount amounts. basic volume discounts for these price lists. Enter the sales volume discounts.2 Volume Discounts . Select the Blocked check box to prevent these general volume discounts from being used during invoice entry. To each customer or supplier you can link one price list with volume discounts as absolute amounts and one other price list with volume discounts as percentages. Volume Discount Selection during Invoice Entry (202) Setting Up Volume Discounts . If multiple volume discounts apply to an invoice.Procedure To set up volume discounts for customers: 1. you can work with fixed prices. 4.

In that case. enter the volume discounts for one price list first. you will only have to edit the volume discounts. how AccountView is to handle situations in which various volume discounts apply simultaneously to a product. Because the price list has been linked to all your customers. 5.3 Examples of Volume Discounts You can use the module in various ways and combinations. Enter your invoices in the usual way with the File/Trade/Sales Invoices/F6 command. you create a price list for each customer group. enter the correct price list in Product Pr Price List. Some examples for customers are provided below. Change any other volume discounts if necessary. For that price list. You create two price lists with new prices. One Volume Discount for Each Product. you can then enter the volume discounts for each product group in Edit/Volume Discounts per Product Group.16 Volume Discounts 193 4. For these price lists. 3. 16. you can then enter a volume discount for each product by selecting Edit/Volume Discounts per Product. then the discount percentage scale. the correct discount is automatically applied to the invoice line. including its volume discounts. by selecting Edit/Copy Price List. for a certain sales invoice line. and whether that price list contains a volume discount for the product in the invoice line. If. delete any volume discounts that you don’t need. the system decides automatically which volume discount scale is applicable. Copying price lists (196) Using Volume Discounts . The customers are divided into two groups: wholesale and retail. two volume discount scales are found – one expressed in amounts and the other in percentages – these scales will be combined. Select Options/Settings/Company/Trade/SO Processing and define. and clear the Blocked check box. You can keep your basic price lists for future use. For the purpose of clarity. . which you link to the relevant customers. you create a single price list. When invoice lines are entered. The discount amount scale is applied first. and then copy the entire price list. You distinguish groups of both customers and products. for Customer Groups You sell a large number of different products to a large number of customers. or enter the volume discounts for each product in Edit/Volume Discounts per Price List.Procedure Volume discounts are applied automatically when you enter an invoice. That way. You can change these if desired. AccountView verifies whether a price list has been linked to the customer in the invoice. You can then enter the volume discounts for each price list in Edit/Volume Discounts per Product. 2. To use volume discounts in invoices: 1. which you link to all customers in Percentage Price List. If no volume discount at all is applicable. 6. Link the sales price lists to your customers. You don’t really distinguish specific groups of products. provided that the related volume discounts have been blocked. In that case. If a volume discount scale is applicable. the volume discounts apply to all customers. When you enter an invoice line for a particular product. For each customer. in the Calculation Method field. Volume Discounts per Product Group. One Volume Discount for Each Product You sell your products to customers. the customer’s Inv Line Disc is applied to the invoice line as the line discount. To save time. The price lists for the customer will be displayed on the General tab. for Two Customer Groups You sell your products to a large number of different customers. Edit the volume discounts in the price lists you copied. but your percentage discount scales are the same for all customers.

This may be useful in the event that you should forget to enter the volume discount for a product. 15 September 2007. a combination of two discounts is given on purchases of 10 or more hedge trimmers. Figure 16. • A customer who buys 20 hedge trimmers on 20 August is charged 119 per item. The reverse is also possible. If the customer orders 25 or more. On the reference date. At the end of the summer.194 Trade & Logistics Combining Price Lists with Amounts and Percentages You can make use of a detailed price structure by combining scales of discount amounts with scales of discount percentages. These levels are checked in a fixed sequence. . he pays only 109 per hedge trimmer. you can add product-specific volume discounts to allow for exceptions. you can add specific volume discounts for individual customers.Trade (SO Processing) window. you stage a big clearance sale for the entire month of September. he gets a discount of 15%. as was the case in the last example. If you work with volume discounts per product. and an additional 25% discount on purchases of 25 items or more. In the sale. via a price list and at product or product group level. The price per item is 119. • A customer who buys 20 hedge trimmers on 15 September gets a combination of both discounts. Volume discounts can be linked at various levels: per customer.1. you give an additional 15% discount on purchases of 10 items or more. If you work with volume discounts per product group. the most detailed one will be used. the scale of amounts is applied first and then the scale of percentages. In the case of volume discounts per customer group (price list). In addition. You define this arrangement in a separate volume discount scale. the item price charged is 119 instead of 129. you can add volume discounts per product group to ensure that products for which no volume discount has been entered will still be subject to a product group volume discount. If multiple volume discounts apply. this applies both to volume discounts expressed as percentages and to volume discounts expressed as amounts. Defining Exceptions The module is sufficiently flexible to allow for exceptions. Let us suppose you manufacture garden tools and you have created the following volume discount scale for sales of electric hedge trimmers to retailers: if 10 or more items are purchased. If both types of volume discount are found and the Price and Percentage checkbox is selected under Calculation Method in the Company Settings . as was the case in the first example.

.from 10 units 1524..from 100 units 399.. Entering volume discounts .from 25 units 439. and individual volume discounts per product...from 10 units 489.Detailed Example You sell tents and sleeping bags.2.from 10 units 1624.from 25 units 1499.from 10 units 539.from 25 units 15% ..- Figure 16. In this case.from 25 units 8% Product group SLBAG Percentage: . .from 10 units 6% ...- Product group TENT Percentage: .a detailed example.from 100 units 20% Light weight tent "Siberia" Price: 1999..from 10 units 12% .from 5 units 1849.from 25 units 15% Product group SLBAG Percentage: .from 100 units 10% Light weight tent "Siberia" Price: 1999. You make a distinction between wholesale and retail customers.from 5 units 10% .16 Volume Discounts 195 Entering Volume Discounts ..from 5 units 1749. This allows you to set up your volume discounts as illustrated below.from 25 units 489.from 25 units 7% .- Sleeping bag "Tundra " Price: 549. Some products are subject to a special discount..from 5 units 5% .from 100 units 439.- Sleeping bag "Tundra " Price: 549..from 10 units 5% . you enter group volume discounts per product group. to which quantity discounts apply.from 10 units 10% . Customers Price list WHOLE Price list RTAIL Product group TENT Percentage: .from 25 units 1299.

An invoice for 25 tents of a different type will be subject to a 15% discount.196 Trade & Logistics To enter the volume discounts illustrated above: 1. In this price list. you do not need to enter the volume discounts of each from scratch. Copying price lists If two price lists are very similar.. 4. The Price Lists window allows you to add new price lists. . They are used to divide your customers into groups to which the same volume discounts apply.each will automatically be used. 3. enter group volume discounts for the TENT and SLBAG product groups (using percentages). which will also copy the related volume discounts. Enter the data in the window. 16. Price lists are always either Purchase or Sales type price lists. Figure 16. Create a sales price list called WHOLE.. Press F1 to retrieve more information.each will be used in an invoice for five Tundra sleeping bags sold to a retail customer. a sales price of 1299. Select Document/Company Setup Data/Price Lists. Similarly. a sales price of 539. To create price lists: 1. because volume discounts per product (Siberia) take precedence over volume discounts per product group (TENT). and change the volume discounts copied as needed. Link the WHOLE and RTAIL price lists to the relevant customers.4 Creating Price Lists Price lists are comparable to customer groups. Select Edit/Add (CTRL+INS/CTRL+N). 2. When you enter an invoice for 25 Siberia tents sold to a wholesaler. 3. 2. as well as individual volume discounts for the SIBER and TUNDR products (using prices).3. while a 5% discount will be applied if the same customer purchases ten sleeping bags of a different type. You can copy the price list. Copy the WHOLE price list to a new price list called RTAIL for retail customers.

you should only enter price lists that have volume discounts by amount. 4. 2. Select Edit/Copy Price List. If there is a volume discount for a certain customer. the one with the amount volume discounts will be applied first and then the one with the percentage volume discounts. 5. If you enter both price lists. Select the price list you want to copy.6 Entering Volume Discounts Once you have created price lists. you can respectively enter price lists with volume discounts by amount and price lists with volume discounts by percentage. Change the description of the price list. In the volume discount line itself. you define which type applies. 3. To link a price list to a customer: 1. you can start entering volume discounts. any invoice discount defined for that customer is ignored. In Percentage Price List. The price list is copied.16 Volume Discounts 197 To copy price lists: 1. Select the Invoice tab. In the setup data of the volume discount. the relevant price. In Product Pr Price List. or surcharge will automatically be applied. which prevents you from accidentally linking a purchase price list to a customer. If that is the case. 7. you define what price. Enter the Product Pr Price List and/or the Percentage Price List. When you enter invoice lines. 16. 6. the discounts will be ignored. If you use a price list associated with percentage discounts here.5 Linking Price Lists to Customers You have created Sales type price lists for your customers. Enter a New Code and click OK. 2. you should only enter a price list associated with percentage discounts. Select File/Sales Ledger. AccountView will automatically verify whether a volume discount is in effect for the product or product group. You can only enter Sales type price lists. 16. 3. 4. Select the new price list. You can always change the invoice price if desired. Select Document/Company Setup Data/Price Lists. Select Edit/Setup Data (F6/ENTER). . or surcharge applies for specific product quantities. Select Edit/Setup Data (F6/ENTER). and under what conditions. discount. discount. For each customer you can enter one price list with amount volume discounts and one other price list with percentage volume discounts. In Product Pr Price List and Percentage Price List.

it is best to leave this check box cleared. or surcharge applicable to specific product quantities. If you frequently work with surcharges. Select the Check Volume Discount check box in the Company Settings . discount.. .5.. you can always ignore the message and create the volume discount as desired.4. You can enter an unlimited number of volume discount lines. a message will be displayed if the volume discount does not meet these criteria.Trade (SO Processing) window to have AccountView verify that this is the case when you enter or change volume discounts.. Figure 16. ..198 Trade & Logistics Figure 16. Of course. In most cases. in which you define the conditions. A volume discount consists of its setup data (General tab). in which you define the price. In that case. the volume discount prices must remain within the limits of the purchase price and the sale price. and the volume discount lines (Volume Disc tab).

Select the Volume Disc tab. Enter a Product Code or a Product Group Code. the discount percentage or the discount amount. Press F1 to retrieve more information. Click Add for each volume discount line and. In Disc Pr/%/Amt. The correct Price List Code appears automatically. you can enter the individual volume discount lines. can be accessed from the Sales Invoices. 7. To enter a volume discount per price list: 1.16 Volume Discounts 199 The most common methods of entering volume discounts are described below. As a rule of thumb. Examples of Volume Discounts (193). 8. 4. however. and then add individual volume discounts (for products and/or customers). The Volume Discounts per Price List window is used to enter volume discounts that apply to a price list. offer far more extensive possibilities for entering volume discounts. 9. In the second column. Document/Company Setup Data/Volume Discs (F1) Entering Group Volume Discounts If you work with volume discounts per price list (customer group) and/or per product group. . or a Discount Amount. Select Edit/Volume Discounts per Price List (CTRL+F6). Purchase Order. Once you have entered the setup data. Select a price list to which you want to add volume discounts. for example. 5. 2. Select Document/Company Setup Data/Price Lists. 3. 6. Enter the remaining data in the window. You can then finish by entering volume discounts for specific cases. indicate what values you want to enter in the Discnt column of the volume discount lines: a Price. Sales Invoice. Exactly how you enter volume discounts will be determined by the way in which you use them. enter the price. The module does. Select Edit/Add (CTRL+INS/CTRL+N). The Volume Discounts per Cust/Sup window. a Percentage. start by entering group volume discounts (for product groups and/or price lists). Figure 16. Purchase Orders. at Starting From. it is best to enter these volume discounts first. enter the lowest quantity of products to which the volume discount is applicable. Customers en Suppliers windows. combined with a product or product group. Edit/Volume Discounts per Cust/Sup (F1).6.

. The Disc% and/or Amount columns will be updated automatically. Entering Group Volume Discounts (199) 16. Entering Individual Volume Discounts If you work with volume discounts per product and/or per customer. Edit/Volume Discounts per Product is available in (among others) the Products window (File/Trade/Products).00 on the selling price. • • Volume Discounts per Product Volume discounts per product are entered in the same way as volume discounts per price list. The product group has then already been entered and you just enter a customer or a price list. These volume discounts are ‘individual’ in the sense that they deviate from the group volume discount. These levels are checked in a fixed sequence. However.00 . Next.Trade (SO Processing) window. Use the overviews available under Reports/Volume Discs to check the volume discounts you have entered.00. Volume Discounts per Cust/Sup Volume discounts per customer are entered in the same way as volume discounts per price list. Edit/Volume Discounts per Cust/Sup is available in (among others) the Customers window (File/Sales Ledger). The product has then already been entered and you just enter a customer or a price list.85). The normal selling price for this product is 129. Edit/Volume Discounts per Product Group is available in (among others) the Product Groups window (Document/Company Setup Data/Product Groups).15 (= 119. • Percentage: a discount of 15% on the selling price. After the customer has been selected. You have entered an invoice line for 10 units of product EA-2595. Similarly. you can select other price lists if you wish.200 • Trade & Logistics Volume Discounts per Product Group Volume discounts per product group are entered in the same way as volume discounts per price list. you enter individual volume discounts per customer. The customer has then already been entered and you just enter a product or a product group. the 15% discount is applied. the scale of amounts is applied first and then the scale of percentages. the following discounts are applicable: • Amount: a discount of 10. the normal selling price is reduced by 10. If both types of volume discount are found and the Price and Percentage checkbox is selected under Calculation Method in the Company Settings . After volume discounts per price list. Volume discounts can be linked at various levels: per customer. that discount is used automatically. First. the price lists applicable to this customer are copied automatically to the General tab. Based on volume discount scales. you enter individual volume discounts per product. after volume discounts per product group.00. you can enter these individual volume discounts separately. This brings the selling price per item to 101.7 Entering Invoices for Volume Discounts You enter a sales invoice in the usual way. If a volume discount applies to an invoice line. this applies both to volume discounts expressed as percentages and to volume discounts expressed as amounts. producing a new selling price of 119.17. via a price list and at product or product group level.00.

It is possible that the invoices to which you want to apply the new volume discount are older than this. Document/Create Bargain Sale Prices (F1) Frequently Asked Questions • I have entered a new volume discount. If there is no applicable volume discount. It is also possible to enter volume discounts for temporary promotions using the start and end dates (promotional prices). but it is not being used with my invoices.7. . The default Start Date of a new volume discount is today’s date. In this case. an invoice discount may be applied if you defined one in Customer Setup Data e. A combination of discounts by amount and percentage is applicable to product EA-2595. In the Sales Invoice window. select Document/Apply Volume Discounts Again for each invoice. it is not necessary to process every line in each invoice again in order to apply the changed volume discounts. Volume Discount Selection during Invoice Entry (202) Changing Volume Discounts while or after Entering Invoices You can change volume discounts while entering invoices.16 Volume Discounts 201 Figure 16. or you may decide to change specific volume discounts after entering a large number of invoices. Change the volume discount’s Start Date or change the invoice date. and the values of all the invoice lines for the respective invoice will be recalculated based on the volume discounts prevailing at that point in time.

Volume Discount Selection during Invoice Entry In the Sales Invoice window. On occasions. is there an invoice discount that applies to the customer? If so. and does that price list contain a volume discount that applies to the product group to which this product belongs? If so. 4. 2. that discount will be used. is there a volume discount that applies to this customer and to the product group to which this product belongs? If so. The product may be part of a product group. Press F1 to retrieve more information. a Percentage type volume discount is selected. if applicable. If not. that volume discount will be used. several volume discounts may satisfy the four conditions mentioned above. You can also arrive at psychologically attractive prices using the Correction and Round Off At fields. If not. i. Select Document/Company Setup Data/Volume Discs. As is illustrated below. If not. 3. and a product quantity. select the method by which the new volume discount prices are to be calculated. and does that price list contain a volume discount that applies to this product? If so. enter the range of volume discounts for which you want to change the prices. If not. 4. you can regard price lists as a kind of customer groups. If not. which is immediately applied in the Sales Invoice window. In this case. Is there a volume discount that applies specifically to this customer and this product? If so. volume discounts are applied in the following order: 1. that volume discount will be used. In the first step. In such cases. 3. You can change the prices by a positive or negative amount or percentage. In the second step. Percentage or Discount Amount) and. 2. you enter a customer. select the volume discount type (Price. A comparable set of conditions is applied during purchase order entry. has a price list been linked to the customer. In the third step. Based on these four pieces of information (conditions). In such cases.202 Trade & Logistics Changing Volume Discount Prices by Group If you wanted to implement the same sort of price change to a number of volume discounts. prices ending in 95 or 99. 5. it would be very time consuming if you had to do it for each one individually. To change multiple volume discount prices at one go: 1. a product. that volume discount will be used. . You can use this to calculate new volume discount prices for a specified range of volume discounts. The product quantity entered determines the discount percentage. it is easier to change volume discounts by group.e. based on the current volume discount price or percentage. has a price list been linked to the customer. the regular product price will be used. the volume discount will be selected. that volume discount will be used. Select Edit/Change Volume Discounts by Group. 5. The Edit/Change Volume Discounts by Group command is available for this purpose in the various volume discount windows. and a price list may have been linked to the customer. the volume discount quantities for which you want to change the prices.

Sales order entry Customer Product Price list code Price list ( sales) Volume discount (sales) Product group Price / Percentage / Discount amount Volume discount lines . How does AccountView decide which volume discount is applicable? Document/Company Setup Data/Volume Discs/F6 (F1) 16. the scale of amounts is applied first and then the scale of percentages.from 10 units 12% .8.8 Retrieving Volume Discount Information Retrieving Volume Discount Information during Invoice Entry While entering an invoice. . If both types of volume discount are found and the Price and Percentage checkbox is selected under Calculation Method in the Company Settings Trade (SO Processing) window.16 Volume Discounts 203 This sequence is the same for volume discounts based on absolute amounts and for those based on percentages.from 5 units 10% .from 25 units 15% Figure 16. you can retrieve information on the volume discount that applies to the product entered.

You can use Search/Product Price. and Products windows. Open the invoice entry window and enter a customer and a product. Suppliers. Select Search/Product Price in an invoice line in the window. The reason why the volume discount applies to the product in the invoice line and the customer in the invoice is displayed in Volume Disc Cond. to retrieve the volume discount lines that apply to the invoice line. . or surcharges that apply. or when drawing up quotations. Search/Purchase Price. This window displays the prices. you will not be able to access the Product Price Volume Discount or Percentage Volume Discount tabs. Retrieving Price Information from Overview Windows From the Customers. you will be able to access the Product Price Volume Discount tab or the Percentage Volume Discount tab. discounts. the Product Price Volume Discount or Percentage Volume Discount tab. 2. To retrieve volume discount information: 1. If there is no applicable volume discount.9. If a volume discount applies to the customer and the product.204 Trade & Logistics Figure 16. you can retrieve price information at any given moment by selecting Search/Sales Price. This may be useful when negotiating prices by phone. or Search/Product Price. The Volume Disc Cond field displays the combination of data based on which the volume discount has been selected. and which volume discounts apply to a product. 3. You can verify exactly which price list applies to a specific customer or supplier.

the combination of 12 items of product BS-1805 with the price list CONTR (linked to customer CHALLINOR) produces an invoice price of 48. The Product Price window. In such cases. Select the product for which you want to know the current volume discount prices. Select Options/Settings/Company/Trade/SO Processing and check that the Tree Structure has been entered under Volume Disc View. 3. the prices from this volume discount will be used. Here. Price tab offers a quick and easy way to check prices and discount information. the volume discount prices prevailing on the system date will be displayed. If the reference date falls between the start and end dates of a certain volume discount. Enter the desired date in Reference Date. 6. By default.10. If this list box is empty. 5. you should specify a start date and an end date when entering these seasonal volume discounts. 2. you can enter a reference date. To retrieve current volume discount prices: 1. Select View/Volume Disc View to retrieve the volume discount prices for the relevant product on a different date. Select the Product Prices tab.16 Volume Discounts 205 Figure 16.95. The small list below it will show the volume discount prices applicable to the product on the reference date shown at the top of the window. the purchase or sales price from the relevant product’s setup data will be used. 4. Retrieving Volume Discount Information during Invoice Entry (203) Retrieving Up-to-Date Volume Discount Prices On occasions. for example. Select Document/Company Setup Data/Volume Discs. In order to see which prices are valid for a product at any given moment. you may apply a variety of volume discounts to one and the same product – depending on the season. .

The Reports/Volume Discs command allows you to retrieve the volume discounts entered from four different perspectives. you can print a summary of the volume discounts that apply to this customer. Printing a Product Catalogue ( ) .95 will be calculated for it. discounts or surcharges. or price list). If an invoice line is created on 30-03-2007 for twelve units of the product BS-1805. an item price of 48. You can use these reports as a quick way of checking changes or new volume discounts that you’ve entered.206 Trade & Logistics Figure 16. Figure 16. product group. Prtinting Volume Discounts by Customer You can select a product catalogue in the Products window.11. Retrieving Volume Discount Reports All windows of the Volume Discounts module allow you to retrieve reports on the volume discounts entered by selecting Reports/Volume Discs.12. These reports can be retrieved from various perspectives (by product. The overviews also indicate the volume discount lines: the product quantities and the associated prices. customer. When you select a customer in combination with this.

You can define an unlimited number of descriptions for each product. In such cases. The following functionalities. The Extended Product Description module offers considerably more options for both aspects of the product description. you can define one or more combinations of a language code and description for each product. but also the product descriptions in the customer’s language. The Extended Product Description module is supplementary to the default product description in the Product Setup Data window. the standard length of product descriptions may limit your possibilities. . are available: • • • • • • • Product descriptions of unlimited length. for example. If you have customers abroad. this will be sufficient. Variable line height in invoice and order entry windows. If you work with numerous products. Unlimited number of descriptions per product.Functionality This module is an add-on to the Sales Order Processing. products have a fixed description of fixed length. multiple descriptions for each product may also useful. however. Purchase Order Processing or Stock Control modules.2 Extended Product Description . Standard reports: • Product descriptions by target group • Product descriptions by product 17. Extended Product Description In the standard version of AccountView. it will be convenient to print not only the invoice itself. Flexible input options for each target group or product. Of course. You may also work with different product descriptions for different target groups. Link product descriptions to groups of customers and suppliers for use on forms. and there are no length restrictions. Standard links with external software possible. 17. so that the full description is visible. you will have to keep in mind the space available on your printed forms and reports. among others. but instead in a special Extended Product Descriptions entry window. you will probably want to provide a full description of the work performed.17. For relatively simple commercial processes. In this window.Procedure You do not record the extended product description in the Product Setup Data window. If you are an accountant or service provider.1 Extended Product Description . The language code recorded in the Customer Setup Data or Supplier Setup Data window then determines which description will be used in the invoice or order entry window. This window offers the Product Description and Product Desc 2 fields in which you can record a combined description of a maximum of 80 characters. This is a fixed description.

208 Trade & Logistics If a customer has the Spanish language code. you can also change the forms for each target group. you will need a separate language code for each target group. for example. and enter the same standard forms for it as those you entered for your default language code. Entering Target Groups for Deviating Descriptions If you purchased the module in order to print deviating and/or longer descriptions for certain target groups. FR. not only the descriptions. For each combination of a product and language code. depending on the type of business. enter a description in the Extended Product Descriptions window. Of course. 2. you may also use separate language codes such as WHOLE and RETAI. You can create a language code called LONG. From now on. Categorise your customers and suppliers into groups for which separate extended descriptions should be used. . After all. for example. the correct extended description will be selected on the basis of the language code. For wholesale and retail customers. For each group. for example. You can create language codes called WHOLE and RETAI. For German wholesale customers or suppliers. This may vary greatly. while using FR-RT for French retailers. If this is not done. To set up the Extended Product Description module: 1. for example. If a customer or supplier does not have a language code. 3. define a language code in the Language Codes window.3 Defining Target Groups First of all. you can use combinations of language codes. the descriptions from the Product Setup Data window will be used. 17. you should determine which targets groups you will want to distinguish. and enter the same standard forms for them as those you entered for your default language code. but also the invoice itself should be in the correct language. and enter the translations for the standard forms that you entered for your default language code. You can create language codes called GER. Remember to define extended descriptions for new products. the description from the Product Setup Data window will be used. you will have only one target group. Entering Target Groups for Long Descriptions If you only purchased the module to make use of the longer product descriptions. Define the language codes for customers and suppliers in the Customer Setup Data and Supplier Setup Data windows. and DKK. Entering Target Groups for Other Languages If you purchased the module in order to print descriptions in other languages for customers or suppliers abroad. the Spanish product description will be used on invoices. you will need a separate language code for each language. For combinations of target groups. for example. Whenever you select a customer or supplier in the invoice or order entry window. with separate descriptions. the Extended Product Description module will work automatically. you could use language code GER-WH.

Define the target groups in the Language Codes window. FR. If you don’t enter a language code for a customer or supplier. You may have target groups for longer descriptions (LONG). SME). you can create a language code for each target group in the Language Code Setup Data window. To enter target groups: 1. 2. Select Document/Company Setup Data/Language Codes. ITA.1. . Linking Invoice Layouts ( ) 17.17 Extended Product Description 209 Entering Target Groups Once you have determined for what target groups you want to use extended product descriptions. Figure 17. SP). for deviating descriptions (WHOLE. SMALL.4 Categorising Customers and Suppliers into Target Groups Now that you have created a new language code for each target group. you can categorise your customers and suppliers into target groups. or for other languages (DAN. the description from the Product Setup Data window will be used. the correct extended description will now be selected on the basis of the product and the language code of the customer or supplier. Select Edit/Add (CTRL+INS/CTRL+N) to enter a new language code with the appropriate layouts for each target group. When orders or invoices are entered. You do so by entering a language code for each customer and supplier for whom extended product descriptions should be used.

To categorise customers into target groups: 1. the description from the Product Setup Data window will be used. 2. The procedure is the same for customers and suppliers. the correct extended description will now be selected on the basis of the product and the language code of the customer or supplier.210 Trade & Logistics Figure 17. . Use the PAGE UP and PAGE DOWN keys to display different customers. Repeat this procedure for the remaining customers. 17. you are ready to start entering the extended descriptions themselves. When orders or invoices are entered.2. Enter the Language Code field. 4.5 Entering Extended Product Descriptions Now that you have also categorised your customers and suppliers into target groups. enter an extended description for each target group (language code). 3. Select Edit/Setup Data (F6 or ENTER). Select File/Sales Ledger. Use the Language Code field in the Customer Setup Data window to categorise your customers into target groups for the Extended Product Description module. For each product. If you don’t enter an extended description for a combination of product and target group.

for example.3. Select the Detailed radio button to include Product Desc 2 in the printout. 2. Select File/Trade/Products. 2. Select the product for which you want to enter extended descriptions. this is best done by product. Before entering the extended descriptions. Select File/Trade/Products. per language code. you can take some preparatory steps. For example. or in any combination that works for you. In the Extended Product Descriptions window. Entering Extended Product Descriptions per Product This is the best approach if you have added a new product. Use the two printed overviews to enter the descriptions. Select Reports/Language Codes to print an overview of the target groups defined. This makes it easier to compare the extended descriptions for each product. Select Document/Company Setup Data/Language Codes. The best procedure for entering your extended descriptions will be determined by your specific needs.17 Extended Product Description 211 Figure 17. To enter extended product descriptions per product: 1. Remember to define extended descriptions for new products. Select Reports/Products to print an overview of the current (fixed) product descriptions. or if you wish to achieve greater consistency between the extended descriptions for a single product. you can allow extra long descriptions for the SME language code. . If you want to enter both long and short extended descriptions. 3. 4. You can enter the extended descriptions per product. To prepare for entering extended product descriptions: 1. you record descriptions for combinations of product and language code.

Select Document/Company Setup Data/Extended Product Descriptions. 6. 4. this is best done by language code. • Click OK. Select Edit/Extended Product Descriptions. 4. Select Document/Company Setup Data/Language Codes. To enter extended product descriptions as needed: 1. 2. 2. Press F1 to retrieve more information. 3. or if you wish to achieve greater consistency between the extended descriptions for a single target group. Enter the data in the window. Repeat this procedure for the remaining language codes.212 3. Entering all the extended descriptions in one language will be easier than constantly switching between languages. • Click OK. 5. 4. for example. Double-click the Language and/or Product column headings to sort the extended descriptions. To enter extended product descriptions per target group: 1. 3. If you want to enter extended descriptions in various languages. Select Reports/Extended Product Descriptions to check the descriptions entered. • Select a value in Product Code and complete the Extended Desc field. Select Reports/Extended Product Descriptions to check the descriptions entered. Select Edit/Add (CTRL+INS/CTRL+N). • Select a value in Language Code and complete the Extended Desc field. Repeat this procedure for the remaining products. . 6. 5. Trade & Logistics Select Edit/Extended Product Descriptions. • Repeat this procedure for the remaining target groups for this product. • Select Edit/Add (CTRL+INS/CTRL+N). Select Document/Company Setup Data/Extended Product Descriptions. Select Document/Company Setup Data/Extended Product Descriptions. • Repeat this procedure for the remaining products for this language code. Entering Extended Product Descriptions per Target Group This is the best approach if you have added a new target group (language code). • Select Edit/Add (CTRL+INS/CTRL+N). Entering Extended Product Descriptions as Needed This is the best approach for occasional entry or maintenance of extended product descriptions. Select the language code for which you want to enter extended descriptions.

the extended descriptions will automatically be selected during the entry of orders and invoices. If desired. Whenever you select a product in the Sales Invoice. . Entering Purchase Orders (163) Editing Extended Product Descriptions The Invoice Line Description column will often be too narrow to display or edit the full description. Double-click the description in the Invoice Line Description column to edit the extended product description in the Comments window.17 Extended Product Description 213 17.4. the description from the Product Setup Data window will be used. Entering Sales Invoices ( ). The extended product description is otherwise treated like any other product description. the correct extended product description will be selected on the basis of the product and the language code of the customer or supplier. If you haven’t entered an extended description for a particular combination of product and language code. you can change the selected description manually. This description will also be printed on the invoice. When you invoice a customer with the SME Language Code. Figure 17. Long descriptions can be edited in a separate Comments window.6 Using Extended Product Descriptions Now that all extended descriptions have been entered for all target groups (language codes). and is displayed in the same way on sales and purchase forms. AccountView will automatically select the extended product description for small and medium-sized businesses. Sales Order or Purchase Order window. Entering and Posting Sales Orders (59).

5. You can increase the line height in invoice and order entry windows by placing the mouse pointer at the left side of the first column. Press and hold down the left mouse button. Drag the mouse pointer down (to increase the line height) or up (to decrease the line height). .214 Trade & Logistics Increasing the Line Height in Invoice Entry or Order Entry Windows You can also view or edit long descriptions by increasing the line height. 2. 3. 5. The mouse pointer changes to a double arrow. Release the mouse button. Figure 17. Open the invoice or order entry window for which you want to increase the line height. To increase the line height in an invoice or order entry window: 1. 4. Place the mouse pointer between the first and second entry lines. at the left side of the first column.

18. 18. This allows you to replicate in AccountView the segregation of duties in your organisation. Once blocked. you can create a customised authorisation and checking system for the entire purchasing and sales process in your business. Authorise sales invoices. you can also use this module to deny access to specific functions in the purchasing and sales processes. to ensure that purchase orders are checked for correctness before they are sent out (internal checking). As such. You can use Extended Access Security II to protect the authorisation settings against unauthorised use. checking and approval of both order confirmation and purchase invoice. including ‘authorise sales order’ and ‘print order confirmation’. Authorise quotations. A user’s rights to change authorisation objects depend on the current phase of the authorisation object in question. Seven possible authorisation stages for the purchasing process: approval of purchase order. and receipt. the module can also be considered as being supplementary to the Purchase Order Processing. you can specify that a customer’s credit limit must always be checked when the sales invoice is entered or when the invoice is printed. This allows you to submit quotations while your product quantities will continue to be a faithful reflection of the actual situation. You specify which authorisation phases each user is permitted to assign.Functionality This module extends the functionality of the Extended Access Security II. In addition. mandatory checkpoints can be set. The checkpoints are defined using mandatory authorisation phases for the various authorisation objects. The following functionalities. they cannot be deleted.1 Authorisation . you can specify that certain employees are not allowed to change a sales order once the order confirmation has been received. sales and stock control processes. are available: • • • • • • A variety of authorisation stages for the sales process. defining the quotation as a mandatory authorisation phase makes it possible to enter quotations without actually reserving any stock. for example between employees who are permitted to approve sales orders that have been entered and employees who are permitted to invoice these sales orders. This functionality can be very useful to companies that sell goods through webstores. By combining these features. Authorisation The Authorisation module offers an advanced authorisation and checking system for the purchasing. for example. For example. This allows you. Sales Order Processing and Purchase Order Processing modules. which means that purchase or sales orders can only be processed up to a certain amount. The Authorisation module also provides additional commands for blocking authorisation objects. Sales Order Processing. For example. and that receiving the goods is separated from placing the order (segregation of duties). On the sales side. Of course. the stock will be reserved by updating the product quantities. Authorise stock pages. . Two authorisation stages for issue orders: ‘authorise issue order’ and ‘report pick list as complete’. As soon as the sales order is authorised. This allows you to create a functional separation. The module makes it possible to define authorisation points and checkpoints at various moments in the purchasing and sales processes. and Stock Control modules. edited or posted until they have been unblocked again. that only approved purchase orders will be sent (authorisation). You can also define authorised limits for each user. among others. such as the final posting of sales invoices.

Authorising Order Phases In addition to their formal correctness. It will not be possible to print order slips and final invoices until the controller has authorised the purchases and sales. cashier) Recording: keeping the accounts Auditing: analysing the results . For example. accuracy of the data entered. You can block authorisation objects in order to temporarily prevent further processing. correct application of discounts. sales invoices. • when (in which stage) the employee is allowed to change authorisation objects.2 Checking. Employees are responsible for. Only the controller will be able to process orders or invoices exceeding these limits. Blocked orders and pages cannot be deleted.216 • • • • Trade & Logistics Define authorisation profiles. which can help you decide how to use the module.00 for sales orders and sales invoices. for example. you can also check purchases and sales from an economic point of view. issue orders. You can establish a limit of 10. To perform such checking. They will not be able to print order slips and final invoices until the head of the accounting department has checked the orders. correctness of the shipping and handling charges entered. You can also make use of authorised limits. Purchase and sales orders are entered by buyers and sales agents. Blocking and unblocking sales orders. etcetera.00 for purchase orders and purchase invoices. The following sections provide background information and examples. and a limit of 25. you could introduce a checkpoint after the entry of purchase or sales orders. issue orders. for example. you can use the same checkpoint after the entry of purchase or sales orders. Performing Internal Checking You can use the Authorisation module to ensure that the information entered is correct. Configurable authorisation checks for sales orders. regardless of whether or not the order should be placed or the invoice should be sent. purchase orders and stock pages. for example. prevent deliveries to customers whose outstanding balance is too high. avoid purchasing superfluous products.000. executing production orders Storage: safekeeping products and money (warehouse manager. specifying for each employee: • which authorisation phases can be assigned. consistency?). 18. if you have customers to whom you temporarily want to stop delivering. sales agents) Operation: receiving goods. and perform various duties in distinct stages of the process. To implement such internal checking.000. you can use this facility to block their orders. and Segregation of Duties The Authorisation module supports various approaches to checking and authorisation. Implementing Segregation of Duties Finally. Issue quotations without reserving stock. Points to check include completeness (have all products been entered?). sales invoices and quotations at specific checkpoints. changed or posted. You will want to make your purchases efficiently. you can also review your business process from the point of view of separate responsibilities. product codes used (no duplicate products. checking the credit limit when entering a sales order or when the finalised version is printed. and ensure a fair profit on sales. Authorising. quotations. keep stock to a minimum. What approach is the most appropriate for your business depends on your procedures and objectives. Additional information can be found in general literature on business administration. The following duties are generally recognised: • • • • • Decision making: giving orders. • which authorised limits apply for quotations and purchase and sales orders. making commitments (buyers.

Select Document/System Setup Data/Users to create a user for each employee. An authorisation profile also specifies the stages in which employees are allowed to change the various authorisation objects. 18. and define the authorisation phases. You will have to determine what checking and authorisation methods are to be used. Select Document/System Setup Data/Users and then select the correct Authorisation Profile for each employee. Complete the setup of the Extended Access Security II module. An authorisation profile contains threshold amounts and determines which authorisation phases the linked employees are allowed to assign. its practical use is self-explanatory. 4. Purchasers can only assign the following authorisation phases: Authorise Purchase Order and Authorise Order Confirmation. This is because other employees are responsible for further processing. If multiple duties are combined in a single person. you can assign rights to each user with the Extended Access Security II module. For example. checking correctness and accountability become very difficult. Select Document/System Setup Data/User Groups to create user groups.Procedure The steps mentioned above will have the following consequences for the use of AccountView: .3 Authorisation .Procedure Setup and administration of the Authorisation module are at least as important as actually working with it. 6. This enables you to impose a segregation of duties between employees who are responsible for the various phases of the order process. The authorisation profiles apply in all companies. Select Options/Settings/Company/Trade/Authorisation to define the mandatory authorisation stages and authorisation checks for each company. They are only allowed to assign the Check Purchase Invoice phase. The department manager can assign any phase. In the authorisation profiles. It is particularly important to segregate the duties of decision making. storage. Setting Up Authorisation . Only the manager of the purchasing department can make further changes to invoices once they have reached the Authorise Purchase Invoice phase. Once the module has been set up. authorise order phases. you specify which authorisation phases employees are allowed to assign. The Extended Access Security II module allows you to segregate duties in even more detail. Extended Access Security ( ) Working with Authorisation . 3. and who will perform these checks. Create roles and assign them to users and/or user groups. and assign the users to groups. Once that has been decided. and enter or process unlimited orders. 2.18 Authorisation 217 Businesses should avoid situations in which a single employee is responsible for multiple duties. The same applies to the commands with which the authorisation objects can be blocked and unblocked. 5. Purchasers are not permitted to make further changes to purchase orders once the Authorise Order Confirmation phase has been assigned. Only authorised persons will be able to select certain commands.Procedure To utilise all features of the Authorisation module: 1. including the final phase: Authorise Purchase Invoice. and recording. while Document/Process Purchase Invoices is only available to the accounting department. Other employees are responsible for further processing. Select Document/System Setup Data/Authorisation Profiles to define authorisation profiles for groups of employees. and/or is responsible for consecutive stages in the business process. the Document/Process Receipts command can be made accessible only to the warehouse manager. For each authorisation profile you can also specify the phases in which the authorisation objects can still be changed. This module allows you to ensure that distinct steps in the process can only be performed by the employees responsible for them.

Create a user for each job description and for each position that will check the work of employees in that job description. Figure 18. you will have to create a user for each employee. are properly administered. 3. however. Users can temporarily block authorisation objects. Some commands cannot be selected until the appropriate phase has been authorised with Edit/Authorise Purchase Order or Edit/Authorise Sales Order. and assign users to groups. It goes without saying that user administration will be a recurring process. Checks – on customers’ credit limits. Generally speaking. 6. This approach does. 18. When a new employee is hired. you can create user groups with Document/System Setup Data/User Groups. 5. Because of this. however. The Authorisation Profile determines what the user is able to authorise.218 1. This will allow you to get the most out of the Authorisation module. for example – are performed automatically at your specified points. the associated user should be removed. You can save time by creating a user for each job instead of for each individual employee. In organisations with a high employee turnover. Users can only select commands for which they are authorised. This will greatly reduce user administration. When an employee leaves the company. This allows you to define permissions per user group. user administration can be very time-consuming.1. instead of for individual users. You may decide to make these commands accessible only to certain users. . it is essential to create a user for each employee with Document/System Setup Data/Users. Trade & Logistics Only authorised users can select commands in AccountView. make it even more important to ensure that passwords are confidential. because no changes will be required when new workers come on board or existing ones leave. This applies both to authorisation commands (such as Edit/Authorise Sales Order) and to other critical commands (such as Reports/Final Invoices). for example if 90% of your order entry department consists of temporary employees. 2. 4. a new user will have to be created. and are changed on a regular basis. Users can only authorise an authorisation object insofar as this is allowed by their authorisation profile. and everyone will be able to authorise everything. The authorisation profile specifies which phases can be assigned and to which threshold amount. To facilitate administration. Passwords should be renewed on a regular basis. you can save time by creating a user for each job instead of for each individual employee. In cases like that.4 Entering Users The Authorisation module is supplementary to the Extended Access Security II module. everyone will have the same permissions. If only one user has been defined.

Figure 18. Two categories of commands are distinguished: those for authorisation. MPURCHASE. see the description of the Extended Access Security II module. For more information. and DIRECTOR. . and which aren’t. MWAREHOUSE. ADMIN. Making Edit/Authorise Purchase Order accessible using Extended Access Security II. Extended Access Security ( ) 18. Checking and authorisation could be performed by the respective department managers. as well as the CONTROLLER. Start by creating roles that define which commands are available to the user. and those for segregation of duties. Then select the Roles tab in the User Setup Data window (or the User Group Setup Data window) for each user (or user group) to define their roles.2. you could create users called TEMP. PURCHASING. System administration of AccountView is performed by the SUPERVISOR. for whom you create users called MTEMP. MSALES.18 Authorisation 219 For example. MADMIN. you can define permissions.5 Defining Permissions When all users have been entered. WAREHOUSE. SALES.

Extended Access Security ( ) Defining Permissions for Authorisation For the Authorisation module itself. and make them unavailable to other users. these settings should only be accessible to the SUPERVISOR. and assign the right to Document/Unblock to heads of department and a member of the board. For more information. For example. Generally speaking.220 Trade & Logistics Figure 18. you can assign the right to Document/Block to heads of department and senior employees. • • • Options/Settings/Company/Trade/Authorisation and Document/System Setup Data/Authorisation Profiles. see the description of the Extended Access Security II module. The role that makes Edit/Authorise Purchase Order accessible has been selected for the controller. you will have to make the commands listed below accessible to certain users. . this allows you to assign the rights to these commands to different employees.3. Document/Block en Document/Unblock (venster Purchase Orders / Sales Orders / Sales Invoices / Stock Pages / Issue Orders / Quotations) There are separate commands for blocking and unblocking. Edit/Authorise Purchase Order (Purchase Orders window) / Edit/Authorise Quotation (Quotations window) / Edit/Authorise Issue Order (Issue Orders window) / Edit/Authorise Sales Invoice (Sales Invoices window) / Edit/Authorise Sales Order (Sales Orders window) / Edit/Authorise Stock Page (Stock Pages window) These commands should only be accessible to the department managers and perhaps their substitutes. and to the CONTROLLER or a member of the board.

it is sufficient to do so in one area. Permissions with regard to the use of authorisation phases per employee are explained elsewhere. however. sales orders and invoices. Authorisation profiles apply in all companies. An authorised limit of zero means that no limits are applied. while the same amount will allow a furniture store to process many orders without authorisation. the Document/Process Receipts command can be made accessible only to the warehouse manager. for example in the case of users who are allowed to assign authorisation phases in just one company (Extended Access Security II). Limits for purchase and sales orders apply at all times. and purchase orders and invoices. In a piano store. below which users can authorise amounts. You can define five different authorised limits: for quotations. An authorisation profile specifies: • • The authorisation stages that can be assigned to authorisation objects. for example.000. • The authorisation stages in which changing authorisation objects is allowed. you will have to do so for each area. You may decide. for example by using separate profiles for purchasing managers. In addition. Defining Authorisation Profiles (221) 18. an authorised limit of 5. . while Document/Process Purchase Invoices is only available to the accounting department. Thresholds. Reports and entry windows can be made available or unavailable in the same way. and what rights they have to change authorisation objects. The height of the authorised limit depends on your business. to make a rough distinction based on File/Trade/Purchase Orders and File/Trade/Sales Orders. some commands can be accessed from various areas of the program. You can use the access rights in each company to deny access to the authorisation commands.00 will mean that practically every order will have to be authorised. sales managers. If you want to make a command inaccessible. purchasing assistants and sales assistants. the relevant parent commands (such as File/Trade/Purchase Orders) should also be made accessible. the average order amount.6 Defining Authorisation Profiles Authorisation profiles determine what rights users have in the authorisation process.18 Authorisation 221 Defining Permissions for Segregation of Duties What commands you make available or unavailable for this purpose depends largely on your organisation and objectives. and the extent to which you want to implement authorisation. For example. To grant permission for a command. If you define permissions for individual commands. but it is also possible to implement a more detailed segregation of duties. You can use authorisation profiles to impose a segregation of duties within your organisation.

222 Trade & Logistics Organising Authorisation Profiles . Authorisation phase Entered.2. When the order confirmation has been returned and received.- 25. Precise roles have been allocated among intake assistants. Changing an authorised invoice is a radical step and should only be carried out by managers and board members. The intake assistants are responsible for entering orders and can change these after they have been authorised and the order confirmation has been printed. delivery assistants and managers. you can specify whether sales orders in the relevant phase can still be changed. regardless of the order amount.Example You are creating authorisation profiles for the employees in a purchasing department. You want to make a distinction between the assistants (intake and delivery) and the managers.- Delivery Assistants 5.000. . they cannot make any further changes to the sales orders.3. and the delivery assistants take over the work. Not Authorised Order Authorised Order Confirmation Printed Order Confirmation Back Delivery Authorised Delivery Note Printed Delivery Note Complete Sales Invoice Authorised (Invoice tab) Intake Assistants Yes Yes Yes No No No No No Delivery Assistants No No No Yes Yes Yes Yes No Managers Yes Yes Yes Yes Yes Yes Yes Yes Upper Management Yes Yes Yes Yes Yes Yes Yes Yes Table 18. Yes Yes Yes No No No No No No No Yes Yes Yes No Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Managers Table 18. Very big sales orders can only be authorised by a board member. Authorised limit Authorisation phase: Authorise Sales Order Print Order Confirmation Order Confirmation Back Authorise Delivery Print Delivery Note Complete Delivery Note Authorise Sales Invoice (Invoice tab) Intake Assistants 5. Authorisation phases are not used for quotations in this example. From that point.- Upper Management No limit. the assistants can indicate this using the Order Confirmation Back authorisation phase. For each authorisation phase. Board members can assign any phase.000. and are therefore not discussed.000. No threshold amounts are entered for board members.

As soon as the sales order is authorised. 9. 3. without negatively affecting efficiency. Enter the code of the profile in Authorisation Profile. For each company. You define which authorisation checks are to be executed in Company Settings . It is pointless to define mandatory authorisation phases if all users have access to Edit/Authorise Purchase Order and Edit/Authorise Sales Order. authorisation. It is not possible to authorise multiple phases at once.18 Authorisation 223 To define authorised limits: 1. This facility allows you to prevent unauthorised situations. This list of criteria to be checked for each authorisation phase may be useful in determining the appropriate phases. and segregation of duties. For example. someone will have to authorise a quotation before it can be printed. Select Document/System Setup Data/Authorisation Profiles. the stock will be reserved by updating the product quantities. Because of this.7 Defining Authorisation Phases You can use authorisation phases to introduce checkpoints into the sales and purchasing processes. 2. you define what authorisation phases are mandatory in the purchasing and sales processes. Limits for purchase and sales orders apply at all times. Extended Access Security ( ) . Select Edit/Add (CTRL+INS/CTRL+N). Select the Authorisation Checks Mandatory check box if employees are only permitted to continue working when the required checks have been performed. Use a code that corresponds to the groups of employees that you wish to distinguish. Enter the threshold amounts. Quotations do not give rise to stock reservations. Making quotations a mandatory authorisation phase offers an additional advantage. Select the correct Authorisation Profile for each user. 10. You should define the availability of these commands per user. If you enter orders instead of quotations. This means that a user with the appropriate permissions will have to complete the mandatory phases in the correct order. 18. This ensures that each phase of each order will be checked and authorised in the appropriate way. Select the Sales tab. 11. and may help ensure that phases are not authorised without any real checking taking place. Select Document/System Setup Data/Users/F6. Mandatory authorisation phases are also essential in the purchasing and sales processes. Mark the phases in which a user is permitted to change sales orders. 8. For more information. you should set up phases in such a way that the desired level of checking is reached. the stock will be reserved immediately.Trade (Authorisation). 4. 7. You must also record these settings on the other available tabs. 6. 5. An authorised limit of zero means that no limits are applied. and who will be responsible. such as an employee continuing working after selecting a blocked customer in a new sales order. This allows you to submit quotations while your product quantities will continue to be a faithful reflection of the actual situation. Each phase requires individual authorisation for each authorisation object. These checkpoints may be used for internal checking. see the description of the Extended Access Security II module. This means that it must be possible to define for each authorisation phase what should be checked. Mark the authorisation phases that the user is permitted to assign to sales orders.

If this check box is selected. the user cannot continue working unless the relevant authorisation check is completed satisfactorily. The credit limit is checked when a customer is entered in a sales order and also when the sales order is authorised. The operation of the authorisation checks can be configured using the Authorisation Checks Mandatory check box in Document/System Setup Data/Authorisation Profiles/F6. To do this requires customised software. Authorisation checks can be performed when another authorisation phase is assigned. Please contact your supplier for additional information. a message will appear. For example. The user can continue processing the order if he so chooses. You can add additional authorisation checks in order to adapt the Authorisation module even more closely to your way of working.5. if an authorisation check is failed during the order process. Authorisation checks are operations that relate specifically to authorisation objects.224 Trade & Logistics Figure 18. and at a number of additional checkpoints. You should first enter the desired Mandatory Sales Phases and then the authorisation checks for the selected sales phases and additional checkpoints. Figure 18. for example). . The Authorisation module allows you to define mandatory authorisation phases.4. You may consider clearing this check box for some personnel (managers. such as sales orders. which you can install using the Document/Install Add-In command.

You can only authorise the phase that directly follows the current phase. Select Authorisation Checks and select the desired authorisation checks. 2. controller) will have a higher authorised limit. you can carry on working as normal. Working with Authorised Limits If you work with authorised limits. Perform the checks that have been specified for the relevant authorisation phase. If the authorisation checks are not mandatory. Select the next authorisation phase in Authorisation. 3. Select Edit/Authorise Sales Invoice when the desired invoices have been approved. 6.8 Working with Checkpoints The previous sections all related to setting up the Authorisation module. AccountView will display a message if you attempt to select a command that requires authorisation of a previous step. AccountView will display a message if you attempt to process an order that exceeds your authorised limit. authorised users will have to approve and process larger orders. This ensures that each phase of each authorisation object will be checked and authorised in the appropriate way. This user (department manager. Edit/Authorise Sales Invoice). It is also possible to authorise all invoices at one go. 2. reversing the authorisation of multiple phases at once is possible. 3. If this applies to you. you may find that access to some authorisation phases or commands (e. Select File/Trade/Sales Invoices. This user (the department manager or controller) will have access to the authorisation command (for example.g. Select Options/Settings/Company/Trade/Authorisation. In that case. you will simply see a notification. 5. Working with Authorisation If you work with authorisation phases. the order will have to be processed by an authorised user. Document/Process Receipts) is denied. Defining Authorisation Profiles (221) To authorise an authorisation object such as a sales invoice: 1. the step will have to be authorised by a user with the appropriate permissions. Select the desired invoice or mark multiple invoices using the SPACE BAR. the relevant authorisation phase is not selected. The way in which the module is set up influences your business procedures. Check the invoices you want to authorise. Press F1 to retrieve more information. These users will have access to the relevant commands or authorisation phases. . unless authorisation is blocked by an authorisation check. 18. 4. The invoices for authorisation must all be in the same authorisation phase. or no limit at all. you will not be able to perform the next step in the purchasing or sales process until the current step has been authorised. In a case like that. This makes it possible to skip a check. the relevant commands or authorisation phases are not appropriate to your duties and other co-workers are responsible for performing these actions. Working with Segregation of Duties If duties are segregated in your organisation. The invoice has now been authorised for that phase. Select the desired authorisation stages for the authorisation objects. Select the correct Range. In a case like that.18 Authorisation 225 To define authorisation phases: 1. The settings give rise to checkpoints that must be completed. In contrast. If a column is displayed with a grey background. Such users can only assign authorisation phases that are permitted under the terms of their authorisation profiles. The authorisation phase is displayed at bottom right in the window.

For example. 2. 2. a record is kept of all changes to the authorisation phase. You can unblock blocked authorisation objects using Document/Unblock. deleted or subjected to further processing. To retrieve the authorisation history of a sales order: 1. Select the Other tab: the Authorisation History is displayed on this. The method for blocking a sales order is described below. Select File/Trade/Sales Orders. The name of the employee responsible and the date and time of the change are displayed with each change in authorisation status. The authorisation history also includes any information on authorisation objects that have been blocked or unblocked. Blocking and Unblocking Authorisation Objects You can block authorisation objects in order to temporarily prevent further processing. The method for inspecting the authorisation history of a sales order is explained below. Select the desired Range and confirm by clicking OK. Other authorisation objects are blocked in the same way. so these operations are not explained separately. A blocked authorisation object cannot be changed. The authorisation history also includes any information on pages that have been blocked or unblocked. you can use this facility to block their orders. You have marked the desired sales invoices using the SPACE BAR. To block a sales order: 1. It is also possible to block all orders at one go. Select Marked in Range and then select the desired authorisation phase. the fields in these are greyed out. 3. if you have customers to whom you temporarily want to stop delivering. Select the desired order or mark multiple orders using the SPACE BAR. Select Document/Block. You can still view blocked orders. Select the desired order and open it by pressing ENTER. The Blk column shows which sales orders are blocked.6. Retrieving the Authorisation History For each authorisation object. 4. Blocking and Unblocking Authorisation Objects (226) . Select File/Trade/Sales Orders.226 Trade & Logistics Figure 18. 3.

The way to set these up is dealt with in the chapters on Products [ ] and Stock [99]. Production formulas can be adjusted to your own operational methods. The Manufacturing module uses the product file. among others. they allow you to gear production to the number of units that have been sold but not yet delivered. The following functionalities.Functionality The module extends the functionality of the Stock Control module. The finished product can be displayed as work in progress so that the planned production is clearly visible. Draft production orders can be generated automatically based on production formulas. both the updating of stock records and the financial accounting are done automatically. For example. . The module is based on the stock control system and the product file. or they can be entered manually. Create purchase orders automatically for required components (in combination with Purchase Order Processing). You can also make a cost price calculation of the finished products. 19. are available: • • • • • • • • • • Supports stock-driven and order-driven production. both the stock control system and the financial accounts are updated immediately. Based on the draft production orders. With the Manufacturing module. you retain a complete overview of the assembly process. Generate working production orders based on user-defined production formulas. By means of working with production formulas. Draw up list of shortages based on working production orders.19. you can print a shortage list. Zoom in from the Production Orders window on information relating to previous orders and transactions. Standard reports: • Assembly Schedule • Work in Progress • Processed Production Orders Generate draft production orders based on sales orders (in combination with Sales Orders). 19. You can record the composition of products in an unlimited number of levels. Automatic updating of the stock quantities and the financial accounting during the assembly of finished products. The module generates complete cost price calculations and production proposals for you.Procedure You use the Manufacturing module to manage the production process. in the manufacture of finished products. While the units that have been reported as finished are being processed. the number of units to be produced is determined on the basis of your stocks. The assembly schedules can be generated automatically or entered manually.1 Manufacturing . Manufacturing The Manufacturing module is intended for trading and manufacturing companies that deal (in part) with the production of compound products.2 Manufacturing . The components necessary for the production of a finished product will be reserved automatically in your stock control system.

You enter these production formulas into the setup data of the products you wish to produce. production begins at the moment an order comes in. If you produce entirely to order then you can create draft production orders automatically with formulas (based on sales orders). Enter the production formulas for these products in Formula. the purchasing of raw materials and components is also linked to this (make and engineer to order). Setting Up the Manufacturing Module . When the draft production orders are correct. When some of the products have been produced. Select Document/Company Setup Data/Bills of Materials to enter the bill of materials of the products to be assembled. Production orders reported as complete (all products have been produced) are removed from the Production Orders window. You can also enter draft production orders manually using Edit/Add (CTRL+INS/CTRL+N) in the Production Orders window. You should then mark the relevant production orders in the Production Orders window and select Document/Process Completions to update the stock records and to process the production in the financial accounts. Using the Manufacturing Module .Procedure To use the Manufacturing module: 1. . Sometimes. produce only to order (make to order). such as those in the aircraft industry. Pay attention to the setup data here as well. 3. you incorporate your production requirement in your production formulas. you can call up the production order and enter the number of production items that have been produced in the Actual column. The products go into production and the stock records are updated.Procedure To set up the Manufacturing module: 1. in the Product Setup Data window. The module will support both production systems. Some companies. Select Document/Company Setup Data/Product Groups and enter a Value Added A/C for each relevant product group. Of course. but you can also generate them using a formula. This can only be done if you have entered at least one production order. If necessary. 4. Many companies produce on the basis of available stocks (make to stock). you can change the next Process Number in Options/Settings/Sequence Numbers. Production is based on a budget or on prognoses. The production orders that have been entered (but not yet reported as completely finished) are shown. You can enter the draft production orders manually. you can also enter orders manually as draft production orders. You can subsequently create purchase orders for these components. Select Document/Company Setup Data/(Purchase Order) Formulas to create production formulas for the products to be produced. Select File/Trade/Production Orders.228 Trade & Logistics Management of the goods flow varies from company to company. You can subsequently change the draft production orders. If you make to stock. The shortage list shows which other compound products still have to be produced and which components need to be ordered. Select File/Trade/Products to check the setup data for the products that you need for production. In that case. select Document/Put into Production. 2. 2. You can then generate draft production orders automatically. 3. 4. Select Document/Create Production Orders to create draft production orders based on the production formulas that have been entered for the production items.

you will have to define the bills of materials. In addition. if necessary. .19 Manufacturing 229 The above process is illustrated in the production order process flowchart. Overview of the production order process in AccountView.1. you will need to check and. supplement the existing setup data. After the first production order has been entered you can change the next processing number if necessary. Production Order Process in AccountView Compound Products Manual Entry Order Formulas for Compound Products Document/ Create Production Orders Production Orders (Working PrO) Document/ Put into Production Production Orders (In Production) Work in Progress In Manufacturing File/ Production Orders/F6 Production Orders (Completed) Document/ Process Completions Production Orders (Production orders are deleted) Processed Stock Windows Stock Quantities Figure 19.3 Defining Settings and Setup Data in the Manufacturing Module If you were already using AccountView before the Manufacturing module was introduced. 19.

but not exploded. You can then enter the bills of materials in Document/Company Setup Data/Bills of Materials. Add missing products. If Avg Pchs or Last Pchs (Stock Valuation module) is used as the valuation method.230 Trade & Logistics Figure 19. so that all components of a production order are exploded in this way. 2. When changes are processed. 3. if this is the selected stock valuation method. the finished product is valued at the sum of the amounts contributed (= components + labour) as defined in the bill of materials. Select File/Trade/Products and check all main products and components. Register Stock Value in Nominal Ledger is now marked as well. mark Do Not Explode as Component in Production Order. in turn. Mark Stock Product on the Stock tab to update the stock records for a product. This added value is entered in the Value Added A/C that is entered together with the product group.2. what components are required and in what quantity). When entering and processing changes. Changing Cost Prices (232) To define the settings and setup data: 1. the stock records are updated in the product file. In that case. added value is never created on the finished product. Clear this field if you only want to update quantities in the product file and do not wish to add any transactions to the Stock Account. 4. you must define all compound products and components in the Products window. Components that are compound products are sometimes produced separately. You must define all main and subsidiary products in File/Trade/Products. You can produce these compound products by means of a separate production order. The stock of finished products is valued in the Nominal Ledger at SCP. You then define in the bills of materials how the compound products are made up (in other words. Added value may be created due to the difference between the SCP of a compound product and the SCP of the components used in it. In that case. These lower-level compound products can also be exploded into production orders. . an entry is created in the Stock Account. The compound product will then be included in the production order. are also compound products. You cannot influence the valuation of the finished product. Some compound products consist of components that. First. Select a product and select Edit/Setup Data (F6/ENTER). Entering Bills of Materials (231).

The production order will then not be saved. Creating Products ( ). the Stock Account and the Value Added A/C are important. Select Document/Company Setup Data/Product Groups/F6 to check the product groups to which the compound products and components belong. Figure 19. For compound products. 8. in combination with the Manufacturing module. You can only alter processing numbers in the settings. These products are only exploded in production orders.4 Entering Bills of Materials Bills of materials form the basis of the Bill of Materials and Manufacturing modules. you can also reduce the next number. Working with Bills of Materials (134) . For the compound products. You define exactly from which components a compound product is made up. 6. enter a production formula in Formula on the Order tab. Subsequently. Manufacturing 231 Mark Do Not Explode in Sales Order for compound products that are not to be exploded in sales orders.3. You can indicate in the product file whether a product is composed of other products. You define the account numbers for the Stock Account and the Value Added A/C in the setup data of the product group. you can enter draft production orders and keep track of the production process from beginning to end. The procedure for entering bills of materials is described in the Bill of Materials [265] chapter. This is not necessary if you are not using automatic production order generation. but then select Cancel immediately. which cannot be altered. For more information.19 5. Each production order has its own processing number. Entering Production Formulas (236) 19. If necessary. Changing Cost Prices (232). alter the next processing number. Commence entering a production order in File/Trade/Production Orders with Edit/Add (CTRL+INS/CTRL+N). see Using production formulas [236]. Then. 7. You can alter the next Process Number in Options/Settings/Sequence Numbers if you have created at least one production order.

rear panels and fasteners. Figure 19.4. If you use SCP.232 Trade & Logistics Entering Bills of Materials . The bookcases have a fixed composition and the company assembles them from components that it has purchased: frames. You cannot change the value of the compound products manually. After entering the setup data of the products (including the SCP) and the bills of materials. The bill of materials of the bookcase with rear panel and five shelves. the cost price of the compound products is calculated automatically from the cost price of the components.Example A furniture store sells bookcases. 19. . and the added value is printed out. the calculated cost price is compared with the current cost price. In the report. There are four types of bookcase: with or without rear panel. you can print a report in which the cost price per compound product is calculated on the basis of the cost price of the components.5 Changing Cost Prices Before setting the sale price of the compound products you need to know what the cost price is. and with 3 shelves or 5. shelves. you can change the cost price of the compound products if necessary. but you can do so by means of a revaluation. If you do not use SCP.

Select Document/Company Setup Data/Cost Price Adjustment. 3. For example. 3. . you can set a new SCP for the compound products. The value of the compound product may sometimes be greater than the sum of the cost prices of the components. 2. You can also choose to make the SCP of the compound product equal to the sum of the cost prices of the components. Select Document/Company Setup Data/Bills of Materials. You enter the revaluation in the journal using Document/Post Cost Price Adjustment. Enter a range of products for which you want to determine the cost price and the added value.50 respectively in components. this may be the case if you include labour in the cost price.19 Manufacturing 233 Figure 19. The profit is then the difference between the SCP of the compound product and the sale price.6. To change the SCP of compound products: 1. The bookcases cost 87. You can subsequently alter these prices before entering the revaluation in the journal. Select Reports/Cost Price. Select Edit/Setup Data (F6/ENTER) and enter a new SCP for each product. or treat the SCP of compound products as equal to the sum of the SCP of the components. Cost price calculation for two bookcases. Based on the summary.5. the difference is entered on processing in the Value Added A/C that you entered in the setup data of the product group. To retrieve a cost price calculation: 1. In this case. Select Document/Post Cost Price Adjustment to apply the price changes. You can change the SCP for each compound product. The SCP of the bookcases is now 150. nothing is entered in the Value Added A/C. In that case. Select Edit/Unit Cost Calculations to fill in the New SCP column automatically with the sum of the cost prices of the components. You wish to equate the SCP of the compound products to the sum of the cost prices of the components. The result is displayed immediately in the SCP window.50 and 102. Figure 19. 2.00 and 175 respectively. 4.

Enter the details on the General tab. print a shortage list. Select Reports/Assembly Schedule to print the schedule for each production order. and in what quantity. 2. You can gear production orders to customers’ orders by entering the production orders manually (make to order). The quantity of components required is calculated immediately.234 Trade & Logistics 19. 4. Based on the draft production orders you can. among other things. 7. 9. if these have to be drawn from another warehouse (Warehouse Location module). Select File/Trade/Production Orders. Compound Products Manual Entry Production Orders (Working PrO) Figure 19. the PrO Description is taken over as the description of the day book page.6 Entering Draft Production Orders The first step in the management of the production process is entering draft production orders: what products are to be produced. 5. Save the production order. . 3. Select a compound product in Product. You can also let AccountView generate draft production orders on the basis of formulas. You cannot alter the processing number in Prod Order. Generating Draft Production Orders (235) To enter a draft production order manually: 1.7. for example. Select the Entry tab (ALT+2). In the case of a manual draft production order you should enter the quantity to be produced for each production item (compound product). 6. After the production order is signalled as finished. The components of which the compound product is made up are displayed on the next lines (against a yellow background). 8. If necessary. you can alter the details of the components. Enter the quantity of compound products to be produced in Planned. Select Edit/Add (CTRL+INS/CTRL+N).

7 Generating Draft Production Orders Using production formulas.19 Manufacturing 235 Figure 19. a company that recycles old PC's by dismantling them and reusing the components can register the dismantling of large batches.9. Generating production orders based on production formulas. Disassembling Products (235) Disassembling Products The Manufacturing module also allows you to disassemble: to take products apart. Production formulas can be adjusted to your own operational methods. Changing Draft Production Orders (239). you can have AccountView generate draft production orders. they allow you to gear production to the number of units that have been sold but not yet delivered. you define how the quantity is to be calculated in the draft production order. You disassemble products by filling in a negative quantity for Planned in the Production Order window for both compound products and components. For example. If you enter the draft production orders manually. In this way. Order Formulas for Compound Products Document/ Create Production Orders Production Orders (Working PrO) Figure 19. the facility can be used for production processes. In the production formula. You can use this facility to make corrections to production orders that have already gone into production. you can determine precisely how many items you wish to produce. 19.8. Moreover. .

To define production formulas: 1. Figure 19. Select a compound product. 4. The free stock is a stock quantity. Combined with fields such as Order Level and Order Size. 2. Using Production Formulas If you have created production formulas. 3. Select the Order tab and then select the desired production formula in Formula. see Creating Order Formulas [159]. . Ordinary order formulas should be entered under bought-in products (components). you must create the necessary production formulas and record them in the setup data of the products. you have to enter them with the compound products. Select File/Trade/Products. Select Edit/Setup Data (F6/ENTER). Select Edit/Add (CTRL+INS/CTRL+N). this allows you to determine for each product what quantity should be produced.236 Trade & Logistics Entering Production Formulas Before you can let AccountView draw up a draft production order. To enter a production formula for a product: 1. 2. You enter the Order Level and the Order Size in the setup data for the product. A simple production formula: IF Order Level GREATER THAN Free Stock THEN Order Size ELSE zero. Create the production formulas that you need. Production formulas are entered in the same window and in the same way as order formulas.10. 3. For more information. and production formulas should be entered under internally produced products (compound products). Select Document/Company Setup Data/(Purchase Order) Formulas.

Select File/Trade/Production Orders. 5. 2. you can generate draft production orders. Mark Delete Existing Working Production Orders if you wish to delete production orders that have not yet gone into production. Select Next and then Finish in order to generate the draft production orders for all compound products for which you have entered a production formula. Select Document/Create Production Orders. 3. The production formula PROD is entered for the compound product BCASE-W-3. If you do not mark Create a Separate Production Order for Each Product all the products that are to be produced will be amassed in a single production order. else zero. Filling in the setup data in the PROD formula produces: if the order level (4) is greater than the stock. . You can subsequently change the draft production orders manually. the product will be placed in a production order.19 Manufacturing 237 Figure 19. 4. To generate draft production orders: 1. then 10 items must be produced.11. Creating Draft Production Orders Based on Formulas After you have created the production formula(s). If the result is greater than zero.

The draft production order is generated using Document/Create Production Orders. the stock quantities are updated immediately. one can create a direct relationship between the draft production orders (that still need to be created) and the sales orders that have been entered. By using a production formula that is based on the free stock or on the number of products on backorder. Select Reports/Assembly Schedule to print the schedule for each production order. Select a draft production order and select Edit/Setup Data (F6/ENTER). The production formula PROD has been entered for a bookcase. you can also generate production orders on the basis of sales orders. The number of products on backorder then increases and the free stock is reduced. you can place the sales order line on backorder. The stock of the bookcase was zero. You can alter the draft production orders before putting them into production. Changing Draft Production Orders (239) Generating Draft Production Orders Based on Sales Orders ⌧ Sales Orders To keep stocks as low as possible and to gear production precisely to the demand for certain products. the order level is 4 and the order quantity is 10.238 Trade & Logistics Figure 19. . 7. If the stock of a compound product is too low.12. 6. After a sales order has been entered.

Select the Entry tab (ALT+2). 12. When adding lines. or components that are to be used. 10. the number of components will also be changed. You can change the number of items to be produced. 11. Select Document/Create Production Orders. • Select Edit/Change Line (CTRL+F6) and change the Default Qty. 4.8 Changing Draft Production Orders You can alter draft production orders before putting them into production. 2. You can add or remove lines if necessary. Select the product for which you want to enter a sales order. 19. 3. Select File/Trade/Products. always ensure that the correct Default Qty is used. and how many need to be ordered or produced. Check Do Not Explode in Sales Order on the Stock tab. Select File/Trade/Sales Orders and enter a sales order. Select the desired production order. Select File/Trade/Production Orders. 4. . how many are in stock. When entering the sales order line. depending on the way you manage your stock. You can also change the default quantity of parts of a component. The change only applies to the current production order. 5. The changes only apply to the draft production order and are not applied to the standard bill of materials. 6. If you change the number of units to be produced. The relationship between main products and components is thereby maintained intact. 2. you should mark Everything in Backorder or Shortage in Backorder. Select Edit/Setup Data (F6 or ENTER). Select Document/Company Setup Data/(Purchase Order) Formulas. or make changes to the number of components to be used. This allows you to deviate from the default quantity in the setup data.19 Manufacturing 239 To generate draft production orders based on sales orders: 1. 9.9 Printing Shortage Lists The shortage list shows how many components are required. 8. Select Edit/Setup Data (F6 or ENTER). 7. You can now change the quantity of main products that are to be produced. Save the sales order. Save your changes. in the Planned column. Check whether the formula that you wish to use is based on the free stock or on the quantity on backorder. 6. Before putting the items into production you can order the components shown in the summary. The shortage list only includes components for production orders that have not yet gone into production. It is also possible to add or delete components. To change a draft production order: 1. 3. 7. Generating Draft Production Orders (235) 19. Enter the correct production formula on the Order tab. 5. Select File/Trade/Production Orders. • Select the line containing the component.

240 Trade & Logistics Figure 19.10 Putting Draft Production Orders into Production Once the draft production orders have been entered you can put them into production. Enter the correct level in To Level. If a rear panel was a compound product. The components are reserved in the stock control system. the stock quantities are updated. it is shown on the summary but both the To Prod column and the To Order column will show a quantity of zero. . the compound product is displayed as work in progress. 3. The first level consists of the compound products (which naturally are not included in the summary). Select Reports/Shortages List. If a product is not a stock item.14. When production orders are put into production. all the components for the cabinets have to be ordered. the first layer of components is at level 2. To print shortage lists: 1. The components that are in short supply may be manufactured products (To Prod column) or purchased products (To Order column). Production Orders (Working PrO) Document/ Put into Production Production Orders (In Production) Windows Work in Progress In Manufacturing Stock Quantities Figure 19.13. the quantity would appear in the To Prod column. Given the current stock. 19. 2. with the result that the free stock of the components is reduced. Select File/Trade/Production Orders.

the stock quantity In Manufacturing is increased. This depends on the Do Not Explode as Component in Production Order setting. Select Document/Put into Production. The components have to be reserved for the production order. To this end. . 3. the stock quantity Work in Progr is increased. This results in the stock quantities of both the compound products and the components being updated in AccountView. A shortage of components during production is indicated by negative stock quantities. At the point when you put the compound products into production. to this end.19 Manufacturing 241 Putting Products into Production When you execute the draft production orders you put the products into production. the shortage can automatically be put into production. The planned quantity of compound products and components in the selected production orders can no longer be changed. Indicate whether you wish to print a pick list. The status of the selected production orders changes to In Production. 5. and the Work in Progr quantity is added to the stock. Select Next and then Finish to actually put the production orders into production. The compound products that are to be produced must be added to the stock later. Select the desired production order or mark the desired production orders. If the components are themselves compound products. Select File/Trade/Production Orders. Figure 19. The components are reserved in the stock. and the compound product is displayed as work in progress. the stock quantities are updated. which can be defined for each product in File/Trade/Products/F6.15. When production is complete. 2. To put products into production: 1. the In Manufacturing quantity is deducted from the stock. 4.

Select Date.11 Reporting Production Orders as Completed When a part of the production is complete. Select Process Number.16. • You wish to know which orders have to be ready today and tomorrow. and you wish to know in which compound products these are used. Printing Summaries of Work in Progress While production is taking place. When completions are processed. Select Item. To print summaries of work in progress: 1. the free stock of the compound product increases. Production Orders (In Production) Work in Progress In Manufacturing File/ Production Orders/F6 Production Orders (Completed) Document/ Process Completions Production Orders (Production orders are deleted) Processed Stock Windows Stock Quantities Figure 19. Select the Compound Product check box. and to check reports of products completed before entering them. you can report the quantities that have been produced as completed. You wish to know whether his orders are ready. Using Reports/Work in Progress you can find out which products are still being produced. This allows you to monitor progress better.242 Trade & Logistics 19. • A customer is becoming impatient. 3. Select File/Trade/Production Orders. • Components have arrived in the warehouse. In this window you can indicate which articles you wish to include in the summary. The processing numbers and the associated components for each compound product are displayed. . and in which order: • You wish to know which compound products are still in Work in Progr. The production is processed immediately in the financial accounting system. 2. you can print summaries of the products that are in production. Select Reports/Work in Progress.

Completions are entered in the Production Order window. 4. At the bottom right of the window you can see how many items have been entered as complete so far. For a couple of bookcases. enter the number of completed items in the Actual column. The quantities of components used are calculated and displayed immediately. Select a production order. To enter completions: 1. Figure 19.19 Manufacturing 243 Entering Completions How frequently you enter and process completions depends on your production process. 3. It is possible to register abnormal quantities of finished products or components consumed. See Processing Scrap [244] for more information. For example. you can change the finished product quantity for this compound item by entering a lower figure in Actual. 6. If some cabinets are damaged in the course of production. Select File/Trade/Production Orders.17. you change the quantity in Actual for this component. Save the production order. 2. For each compound product. for example. if an extra shelf has been fitted in a cabinet. If you already reported completed products on the same production order line. enter completions on a daily basis and process them weekly. Using Edit/Change Line (CTRL+F6) you can change the Planned Compl date. The stock quantities and the financial accounts are only updated while the completions are being processed. Select Edit/Setup Data (F6 or ENTER). 5. Select the Entry tab (ALT+2). For bigger orders you could. you can enter the completions in the course of the day and process them at the end of the day. this quantity will be displayed at the bottom of the window in the Proc box. .

you will have to enter a separate stock transaction using File/Trade/Stock Pages. This can only be done if the stock is valued at SCP. A production order is fully reported as complete when all the quantities of compound products in that production order have been reported as complete. In the Stock Account. a pot of paint was upset over three of them and these are no longer fit for sale. The production order will remain in the Production Orders window. Entering Stock Transactions (113) . and process the completions. and the components used (In Manufacturing) must be deducted. If there is a difference between the calculated cost price and the current cost price. 2. Select File/Trade/Production Orders. In most situations. While the completions are being processed they are posted immediately in the financial accounting system. the stock of components is written down at the cost price of the subsidiary product. You should report the actual quantity of units produced as being completed. but change the quantity of components required so that the components for 100 chairs are registered as consumed. If you no longer wish to produce the missing compound products. and all the components consumed (including those used in the damaged end products). In that case. if end products are damaged during the production process. You can delete the production order.244 Trade & Logistics Processing Completions When you process completions. Select the desired production order or mark the desired production orders. reserved components) being updated. Defining Settings and Setup Data in the Manufacturing Module (229) To process completions: 1. you can delete the production order after processing it. the stock of finished products is written up at the cost price of the compound product. in the production order. Process the production order and then delete it. Sometimes it is not possible to report the total scheduled quantity of end products as ready . 3. Select Document/Process Completions. because not all the scheduled units have been produced. you change the stock. this will result in the relevant stock quantities (in production. you can follow the AccountView standard procedures. Processing Scrap It may happen that not all the compound products in a production order are produced. the production order remains in the Production Orders window after processing. Compound products (Work in Progr) must be added to stock. The most common cause is products being damaged or lost. Production orders that have been fully reported as complete are deleted from the Production Orders window. an entry is made in the Value Added A/C. Both stock quantities are processed immediately. A shortage of raw materials or components may also result in failure to achieve the desired level of production. If certain end products are damaged during production. If you only find out at a later stage that end products have been scrapped.for example. with the result that the free stock for the compound product increases. In the course of producing 100 chairs. you should book a lower number of completed products. because the Actual quantity is lower than the Planned quantity. Select the production order and select Edit/Delete (CTRL/DEL). Report 97 chairs as completed.

Select Edit/Setup Data (F6 or ENTER). 3. Check the lines containing the components and change the quantities as necessary. and the three bases from the defective chairs go back to the stock of components).19 Manufacturing 245 To process scrapped items in a production order: 1. Select Edit/Delete (CTRL+DEL) in order to delete the production order. For example. If 100 chairs have been produced. you should enter a consumption of 100 in the Actual column for these parts. Select File/Trade/Production Orders. armrests etc.12 Retrieving Trade Information While entering production orders. Processing Completions (244) 19. Mark the production order. 6. 8.) cannot be reused. Select Document/Process Completions. Select the Entry tab (ALT+2) and enter the number of completed items for each compound product in the Actual column. If the chairs can be disassembled. enter 97 in Actual. of which 3 are defective. 4. or check work in progress via Search/Stock/Product Information. thereby enabling the bases to be reused. Save the production order. you can quickly find out in which production orders the product can also be found. If the other components (seats. Retrieving Additional Information with Drill Arounds (259) . 5. you can use Search/Drill around to quickly retrieve information on previous orders and transactions. you should not change the number of bases (it stays 97. Select a production order. The number of components required will be displayed immediately. 9. 2. 7. or for the historical (processed) transactions for the current year. You can display this trade information either for the current (unprocessed) transactions.

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Crosstabs allow you to present complex information in a compact and convenient way. The following functionalities. If you have the Warehouse Location module. stock pages.Functionality The modules extend the functionality of the Sales Order Processing. See Retrieving Additional Information with Drill Arounds [259] for the exact module composition. reports do not only cover revenue. Another advantage is the option of reporting per day. POP II and Sales Information System. Using a variety of entry windows and overview windows. purchases. or year. They offer a thorough insight into your trade information. These modules are supplementary to the Sales Order Processing. Purchase Order Processing History II. Sales History I Standards reports about revenue per product (group). you can also retrieve reports on warehouse transfers. warehouse. History II. month. respectively. for example. reports are available as crosstabs instead of lists.20.1 Trade Reporting . and flow of goods. and Analysis. They are also easy to export. For example. Finally. among others. and Stock Control modules. these can be used to retrieve all the sales lines for the relevant product from a specific purchase line. customer (group) and cost centre. Each of these main modules is supplemented by three trade reporting modules: History I. inter-warehouse transfers and production orders. the Sales Order Processing module can be supplemented by Sales History I. and Sales Analysis. The drill arounds are not dependent on the history modules. opening stock and cost price adjustments. in combination with the Purchase Order Processing or Sales Orders modules you can perform analyses of purchase orders or backorders. Comparative reports on several financial years. The facility to include both discounts granted and prices in the overviews. The modules are also supplementary to one another. Furthermore. they offer more perspectives for all reports (such as invoice number. The History II modules are supplementary to History I. Purchase Order Processing and Stock Control modules. Trade Reporting AccountView offers nine different trade reporting modules. The History II modules contain the functionality of History I. For Sales Order Processing and Purchase Order Processing they contain reports on. quarter. and the Stock Control module can be supplemented by Stock Control History I. they allow you to break down all History I reports into a second level (such as revenue by product and customer). The Analysis modules offer even more detail. and Purchase Order Processing Analysis. you can retrieve data on current orders and invoices. Similarly. 20. all at multiple levels if desired. The History I modules are very suitable for basic reporting purposes. week. These modules are intended to meet the need for advanced reporting. and Stock Analysis. historical orders and invoices. and stock. Stock Control History II. For Sales Order Processing. The Stock Analysis module offers reports on stock value. the modules also cover more areas. Purchase Order Processing History II allows you to report on receipts as well as purchases. which allow you to gain greater insight into your sales. Purchase Order Processing. Revenue rankings for the perspectives mentioned above: overviews of any number of highest or lowest rankings. or period). are available: • • • ⌧ • • • Extensive filter facilities. for example to Microsoft Excel. but also gross margin and deliveries. unused products. the Purchase Order Processing module can be supplemented by Purchase Order Processing History I. They cannot be used without History I. For Sales Order Processing and Purchase Order Processing. To do this. . Assembly reports are available for the Manufacturing module. Sales History II. you use drill arounds. In other words. Stock Control History I contains reports for stock transactions. revenue and purchasing. but on Sales Orders. Detailed and summarised overviews. For example. In addition.

week. bin number. month. quarter or year. warehouse transfers (in combination with the Warehouse Location module) and assembly (Manufacturing module). buyer. cost price adjustments. • Standard reports at two levels for any combination of the perspectives mentioned above. warehouse. cost-price adjustments. ⌧ Stock Controlhistorie I • Standard reports for stock transactions. For instance it gives an overview of the gross margin per product group per customer. sales representative. order number. period and transaction code/production order number. • Good export options to standard software. • These perspectives can be analysed by day. quarter and year. supplier (group). • The possibility to include granted discounts as well as amounts in the revenue overviews. ⌧ Sales Analysis • Standard crosstabs for combinations of sales per product (group) and customer. • Standard reports at two levels for any combination of the perspectives mentioned above. per product (group). gross margin (in combination with the Stock Control module). invoice/reference number. . ⌧ Purchase Order Processinghistorie II • Standard reports at one level for purchases and receipts. per product (group). • Purchasing rankings for the perspectives mentioned above: overviews of any number of highest or lowest rankings. and deliveries. purchase order number. cost centre. month. cost centre. • Standard reports at two levels for any combination of the perspectives mentioned above. ⌧ Stock Controlhistorie II • Standard reports at one level for stock transactions.248 Trade & Logistics ⌧ Sales History II • Standard reports at one level for revenue. production order number and sales order number. supplier (group) and cost centre. cost centre. customer (group). employee. • Good export options to standard software. • The above approaches can be viewed by day. • Overviews of amounts as well as quantities. • The facility to include both discounts received and prices in the overviews. or the receipt times per supplier per warehouse. bin number. invoice/reference number. bin number. cost centre. For instance it gives an overview of the purchase price per product group per customer. ⌧ Purchase Order Processinganalyse • Standard crosstabs for combinations of purchase per product and supplier. • The possibility to include received discounts as amounts in the purchase overviews. • Revenue rankings for the perspectives mentioned above: overviews of any number of highest or lowest rankings. week. warehouse. • Purchasing rankings for the perspectives mentioned above: overviews of any number of highest or lowest rankings. • Standard crosstabs for products on order / products on order by customer. or the delivery times per customer per warehouse. warehouse. inter-warehouse transfers (in combination with Warehouse Location) and assembly jobs (Manufacturing) by product (group). • Overviews of amounts as well as quantities. stock page. period. initial stocks. and period. opening stock. per product (group). invoice/reference number. ⌧ Purchase Order Processinghistorie I • Standard reports about the purchases by product (group). and period.

4. Select Search/Product History Several Years if you want to retrieve a report relating to multiple years.Procedure To retrieve a trade report: 1. update the product history using Document/Update Product History. 20. Figure 20. Select the desired report in Reports. • by product per bin number Standard reports for the flow of goods per product. bin number. Standard reports of unused products: • standard report.20 ⌧ • • • • • • Trade Reporting 249 Stock Analysis Standard reports for stock value per product (group). Standard reports at two levels for any combination of the perspectives mentioned above. and period. 3. for example on products with a purchase price lower than 100.00. Select File/Trade/Products. You can also use this window to define filters for the reports. 2. . Perform analyses of orders and/or backorders.2 Trade Reporting . Reporting up to and including a given period. Select Search/Product History. and per product and period.1. warehouse. If desired. • by product group • with stock (by product group). Select View/Filter if you want to retrieve a report on a portion of your product history. • by bin no by product. The reports are available in the Product History window.

2. and the various years are compared to each other in the overview.3 Retrieving Reports on Multiple Financial Years All the reporting modules include as standard the facility to retrieve a trade report for multiple years. The best way to deal with this is to use a numbering system whereby the first two figures of your invoice/reference number correspond to the financial year. you have to define its predecessor: for the current company. the development of the gross margin per product can provide useful information for setting a new sales price. a report covering several years cannot be retrieved in just one company. you can update the history file as often as you wish. you also specify its preceding company and so on.250 5. If identical invoice/reference numbers occur in several different years. To enable multi-year reporting. The procedure for reports covering several years is different to that for reports of the same name covering the current year. Defining Setup Data for Multi-Year Financials ( Options/Settings/Sequence Numbers (F1) ). Multi-Year Data in Drill Arounds (262). for that company. you can choose between Quantities and Amounts. the companies relating to the various financial years are linked. This file is then used by the reporting modules. In the window. . A new window will appear. Trade & Logistics You can use the Edit/Setup Data command (F6/ENTER) to retrieve more information about the selected line in the product history. do remember that some data has to be unique. If these are not unique. Search/Product History/F6 (F1) 20. To enable retrieval of a report covering several years. For each company. a separate company is used for each financial year. 07NNNN for entries in 2007. e. In this way you can get a picture of your sales or purchases over the long term and analyse developments covering a longer period. Time Reports ( ). In the Company Setup Data window you link the company for the previous year to the current company in Company PY. This particularly applies to invoice/reference numbers and order numbers. the report will show false information. you specify the company for the previous year. When updating the product history file. the information shown in the reports will be incorrect. a separate product history file is filled with information about a number of successive financial years. For example. containing the details of the related purchase sales invoice. In this way you produce a series of linked companies.g. Linking Companies In AccountView. Figure 20. purchase order or stock page. This does not affect the current product file.

The history file is emptied before updating. Before linking the company. You can update the product history as many times as you want.3. you would enter the company for 5. 3. enter the company that preceded the current company. and with data for ten years on the next occasion. 4. 5.24 cm the company for 2007. organise all the older companies with Document/Organise/Company. Furthermore. It contains the information on the current financial year and a number of previous financial years. The financial years have to succeed each other and there must be none missing. you can retrieve reports covering several years at once. Do the same with your older companies. 3. You fill this file while working in your current company. enabling you to retrieve reports covering several years. the file is not emptied but only the data for the current year is updated. Select Search/Product History Several Years. If you opt for ten years. the file will only contain data for those two years. If you select the Update Data for Current Year Only check box. Select File/Trade/Products. The Document/Update Product History command is used to fill a product history file covering several years. retrieve the older companies from your archive and install them on your computer or network in the company folder for the relevant year. The company files must be available on your computer or network. Select Document/Update Product History. For example. Select File/Companies. 4. 2. If you only need overviews about the current year. Figure 20. Based on this. To update the product history: 1. you can fill the product history file with data from your previous companies. Updating the Product History File Now that the companies have been linked. This file can then be used in place of the current product file by the reporting modules. Select Edit/Setup Data (F6/ENTER). the file will contain data for those ten years. The Product History window always displays the current data from the product file. you have complete freedom of choice as to the number of years: you can fill a history file with data for two years on one occasion.095. If you subsequently opt for two years. you do not need to update the product history. In Company PY. If necessary. Do not forget to create a backup of the original company if you have not already done so. . Remember that the older companies were probably used with an older version of AccountView.20 Trade Reporting 251 To link companies: 1. Settings tab. 2. Enter the number of years that you wish to put into the product history file.

4 Retrieving Reports on Filtered Information In the Product History window. To delete this system setup data. you can define filters based on dozens of properties for product lines.252 Trade & Logistics In general. to determine which areas are in need of additional dealers.g. system products. products) you have deleted.Example You would like to review your revenue information by postcode area. You define a filter using View/Filter. Once the filter has been defined. because a product is no longer supplied or because a customer has stopped trading). you can delete the system setup data (_SYS) from the current year. This means that system customers. You then add this setup data to your company for the current year after updating the product history.4. You can disable or enable the filter by selecting View/Filter Off or View/Filter On. As a final step. This is described in the Working with AccountView [ ] chapter. system ledger accounts and such like may appear in your company. and companies. and then retrieve them again with View/View Management. Define a filter for product lines containing a customer or supplier whose postcode in the Businesses file starts with ‘CB’. or sales staff. This is not the case if the Is Greater Than criterion is selected. deleting setup data is not recommended. 20. You can reset the filter by selecting View/Clear Filter. these gaps in the history file are filled by a system product or system customer (_SYS). system product groups. To avoid having to redefine your filters each time you need them. it will be applied to all reports. product pages. A filter by postcode area from CB1 1AA up to and including CB9 9ZZ. warehouses. these were created when you used Document/Update Product History for the first time. you have to know what setup data (e. After all. Using Filters ( ) Defining Filters . Figure 20. If you then select the Document/Update Product History command again. Selecting the criterion Is at Least ensures that the postcode CB1 1AA itself is included in the selection. use the Postcode field (Select Available Fields From: Businesses) in the Filter window. the history will be updated correctly: you will then be able to find the products in question in the current company. To define a filter by postcode area from CB1 1AA up to and including CB9 9ZZ. you can save them by selecting View/Save View. . If setup data has nevertheless been deleted in previous years (for example. products.

Select Search/Product History. For example. Suppose you have defined a filter by a specific cost centre code. Define a filter using View/Filter. and perhaps in increased revenue in general?” Before you can answer this question. the revenue per cost centre report also displays another cost centre code. Select Document/Mark Businesses. Selecting Businesses based on Product Data ⌧ Contact Manager A special filter facility exists. Because you have defined a filter by the cost centre code that has been entered in a page. you can use this to send a mailing to all contacts in the postcode area CB1 . such as a specific cost type or delivery date.5 Retrieving Reports Retrieving Reports . Nevertheless. The businesses that meet the filter criteria are marked and displayed immediately in the Businesses window. even if they contain a different cost centre code (entered with Edit/Change Line in the Sales Invoice window). 4. you will have to answer questions such as: • • • • What is the revenue per period from customer group X for the product groups Y and Z? What is the revenue per period from other customer groups for these product groups? What is the revenue per period from customer group X for other product groups? What was last year’s revenue per period from customer group X for the product groups Y and Z? In other words: is an increase perhaps attributable to seasonal influences. for example.00 or more in the past year (or the past three years). a message will be displayed. 20.CB10 that have purchased a certain product to the value of 1. You can prevent this by defining your filter based on the cost centre code for product lines instead. It is often impossible to determine in advance what reports will be needed.000. They give immediate access to specific information without requiring you to build complex reports. This takes the form of directly marking businesses on the basis of product data. To select business based on product data: 1. You may find similar results for other properties if you did not define the filter for product lines. and Stock Analysis modules). “Can you tell me whether the discount that was recently introduced for customer group X and that applied to product groups Y and Z actually resulted in a higher revenue for these product groups from customer group X. Stock Control History II. You cannot retrieve a stock report (Stock Control History I. The need to view information from a different perspective is often unpredictable. If you define a filter that cannot be applied to a particular report.Perspectives The trade reporting modules offer solutions to day-to-day questions.20 Trade Reporting 253 Filters on Various Files A report may display more information than you might expect on the basis of the filter. For example. Select File/Trade/Products. if you defined a filter by a field from Businesses. 2. all lines on that page will be displayed. This is caused by the fact that the cost centre codes have been entered both in product pages and in product lines. rather than the discount that has been introduced? . and arises from (complex) questions from others. 3.

3. Select Search/Product History. Select Revenue By Customer By Product. It is at times like this that the need to view information from a particular perspective becomes apparent. Click Next. Some perspectives may seem obsolete. but they may one day prove useful in answering a specific question. If you have the Sales History II module. Retrieving Reports .254 Trade & Logistics Without the trade reporting modules. you can further break down the Revenue By Customer report. If you had asked this person in advance from what perspectives he or she would want to view revenue. answering such questions can be very time-consuming. you will find that all the available trade information can be retrieved from any conceivable perspective. 5. To retrieve a report listing revenue per customer and per product (Sales History II module) for the current year: 1. although the windows that appear will vary with the reports being retrieved. See Reports (Product History) for more information on the reports. For example. and enter data in the remaining fields. The general procedure is outlined below. while researching revenue per product and period. This window allows you to select the second level of the report. such as revenue per sales representative. 2. the total of the report should match the total of the revenue nominal ledger accounts (with the exception of any revenue that was entered directly in the Day Book Entry window).5.Procedure You retrieve all reports from the Product History window or the Product History Several Years window. Explaining this decrease may require yet other perspectives. Select Reports/Revenue. one or more perspectives would most likely have been overlooked. . 4. Once you have defined a filter in this window. Figure 20. the report will be based on this filter. By Customer. The need for additional perspectives may also arise while trying to answer the question above. you may find that revenue for product group V completely slumped in period 4. Select File/Trade/Products. If you are retrieving the report for the current year and did not define a filter. You can then indicate in the usual way how the report should be printed. If you have all the trade reporting modules. Each report is retrieved in the same way.

customer (group). The Sales History I module offers a better insight into your revenue. Gross margin reports are only available in combination with the Stock Control module. Reports/Gross Margin (F1). When retrieving a report for several years. per product (group). The revenue reports and the first five perspectives are components of the Sales History I module. It allows you to determine to what extent specific product groups or products contribute to your revenue. • All reports can be broken down to a second level. and period. and deliveries. customers. The module makes it possible to determine to what extent combinations of factors increase or decrease your revenue. cost centre. Revenue rankings for the perspectives mentioned above: overviews of any number of highest or lowest rankings (Qty field). you can specify in the Reports menu commands window whether amounts or quantities should be displayed. gross margin (in combination with the Stock Control module).20 Trade Reporting 255 Figure 20. gross margin. warehouse. sales order number. Reports (Product History) (F1) Retrieving Sales History Reports Sales history reports form a component of the Sales History I and Sales History II modules. the sales history modules offer the following functionality: • • • • • • Standard reports at one level for revenue. In summary. reports offer eleven perspectives. Reports/Deliveries (F1) . sales representative. Standard reports at two levels for any combination of the perspectives mentioned above (Sales History II). The Sales History II module adds to this functionality in the following ways: • In addition to revenue reports. delivery and gross margin reports are also available. It is possible to retrieve this information in the form of rankings (a revenue Top 10). Summarised and detailed overviews (Output field). You cannot use Sales History II without Sales History I. Reports/Revenue (F1). The latter module is supplementary. invoice/reference number. and to include discounts granted or prices in the overviews. • Instead of five.6. The ability to include discounts granted or prices in the revenue overviews (Contents field). The ability to sort the contents of the report by the first field or by the second perspective (Sorting Order field). and to what extent specific cost centres. and customer groups do so. bin number. and deliveries.

Receipt reports allow you to review delivery times from numerous different perspectives. In summary. Summarised and detailed overviews (Output field). The ability to include discounts granted or prices in the purchase overviews (Contents field). The purchase reports and the first five perspectives are components of the Purchase Order Processing History I module. the purchase history modules offer the following functionality: • • • • • • Standard reports at one level for purchases and receipts per product (group). The Purchase Order Processing History I module offers a better insight into your purchases and their delivery times. invoice/reference number. The ability to sort the contents of the report by the first field or by the second perspective (Sorting Order field).7. cost centre. purchase order number. Purchasing rankings for the perspectives mentioned above: overviews of any number of highest or lowest rankings (Qty field). suppliers and supplier groups. It is possible to retrieve this information in the form of rankings (a purchasing Top 10). and period. for example. The latter module is supplementary. The module makes it possible to determine to what extent combinations of factors increase or decrease your purchases and receipts. Standard reports at two levels for any combination of the perspectives mentioned above (Purchase Order Processing History II). You can do so on the basis of either quantities or amounts. Figure 20.256 Trade & Logistics Retrieving Purchase History Reports Purchase history reports form a component of the Purchase Order Processing History I and Purchase Order Processing History II modules. Reports/Purchases (F1). . You can retrieve your revenue per customer per month. receipt reports are also available. buyer. You can see how your purchases are distributed among product groups or products and among cost centres. The Purchase Order Processing History II module extends the above possibilities in three ways: • In addition to purchasing reports. you can perform detailed analyses of the data from your sales accounting system. bin number. Receipt reports offer insight into delivery times. reports offer eleven perspectives. You cannot use Purchase Order Processing History II without Purchase Order Processing History I. • Instead of five. supplier (group). Reports/Receipts (F1) Retrieving Sales and Purchase Analysis Reports If you have the Sales Analysis or Purchase Order Processing Analysis modules. • All reports can be broken down to a second level. and to include both discounts granted and prices in the overviews. warehouse.

The values are displayed at the points where the horizontal and vertical variables meet. Conversely. This will allow you to target your production and distribution even more precisely next year. You can then export the reports to a spreadsheet program. which makes it easy to compare period figures. Figure 20. Figure 20. The variables that you want to analyse are plotted horizontally and vertically. if you produce Easter eggs and related products. but in convenient and versatile crosstabs. an overview per year may provide too little detail. The revenue for each month is displayed in a separate column. if your rate of turnover is low. This gives you a quick overview of which customer purchased a lot in which month. The various periods are displayed side by side.20 Trade Reporting 257 The results are not displayed in ordinary tables. Performing an analysis of your revenue in amounts. as a crosstab. In the standard format. information per month will not be detailed enough in March and April. You will want to know for each day who purchased what quantity of which product. A financial reporting period of one month is very common. If you have only Purchase Order Processing Analysis or Sales Analysis.9. such as Microsoft Excel or Lotus 1-2-3. For companies with a high (or unusually low) rate of turnover. while an overview per month provides too much. the financial reporting period is often unsuitable to analyse sales results.8. . Then sales data per quarter can provide the necessary information about the purchasing behaviour of your customers. fewer reports will be available under Reports/Analyses. The Reports/Analyses command allows you to draw up overviews of various sales and purchasing variables. For example. but you may want to view the revenue information for some products or product groups on a daily basis. the revenue from each product per period would be a long list. Sales and purchase analyses can be obtained with Reports/Analyses from the Product History window. they are presented on a single A4 sheet that reads like a graph. per customer and per month.

Using stock transactions per transaction code allows you to break down your transactions according to your own criteria: breakage. corrections etc.10. The Stock Control History II module adds to this functionality in the following ways: • All reports can be broken down to a second level. You can also break down stock transactions by type (transaction code).258 Trade & Logistics Retrieving Stock History Reports Stock reports form a component of the Stock Control History I. . Figure 20. If you also have the Warehouse Location and Manufacturing modules. products. Using assembly jobs per cost centre. most reports offer ten perspectives.11. and stock transactions. The module makes it possible to determine what combinations of factors affect your stock. You can retrieve reports for opening stock transactions. • Instead of four. Stock Control History II and Stock Analysis modules. cost price adjustments. you can do piecework on actual cost basis if you define a filter by buy products. Figure 20. which allows you to determine. which transactions were caused by breakage and which by adjustments. reports on (respectively) warehouse transfers and assembly jobs will also be available. and cost centres undergo such actions. The Stock Control History I module offers a better insight into your stock. You can determine to what extent your product groups. for example.

Information on stock values may be able to prevent recurring excess stock in the month of April. Information on unused products over multiple years may offer the insight necessary to prevent similar purchasing or manufacturing behaviour. This allows you to retrieve the stock value at any time in the past. employee. All the essential perspectives for these three requirements are available. and period.6 Retrieving Additional Information with Drill Arounds While entering orders. for example. bin number. opening stock. stock (per product group). The ability to include both discounts granted and prices in the revenue overviews (Contents field). You can frequently perform multiple successive drill arounds. sales. such as stock value per product. you can retrieve the underlying orders or invoices in a number of drill-around windows. Reports/Stock (F1). unused products per product and per bin number. Reports/Cost Price Adjustment (F1). cost price adjustments. Reports/Warehouse Transfers (F1). for example. etc. the stock history modules offer the following functionality: • • • Standard reports at one level for stock transactions. Reports/Assembly (F1) Retrieving Stock Analysis Reports The Stock Analysis module can be used independently of the stock history modules. The first four perspectives are components of the Stock Control History I module. and per product and period. stock transactions) have resulted in a given closing stock. Standard reports at two levels for any combination of the perspectives mentioned above (Sales Control History II). thus making it possible to determine and compare stock values per period. In summary. warehouse. This allows you to retrieve detailed information quickly. unused products (“shelf warmers”). cost centre. bin number per product. and product per bin number. Summarised and detailed overviews (Output field). To do this. and flow of goods per product and per period. Reports/Opening Stock (F1). warehouse. transaction code. More efficient stock control requires insight into your stock values. zooming in ever closer on specific information. and flow of goods. supplier etc. and period. bin number. Reports/Stock Transactions (F1). per product (group). The flow of goods indicates which transactions (purchases. invoice/reference number. Reporting up to and including a given period. Standard reports for the flow of goods per product. This makes it easy to analyse an unusually high or low closing stock of a particular product. you can quickly retrieve information on previous orders and transactions from the trade modules. what other products you are expecting from this supplier. The retrievable information always relates to the selected product. Reports/Goods Flw (F1) 20. customer. for example when entering orders or when discussing something over the telephone with a customer.20 Trade Reporting 259 In summary. what other products a particular customer has purchased. stock page. Standard reports for unused products per product (group). what sales invoices or sales orders contain the product for which you are placing a purchase order. you use drill arounds. . Using the Search/Open command (F6). Standard reports at two levels for any combination of the perspectives mentioned above. assembly jobs (in combination with the Manufacturing module) and warehouse transfers (Warehouse Location module). the Stock Analysis module offers the following functionality: • • • • • • Standard reports for stock value per product (group). You can quickly determine. Reports/Not Used (F1). The module indicates where your stock can be optimised.

• Stock control (POP II module): Stock Transactions per Product.260 Trade & Logistics All the available drill arounds can be found in Search/Drill around. Select Search/Drill around. 3. For example. you will be able to use drill arounds in the Customers. Suppliers window: Purchase History per Supplier. Purchase Orders per Supplier. You can use drill arounds providing you have the appropriate modules. Sales Orders per Customer. this command is available in the Purchase Order. To retrieve this information using drill arounds: 1. In the case of one of these products. Purchase History per Supplier. Sales History per Product per Customer. Sales History per Product. • Production orders (Manufacturing & POP II modules): Production Orders per Product. Sales Orders per Project. This makes use of the data in the Your Garden Products sample company. Sales Orders per Customer The next section provides an example of how drill arounds are used. Suppliers and Businesses windows. you can also retrieve (for example) production data and inter-warehouse transfers per product. . In Manufacturing per Product. 2. • Projects (Sales Orders or POP II module): Purchase History per Project. Purchase History per Supplier per Product. All the current sales invoices for product EA-2595 are displayed. • Purchasing (POP II module): Purchase History per Supplier. Select the Entry tab and then select the last line (containing product EA-2595). Sales History per Project. Purchase Orders per Project. As you will see. current and historical sales data can easily be retrieved when entering a purchase order. Work in Progress per Product. Purchase History per Product. you wish to know which customers have purchased it this year. Stock Transaction History per product. Purchase Orders per Product. The following drill arounds. Sales Invoices per Product. Using Drill Arounds in Purchasing and Sales Let’s suppose you are entering a purchase order and you need the following information quickly: • • • What current sales invoices exist already for this product? Various customers buy this product. In the same way. Select File/Trade/Purchase Orders and open the second purchase order (from supplier 50032). Sales History per Customer. Sales Invoice and Production Order windows. Businesses window (Contact Manager module): Purchase Orders per Supplier. Sales Orders per Customer. Of course. • Warehouses (Warehouse Location & POP II modules): Warehouse Transfers per Product. you could also select another purchase order or create your own purchase order. A number of drill arounds are cited for each module: • Sales information (Sales Orders module) Sales History per Customer. What are the current invoices for one of these customers? One specific customer has purchased a large quantity of products. are available: • • • Customers window: Sales History per Customer. If you have the Sales Information System module. among others. Purchase Orders per Supplier.

. Now you want to examine the current sales invoices for a specific customer. Sales History per Product. Select the line relating to the desired product. 5. Now only sales invoices that have already been processed are displayed.20 Trade Reporting 261 Figure 20. Retrieve the current (not yet posted) sales invoices for the selected customer using Search/Drill around. You now wish to examine all the sales invoices relating to a certain product. The customer code is shown in the line-specific information. 6. 4. All sales invoices for the product BS-4494. 7. Select Search/Drill around. Figure 20.12.13. Sales Invoices per Customer. All the current sales invoices for the selected customer. Select the line relating to the desired customer.

and you can then clear the check box again if you wish. 5. Historical data from previous years can then be retrieved using Search/Product History Several Years. 4. When this has been done.262 Trade & Logistics Frequently Asked Questions • Can I retrieve the sales history for previous years using the drill around? ⌧ Purchase Order Processinghistorie II / Sales History II / Stock Controlhistorie II Yes. The product history is not automatically updated when you select this setting. 3. 2. Select File/Trade/Products. Search/Outstanding Items (F1). the number of product transactions in the current financial year increases. 4. Select Search/Journal Entry (CTRL+F5) to select the complete journal entry. Select Use History Files in Options/Settings/Company/Trade/Sales Orders. Product Cards and Sales History I modules. Select File/Sales Ledger and select the desired customer. Search/Outstanding Item Lines (F1). Retrieving Additional Contact Management Information ( ) Multi-Year Data in Drill Arounds Normally. Retrieving Reports on Multiple Financial Years (250) Retrieving Sales Order Information If you have the Stock Control. You can retrieve data from previous years by selecting the Use History Files check box. Sales Order Processing. This updates the data in the Product History Several Years window and in the drill arounds. you can also retrieve the original sales order from the Sales Orders window. Update the product history for the desired financial years using Document/Update Product History in the Product History Several Years window. Select Search/Product History to retrieve the Sales Order History. Specify for which years you want to update the product history. Select Use History Files. you must regularly perform the Document/Update Product History command. you must execute the Document/Update Product History command again. Select Document/Update Product History. 2. the historical drill arounds will only contain transactions for the current year. Select Search/Product History Several Years. these drill arounds sometimes contain very little data at the start of a financial year. Sales Orders. Search/Journal Entry (F1). drill arounds with historical data only contain data from the current financial year. Search/Product History (F1) . If you add product transactions in previous years or in the current year. As a result. Select Options/Settings/Company/Trade/Sales Orders. 3. To do that. Select Search/Outstanding Items (F5) and select an outstanding item. whereas the data from the prior financial year is still relevant. To include data from previous years in historical drill arounds: 1. As time passes. To retrieve the original sales order: 1. Select Search/Outstanding Item Lines (F5) and select a transaction line. 5.

If any data is changed in AccountView. to display the reports graphically. Exporting Reports ( ) . including Microsoft Excel. For a dynamic link.20 Trade Reporting 263 20. or to format them using your own presentation software. which will view it through an ODBC lens. as it were. Microsoft Word. the product lines or product history) directly from Microsoft Word. You can read the AccountView file (for example. can then read this file by means of ODBC.7 Exporting Trade Reports You can export virtually all your trade reports in the usual way to a large number of file formats. This allows you to use your own analytic software on the AccountView reports. Power users can create static and dynamic links from standard software to AccountView by means of Open Database Connectivity (ODBC). In this case. and dBase. such as Microsoft Word. a simple mouse click will update your Microsoft Word document with the changes. Using Reports ( ). create an export file of your report in FoxPro format. For a static link. you do not even have to start AccountView. Microsoft Word will always display the most recent data. Your program.

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The products used to create such a compound product are called components (for example.21. Glossary of Terms Authorisation Objects The Authorisation module allows you to define several authorisation points within your purchasing and sales processes. a computer). Bill of Materials (265) . Depending on the available modules. a CD-ROM drive or disk drive). When posting the purchase invoice the new APP is determined by averaging the purchase price of the goods in stock at that moment. In backorder is one of the stock quantities that is recognised in AccountView. Stock Valuation (121) Backorder If a sales order cannot be fulfilled because there is insufficient stock of a product. The authorisation object is the document being authorised. and the order can be shipped. larger main product (for example. you can place the missing products in backorder. the following documents may be defined as authorisation objects: • • • • • • Quotations (Quotations module) Sales orders (Sales Orders module) Sales invoices (Sales Order Processing module) Issue orders (Goods Issue module) Stock pages (Stock Control module) Purchase orders (Purchase Order Processing module) Authorisation (215) Average Purchase Price When the Average Purchase Price (APP) valuation method is used. the Stock account is debited with the average purchase price. the products can be retrieved from backorder. You can then replenish your stock based on the quantity of products in backorder. while the compound product itself is called the main product (for example. a check-in counter). As soon as your stock has been replenished. A main product may in turn be used to make up another. Working with Backorders (60) Bill of Materials Products can be made up of other products.

and order slips are all printed using forms. Bill of Materials (265) Last Purchase Price When the Last Purchase Price (LPP) valuation method used. an outstanding item will automatically be created for the remaining amount. and in what location on the page it is printed. a computer). You can use cost centres to break down expenses. a CD-ROM drive or disk drive). Using Cash Invoicing. If only a partial payment is made. If the purchase price deviates from the valid LPP when the purchase invoice is posted. The products used to create such a compound product are called components (for example. The Your Garden Products and Your Advice sample companies contain a number of standard layouts. The products used to create such a compound product are called components (for example. The layout of these forms determines what data will be printed. the Stock account is debited with the last purchase price. it is automatically ‘exploded’. There are also standard layouts for invoices. because you will have to enter the customer’s data each time. which you can copy and customise. a check-in counter). Employees. You can also print cash invoices for regular customers. If you invoice sales orders using cash invoices. you can invoice such once-only customers as cash invoice customers and print the invoices directly from the order entry window. in the Sales Order window). delivery notes and reminders that you can use without modification. Bill of Materials (265) Cost Centre A cost centre is a logical unit within a business for which you track expenses per financial year. Stock Valuation (121) Layout Reminders.266 Trade & Logistics Cash Invoice If you have a lot of cash sales (for example in a store). a revaluation entry is made for the entire stock present at that moment using the last purchase price. a computer). while the compound product itself is called the main product (for example. a CD-ROM drive or disk drive). Employee Groups. Layouts ( ) . A main product may in turn be used to make up another. Cash Invoicing (17) Compound Product Products can be made up of other products. invoices. the customer card for the relevant customer (the cash invoice customer) will not be updated. When the main product is used (for example. larger main product (for example. how this data is formatted. for example by branch of your organisation. it will be time-consuming to print invoices by means of the standard procedure. Cost Centres and Departments ( ) Explosion Products can be made up of other products. while the compound product itself is called the main product (for example. all components are entered automatically.

Bill of Materials (265) Nominal Ledger Account Nominal ledger accounts allow you to group financial transactions from a financial point of view. from the perspective of your accountant or the tax authorities. while the compound product itself is called the main product (for example. You don’t have to create a payment method for each currency. Draft production orders can be generated automatically based on production formulas. payments by cheque. or they can be entered manually. larger main product (for example. Payment Method When printing a cash invoice. Your stock control system is again updated when you process the receipts a few days later.21 Glossary of Terms 267 Main Product Products can be made up of other products. A main product may in turn be used to make up another. you can define different payment methods for cash payments (notes and coins. also called money in circulation). a CD-ROM drive or disk drive). When you print the final order slip. As soon as the purchase invoice is posted. For example. a check-in counter). A price list contains one or more volume discounts. The products used to create such a compound product are called components (for example. enter the quantity of compound products that are to be produced. your financial accounting system (supplier) and stock control system (products) are updated. You can use multiple currencies per payment method. you can enter an account to which the payment should be posted. By linking the price list to a customer. i. For each payment method. Cash Invoicing (17) Price List The Volume Discounts module is used to define price lists and volume discounts. your stock control system (products) will be updated. and credit card payments. Purchase Order Processing (153) . A volume discount contains volume discount lines. You can record the composition of products in an unlimited number of levels.e. a computer). you will select one or more payment methods. you can ensure that volume discounts are automatically applied when an order for the customer is entered. Manufacturing (227) Purchase Order You can enter purchase orders in the Purchase Order Processing module. Volume Discounts (191) Production Order When creating a production order.

You may have ten products in stock. Received. Quantity Pending. Standardised text structures are composed of text elements and standard elements. The following stock quantities are used: Ordered. This is the estimated average purchase price for the current period (for example a month. What stock quantities are updated. Stock Valuation (121) Standardised Text Structure A standardised text structure is exemplified by a standard letter. Stock quantities are cumulative figures that are updated by AccountView whenever you enter and process stock transactions. After that. a quarter or a year).268 Trade & Logistics Sales Order You can enter sales orders in the Sales Orders module. These stock quantities indicate the number of products that have a particular status (received. Economic.). backorder. your stock control system (products) will be updated. The SCP is used for entries in the Stock account. When you print the delivery note. Despatch’d. Stock Control ( ). Work in Progr. Reserved. Flow of Goods in AccountView (100) Stock Types Stock types are calculated on the basis of the ten different stock quantities. you can invoice the order. or on what you want to know. the status of the flow of goods as a whole is recorded using ten different stock quantities. If the actual purchase price deviates from the SCP. such as a quotation. but five of them may already have been reserved for sales orders that have been entered. Sales Orders (57) Standard Cost Price By default. the difference is entered on the Price Differences account. In Manufacturing. Available. is determined by the modules you have installed. Financial Flow of Goods in AccountView (100) . Shelf. you can also generate issue orders and print pick lists. Products that have been ordered from your supplier may not yet have been received. etc. Because of this. Units Booked Stock types are calculated on the basis of these ten different stock quantities. Stock Transactions. or if they have been received. Using AccountView. The following stock types are used: Free. Creating and Linking Standardised Text Structures (28) Stock Quantities It is not possible to express your stock of a product in a single number. they may not yet have been processed. In backorder. AccountView offers the opportunity to value the stock against Standard Cost Price (SCP). Which presentation (which stock type) is the most appropriate depends on your point of view. you can generate a document in Microsoft Word based on a standard text structure. Stock types provide various ways of presenting the number of products in stock. If you have the Goods Issue extension module. On Order.

you define the conditions that must be met for that volume discount to apply: a product (or product group). percentages. If multiple volume discounts apply to an order. you can also generate working orders automatically on the basis of order proposals. product. you should first generate working orders based on sales orders. Warehouse Locations (143) Working Order Working orders are used in the POP II and Back to Back Order modules. For receiving products (purchases. after which they can be converted into purchase orders. the most detailed volume discount is generally used. compartments. Volume Discounts (191) Warehouse Bin Number Warehouse bin number codes (Warehouse Location module) can be used to record where each product is stored. even if these purchase orders were not generated on the basis of sales orders. you should define a default bin number for each company. until you are ready to convert them into purchase orders. In the Back to Back Order module. you can also define a default bin number for each product. To do so. You can then edit and verify these working orders. In addition.21 Glossary of Terms 269 Volume Discount The Volume Discounts module is used to define price lists and volume discounts. The volume discounts are applied when orders are entered. in which you define the price. A price list contains one or more volume discounts. discount. cases. based on the customer. you can create purchase orders automatically on the basis of sales orders (order-driven purchasing). In a volume discount. Price lists and volume discounts are always either of the Sales or of the Purchase type. The connection between the original sales order and the resulting purchase order will be preserved: the sales order has reserved a purchase order. you define the type of volume discount: fixed prices. you can use working orders as a working order list. Purchase Order Processing II and Back to Back Order (83) . A volume discount contains one or more volume discount lines. If you work with order proposals. sections. If you have the POP II module. stock) the quantity of free stock per warehouse bin number determines which bin number will be suggested for a particular stock issue. Such an order list allows you to record and edit your purchases in an orderly fashion. and quantity entered on the order line. or surcharge that applies from a certain quantity of products sold or purchased onwards. In addition. stock). or discount amounts. For issuing products (sales. which has been recorded in the setup data for the products. It is also possible to reserve purchase orders for specific sales orders afterwards. The working orders are created on the basis of the main supplier data. as well as a price list (or customer). A distinction is made between warehouses (plants or storage rooms) and warehouse bin numbers within each warehouse (racks. shelves).

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215. 139 Lines. 215. 150 Priorities. 219 Example. 53 Available Stock Types. 57 Overview. 23 Day Book. 145 Default Receiving Bin Numbers. 247. See APP —B— Back to Back Order Suppliers/Products. 143. 225 Authorising Maximum Amounts. 123. 218. 267 Printing. 18. 265 Changing Product Prices. 24 Codes Warehouse Bin Numbers. 146 Warehouse Transfers. 19 Language Codes. 62. 218 Authorisation Objects. 266 Currencies. 131. 100 Updating Delivery Date. 58 Stock Exceeded. 250 Stock. 171 Closing Balances Cash Invoices. 149 Warehouses. 253 Buy Products Bill of Materials. 256 Sales. 145 Combined Orders Ordering. 143. 85. 265 Authorising. 247. 145 History. 51 Bulk Goods. 22 Till Differences. 20. 133. 257 Purchases. See Changing System Day Book Standard Cost Price. 141. 101 Retrieving Products From. 104 Average Purchase Prices. 23 Adjusting.22. 143 Issue. 23. 10 Checking. 142 Structure. 231 Quantities. 215. 126 Entering Stock Transactions. 104. 152 Codes. 143 Receipts. 170 Sales. 134 —C— Cancelling Subscriptions. 216 Limit. 126 Copying the Opening Stock. 259 APP. 96 Updating Sales Orders Automatically. 126 Example of Cost Price Posting. 19 Addresses Cash Invoices. 266 Cash Invoices. 218. 148 Products. 143 Businesses Selecting. 21. 133 Level. 23 Payment Methods. 97 Balance Sheet Products. 225 Users. 216 Order Slips. 147 Entering. 215. 141 Example. 136 Bin Numbers Assembly. 167 Chapters Contents and Structure. 247. 145 Cash Cash Invoices. 17. 17. 118 Amount Authorised Maximum. 22. 62 Processing Deliveries. 127 Production Orders. 227. 64 . 223. 225 Analysis Crosstabs. 150 Stock-Taking. 23 Customers. 24 Tills. 216 Defining Access Security Roles. 141 Changing Exchange Rates. 230 Assembly Overview. 21. 102. 218 Maximum Amounts. 83. 225 Automatic Renewal Subscriptions. 148 Issuing Components. See Roles Accounts. 23 Differences. 218. 22. 22 Layouts. 225 Permissions. 63 Settings. 259 Receipts. 218. 55 Cases Warehouse Bin Numbers. 126 Entering the Opening Stock. 135 Line. 85 Backorders. 20 Day Books. 85. 266 Bills of Materials Changing. Index —A— Access Security Roles. 105 Warehouse Bin Numbers. 139 Overview. 269 Settings. 145. 218. See Nominal Ledger Accounts Credit Sale Cash Invoices. 152 Warehouse History. 149 Multiple Receiving Bin Numbers. 19. 152 Authorisation Commands. 170 Purchases. 19. 23 Despatch Addresses. 140. 145 Blocking Subscriptions. 220 Phase. 86 Back to Back Orders. 136 Products. 141 Sales Prices. 60. 152 Start Processing. 230 Bill of Materials. 24 Changing Bills of Materials. 121. 60 Stock Quantities. 9. 256 Several Years.

239 Issuing Bin Numbers. 17. 15 Copying Price Lists. 9. 239 Quantities. 61 Delivery Processing Goods Issue. 259 —E— eBusiness. 68. 168 Credit Sale Cash Invoices. 244 Stock Valuation. 219 Modules. 259 Volume Discounts. 245. 101 Settings for Delivery Note Copies. 185 e-Commerce Authorising. 166 Counting Tills. 85. 191. 255. 114 dBase. 141 Reservation. 24 Direct Sales Invoice Posting. 204 Volume Discounts Per. 207 Line Height. 19 Creditors. 176 Draft Production Orders. 18. 147 Deliver Anyway. 58. 102 Discounts Invoices. 68. 206 Selecting Volume Discount. See SCP APP and LPP. 105 . 250 Several Years. 179 Stock. 96 Delivery Note Copies. 202 Overview. 118 Cash Invoices. 121 Overview. 196 Volume Discounts. 263 Default Bin Numbers. 215 eCommerce. 158 Document/…. 140. 23 Despatch Customers. 17. 101 Differences Cash Invoices. See Production Drill Arounds. 58. 23 Customers Cash Invoices. 266. 199 Dismantling. 209 Price Lists. 123 Cost Units. 266 Drill Arounds. 19. 105 Processing Deliveries. 101 Warehouse Bin Numbers. 148 Warehouses. 9 Conventions Typographic. 23. 60 Delivering. 200. 145 Components Bill of Materials. See Cost Centres Costs General.272 Commands Authorisation. 9 Contents Chapter. 64 Despatched Stock Quantities. 196 Cost Centres. 60. 64 Printing. 60. 127 Production Orders. 101. 255 Processing. 257 Currencies Cash Invoices. 233. 60 Delivery Notes Copies. 143 Delivery Dates Updating Sales Orders. 215 Economic Stock Type. 266 Cost Price Adjustment Overview. 235 Document Copies Settings. 259 Extended Product Descriptions. 23 Purchase Invoices. 197 Printing Volume Discounts. 21. 256. 185 e-Business Authorising. 168 Descriptions Editing. 10 Comments Editing Descriptions. 184 Receipts. 123 Example of Posting APP and LPP. 118 Cost Prices. 143 Delivery on Call. 101 Processing in Stock. 232 Example. 134 Changing Quantities. 58. 19. See the online help index (press F1) Documentation Contents and Structure. 213 Extended. 104. 213 Despatch Addresses Cash Invoices. 24 Credit Cards Cash Invoices. 182 Purchases. 63. 158 Warehouses. 118 Stock. 213 Companies Document Copies. 250 Compartments Warehouse Bin Numbers. 9 Down Payment Purchase Orders. 20. 10 Documentation. 214 Sales/Purchase Orders. 131. 259 Standard Cost Price. 140 Contained Value Production Orders. 127 Changing. 206 —D— Day Books Adjusting Standard Cost Price. 142 Forms. 61 Deliveries Just in Time. 60 Explosion. 158 Linking. 218 Defining Access Security Roles. 149 Lists. 267 Trade & Logistics Credit Notes Purchases. 98. 202 Volume Discount Prices. 192. 152. 230 Content Chapters. 60. See Suppliers Crosstabs Trade Reports.

59. 99 Overview.22 Index Edit/…. 179 Gross Purchases. 60 Free Text Copying Text Elements. 152. See User Groups Extended Product Descriptions. 142 Payment References. 69 Procedure. 245 Products. 122 Group Volume Discounts. 142 Invoices. 131 Posting. 236 Ordering. 101 Settings. 166 —I— Implosion Lists. 173 Processing. 105 Foreign Currencies Changing Exchange Rates. 228 Essential Setup Data. 209 Last Purchase Prices. 247. 110 Levels Bill of Materials. 266 Cash Invoices. See Sales Orders Explosion. 29 Freight Costs. 143. 63 Printing. 207 Per Language Code. 159 Stock Overview. 71 —J— JIT. 121 —L— Language Codes Cash Invoices. 61 Excel. 21. 143 Purchases. 140. 250 Stock. 23 Purchases. 70 Goods Movements Overview. 63 Printing Orders. 73 Generating. 131 In Manufacturing Stock Quantities. 159 Formulas Example. 107 FoxPro. 180 Invoicing. 226 Creating. 252 Financial Stock Type. 19. 10 Everything in Backorder. 142 Products. 166 Freight Letters Forms. 212 Per Product. 255 Several Years. See the online help index (press F1) History Drill Arounds. See the online help index (press F1) Electronic Order Confirmations. 202 Invoices. 263 Extended Product Descriptions. 106 Goods Issue. 166 Forms. 106.. 127 Goods Flows. 100. 266 Delivery Notes. 91 Linking. 255 Gross Profit Stock Valuation. 142 Export. 236 Production Orders. 102 Index Referral. 263 Explosion. 140. 165 Gross Margin. 266 Orders. 10 File/. 162 Generating Working Orders. 64 Engineer to Order. 72 Creating Manually. 247. 161 Order. 9. 167 Purchases. 57. 140. 204 Selecting Volume Discount. 98. 22.. 121 Just in Time Delivery. See the online help index (press F1) Filter Example. 208 —H— Help/…. See LPP Layouts. 64 Invoice Discounts Prices. 262 Home Currency Purchases. 64 —G— General Costs. 140. 104 273 Free Stock Checking. 172 Ledger Accounts Transactions. 259 Goods Received. 236 Purchase Order Processing. 247. 22 Extended Product Descriptions. 146 History Files. 258 Warehouse Bin Numbers. 9.. 70 Processing. 60 Stock Types. 134 . 263 Free Stock Type. 68. 115 Invoice Customers. 159. 10 GIP Cost Price Sales. 142 Lists. 9. 72 Issues Component Bin Numbers. 211 —F— Fields Modules. 149 Issuing Bin Numbers. 199 Groups. 166 General Module Functionality. 256 Sales. 48 Issue Processing Delivery. 159 Production. 140. 16 Inventory Stock. 101 Warehouse Bin Numbers. 148 Issue Orders Blocking. 142 Printing. See Sales Orders Subscriptions.

112 Entering Later On. 173 Generating Automatically. 19 Cash Invoice Payment Method. 113 Production Orders. 218. 10 —N— Net Purchases. 172 Settings for Order Slip Copies. 21 System. 17. 163 Order Confirmations Electronic. 100. 221. 93 Deleting Working Orders. 191. 105. 121. 126 Entering Stock Transactions. 180 External Invoice Numbers. 140 Reservation. See Purchase Orders. 105 Margins Gross. 165 Linking Companies. 199 Periods Overview. 225 . 134 Production Formulas. 172 Releasing Reservations. 63 Order Formulas. 106 Generating. 95 Reserving Sales Orders. See Changing Modules Description. 263 One-off Charges Subscriptions. 131. 255 MasterCard Cash Invoices. 19. 225 Line Height Descriptions. 214 Lines Bill of Materials. 113 Overview. 92 Converting Working Orders into Purchase Orders. 50 One-off Customers. 22 Opening Stock APP and LPP. 252 —O— ODBC. 259 Transactions. See Suppliers Maintenance Contracts. 169 Payment Methods Cash Invoices. 106. 23. 102. 111 Options/…. 185 Open Database Connectivity. 165 Nominal Ledger Accounts Cash Invoice Differences. 91 POP II. 266 Changing Product Prices. 267 Microsoft Excel. 123. 220 Defining Access Security Roles. 169 Retrieving per Product. 92 Checking Purchase Orders. 263 Opening Balances Cash Invoices. 169 Generating Working Orders using Order Proposals. 64 Parts Lists. 131 Payment Discounts Purchases. 172 Printing. 127 Opening Stock. 180 Percentages Volume Discounts. 228 Make to Stock. 53 Manufacturing Bill of Materials. 250 Open Database Connectivity. 263 Microsoft Word. 169 Payment References Copy from Purchase. 104. 9 Trade & Logistics Which Commands. 106 Modifying. 158 Ordering Adding/Changing Working Orders. 168 Make Products Bill of Materials. 91 Cancelling. 152 LPP. 215 Web Stores. 267 Payment Penalties Purchases. 230 —M— Main Products. 18. 126 Entering the Opening Stock. 163 Purchase Order Processing. 113 LPP. 10 Descriptions. 126 Copying the Opening Stock. 219 Segregation of Duties. 94 Types of Working Order. 250 Lists of Product Counts. 139 Changing Amounts. 115. 161 Order Slips Layouts. 140 Main Suppliers. 134 Make to Order. 134 Prices. See the online help index (press F1) Order. 83 Printing. 126 Example of Cost Price Posting. 113 Copying. 21. 171 Combined Orders. 176 Changing Quantities in Working Order. See Formulas Order Proposals. 88 Retrieving Reservations. 126 Changing Later On. 236. 259 Permissions Authorising. 143 Packages Freight Letters. 21. 170 Combining Working Orders on Purchase Orders. 112 Entering.274 Limit Authorised. 266. 133. 163 Generating Working Orders. 228 Manual Renewal Subscriptions. 90 Changing Suppliers. 64 Forms. 263 Several Years. 91 Printing. 263 Minimum Stock. 101 —P— Packaged Goods. 88 Orders. 23 Online Authorising. 215. 160. 91 Working Orders Based on Sales Orders. 90 Entering Receipts. 159. 159 Start Processing. 267 Bill of Materials. See Sales Orders StockQuantities.

114 Postponed Purchases. 102 Stock. 191 Sales/Purchases. 245. 152. 231. 105 Start Assembly. 105 Processing Authorising. 255. 131. 117 Changing the APP. 17 POS. 227. 86 Overview. 235. 267 Added Value. 100 Promotional Prices Volume Discounts. 184 Sales Orders. 133 Explosion. 241 Planning. 267 Copying. 237 Formulas. 196 Customers. 202 Warehouse Bin Numbers. 129 Selecting Volume Discounts. 105 Processing Numbers Production Orders. 242 Wrong Component Quantity. 104. 237 Points of Sale. 75 Production Orders. 206 Prices Changing Invoice Amounts. 166 Product Groups Added Value. 182 Processing. 183. 23 Perspectives. 98. 206 Warehouse Bin Numbers. 193 Price Determination Subscriptions. 143 Information. See Production Productions Draft Production Orders. 191. 200. 238 Sales Prices. 129 History. 218. 256. 202 Stock Products. 117 Psychological Volume Discount Prices. 243. 21. 107 Historical Overview. 104. 233 Scrap. 267 Planning Production. 126 Changing the LPP. 225 Pick Lists Printing. 180. 140 Overview. 237 Posting. 231 Production Orders per Product. 143 Products on Order Stock Quantities. 244 Purchase Orders. 240 Work in Progress. 266. 102 Preparation Costs. 136 Bills of Materials. 134 Do Not Explode. 230 Volume Discount Prices. 183 Stock Quantities. 196 Selecting Volume Discounts. 245 Example of Bill of Materials. 45 Price Lists. 101 Production Orders. 143 Selecting Volume Discounts. 196. 180. 126 Changing the LPP. 206 Product Relations Entering. 102. 17. 63 275 Priorities Bin Numbers. 236 Make-to-Order. 202 Purchase History. 68. 107 Linking Order Formulas. 259 Production Parts Lists. 241 Draft Production Orders. 166 Price Agreements Example. 207 Flow of Goods. 260 Purchase Invoices. 204 Volume Discounts Per. 193 Quotations. 235 Do Not Explode Products. 227. 230 Update Stock Value. 232. 225 Goods Issue. 107 System. 126 Composition.22 Index Personalising Cash Invoices. 218. 199 Printing Delivery Notes. 143 PIN Cash Invoices. 231 Product Cards Printing. 62 Retrieving Transaction. 191 Volume Discounts Per. 100. 197 Example. 117 Volume Discounts. 102 Postponed Posting. 181 Overview. 235. 239 Start. 244 Revaluation. 86 Multiple per Supplier. 148 Processed Stock Quantities. 230 Report as Completed. 62 Placing in Backorder. 253 Phase Authorising. See Production Drill Arounds. 260 Products. 141 Changing Prices. 239 Production Orders. 231 Changing. 102. 165 Changing the APP. 192. 130 Product Codes General Costs. 232 Changing Bill of Materials. 230 Stock Quantities. 101 Receipts. 102. 191 Sales Orders. 17 Posting Explosion. 223. 239 Cost Prices. 241 Warehouses. 241 Drill Arounds. 228 Pick Lists. 142 Production. 140. 199. 202 Volume Discounts Per. 267 Entering. 129 Unused. 161 Main Supplier. 239 Changing Lines. 142 Extended Product Descriptions. 61 Printing Product Cards. 233 Sales Orders. 259 Update Stock Quantities. 230 Retrieving from Backorder. 244 Shortage Lists. 259 Psychological. 215. 244 Dismantling. 145. 201 Psychological Prices. 98. 228 Make-to-Stock. 234 Products Bill of Materials Overview. 244 Processing Numbers. 202 Volume Discounts. 199. 130 Processing Goods Issue. 235. 63 Forms. 242. 252 Transaction Overview. 182 . 102. 36 Production. 231 Selecting Volume Discounts. 126 Main Products.

191. 30 Accepting. 204 Warehouse Bin Numbers. 163. 250 Volume Discounts. 102 Recurring. 173 Processing. 182 Purchase Order Formulas. 219 . 226 Changing. 32 Rejection Reasons. 117 Trade & Logistics Purchasers. 172 Line Height. 85. 94 Components. 105. 269 Payment References. 174 Entering Receipts per Order. 16 Rejection Analysis. 93 Purchase Prices Changing. 174 Entering per Order. 145 Receipts Assembly. 257 History. 159 Maximum Amount.276 Processing Portion. 28 Using. 226 Changing Amounts. 168 Referral Index. 26 Rejecting. 102. 256 Crosstabs. 267 Blocking. 140 Main Products. 183 Printing. 31 Rejection Analysis. 150 Working Orders. 85 Foreign Currencies. 100. 199 Purchasing Generating Working Orders using Order Proposals. 107 Update Stock. 213 Entering Receipts. 221 Price Lists. 184 Transaction Overview. 183 Postponed Posting. 256 Order-Driven. 97 Multiple Warehouse Bin Numbers. 243 Reporting Picking Results. 75 Reports/…. 32. 160 Purchase Order Processing. 105 Updating Sales Orders Automatically. See the online help index (press F1) Reservation Checking. 83. 166 Generating Automatically. 29 Creating. 29 Releasing Working Orders. 169 Payment Penalties. 214 Linking Layouts. 179 Recurring Purchases. 150 Overview. 158 Renewal (Automatic) Subscriptions. 85 Direct Posting. 166 General Costs. 53 Renewal (Manual) Subscriptions. 26 Volume Discount Prices. 169 Overview. 166 Roles Defining Authorisation. 30 Procedure. 152 Default Warehouse Bin Numbers. 182 System Day Book. 95 Reminders Settings for Reminder Copies. 116 Changing per Group. 196 Several Years. 53 Report as Completed. 159 Printing Trial Order Slips. 191 Printing. 259 Editing Descriptions. 105. 213 Final Purchase Orders. 168 Purchases. 95 Reserved Stock Type. 157 System Day Book. 83 Purchase Orders. 153 Purchase Order Processing II. 30 History. 230 Quotations. 98 Volume Discount Prices. 104 Reserved Orders. 141 Stock Overview. 204 Without Reservation of Stock. 242. 215. 173. 168 Releasing Reservations. 143 Received Entering. 255 Text Lines. 233 Revalue. 68. 31 Configuring. 26 Structure. 104. 169 Posting. 184 Payment Discounts. 173 Gross/Net. 99 Revenue Overview. 160. 30 Settings. See Back to Back Orders Revaluation Production Orders. 147 Distributing. 170 Combining. 170 Combining Automatically. 176 Drill Arounds. 171 Processing. 100 System Day Book. 169 Generating Order Proposals. 223 Reservations Purchase Orders. 256 Processing. 165 Layouts. 97 Warehouse Bin Numbers. 32 Saving. 267 Analysis. 85. 31 Blocking. 26 Entering. 95 Settings. 180 Price Lists. 95 Reserving for Backorders. 183 Down Payment. 178 Stock Quantities. 165 Checking Order Slips. 173 Example. 221 Order Formulas. 150 Warehouses. 184 Postponed. 171 Combined Orders. 159 Order Proposals. 147. 247. 215. 91 —Q— Quantities Components of Bill of Materials. 104. 244 Production Orders. 33 Maximum Amount. 140 Stock. 155 Extended Descriptions. 98. 223 —R— Racks Warehouse Bin Numbers. 163 Goods Received. 53 Renewing Subscriptions. 247.

22 Index —S— Sales Analysis. 35 Example. 215. 149 Stock Types. 117 Changing per Group. 152 Warehouse Bin Numbers. 110. 252 Businesses. 61 Shortage Lists Printing. 268 Creating. 83. 257 History. 33 Reserving Working Orders. 60. 116 Cost Price Adjustment. 107 Several Years. 268 Specifying. 17 Cash Invoicing Day Book. 102. 28. 126 Overview. 125 Stock Completed Product. 102 Quotation History. 114 Product Information. 105 Processing Deliveries. 115. 123. 260 Sales Invoices Blocking. 38 Procedure. 9 . 230 Overview. 204 Warehouse Bin Numbers. 119 Standard Cost Prices. 158 Stock Exceeded. 259 Correcting Differences. 196 Several Years. 265 Cost Price. 102. 100 Warehouse Bin Numbers. 60 History. 97 Updating Delivery Date. 28 Stock. 57. 142 Changing. 213 Forms. 191 Printing. 85. 64 Shortage in Backorder. 116. 247. 114 Transaction Overview. 266 Changing Bill of Materials. 244 Search/…. 123. 118 Counting. 60 Quotation History. 128 Stock Value. 143 Settings. 105 Updating Backorders Automatically. 99. 247. 21. 150 Stock Control. 252 Setup Data for Module. 191. 103 Stock Valuation. 221. 50 Standard Cost Price (SCP) Adjustment. 20. 145 Shipping Labels Forms. 250 Volume Discounts. 99 Adjusting Standard Cost Price. 107 Quantities. 204 Sales Orders. 121. 215. 117 Production Orders. 98 277 Transactions. 36 Subscriptions. 213 Extended Descriptions. 266 Methods. 268 Blocking. See the online help index (press F1) Sections Warehouse Bin Numbers. 43 Setup Data System. 68. 123 Gross Profit. 58 Settings for Invoice Copies. 105 Shelf Warmers. 148 Sales Prices Bill of Materials. 105. 111. 269 Price Lists. 147. 140. 98 Types. 233 Production Orders. 35 Setting Up. 221 Posting. 104. 259 Shelves Warehouse Bin Numbers. 230 Scrap Production Orders. 250 System Day Book. 63 Generating. 152 Exceeded. 239 Skipping Invoices Subscriptions. 259 Editing Descriptions. 226 Cash Invoice Layouts. 49 Generating Production Orders. 259 Editing Descriptions. 223 Posting. 260 Stock Pages Blocking. 253 Setting Up Sales Advisor. 10 Chapters. 230 SCP. 247. 148. 64 Drill Arounds. 238 Line Height. 259 Stock Quantities. 88 Retrieving from Backorder. 122. 59. 226 Cash Invoices. 230 Stock Transactions Entering APP and LPP. 59 Maximum Amount. 113 Stock History. 122. 141 Combined. 102 Warehouse Transfers. 199 Sales Advisor. 256 Crosstabs. 60 Transaction Overview. 118 Changing per Group. 213 Extended Descriptions. 226 Stock Quantities. 105 Price Lists. 100. 225 Selecting. 152 Structure Chapter. 141 Drill Arounds. 10 Shelf Stock Type. 96 Volume Discount Prices. 141. See SCP Standardised Text Structures. 214 Linking Layouts. 122 Production Orders. 145 Segregation of Duties. 28 Linking. 258 No Reservation for Quotations. 259 Stock-Taking. 9 Documentation. 105. 22 Cash Invoices. 122 LPP. 115. 255 Order-Driven Purchasing. 121 APP. 9. 104. 36 Sales History. 216 Permissions. 108. 101. 233 SCP. 117. 106 Retrieving Quantities per Product. 36 Using. 23 Changing Bill of Materials. 85. 104. 268 Changing. 108 Transactions. 118 Analysis. 214 Partial Processing. 33 Volume Discount Prices. 247. 213 Line Height. 63 Settings.

230 Value Added. 53 Setting Up. 86 Multiple by Product. 230 Stock Overview. 199 Per Customer/Supplier. 20. 53 Renewing Manually. 98 Stock Control. 149 Trial Delivery Notes Forms. 48 Invoicing in Advance. 191. 27 Text Elements. 203. 252 System Day Book Adjusting Standard Cost Price. 267 Volume Discount Prices Changing Per Group. 55 Suppliers By Product. 27 Text Lines General Costs. 102 Warehouse Transfers. 199 Individual. 86 Drill Arounds. 46 Determining Price. 45 Invoicing. 218 . 53 Renewing Automatically. 43 Renewing. See the online help index (press F1) Visa Cash Invoices. 15 Valuation Methods Stock. 166 Till Differences Cash Invoices. 37 View. 193 Exceptions. 44 Subscriptions. 233. 15 System Nominal Ledger Accounts. 202 Psychological. 184 Receipts. 199 Price Lists. 20. 191 Prices. 52 Marking. 196 Detailed Example. 98. 182 Purchases. 218 Users Authorisation. 118 Cash Invoices. 113 Stock Quantities. 194 Group. 200 Invoice Discounts. 64 Trial Order Slips. 191. 218 Authorising. 68. 201 Report. 50 Procedure. 114 Trade & Logistics —T— —V— Target Groups Extended Product Descriptions. 244 Value Contained. 87 Invoice Numbers as Payment Reference. 174 From Product History. 192 Promotional Prices. 202 Volume Discounts. 199 Per Product. 128 Versions Entering. 110. 191. 209 Termating Subscriptions. 23 Purchase Invoices. 180 Main Supplier. 202 Volumes Discounts Priorities. 43 Skipping Invoices. 29 Creating. 191. 206 Procedure. 55 Text Element Groups. 24 Tills Cash Invoices. 50 Terminating.278 Subscription Groups Creating. 51 Creating. 259 User Groups Authorising. 22. 111 Product Overview. 195 Discounts. 204 Printing Per Customer. 199 Example. 199 Selecting. 259 Unused Products. 86 Surcharges Volume Discounts. 122 Transactions Example. 252 Products. 259 Entering Receipts. 24. 43 Blocking. 266 Transaction Results. 21. 199 Symbols Typographic. 252 Setup Data. 200 Per Product Group. 202 —U— Unused Products. 252 View/…. 27 Creating. 108. 202 Lines. 17. 27 Copying. 206 Sales/Purchases. 179 Stock. 197. 269 Copying. 128. 171 Typografic Conventions. 107 Update Stock. 121 Value Contained. 208. 200 Per Price List. 49 One-off Charges. 166 Revenue.

74 Warehouse Locations. 215 Weight Freight Letters. 144 History. 260 Web Stores. 259 Overview. 71. 152. 143 Receiving Bin Numbers. 150 Pick Lists.22 Index —W— Warehouse Bin Numbers Blocking. 20 . 185 Webstore Authorising. 143 Delivery Notes. 269 Warehouse Transfers Drill Arounds. 148 Multiple Receiving Bin Numbers. 146 Issuing Bin Numbers. 150 Transactions. 144 Bin Numbers. 102 Working Orders. See Purchase Orders Workstations Cash Invoices. 259 Warehouses. 234 Receipts. 145 Default Receiving Bin Numbers. See the online help index (press F1) Work in Progress Production Orders. 143 Production Orders. 143 279 Entering. 143. 242 Stock Quantities. 149 Transfers per Product. 147 Delivery. 64 Window/…. 149 Transfer.