The orders received from customers are approved and sent after evaluating them according to some criteria such as customer risk, payment due date and debit aging. "Controlled Approval" option is used for this. It is located in the F9/right mouse button menu of the sales orders list.
By the options under the following headings, the accounts' (receivable/payable) commercial situations are viewed and according to the recorded criteria the orders are approved or not:
- AR/AP Info
- Risk Criterion
- Due Date Criterion
- Aging Criterion (According to Transaction Date)
- Order Approval Status
AR/AP Info:
Order's AR/AP info is tracked from code, title, aux. code and trading group fields. Record date indicates the account's (receivable/payable) recording date to the system. The account's maximum billing amount and payments made by it can be tracked from relevant fields. AR/AP record date is used to remind user if related AR/AP is a new or old customer.
In controlled approval, when closed transactions' average is being calculated, the closer transaction's due date and transaction date are taken into consideration.
Risk Criterion:
The risk criteria which affect the order approval are as follows:
Risk Limit: The total risk limit of the AR/AP.
Risk Total: The total risk of the AR/AP.
Due Date Criterion:
The due date criteria which affect the order approval are as follows:
Maximum Delay: The number of days, beginning from the first unpaid debit transaction by this time.
Maximum Delay Total: It is the oldest unpaid debit amount of the related AR/AP.
Average Delay: It is the unpaid debits' calculated average delay by taking the approval date as reference.
Average Delay Total: It is the unpaid debit transactions total amount.
Aging Criterion (According to Transaction Date):
Average Aging: It is the aging value calculated by using the day info when controlled approval is done and transaction's proceeding dates.
Aging Day: It is aging day number which is valid for relevant AR/AP. Aging day is specified based on a sales transaction's collection date regardless of due date. For example, if a 31.03.2011 due dated check is received in 15.01.2011 and if aging day is specified as 20, because the amount is collected in 20 days, aging criteria is provided for approval. The aging day number info specified in AR/AP card's parameters tab is transferred to this field.
These criteria are evaluated by the users and make the order statuses changeable.
Closed Transactions Average: This data is calculated and shows the average delay value in "No Proceeding" status at Debit Tracking report.
Order Approval Status :
As a result of the analysis, the orders' approval status changes are done here by using "New Approval Info" field.
----------------------------------
G/L Codes: The menu option used to specify and apply the G/L Codes to be used to track the information after being posted to G/L.
Unit Price Adjustment: Used to transfer the sales prices defined by processing conditions such as quantity and amount into the unit price field.
Apply Sales Conditions: Used to apply the Sales Conditions to the slip bottom or a line transaction.
Apply Campaign: Used to apply the discount, surcharge, promotion or point campaign to the line transaction or slip bottom if the campaign feature is used.
Delete Campaign: Used to delete applied campaigns.
Applied Campaigns: The option used to track the campaigns applied to the slip line or transaction bottom. Lists the code and name of the applied campaigns. "Applied Campaigns" window also displays the information of point campaigns in the code, name and point fields.
Apply Discount: Used to apply the discounts defined for the slip bottom or the line transaction.
Additional Discounts: Used to apply more then one discount to the transaction in the line. There are 5 additional discount lines. If "Apply to all lines" option is selected, the additional discounts are applied to all lines in order slip.
It is possible to close the additional discount lines for a material / service line in a slip by using Alt – F7 keys. When you click Alt – F7 keys on a material line in slip, all the additional lines are closed and the material / service line is seem as if any discount not applied to that line. There will be no discount info on the line that is displayed as bold. The applied discounts total is displayed in a hint when you position the arrow on the amount field of a material or service.
When Alt – F7 keys are used again on a line, all the additional discount lines will be opened again.
Apply Promotion Rules: If a promotion is specified to be applied for the transaction in the line, the definition is automatically applied using "Apply Promotion" option located in the right mouse button menu.
Apply Line Payment Plan: Used to change the payment plans of the transactions in the sales dispatches lines in batch.
Detailed Info: Used to record the detailed description and other information for the transaction.
Link To Demand Transaction: Used to link the purchase order to the demand slip.
Change Delivery Dates: Used to change the delivery dates of the sales orders in order slips. This operation is performed using "Change Delivery Dates" option located in the right mouse button menu. The new delivery date is selected on the calendar. Once the prompt indicating that the delivery date will be changed, the delivery date is changed.
It is possible to check the delivery time and delivery date on order slips, and to prevent the transactions with delivery dates exceeding the delivery time from being recorded. The Delivery Time Control filter of the Sales and Distribution Parameters located in the Definitions menu of the Administration section is used if the delivery date is not wanted to exceed the delivery time specified in the record. If "Will Be Done" option is checked in this parameter line, the slip is not recorded when a delivery date exceeding the delivery time specified in the record is entered into the Order Slips.
Barcode Entry: The application supports the use of barcodes in material input and output transactions. If barcode is used, the manual input of the material code is not necessary. The Material selection can be made using a barcode reader.
Batch Selection of Variants: In slips and invoices, in case processed material is a configurable item, it is used to transfer material variants to slip lines in batch after selecting them according to their characteristics and after determining their quantity and unit prices.
Vendor Code Entry: The sales orders can be recorded with a vendor code. In this way, the company's material definition can be easily reached using the vendor's material code in the Order Slip lines.
Customer/Supplier Code Entry: The sales orders can also be recorded using the Customer/Supplier Code. The company's material definition can be easily reached using the customer/supplier code of the material from the right mouse button menu of the Sales Order Slip.
Fast Access Window: Used to select the required records according to material characteristics, and to transfer them to the slip.
Unit Conversion: The unit conversion allows the materials for which the units do not have fixed connections to be accurately converted. By doing so, the sales and inventory reports are generated using the requested unit and with accurate numbers. The unit conversion rate specified in the material may not be applied to certain material lines. In this case, after specifying the unit in the material line of the slips and invoices, the conversion factor to be applied only to that transaction is entered using the unit conversion option. If more than one unit is defined for the material, and if the line transaction is performed with units other than the main unit, the conversion factor is specified in the conversion factors section of the unit conversion window. The unit conversion window also displays the dimension information applied to the material.
F. Currency Entry: The pricing currency information used to track the material or service transactions with a specific currency type is recorded using the F. currency entry option. The F. currency entry option is located in the right mouse button menu after the unit price of the material or the service is entered.
Order Status: Used to track the order status information, physical inventory, Sales order quantity and Purchase order quantity of the material in the line along with the quantity entered information in the order slip.
Material Status: Indicates the status of the line material or service in all warehouses. The Material Status window displays the quantity and amount totals of the transactions entered from the Material Management, Sales and Distribution and Purchase sections.
Warehouse Totals: Indicates the status of the material or service in all warehouses where it is processed. The transactions of the materials in the warehouses can be displayed separately. The warehouse totals list displays the last status, purchase and sales totals of the selected warehouse. The transactions of the material within the warehouse are listed, and the slip of the requested transaction can be accessed, viewed and updated.
Line Analysis: Displays the window listing the quantity and unit price information of the material or service in the line, and the totals of the surcharges and discounts applied to the line and/or slip bottom that is reflected to the material line.
Shipping Info: Shipping info of sales and purchase order slips (how much of the material/service is shipped, quantity totals of delivered, undelivered, reserved materials) can be displayed through slip lists or slip lines. To do so, Shipping Info option is used which is located in F9-right Mouse button menu of Purchase/Sales slips lists or slip lines.
Shipping info window reached through slip lines display only relevant order line's shipping info; the window reached by slip lists display all order's shipping statuses located in slip.
The shipping info window is displayed as a table. The window displays the order shipping information along with the following details:
- Dispatch/Receipt Number
- Dispatch/Receipt Date
- Dispatch/Receipt Type
- Material Code
- Material Description
- Quantity
- Unit
- Invoice Number
The bottom part of the window displays quantity totals of materials in following statuses:
- Delivered
- Undelivered
- In Distribution
- Reserved for Distribution
Service Shipping Info
The Services Sales orders can only be linked to an invoice, and not to a dispatch. The undelivered quantities are also displayed along with the delivered quantity and date of the service sales orders. The window displays the service order delivery information along with the following details:
- Invoice Number
- Invoice Date
- Invoice Type
- Quantity
- Unit
The lower part of the window displays the Delivered Service Totals and the Undelivered Service Totals.
Used to display the total number of lines in the slip.
Material Class Detail Lines: If the transaction in the slip line belongs to a material class, this field is used to record the child material information.
Apply Distribution Template: Used to apply the child material information in the slip lines of material class (General) type.
Material Table: Used to apply the child material information in the slip lines of material class (with table) type.
BOM Standard Cost Calculation: Used to perform the BOM calculations when the sales order is delivered through production.
Requirement Calculation: The requirement calculation transaction is used to detect the inputs of last level and usage quantities, and to track the similarities and differences of the BOMs by comparing multiple BOMs.
Point Campaign Gifts: The option used to track the last status of gifts won in the point campaigns.
Apply Alternative Material: Allows the alternative of the material in the line to be used.
Apply Distribution Template: In case the material in slip line is a configurable material, it is used for quantity entry for defined material variants.