Adding Credit Orders

Select Credit Orders from the Sales Menu. ASelect A Credit Order window with the following options will appear:

• EXIT – Select EXIT to exit the credit order screen.
• NEW CREDIT - Select NEW CREDIT to create a new Credit order
• PRINT – Select PRINT to print a list of all open, approved, and ready credit orders.
• A list of all Open, Approved, and Ready Credit Orders with the following information
  • The credit order number
  • The date the Credit Order was entered.
  • The Credit Order Status
  • Open – The credit order is opened but not approved to invoice.
  • Approved – The credit order is approved but not made ready to invoice.
  • Ready – The credit order is ready to invoice.
  • The Customer ID code
  • Invoice Number - The original Invoice number the Credit Order will be applied to.
  • The credit order date
  • The total amount of the Credit Order
  • The credit order reason description

To create a new Credit Order

1. Select NEW CREDIT

2. Enter the customer ID code associated with the credit order.

If you are uncertain of the customer code, see Navigating Net Yield - Selecting a Customer ID Code.

If the customer does not have any invoices in which to apply a credit order , the following message will appear: " No invoice found for Customer ID !!! Space Bar to Continue" , Press the space bar to enter a different Customer Id.

3. A Select A Credit or Add A Credit for " Customer Name" window will appear with the following options: NEW CREDIT, a list of existing credit orders for the customer.

• NEW CREDIT – Select NEW CREDIT to add a new credit order.
• A list of Open, Approved, and Ready credit orders for the customer.
  • To View or Change an existing credit order , scroll to the credit order on the list and press enter
  • See Changing Credit Orders for more Information.
  • See Credit Orders for a list of field definitions.
• EXIT – Select EXIT to exit the credit order entry screen for this customer and return to the Customer field.

Select NEW CREDITto enter a new credit order.

A Select An Invoice To Credit window will display a list of the last 19 unpaid invoices. If there are more than 19 unpaid invoices, an "Enter Invoice Number" option will appear to manually enter the Invoice Number to credit. The window will display the following information

• The invoice date
• The Invoice Number
• The original invoice amount
• The Customer PO number
• The Unpaid balance of the invoice

Scroll to the invoice from the list and press Enter or select "Enter Invoice Number" and manually enter the invoice number to credit .

The following fields will appear in the Credit Order Header section:

• Customer - The Customer ID
• Name - The Customer Name
• Credit Order Status - When adding a new credit order, the Order Number will display as "OPEN"
• OPEN – The credit order is opened but not approved to invoice.
• APPROVED – The credit order is approved but not made ready to invoice.
• READY – The credit order is ready to invoice.
• Order - the credit order number. When adding a new credit order, the Order number will display as "NEW"
• Invoice - the invoice number and invoice date for the invoice being credited
• Opened - The date the credit order was opened. The open date equals the current system date
• Order - Enter an optional note to appear on the credit order
• Invoice - Enter an optional note to appear on the credit invoice
• Credit Date - the credit date will default as today's date or the original invoice date based on the Invoice Date for Credit Orders setting in Receivables Options. Press Enter to accept the date that was defaulted or enter a new date
• Reason - Select the default credit order reason, enter the credit order reason id or hit F3 to select the credit order reason from the list of reasons defined in Credit Order Reasons.The first credit order reason in the table is the default credit order reason.
• Sale Rep - the sales rep id assigned to the invoice being credited.
• Cust PO - The customer PO on the invoice being credited.

A command line option will appear with the following message:

Reverse entire Invoice No/Yes

• Select Yes to automatically add all items shipped to the credit order and return all items shipped to inventory
  • Proceed to step 4 below
• Select No to manually add Items shipped on the invoice to the credit order

A Select An Item from Invoice (the invoice number being credited) window will appear displaying the following information:

• EXIT - Select EXIT to Exit from the item selection window
• A list of Items on the invoice selected with the following information:
  • Item Code
  • Item Name
  • The Quantity Available to Return, the Invoicing Unit of Measure and the selling price for the item on the invoice selected. The Quantity Available to Return is based on the quantity shipped on the invoice selected less the quantity returned on previously entered credit orders.
• OTHER ITEM - Select OTHER ITEM to add a price adjustment for an item that is not on the invoice but was deducted from this invoice.

Note: A credit for an unlotted or standard cost item that is not on the original invoice can be added to the credit order by selecting OTHER ITEM. The inventory cannot be added back to inventory.

To add an item to the credit, scroll to the item to credit and press Enter

• The following information will appear for the item:
  • Item- The Item mask for the item selected.
  • Item Name - the item name for the item selected.
  • Cool - The COOL Identity assigned to the item on the invoice selected.
  • Type - Return = the item was selected to be returned to inventory, Credit = the credit order line is for a price adjustment, Other = Item was not on the invoice selected.
  • Price -The amount of the price adjustment for a credit only credit order line or the amount invoiced on the original invoice if the item is being returned and the invoicing unit of measure..
  • Quantity - The quantity being credited.and the unit of measure based on the invoicing unit of measure for the quantity on the credit order.
  • Lot Number - The location and lot number or number of lots returned if more than one lot is being returned. A "R" in from of the lot number indicates the product has been added back to inventory.
  • Status -The quantity returned and status of the returned credit order line.
  • An "Open" status indicates that the returned item was been costed on the original invoice but not added back to inventory because the of the credit order has not been made Ready. The inventory will be returned to the lot selected when the credit order is made ready and the cost will be based on the original invoice cost.
  • An "Uncosted"status indicated the item being returned was not costed on the original invoice and the cost will be assigned to the returned item based on the cost of the original invoice when the credit order is made Ready.
  • A "Costed with Invoice"status indicates that the credit order was costed along with the original invoice when the Credit Order was made ready.

 

Two options will appear in the command line:

• Return Inventory – Select Return Inventory to return the item to inventory.
  • The COOL field will display the Cool Identity assigned to the item on the invoice
  • The Type will be Return to indicate the item will be returned to inventory
  • In the Quantity field, Enter the quantity to be returned
  • AnEnter return quantities window will display with the following fields:
    • Lot Shipped - The location and lot number or numbers shipped for lotted items and individually lot costed items or the lot used to cost unlotted items. If an unlotted item is not costed, the Enter return quantities window will not appear.
    • Date - The received date of the lot.
    • Available - the available quantity in the lot that can be returned. The Quantity Available to Return is based on the quantity shipped on the invoice selected less the quantity returned on previously entered credit orders.
    • Return - the quantity to return to the lot selected. The quantity entered cannot exceed the available quantity.
      • Enter the quantity to return and press enter to return to the lot shipped or press F5 to return to a new lot. The Item Info selection box will open where the new lot number and the item info attributes for the return lot can be entered
    • UN- the invoicing unit of measure for the item.
    • Return Lot - the returned lot number.
    • Cool - the cool identity for the lot.
    • The remaining item info attribute as for the lot.
    • Press F10 to Exit from the Enter return quantities window and continue entering the credit order.
    • The location and lot number or number of lots returned if more than one lot is being returned "Multiple" will display in the Lot Number column
    • The quantity returned and invoicing unit of measure and the status of "Open" will appear in the Status column.

• Credit Only -Select Credit Only to enter a price adjustment. This will not return the item to inventory.
  • Enter the per unit amount of the price adjustment.
  • Enter the quantity for the price adjustment.

  Example: A customer was invoiced for 100 lbs @ $1.50 per lb. To lower the selling price to $1.00, enter a credit order with 100 lbs not added back to inventory at a price of $.50.

  • If the item being returned is an Individually lot costed type item, AnEnter return quantities window will display. See Return to Inventory above for more information on the Enter return quantities window.
    • Scroll to the lot or lots to assign to the price adjustment

To add items to the credit order that were not on the invoice being credited:

• Select OTHER ITEM
• In the Item field - Enter the item group code in the Item field. Select the item from the list. See Navigating Net Yield - Selecting an Item Code for directions on how to enter an item code
• Enter the per unit amount of the price adjustment
• Enter the quantity for the price adjustment

 

To add order line text messages to the credit order:

• Select OTHER ITEM
• Enter /// for the item group.
• A box will appear where a credit order line message with the option to have the message appear on the printing credit order.

• O – Enter O to have the order printed on the credit order

• I – Enter I to have the message printed on the credit invoice.
• B – Enter B to have the message appear on both the credit order and invoice.

Note: Items added to the credit order as OTHER ITEMS cannot be added back to inventory.

4. Command options allow you to Add, Change, Delete, Text, Finish(X), Void, and Exit.

• Add – Select Add to add additional line items to the credit order.
  • Select the item from the list of items to add more items that were shipped on the invoice or Other Item to enter items not shipped on the invoice or to enter a credit order message line by entering /// for the item groups . See adding items other items and adding text messages above for more details.
• Change – Select Change to edit a line item already entered on this order. Highlight the line to be changed and press Enter. Enter the desired changes or press Enter to accept the existing entries. See Changing Credit Orders for more information.
• Delete – Select Delete to delete a line item already entered on the order. Select the line to be deleted and press Enter.
• Text – Select Text to add descriptive text to a specific item. Highlight the line to be described and press Enter. Type the information desired and press Enter. The item name will reappear with an asterisk (*) indicating the text has been entered.
• Header - Select header to return to the header section to make changes to the credit order header information. See Changing Credit Orders for more information.
• Finish (X) – Select Finish to finish the credit order. Proceed to Finishing Credit Orders.
• Void – Select Void to void the credit order. See Voiding Credit Orders.
• Exit – Select Exit to exit the credit order. The following message displays: “Credit Order was Changed!! Exit anyway? No/Yes.”
  • Select no to return to the command options.
  • Select yes to exit without adding the credit order or saving the changes.

BEST PRACTICES: If the order was invoiced by mistake (i.e. a void) then select Yes to the Reverse entire Invoice command when creating the credit order.

Note: If an invoice is a summary invoice items cannot be added back to inventory.

Note: The total quantity added back to inventory for all credit orders for the item cannot exceed the shipped quantity. If the item is lotted or individually lot costed and the item is the quantity entered exceeds the total amount shipped less any prior credit orders, the following message line appears: “No lots found to credit or all lots already returned !!! Space bar to return." If the item is unlotted, the message line reads: "Only (available balance) available for return to inventory !!! Space bar to continue.”

For more information on the Credit Orders option see Credit Orders.

Security Required : Sales - Credit Orders