VSS CLIENT CONNECTION
JULY 2003
HANDLING
PREPAYMENTS/DEPOSITS
PURPOSE
The purpose of this new set of programs & modifications is to automate the handling and tracking of customer pre-payments/deposits and assure that product is not released unless all shipped product has been paid for and a deposit remains on account for at least 50% of the remaining (unshipped) product , All related orders (original order, back-orders, credit memos, debit memos, payments, cash adjustments, master releases) are taken into consideration for the purpose of tracking the amounts taken, amount left on deposit, amount required for deposit, etc.
WHICH CUSTOMERS ARE HANDLED THIS WAY:
This does NOT involve all customers. A flag is added to the customer master asking if he should be included in this new set of "prepayment/deposit" programs or not .
GENERAL SEQUENCE:
1. ORDER ENTRY:
the order will automatically be changed to a "master release order" (order-type MR). The packing slip will NOT print.
2. ENTER CASH: (IQ/8):
The IQ/8 screen has been simplified as shown below. The required amount of cash
Is shown on the screen (AMOUNT DUE NOW) and the program will NOT accept a
A lesser amount (although it will accept a greater amount up to the entire amount)
3. RELEASE
PRODUCT (IQ/1/1)
call up the order in IQ/1/1 and Master Release the products he's taking. This program will NOT allow product to be released unless money is already on deposit to cover that amount plus a remaining 50% of all product still on back-order for this sales order. If not enough money has been taken in then a prompt will display showing the additional amount required.
YOU MUST FIRST RECEIVE MORE
CASH: minimum of $123.00
The packing slip will now print. The "release" will be given an order-type of "R" and an order number of the original order number suffixed by "." and the next sequential number (order 123 would be released as 123.1, the next release would be 123.2, etc.)
4. AUTOMATIC CASH ADJUSTMENT:
When the customer pays cash/credit card, the cash is applied to the open order
(let's say, for example, that this is order 123)
When you first "release" product to him..it will be released as order# 123.1
The next "release" will be order# 123.2
The system will automatically make a cash adjustment applying the credit from
Order 123 to the amount owing on 123.1..123.2…etc.
5. PREPAID-INDEX
(PP-INDEX)
A major part of this system is the PP-INDEX a new file that we've created to keep track of all invoices, orders, back-orders, payments, debits, cash, etc. that relate to a given order.
In the example below for order 2898628 there has been money collected on three different entries and also three orders that were "released".
The "key" to this file is 2898628 (the base order number).
This file, then, allows us to always know the exact cumulative cash paid, adjustments made, open orders, billed orders, relating to this base order.
This file can be displayed (screen print below).
We also use it to compute the correct amount of the remaining deposit so that we can print it on cash receipts, invoices, display it on the screen, etc.
Here's an example of what this might look like for a particular order:
(you can access this thru iq/1/1 or thru iq/3)
