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Sale Methodologies

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Selling in Shop

To facilitate the creation of documents in the K2 IS, the Selling in Shop (Prodejka2_Hlavni.pas) tool (script) can be used in the case of retail selling.

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Preparation Before Running the Script

The tool (script) for retail selling works especially over the Sales Order module, but it can be also be set eg. as a button on the desktop.

Before running the script, it is necessary to set the following:

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The Parameters of the "Selling in Shop" Script

After running the script, a list of all existing Sales Order in the book set by the parameter will appear. If there is no existing confirmed Invoice on a Sales Order, it is possible to further edit the Sales Order - add or remove items. However, a Retail Sale is not designated to edit business transactions created in other way - this may cause a loss of information such as the method of transport, etc.

pim_352

Picture: Retail Sale - Book

We create a new business transaction with the Ins key.

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Entering a New Business Transaction

The main form will be displayed after pressing the Inskey: Retail Sale - Basic Data.

pim_353

Picture: New Sales Order Created by Retail Sale

A Customer card that is set by the Customer parameter is automatically inserted into the Sales order. The Payment method and the value of this field from the selected card is further displayed next to this field. The displayed text serves only for orientation, whether you can only invoice the sold goods to this customer or the customer has to pay on the spot. This control will be described in detail in the description of the Payment form. If the selected customer has already exceeded the allowed credit, this information will appear at the top of this form.

After the eventual selection of a customer, you can start to enter the items. Enter the Article Abbreviation / EAN into the Abbreviation / EAN field (in dependence on the VyhledavatZkratku parameter). If the article was not recognized, the book of Article or a message saying that the article was not found will be displayed depending on the ZobrazovatLookUp (DisplayLookUp) parameter. After successfully entering the article, a selling price (reflecting the price group and the other elements of pricing), the unit related to the loaded bar code, or a default Sale unit will be automatically loaded. If none of these units is set on the card, the basic stock unit is loaded. Fill in the other fields (Quantity, Price, Discount/UM). After confirmation of the value in the Discount field, an item is created. It will be displayed below in the list of items and the form is ready to enter other items. The field after which the item is finished and a new item is entering, can be set by the PosledniPole (LastField) parameter. You can thus continue in entering other items.

The summing data per document, i.e. the Total Incl. VAT, Total Excl. VAT and the Number of Items, are displayed in the left part of the form.

If the entered article is not in stock, there is a red frame around the Quantity field. In this case, not a Release Note, but a Reserving Card will be created (if the NevytvaretRezList parameter does not prohibit it). If the selling price is not defined on the Article card or if the price is zero, there is a frame around the Price/UM field.

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Picture: Credit exceeded, not in stock, zero price

In the list of items, it is possible to choose the current item depending on the settings of the ZmenaPolozky parameter, and display a standard Sale Item form, in which it is possible to change the required values in dependence on the user rights by double click or by the Enter key. The basic information about the item marked by the light indicator can also be seen under the list of items. If the light indicator is not active, (e.g. if you are entering a new item at the moment), the information about the last entered item is displayed here.

If at least one item exists in a processed Sales Order, the button Pay becomes active. Via this button, you can finish the entering of items and move to conclusion or payment of a Sales Order.

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Paying a Sales Order

Pressing the 'Pay' button on an unfinished Sales Order may complete the Sales Order, and it can be paid via the Payment form.

If you want to invoice the Sales Order, and the customer will pay for it later (e.g. via a bank transfer), select the Payment Method - Invoice option in the lower right part of the form, which is possible if the following conditions are met:

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Picture: Retail Sale - later payment via e.g. a bank transfer

In the case of invoicing, the Paid field is not being filled in, a receipt may not be printed out; you can only print the Invoice.

If you wish to get paid for the Sales Order immediately, choose the In Cash payment method in the lower right part of the form. This option is always available.

pim_348

Picture: Retail Sale - Payment In Cash

In such case, a list of available cash registers will appear in the left part according to the settings of parameters Pokladna1 - 7 (CashRegister1 - 7). In the picture, a default value is kept in the Pokladna1 (CashRegister1) parameter, the Pokladna2 (CashRegister2) parameter is set to the 'SP' value (i.e. cheque value). One of the buttons is always highlighted (darker colour), the entered payment will be paid by this cash register. Every time you newly open this form, the cash register set in the VychoziPokladna (DefaultCashRegister) parameter will be highlighted. In the picture, a cheque cash register is set by default (i.e. the value of the parameter = '1').

The amount that is to be paid by the given cash register is displayed inside the button. If this concerned e.g. a cash register for a foreign currency, the amount in this currency would be visible here. The amount stated in the button is also affected by the rounding according to the settings in the Payment Method described in the Rounding of Domestic Invoices Depending on The Payment Method chapter, which is set to the given cash register by the ZpusobPlatbyPokladna1 - 7 (PaymentMethodCashRegister1 - 7) parameters. If this is not set, the rounding from Client Parameters will be applied, while the Payment Method from the last entered payment will be utilized in the document.

In the right part, the total amount of the document is displayed in the Price to Pay field. Write the accepted value, which will be calculated into the highlighted cash register, into the Paid field. You can combine the cash registers. Once the sum of entered payments is higher than the total price, the difference that is to be returned to the customer will appear in the Return field.

If we leave '0' in the Paid field (just like in the picture) and press Ctrl+Enter, F11, or click on the OK button, the exact amount that is to be paid will be automatically paid/paid off by the set cash register. The script will behave similarly in the situation where we are to return the amount to a customer - the returned amount will be automatically subtracted from the default cash register. In such case, the payment method set by the PlatbaHotove (PaymentInCash) parameter will be set into the document.

An overview of entered payments is displayed in the lower left part of the form. You can also see there the amount and the cash register by which the payment has been made. Other entered payments are added into the same cash register.

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Calculation VAT From Above Method in the K2 IS

The VAT law enables to calculate the tax amount from below in a way that the tax amount will be set by a percentage from the price without the tax. The price with tax is then the sum of those two amounts. It is also possible to calculate the tax from above in a way that the total price with the tax is multiplied by a four-figure coefficient. The rounded tax calculated this way will be subtracted from the total price, and the price without tax will be calculated by this difference.

In this chapter we will show you how to set and use the VAT from above in the K2 IS.

This methodology is used in Sale only. Using it brings the following restrictions:

You can activate the VAT Calculation From Above option in the Books of Sale and edit it on Sale documents. The following applies:

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Settings in Books of Sale

Check the VAT calculation from above flag in the Books of Sale. This flag is automatically set into all business years of the same book and its value pasted into all newly created superior and free documents of Sale.

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Picture: Settings of VAT from above calculation

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Settings of Rounding in the Administration of Own Companies

In the Rounding tab in the Administration of Own Companies, perform the rounding for this method of calculation in the Gross row of the Invoice (for the VAT calculation from above).

Picture: Settings of Rounding in the Administration of own companies in the Client Parameters

The settings define how to round the price with taxes in particular rows of tax summary. The rounding of the VAT amounts in the VAT column will also be useful. If you usually have multiple tax types on one document, it is better to opt for more specific rounding, as this settings affect each line. If you choose the whole GBP, the rounding differences can be almost 1,50 GBP compared to the sum of particular items in a document with more than three tax types.

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Constant Settings for VAT Rates

In order to use this methodology, one must enter constants according to which the tax is to be calculated. The constants - or more accurately their decimal places - are given by the law. They can be set in the VAT Rates code list.

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Picture: Settings of coefficient for the VAT from above calculation

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Instalment Selling, Suspensions

Instalment invoices and suspensions are issued if we agreed with the customer about the suspension of payments.

Example: We have concluded the contract for a delivery of articles worth of 10,077.30 GBP (incl. VAT) with the customer. After performance of the subject matter of a contract, the customer has to pay 7,674.89 GBP. The amount of 2,402.41 GBP will be paid by the customer later in the five equal monthly instalments.

K2 IS Settings:

pic_3881

Picture: General settings of Books of Other Receivables determined for the register of instalments

pic_3882

Picture: Cards of Other Receivables - Instalment

pic_3890

Picture: Setting of Create Other Receivable / Liability from Invoice script parameters

Process:

pic_3885

Picture: Invoices Out - 2nd page

pic_3888

Picture: The form for the Automatic Payment by Internal Document function

pim_166.png

Picture: Internal Document - item

pic_3894

Picture: Invoice Out report with the parameter Payment = "1"

pic_3895

Picture: Initial form of the Create Other Receivable / Liability from Invoice script

pic_3893

Picture: Other Receivable - 1st deferred payment

pic_3892

Picture: Initial form of the Create Repeated Documents function

Posting:

For posting, use the following accounts:

311_1

-

Customers

311__2

-

Deferred payments

Invoice for the articles

311__1/604

8,328.34 GBP

 

311__1/343

1,748.95 GBP

Payment by internal document - Deferred payments

311__2/311__1

2,402.41 GBP

Payment of Invoice for the articles

221/311__1

7,674.89 GBP

Other Receivables - Deferred payments

does not post

5 x 15,000 CZK

Payments of deferred payments

221/311__2

5 x 15,000 CZK

We proceed in a similar way when deffering payments due to suspensions. Only when printing the invoice for the articles, the Payment parameter (Payments) should be set to the value "2". (This parameter changes the text "Paid" to text "Suspensions".)

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Create other receivable from an invoice

Process No.: ZAK019, FIN016

Script Id: FZAK019

File: FA_CreateOtherRelation.PAS

Script description: Run the script on the Invoice in. After you run it, the form, where the Firm, Cost centre, Contract code, Payment method and Description fields will be set by the invoice. Enter the book where the receivable should be created, the dates, Net amount, VAT rates or a card of other receivables, or eventually additional data. After you agreed with the form, the Other Receivable document will be created.

If the Tax type and the account are not entered, the setting will be filled by the book, where the document should be created.

The Invoice date should be filled depending on the Invoice date parameter, which is set in the book.

Address in the tree: [Sale][Other receivables]

Script parameters:

Account-

Other receivable / liability account.

Amount - 0

Doc. Net amount.

AmountFromInvoice - No

Yes - the amount is set by the Net Invoice amount.

Bank - bank code of the Invoice In

Bank code of other liability.

BankAccount - - bank code of the invoice in

Bank code of other liability.

Book-

The abbreviation of the Other receivables / liabilities books.

Card-

The abbreviation of the Other receivables / liabilities cards.

Confirm-

Yes - confirms the already created document.

ContractCode- contract code from an invoice

Abbreviation of contract code.

CostCentre- cost centre from an invoice

Abbreviation of cost centre.

Description- description from an invoice

Document description.

Firm- firm from an invoice

Document company.

InvoiceDate - current date

Accounting transaction date.

MaturityDate - current date

The due date of document.

NoInteractive - No

Yes - the input form will not be displayed.

PayMethod- payment method from an invoice

Document description.

RateOfVat-

Abbreviation of VAT rate for a doc. item.

TypeOfTax-

Doc. Tax type.

VAT- No

Yes - checks the VAT flag in a doc. header.

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Cession of Receivables

In this chapter, cession of receivables from the original creditor (cedent) to a new creditor (cessionary) is described.

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K2 IS Settiings
K2 IS Settings - Cedent:

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Picture: General settings of Books of Other Receivables, intended for the record of other receivables

pic_4176

Picture: Cards of Other receivables - ceded receivable

If you do not have the individual book for ceded receivables, set also the parameters:

If needed, you can set other parameters, such as Description, Payment Method ...

pic_4179

Picture: Setting of Create Other Receivable / Liability From Invoice script parameters

K2 IS Settings - Cessionary:

pic_4181

Picture: General settings of Books of Other Liabilities, intended for the record of purchased ceded receivables

pic_4182

Picture: Cards of Other Liabilities - the purchase of a ceded receivable

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Picture: General settings of Books of Other Receivables, intended for the record of other receivables towards the debtor

pic_4184

Picture: Card of Other Receivables - a receivable towards the debtor

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Ceding a Receivable to which no credit note has been created

Example 1: The creditor (cedent) records his own receivable (Invoice Out) with the nominal value of 100,000 GBP. There is no corrective item created for the receivable. The creditor sells the receivable for 85,000 GBP. The cessionary collects 95,000 GBP for the receivable.

A. Cedent

Solution:

1. Pay the original receivable for 100,000 GBP with an internal document. Enter the payment via two items - first item will be the amount for which you sell the receivable (receivable depreciation will be posted - tax cost), second one for the rest (receivable depreciation will be posted - no tax cost).

2. Create an other receivable towards the cessionary for 85,000 GBP.

3. Match the incoming payment from the cessionary (85,000 GBP) to other receivable.

Process:

1. Create an internal document (in the book where you set the posting key "O" - General type), by which you pay the origin receivable.

pic_4177

Picture: 1st item of internal document - the payment of Invoice Out in the amount for which you sell the receivable

pic_4178

Picture: 2nd item of internal document - the payment of Invoice Out - remaining amount

2. Create an other receivable towards the cessionary. The document can be created in the Book of Other Receivables, or manually by the script from the Invoice Out. Procedure of creating from an Invoice:

pic_4185

Picture: The initial form of the Create Other Receivable / Liability from Invoice script

pic_4186

Picture: Other Receivable - Basic data

pic_4202

Picture: Other Receivable - Item

3. Match the incoming payment from assignee to other receivable.

pic_4187

Picture: Bank Statement item - accepting a payment from the cessionary

Posting - cedent:

 

Debit Side Account

Credit Side Account

Amount

Initial balance - receivable

311

-

100,000 GBP

Receivable depreciation - tax cost (1st item of internal doc.)

546_1

311

85,000 GBP

Receivable depreciation - no tax cost (2nd item of internal doc.)

546_9

311

15,000 GBP

Income from the sale (other receivable)

315

646

85,000 GBP

Receipt of the payment

221

315

85,000 GBP

B. Cessionary

Solution:

1. Record an other receivable for 85,000 GBP towards the cedent.

2. Create an other receivable for 85,000 GBP towards the debtor (doc will not be posted).

3. Match the payment for 85,000 GBP sent to the cedent to the other receivable.

4. Divide the incoming payment from the debtor (95,000 GBP) into two items: Match the payment for 85,000 GBP to the other receivable, and enter the remaining amount (10,000 GBP) as income (post as earnings).

Process:

1. Go to the Book of Other Receivables created for purchasing ceded receivables, create a new document, and insert the card of Other Liability (created for purchasing the ceded receivable) into the item. Post the item.

pic_4191

Picture: Other Liability - Basic data

pic_4192

Picture: Other Liability - Item

2. Create a new document in the Book of Other Receivables, which has been created to record the receivables towards the debtor, and insert the card of Other Receivable, which has been created for receivables towards the debtor, into the item.

pic_4193

Picture: Other Receivable (towards debtor) - Basic data

pic_4194

Picture: Other Receivable - Item

3. Match the payment for 85,000 GBP with the other receivable.

pic_4195

Picture: Bank statement item - payment to cedent

4. Divide the incoming payment from the debtor (95,000 GBP) into two items:

pic_4196

Picture: Bank statement item - a payment from the debtor matched to an other receivable

pic_4197

Picture: Bank statement item - incomes from the sale of receivables

Posting - cessionary:

 

Debit Side Account

Credit Side Account

Amount

Purchase of receivable (other liability)

315

325

85,000 GBP

Payment to the cedent

325

221

85,000 GBP

Payment received from the debtor (in the amount of purchase of the receivable)

221

315

85,000 GBP

Payment received from the debtor (remaining amount)

221

648

10,000,-GBP

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Ceding a Receivable to which a credit note has been created

Example 2: The creditor (cedent) records his own receivable (Invoice Out) with the nominal value of 100,000 GBP. The receivable is more than 18 months past due, and a corrective item has been created for 50%. Creditor sells the receivable for 60,000 GBP. The cessionary collects 70,000 GBP for the receivable.

A. Cedent

Solution:

1. Pay the original receivable for 100,000 GBP with an internal document. Enter the payment by one item, which is posted as the receivable depreciation - tax cost (tax cost is the receivable value up to the amount of income resulting from its ceding and increased by creating a credit note).

2. Create other receivable for 60,000 GBP towards the cessionary.

3. Cancel the credit note to the Invoice Out (by internal doc.).

4. Match the incoming payment from the cessionary to the other receivable.

Process:

1. Create an internal document (in the book where you set the posting key "O" - General type), by which you pay the origin receivable.

2. Create an other receivable towards the cessionary. The document can be created in the Book of Other Receivables, or manually by the script from the Invoice Out. Procedure of creating from an Invoice:

3. In the book of internal documents (in the book, where is the posting key "O" - General type), create the document, with which you can cancel the credit note:

pic_4198

Picture: Internal document - basic data

pic_4199

Picture: Internal document (cancel corrective items) - Item

4. Match the incoming payment from assignee to other receivable.

Posting - cedent:

 

Debit Side Account

Credit Side Account

Amount

Initial balance - receivable

311

-

100,000 GBP

Initial balance - corrective item

-

391

50,000 GBP

Receivable depreciation - tax cost (internal doc.)

546_1

311

100,000 GBP

Income from the sale (other receivable)

315

646

60,000 GBP

Cancel corrective items (internal doc.)

391

558

50,000 GBP

Receipt of the payment

221

315

60,000 GBP

B. Cessionary

Solution:

1. Register other liability for 60,000 GBP to the cedent.

2. Create other receivable for 60,000 GBP to the debtor (the document will not be posted).

3. Create a credit note for 50% of acquisition, i.e. 30,000 GBP (by internal doc.).

4. Match the payment for 60,000 GBP sent to the cedent to the other liability.

5. Divide the incoming payment from the debtor (70,000 GBP) into two items: Match the payment for 60,000 GBP to the other receivable, and enter the remaining amount (10,000 GBP) as income (post as earnings).

6. Cancel the corrective item for 30,000GBP for the Invoice Out (by internal doc.).

Process:

1. Go to the Book of Other Receivables created for purchasing ceded receivables, create a new document, and insert the card of Other Liability (created for purchasing the ceded receivable) into the item. Post the item.

2. Create a new document in the Book of Other Receivables, which has been created to record the receivables towards the debtor, and insert the card of Other Receivable, which has been created for receivables towards the debtor, into the item.

3. In the book of internal documents (in the book, where is the posting key "O" - General type), create an internal document for the corrective item:

pic_4200

Picture: Internal document - basic data

pic_4201

Picture: Internal document (create corrective items) - Item

4. Match the payment for 60,000 GBP with the other liability.

5. Divide the incoming payment from the debtor (70,000 GBP) into two items:

6. Create an internal doc., by which you can cancel corrective item for 30,000 GBP. Follow the point 3, just change the accounts (DR Account = "391xxx", Cr Account = "558xxx").

Posting - cessionary:

 

Debit Side Account

Credit Side Account

Amount

Purchase of receivable (other liability)

315

325

60,000 GBP

Corrective items (internal doc.)

558

391

30,000 GBP

Payment to the cedent

325

221

60,000 GBP

Payment received from the debtor (in the amount of purchase of the receivable)

221

315

60,000 GBP

Payment received from the debtor (remaining amount)

221

648

10,000 GBP

Cancel corrective items (internal doc.)

391

558

30,000 GBP

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Commission

Commissions enable the K2 IS users to keep information about their business activity based on trading via Sales representatives. One may assign Sales representatives to individual customers and define the percentage of the representatives' commission. The commission percentage belongs to the given representative if a business deal is made. It is also possible to display invoices with commissions during a defined period, or to view selected Sales representatives, including the amount of their financial reward.

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Commission - Example

The example described in the following chapters demonstrates the individual stages of processing commissions. The first step is to select the commissions on a Customer card. The second part describes a variant, in which we pay the commission after issuing an Invoice regardless of the Invoice amount and of whether the Invoice is paid by the customer. The other variant is related to paying out commissions based on the amount paid for the Invoice. This option is described in the following chapter. A detailed explanation of the 'Commission Processing' form and the option to print the 'Overview of Acknowledged Commissions' is stated at the end of the example.

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Assigning Commissions

Example: Assign a Sales representative P003 (MSc John Smith) to the customer Demo Ltd.. This representative can claim 5% out of each deal.

Procedure:

pim_236.png

Picture: Inserting the percentage of a commission

Field description:

Commission Code

Select a Sales representative from the list, who will be be in charge of the given customer. You may also click on the field and create a new Sales representative with the Ins key.

Commission Percentage

The amount of commission in percentage.

Commission Description

A brief description of the commission.

pim_422.png

Picture: Inserting the 'PP' type of note

Note: If you wish to transfer the entry access right to the note as well, save the group's ID (the value of the Cis field) into the parameter of the above-mentioned script. The script with the parameter set this way may be activated only by those with the entry access right.

pim_237.png

Picture: The open form of the Invoices with Commission Filter function

Note: Commissions are always copied from the preceding step. If there is no note stated there, this step is skipped. I.e. if there is no note of the 'PP' type on the Invoice, the note will be loaded automatically from the Sales Order when activating the 'Commission' function. If it is not even there, it will be pasted from the customer. If the commission is not entered at the customer as well, a blank form will open.

Note: 2: If there are more notes of the 'PP' type existing, only the 1st found one will be processed in the documents.

Not including the commission from some of the Sale items:

If we insert a note with the '-' commission code and with some rate (0%) into an Article card or a Sale item, the turnover of this article will calculate with the entered percentage (0%). This includes situations of e.g. transport fees, Advances, etc., for which you do not add a commission to Sales representatives.

Suggestion for user adjustment:

You can add a note with a commission code of various Sales representatives to an Article card, or add a note of the corresponding representative with a different rate from the one in the header to a Sale item. In this case, the given item will calculate with the other entered rate. This allows you to influence various rates of commissions for various kinds of assortment, even when related to various Sales representatives. However, this variant is not set by default.

pim_421.png

Picture: The List of Invoices Issued by Commission report

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Acknowledging commissions regardless of the Invoice payment status

Example: Claims for commissions are evaluated once per month. Mr Smith can claim a commission for an issued Invoice for the Demo Ltd. company in the amount of 5% from 100,000 GBP. You want to note down into the system that the commission has been acknowledged in April 2007 in full amount (i.e. 5,500 GBP).

Procedure:

At the end of the month, run the Acknowledge Commissions function. Fill in the period which the Invoice must belong to into the initial form, so that the Invoice may be evaluated. E.g. if your internal methodology defines that the commission will not be acknowledged if the Invoice is older than a year, limit the selection of Invoices in this form.

PIM_553

Picture: Selecting a time interval for evaluation

After selecting the time interval, a form will appear, into which all the confirmed Invoices whose invoice date falls into the interval will load (in the case of evaluating regardless of the payment).

PIM_554

Picture: The Acknowledge Commissions form

In the upper part of the form, you can see an overview of Invoices corresponding to the initial conditions and selected crosses. Only the marked Invoices will be accepted. To indicate the invoices, use the buttons on the right.

The lower left part shows payments relevant to the Invoice on which the light indicator is situated in the upper part; an overview of the total commission amount stated to the same Invoice is situated on the right.

The Document button will show a preview of the Invoice which the light indicator is situated on. The Print button will print the Acknowledged Commissions report (its closer description is provided below). The Acknowledge Commissions button will prepare the notes of the 'PU' type for saving. These notes contain information about the acknowledged amount of the commission, and the date and period to which the commission has been acknowledged. At the same time, it will edit the values in the upper part of the form according to the acknowledged commissions. The Save button will save all the above-mentioned notes in the K2 IS. If you are not satisfied with the result of the acknowledgement, you can close the form with the Close button without saving the changes. The notes will not be saved in the K2 IS, and everything will be restored to the previous state when restarting.

The total of all commissions on displayed selected Invoices may be seen in the last row, i.e. if we had now acknowledged the commissions, how many of them would actually be acknowledged. The other information displays the same information only for the Sales representative from the Invoice on which the light indicator is positioned. The last field shows information about the number of marked Invoices.

Description of selected fields and columns of the upper part of the form:

Paid

Shows only at a fully paid Invoice. You may pre-set the cross with the chbPaidInFull parameter.

With Claim

Only the invoices with claims in absolute value higher than the value of the MinClaim parameter (0,499999 by default) will be displayed. You may pre-set the With Claim cross with the chbWithClaim parameter.

Commission Code

Checking the cross gives you access to the option of choosing one commission code. After choosing the code, only the Invoices relevant to the particular Sales representative will show. You may pre-set the cross with the chbCommissionCode parameter.

Search

Checking this field enables you to search and display already acknowledged commissions. Choose a period from business years to which the commissions are to be acknowledged. After you make your choice, only the Invoices to which a commission of any amount has been acknowledged in the selected period will appear.

Net (Gross)

The Net (Gross) of an Invoice. The display of columns depends on whether the commission is calculated from the Invoice's  Net or Gross, which is set by the Gross parameter.

Paid

The amount paid for the Invoice.

Claim

A calculated value according to the settings of the function parameters. You may edit it manually by pressing Enter, entering the requested value, and confirm it with Enter again.

Acknowledged

How much has been acknowledged for a given Invoice in previous commissions (eventually after or before saving).

Acknowledged in Period

How much has been acknowledged for the Invoice in the period for which the search is active. If the search is not checked, this column always remains null.

Total Comm./Invoice

Shows the maximum value that is to be paid in commissions for the Invoice. The claim is always calculated as Total Commission - Acknowledged.

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Acknowledging commissions in ratio according to how the Invoice has been paid

Example: Claims for commissions are evaluated once per month. You have issued a new Sales Order (and an Invoice) for the Demo company in the Net amount of 100,000 GBP, from which the amount of  70,000 GBP (83,300 GBP) has already been paid off by the company. Mr Smith may claim 70 % of his total commission for this Invoice. During the evaluation, we acknowledge him 3,500 GBP and, at the same time, it will become clear that the representative will get 1,500 GBP more for this Invoice after the customer has paid off the Invoice.

Procedure:

Issue a new Sales Order and an Invoice for the amount of 100,000 GBP for the Demo company. A note of the 'PP' type, the 003 Sales representative, and the commission rate of 5 % will be pasted into the Invoice from the previous settings. As the next step, add the Acknowledge Commissions script with the Payments parameter set to Yes into the tree or the F9 menu. Run the script. An initial window will open, where you can select the interval from which the Invoices are to be evaluated. If the Payments parameter is active, all confirmed Invoices with the 'PP' type of note, of which at least one payment has been processed in the selected interval, will be displayed. You can limit the selecting of Invoices via the crosses in the upper part of the form. These crosses, along with other buttons, are described above.

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Picture: Invoices corresponding to the conditions set for acknowledging commissions

Enter the period for which the commissions are processed into the Period field. In our case, it is June 2007. If a part of these commissions had already been processed before, you can select the name of the period and choose from the offered code list. Leave all of the Invoices to which you want to acknowledge a commission marked. The amount of the commission may also be edited manually by moving the cursor to the value, pressing Enter, entering the requested value, and confirming again with Enter. In order for the changes to be processed, press the Acknowledge Commission button. A message informing about the number of acknowledged commissions will appear. You could see in the picture, that we want to see only the Invoices with a non-null claim (respectively a claim lower than the value of the MinClaim parameter) (checked the With Claim cross), and so all of the marked Invoices disappeared after the acknowledgement. They will reappear again along with other Invoices that meet the initial conditions after cancelling the cross.

Attention: Notes about an acknowledged commission ('PU') will be created after pressing the Save button. If you close the form without saving, all progress will be lost!

Book Contents

Book Index

Overview of Acknowledged Commissions

Example: You wish to see an overview of all Invoices to which a commission has been acknowledged in the period of June 2007. You also want to print a document for the particular Sales representatives, based on which they can invoice the claimed commission.

Procedure:

In order to process commissions in a specific period, you need to print an overview of how much in total and to which representatives you are going to pay in commissions. Run the Acknowledge Commissions script and leave the complete interval of display in the initial form. Check the Search cross and choose the requested period - June 2007 in our case. All Invoices to which a commission has been acknowledged in that period will appear. In such case, the information about the amount of acknowledged commission in the period will appear in the Acknowledged in Period column. This amount may differ from the summation amount of Acknowledged, because a part of the commission for a specific Invoice may had already been acknowledged before, or outside the searched period.

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Picture: Found Invoices processed in the period of June 2007

This overview may be printed out with the Print button. This report may be run from the script only and only after saving all changes.

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Picture: The Commissions for Period report

If you want to print the overview for only one Sales representative, check the Commission Code cross before running the report and select the requested representative.

If you run the same report (by the same button) when the search is not checked, the report (after saving again) will print out the form contents, i.e. the Invoices that are currently displayed.

Book Contents

Book Index

Technical solution

List of files:

  • Programs and programming units:

 

RF_Provize.pas

The script is called by the registered functions through the RF_K2STD.PAS script, which uses the U_RF_K2.PAS unit. In the unit, the calling is defined as follows:

  • RFSAdd('RF_Provize.PAS', False, 102, 2, 0, 1); // After saving in the form SO
  • RFSAdd('RF_Provize.PAS', False, 103, 2, 0, 1); // After saving in the form IO
  • RFSAdd('RF_Provize.PAS', False, 103, 1, 1, 2); // After confirmation in the form IO

It is necessary to permit the registered script in the administration of registered scripts.

 

Provize_main.pas

The Acknowledge Commissions script determined for the processing of commissions.

 

Provize_form.pas

The auxiliary script to the Provize_main.pas script.

 

ProvizeProc.pas

Script for inserting a note of the 'PP' type on a Customer card (number of the form of the note = 01006).

 

FiltrProvize.pas

Script for filtering of Invoices Out with the note of the 'PP' type.

 

U_provize_konst, U_provize_období

Auxiliary units to the Provize_main.pas script.

 

  • Reports AM: in the K2/SESTAVYW/STANDARD directory

 

VF_Provize.am

The List of Invoices by Commission print report.

 

F_Provize.am

The Acknowledged Commissions print report executable only with the button from the Acknowledge Commissions script.

 

  • Forms: in the K2/SESTAVYW/STANDARD/FORM directory

 

DateOdDoKod.txt

Form to the FiltrProvize.pas script.

 

FProvize.txt

Form to the ProvizeProc.pas script.

 

Provize_form.dfm

Form to the Provize_Main.pas script.