Information Systems:CCP - Miscellaneous Billing - Revision history

Norwinu: Norwinu moved page Information Systems:Miscellaneous Billing to Information Systems:CCP - Miscellaneous Billing

2016-07-07T16:18:00Z

Norwinu moved page Information Systems:Miscellaneous Billing to Information Systems:CCP - Miscellaneous Billing

Norwinu at 16:17, 7 July 2016

2016-07-07T16:17:52Z

New page

In the 'contract' part of CCP (Customer/Contract Pricing), we can enter rebates from the vendor. COOP, which are co-op fees as the contract level, or VEDI, which are vendor debits at the item level.

Bills to the vendor or rep are generated automatically, based on the entered parameters.

==Co-op Fees==

These are entered at the contract level.

2/09/16 12:12:49 uniPHARM -- PRODUCTION CXRIU410/UPDATE
UPDATE UX - Enter/Update Contract Level Billing PRODUCTION 1.00

'''Contract #'''
BNA007BLIS BLISTEX JULY MEMO

'''Seq # Class Timing Billing Date'''
10 COOP LAST SALE Last day of the sale 00 00

'''For Cust/Vend/Broker'''
BROK 10102 BLISTEX/ZARINA CONFECTIONER

'''Method Bill Basis $/Funds % $ per Unit'''
APDED FIXEDAMT 250.00 CAD .000 .000

'''Cost Centre Project Acct Bypass'''
IFP 007 N

'''Added by User/Date Last Updated User/Dte Posted Date'''
SHELLYL JUN 12 14 SHELLYL JUN 12 14 JUL 31 14

==='''Timing''' determines when the bill is generated===

FIRST SALE First day of the sale uses sales start date on the contract header
LAST SALE Last day of the sale uses sales end date on the contract header
PO RECEIPT Receipt of the first PO looks for PO's with the contract number in the shipment mark
SPEC DATE On billing date specified uses the billing date on this record

==='''Bill Basis''' determines how to calculate the amount of the fee===

AMTPURCH % of Total amount purchased unbilled PO receipts with this contract # in shipment mark
AMTSOLD % of Total amount sold sales for all items on this contract, since last bill date
FIXEDAMT Fixed amount amount from this record
UNITPURCH $ per unit purchased unbilled PO receipts with this contract # in shipment mark
UNITSOLD $ per unit sold sales for all items on this contract, since last bill date

Notice the difference in the way purchase orders and sales orders are described, even though they both look for the contract or promo number in the shipment mark. The shipment mark on a sales order will always be populated when the store gets the special prices, but it is not unusual for us to get the special price on purchase orders ordered outside the order window. The buyer can then go in InfoNet and update the shipment mark. Which means these programs have to look at more than just the last billed date. File CXPORECP contains a record of every PO line that has had a bill generated. If a PO line has the correct shipment mark, but is not in this file, it will be billed, then added.

The three fields that follow - $, %, and $ per unit - give the rates used to calculate the billing amount.

$ used when the billing basis is fixed amount
% used when the billing basis is amount purchased or amount sold
$ per unit used when the billing basis is units purchased or units sold

==='''Method''' determines how the vendor or rep is to be billed===

APCRD A/P credit will apply a credit against the vendor's A/P account
APCS A/P car stock will get equivalent value in car stock
APDED A/P Deduction will be deducted from the invoice for goods received
ARCHQ A/R Cheque
REPRT Report only

This is defaulted from field 'User Defined Alpha Field 1' on file SROLMA (A/P supplier file).

===Cost Centre and Project===

These are used in conjunction with the entry in the ‘Misc Billing Item and G/L’ (UX BILLITEM) table to build the account to which the billing will be posted. The cost centre will normally be obtained from the first three characters of the contract code, and the project from the next three.

==='''For Cust/Vend/Broker''' indicates to whom the bill is to be sent===

This indicates to whom the sales order and A/R invoice will be sent. It is defaulted from field 'User Defined Alpha Field 5' on file SROLMA (A/P supplier file).

If the 'Method' begins with 'AP', the vendor will be charged in A/P; even if the A/R charge is to the broker.

==Vendor Debit==

These are entered at the item level.

2/09/16 12:32:54 uniPHARM --Volume test CXRIU330/UPDATE
UPDATE UX - Enter Contract Item Further Details VOLUME 1.00

'''Contract # Vendor # Broker #'''
SH-DL-0811 ZERO BARS 22547 22547

'''Item'''
R 00874529 ZERO BARS GOLD 50GM DARK

'''Seq # Type For Warehouse Timing $ or % UOM Margin %'''
22 VEDI VEND *ANY PO REC 1.930 CAD BX

'''Applies to Acct Effect EDL Zone Price List Rebates?'''
NET VEND APDED *ANY *ANY N

'''Bill on Date Send Bill to Billing Line Description Bill Backs?'''
00 00 10843 N

'''Added by User/Date Last Upd by User/Date Posted Date'''
NORMAM AUG 10 15 NORMAM AUG 10 15 AUG 16 15

==='''Timing''' determines when the bill is generated===

MONTHLY At end of each month on the first of the month
PO REC On receipt of PO receipt of this item with contract # in shipment mark, since last bill date
SALE At time of sale sale for this item with contract # in shipment mark, since last bill date
SLS END At end of sales period after sales end date on the contract header
SPEC DT On billing date specified bill on date from this record

==='''Timing''' also determines how the amount is calculated===

MONTHLY At end of each month unbilled receipts of this item with contract # in shipment mark
PO REC On receipt of PO unbilled receipts of this item with contract # in shipment mark
SALE At time of sale sales for this item with contract # in shipment mark, since last bill date
SLS END At end of sales period sales for this item with contract # in shipment mark
SPEC DT On billing date specified receipts of this item with contract # in shipment mark

Notice the difference in the way purchase orders and sales orders are described, even though they both look for the contract or promo number in the shipment mark. The shipment mark on a sales order will always be populated when the store gets the special prices, but it is not unusual for us to get the special price on purchase orders ordered outside the order window. The buyer can then go in InfoNet and update the shipment mark. Which means these programs have to look at more than just the last billed date. File CXPORECP contains a record of every PO line that has had a bill generated. If a PO line has the correct shipment mark, but is not in this file, it will be billed, then added.

==='''Applies to''' determines in which price calculation this is used===

Note - be very careful in the use of this field.

MEMO Memo not used in any price calculation
NET SALE Net Sales Price affects our selling price
NET VEND Net Vendor Price affects our purchase price
PRICE TICK Price Ticket affects suggested retail price

==='''Accounting Effect'''===

*NONE No Accounting Effect
APCRD A/P Credit transaction will be transferred from A/R to A/P
APDED A/P Deduction transaction will be transferred from A/R to A/P
ARCHQ A/R Cheque
PO PRICE Purchase Order Price
REDUCECOST Reduce cost and print report
REPORT Report on

==='''Send Bill to'''===

This is automatically filled in, but can be changed if necessary. If the ‘For’ (for use) field is BROK, the broker number from the contract will be used. If it is VEND, the vendor number will be. If these fields are blank, the main supplier from the item master file will be used.

==='''$ or %''' – How the Debit will be Calculated===

$ debit will be the dollar amount times the quantity received/sold, adjusted to the correct units of measure
% debit will be a percentage of the received/sold amount

==='''For Use''' – who will get the invoice===

VEND the vendor will be billed
BROK the broker will be billed

==Programs==

===CXBILL01 - Contract Header Level Billing (COOP Fees)===

Using the values entered in 'Contract Level Billing', a bill is calculated and added to file CXBITMP (CCP - miscellaneous billing item work file).

This will run every night as part of the end of day processing. It will read the file CXBILLP (CONTRACTS – Miscellaneous Billings Master) and search for records that have not yet been billed, and are not flagged to bypass accounting. The ‘timing’ field is used to determine whether or not this record should be billed. ‘Spec Date’ will use the ‘billing date’ from the billing record; ‘First Sale’ and ‘Last Sale’ will use the sales dates from the contract header; ‘PO Receipt’ will bill as soon as an item with this contract number as a shipment mark is received. (Note- as this will run after midnight, the dates to be billed are compared to yesterday’s date.)

The ‘bill basis’ field, and the three billing fields, are used to calculate the amount. ‘Amtpurch’ and ‘Unitpurch’ will read the purchase order file for received items with this contract number as a shipment mark. (Only purchase order types that update onhand stock will be included.) ‘Amtsold’ and ‘Unitsold’ will read the sales order file for invoiced items with this contract number as a shipment mark. (Only sales order types that affect demand will be included.)

===CXBILL02 - Contract Detail Level Billing (VEDI)===

Using the values entered in 'Contract Item Further Details', a bill is calculated and added to file CXBITMP (CCP - miscellaneous billing item work file).

This will run every night as part of the end of day processing. It will read the file CXITPRP (Contract Item Prices) and search for records that have not yet been billed, and that have an amount or percent (pricing records are added according to a template, whether or not they are going to be used). The ‘timing’ field is used to determine whether or not this record should be billed. ‘Spec Date’ will use the ‘billing date’ from the item details record; ‘Sls End’ will use the sales dates from the contract header; ‘PO Rec’ will bill as soon as this item with this contract number as a shipment mark is received. (Note- as this will run after midnight, the dates to be billed are compared to yesterday’s date.)

Depending on the ‘timing’ field, this item with this contract as shipment mark will be read from either the purchase order file for received items, or the sales order file for invoiced items. (Only purchase order types that update on hand stock, and sales order types that affect demand will be included.) All quantities are converted to the same unit of measure as the billing record.

The ‘timing’ field, and the '$ or %' field, are used to calculate the amount. ‘MONTHLY’ and ‘PO Rec’ will read the purchase order file for this item with this contract number as a shipment mark. (Only purchase order types that update onhand stock will be included.) ‘SALE’ and ‘SLS END’ will read the sales order file for invoiced items with this contract number as a shipment mark. (Only sales order types that affect demand will be included.)

===CXBILL03 - Generate Bill===

Note that a bill is only created if the total is greater than $10.

File CXBITMP (CCP - miscellaneous billing item work file) is read. One bill is created for each contract number / bill type (COOP or VEDI) / bill to vendor / charge to vendor / accounting effect. Each PO number and item number will build a separate line. (The 'bill to' vendor gets the A/R charge, and the 'charge to' vendor gets the A/P one.)

We have to show the item on the sales order (in the comments) for the vendor's information; but we must bill to a fictitious item. Table UX BILLITEM indicates the number to use.

Records are added to IOP files IOPHDRP (IOP - Order headers to be posted to ASW), IOPLINP (IOP - Order lines to be posted to ASW), IOPEXTP (IOP - Order line extension file).

IOPPOS00 (IOP -- Run all prechecks and post to ASW) is called to move generated orders from IOP into ASW's EDI files, then use base programs to process them.

The ‘method’ field indicates how the bill will be paid. All miscellaneous billing will start as an A/R invoice to the person or company in the ‘for’ and ‘cust/vend/broker’ fields. If method is ‘ARCHQ’, the bill will be left in A/R. For the other methods, ‘APCRD’, ‘APCS’, and ‘APDED’, the transaction will be automatically transferred from A/R to A/P by adding a reversal to file SROKBA (A/R batch input file, invoices) and adding to file SROLBA (A/P Batch input file, invoices) to the account of this contract’s vendor. For both, G/L transactions are added to file SROIBT (Interface accounting trans.from pre-system) to transfer amount from 120000 to 210000.

The 'type' of the generated transaction depends on the 'Method' or 'Accounting Effect'

ACR APCRD A/P Credit
ADU APDED A/P Deduction

This billing record in CXBITMP (CCP - miscellaneous billing item work file) will be set to billed. There can be two values; ‘Y’ meaning that it has been billed (no more changes can be made to this record), or ‘P’ meaning that it is partially billed. This is applicable when the timing is ‘PO RECEIPT’ and billing basis in anything other than ‘FIXEDAMT’. This would be used to bill either ‘AMTPURCH’ or UNITPURCH’ every time a purchase order is received.

GCFC851 (Interface accounting transfer) is then called to post to the ASW transaction files.

===CXBILL06 - Update Transaction Numbers in A/P and A/R to Match Invoice===

When CXBILL03 created the transfer from A/R to A/P, the original bill had not yet been invoiced. So the sales order number was used instead on invoice number. That makes it difficult to match all the transactions together. This program, which is run after the invoice has been generated, uses the sales order number to read the invoice header, and get the invoice number. When it updates this, it places an 'X' in the very right of the text field to indicate this has been done.

===CXBILL07 - AutoSettle A/R Invoice with Generated Transfer===

Reads unsettles ACR and ADU transactions from file SRODTA (A/R Transaction file). If an unsettled record with document type INV, the same document number, and the same but reversed amount is found, settle them against each other. Records are added to SROVPH (A/R Settlement path heading), SROVPX (A/R Settlement path index); and records in SRODTA (A/R Transaction file) are marked as settled.

==Process==

These programs cannot just run one after the other. CXBILL07 cannot run until after DIS to FIN has posted transactions for the day.

EODUPD CXBILL03
CXBILL06
DIS to FIN
CXBILL01
CXBILL02
CXBILL07

Based on the above information, a sales order (order type MC - Miscellaneous Billing Credit, or MI - Miscellaneous Billing Invoice) is created.

and added into IOP. IOP then moves it into the EDI files, and posts to ASW. Because both these order types are set up with direct invoicing, the invoices will automatically generated right away. The A/R transaction that is generated will be posted during the overn

==Generate Billing==

Every night, [[CXBILL03C]], [[CXBILL06]], [[CXBILL]], and [[CXBILL07]] are called from [[EODUPD]].

[[Category: Extensions]]

Sheilav: /* CXBILL03 - Generate Bill */

2016-03-15T23:23:58Z

CXBILL03 - Generate Bill

Sheilav at 20:06, 7 March 2016

2016-03-07T20:06:27Z

Sheilav: /* For Cust/Vend/Broker indicates to whom the bill is to be sent */

2016-03-07T19:45:16Z

For Cust/Vend/Broker indicates to whom the bill is to be sent

Sheilav: /* For Use – who will get the invoice */

2016-03-07T19:38:19Z

For Use – who will get the invoice

Sheilav: /* $ or % – How the Debit will be Calculated */

2016-03-07T19:37:51Z

$ or % – How the Debit will be Calculated

Sheilav at 01:04, 3 March 2016

2016-03-03T01:04:48Z

Sheilav at 23:00, 2 March 2016

2016-03-02T23:00:53Z

Sheilav at 23:34, 29 February 2016

2016-02-29T23:34:10Z

@@ Line 143: / Line 143: @@
  APCRD    ACR
  APDED    ADU
 ===CXBILL06 - Update Transaction Numbers in A/P and A/R to Match Invoice===
@@ Line 152: / Line 149: @@
 When CXBILL03 created the transfer from A/R to A/P, the original bill had not yet been invoiced.  So the sales order number was used instead.  That makes it difficult to match all the transactions together.  This program, which is run after the invoice has been generated, uses the sales order number to read the invoice header, and get the invoice number.  When it updates this, it places an 'X' in the very right of the text field to indicate this has been done.
-===CXBILL07 - AutoSettle A/R Invoice and Generated Transfer===
+===CXBILL07 - AutoSettle A/R Invoice with Generated Transfer===

← Older revision		Revision as of 23:23, 15 March 2016
Line 178:		Line 178:

	Records are added to IOP files IOPHDRP (IOP - Order headers to be posted to ASW), IOPLINP (IOP - Order lines to be posted to ASW), IOPEXTP (IOP - Order line extension file).		Records are added to IOP files IOPHDRP (IOP - Order headers to be posted to ASW), IOPLINP (IOP - Order lines to be posted to ASW), IOPEXTP (IOP - Order line extension file).
		+
		+	IOPPOS00 (IOP -- Run all prechecks and post to ASW) is called to move generated orders from IOP into ASW's EDI files, then use base programs to process them.

	The ‘method’ field indicates how the bill will be paid. All miscellaneous billing will start as an A/R invoice to the person or company in the ‘for’ and ‘cust/vend/broker’ fields. If method is ‘ARCHQ’, the bill will be left in A/R. For the other methods, ‘APCRD’, ‘APCS’, and ‘APDED’, the transaction will be automatically transferred from A/R to A/P by adding a reversal to file SROKBA (A/R batch input file, invoices) and adding to file SROLBA (A/P Batch input file, invoices) to the account of this contract’s vendor. For both, G/L transactions are added to file SROIBT (Interface accounting trans.from pre-system) to transfer amount from 120000 to 210000.		The ‘method’ field indicates how the bill will be paid. All miscellaneous billing will start as an A/R invoice to the person or company in the ‘for’ and ‘cust/vend/broker’ fields. If method is ‘ARCHQ’, the bill will be left in A/R. For the other methods, ‘APCRD’, ‘APCS’, and ‘APDED’, the transaction will be automatically transferred from A/R to A/P by adding a reversal to file SROKBA (A/R batch input file, invoices) and adding to file SROLBA (A/P Batch input file, invoices) to the account of this contract’s vendor. For both, G/L transactions are added to file SROIBT (Interface accounting trans.from pre-system) to transfer amount from 120000 to 210000.

@@ Line 60: / Line 60: @@
  REPRT         Report only
 ===Cost Centre and Project===
@@ Line 67: / Line 68: @@
 ==='''For Cust/Vend/Broker''' indicates to whom the bill is to be sent===
-This indicates to whom the sales order and A/R invoice will be sent.
+This indicates to whom the sales order and A/R invoice will be sent.  It is defaulted from field 'User Defined Alpha Field 5' on file SROLMA (A/P supplier file).
 ==Vendor Debit==

← Older revision		Revision as of 19:45, 7 March 2016
Line 66:		Line 66:

	==='''For Cust/Vend/Broker''' indicates to whom the bill is to be sent===		==='''For Cust/Vend/Broker''' indicates to whom the bill is to be sent===
		+
		+	This indicates to whom the sales order and A/R invoice will be sent.

	==Vendor Debit==		==Vendor Debit==

@@ Line 138: / Line 138: @@
  %     debit will be a percentage of the received/sold amount
-===For Use – who will get the invoice===
+==='''For Use''' – who will get the invoice===
  VEND     the vendor will be billed

@@ Line 133: / Line 133: @@
 This is automatically filled in, but can be changed if necessary.  If the ‘For’ (for use) field is BROK, the broker number from the contract will be used.  If it is VEND, the vendor number will be.  If these fields are blank, the main supplier from the item master file will be used.
-===$ or % – How the Debit will be Calculated===
+==='''$ or %''' – How the Debit will be Calculated===
  $     debit will be the dollar amount times the quantity received/sold, adjusted to the correct units of measure
  %     debit will be a percentage of the received/sold amount
 ===For Use – who will get the invoice===

@@ Line 44: / Line 44: @@
 Notice the difference in the way purchase orders and sales orders are described, even though they both look for the contract or promo number in the shipment mark.  The shipment mark on a sales order will always be populated when the store gets the special prices, but it is not unusual for us to get the special price on purchase orders ordered outside the order window. The buyer can then go in InfoNet and update the shipment mark.  Which means these programs have to look at more than just the last billed date.  File CXPORECP contains a record of every PO line that has had a bill generated. If a PO line has the correct shipment mark, but is not in this file, it will be billed, then added.
 ==='''Method''' determines how the vendor or rep is to be billed===
- APCRD         A/P credit                   transaction will be transferred from A/R to A/P
+ APCRD         A/P credit                   will apply a credit against the vendor's A/P account
- APCS          A/P car stock                transaction will be transferred from A/R to A/P
+ APCS          A/P car stock                will get equivalent value in car stock
- APDED         A/P Deduction                transaction will be transferred from A/R to A/P
+ APDED         A/P Deduction                will be deducted from the invoice for goods received
  ARCHQ         A/R Cheque
  REPRT         Report only
 ==='''For Cust/Vend/Broker''' indicates to whom the bill is to be sent===
@@ Line 98: / Line 110: @@
 Notice the difference in the way purchase orders and sales orders are described, even though they both look for the contract or promo number in the shipment mark.  The shipment mark on a sales order will always be populated when the store gets the special prices, but it is not unusual for us to get the special price on purchase orders ordered outside the order window. The buyer can then go in InfoNet and update the shipment mark.  Which means these programs have to look at more than just the last billed date.  File CXPORECP contains a record of every PO line that has had a bill generated. If a PO line has the correct shipment mark, but is not in this file, it will be billed, then added.
-==='''Applies to'''===
+==='''Applies to''' determines in which price calculation this is used===
- PRICE TICK    Price Ticket
+ NET SALE      Net Sales Price     affects our selling price
 ==='''Accounting Effect'''===
@@ Line 116: / Line 130: @@
 ==='''Send Bill to'''===
 ==Programs==
@@ Line 122: / Line 149: @@
 Using the values entered in 'Contract Level Billing', a bill is calculated and added to file CXBITMP (CCP - miscellaneous billing item work file).
 ===CXBILL02 - Contract Detail Level Billing (VEDI)===
 Using the values entered in 'Contract Item Further Details', a bill is calculated and added to file CXBITMP (CCP - miscellaneous billing item work file).
 ===CXBILL03 - Generate Bill===
@@ Line 137: / Line 175: @@
 Records are added to IOP files IOPHDRP (IOP - Order headers to be posted to ASW), IOPLINP (IOP - Order lines to be posted to ASW), IOPEXTP (IOP - Order line extension file).
 The 'type' of the generated transaction depends on the 'Method' or 'Accounting Effect'
@@ Line 144: / Line 181: @@
  ACR    APCRD    A/P Credit
  ADU    APDED    A/P Deduction
 GCFC851 (Interface accounting transfer) is then called to post to the ASW transaction files.
@@ Line 157: / Line 196: @@
 ==Process==
-These programs cannot just run one after the other.  CXBILL06 and 07 cannot run until after DIS to FIN has posted transactions for the day.
+These programs cannot just run one after the other.  CXBILL07 cannot run until after DIS to FIN has posted transactions for the day.
  EODUPD   CXBILL03