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INTRODUCTION TO SALES

The Sales and Sales Order process in Compiere covers the business processes required for the creation of a quotation for a prospect or customer, sales order management, invoicing and the receipt of cash. This functionality is tightly integrated with Material Management and Customer Relationship Management.

QUOTE- TO- INVOICE

Compiere supports several purchasing functions, which are included in the Quote-to-Invoice procedure.

 
 
You can create a Quote, convert or copy it to a Sales Order and then generate a Customer Shipment or Invoice from it without entering all the information again.
 
Compiere allows you to handle different payment situations. You can switch between the following payment rules:

  • On Credit - Payment is entered as an Open Item
  • Cash - Entry generated in your Cashbook
  • Credit Card - Online payment processing
  • Check or ACH - Payments processed

The Sales Order is a control document for Shipments and Invoices, optionally for Receipts. The actual behavior is determined by the Target Document Type and the current Document Type.

THE WORKFLOW

Open the Workflow to enter the records necessary to create Sales Orders by clicking on the Sales Setup workflow from the Main Menu. .

The Business Partner

Important: Selecting a Business Partner in a Sales Order overwrites the following values (if they were defined): Price and Discount Schema, Invoice Rule and Schedule, Shipping Rule and Via, Payment Rule and Payment Term, Reference and Description.

You can set up a Business Partner that can be used as a template when a new Business Partner is entered using the New Record option from the Business Partner field.This template is identified in the Tenant window. For more information refer to the Common Functions and Commands Chapter.

Caution: When updating the Business Partner be careful not to update your template!

For more information on the Business Partner, refer to the Business Partners Chapter.

The User

Use this window to update the access for your Sales Representative. Every contact defined for a Business Partner is a User. If appropriate Roles are assigned to a User they can log in the system and have access to windows, reports, processes and workflows. Your Sales Representatives should be defined as Business Partners if you will be paying them commissions. They should also be defined as Employees with the Sales Representative check box selected.

For more information on the User, refer to the Implementation and Basic Settings Chapter.

The Sales Region

Use this window to define the Sales Region. These can be different regions where you do business. You can generate Reports on the basis of the Sales Region. Sales Regions can also be used when calculating commissions.

Enter a Search Key and Name for the Sales Region.

Enter a Description if desired. Select the Active check box to indicate this Sales Region is Active.

Select the Default check box if you want this Sales Region to be used as a default on new records where this field is used.

Select a Sales Rep, if desired for this Sales Region. Finally select the Summary Level check box if this is a Parent Entity.

When you have defined your Summary and Low Level entities you can use the tree dialog to drag and drop the entities to their appropriate position for reporting.

Commission

Use this window to define and maintain the rules used to calculate Commissions and Royalties. Define how and when you want the commissions to be calculated and whom to pay.

You can set up a Commission for Business Partners and Sales Representatives, who can be external. With this functionality you can handle licenses etc. You can pay multiple commissions for the same order or invoice (e.g. to the person entering the transaction, to the person responsible for sale of the product (category) and/or to the business partner (group).

Use the Commission tab to define the Name and Description to indicate why the commission will be paid.

Then you determine the Frequency type to use when calculating a commission to which Business Partner/Sales Rep the commission is to be paid.

Select a Charge to determine the Account element to use for posting. For more information on defining Charges, refer to the Utilities Chapter.

The Calculation Basis can be Order, Invoice or Receipt.

To copy your line values from an existing Commission, click on the Copy from button. To create new lines, move to the Commission Line tab.

The Commission Line tab defines the records to use and the calculation to use for generating commissions. You can have multiple lines which allows you to define different calculation rules for different Business Partners/Groups or Products/Categories.

Select the following criteria: Organization, Business Partner Group, Business Partner, Product Category, Product, Sales Region if you want to restrict this commission line to specific records.

Use the Commission only specified Orders to indicate that only Orders or Invoices where this Sales Rep is entered are included in the calculation of the commission.

The Calculation will then be based on the figures you entered in the Quantities or Amounts areas.

The Subtract Quantity specifies the Quantity to be subtracted before multiplication.

The Multiplier Quantity Value specifies the amount by which accumulated quantities will be multiplied for this commission run.

The Subtract Amount specifies the amount to subtract from the total amount prior to multiplication.

The Multiplier Amount specifies the amount by which the total amount generated by this commission will be multiplied.

Use the Positive only check box to indicate that the result of the calculation is ignored if it is negative. This means that negative commissions would not be generated.

Return to the Commission tab to generate the Commission. Click the Generate Commission button. For each period, you start the calculation of the commission after the transactions for that period are completed or closed.

Commission Run

Use the Commission Run window to review the result of generated commissions and to generate a Payable Invoice.

To open the Commission Run in Compiere, click on Commission Run from the Main Menu.

The Commission Run tab displays the Description and Grand Total for the Generated Commission.

Move to the Commission Amount tab to review the results of each Commission Line.

The Commission Line specifies the line that was used to generate this Commission amount.

The Converted Amount and Actual Quantity display the total amount and quantity for all documents (e.g. Invoices) used in this commission line.

The Commission Amount displays the total commission calculated for this commission line.

Move to the Commission Detail tab to review the sources used to calculate each Commission Line.

The Commission Detail tab displays the detail document information that was used in calculating the Commission Line amount.

Once the details have been reviewed for the entire Commission Run you can either change the Commission Lines and recalculate the Commissions or if the results are correct, return to Commission Run tab.

and select the Create Invoice button to generate an Accounts Payable Invoice for the Sales Representative.

The following window displays. Select OK to create the Invoice.

When the process has completed, a message is displayed indicating the Invoice number that was created.

THE SALES ORDER

Document Types

Six document types are predefined in the Sales Order process. You can also define your own document types. The document type determines the Document Sequence and the Name, which can be translated if you're using multilingual documents. Furthermore, the document type indicates to what generated documents it is linked.  Document Type can also override the default print format defined for all Sales Orders.

You might want to distinguish between different document types, e.g. Wholesale, Export, POS, etc. This is helpful as you can create specific document types for different situations. You can derive the GL category from the document type. Thus, Reporting can also be done from that perspective. This also allows for using different numbering sequences and print formats. For more information on Document Types, refer to the Performance Analysis Chapter.

The following Document Types are predefined. They can be renamed and copied according to your needs.

  • Proposal: Non-binding offer, which can be converted manually to any other Sales document type.
  • Quotation: Binding Offer, which automatically reserves stock and can be converted to any other Sales document type.
  • Standard Order: Batch driven, which automatically reserves stock. Shipment and Invoice can be generated manually or in batch.  Invoices can also be generated based on a defined schedule.
  • Warehouse Order: The goods are picked up with a Delivery Note. This type automatically generates a Shipment or Delivery Note. You can create the Invoice manually, in batch or on a defined schedule.
  • On Credit Order: The goods are picked up with an Invoice. This type automatically generates a Shipment and an Invoice. Once the goods are paid for you enter the payment manually.
  • POS Order: This document type is more flexible. The goods are picked up with an Invoice and optionally paid. The payment term could also be on account. This type automatically generates a Shipment, and Invoice and depending upon the payment terms a Payment.
  • PrePay Order: The Invoice is paid before the line items are shipped. The payment may be made directly in the Order or the Order may be linked to a Payment. After payment is made the Invoice and Shipment are automatically generated. This type is generally used in Web Stores.

When you complete a document that automatically generates additional documents selecting the Print button on the tool bar will print the generated document so you do not have to open another window. For example, if someone walks in for a Warehouse Order (invoice to be sent), when you select the Print button it will print the Delivery Note that has been automatically generated. On the other hand if someone walks in for a POS Order (they are paying and taking the goods). When you select the Print button it will print the Invoice that has been automatically generated. That is the appropriate document to give to the customer.

When a Shipment is automatically generated it assumes that the product is in house and adjusts the stock. If the system inventory level is less than the shipped quantity then that product will show a negative quantity. This is known as a delivery rule of 'Force'. You may prevent this from occurring at the Warehouse level by checking the Disallow Negative Inventory check box.  Negative Inventory amounts can be adjusted via Physical Inventory. For more information on Physical Inventory, refer to the Material Management Chapter.

Shipment Rule

The Shipping Rule specifies when an order should be delivered.

For Shipments, the following shipping rules can be defined on the Customer level (Business Partner window Customer tab).

  • Availability (which is the default): meaning that Shipments are only generated when there is stock available in the system.  This allows for partial shipments.
  • Complete Line or Complete Order: meaning that the Shipment will only be generated when the complete Order Line (or Complete Order) can be shipped.
  • Force: meaning that the Shipment will be generated regardless of the inventory stock level (this may mean that the stock level goes to a negative level).
  • Manual: meaning that Shipments cannot be generated via the Generate Shipments Manual process or the Generate Shipments Process, but must be entered manually.
Note: Goods are automatically put on backorder when a partial shipment is made. This may result in multiple shipments.

Shipments are generated in a batch process when not automatically generated based on the rules for a document type.

Invoice Rule

The Invoicing Rule defines how a Business Partner is invoiced and the method and frequency of invoicing.

For generating Invoices, the following Invoice rules can be defined on the Customer level: (Business Partner window Customer tab).

  • After Delivery (which is the default): meaning that invoices are only generated when the goods were delivered.
  • Immediate: meaning that the Invoice will be generated immediately, even if the goods haven't arrived at the customer's location.
  • After Order Delivered: meaning that the invoices are only generated when the entire order is fully delivered.
  • Customer Schedule after Delivery: meaning that the Invoice will be generated according to the invoice schedule the customer sets up (once a month, every week etc.). This option is useful if there are multiple shipments and you only send one invoice per schedule.

In a Sales Order, the Invoice Rule that is defined for the Customer is the default Invoice Rule for that order. The Invoice Rule can be changed in the Sales Order if necessary. The system checks the field Document Type for Invoice on the Sales Order Document Type to determine which Document Type to use to generate the invoices.

You can generate your Invoices by batch (with some selection criteria) or you select them manually. The Generate Invoice process uses the Invoice Rule found on the Sales Order.

Creating Sales Orders

To create a Sales Order in Compiere, click on Sales Order from the Main Menu.

When the Sales Order window is opened any Sales Orders entered or updated today and those Sales Orders that are not Completed or Closed will be displayed.

To view Historical records, select the History tab.

Then you may choose to see records for the current Day, Week, Month, Year, or All records.

You can also view historical records by using the standard record Search.

The Order window allows you to enter and modify Sales Orders. The Order tab defines the parameters of an order.

To begin a new Sales Order, click on the New Record button.

The Order Reference field allows you to enter a reference number. It is optional and defaults from the Business Partner.

The Target Document Type defaults to Standard Order if your Value Preference is set so. You can select another document type. The window will adapt slightly according to your selection made in this field.

The Date Ordered and the Date Promised fields default to the current date, but can be changed.

You need to select the Business Partner for this Order by clicking on the icon in the field. Alternatively, you may you enter the entire search key (or the first characters that make it unique) and hit Enter, so the field will be filled automatically.  If there is more than one Business Partner that matches the partial entry a reduced list will be returned from the search.

In this case the Business Partner would typically be a Customer. Now the following fields are defaulted from the Business Partner information: Partner Contact (if any), Bill To, Partner Address, and Price List. If there are multiple records for the address or Partner Contact then it will use the first one it finds. You can change these values using the drop-down list box.

The Currency field displays the Currency to be used. The Currency is determined by the Currency on the Price List.

The Invoice Rule and the Shipping Rule and the Delivery Via are also defaulted from the Business Partner (Customer) information. The Delivery Via specifies how the products should be delivered. For example, they will be picked up or shipped.  Depending upon the Document Type selected, these fields may or may not display.

The Priority specifies the importance (high, medium, low) of this document. It is used for Standard Orders when creating shipments. If there are more orders for a product than there is available stock, the higher priority orders get the shipment first.

Optionally you can select a Warehouse/Service Point. This is the unique location where the goods are stored or the Services are provided. It will default to the Warehouse selected when logging into Compiere.

In the Sales Rep field you need to enter the Sales Representative. Any Sales Rep must be a valid User in the System.  If the current User is a Sales Rep, this field will default to that value.

You can optionally select a Project and a Campaign. The Campaign defines a unique marketing program. Projects can be associated with a predefined Marketing Campaign. You can then do your reporting on the basis of a specific Campaign. These fields will only display if they have been defined for the Accounting Schema.

The Freight Cost Rule specifies the method used when charging for freight. At this time Freight Included is the only available value. Freight can be added as a separate line charge in the Sales Order. This field, the Payment Rule and the Payment Term default from the Business Partner Customer attributes.

Select the Discount Printed check box to indicate that the Discount along with the List Price is to be printed with the Net Price on the order.

Self Service is a system maintained field that indicates a Sales Order was created via the Web Store.

The Document Status specifies the status of the Sales Order at this time. If you want to change the status, use the Document Action button. This will call the Document Action window.

After entering your Sales Order Lines, you have the option to Complete, to Void or to Process the Sales Order.

The (current) Document Type determines the document sequence and the processing rules.

Void and Process perform the same actions on all Sales Order document Types. Void prevents any further processing from occurring for the Sales Order. Process reserves inventory and re-calculates taxes if necessary. The Order is still active and lines can be added and modified.

A Document Action of Complete performs different processes based on the Document Type:

  • Quote or Proposal: Closes the document. It cannot be copied or changed to another document type unless it is reactivated.
  • Standard Order: Inventory is reserved. Allows Shipments and Invoices to be generated (dependent upon Delivery and Invoice rules.)
  • Warehouse Order: Shipment is generated. Inventory is adjusted. Allows Invoices to be generated (dependent upon Invoice rules.)
  • On Credit Order: Shipment and Invoice are generated. Inventory is adjusted.
  • POS: Shipment and Invoice are generated. Inventory is adjusted.If payment method is Cash a cash journal entry is generated.

The Total amount displays the total of all lines in the document currency.

The Grand Total displays the total amount including Tax in the document currency.

Click on the Order Line tab to enter the Line information for your Order.

The Order Line tab defines the individual items of an Order.

Select a Product by clicking on the icon in the Product field. The Product Info window appears. Press Return or enter the wildcard to display all products listed. Select the desired Product by double-clicking on the corresponding row to enter the Product into the Product field on the Order Line. You can also enter the Search Key, Name, UPC/EAN, SKU, Vendor Cross Reference (by Vendor)  or Customer Cross Reference (by Customer) in the Product field and hit Return to enter the Product into the Product field.

If the Search is selected or the Search Key entered is not unique the corresponding Product selection window will appear.

If the Product selected has an Instance Attribute assigned the Attribute button is enabled. Select the Attribute button to select a specific instance of this product.

The window displays all available Lots of this product that meet the Minimum Shelf Life and Minimum Shelf Life Days, if defined, for this Business Partner/Product. Select the Show All check box to show all Lot instances for this product, regardless of Guarantee Date or Quantity available.

Select an Instance of this product and select the OK check box.

You are returned to the Order Line and the Attribute Set Instance field is updated with the selected value.

For more information on Product Attributes, refer to the Products Chapter.

If you do not select a Product you can select a Resource Assignment. This allows you to create an Order for a specific Resource and also schedule the specific time. Select the Resource Assignment button to display the Schedule Info window.

Select the desired Resource and Date and double click on the time that represents the start time for this Resource Assignment.

Select the Quantity, which for this resource represents the number of hours. If you enter 3 in the Quantity and have highlighted 1:00, this resource will be scheduled from 1:00 to 4:00. Optionally enter a Name and Description.

Select the OK button to return to the Sales Order Line.

The Description is updated with the Name and Description entered in Resource Assignment and the Ordered Quantity is updated with the Quantity entered in Resource Assignment.

For more information on Resources, refer to the Services Chapter.

Enter a Description if you like. The Date Ordered and the Date Promised fields default to date on the Order Header, but can be changed. The Line No indicates the unique line of the Order. It will also control the display order of the lines within the Order. The Warehouse/Service Point identifies a unique Warehouse where the products are stored or the Services provided.

In the Quantities area, enter the Ordered Quantity. The Delivered Quantity, the Invoiced Quantity or the Reserved Quantity are displayed if applicable. The UOM defaults from the Product definition. If a UOM Conversion is defined for this Product you may select a different UOM from the drop down list box. You may Order in a UOM and Ship in a different UOM if the appropriate Conversions are defined.

For additional information on UOM Conversions, refer to the Products Chapter.

In the Amounts area, Unit Price, List Price, Tax, and Discount default from the Price List for the Product, but can be changed. The Discount is optional.

In the Status area, the Line Net (Quantity * Actual Price) without Tax and Charges is displayed. It indicates the line net amount based on the quantity and the actual price. Any additional charges tax are not included.

If you want an additional description line to print on an Order or Invoice select the New Record button, do not select a Product or Resource, enter the desired text in the Description field and set the Quantity to zero.

The Direct Shipment check box is not used at this time.

To display the tax information for the selected Order Lines switch to the Order Tax tab.

The Order Tax window displays the tax associated with the Order Lines. You associated the Tax with the Product in the Order Line tab.

The Tax field specifies the type of tax for this order line. The Sales Order field displays the Sales Order ID. The Tax Amount field displays the total tax amount for all Lines in the Sales Order. The Tax base Amount field shows the base amount used for calculating the tax amount.

If you are using a compound tax, it will appear a single line. When the Sales Document is completed, a line for each tax rate in the compound tax is calculated and will display as separate lines.

For additional information on Taxes, refer to the Taxes Chapter.

If your Sales Order is correct and complete select the 'Complete' Document Action to process it.

Prepay Orders

The Prepay Document type has a different behavior than other Document Types. This Order is used when you want to ensure that the goods are paid for prior to creating the Invoice or Shipment. This is generally the desired situation in a Web Store environment.

The Order is entered in the same manner as described above. The difference is seen when the document is completed.

The Target Document Type is Prepay Order and the Document Status is Drafted.

Select the Complete button to Complete the Document and the Document Status is updated.

The Document Status is now Waiting Payment. No Shipments or Invoices will be generated for this Order until the Payment is made or the Order Type (Target Document Type) is changed.

There are two methods for associating a Payment with this Order. One is to pay the Order directly from the Order window and the other is to create a Payment and associate it with the Order. We will discuss the first one in this chapter.

For information on the second method, refer to the Payment, Receipts, and Open Items Chapter.

To create the Payment directly from the Sales Order, select the Payment Method (Check, Cash, On Credit) button.

In this example, the Customer will be paying by check. When the Payment Method button is selected a new dialog is displayed.

Depending upon the Payment Rule different dialog boxes will display when button is selected.

For a Payment Rule of 'Check'  select the Bank Account and enter the Routing Number, Account Number, and Check Number for this Payment.

Select the Online check box if the checking fund availability will be validated online.

Click the OK button to create the Payment.

The message dialog indicates the Payment has been created with a document number comprised of the Routing Number, Account Number, and Check Number.

Click the OK button to return to the Order window.

The Document Status is now Completed.

This process has created four additional Documents Payment, Payment Allocation, Shipment, and Customer Invoice.

Select Payment from the Zoom button on the Sales Order tool bar to display the Payment.

The Payment is an AR (Accounts Receivable) Receipt. It references the Sales Order and also the Invoice that was also created.

For additional information on AP Receipts, refer to the Payments, Receipts, and Open Items Chapter.

Select Shipment from the Zoom button on the Sales Order tool bar to display the Shipment.

The Shipment document is created and Completed and references the Prepay Sales Order number 30002.

Details on Shipments are discussed later in this chapter.

Select Invoice from the Zoom button on the Sales Order tool bar to display the Customer Invoice.

The Invoice created references the Sales Order. The Document Status is Completed and note that the Paid check box at the bottom of the window has been selected.

Order Batch Process

Orders may be processed in a batch to move them to a new Document Status. To run the Order Batch Processing process, click on Order Batch Process from the Main Menu. The icon in front of the Order Batch Process menu item indicates that it is a process.

Select the OK button to define the parameters to be used for this process.

Select a Document Type to indicate the types of Orders you want to be updated in the process.

Select the current Document Status of the Orders you want to be updated in the process

Select the desired Document Action for the selected documents. Keep in mind that the Document Action must be appropriate for the Document Type and Document Status. For example, you may indicate that all POS orders with a Document Status of Drafted should be updated to Prepared or Complete, but a Document Action of Void would not be appropriate.

Optionally, you may select a Business Partner and Date Ordered range to limit the records that are processed.

Lastly, you may indicate that the process be restricted to documents that are or are not Self-Service documents. This can be used to close orders resulting from abandoned shopping carts on the Web.

Select the OK button to start the process.

Upon completion, a message dialog will display indicating the number or documents updated.

Printing Sales Orders

You can print the Sales Order by selecting the Print button from the Tool Bar.

The document that prints is determined based on the Target Document Type. For example, is the Order is a POS Order, then the customer has already paid for it. It does not make sense that you print a Sales Order for them but rather the Invoice. By comparison, if the Sales Order is a Standard Order (meaning the product will be shipped and the Customer will be billed, then the document you would give the customer is the Order Confirmation.

Note: The Print Preview will only display if you have selected this option in Tools/Preferences.

The format used is determined by the format defined for the Document Type. If this field is blank, then the Print Format for the particular document family defined at the Organization or System level is used. The language and date format used is determined by the Multi Lingual Documents feature and the language of the Business Partner.

For additional information on Target Document Types and Print Formats, refer to the Info and Reporting Chapter.

For additional information on Multi Lingual documents, refer to The Multi's Chapter.

Sales Order - Requests

You can enter a Request directly from a Sales Order or you can access existing requests for this Sales Order.

In this example, you can either show the active Request (in this case 1) or you can create a new one.

For additional information on Requests, refer to the Requests Chapter.

Sales Order- Accounting Consequences

There are no accounting consequences when posting a Sales Order.

CHANGING SALES ORDERS

After having completed your Sales Order, you can change it any time by selecting the Reactivate Document Action.

When Reactivate is chosen, the Complete Process is reversed including any automatically generated documents and inventory updates and you can enter your changes according to your requirements. Then you need to complete your changed order again.

Selecting the Close Document Action will finally close your document so that only minor updates can be carried out (for example Name, Address, Description, Payment Type). This allows you some flexibility which might be required after having printed the document (to correct a spelling mistake, for example).  Closing a Sales Order will also cancel any back ordered items resulting from partial shipments.

QUOTE CONVERT

The Quote Convert process uses an existing Quote or Proposal as the basis for a new Sales Order. The Quote or Proposal is preserved and optionally you can close the Quote or Proposal.

To convert a Quote or Proposal in Compiere, click on Quote Convert from the Main Menu.

The Quote convert window is displayed. Click the Start button to start the process.

Select a Sales Order from the drop down list box. This will list all Sales Orders with a Document Type of Quote or Proposal and that have been Prepared.

Select a Document Type from the drop down list box. This is the document that will be created.

Optionally select a Document Date. If no date is entered then it uses the default date used when logging into Compiere.

Lastly, if you want to close the Quote or Proposal select the Close Quote check box. By closing the Quote or Proposal it may not be used to generate additional Sales Orders.

Note: You can also close a Quote or Proposal by opening the document in the Sales Order window, click the Process Button and selecting Close.

Click the OK button to Convert the Quote or Proposal. When the process has completed the following message dialog will appear.

The message indicates the Sales Order that was created, in this case 10003. All Sales Orders are created in a status of Drafted. You can then open the Sales Order and modify it if desired and Complete the Sales Order.

Note: If you do not want to preserve the Quote or Proposal you can change it to a Sales Order by simply changing the Document Type.

GENERATING SHIPMENTS

Shipments must be generated for all Standard Orders. They can be generated in a batch or individually. Shipments will be generated provided the requirements of the Shipping Rule are met.

Generate Shipments (batch)

To generate Shipments in a batch in Compiere, click on Generate Shipments from the Main Menu.

Select the parameters to be used for the process.

Select a Warehouse to generate shipments from.

Optionally, select a Business Partner and Date Promised to further restrict the Shipments that will be generated.

Select the Orders with unconfirmed Shipments check box if you want additional shipments created for orders that have partial shipments that are waiting confirmation.

Select a Document Action of Complete or Prepare. If you select Complete, the generated Shipment document cannot be modified and no further action is required. If you select Prepare, the generated Shipment document has a status of In Progress, and you can update the document prior to completing. You must manually Complete the document.

Select the Consolidate to one Document check box if you want the system to create a single Shipment document for multiple Sales Orders for the same Business Partner, Ship to Location and Shipping Method.

When the process has completed the following window will appear indicating the Shipments generated.

Click OK to print your shipments.

To view the generated Shipments in Compiere, click on Shipment (Customer) from the Main Menu.

The Shipment records are displayed. You can print them if you require an additional copy of a Shipment (e.g if someone requires proof of delivery). If the document is in a Completed status it does not require any additional processing. The Generate Shipment process (batch and manual) performs the necessary inventory adjustments. If the document is in a In Progress status it will require the user to manually complete the shipment so the necessary inventory adjustments are performed.

Generate Shipments (manual)

Shipments can also be generated manually for a specific Business Partner or Invoice. To generate Shipments manually in Compiere, click on Generate Shipments (manual) from the Main Menu. The icon in front of the Generate Shipments (manual) menu item indicates that it is a window.


  
Select an Organization and optionally a Business Partner. Then select one or more Orders and click Process.

Select OK to print the Shipments. When the process has completed the following window will appear indicating the Shipments generated.

Select a Document Action of Complete or Prepare. If you select Complete, the generated Shipment document cannot be modified and no further action is required. If you select Prepare, the generated Shipment document has a status of In Progress, and you can update the document prior to completing. You must manually Complete the document.

The Shipments generated can be viewed as described previously.

Manual Shipments

Compiere allows you to manually enter Shipments and link them to Sales Orders. In most circumstances, you will want to generate the shipments using either the manual or batch process. However, there may be situations where you want to determine exactly what will be shipped. For example, a customer has ordered six trees. They would like three shipped now and three at a later date. If there are six trees in stock, the Generate Shipment processes will ship all six. With Compiere you can enter a manual shipment for the three and then generate the shipment for the remaining three when the customer wants them shipped.

To enter a Shipment manually, open the Shipment window by clicking on Shipment (Customer) from the Main Menu.

When the Shipment window is opened any Shipments entered or updated today and those Shipments that are not Completed or Closed will be displayed.

To view Historical records, select the History tab.

Then you may choose to see records for the current Day, Week, Month, Year, or All records.

You can also view historical records by using the standard record Search.

 
To create a new Shipment record, click the New Record Button.

Select a Document Type and Business Partner.

Partner Location and User Contact will default when the Business Partner is selected.

Enter the Sales Order number for this Shipment or select the Sales Order field to display the Order Info window.

The screen displays with all Orders for the Business Partner entered in the Shipment document. You can also enter any of the other search fields (e.g. Order Reference, Date Ordered) to limit the number of records returned.

Double click on the desired Sales Order or select the Sales Order and click the OK button.

You are returned to the Shipment window and the Sales Order field is now populated.

Select the Shipment Line tab to enter the line items to be shipped.

You can enter the Product and Movement Quantity directly or select the Sales Order Line and the Product and Movement Quantity will be updated with the value from the Sales Order.

For example, if the selected Order Line was for 6 Elm Trees, the Product and Quantity fields would be updated.  You can change the Movement Quantity (e.g. partial shipment), but the Product cannot be changed. For this example we will assume that 3 Elm Trees were shipped.

The Unit of Measure will default from the Sales Order. If a UOM Conversion is defined for this Product you may select a different UOM from the drop down list box. You may Order in a UOM and Ship in a different UOM if the appropriate Conversions are defined.  If a different UOM is selected, your Movement Quantity should be adjusted.

For additional information on UOM Conversions, refer to the Products Chapter.

The Confirmation tab is a view only window for displaying Pick Confirmations. Confirmations are discussed later in this chapter.

Return to the Shipment tab to Complete the Shipment.

Select the Complete button to complete the Shipment. When the Shipment has been completed the Movement Quantity for each Product are moved from Reserved Quantity as they have been shipped.

Return to the Sales Order Line for this Shipment.

The Ordered Quantity is still the original 6. The Delivered Quantity is now 3, reflecting the Shipment just processed. The Reserved Quantity is the difference between the Ordered Quantity and the Shipped Quantity.

If you want to ship the remaining 3 Elm Trees, you can execute the Generate Shipments or Generate Shipments (manual) process or enter a Manual Shipment.

Printing Shipments

You can Print the Shipment by selecting the Print button from the Tool Bar.

The document that prints contains the Information from the Shipment.

Note: The Print Preview will only display if you have selected this option in Tools/Preferences.

The Shipment shows 3 Elm Trees delivered and 3 back-ordered.

The format used is determined by the format defined for the Document Type. The language and date format used is determined by the Multi Lingual Documents feature and the language of the Business Partner.

For additional information on Print Formats, refer to the Info and Reporting Chapter.

For additional information on Multi Lingual documents, refer to The Multi's Chapter.

Shipments - Requests

You can enter a Request directly from a Shipment or you can access existing requests for this Shipment.

In this example you can create a new Request. If there were existing Requests defined you could view them as well.

For additional information on Requests, refer to the Requests Chapter.

Shipment- Accounting Consequences

The following outlines the accounting transactions generated for a Shipment. The accounts used for Product Asset and Product COGs are defined in the Product window.

  • Material ReceiptDR: Product COGsCR: Product Asset

GENERATE INVOICES

Invoices must be generated for all Standard and Warehouse Orders. They can be generated in a batch or individually. Invoices will be generated provided the Invoice Rule requirements are met.

Generate Invoice (batch)

To generate Invoices in a batch in Compiere, click on Generate Invoices from the Main Menu.

Select any or all of the parameters of Date Invoiced, Organization, Sales Order, and Business Partner to restrict the Invoices generated.

Note: When you Generate Invoices the Invoice Rule found in the Sales Order is used.

Once all parameters are selected, click the Complete button and select a Document Action of Complete or Prepare and click OK to continue.

If you select a document action of Complete, the generated Invoice document cannot be modified and no further action is required. If you select a document action of Prepare, the generated Invoice document has a status of In Progress, and can be updates prior to completing. You must manually Complete the document.

Select the Consolidate to one Document check box if you want the system to create a single Invoice document for multiple Sales Orders for the same Business Partner, Invoice to location, Payment Term and Document Type.

Click OK to start the process. Click OK again to print the Invoices.

When the process has completed a window will appear indicating the Shipments have been generated.

To view the generated Invoices in Compiere, click on Invoices(Customer) from the Main Menu.

The Invoice records are displayed. You can print them if you require an additional copy of an Invoice (e.g if someone requires a second copy). If the document is in a Completed status it does not require any processing. If the document is in a In Progress status you may update the Invoice. Be aware that if you change the quantity Invoiced you must take into consideration the quantity order as they system will attempt to ensure that the quantity ordered matches the quantity shipped and quantity invoiced. Changing fields like Payment Terms, Invoice Address, Price, etc. will not have any other implications. You must then Complete the Invoice.

You can enter in a Payment Schedule manually or you can change the Payment Term of the Invoice to one that uses a Payment Schedule.

To add a Payment Schedule Manually, select the Payment Schedule tab for the desired Invoice.

In the Payment Schedule tab you will be entering the amounts that are due on each specific date. The amounts due must add up to the Total Invoice Amount.

Select a Payment Schedule from the drop down list box if desired.

Enter a Due Date and the Amount due for this date

Optionally enter a Discount Date and Discount Amount if appropriate.

Continue adding records until the Total Invoice Amount has been allocated.

When all records have been added select the Validate button. The Validation process will ensure that all Payment Schedule amounts equals the Total Invoice Amount.

Any difference will appear in the message box and the Valid check box will remain unselected.

When the Total Payment Schedule Amounts equal the Total Invoice Amount, the Validation process will be successful.

There is no difference noted in the message box and the Valid check box has been selected.

The other method for populating the Payment Schedule tab for an Invoice is to change the Payment Term on the Invoice to one that has an existing Payment Schedule.

In the Invoice Tab, select the Payment Method button (e.g. On Credit)

A selection dialog displays, allowing you to change the Payment Term.

Select a Payment Term that has a Payment Schedule defined for it.

Click the OK check box.

The Payment Term is updated and the Pay Schedule Valid check box has been selected.

This has also added records to the Payment Schedule tab to reflect the amounts owed on specific dates.

For example, assume an Invoice date of 5/2/2010 and a Payment Term with the following Payment Schedule defined:

  • 50% due immediately.
  • 50% due in 30 days.

The records added reflect that 100 is due on 5/2/2010 (the Invoice date) and 100 is due on 6/1/2010 (30 days after the Invoice date).

You can select the Allocation tab to view any Payments that are allocated to this Invoice. This is a view only window. Payments must be entered either directly in the Order or in the Payment window.

As indicated this is a view only window. Note that Invoices paid in cash are reflected in the Cash Journal not in Payments.

Generate Invoices (manual)

To generate Invoices manually in Compiere, click on Generate Invoices (manual) from the Main Menu.


 
Select an Organization and optionally a Business Partner.

Click the Search button to retrieve the list of results.

Then select one or more Orders to process from the list. 

Note: When you Generate Invoices manually the Invoice Rule found in the Sales Order is used.

Additionally, if you would like to print the Invoices, select the appropriate option from the Print/Invoice Drop menu. 

Next, click the Process button to continue.

Once the process has completed, the Invoices generated can be viewed as described above.

MANUAL INVOICES

Compiere allows you to enter an Invoice manually without having an associated Sales Order or Shipment Document. This would generally be done for invoice of Services when a Sales Order and Shipment are not required.

Important: When an Invoice is entered manually, Inventory is not adjusted.

To enter Invoices manually in Compiere, click on Invoice (customer) from the Main Menu.

When the Customer Invoice window is opened any Customer Invoices entered or updated today and those Customer Invoices that are not Completed or Closed will be displayed.

To view Historical records, select the History tab.

Then you may choose to see records for the current Day, Week, Month, Year, or All records.

You can also view historical records by using the standard record Search.


 
The fields on the Invoice window are the same as on the Sales Order window. The Sales Order field and Date Order field are system maintained. Because this Invoice was not generated from a Sales Order, these fields will not be populated. For more information on these fields, refer to the Sales Order section of this document.
Paid is a system maintained check box. It will be selected when a payment has been made and processed for this Invoice. For more information on Payments, refer to the Payments, Receipts, and Open Items Chapter.

Create a new Invoice Line and enter the appropriate data.  In most instances you will be creating invoices for charges or services.  These are items that would not require inventory adjustments. When you have completed the necessary lines, return to the Invoice Header and click Complete.

Printing Invoices

You can Print the Customer Invoice by selecting the Print button from the Tool Bar.

The document that prints contains the Information from the Customer Invoice.

Note: The Print Preview will only display if you have selected this option in Tools/Preferences.

The format used is determined by the format defined for the Document Type. The language and date format used is determined by the Multi Lingual Documents feature and the language of the Business Partner.

For additional information on Print Formats, refer to the Info and Reporting Chapter.

For additional information on Multi Lingual documents, refer to The Multi's Chapter.

You can also print or email Invoices in a batch process by clicking on Print Invoices from the Main Menu.
This process allows you to print Invoices (or reprint previously printed Invoices) or send them as PDF attachments to an Email. You can select a specific Invoice or multiple invoices based on selection parameters.

Click the OK button to enter the desired parameters.

Select the e-mail PDF check box if you want to send the Invoices as PDF attachments to an EMail. Note that the Users on the Invoice must have an EMail address defined.

If this check box is not selected, the Invoices will be printed.

If you have selected the e-mail PDF check box select a Mail Template to use for the Mail Message.

Enter a Date Invoiced to and from value. If only a From Date Invoiced is entered then any Invoice for that date or later will be printed.

Select a Business Partner to restrict the Invoice selection to a single Business Partner.

Select an Invoice to print or email a single Invoice.

Enter a Document Number range to restrict the selection of invoices to a specific document number range.

Click the OK button to start the process.

The message dialog is displayed indicating the number of Invoices that were either printed or e-mailed.

Customer Invoice - Requests

You can enter a Request directly from a Customer Invoice or you can access existing requests for this Customer Invoice directly from the toolbar.

Additionally, you can either view the active Request or you can create a new one.

For additional information on Requests, refer to the Requests Chapter.

Customer Invoice- Accounting Consequences

The following outlines the accounting transactions generated for a Customer Invoice. The account used for Product Revenue is defined in the Product window. The account used for Tax Due is defined in the Tax Rate window. The account used for Customer Receivables is defined in the Business Partner, Customer Accounting window.

  • Customer InvoiceDR: Customer ReceivablesCR: Tax Due

CR: Product Revenue

Note: If Cash based accounting is selected, Customer Invoices will not generate any accounting consequences. These accounting consequences would be generated in the Payment allocation.

For additional information on Accounting method options, refer to the Performance Analysis Chapter.

For additional information on Payment Allocations, refer to the Payments, Receipts, and Open Items Chapter.

SUMMARY INVOICES

In some cases it might be desirable to create one Invoice for multiple Shipments (or multiple Services delivered). Summary invoices can be done for any order type that would result in a shipment being generated and the invoice still to be created. Creating Summary Invoices involves several steps.

  • Define the Invoice Schedule
  • Update the Business Partner (Invoice Rule and Invoice Schedule)
  • Create the Order (manually override the Invoice Rule if necessary)
  • Generate the Invoice

To create the Invoice Schedule and to update the Business Partner, refer to the Business Partners Chapter.

REPRICE ORDER/INVOICE

There may be instances, especially in volatile pricing situations, where you need to update an Invoice or Order based on a updated Price List. This can be accomplished using the RePrice Order/Invoice Process.

To RePrice an Order or Invoice in Compiere, click on RePrice Order/Invoice from the Main Menu.

The RePrice Order/Invoice window is displayed. Click the Start button to start the process.

Select an Order and/or Invoice from the drop down list box. The list will contain only those documents in a status of In Progress. It will recalculate the prices of each line item based on the most recent price list.

When the process has completed the following message dialog will appear.

The message dialog displays the Sales Order or Invoice that was recalculated along with the original Grand Total and new Grand Total.

SHIPMENT CONFIRMATIONS

In Compiere, you may require that a Shipment be Confirmed before the product will be sent to the customer. In this confirmation you can note differences between what should be shipped and what is actually shipped. When you complete the Confirmation, the Shipped Quantity on the Shipment document will be updated to reflect the Confirmed Quantity. Any remaining quantity can be shipped in a separate shipment document.

Note: Confirmations are not for use with Indirect shipment document types (like those used with POS and Warehouse Orders). They are used with those Document Types that require the generation of the Shipment Document via Generate Shipments or Generate Shipments Manual (e.g. Standard Orders)

Document Type

The first step in using Confirmations is to define a Document Type as requiring a Confirmation.

To create or modify a Document Type, open the Document Type window by clicking on Document Type from the Main Menu.

Document Types define how documents are processed and what processing occurs. To indicate that a Material Shipment or Receipt requires a confirmation, select the Pick/QA Confirmation or the Ship/Receipt Confirmation check boxes. These options allow for Confirmations to occur at multiple levels. In a Shipment scenario, you may want a Pick Confirmation so that you can verify that the products and quantities selected for shipment are accurate. You can also have a Shipment Confirmation where you would verify the packaging and shipment.

If there is a discrepancy between what the system indicated to be shipped and what was actually shipped, the shipment document will be updated to reflect the confirmed quantity picked. The Split when Difference check box is not used with Shipments as the system handles this situation by allowing multiple shipments for a Sales Order.

Shipment/Confirmation

When a Shipment has been defined as requiring a Confirmation, the Shipment cannot be completed until the Confirmation has been completed. The Shipment may be created via Generate Shipment process, Generate Shipment Manual process, or Manually entered as described in the previous section of this chapter. The difference is that when you attempt to Complete the document, a Confirmation document is created and the Shipment is set to a In Progress status.

For example, a Document Type of MM Shipment with Pick has been defined as requiring Pick/QA Confirmation.

A new Sales Order Document Type, Std Order w/Confirm  has been created and MM Shipment with Pick has been selected as the  "Document Type for Shipment'. When this Sales Order is Completed, the Document Status is In Progress. In the message area at the bottom of the window it indicates that the Ship/Receipt Confirmation is Open and the Confirmation document number is displayed.

To complete the Confirmation, select the Zoom Across Icon on the Tool Bar.

Select Ship/Receipt Confirm from the list and this will open the Confirmation window.

The Confirmation Document is created referencing the Shipment/Receipt and with a Document Status of Drafted.

Select the Line tab to Confirm the quantities.

The Target Quantity is the Quantity from the Shipment document. The Confirmed Quantity defaults to the Target Quantity. If necessary, update the Confirmed Quantity with the actual number received.

For example, if the Target Quantity is 6 but the Confirmed Quantity is 4, when the Line is saved; the Difference field is updated.

Note: If there is a Difference Quantity a Physical Inventory record is created for the source (from) warehouse. If there is a Scrapped Quantity a Physical Inventory record is created for the target (to) warehouse.

Return to the Confirmation tab to complete the Confirmation.

Select the Complete button to complete the Confirmation.

The Document Status is now marked Completed.

Return to the Shipment window and Complete the document. This will updated the Inventory moving a 4 Oak Trees out of Reserved Quantity. The Sales Order is also updated to indicate that 4 of the 6 quantity were shipped. The remaining shipment may be processed either manually or in batch when the stock is available.

DISTRIBUTION

Distribution is a process that allows you to distribute a set quantity of a Product or Products to a list of Business Partners, based on ratios that you define. You can set minimum quantities, unique to each Business Partner that must be distributed or you can set a single minimum quantity for all Business Partners. There is also a facility to run the process in a 'Test' mode so you can see what orders would have been created. This is especially helpful when defining a new distribution.

Distributions are comprised of two entities, Distribution List and Distribution Run. The Distribution List defines the Business Partners, their ratio and any minimum quantity. The Distribution Run defines the Products to be distributed, the Quantity, the Distribution List and Document Type to be created.

Distribution List

The first step in setting up a Distribution is to define the Distribution List. To create or update a Distribution List in Compiere, click on Distribution List from the Main Menu.

Enter a Name and optionally a Description for this Distribution List. Because Distribution Lists can be used multiple times in a Distribution Run and in different Distribution Runs, make sure you describe the Distribution List and not what you are distributing.

Enter a Comment/Help field if desired.

Select the Active check box to indicate this Distribution List is Active.

The Total Ratio field is system maintained and is updated based on the ratios entered in the Distribution Line tab. It is not a requirement that the ratios add up to 100 percent.

Select the Distribution Line tab to define the Distribution Business Partners and Ratios.

In the multi-record view you can see all of the lines which make up this Distribution List. Toggle to the Single record view using the tool bar button.

The Distribution Line defines the Business Partners who will be distributed products and what ratio of the total quantity they will receive.

Enter a Description, if desired, for this Distribution Line.

Select the Active check box to indicate this Distribution Line is Active

Select a Business Partner and Partner Location. This will be used on on the Order generated from this Distribution.

Enter a Ratio (unsigned only) to indicate what ratio of the total quantity this Business Partner will receive.

Lastly, enter an optional Minimum Quantity to indicate the least amount that this Business Partner should receive in a Distribution.

Add the number of records necessary for completing the Distribution List.

Return to the Distribution List Tab.

The Total Ratio for this Distribution List is 80.0, Tree Farm has a ratio of 20, Tree Farm a ratio of 10 and Joe Bock a ratio of 50.

Distribution Run

The Distribution Run links the Distribution List to a Product, Quantity, and Document Type. You may have several sequences in a single Distribution Run and they may reference the same Distribution List or different Distribution Lists.

To create or update a Distribution Run in Compiere, click on Distribution Run from the Main Menu.

Enter a Name for this Distribution Run and enter a Description if desired.

Select the Active check box to indicate this Distribution Run is active.

Select the Create Single Order check box if you want the result of this Distribution Run to be a Single Order. If this check box is selected, the Business Partner and Partner Location fields will be displayed and values must be selected for these fields.

Click on the Line tab to define the lines or sequences for this Distribution Run.

Enter a Line No or accept the default value.

Enter a Description if desired and select the Active check box to indicate this Distribution Line is Active.

Select a Distribution List from the dropdown list box. This will determine the Business Partners and Ratios for this Distribution.

Select the Product for this Distribution.

Select a Minimum Quantity if desired. This represents the minimum quantity to be distributed to each Business Partner in the Distribution List, regardless of the ratios defined.

Lastly, enter the Total Quantity to be distributed.

Enter as many lines as desired for this Distribution Run.

Return to the Distribution Run tab to process the Distribution.

Select the Create Orders button to initiate the Distribution process.

A corresponding parameter dialog window will display.

Select a Document Type and a Date Promised.

If you select the Test check box Compiere will return a message that indicates what Order(s) would have been created.

The number on the left is the Quantity of the Product on the right for each Business Partner. This is the suggested method for verifying that the Distribution is defined in the desired way.

If you do not select the Test check box, Compiere will create the selected Orders.

The message dialog is similar to the Test mode, but now includes the Document Number.

Distribution Examples

Assume the following Distribution List XX

Line No

Bus Partner

Ratio

Min Qty

10

A

50

0

20

B

10

0

30

C

20

0

Example 1: Exact Distribution:

Assume the following Distribution Run

Line No

Dist List

Product

Total Qty

Min Qty

10

XX

Tree

1121

120

20

XX

Bushes

160

0

Seq 1:

  1. No Minimum Quantity is defined on the Distribution List. Minimum Quantity is defined on the Distribution Run X number of lines on Distribution List must be less than or equal to the Total Quantity.
    1. 3 = 360 which is less than the Total Quantity of 1121.
  2. Add Ratios: 50 + 10 + 20 = 80
  3. Calculate each Line: Line Ratio/Total of Ratios * Total Quantity
    1. 50/80 * 1121 = 700.625 - rounded to 701
    2. 10/80 * 1121 = 140.125 - rounded to 140
    3. 20/80 * 1121 = 280.25 - rounded to 280
  4. Total Quantity Distributed 701 + 140 + 280 = 1121
  5. Total Quantity - Total Quantity Distributed 1121 - 1121 = 0

Seq 2:

  1. No Minimum Quantity is defined on the Distribution List or Distribution Run.
  2. Add Ratios: 50 + 10 + 20 = 80
  3. Calculate each Line: Line Ratio/Total of Ratios * Total Quantity
    1. 50/80 * 160 = 100
    2. 10/80 * 160 = 20
    3. 20/80 * 160 = 40
  4. Total Quantity Distributed 100 + 20 + 40 = 160
  5. Total Quantity - Total Quantity Distributed 160 - 160 = 0

Orders Created

Business Partner A

  • 701 Trees
  • 100 Bushes

Business Partner B

  • 140 Trees
  • 20 Bushes

Business Partner C

  • 280 Trees
  • 40 Bushes

Example 2: Under Distribution:

Assume the following Distribution Run

Line No

Dist List

Product

Total Qty

Min Qty

10

XX

Tree

1122

0

Seq 1:

  1. No Minimum Quantity is defined on the Distribution List or Distribution Run.
  2. Add Ratios: 50 + 10 + 20 = 80
  3. Calculate each Line: Line Ratio/Total of Ratios * Total Quantity
    1. 50/80 * 1122 = 701.25 - rounded to 70
    2. 10/80 * 1122 = 140.25 - rounded to 140
    3. 20/80 * 1122 = 280.50 - rounded to 280
  4. Total Quantity Distributed 701 + 140 + 280 = 1121
  5. Total Quantity - Total Quantity Distributed 1122 - 1121 = 1
  6. If the difference is 1 then it is applied to the highest ratio.
  7. Final Distribution is:
    1. Business Partner A - 702
    2. Business Partner B - 140
    3. Business Partner C - 280

Example 3: Over Distribution:

Assume the following Distribution Run

Line No

Dist List

Product

Total Qty

Min Qty

10

XX

Tree

1500

0

Seq 1:

  1. No Minimum Quantity is defined on the Distribution List or Distribution Run.
  2. Add Ratios: 50 + 10 + 20 = 80
  3. Calculate each Line: Line Ratio/Total of Ratios * Total Quantity
    1. 50/80 * 1500 = 937.5 - rounded to 938
    2. 10/80 * 1500 = 187.5 - rounded to 188
    3. 20/80 * 1121 = 375
  4. Total Quantity Distributed 938 + 188 + 375 = 1501
  5. Total Quantity - Total Quantity Distributed 1500 - 1501 = -1
  6. If the difference is -1 then it is applied to the highest ratio where the calculated amount is greater than the Minimum Quantity.
  7. Final Distribution is:
    1. Business Partner A - 939
    2. Business Partner B - 188
    3. Business Partner C - 375

Example 4: Over Distribution with Minimum Qty on Dist Run:

Assume the following Distribution Run

Line No

Dist List

Product

Total Qty

Min Qty

10

XX

Tree

1500

200

Seq 1:

  1. No Minimum Quantity is defined on the Distribution List. Minimum Quantity on Distribution Run X number of lines in Distribution List must be less than the Total Quantity.
    1. 200 * 3 = 600 which is less than the Total Quantity of 1500.
  2. Add Ratios: 50 + 10 + 20 = 80
  3. Calculate each Line: Line Ratio/Total of Ratios * Total Quantity
    1. 50/80 * 1500 = 937.5 - rounded to 938. 938 > 200 so 938 is used.
    2. 10/80 * 1500 = 187.5 - rounded to 188. 188 < 200 so 200 is used.
    3. 20/80 * 1121 = 375. 375 > 200 so 375 is used.
  4. Total Quantity Distributed 938 + 200 + 375 = 1513
  5. Total Quantity - Total Quantity Distributed 1500 - 1513 = -13
  6. If the difference > 1 so the ratios are reapplied.
  7. Remove any Distribution Lines from the calculation where the Minimum Quantity > Calculated Quantity (in this case Line 20)
  8. Add remaining ratios (lines 10 and 30) 50 + 20 = 70.
  9. Calculate each remaining line. Line Ratio/Total of Ratios * Over Distributed Quantity:
    1. 50/70 * (-13) = -9.286 rounded to -9
    2. 20/70 * (-13) = -3.714 rounded to -4
    3. Total Over Quantity - Total Over Quantity Distributed -13 (-9 - 4) = 0
  10. The final Distribution is:
    1. Business Partner A (938 - 9 ) = 929
    2. Business Partner B (200 - 0) = 200
    3. Business Partner c (375 - 4) = 371
    4. Total Distributed = 1500

Example 5: Total Quantity less than Minimum Quantities:

Assume the following Distribution List YY

Line No

Bus Partner

Ratio

Min Qty

10

A

50

140

20

B

10

0

30

C

20

80

Assume the following Distribution Run

Line No

Dist List

Product

Total Qty

Min Qty

10

YY

Tree

310

100

Seq 1:

  1. Minimum Quantity is defined on both the Distribution List and Distribution Run.
    1. Line 10: Dist Min Qty of 140 > Dist Run Min Qty of 100 so 140 is used.
    2. Line 20: Dist Min Qty of 0 so Dist Run Min Qty of 100 is used.
    3. Line 30: Dist Min Qty is 80 < Dist Run Min Qty of 100 so 100 is used.
  2. Total of Minimum Quantities: 140 + 100 + 100 = 340
  3. Total Quantity of 310 < Total of Minimum Quantity of 340.
  4. Error message is generated and Distribution Run is not processed.

Distribution Hints and Tips

  • Orders created from Distribution Runs will be one per Business Partner.
  • If Single Order is selected in a Distribution Run the Business Partner defined in the Distribution Run will be the Order and Invoice to Business Partner and the Business Partners in the Distribution List will be the Order Line Business Partner and Ship to Business Partner.
  • When using Minimum Quantities the Total Quantity must be greater than or equal to the sum of the Minimum Quantity for each Business Partner in the Distribution List.
  • If a Minimum Quantity is defined on the Distribution List and Distribution Line, the greater amount will be used.
  • The Distributed Quantities are rounded based on the UOM of the product being distributed.
  • If any line in a Distribution Run is in error (e.g insufficient quantities), then no lines are distributed.
  • When the Distributed Quantity is not equal to the Total Quantity because of rounding, the difference will most often be a quantity of 1 or 2.
  • When the Distributed Quantity is not equal to the Total Quantity because of the application of Minimum Quantity(s) it will always be an over distribution.

REPORTING ON SALES

Compiere provides a number of predefined reports for analyzing your Sales Orders and Invoices. LIke all reports in Compiere, you can modify the layout and content to meet your needs.

Order Reports

The available reports on Orders that can be found in the Main Menu are as follows:

Open Orders: This report displays Orders for which Invoices have not yet been generated. You may select a Business Partner and Product. Select the Sales Transaction check box to generate a report on Sales Order transactions. Leaving the Sales Transaction check box unselected will generate a report on Purchase Orders transactions.

Order Transactions: This report displays detail information on Orders along with associated documents (shipments, invoices, payments and cash lines). You select a to and from Order Date. Select the Sales Transaction check box to generate a report on Sales Order transactions. Leaving the Sales Transaction check box unselected will generate a report on Purchase Orders transactions.

Invoice Reports

The available reports on Invoices can be found in the Menu under Invoice Inquiry.

Invoice Transactions (Acct): This report displays information on Invoices based on their Accounting Date. You may select an Organization, a to and from Accounting Date. Select the Sales Orders check box to generate a report on Customer Invoice transactions. Leaving the Sales Transaction check box unselected will generate a report on Vendor Invoice transactions.

Invoice Transactions (Doc): This report displays information on Invoices based on their Document Date. You may select an Organization, a to and from Document Date. Select the Sales Orders check box to generate a report on Customer Invoice transactions. Leaving the Sales Transaction check box unselected will generate a report on Vendor Invoice transactions.

Invoice Detail: This report displays detail information, including Margin, Discount Percent and Pricing, for Invoices. You may select a Business Partner Group, Business Partner, to and from Invoice Date, and Payment Rule. Select the Sales Orders check box to generate a report on Customer Invoice transactions. Leaving the Sales Transaction check box unselected will generate a report on Vendor Invoice transactions.

Daily Invoice: This report displays Margin, Margin Percentage, Discount, Discount Percentage, and Pricing for Invoices, summarized by Invoice Date and Sales Rep. Select a to and from Invoice Date to generate the report.

Weekly Invoice: This report displays the same information as the Daily Invoice Report but it is summarized by Week and Sales Rep.

Weekly Invoice Product: This report displays Margin, Margin Percentage, Discount, Discount Percentage, and Pricing for Invoices, summarized by Invoice Date, Weeks, and Product. Select a to and from Invoice Date to generate the report.

Monthly Invoice: This report displays the same information as the Daily Invoice Report but it is summarized by Month and Sales Rep.

Monthly Invoice Product: This report displays Margin, Margin Percentage, Discount, Discount Percentage, and Pricing for Invoices, summarized by Invoice Date, Month, and Product. Select a to and from Invoice Date to generate the report.

Monthly Invoice Vendor: This report displays Margin, Margin Percentage, Discount, Discount Percentage, and Pricing for Invoices, summarized by Invoice Date, Month, and the Current Vendor for each Product. Select a to and from Invoice Date to generate the report.

Quarterly Invoice Customer by Vendor: This report displays Margin, Margin Percentage, Discount, Discount Percentage, and Pricing for Invoices, summarized by Invoice Date Quarter, Customer, and the Current Vendor for each Product. You may select a to and from Invoice Date and Business Partner to generate the report.

Quarterly Invoice Customer by Product: This report displays Margin, Margin Percentage, Discount, Discount Percentage, and Pricing for Invoices, summarized by Invoice Date Quarter, Customer, and the Product. You may select a to and from Invoice Date and Product to generate the report.

For more information on customizing reports, refer to the Info and Reporting Chapter.

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