Sales - A/R
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Transcript of Sales - A/R
Contents: Sales Process
Handling Issues in Sales – A/R
Sales - A/R
In this unit, you will: Master the basic steps of the sales process
Understand the consequences of each step on inventory and accounting
Handle issues that arise within delivery and billing
Sales - A/R: Purpose
The company has set customer satisfaction as its top priority and wants to streamline its processes in sales to make sure that its customer’s demands can be met as quickly as possible.
When problems arise for the customer, you can quickly solve the issues by using documents such as Returns and Credit Memos.
Sales - A/R: Business Example
Sales Process: Unit Overview Diagram
Sales - A/R
Topic 1: Sales Process
Topic 2: Handling Issues in Sales
Sales Process
Sales Order Delivery Incoming Payment
A/R Invoice
System Configuration
Purchasing
Warehouse management
Production
Inbound logistics
Outbound logistics
Marketing & Sales
Service
Financial controlling
Master data
Key Data in the Sales Process: Business Partners
Common structure for all business partners used in sales and purchasing
Business partners used in the sales process: Leads Customers
Defaults are set at the company level for business partner details such as: Currency Payment terms Credit Limit Price list
Leads and Customers
Leads Use on pre-sales
documents or sales orders
Not on deliveries or invoices
Customers Use on any sales
document Convert leads to
customers when they buy
Key Data in the Sales Process: Items
Items represent products to be sold Item information is stored in the item master
record You can type item codes directly into a sales
document rows or search for items by description or other item attributes
Using Price Lists in the Sales Process
Price ListPrice List
Customer Master RecordCustomer Master Record
Sales DocumentsSales Documents
Price List Basics: 10 default price lists are provided. Items are linked to every price list. Assign a price list to each customer. The assigned price list defaults into a sales
document automatically.
Sales Order
Our customer orders 5 laptops We enter customer, items, and quantities in the sales order The system determines the price automatically A manual discount for 1% is entered in the order The customer is also eligible for an early payment discount of 2%
Item Availability Check in Sales Orders
Sales Order
A00001A00001Item No. Description
…… Quantity
5050 01 01 WH
Item Availability Check
Select Action:
Continue Change To Available Quantity
Display Quantities in Other Warehouses Display Alternative Items
Delete Row
If Order Quantity>
Quantity Available
Document
Per Document
Administration System Initialization Document Settings
Sales Order
Activate Automatic Availability Check
Document Settings
1.)2.)
3.)
Item No.
Warehouse
Quantity Ordered
Available Quantity
A1000A1000
0101
50 Pair = 100 pcs50 Pair = 100 pcs
10.06.201010.06.2010
Requested Due Date05.06.2010
05.06.2010
28 pieces28 pieces
Earliest Available
Display Available-to-Promise Report
Delivery
We ship 5 laptops to the customer The quantity of 5 laptops is removed
from inventory The inventory account is credited for
item cost The cost of goods sold account is
debited
A/R Invoice
We bill our customer for the 5 laptops The total includes the 1% manual discount The due date is based on the customer’s payment
terms A journal entry is created to record:
a credit to revenue a debit to the customer account
Incoming Payment
The customer pays the invoice on time for the 5 laptops
The total includes the 1% manual discount and the early payment discount of 2%
A journal entry is created to record: debits to our house bank account and
discount accounts a credit to the customer account
Sales to One-Time Customers (A/R Invoice + Payment)
Menu
Administration
Sales
Default Customer for A/R Invoice + Payment
C9999 One-Time Customer
Setup Financials G/L Account Determination
C9999
A00001A00001
Customer
Item No. Item Description
A00002A00002Twin SeaterTwin Seater
Three SeaterThree Seater
......
Michael KramerMichael Kramer
Main 9855Chicago TX 65095
Name
Ship To
Balance Due USD 1303.84AddAdd
A/R Invoice + Payment
Payment Means
Check
Bank Transfer
Credit Card
Cash
USD 1000.00USD 1000.00
USD 303.84USD 303.84
USD 1303.84Balance Due
Postings in Sales Process for Inventory Items
Purchased Item
Fixed Assets
Inventory Item
Sales Item
100100
Stock Acc.Cost Acc.
Sales Order Delivery A/R Invoice
Revenues AccountSales Revenues – EU
Foreign Revenues Acc.Customer
100100
General Ledger(Value)
Warehouse(Quantity)
Document Flow in Sales
1 2 3
Sales Order Delivery A/R Invoice
Sales Documents and Their Properties
Delivery Order
Quotation
OrderQuotation
A/R Reserve InvoiceQuotation
A/R Credit Memo
Returns
(If No Reference to Delivery)
(Goods Issue)
Quantities Postedin InventoryManagement
Sales Documentfor Correction
Values Postedin GeneralLedger
Reference WhenAdded
Change/Reverse
Sales Document must be Created in the System
DeliveryOrderQuotation
1)
2)
3)
4)
5)
6)
Posts committed quantity
A/R Invoice
Stock Changes in Sales
Model Report: Inventory Status
Quotation
Order + -Delivery for order - -Separate delivery (w/oreference to order) - -
A/R Invoice for delivery
Separate A/R Invoice (w/o reference to delivery) - -
Returns + +A/R Credit memo + +
Sal
es /
AR
In Stock - Committed + Ordered = AvailableTransaction
A/R Reserve Invoice for Order
Pick List
A/R Reserve Invoice (w/o reference to order)
Delivery for A/R Reserve Invoice
+ -
- -
+ Indicates increase in quantity- Indicates decrease in quantity
Functions in Sales – A/R
A/R InvoiceDelivery OrderQuotation
Serial Number andBatch Management
Gross Profit andLast Prices Report
Create DocumentDrafts
Activities
Link to TransactionJournal
Credit Limit Check 1.)
2.)
3.)
4.)
5.)
6.)
Document Generation Wizard
Deliveries to a customer
Summarized A/R Invoice
Invoices need to
be produced
Sales Analyses in SAP Business One
Examples What are the sales figures per customer? Which customer is the most profitable?
Which product is most successful? Which is the most profitable? How are the sales figures distributed among the quarters?
Which products does a certain customer prefer?
How successful is our sales staff? How well does a particular sales employee sell one item in comparison to another one? How are the sales figures per employee and item distributed over the entire year?
Sales analyses provide information on sales by: Customers
Items
Sales employees
A combination of the above
Open Items List
Open Items List: Open Sales Quotations
Open Sales Orders
Open Deliveries
Open …
Sales Process: Topic Summary
Key points from the Sales Process topic: The four main steps in the sales process are:
Sales Order
Delivery
A/R Invoice
Incoming Payment
Each sales document has a different effect on inventory and/or accounting.
Key master data used in sales: business partner and items
Key reports in sales process: open items list and sales analysis
Exercises for the Sales Process
Handling Issues in Sales: Unit Overview Diagram
Sales – A/R
Topic 1: Sales Process
Topic 2: Handling Issues in Sales
Returns
Returns
5050
Stock AccountCost Account
Delivery
Warehouse(Quantity)
General Ledger(Value)
50
Cost Account
50
Sales Returns
Credit Memo
5050
Stock Acc.Cost Acc.Sales
RevenuesCustomer
100100
Warehouse(Quantity)
General Ledger(Value)
100
Customer
100
Revenues Acc.
50
Cost Acc. Stock Acc.
50
Negative rows on marketing documents
Make corrections directly in a marketing document without a credit memo
Negative rows can be added to: Delivery A/R Invoice Returns A/R Credit Memo
Example: customers can get a credit for returning packaging while ordering more items.
Troubleshooting Issues in Sales: Topic Summary
Key points from this topic: If no A/R invoice has been created, use a Return document to receive
items from a customer.
When correcting a problem after the A/R invoice has been created, use an A/R credit memo.
Negative rows can be added to marketing documents.
Exercises for Troubleshooting Issues in Sales
Sales – A/R: Unit Summary
You should now be able to: Complete the basic steps of the sales process
Understand the consequences of each step on inventory and accounting
Handle issues that arise with in delivery and billing