activant prophet 21 - epicor · contracts on the fly create contract on fly while entering sales...

Activant Prophet 21

The Benefits of Using Contract Pricing

This class is designed for…

Customers who have a need for contract pricingCustomers curious about other pricing functionality in the Prophet 21 system

Objectives

Create and maintain contract pricingUse contract pricing defaultsUse contract pricing features in order entryEnter contracts on the fly in order entry

This course will NOT cover…

Basic customer pricing set upPricing libraries

Customer Contract Pricing

Special agreement between distributors and customers covering:

PricingDiscountsTermsDelivery conditions and scheduleVolume expectationsPackaging requirementsReplenishment of bin locations at customer ship-to

Benefits

Minimizes re-entry of contracts and related associated with multiple ship-to recordsIncreases customer service Insures correct pricing and protection of profit margins Allows distributor to provide pricing arrangements within specific stocking location at a customer site

Contract Pricing System Settings

System Setup / System / System Settings / Order Processing / Pricing

System Settings

New defaults can be established to aid in entering new contracts

Customer Maintenance Defaults

Job/Contract PricingEnables Contract Pricing for Customer


Always Use Job/Contract PricingRequires contract at Order EntryIf only one contract exists, it populates automaticallyIf multiple contracts, popup window appears


Allow Non-Job/Contract ItemsAllows items not on contracts to be added to ordersMust activate checkbox if non-contract items are allowed on orders or error message is given


Prompt User for Non-Job/Contract ItemsEnabled gives user prompt that an item is not part of the contractDisabled allows non-contract items without comment


Cumulative Qty May Exceed Job/Contract QtyMay exceed maximum order qty on contractUses contract pricing even after limit is surpassed


Use All ContractsAutomatically assigns contract pricing without any helpIf multiple contracts, you choose which contract to use

AppShare

Set up a customer #1 for job/contract pricing where they may sometimes place regular orders and sometimes place contract orders. If the customer places order for a contracted item, have the system automatically assign the contract.Set up Customer #2 for job/contract pricing where they can only enter orders with contracted items and they may not exceed contracted quantities.

1. True2. False

If a customer is to still get their contracted price, even after they have exceeded the contracted quantity, then Cumulative Qty May Exceed Job/Contract Qty must be checked.

Job/Contract Pricing Maintenance

Order Processing / Maintenance / Job/Contract Pricing Maintenance

Job/Contract Pricing Maintenance

Job/Contract Maintenance Tab

Job/Contract Maintenance TabCorporate ID - All or some of the customers associated

with a corporate address can be added

Job/Contract Maintenance Tab

Only enter Customer ID/Ship To ID to retrieve, view or edit informationWhen entering information, go to Customer/Ship To tab to

enter customer and ship to info

Customer/Ship To

Customer/Ship ToTab allows you to view or add ship tos for the selected customer that will get contract pricingAll ship tos can be easily added by searching on the ship to field, then use RMB functionality to select all

Customer/Ship Info

Customer/Ship InfoThe Customer/Ship Info tab allows you to change billing and shipping defaults established in ship to maintenance for this contract only Defaults apply to all items added to order using contract

Ship To/Item tab

Ship To/Item TabDisplays list of items assigned to one or more bins for ship to entered on Job/Contract Maintenance tabQuick view of items on the contract used by the ship to

Job/Contract Notes

Job/Contract NotesAny information that you would like to be viewable or mandatory in order entry can be added

Items Tab

Items TabPricing method - source, price, or noneIf pricing method is set to source, a source price must be selectedMultiplier against the source price if applicablePrice can be used when not using a source price

Items Tab

Items Tab continuedContract part number can be used in order entryDefault Src Location indicates picking locationMax Qty is upper limit amount for which contract is validExp Date on line may override header Exp DateQty Ordered field tracks totals ordered already

Costs Tab

Costs TabCreate contract specific rebate (other) cost and commission costVendor Authorization Number indicates pre-arranged agreement to define pricing

Values Tab

Values TabPrice breaks can be established

Bins Tab

Bins TabAssign customer bins to this contract itemCan only use tab is using handheld bin managementThe Bin ID is a user defined alphanumeric field that must be uniqueGenerate Unique Bin ID can suggest Bin IDLine, Line Feed and Line Station allow tracking assembly line locations in customer’s warehouse

Bins Tab

Bins Tab continuedCapacity, min/max and reorder qty can be used for VMIQuantity Ordered keeps track of what has been ordered thus far

Bin/Item Tab

Bin/Item TabDisplays item on contract in bin number sequence for ship toSorting available on columnsEditing available on many fields too

Bin/Item Tab

Bin/Item TabRight side fields

Item/Bin Notes

Enables you to enter a note and have it appear in:Job Pricing MaintenanceOrder AcknowledgementsPick Tickets and Packing listsInvoices

Customer PO Information

Customer PO number field added in several places to help track contract items

Customer/Ship Info Tab, Items Tab, Bin TabQuote to Order wizard, Contract Line Info popup in Order Entry, Front Counter Order and RMA EntryContract report, Order Acknowledgement, RMA Acknowledgement; Pick Ticket, Packing List and Invoice forms

Customer PO Information

Ship Info PO Number will override the PO field on main Job/Contract Maintenance TabCustomer PO Number specified at the contract line level will override PO number in Customer/Ship Info Tab

Assemblies

Assemblies that price via the components may NOT be entered on a contract.Assemblies that price via the assembly header may be entered on a contract.Assemblies that price via the assembly using the components may be entered on a contract and the contract prices will be used.

AppShare

Set up a job/contract for a customer

1. Job/Contract Maint2. Customer/Ship Information3. Customer/Ship To4. Ship To/Item

On which tab are the Customer and Ship To Ids entered for a contract?

1. Values2. Items3. Costs4. Bin/Item

Rebate Costs can be established on the ____ tab.

Job/Contract in Order Entry

Use All Contracts from Customer MaintenanceSystem applies any contracts to items automaticallyIf multiple contracts exist, system will prompt as line items are entered.If item is not on a contract, system uses customer’s default pricing

If not using Use All Contracts setting, then system prompts for contract after customer is entered


Select a CustomerIf more than one contract exists for the customer this window will pop upIf the customer is flagged to always use contracts, items cannot be added until a contract is selected


Selecting contract itemsItems can be added as

usual in order entry When using contracts

they can be added using right mouse button functionality


Selecting contract itemsThis window appears after clicking Display Contract ItemsContract value limit and amount used are informationalContract line allows the user to jump to a specific contract line for large contractsAfter entering the desired quantities, click Update the Order

Order Entry/Front-Counter

Order and line item required dates must fall within the dates specified on the contract.Prices tab will display Contract ID and Contract price.Sales History tab will display Contract ID, Contract Name and Line number of the contract.

Contracts on the Fly

Create contract on fly while entering sales orderIf material is in stock, use contract to request rebate on sold qty and offer reduced prices to customerIf material is backordered, resulting PO is at normal cost, but system submits rebate amount for that under contract.If item is non-stock, special or direct ship, system submits contract cost on order

Use Rebate ExceptionSystem Setup > System menu >

System Settings > Accounts Payable

Items with expired date or order qty over maximum can show on

Rebate Exception Report

Creating On the Fly Contracts

Items TabEnter Item ID and Qty OrderedRMB click and choose Create Contract


Contract HeaderEnter Contract Number and DescriptionEnter SalesRep ID if different from usual salesrepEnter End Date for On the Fly ContractRest of fields default


Contract LinesChoose Select checkboxPricing Method can only be set to PriceIf rebated item, enter After Rebate CostEnter Vendor Auth Number if one necessaryIf D or S item, enter PO costEnter Expiration Date for item if different from header

Prices Tab

Prices tab displays Contract Info and Vendor Authorization Number

Vendor Authorization Number

Prints on Rebate ReportIncluded in EDI filesFor D or S disposition items, prints on PO formsViewable in PO Drill Down by Supplier/Item/POAlso viewable in Order Drill Down/Item Detail TabItem Master Inquiry Contract Tab also displays the Vendor Authorization Number

AppShare

Demonstrate Order Entry using contracted itemsEnter a contract on the fly

RMA Entry

RMA for contract item, if linked will display contract number, contract description and line number

Form Changes

Form modifications to display contract number and contract line numbers for those items purchased using a customer contract:

Order AcknowledgementPacking ListInvoice

Sales Pricing Inquiry

Job/Contract Reports

Sales History ReportThe sales history report now

includes a contract number range

This report now also has a contract number sort level


Order Processing > Reports Menu > Contract Price List Report

Rebate Exception Report

Accounts Payable > Reports > Rebate Exception Report

Displays rebates entered via contract in Order Entry, but are invalid

Importing Job/Contract Maintenance

All Job/Contract maintenance information can be imported

See the help file for specific layout information

1. True2. False

Required dates and Release dates must fall within the date range of the Contract in order to receive contract pricing.

AppShare

Demonstrate the Sales History Report and Contract Price List Report

Summary

Create and maintain contract pricingUse contract pricing defaultsUse contract pricing features in order entryEnter contracts on the fly in order entry

Published Solutions

Solution 23970 – Can you copy a contract from one customer to anotherSolution 28459 – How to enable contracts from OE on version 11.0 and upSolution 24152 – Why is the bin tab not available during Job/Contract entry

For More Information…

Prophet 21 Help FilesVisit Activant on the web: http://distribution.activant.com/

View Educational Services course offeringsBrowse DocumentationSearch the Solutions databaseSubmit a Support case

E-mail Professional Services [email protected]

activant prophet 21 - epicor · contracts on the fly create contract on fly while entering sales...

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