Accolent ERP supports “Lot Billing” which is sometimes used in the electrical industry. Lot Billing allows a distributor to manage quoting, tracking, expediting, and billing for both the customer and vendor sides of a Lot Billed Order. An all-in quote is obtained from a vendor which is then converted to a PO for all the products for the project. The PO is then linked to a Sales Order through a Special Order. The PO can be partially received and as products are received, they can be invoiced to the customer. The open products continue to be tracked on the PO and the linked Order.
Create Products
- Receive an all-in quote of $18,000 from a Vendor for a project requiring Qty of 500 of ELYVT-42N and Qty of 1000 of GLB-100330.
- Create Products ELYVT-42N and GLB-100330 and LOTBILL – a generic product.
- All are special order products with primary vendor, 104-Global Industrial Supply.
- ELYVT-42N and GLB-100330 are actual products to be supplied by the Vendor.
- The purpose of LOTBILL is solely to record the Vendor’s all-in quote which is not broken out by product.
- As line items are supplied, the actual vendor prices may be entered for the products and the LOTBILL price reduced accordingly.
- When the PO is fully received, LOTBILL will have a price of zero.
Create Sales Order and Linked PO
- Quote customer for the project at $21,600 representing a markup of 20% over Vendor’s quote.
- Once accepted, create Sales Order GIS005.
- Enter LOTBILL with Qty of 1 and Price of $21,600.00.
- Enter ELYVT-42N with Qty of 500 and Price of $0.00.
- Enter GLB-100330 with Qty of 1000 and Price of $0.00.
- Move to Fulfillment, brings up the Special Order Purchasing Option screen.
- Select Drop Ship and Auto PO for all products.
- Save to move the Sales Order to BO and auto create the PO.
- Open PO No C9373 and update cost to $18,000 to reflect the Vendor’s quote.
- Save then Submit the PO to the Vendor.
Partially Receive PO
- Since this is a drop ship, receive notification that Vendor has partially shipped this PO to the job site.
- Vendor’s notification specifies price for ELYVT-42N of $31.00; use this to update PO.
- Reduce the price of LOTBILL from $18,000 to $2,500 to keep the total PO Price at the $18,000 quoted by the Vendor.
- Now notionally receive partial quantity of 400 of ELYVT-42N on PO C9373.
- Provides the option to print the PO Receipt.
- Automatically creates GIS005-2 for the products received, moves this to fulfillment and prompts to invoice the customer.
- Open the Order and update the price for ELYVT-42N to $37.20 reflecting the 20% mark-up over the Vendor’s price of $31.00.
- Move to invoice to bill the Customer.
Remaining PO Lines
- Open PO C9373 to see the current status.
- Only a quantity of 400 out of ELYVT-42N has status of Received, all other items have status of Open.
Remaining Back Order Lines
- Look up Back Order GIS005-1.
- Shows open items left on Back Order.
