Managing Self-Billing—Exercises

IMPORTANT
If you are a student, it is extremely important that you set up and work within your own site to maintain your data integrity. If you work within any other site, you will compromise your own exercise data as well as the data of other students. Predictable exercise results require that your data be isolated in your own site.

Basic Data Setup

Customer

Purpose: The purpose of this exercise is to enter the necessary data for a customer.

Windows:
Customer

  1. Enter C.S.C. Oslo as customer with XX-1001 as Customer No.
  2. Select Self-Billing Type Auto Match, Create and Post Invoice and Matching Option Delivery Note and Automatic Price Update check box and enter your user ID as the approval user on the Order/Message Defaults tab.
  3. Enter C.S.C. Paris as customer with XX-1002 as Customer No.
  4. Select Self-Billing Type Automatic Match and the Matching Option Delivery Note. Enter your user ID as the approval user on the Order/Message Defaults tab.

General exercise for Enter Customer

Stored Sales Part

Purpose: The purpose of this exercise is to enter the necessary data for a sales part.

Windows:
Sales Part
Inventory Locations
Inventory Part
Receive Inventory Part
 Sales Part Cross Reference

  1. Enter Street Car as Sales Part and with XX-18-300 as Sales Part No. A message appears inquiring whether you want to create inventory parts automatically. Click Yes. Enter a price of 500.
  2. Enter Race Car as Sales Part and with XX-18-100 as Sales Part No. A message appears inquiring whether you want to create inventory parts automatically. Click Yes. Enter a price of 550.
  3. Query for the parts in Inventory Part and enter an appropriate cost.
  4. Create relevant Inventory Locations.
  5. Receive 1000 of each into stock.
  6. Open the Sales Part Cross Reference window, and create two new records by selecting customer XX-1001 from the List of Values in the Customer No field.
  7. In the Sales Part Number field, enter your sales parts XX-18-300 and XX-18-100.
  8. In the Customer Part No field, enter the customer number XX-Street and XX-Race for the sales parts.
  9. In the Customer Sales Part Description field, enter the customer's description for the sales parts.
  10. Select the Self-Billing check box for both parts.
  11. Create two more records by selecting customer XX-1002 from the List of Values in the Customer No field.
  12. In the Sales Part Number field, enter your sales parts XX-18-300 and XX-18-100.
  13. In the Customer Part No field, enter the customer number XX-Street and XX-Race for the sales parts.
  14. In the Customer Sales Part Description field, enter the customer's description for the sales parts.
  15. Select the Self-Billing check box for both parts.

General exercise for Sales Part
General exercise for Enter Inventory Part
General exercise for Inventory Locations
General exercise for Direct Receipt

Required Data

Entering Customer Orders

Purpose: The purpose of this exercise is to create deliveries awaiting delivery confirmation.

Windows:
Customer Order

  1. Enter a customer order with C.S.C. Oslo (XX-1001) as customer with an order line for 10 pcs of the sales part Street Car (XX18-300) and an order line for 15 pcs of the sales part Race Car (XX18-100).

  2. Deliver the customer order. Note the delivery note number: __________.

  3. Enter another customer order with C.S.C. Paris (XX-1002) as customer with an order line for 50 pcs of the sales part Street Car (XX18-300) and an order line for 60 pcs of the sales part Race Car (XX18-100).

  4. Deliver the customer order. Note the delivery note number: __________.

  5. Enter one more customer order with C.S.C. Paris (XX-1002) as customer with an order line for 5 pcs of the sales part Race Car (XX18-100).

  6. Deliver the customer order. Note the delivery note number: __________.

General exercise for Entering Customer Order

Send Self-Billing Information

Purpose: The purpose of this exercise is to send self-billing information from IFS Purchasing so that it's received as incoming self-billing invoices in IFS Customer Order.

Windows:
Receiving Advice

  1. On the demand site for the customer C.S.C. Oslo create a receiving advice of type Approved Goods. Connect one receipt for part XX-Street and one for XX-Race, with 10 and 14 pcs as Qty Confirmed Approved respectively.

  2. For respective receipts the purchase order line price should be 500 and 549.

  3. Enter the delivery note number from the first customer order delivered in the above exercise, as the Receipt Reference on the both these receipts.

  4. Create a self-billing invoice from the receiving advice. Check that Qty Invoiced becomes 10 and 14 for respective receipt.

  5. Send the self-billing invoice.

  6. On the demand site for the customer C.S.C. Paris create a receiving advice of type Approved Goods. Connect one receipt for part XX-Street and one for XX-Race, with 48 and 30 pcs as Qty Confirmed Approved respectively.

  7. For the receipt of XX-Street the purchase order line price should be 495.

  8. For the receipt of XX-Race the purchase order line price should be 550 and with an additional cost of 140.

  9. Enter the delivery note number from the second customer order delivered in the above exercise, as the Receipt Reference on the both these receipts.

  10. Create a self-billing invoice from the receiving advice. Check that Qty Invoiced becomes 48 and 30 for respective receipt.

  11. Send the self-billing invoice.

General exercise for Manage Receiving Advice

Main Exercise

Purpose: The purpose of this lesson is to learn how to manage self-billing automatically and manually. The purpose is also to learn how self-billing deviations can be followed up.

Windows:
Incoming Self-Billing Invoice
 Customer Self-Billing Invoice
Customer Invoices
Customer Invoice
 Unmatched Self-Billing Deliveries
 Self-Billed Customer Order Lines with Deviations
 Self-Billed Customer Order Line with Deviations
 Sales Basic Data

Full Automatic Handling of Self-Billing

  1. In the Incoming Self-Billing Invoice window query for your customer XX-1001.

Note The incoming message should have become matched. The matching has been done with the Delivery Note No as the reference to deliveries for this customer and the part numbers. If something prevents the lines from being matched this is explained in an error message on the header or lines.

  1. Right click and then click Customer Self-Billing Invoice. Note that the customer self-billing invoice has got status Invoice Created.
  2. Right click and then click Customer Invoice.

Note The customer invoice has got posted. For part XX18-100 14 pcs has been invoiced with the price 549, which can be compared with the delivered quantity of 15 pcs and the original customer order line price of 550 (that has been automatically updated to 549). For part XX18-300 10 pcs has been invoiced with the price 500, which can be compared with the delivered quantity of 10 pcs and the original customer order line price of 500.

Automatic Matching of Incoming Self-Billing

  1. In the Incoming Self-Billing Invoice window query for your customer XX-1002.

Note The incoming message should have become matched. The matching has been done with the Delivery Note No as the reference to deliveries for this customer and the part numbers. If something prevents the lines from being matched this is explained in an error message on the header or lines.

  1. Customer has called you on the phone to let you know that 49 instead of 48 should be the correct invoiced quantity for XX-Street. Right click and then click Unmatch in the header.
  2. On the line for customer part XX-Street change invoice quantity to 49. Save your changes. Right click and then click Manual Matching. For the delivery with the matching delivery note number select the Matched check box and finish the matching.
  3. For the delivery of XX-Race you're expecting an additional self-billing invoice. On the line for customer part XX-Race right click and then click Manual Matching. For the delivery with the matching delivery note number select the Matched check box and uncheck the Close Delivery check box and finish the matching.
  4. In the header right click and then click Customer Self-Billing Invoice.
  5. On the customer self-billing invoice line for part XX-Race right click and then click Add Charges. Enter a charge for the additional cost of 140 that was invoiced for XX-Race. Connect the charge to the customer order line for part XX-Race.
  6. On the customer self-billing invoice line for part XX-Street right click and then click Update Price on Matched Order Line.

Note The Part Price becomes equal to the Customer Part Price. If more customer order lines than the matched one should be updated with the self-billing price Update Sales Part Prices should be used instead. Then it's also possible to create or update customer agreements.

  1. Create the customer invoice for the self-billing invoice.
  2. In the Customer Invoice window query for the invoice created. Post the invoice by right clicking in the header and then click Print Invoice. Select Cancel in the report print dialog since the printout isn't required.

Manual Handling of Self-Billing

  1. Make a new entry for customer XX-1002 in the Customer Self-Billing Invoice window. Enter a SB Reference No.
  2. In the header right click and then click Add Lines. Select the Matched check box for the two deliveries of part XX18-100. For both these deliveries the price has been discussed with the customer, so adjust the customer part price to 570 and finish the matching.
  3. Create the customer invoice for the self-billing invoice.
  4. In the Customer Invoice window query for the invoice created. Post the invoice by right clicking in the header and then click Print Invoice. Select Cancel in the report print dialog since the printout isn't required.

Follow up on Deviations

  1. In Sales Basic Data enter two self-billing deviation reasons: XX-10 Not Approved in Quality Inspection and XX-20 Deviation Credit Invoiced.
  2. Query for your customers XX-1001 and XX-1002 in the Unmatched Self-Billing Deliveries window.

Note No deliveries are displayed since all self-billing deliveries have been matched and invoiced in the above exercises.

  1. Query for your customer XX-1001 in the Self-Billed Customer Order Lines with Deviations.

Note The delivery of part XX18-100 is displayed with a quantity deviation. No price deviation exist for this delivery since the price on the matched customer order line has been updated automatically.

  1. The customer has informed you that the deviation is due to errors found on one of the race cars. This car will be returned to you. Right click on the line and then click Self-Billed Customer Order Lines.
  2. In the Self-Billed Customer Order Line with Deviations window enter deviation reason XX-10 for the matched self-billing invoice.
  3. In the Self-Billed Customer Order Line with Deviations window query for the order line with 60 pieces of XX18-100 for customer XX-1002. Two self-billing invoices have been matched to this line, one based on an incoming self-billing message and one was created manually.
  4. In the Customer Invoice window query for the invoice created for the manually created self-billing invoice. Right click and then click Create Credit Invoice. On the credit invoice line enter the unit price 20.
  5. Post the invoice by right clicking in the header and then click Print Invoice. Select Cancel in the report print dialog since the printout isn't required.
  6. In the Self-Billed Customer Order Line with Deviations window for the order line of 60 pieces of XX18-100 for customer XX-1002, enter deviation reason XX-20 for the self-billing invoice that was created manually.

Note Payment of 550 per piece is now expected for the order line of 60 pieces of XX18-100 for customer XX-1002.