M5-GL-1060 Rebate Co-op Enhancement

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M5-GL-1060 Rebate Co-op Enhancement

Synopsis

This enhancement package allows the user to program rebates and co-op amounts as a function of inventory management and general ledger journal entries. Once the set-up is complete, the functions are applied automatically when a sales order is created and the shipment is posted. General ledger entries are then generated during A/R invoicing.

Installation Requirements

Prior to running this application, you will need to have Sage 500 installed; (various versions can be made compatible. For more information please call (800) 425-9843). It is recommended to have a complete and tested backup prior to installing any application on your Sage 500 platform.

Reinstalling or Installing an Update

You must first uninstall any custom (non-Sage) client/server installs via “Add and Remove Programs”. This will not uninstall any database objects, but will permit the update install to run its SQL package to update the necessary database objects. Once the previous install has been removed, you may then run the new client and server installs.

Components to the Installation

Server Installation

This adds the database stored procedures and tables required to run the integration. Run the Install Shield on the Sage 500 database server.

Client Installation

This is used to install the client components of Sage 500. Run the Install Shield Application on each appropriate workstation that the enhancement will run.

Task Setup:

The task “IM Setup Rebate/Co-op” must be added to the MAS500 task menu.

1. Select your MAS500 desktop, go to the Inventory Management > Maintenance folder
2. Right click on the folder and select “Create New Task.”
3. When the context menu appears, select MAS 500 Task.
4. For Module select Inventory Management
5. Select the task named "IM Setup Rebate/Co-op" then select OK.
6. An "IM Setup Rebate/Co-op" task will appear in the MAS500 task menu.


Set Up Process Description

In order to have rebate and co-op amounts reflected in general ledger journal entries of Sage 500, this rebate/co-op enhancement must be set up. To begin doing so, select the “IM Setup Rebate/Co-op” task found in the Inventory Management module under "Maintenance”. A screen similar to the one shown here will appear.

Set Up Rebate-Co-op


Here, you have the option of looking up an existing rebate/co-op amount or creating a new one. To create a new entry, type the name or title in the first field followed by a brief description of it in the field underneath.

On the “Main” tab (Figure 2), be sure to keep the “Cost Type” set to “Other.” Select a calculation method from the drop-down menu (either “Pct of Cost” or “Amt Per Unit”), then enter the amount or percentage in the field provided. To enter a positive number, simply type the numeral(s) and tab to the next field. To enter a negative number, type the numeral(s) first, then type the minus sign and tab to the next field.


Set Up Rebate-Co-op
Figure 2


For the “Rebate/Co-op Offset Account” entry, you may key in any known account number or look up the number from a list of existing accounts. Simply click on the magnifying glass icon to the right of the field to display a list of existing accounts (see above). Then double-click on an account number to select it.

Lookup Window


Once the fields have been completed on the “Main” tab, the entries must be applied to an item, vendor, or customer. We will describe these processes next.

Applying Rebate or Cost to an Item

To apply the Rebate or Cost to an Item, click on the “Apply to Item” tab.

Set Up Rebates-Co-op


In the “Item” field, enter the name of the item or click on the “Lookup” (magnifying glass) icon to the right of the field to display a list of items. To select an item, simply double-click on the correct item in the list. If you wish to apply the rebate/co-op to more than one item, you may list multiple items on this screen.

To save the entry to the Rebate/Co-op definition, either click on the green checkmark in the top left corner of the screen or the “Save” icon next to the checkmark (Figure 5a).

Set Up Rebates-Co-op3



Applying Rebate or Cost to a Vendor

To apply the Rebate or Cost to an Item, click on the “Apply to Vendor” tab.

Applying Rebates to a Vendor


In the “Vendor” field, enter the name of the vendor or click on the “Lookup” (magnifying glass) icon to the right of the field to display a list of vendors. To select a vendor, simply double-click on the correct vendor in the list. If you wish to apply the rebate/co-op to more than one vendor, you may list multiple vendors on this screen.

To save the entry to the Rebate/Co-op definition, either click on the green checkmark in the top left corner of the screen or the “Save” icon next to the checkmark.



Applying Rebate or Cost to a Customer

To apply the Rebate or Cost to a Customer, click on the “Apply to Customer” tab.

Applying Rebates to a Customer


In the “Customer” field, enter the name of the customer or click on the “Lookup” (magnifying glass) icon to the right of the field to display a list of customers.

To select a customer, simply double-click on the correct customer in the list. Next, associate the customer to either a vendor or an item. Only one association can exist on a customer line. To associate a vendor to the customer, click in the “Vendor” field of the customer’s record, then enter the name of the vendor or click on the “Lookup” (magnifying glass) icon to the right of the field to display a list of vendors. To select a vendor, simply double-click on the correct vendor in the list. - OR -
To associate an item to the customer, click in the “Item” field of the customer’s record, then enter the name of the item or click on the “Lookup” (magnifying glass) icon to the right of the field to display a list of items. To select an item, simply double-click on the correct item in the list.

If you wish to apply the rebate/co-op to more than one customer association, you may list multiple customer associations on this screen.

To save the entry to the Rebate/Co-op definition, either click on the green checkmark in the top left corner of the screen or the “Save” icon next to the checkmark.

Applying Rebates to a Customer


GL Journal Entries

The rebate/co-op entries you create will appear on the general ledger journal entry that is generated during A/R invoicing.

GL Journal Entry

Maintenance

When setting up a rebate/co-op entry, you have the option of looking up an existing rebate/co-op amount or creating a new one (Figure 7). To maintain an existing entry, type the name or title in the field or use the Lookup button to select from a list of entries. Then follow the procedure outlined in the “Setup Process Description” section at the beginning of this document.

Maintenance.JPG


Maintenance can be done on any field in the “Main” tab of the Rebate/Co-op Setup. This enables you to update rebate and co-op amounts that are being applied to various items. You may also add or delete items from the “Apply to Item” tab. To delete a line, simply right-click on the line and select “Delete Line” from the pop-up menu that appears.

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