Re: Invoice Re-Generation

I do not know if it is BETTER.
I also posted a different way (than Dan approach) in my last installment.

In ACR500, people NORMALLY enter some $ amount (positive value) that came
from a customer, then farm out to which invoices they paying for, and
struggle with figure out discounts they took, which might not be discounts
earned. Some of our customers deduct from payments for RMAs in which our
corresponding credits not identified clearly.

ACR500 also makes it possible to enter a NEGATIVE $ amount, when we are
backing out some OOPS.

In this scenario, we have the OOPS Invoice and Credit Memo reversing in.
We can enter a ZERO $ payment, with opposite $ amounts posted against the
OOPS and reversal, to zero them out also in the A/R. We can assign some
reference code # to this, so the opposite linked entries show up in General
Ledger, making it more obvious to auditors which pairs are related this way.

There are extra complications if the OOPS Invoice made it into snail mail
(or however you deliver it) to customer who then tries to pay the OOPS
Invoice #, instead of the corrected invoice #. A lot of our customers pay
by the delivery ticket packing #, which we have modified to print on our
invoices from shipping, but might not be on the corrected invoice.

Another TIP.
In the olden days, customer payments came to our HQ, where accounting had to
rush rush rush (which invites errors) to get the $ applied, so the checks
can be deposited with today bank date (plus risk of someone getting mugged
in transit).
In contemporary times, customer payments go to lock box in care of our bank,
get deposited right away, then we have a (supposedly) secure link to the
bank info on what customer paid what $ with copy of their remittance info.
We can then take our time, getting it posted correctly.

BETTER varies with the individual:
* How confusing is this to the various interested parties? (customer
personnel, liaison people with the customers, accounting personnel,
auditors)
* How much keying hassle to get the job done?
* Can you fix it easily, when discover it ain't right?
* Is your fix in a condition for which easily explained when auditor
asks about it months later?
* Is your fix sufficiently obvious so if someone later points at wrong
price some place, you know what has been already fixed, and what not?
* Can we do this with minimum info shared to customer, broadcasting
our screw-ups, that they might not otherwise have been aware of?

-----Original Message-----
From: bpcs-l-bounces@xxxxxxxxxxxx [mailto:bpcs-l-bounces@xxxxxxxxxxxx] On
Behalf Of Dan Sweeney
Sent: Thursday, May 19, 2011 3:52 PM
To: BPCS ERP System
Subject: Re: [BPCS-L] Invoice Re-Generation

Larenzo - In order to credit and re-bill the incorrect invoices. You'll
need to create a credit order using negative quantities (order type 8/order
class 7) for every invoice that is incorrectly priced, using the old
pricing. Then create a new positive order (order type 8/class 7 using
corrected pricing. In ACR500 you'll need to process the credit order
against the incorrect invoices in A/R so that they will wash out and the
customer will send remittance against the new positive order created with
the corrected pricing.

If anyone else knows a better solution please share.

Thanks,

Dan Sweeney

Senior ICS Project Lead |Bridgelogix | |simplify your supply chain |
918-280-4205 phone | 918-280-5550 fax |dan.sweeney@xxxxxxxxx
. Please don't print this e-mail unless you really need to.


-----Original Message-----
From: bpcs-l-bounces@xxxxxxxxxxxx [mailto:bpcs-l-bounces@xxxxxxxxxxxx] On
Behalf Of Larenzo Alexander
Sent: Thursday, May 19, 2011 1:37 PM
To: BPCS ERP System
Subject: Re: [BPCS-L] Invoice Re-Generation

What BPCS Menu and Options or Programs is use to credit and rebill for the
invoices? I suspected it to be the menu ACR Option 3 Invoice Maintenance
(Progam ACR510) or the menu BIL Option 2 Invoice Release (BIL500) & Invoice
Re Print (BIL550)? But I'm really not sure......



From: Larenzo Alexander <larenzo_alexander@xxxxxxxxx>
To: BPCS ERP System <bpcs-l@xxxxxxxxxxxx>
Sent: Thursday, May 19, 2011 12:29 PM
Subject: Re: [BPCS-L] Invoice Re-Generation

Great, I appreciate your help Dan. I agree option 1 looks like the best
solution. I am the I.T. staff :-) but not to familar with the Billing &
Invocing. I'm going to make the option 1 suggestion to see how it goes.

Again Thanks for your response.

From: Dan Sweeney <Dan.Sweeney@xxxxxxxxx>
To: BPCS ERP System <bpcs-l@xxxxxxxxxxxx>
Sent: Thursday, May 19, 2011 9:35 AM
Subject: Re: [BPCS-L] Invoice Re-Generation

Larenzo - You have 2 options:

1. If you credit and re-bill the incorrect invoices make sure that you use
the correct price book date that will include the updated special pricing -
the re-billing should use the updated special pricing.
2. Have someone in your IT staff run a little program (or update manually)
and re-price the sales history lines that are incorrect and then re-print
the specific invoices.

I prefer option 1 because it will provide the correct audit trails in the
system.

Thanks,

Dan Sweeney

Senior ICS Project Lead |Bridgelogix | |simplify your supply chain |
918-280-4205 phone | 918-280-5550 fax |dan.sweeney@xxxxxxxxx
. Please don't print this e-mail unless you really need to.


-----Original Message-----
From: bpcs-l-bounces@xxxxxxxxxxxx [mailto:bpcs-l-bounces@xxxxxxxxxxxx] On
Behalf Of Larenzo Alexander
Sent: Thursday, May 19, 2011 9:08 AM
To: BPCS Forum Post
Subject: [BPCS-L] Invoice Re-Generation

Hello all,

We are running BPCS 6.1 and ran into a situation where we generated BPCS
Invoices with incorrect unit prices because the Special Pricing Table wasn't
set up for the year. Even though we have set up the Special Pricing Table
the Invoice still has the incorrect pricing. Does BPCS provie an option to
re-generate or update the Invoice Unit Price to include the special pricing
for the same Invoice Numbers? Or what is the best way to handle getting the
invoce updated with the correct price. Do I need to just create new
Invoices? Or do I have to calculate and update the invoices and prices
manuall which I hope that is not my only option. :-(

You're help is greatly appreciated.

Thanks