Apprise allows you to process sample orders so you can keep track of sample quantities given to customers from your sales representatives. You can also track supplier billbacks for the sampled products.
Before you can process sample orders, perform the following setup steps:
In Customer Maintenance, create customers for sales representatives that will be providing samples. You must enter a sales representative ID in the Samples Sales Representative ID field on the Options tab to associate the customer with the sales representative. You also must create customers for suppliers that will receive billback invoices (if the customers were not previously set up).
In Supplier Maintenance, select whether billbacks for each supplier are recorded as invoices or vouchers. If you will use invoices, associate the supplier with a customer set up for the supplier in step 1, and select whether to display billback details on invoices.
In Product Maintenance, verify the Allow Samples check box is selected for all products you want to allow to be sampled. You can also use the Sample Frequency Days field to control how often each product is sampled. Set up a list price of zero for the pricing of sample orders for the products that can be sampled.
Set up price books for sample customers and create a price matrix for the price books with a multiplier of one times the zero list prices set up in step 3.
In Sample Reason Maintenance, set up sample reason codes to describe the reasons for sampling that will be associated with each sample order line item.
In Sample Budget Maintenance, set up sample budgets to control the total monetary amount of samples available for each sales representative.
In Sample Billback Rate Maintenance, set up sample billback rates for suppliers to control the percentage of sales cost that you can bill your suppliers for sample orders.
In User Extended Options, clear the Can change Sample Billback Rate check box for users who are not authorized to change sample billback rates during order entry or sample billback processing.
To process sample orders:
In Order Entry, create sales orders for sales representatives set up as customers. For each order line item, you must enter a sample reason. Depending on how the sample reason is set up, you may also be required to enter a customer who will receive the sample product.
Perform the standard order entry process until invoices are created for the sample orders. For more information on processing sales orders, see Sales Order Process Flow.
In Sample Billback Processing, create voucher or invoice billbacks for suppliers associated with sampled products on invoiced sample orders.