Supplier Allowance Management

Menu Path: Customer Service $Images\bluerarw.gif$ Suppliers $Images\bluerarw.gif$ Supplier Allowances $Images\bluerarw.gif$ Supplier Allowance Management

Purpose

Manage calculated supplier allowance and generate invoices for supplier allowances.

Overview

Use Supplier Allowance Management to view calculated supplier allowance information, and then select supplier allowances for which you want to create invoices. You can select to view supplier allowances for a specific range of dates, and all or a specific supplier, supplier allowance deal, supplier allowance product group, and/or batch.

Note Before you can view supplier allowances, supplier allowances must be processed in Supplier Allowance Processing.

After viewing supplier allowances, you can manually mark each allowance as cancelled, invoiced, or reviewed. These status settings can then be later used to filter supplier allowances.

Creating Invoices for Supplier Allowances

To create invoices for supplier allowances:

Enter a range of dates for which you want to display supplier allowances.
Select filter criteria for which you want to display supplier allowances.
Click the Show Data button in the ribbon. The Invoice tab displays the supplier allowances that meet the criteria you selected in steps 1 and 2.
Click the Update button in the ribbon.
Select the check box in the Create Invoice column of the grid for all supplier allowances for which you want to create invoices. If you want to create invoices for all displayed supplier allowances, you can select the Create Invoice check box above the grid to select the check box for each row in the grid.
Enter general information for the invoices, such as the period and year, charge type, and due date. You can also use the Batch tab in the ribbon if you want to change the batch for the invoices.
Click the Print Options tab.
Select output options for the invoices and Supplier Allowance Invoice Summary Report.
Click the OK button in the ribbon. The invoices are created. The Supplier Allowance Invoice Summary Report and the invoices are output based on the options you selected in step 8. You can also review the invoices in Invoice Entry.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Supplier Allowance Management window.
Update	Click this button to update the status of supplier allowances displayed on the Invoice tab and select supplier allowances for which to create invoices.
OK	Click this button to save any changes you made to the status of supplier allowances and create invoices for all supplier allowances for which the Create Invoice check box is selected in the Supplier Allowances grid. This button is only available after you click the Update button in the ribbon.
Cancel	Click this button to cancel any changes you are making to supplier allowances. This button is only available after you click the Update button in the ribbon.
Show Data	Click this button to display supplier allowances based on the criteria selected on the Select tab.
Invoices	Click this button to display Supplier Allowance Process Invoice Inquiry, which allows you to view invoices for a selected supplier allowance.
Rules	Click this button to display Supplier Allowance Process Rule Inquiry, which allows you to view the supplier allowance rule for a selected supplier allowance.
Products	Click this button to display Supplier Allowance Process Product Inquiry, which allows you to view products for a selected supplier allowance.

Ribbon Batch Tab Buttons

Button	Description
Select	Click this button to display Select a New Batch, which allows you to select a previously created batch.
Open	Click this button to display Open a New Batch, which allows you to create a new batch.
Close	Click this button to display Close A Batch, which allows you to close a batch.
Edit	Click this button to display Edit A Batch, which allows you to edit an existing batch.
Post	Click this button to display Invoice Post, which allows you to post invoices for the selected batch.

Select Tab Fields and Buttons

Field or Button	Description
Date from	Enter the first date in a range of dates for which you want to display supplier allowances, or click the drop-down arrow to select a date.
To	Enter the last date in a range of dates for which you want to display supplier allowances, or click the drop-down arrow to select a date.
All (Suppliers)	Select this check box to display supplier allowances for all suppliers. This check box is selected by default.
Supplier Code	Enter a supplier code for which to display supplier allowances, or click the Lookup button to select a supplier code. This field is only enabled if you clear the All check box to the left of it.
Supplier Name	Enter a supplier name for which to display supplier allowances, or click the Lookup button to select a supplier name. This field is only enabled if you clear the All check box to the left of it.
All (Deals)	Select this check box to display supplier allowances for all deals. This check box is selected by default.
Deal Code	Enter a supplier allowance deal code for which to display supplier allowances, or click the Lookup button to select a supplier allowance deal code. This field is only enabled if you clear the All check box to the left of it.
Deal Name	Enter a supplier allowance deal name for which to display supplier allowances, or click the Lookup button to select a supplier allowance deal name. This field is only enabled if you clear the All check box to the left of it.
All (Groups)	Select this check box to display supplier allowances for all group codes. This check box is selected by default.
Group Code	Enter a supplier allowance product group code for which to display supplier allowances, or click the Lookup button to select a supplier allowance product group code. This field is only enabled if you clear the All check box to the left of it.
Group Name	Enter a supplier allowance product group name for which to display supplier allowances, or click the Lookup button to select a supplier allowance product group name. This field is only enabled if you clear the All check box to the left of it.
All (Process Batches)	Select this check box to display supplier allowances for all process batches. This check box is selected by default.
Process Batch ID	Enter a process batch ID for which to display supplier allowances, or click the Lookup button to select a process batch ID. This field is only enabled if you clear the All check box to the left of it.
Cancelled	Select whether to display supplier allowances that were cancelled, not cancelled, or both cancelled and not cancelled.
Invoiced	Select whether to display supplier allowances that were invoiced, not invoiced, or both invoiced and not invoiced.
Reviewed	Select whether to display supplier allowances that were reviewed, not reviewed, or both reviewed and not reviewed.
Display 0 Amounts	Select this check box to display supplier allowances for which the allowance amount is zero. This check box is cleared by default.

Invoice Tab Fields and Buttons

Field or Button	Description
Period	Enter the period for invoices created for the supplier allowances, or click the Lookup button to select a period.
Year	Enter the year for invoices created for the supplier allowances, or click the Lookup button to select a year.
Charge Type	Enter the order entry additional charge type for invoices created for the supplier allowances, or click the Lookup button to select an order entry additional charge type. For information on setting up additional charge types, see Order Entry Additional Charge Maintenance.
Batch	Enter the batch number for invoices created for the supplier allowances. You can use the buttons on the Batch tab in the ribbon to work with batches.
Sales Type	Enter a sales type for the invoices created for the supplier allowances, or click the Lookup button to select a sales type. For information on setting up sales types, see Sales Type Maintenance.
Reference Date	Enter a date for the invoices created for the supplier allowances, or click the drop-down arrow to select a date. This defaults to the current date.
Due Date	Enter a due date for the invoices created for the supplier allowances, or click the drop-down arrow to select a date. This defaults to the current date.
Location Prefix	Enter a location prefix for the invoices created for the supplier allowances, or click the Lookup button to select a location prefix. The location prefix is used as the first part of the invoice number, and each location has its own set of invoice numbers. For information on setting up locations, see Location Maintenance.
Default A/R Account	Enter the default accounts receivable account for the invoices created for the supplier allowances, or click the Lookup button to select the account.
Charge Account	Enter the general ledger account to use for the additional charge for the invoices created for the supplier allowances, or click the Lookup button to select the account.
Default Sales Rep	Enter the sales representative to use for the invoices created for the supplier allowances, or click the Lookup button to select the sales representative.
Invoiced	Select this check box to select the check box in the Invoiced column in the Supplier Allowances grid for all rows. Select this check box to mark all displayed supplier allowances as invoiced.
Cancelled	Select this check box to select the check box in the Cancelled column in the Supplier Allowances grid for all rows. Select this check box to mark all displayed supplier allowances as cancelled.
Reviewed	Select this check box to select the check box in the Reviewed column in the Supplier Allowances grid for all rows. Select this check box to mark all displayed supplier allowances as reviewed.
Create Invoice	Select this check box to select the check box in the Create Invoice column in the Supplier Allowances grid for all rows. Select this check box to mark all displayed supplier allowances as invoiced.
Supplier Allowances	This grid displays supplier allowances based on the criteria selected on the Select tab after you click the Show Data button in the ribbon. Each row represents a batch of processed supplier allowances for a specific rule in a supplier allowance deal. After you click the Update button in the ribbon, you can update the following columns in this grid: Reviewed - Select this check box for each supplier allowance you want to mark as reviewed. Invoiced - Select this check box for each supplier allowance you want to mark as manually invoiced. This check box is also selected automatically after you create invoices for each supplier allowance. Cancelled - Select this check box for each supplier allowance you want to mark as cancelled. Create Invoice - Select this check box for each supplier allowance for which you want to create an invoice. After you select this check box, click the OK button in the ribbon to create the invoices. If an invoice was created for a displayed supplier allowance, you can double-click the invoice number in the Reference Number column to display Invoice Entry, which allows you to view detailed information for the invoice.
Total Invoice Amount	This field displays the total amount of invoices you are about to create, which is equal to the allowance amount of all displayed supplier allowances for which the Create Invoice check box is selected in the Supplier Allowances grid.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output summary report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output summary report, or click the Lookup button to navigate to and select a location and file name. This field is only available if you select the Specify File Name check box.
Output Directory 2	Enter the location for the output invoice, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File 2 Name	Enter a location and file name for the output invoice, or click the Lookup button to navigate to and select a location and file name. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.