Managing Credit Sales of Items with Periodic Invoicing

This document explains what happens in the point of sale (POS) system and in M3 when a customer wants to buy items on credit, on frequent occasions during a time period, and pay later by invoice.

In this scenario, the customer is invoiced periodically; once every month, for example. This means that all deliveries made during the time period after the prior invoicing occasion are invoiced at the same time.

Outcome

The item is sold, a credit sale transaction is entered in the point of sale system and a delivery note is given to the customer. The sales ticket information is uploaded to M3 via the POS sales tickets interface (OPS270MI), a customer order is created via customer order interface (OIS100MI) and the stock level is updated. The customer order(s) is subsequently invoiced and the general ledger and sales statistics are updated during invoicing in 'CO Invoice. Print' (OIS180).

The following files are updated:

  • Sales ticket input file-OPSALE
  • Stock balance file-MITTRA, MITBAL and MITSTA
  • Sales statistics file-OSBSTD
  • Accounts receivable file-FSLEDG
  • General ledger file-FGLEDG.

Before you start

  • The parameters in the shop's point of sales system are set to update stock levels online. The update is started from the external POS system when it communicates with M3 through the customer order interface (OIS100MI).
  • The POS system controls the upload frequency of sales information to M3. The upload frequency is usually determined either by a constant number of sales tickets to be sent each time or by a time interval.
  • If customer-specific prices are required at the point of sale, the POS system must be interfaced with the application programming interface 'Price and Discount Inquiry Interface' (OIS320MI) where the 'GetPriceLine' (Get item price for an order line) transaction must be used.

Follow these steps

  1. The customer picks up the item in the shop

    The customer picks up the required item in the shop and takes it to a point of sale.

  2. Enter/Scan the item in the point of sale system

    The item is entered and/or scanned in the point of sale system and possible prices and discounts are displayed. General price lists from the point of sale system are used.

  3. Identify the customer

    The customer is identified at the point of sale and a credit check is done. A check is also made to verify whether the customer should have any additional discounts or customer-specific prices. The customer receives a delivery note, including the customer-specific prices.

    Customer-specific prices for an item are retrieved by using 'Price and Discount Inquiry Interface' (OIS320MI) and the 'GetPriceLine' (Get item price for an order line) transaction. Note that only line discounts can be used.

    This activity is optional and used only for known customers.

  4. Upload sales information to M3 and create a customer order

    After the credit sale transaction is entered in the point of sale system, it is uploaded to M3 through the customer order application programming interface 'Customer order interface' (OIS100MI) and the batch order entry in 'Batch Order. Open' (OIS275). A customer order is created, processed to status 66='Delivered' and subsequently invoiced.

    The stock level will be updated immediately and it can be displayed in both 'Balance Identity. Open Toolbox' (MWS068) and 'Stock Transaction. Display History' (MWS070).

    A POS transaction is created in order to maintain an unbroken sales ticket number series.

    The transaction type 1510=Credit sales via 'Batch Order. Open' (OIS275) is used and the transaction is created via the POS sales tickets interface (OPS270MI).

    Transaction type 1510 is used to find the credit sales in the OPSALE file and is not further processed beyond the OPSALE file; that is, it does not update the general ledger. General ledger and sales statistics are updated during invoicing in 'CO Invoice. Print' (OIS180). (See step 6 below.)

    The sales ticket input file OPSALE is updated as described in the following table:

    Transaction type Item No. Quantity U/M VAT Amount
    1510 Item A 1 Pcs 19.99 79.96

  5. Invoice customer order and update the general ledger and the sales statistics

    All open invoices are invoiced at the end of the agreed time period (a month, for example) and the summary invoice or invoices are sent to the customer. The customer order(s) is invoiced in 'CO Invoice. Print' (OIS180).

    The sales statistics (OSBSTD) and general ledger (FGLEDG) are updated after invoicing is complete in 'CO Invoice. Print' (OIS180).

    For the general ledger, these accounting events and types are created:

    Accounting event Accounting type Amount
    OI20 100 (Accounts receivable) 100.00
    OI20 100 (Accounts receivable) –00.05
    OI20 111 (VAT Payable) –19.99
    OI20 120 (Revenues) –79.96
    Note: A bank operation is retrieved from the selected payment method.
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