Managing Credit Sales of Items and Invoicing with Split Due Dates

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 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 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.
• A split due date must be defined in 'Payment Term. Open' (CRS075).
• A split due date must be entered in the 'Payment terms' field in 'Customer. Open' (CRS610/J).
• Number series 4='Split customer invoice' must be defined in 'Internal Invoice Series. Open' (MFS165).

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 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

   The customer order is invoiced in 'CO Invoice. Print' (OIS180) and a split invoice is sent to the customer on different due dates.

   You can display the split invoice in 'Accounts Receivable. Display Additional Info' (ARS250) by selecting accounts receivable information category 228=Split COM invoice.

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

   For the general ledger, the following 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.