Streamline your sales order approval for Finance with airSlate SignNow

How to create outlook signature

foreign [Music] so as you already know by the topic today we are going to discuss about the charge codes in Microsoft Dynamic 365. we already discussed about the automatic manual header level line level charge codes during our procurement and sourcing our accounts receivable module discussion so I'm not going to repeat the whole thing again majority of the things that we discussed during the accounts payable module are also applicable for the account receivable module so I'm only going to touch upon the basics of charge codes from the sales order point of view because that is very necessary for us to configure in a sales module that is an accounts receivable module in order for us to proceed with a further topic so keeping that in mind I am going to cover the high level overview of charge code from the sales order point of view so I'm going to do the automatic charge code setup I'm going to do a line level charge code setup in today's video and I will also give you some bonus tips as usual at the end related with the sales order in today's video so with that note let's get into the video guys welcome back so you all know that today we are going to discuss about the charge codes from the sales order point of view in Microsoft dynamic 365. so we all know about the concept of charge code already because we have already reviewed this concept while looking into the purchase order topics in the earlier parts so charge codes are the additional fee or additional charges that can be applied into your sales order on top of your regular sales order charges it could be your handling fee that your customer is entitled to pay you in addition to the sales order sales order Revenue it's an additional revenue for you or it could be your transportation fee or installation fee that the customer is entitled to pay you or even Insurance Kickback that you are receiving from a third-party company that you wanted to add as a part of your sales order which actually gets posted to a specific Ledger account and later on you can invoice the third party company and get the kickback from the third party company so whatever the reason is if you want to add an additional charge on top of your regular sales order fee then you can use the charge code as a concept to make this additional charges populate in as a sales order line okay so this will uh whether you're if in this just in case if you are charging the customer then this uh handling fee or installation charges will also be a part of your confirmation report or as a part of your sales order invoice report so let's go ahead and review this uh this particular feature available in the sales orders so to set so to to make this feature work we need to of course set up the charge code and we need to do certain uh preliminary setup so let's do that first oh get into the accounts receivable module and get into the chart setup um the charges can be manual charges uh it can be a line level header level charges so I'm not going to go into the manual charges that are all already covered in the but accounts payable module the concept is exactly same for the accounts receivable as well so let's directly get into the automatic charges for the sales and marketing I'm doing this setup just for us to proceed further with the sales and marketing concepts because these are very important uh charges to set up while you are doing a real life implementation as we are replicating the real life project so in order for me to proceed further with the course I might need to do the charge code setup for the sales module as well so just for that sake I'm going to do this very quickly I'm not going to repeat everything that I have already mentioned during the purchase account receivable process so I'm going to cover this very quickly okay so let's get into the charge code there's already one charge code in the system so let me just quickly create a one more charge code let's say this is installation no it's not able to okay uh fee let's say let's say that one uh let me put a name as installation P okay and this becomes very very important that you tag a proper posting profile here so in this case the installation fee is charged back to the customer so I want to in installation fee also to be a part of my invoice report so in the debit side I need to pick the customer because this will be posted to the customer balance this will be debited to the customer customer is an asset account it gets debited there and of course we need an offset account so credit account a revenue account that will be mapped here so this is account that will be used to post the revenue so that particular main account will be credited so let me choose a ledger account uh let me name it as uh order fee and let me choose other income let's say for example okay so that's the account that is uh starting with four zero zero zero five zero so that's it and this is actually you know you can use the you can you can vary the concept and you can use the same charge code for the scenarios like for example you can even create a new uh item called as insurance let's say for example so in the case of an insurance you're not going to charge the customer but you are recommending a customer with a third party insurance package so in order for you to recommend that particular insurance package the insurance company the third party company provides you with a kickback let's say for example in such cases the kickback will be a charge code right so the insurance kickback is your charge code and in such cases it will be not debited to the customer meaning the customer is not going to pay the kickback right the kickback is something that we are receiving from a third party company as an insurance commission so in such cases I will keep the Ledger account here here and then I will choose the relevant Ledger account which will be my ledger account that represents the third party insurance company and the relevant credit account so that way I can have the Ledger account in both the areas okay so that is how I vary the concepts and uh the debit and credit account based on my scenario we already discussed this in an elaborate way while discussing about the accounts payable module just review those parts in order to understand this better this is just a kind of a recap that I'm trying to give you but in this case uh it's not a ledger account it's a customer account because I am going to I'm going to get this money from the customer okay so this is done so that's the first setup that you need to do which is the charge code setup so once the charge code setup is done of course if it is a manual charge code we are good enough for now we can just go and create a sales order and then add those charge code that I've just created manually um in in the header level or line level however you want to but in our case we are going to go with an automatic charge port so I'm going to make sure that this charge code populates automatically every time a specific customer or item combination is used okay so let's uh go into the auto charges section and set up the automatic charges so in the automatic charges section you can make the automatic charges populate at the sales order header level in such cases you will be manually allocating the charges to the line level or you can directly set up the charge codes to a sales order line level so in this case I'm going to set up the charge codes to the sales order line level so I have changed it to sales order line so now after changing it to the sales order line click on the new button and you can go ahead and create your charge code so um I want this charge code to populate only for a specific customer group and only for a specific item group okay so I will be not choosing a customer if I choose the table here then I can choose the specific customer if I choose a table here I can choose a specific item since we have already created a customer group an item group I'm going to pick the group here and this is applicable for all the dealer groups okay all the customer that are dealer this automatic charges will hold good and likewise for all the item group that are of spare part this whole is good there is also a concept of mode of delivery so I can this is applicable for all the mode of delivery but just in case you want to populate it for a specific mode of delivery like air or rail it was also possible in such cases you don't need to specify the item directly the system term will consider the charge code irrespective of Whatever item you use for all the mode of delivery air let's say it it makes more sense for transportation charges you know whenever there is a specific mode of delivery a transportation charges will appear on a sales or a line in such scenarios you can use the mode of delivery relation okay so uh in this case I'm going to use um the item it's for all mode of delivery and the item is going to be the spare part item so once this is done I'm going to also say that this is a installation charges this is a description and I will also say that the charge code is going to be the one that I have just created so the charge code can be based on the number of pieces of the item so you can specify the value per piece you can also specify specific percentage of the sales order which will become the charges you can even fetch the charges from the external site or in this case I'm going to make a fixed charges so it's going to be like a 10 fixed charges and it can even be for a specific site and the warehouse if you need you can also do that okay so in this case I'm going to turn on keep we will come back to this concept later I will just turn this on for now and save it so this is a setup that we need to do for the automatic charges for automatic charges to populate automatically in a sales order so when I create a sales order I need to be mindful of using a customer of this group and using an item of this group so this is done so let me save it so let's go to the sales order now and try to create a quick sales order that one okay the mode of delivery can trigger the charge code as well in this case we are not using the mode of delivery so I'm only using the customer group and the item group so let's just put the customer and also the proper item okay in my case it's alloy oh sorry about this one in my case it's a alloy wheel item okay so that's done so save it so if I now go to the financials manage charges since it's a line level charges I will go from the sales order line not from the header but when I go to the sales order line I do not see the charges here right at the same time if it's a header level charges then you will see that the charges will be appearing at the header level in the maintain chart section and it also doesn't appear at the header level obviously we don't expect it to appear on the header level but we definitely expected the charges to appear in the line level at this moment the charges are not appearing probably if you have already seen my past video from the accounts payable you would have already guessed it right yeah you're correct that's because we are missing few setup so the setup for that value to populate is actually in the accounts receivable module if you are doing a new legal entity just like me you would face this issue as well and you would have you would be wondering like I've already done I'm already using the right customer group right item group then why the Childs are not populating that's because you have to enable a specific setup in the accounts receivable parameter so go to the accounts receivable parameter go to the prices tab and turn on this and this this is for the header level charges to appear this is for the line level charges to appear okay and I would also like to have this uh the Line Discount and multi-line discount so these are some of the default setup I would like to enable but also like my total discounts to be posted so this is a basic setup that I need to enable so for for the charge code these are the only two parameters so I have enabled them now so let's just save it so now let's go back to our sales order and try to create the sales order again so in this time the sales order should populate the charge code so let's try to use the same item and same customer so let's pick the customer account it's going to be you MW and the item as well it's a alloy wheel right that one I'm going to put as two quantity for now and if you remember the charge code that we have set up is a fixed rate of 10 dollars so save it okay so if I now go to the financials manage charges the line level you will see that the installation fee is populated with the keep checkbox checked and it is a ten dollar fix defeat right so it's automatically appearing obviously these are line level charges so it appears automatically and gets allocated to the line level but if you go and check at the header level you will not have any charges because this is not a header level charges these are line level charges so it auto allocates gets Auto allocated to the sales order line level so we have done and the charges are now applied successfully right so now what we can do is of course we can confirm the charges let me print the confirmation report so that I can show you the the charges in the confirmation report as well so the charges are appearing here uh 460 and this is uh apart from 460. there's an additional 10 added so it becomes 470 so this is your confirmation report okay so uh let's also review one more small uh scenario within a sales order here so when it comes to the sales order line management right specific sales order line can be independently handled even if I have 10 line I can just process one line I can even do some partial shipment of one particular line we've already reviewed them right so let's try that out so in this case there are two quantity of this particular item that the customer wants it but customer would like for us to ship one quantity of the item immediately because it's urgent and he would like to receive the next quantity of that particular item in the next shipment later maybe after 10 days so we are going to do partial delivery in two installments okay so we are going to first deliver the one item today and the remaining item that is the second item after 10 days let's say for example so in such cases um I will be now obviously uh doing a picking list and in the picking list I will be changing the quantity to instead of two I'll be changing it to 1 because I'm only going to ship one quantity so pick list is posted and let me do the pick list registration for that one quantity tall and and now let me uh do the post packing slip so this post packing slip is not for all quantity it is for only the picked quantity so which is only one of two Okay so this is done foreign I don't want the report for this okay so which means that we have a data packing slip one quantity okay so we can even see this uh this progress as I already mentioned before yeah uh line quantity section in the line quantity section delivery reminder is one delivered is one invoice remaining is one which means that one quantity is spending to be invoiced out of two okay so you will have the whole progress of that particular line in the line quantity update section so now let's go and try to quickly invoice the one that has been delivered so when I'm invoicing it I'm going to enable the print invoice section foreign once the invoice is posted you will get this report right so if you check the report you have the you have this alloy wheel and you have this as 240 dollars and ten dollars of installation fee applied so which makes it as 240 dollars for that particular one quantity of the item that's been delivered or shipped to the customer okay so this is a partial invoice report right so the charges are already applied to that particular line so now after 10 days as promised I will be delivering the remaining quantity to the customer okay so now let's quickly do the picking list of the remaining quality to the customer so now I don't need to do anything because there's only one line uh pending so system automatically shows that one line so picking list is posted quickly suggestation will be poster as well okay completed so let's quickly deliver this last installment to the customer which is second of two I don't want to print the packing slip okay okay okay it's done so um even if you go to the general tab now and go to the line quantity you will see that out of two one is invoiced one invoice pending two is delivered just one is invoice pending so you also know the progress of that particular line here so now let's since one only one invoice spending let me try to invoice it so while invoicing it I'm going to turn on the print invoice as well okay so now it is getting invoiced so once the invoice is posted you will see that um the report gets printed and in this particular report again check there will be a charge code again applied for the second installment meaning for two quantity of lines there is a fixed charge code or charges of ten dollars right but if I am partially delivering it in two halves then there will be the charges applied for each of the shipments separately so which means a totally a charge of ten dollars and ten dollars which makes it to twenty dollars is applied in this particular example for both the partial shipments so this is because in the automatic charge code we have turned on the keep checkbox okay so we will see what happens when I don't turn on the keep checkbox in a while so this is done and um uh so once the invoice is posted if you just go to the sales order Channel um maybe you can just get into any of the vouchers if you check the voucher you will see that the customer balance gets posted not for 230 dollars but for two forty dollars meaning the customer balance also includes the revenue of 230 plus this 10 10 which is um right now posted as other incomes right because it's getting posted to the accounts that we have tagged within this installation fee if you remember so there is an account that we used here so it gets posted to that account and the vendor balance is actually pumped up to 240 which is 230 plus 10 dollars and the remaining things are all cost price of that particular item okay so this is how the the transaction the voucher works so uh now coming back to the concept of let's say that this particular um charge code right I will remove the keep checkbox from this particular charge code so let's revisit the scenario again let's now try to create a sales order for the same item on the customer and replicate this scenario let me pause the video here create the sales order and then come back okay so I have created a sales order I've added the same item into the sales order so now I'm going to do this same scenario where I'm going to do a partial packing slip I'm not going to do a pick list or pick list registration to save some time I'm done going to directly receive uh sorry deliver the item by posting the packing slip so in this example I am going to only update the packing slip again I'm going to do partial delivery into installments so one quantity is now getting delivered so go and just deliver the quantity and now let's quickly invoice it so again the partial invoice foreign so the invoice report will be now printed to the screen so if I now check this particular invoice again similar to the previous scenario has the 230 dollars and ten dollars of charges which makes it 240 dollars so which means that automatic charges are applied to this particular first shipment okay so it automatic charge is applied once just remember that so there's no difference between the first previous scenario and now until this point right so now let's now go and deliver the packing slip this is the second installment that I'm going to deliver to the customer all quantity let's push the packing slip and quickly do the invoicing as well so invoicing so the invoice will get printed again this is my second shipment so in the report if I see that the charges are not applied again okay so which means that only 230 dollars are charged total is also 230 dollars which means that the charge code is only applied once during the first installment the charge port is not applied again and again for every single partial delivery okay so it depends whether you want to click on the keep check box or not if it's the transportation charges then obviously it makes sense for us to include the transportation charges for every single shipment separately or it's or in in a case of a specific handling fee it might be making sense in the case of a certain other charges it may not make sense to include it as a part of every single partial delivery shipment in some cases you may need that charge code to be a part of your sales order line only once the second time you don't want that to apply so depending on the business scenario you can decide whether you want to enable this keep checkbox or disable this keep checkbox so hope you are clear about the concept of keep checkbox now and of course it's also possible for us to have this charge code populate in the local currency or in the foreign currency as well by changing the currency here the currencies will be the relevant currency that gets populated as a charge code as well and of course we can also Define this charge codes automatic chart setup specific to a site and the warehouse as well okay all that are possible you can do system is very flexible to handling and of course we can make the automatic charges at the line level or header level depending on your scenario we already discussed all of this in the previous part okay so this is the concept of charge code on the sales order point of view so apart from the charge code as always we have an a bonus closing tip so a bonus tip for the day is um in the sales and marketing module right um there is a section called as open sales order lines right so if you go to the open sales order it's only displaying you all the sales order that are waiting to be processed all your open sales order will be displayed when you're getting into the Opel sales order section right so this doesn't gives you enough traceability that your kind with the kind of traceability that you are expecting right so in order to improve the traceability you can even use this option which is called as open sales order lines so which means it will show you all the sales or Alliance which are right now open and which are right now yet to be fulfilled so in this view the specialty is you can always do your own views you can own filter in this particular view for example if you want to see a specific item number let's say this item number if you want to see this particular item number uh which are all open at the moment which are yet to be fulfilled and the relevant sales are a number and all the customers to which this particular item we are going to fulfill so maybe the item is coming late or maybe we want to see you know who are the customers waiting for this item and what was an actual shipment date and what is the date today if you want to do any kind of uh the research on a specific data you can always do it by using this particular screen okay so in this screen you can drill down either a specific customer level and see you know for that particular customer let's say for example um let me clear this filter let's say for example for a specific customer you want to see you know what are the open lines and what are the sales or a number that are open and shipment date what are the actual promise ship and date versus what is the today's date so you want to do all that exploration process you can always use this open sales order line option so that gives you a good traceability of your item and the open sales or Alliance and when I say traceability we've already also seen about some aspects of traceability from the inventory management module so in the inventory management module there's a concept of batches right so even from the batches let's say that batch you will be able to still Trace that particular item against whether it's a forward tracing or backward tracing and I do not have the enough data in the system but if with the proper data you will be able to see you know this product how did it got purchased which inventory it got transferred which sales order it is now with so it will show you the full chain here at the moment I think it's still in the inventory it is only purchased I haven't processed any uh sales so that's why it is only showing one line but you have the full visibility you can even do the recoils using this batch number identification so even you can you know click on a specific purchase order and you will be able to even um see the purchase order line so it will directly take you to that particular purchase or a line to see you know the details of the purchase order if needed so these are all some additional tips related with the traceability of various item in a sales order so that's it guys for today this was about the charge codes so we will cover some more interesting topics related with the sales order in the next episode until then bye [Music]