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Discount invoice for Customer Support

good afternoon everyone I'm Michael I'm going to be your host for roundabout the next probably about 45 minutes I think that's what it should last for today we're going to be looking at the discount options that you've got available in ch50 accounts now it does differ depending on the level that you're on and I'll be explaining that as we're running through the session today so session should last in total maybe about about 45 minutes that includes the opportunity for you to ask questions along the way as well but it's a brand new topic that we're running with you this afternoon right a little bit of housekeeping just before we get started as usual you don't need a microphone for these sessions if you've got one and you've enabled it you'll find your muted automatically and you can't unmute yourself so that means if you've got any questions for us today you're going to need to type them into the questions panel which you should see in the bottom right hand corner of your screen you can't currently see that you just need on your toolbar just click the little icon the one that looks like the speech bubble continuing the question mark and that means you should then see that questions box if you want to communicate with us that's your way of doing doing that during the sessions or any comments or questions you have pop them in there we'll try our best to pick those up so I'm joined by Jackie this afternoon Jackie's on hand to help answer any questions that you might have to keep her busy keep your questions coming if you're not sure about something just pop a comment or a question in there there is a copy of today's slides that you can download via the handouts link so again if you want a copy of the slides I know a lot of you do like to download them we do make the recordings available afterwards this so don't think you've got to frantically download the the slides and then start making notes the recordings will be available afterwards and finally there's an option there just to quickly mention it like you can switch to full screen mode as well so when I'm sharing my screen during the session you may things find things just that little bit clearer if you do switch to full screen mode just to make things that a little bit bigger right it's okay let's have a look at what we're going to be covering in this session today we're going to start with a little bit of background to discounts we'll then run through a series demonstrations of the discount options that you've got available and I will outline the availability of them as well because as I mentioned they're not necessarily available in all levels of the software so on each slide I will I've got that outlined as to what is and isn't available on the various levels once we finish the demonstrations and there's quite a few to go through uh we'll have a quick look at the inwards and Order defaults area and also probably one of the more common questions as well where discounts have been applied particularly if multiple discounts have been applied how can I work out where the discount value is actually coming from so a little tip for you on that one as well and then just at the end we'll explain more about the additional support now all of the information detailed information is available about the discount options that's all available via Our Help Center if you've downloaded a copy of the handouts today then the links will on those handouts will work for you but obviously the information is really easy to find within our help center anyway Royce okay let's get started it's a little bit of background first of all I'm gonna I've got a sort of cover both of these options in the session today but we're looking up when you start entering an invoice and it's specifically invoicing I'm going to be looking out obviously you've got the same options of using the sales orders option uh but when you drill down on an item line and it doesn't matter whether it's a product or a service there's really two areas that you're looking at there's the unit price and there's the discount area which is either going to be the discount percentage or the discount amount and it's the specifically it's the the discount options that I want to concentrate on today we will pick up on the a couple of factors that do affect the unit price such as price lists but I would sort of regard that potentially probably the price list option as a discount option as well because you can actually get it to calculate the unit price by applying a discount automatically and it will pull that unit price through automatically so touch on that as well a little bit but there is a recorded webinar on price lists as well so that's these are the sort of areas that we're going to be looking at today now there are loads of discount options available for you within the software so I'm just going to run through a series of demonstrations at this point I'll share my screen and we'll quickly start running through them I'll introduce each one with the use of a slide though so we obviously we'll be backing forwards so the first one we're going to look at is discount percentage now I've put this little table in the top right hand corner so you've got the three levels of Siege 50 accounts there's Essentials standard and professional so I've obviously indicated whether this option is available depending what level of the software that you're using so discount percentage you'll find within the customer record it it enables you to set an overall discount percentage and it means that whatever you uh enter on an invoice the discount percentage will then be applied to every single item line on that invoice the sales order or if you're working on the on the supplier side on the purchases side uh if you're doing purchase orders it will apply to that as well so similar option but we just want to concentrate on invoices today so customer record defaults are then the discount percentage let's quickly run through a demonstration on this one so we're going to go into customers I'll just concentrate on this customer today so into the record uh then on the defaults tab it's this field here discount percentage so what I'll do is I'll just pop in 10 percent save the record close out and then we'll go across to invoicing generate a new invoice select that customer and then I'm going to pull through a product now actually before I pull through that product I'm going to try and make it a little bit easier I will quickly go back into products and services and I'll adjust the sales price actually I've already got that entered my mistake I was looking at the wrong column there right back sorry back into invoices and credits new invoice choose that customer year One Design Services and we'll choose the uh the widget so when it pulls it through you can see the price 100 pounds so we try to use a nice round figure so that you can see when the percentage discount is applied you can see what that translates to so it's automatically applied that 10 discount to whatever the sales price is that'll be the same if you were using a service invoice or anything like that it would pull it through automatically now if you want to see where that discount is coming from what we can do is just drill down on the item and we can see you've got the discount percentage and also you've got the discount uh amount as well we'll come on to those ones in a few a little bit later on in the session well that's a nice simple one but as I say in the crystal record the discount percentage it applies that percentage discount across the board to everything you add to the invoice it's a nice simple 101 rice I'll reset that customer to defaults just set it back to zero save the record and we'll move on right back to the slides next one now you'll see straight away on the table at this point this option is only available on the professional level of the software again it's an option that you'll find within the customer record but it's invoice value now invoice value is based around a table that you would set up you would say right well when an invoice reaches a certain amount what I want to do is apply a percentage discount and again it would do that across the board on all items included on the invoice so two areas that you need to be aware of this first of all where you actually set the customer to have this discount applied so again customer record defaults you've got an additional discount drop down you choose invoice value and the other one is actually setting the discount percentages themselves and the values so we'll have a look at both right back to my screen so we're going to start by going into the customer record and then into defaults and it's this field here additional Discounters or by default it will be set to no additional so the one we're looking at this time around is invoice value we set it to that just make sure that discount percentage is zero and we'll just save it tip and then if we go into settings and then customer defaults and you've got the discounted tab at the top so remember as per the slide this option would only be available to you if you're on the professional level of the software so on the discount table just in case of you popping in your values obviously you need to be in ascending order and then you related percentages so as you can see for 100 pounds we've got 100 pounds or more it's going to be two percent obviously when it reaches 500 it's going to go up to three percent thousand can hold five percent Etc right we'll go into invoices you invoice choose the customer and then we'll choose the product now straight away you can see it's pulled through the unit price of 100 pounds and the net price for the item is now 98 so it's automatically applied the two percent now if we just amend the price there for a second so we're seeing 99 pounds you'll see that this time actually it's just 99 pounds so because the invoice value the net amount is below the invoice sort of the first level of invoice value where the discount would kick in it hasn't applied any discount again if we drill down we can see that the discount is zero but if we set that unit price we sell our buck 200 pounds message pop-up see talk value discount is tuned so we just talk here that and you can see again if we drill down onto the item line we're now back to having the two percent applied we can override those if we needed to but it will pick it up by default I'll just assure you as well if we set that to C6 so that we're going in above the the next level of discount information message pops up just telling us the total value discount has changed so we just don't care that and again if we drill down on the item you can see that that's increased to three percent now to get nice simple one but again it would it's going to look at the full invoice value this type of discount and it will apply that percentage discount across the board let's close out of that one go back to customers and we'll just quickly reset that one again any questions so far if you've got any questions please pop them in there either myself or Jackie will will try and pick that up for you right next one to look up to go back to the slides is product quantity now again this this product quantity discount as per the table in the top right hand corner it's only available to you if you are on the professional level of the software now what this is again it's set up within two areas so allocating it to the customer but also within the product record itself and it enables you to set up a discount based on the quantity of a particular item like you're invoicing now it is for a specific item line now that's one of the one of the things to be aware of it's for a specific item line I'll try and explain what I mean by that when we come to invoicing just so you're aware of it now within the product record in fact I'll just quickly share my screen uh there we go so if we go into a product record I'll choose the widgets that we've been using so far and we've got the discount Tab running just down the left hand side there let's maximize that as well and you can see that we've got 3T or five tables I should say A B C D and E so on discount table a what I'm saying is for this product if someone buys five five of these items I'm going to give them a discount of five percent if the buy 10 I'll give them 10 percent the buy 20 they're going to Discount of 15 percent well that's that's as high as that table goes for this particular item now to allocate that type of discount to the customer go into the customer record into defaults and it's again within the additional discount so we need to choose the table that would apply to a specific customer now bear in mind the tables it's going to be across the board so if we specify discount table a within the customer's record it's going to look at all the different discount table is when we specify individual products we can't say right for this product we want to use discount table a for this product we want to use table B so it's table is across the board for all products so we'll just quickly save that one uh we'll go and enter an invoice just so you can see how that one works so we'll choose the same customer again choose the same product see at the moment 100 pounds unit prices come through on the net 100 pounds so if you drill down we can see that no discount has been applied so far now we'll just change it within here so again if we specify cf4 nothing changes we specify 5 which should be the first level where this quantity discount applies you can see that again it pulls it through automatically we change that to 10 you can see it pulls through the relevant rate pulling through that 10 percent so again nice and straightforward that will knock I don't think commonly used the the table discounts the thing to watch out for I'll quickly mention it I want to quickly mention this one so we just got it set to one is if I did this so let's say I've already I've entered an invoice so far and then I come through and I think oh yeah customer wants to order another four of a particular item so let's say if you want to order another four of the this item if I set that to four it's still 100 pounds now they have ordered five of that item on the invoice as a whole well put a quantity discount it works on each specific line so in this case because of the way it calculates it doesn't calculate any discount based on quantity discount so it's looking at the individual lines if we combine the two so we'll just remove that row and then amend this one back to five then you will see that the if we drill down that the discount it does applied at that point so that's just a something to be aware of that one if you start adding on additional units ideally for that one to work you need to amend the quantity so you should really only have that item listed once right let's just close out of that one I'll go back to customers and quickly remove it and reset it back to no additional right any any questions on that one at all if not we'll move on again now the next one and I've touched on this one at the beginning when I was talking about the differences between the unit price and the discount amount or the discount percentage and it was Priceless now Priceless impacts on the unit price so where you can essentially specify that when a certain customer buys a certain product what we want to do is they are going to be charged this unit price now that might have a discount calculation in there but it doesn't impact on the discount percentage itself it will look at the actual price list and whatever's on that price list it would use that as the unit price now I don't want to get into Priceless in any in any depth at all there is a webinar recording available so when you get your follow-up email if you are interested in learning about price list which is only available again in the professional level of the software then do check that one out so we'll include that link so you can watch that recording it's quite an in-depth topic the price list option but it's something that would impact on the unit price not the actual discount amount or percentage so again watch out for that one rice Moving On Again this time a one-off discount get this time this option one-off discount entering it at the time of invoicing it's available on all levels of the software so Essentials standard and professional so it would be used when you when you agree a one-off discount you just maybe it maybe it's something that clinches the seal because it turns around so well actually I can get this item a little bit cheaper elsewhere can you match that it's modern override the the unit price you add a discount percentage or a discount amount now the amount that you enter is the total discount value it's something to be aware of it's not the discount off the actual unit price so if I had a let's say I had a quantity of five so it'll be 500 pound in total if I enter a discount of five pounds it's going to be the 500 less the five pounds that I'm getting charged if I wanted to Discount the unit price then I would have to work that out and pop in the total discount value let's have a quick look at that one again probably it's it's the one that you're most likely to come across where you're entering a one-off discount there and then don't need to make any changes this time in the customer's record all I would do is I would go into invoices choose the same customer we'll choose the same product and if I drill down on the item so we got the two boxes so again if I entered say five percent it would work out five pounds in total let's just quickly change the quantity as well so you can see it in a bit more detail so I just set that back to normal percent so if I apply a discount of say 10 it's going to calculate 10 of the essentially the the net amount that would have been calculated is 50 pounds let's just reset that back so let's say I'm not I'm thinking this is where you do want to get confused I'm thinking right I want to knock 10 pounds off so I want to charge 90 pounds per unit so if I keep 10 pounds in it's just going to Discount the the total net amount for the item so it's not calculating 10 it's calculating 10 pounds of the tall item line value so it's just two percent again that's something to be aware of when you when you're keying in no you can't amend discounts or even some of the the other ones that we've already looked at where they automatically calculate you can add additional discounts on on top of that if required still a couple of others to go through as well so let's just cancel out of that one I'll see if any changes we'll go back to the slides on this time we're going to pick up on net value discount now this is where you would maybe want to apply a one-off discount to the full invoice or order it's available in both this standard and professional levels you don't have this available in Essentials if you're on Essentials you would need to use I suppose the equivalent would be using the discount percentage but you would need to go against every single item line if you wanted to apply a certain level of discount across the board net value discount essentially lets you do that so you just see right invoice amount is let's say 100 pounds net I want to offer I'm gonna offer you 10 pounds discounting tool it'll do all the other calculations for you but they're already available in standard and professional but it's a nice easy way of seeing right well uh tell you what we'll we'll knock 20 pounds off your invoice it's a nice easy way of doing it right let's have a quick look at that one back into invoices and we'll choose same customer foreign pop on the product or she will do a couple of products doesn't really matter what it is on the net value discount is this option here so it appears in red at the bottom so all I would do if I wanted to key it in or enter value I'll just say right well I'm going to knock let's say we we agree to uh knock 20 pounds off the full invoice value now you'll not see any discount appearing against the individual items at the stage it will calculate that against various items at the point when you update the items to the up oh sorry update the invoice to the ledgers but at this stage got full values against the various lines we've just got a essentially a discount amount okay nice easy one to deal with that one if you wanted to enter a description against it just click your little little icon to drill down on the the net value discount and you can pop in your description comment one comment two you can key it in as a percentage as well so if it is a one-off that's a nice easy way of doing that if it's something that's going to be an ongoing thing you're going to apply the same discount across the board for this customer each and every time then you'd probably be rather than just doing it as a one-off net value discount you'd be going into the bank into the customer record and you would be keying in a discount percentage as the additional discount so you do that within the record it just does it automatically from that point but normally net value will be used as probably where it's a more likely where it's a one-off foreign let's go back to the slides again now the last one I want to demonstrate for you today is negative line now this is this is a fairly I think of it as a fairly recent option but it's been around for quite some time now and it's a bit like the negative value discount but you can add a line to the main part of the the invoice itself so the main body of the invoice it's available in all levels of the software and it means that you can actually position that if you needed to also give it a description so if you hard like say let's say 10 items on the invoice and you want to certain almost like position the discount as it were uh within the list then this is where the negative line can come in now to apply a negative item line value to your invoice if it's a product invoice you've got to use one of the special codes so S1 S2 or S3 if it's a service item then that's absolutely fine so let's have a look at that one I just uh pop back to my screen into invoices and credits new invoice same customer let's say the same product now if I drill down on this item this is where the negative item line option will appear obviously it doesn't because it's a standard product in this case but if I drill down and I can either choose S1 S2 or S3 S3 you'll only have that one in case you're looking at yours and you're thinking I haven't got that one S3 is only available uh if you're on the professional level of the software or you could use S1 or S2 in exactly the same way so I'll just put discount as the description and pop in the amount so I'll say 10 pounds and what I'm going to say is I'm going to say this is a negative I want to make it as a negative so I just don't kill that and obviously I've pop in a comment one comment too just okay that and then I could start adding additional items in as well if I needed to so let's just do one of those again and it means as as you can see the red line this piece is negative means I've got that position where I wanted against irrelevant lines again nice easy one to to handle that one been around for quite some time but that's to say I still think of that as a fair fairly recent option that one again any questions or comments pop them into the questions panel I would encourage you as well if you want to find out more about them do download a copy of the slide so via the handouts link on your toolbar uh if you don't load your handout it will again you'll have a copy of the slides that we're using to do so you'll know what's applicable to you again you've got the the demonstration company and you've also got the practice company to have a go of these options on if you want to test them out before you you go live in your software itself right let's pop back to the slides again uh the final one I want to quickly mention I'm not going to demonstrate this one but I want to quickly mention it and it's settlement discount or what's often referred to as prompt payment discount it is available in all three levels so you would set a customer's settlement discount percentage within their record you can key that in but there are different methods available as to how you should handle that settlement discount so when the time comes to pay off the invoice Etc a couple of different methods you can use and I would encourage if you want to find out more about that specific type of discount like you do check out the the information that's available on our help center there are detailed guidelines in there on how to process that within your accounting software but available again available in all levels that one now the next thing to mention is inversion order defaults or if you're on the essentials level just it should be called invoice defaults now within this area which we'll have a look at in just a second you have a number of options this can sometimes some would argue it gives you that added flexibility others just think well you maybe think well actually it makes it a bit more complex and it's it helps you to determine when discount how it should calculate but also when it should apply so let's just have a quick look at these options within the software now it does differ so on the table at the top I've got a mentions partial for Essentials and standard I'll quickly explain that when we get into that screen right okay if we go into settings and then in motion order defaults again if you're on the essentials level it's just going to be called invoice defaults but if you go into it and it's the discounts tab at the top that we're looking for so you've got four areas you've got unit price and this is where you can choose to calculate your uh the discount based on uh unit price or do you want a discount on the uh the full value so it's basically if you're let's say you're playing a percentage on it it's all to do with rounding so or you want to say you had five items at x amount or you want to calculate the percentage on the individual unit price and then multiply it by the quantity or are you wanting to have the quantity multiplied by the existing unit price and then calculate the discount so it can have an impact depending on the I suppose the unit prices if you if you're dealing with fractions of a pence uh you may find that you'll get potentially different outcomes depending on your options so it depends how you would calculate that or your preferred method for calculating now the apply quantity and value discounts this option would only be available this area is available on the professional level it's not available in the essentials level or the standard level you find this option is grayed out so it's do you want to apply quantity or value discounts when there's a special price involved so where there's a price list price used or sorry a special price or a price price list price so all you want to apply discounts on top or not and there's a couple of other options in there as well so again it's going to be where it can get a little bit more complex discounting special items again this option this this panel here it's only available to you if you're on the professional level of the software and it's the always apply value discounts to special items so S1 S2 and S3 so because these are normally used for one-off items are you wanting to apply things like invoice value discount so you want to take that into account the all the these items into account the S1 S2 and S3 item when they're included on the invoice so again you can switch that on or off the final option that's quite quite a good one this one this this option is available on all levels this option and it's Show discount on Main invoice order or slash order screen now what this does is if I just cancel out of this for a moment I go to invoices and credits Institute a new invoice you'll see the columns that I have or product code description quantity price net value so if I want to find out information about the discount percentage or discount amount applied to a certain line what I've got to do is I've got to drill down so I've got to go into the individual item line itself so I've got to get into the edit itemline window to see this information here whereas if we go back to settings invoice and Order defaults and this time I'll switch the option on your discount on Main invoice stroke order screen if you go up to invoice and credits and you'll see this time we can see the discount amount and discount percentage columns I don't need to drill down to see that and what I can also do when I'm entering the invoice is enter the amount directly into those columns so discount amounts let's let's based on percentage that means that I'm not having to drill down so it can't be a little bit quicker if you're dealing with discount discounts quite a bit within your invoicing area so just to confirm that setting because it's it's a one that's not switched on by default it was settings invoice and Order defaults it's on the discounts Tab and it's this little check box here so that would show the additional two columns on your front screen just going to switch it off so I'm back to the the default view right now obviously there's been quite a few uh discount options that we've looked at today so common question uh specifically on the professional level of software what discounts are actually applied I've got a percentage but or a discount amount but what what discounts are actually being applied to my item so where is it coming from how is it calculating so when you drill down on an item line you've got this discount option at the bottom and clicking that will give you the discount breakdown so what I'm going to quickly do we'll just go back to my screen I'll apply a few different discount types so we're going to customers and we'll pick on the same customer into defaults I'll pop let's say a five percent in there on the additional discounts what I'll do is I'll choose uh let's use it invoice value save it I'll never go into an invoice choose the customer choose a product I'll set it to two and if we drill down on the item line itself you can see that we've got a seven percent or 14 pounds now if we're looking at that thing when earth does that come from that's where this discounts option can help so if I click that it will now give me an operator so I can see customer discount percentage so that's the one that we set within the record is picking up five percent from there and it's also picking up two percent from the invoice value so that's if you're not sure that's the thing to do drill down on the item level and then click this discounts option at the bottom it'll bring up that discount breakdown and you'll be able to track it down from that point right now that covers all of the discount options that I think we needed to cover today I have to double check about five times just to make sure I was covering all of the discount options that were available when entering invoices uh We've covered them all so it gives you some food for thought some of you will think well we we don't use that type we don't want to use that one but others you might be thinking oh that's how you do that that might be a bit of a shortcut so if you've been frantically keying in like two percent discount against every single item for a certain customer each and every time you know now you can go into the record it's set up the additional discount of two percent just do it automatically for you then save you a little bit of time right now if we pop back to the slides a little bit more information to give you keep your questions coming uh Jackie your pig will open the background a little bit of information if you've attended a webinar recently you'll probably have you'll have seen us or you've heard us talking about Sage membership Siege membership you may have received emails on this you'll see it advertised on our website here and there as well at the moment uh Siege membership just brings together a number of areas that you essentially you already have access to so Sage University where we host all of our online learning courses or free to access sidcity which is our suppose or I use a forum so there you can see blogs you've got questions and answers advice Etc put your questions in as well if you need to but said City and also Siege masterclass now City master class is essentially a series of uh presentations where we're not looking specifically at software what we're looking at is just general business advice so experts in their own fields talking about a particular topic so season one another video is available on that all about finding and keeping great People season two has just gone live as well so season two is all about productivity so if you're interested in finding out more about them if you've downloaded the slides your link at the bottom will work otherwise just head along to sage.com UK masterclass and you can start watching them upcoming webinars wise loads of sessions planned in if you haven't had a look at the timetable recently as of as of sorry as of Monday of this week uh We've made the November timetable available so do check out see what's coming up some new topics uh picking up on the reports I know a little bit more uh we've got a quiz to celebrate International Accounting day if you want to come along and test your knowledge uh get yourself signed up for that one uh budgets Jackie will be running that one with you all tomorrow if you're interested get yourself signed up but if you've got any requests of topics you'd like to see covered then let us know you can pop that information ideas you have put them onto the exit survey that should appear as you leave the session today so it should take you no longer than a minute to complete that little survey if you can pop some comments on there greatly appreciate it we'll always like to read your comments see if we hit the mark or not follow by emails you receive in around about a I think it'll be two hours today because it's a new topic this one so it gives us a chance to host the recordings uh so watch out for that one it will include links or that you can register for other webinars and also watch the recordings if you need a little bit of a recap on anything we've covered today just watch out for that one so you should get that around about two hours time now if you've got any questions if you want to quickly pop them in there I'll just give it another couple of minutes to see if any questions do come through but we don't have anything outstanding at the moment so Jackie's just about managed to pick them all up there but if you think of anything like do you want to ask if you want to quickly pop it in we'll hang around just for a couple of minutes and pick that up otherwise you'd be about to leave thanks for coming along I hope you've enjoyed it totally useful a bit of a whirlwind tour of uh discounts that one and there's so many options to cover but again there's very detailed in steps information about the discount options it's all available within our help center should you need it so again do check that out if you think of any questions afterwards obviously check out the help center but also you know in order to get in touch with our support team so any questions you're not sure about something we're here to help a quick question Morgan you mentioned there could you advise what layout would show the discount on the invoice uh as you know there are well there are loads and loads of uh options available when it comes to uh printing or emailing your invoices so some of them will actually say that in Brackets uh let me just see if I can give you an example I'll need to quickly enter an invoice so let me just quickly save that one so when we go to the print option and go into layouts some will actually say with discounts so we'll say without discount so just a case of you you're choosing again if you've designed your own it depends what changes you've made so just in case of choosing appropriate one you can obviously always highlight one obviously preview it but you'll see loads of them up here we'll we'll see a with discounts or without discount it's the main thing do you want to assured or not I think the big thing to consider if you don't offer a discount to everyone is if you send out an invoice and the discount column is blank or says zero then would that encourage your customers to come back and think well why am I not getting a discount so that just maybe just something to think about but again that's the way to tell so generally it will be in the the name of that one if you design your own just in case of trying it trying it and see see if it includes it or not you can always amend that invoice layout should you need to right on that note we'll pop back to the slides uh once again many thanks for coming along uh this afternoon I hope you have enjoyed it as I see a bit of a whirlwind tour so do use that demo data the practice company means that you can have a go of these options without impacting on your live data make sure you understand how they work before going live with it so take care stay safe and hopefully we'll see you on some future webinars many thanks