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Partial invoice example for Building services

all right welcome to today's webinar my name is Kyle I'll be moderating today uh we're coming up on the halfway point in our following through series uh today's webinar is managing multiple deliveries and uh this could mean partial deliveries or even uh deliveries by a stage in a project um today's uh presenter is H Scott rockins I'm sure he's got a couple more words to say about managing multiple deliveries go ahead Scott thanks Kyle uh we are today going to talk about what happens when part of your order is delivered and part remains on order or staged for delivery and different Tools in system 5 that can help you manage that as Kyle mentioned this is kind of near the middle of our webinar Workshop series on following through and today we're going to talk about these split orders that are partially delivered and how to manage that then next week we're going to have a morning workshop about more on this topic frankly there'll be more detail than we can fit in the webinar will also be in the workshop as well as talking about things like returns warranties and tracking technician time when you were installing products at customers homes or businesses so we'll talk a little bit more about what's in the workshop uh near the end here let's get started essentially this presentation is going to deal with these three Tools in system 5 now because it's a short webinar I'm going to go through each of these tools quite quickly I won't go through the setup on how to do each of these things but don't worry that the setup instructions are readily available through your learning academy or other resources we'll show you how to find those near the end and again we'll be doing more detail on these in the workshop so I'm going to go through them fairly quickly these are three tools to deal with the situation where the customers has placed a bunch of orders for product maybe some of it you have in stock right away and some you need to order or some of it they need right now and some they want at a certain date later so you've got the situation where part of your order is delivered and part is not we're going to start with block and move so we're going to start ourselves up oops a new sale we'll start as a work order and I'm going to apologize in advance I got a new laptop and I've been setting up my new demo for Windward and I think I've got all the settings I need for today but I might bump into one or two that aren't quite what we need so if I have to backtrack a little bit I apologize so I've got some appliances set up that I'm going to use for today's demonstration and so we're going to say this customer by two or three let's call it four different appliances and for today's demonstration I'm going to use some special ordering as well as I'm just going to pretend I had a couple of these in stock so I'm going to oversell them and then I'm going to Q2 special orders up so this customer we can deliver to the these two freezers yet we're going to have to put on order these two built-in I think they're refrigerators and in this case I'm also going to use a ship 2 and this is something we're going to review more in the workshop whereas this construction company is building or renovating a home for for B here so I'm going to set that as my ship to caught your snarky name in there too so the situation here is that some of this we can deliver right now and some we can deliver later one way and it's quite a simple way to split this into two invoices so that you can deliver the goods now and take payment or put it on account and then wait for the two special orders it's called a block and move and though there's a few settings that determine exactly how the block and move works it's an excellent tool for reasons of Simplicity and it's kind of like cut and paste so first I'm just going to demonstrate it and then we'll have a quick discussion about what its benefits and its limitations are because each of these approaches has both benefits and limitations and we'll pull you guys to see who uses it and who who doesn't like it so I'm going to hit alt B on my keyboard for these two freezers alt B then if I wish to split this out so I can invoice for the product that I've delivered I would go alt M and it opens this dialogue box which allows me to move these two products to a new invoice or existing invoice if it's not a product with just one quantity you can also select the quantity here I'm going to move both of them to a new invoice now Scott is there a menu path that you could take as well you gave the keyboard the keyboard shortcuts but yeah yeah good question Kyle so uh we'll go back to the the first order so here you can see my first order but the two lines have moved and I can also with a line selected I can go up to um options block and move and I can block the items like this or hit alt B and I can move them and as you'll see in the second part of the presentation we can also move them to a layer which we'll talk about next now what we've achieved here is first we've done a work order with all four lines and then I've blocked and moved the two lines that we had in stock these two freezers to the next invoice and what you'll notice is that the invoice number if you look up top here is the same invoice number but with an A on the end so this creates a a tie between the two invoices uh I've also and they're also both set to the same customer so the the thing is when you block and move I'm going to want to perhaps check certain details so it's still going to have the same customer here and I still have the same ship two there so as long as all that's the case that it is going to the same address then we're in we're in a good place now this gives me two separate invoices and now if I have multiple if I'm using the delivery calendar which is another topic I'm not going to go in detail on right now it allows me to set a delivery for this product for my delivery calendar while I'm waiting on the other product that's still on order so allowing me to track both deliveries separately so when the other product shows up I can ship it and to build the customer either by putting that on account is what I'll do now oh these were oversold right uh either by putting that in account or taking a payment and a block a move does work slightly differently when there's a payment involved d uh so since we had a question there I'm going to quickly do another example with the payment involved so yeah and the whole the whole purpose of splitting that up is one for inventory tracking and then two um the other Advantage is for faster Revenue recognition right Scott that's correct so for the inventory tracking side as soon as you flip a a work order to an accounts receivable invoice here I'm going to oversell one special order one that's when the stock is removed so when the W flips to an a that's when the stock is fully out of stock and all the revenue is recognized like Kyle's saying so splitting it lets you recognize the revenue for the stuff that the customers received but still keep everything else in a workflow uh work order State until we wait for our special orders to arrive now what if they've put a deposit down or paid in full I'm going to say here for the Simplicity of math that this customer gave me a check for $2,000 before I split the order and then I'm going to deliver the pieces I can deliver by blocking them and ALT M moving them to a new invoice when I do this when I click here another dialogue box is going to populate asking me well did you want to leave all that payment on the first order or would you like to move some of it to the next order and you can see it's suggesting that I move the amount equal to the product but I don't have to stick with that I could also move an amount that I type in and I can choose to move the payment to the new invoice or leave it on the existing invoice so now I've got my two invoices again here's maybe make them a bit more separate here's the sorry uh here's the first invoice so we'll just make that full screen it still retains some of the payment and some of su balance and here's the second in the string of invoices in this example which we move some payment to and it has a balance so this lets you you could either have moved the entire amount for this invoice with it so that it looks fully paid or you can split it up any way you see fit and as Kyle's mentioning when we flip this to an accounts receivable that puts the remaining balance on account for this customer or it would be fully if if it wasn't an account customer we could fully pay that now the block and move is a great tool but it does have some limitations so the advantages is it's usually quick and easy you just alt B alt M move the product that you can ship now or that they can pick up now and build them for that whether that be upfront or on account you can move a payment with it which is also very nice and you can recognize the revenue for the product you've shipped right away which is very important when there's a long wait time on the other part of the order the disadvantage is it does split it into two work orders or invoices which with some customers uh could be with contractors for example that can be confusing on their statement and the uh there's no real button to hit to print both invoices they are separate transactions for accounting and stock control purposes which is an advantage and disadvantage there's other little things too if you're using features like sell through allowances or promotional features that rely on on dates the the blocked uh product that goes to the new invoice will take today's date not the original order date which can have effects on commission and things like that so you need to test that and make sure it's going to work for your environment we're going to keep moving here although there is more you can learn about block and move next we're going to talk about layers now this is a way to keep your entire transaction on one work order and one invoice voice and you can use this for splitting deliveries or splitting up what's delivered and what's not but you can also use it for other things so I'll mention some as we go through in this case uh I'll just make a new one so we're going to make a new sale and we're going to stick with our same company and we'll stick with our theme of refrigerators and we'll do the same thing we're going to oversell two and we're going to special order two so in this case there's two products that the customer can take or I can deliver right now and two that I cannot what I'm going to do in this case cuz say Devastator construction likes it with everything for this job on one invoice so we'll set our ship to it's going to this property and we want to keep it all together but they want to help us keep track of what they've taken or we've delivered to the job site and what remains outstanding it might be cosmetically on the print out they'd like that and layering is great because there's lots of printing options so I'm going to go up to my layers button at the top here and click that I'm going to create a new layer and here's one way I've seen this done I'm going to create a layer called shift going to create a layer called on order and I'm actually going to create one more layer and we're going to call that staged so I've got it it's ready for delivery or pickup but it's still in my position or staged and then I've got these three tabs on the bottom now you can use these tabs or layers for other purposes as well for example stages of construction for example uh I've also seen it used for completely different things uh like bundling of products I am now going to use our friendly block and move tool oops to block and move these two special orders onto the unorder tab so what I did is I blocked them with alt B now I'm going to go up to options block and move and I'm going to move the blocks to a layer well they're on order so now I've got these two that are shipped they aren't shipped as far as accounting goes they aren't shipped as far as stock control goes but they are still in the work order I've got two products that are on order and nothing staged now let's let's order that product and see what happens as it arrives so I'm going to use a handy tool here to create a PO of special orders right from my work order and what I'm going to do is send that those special orders off just in case special orders are new I'll show you how this looks on a PO so I've sent that off and the system knows exactly who those are for and now going to get out of my work order for a moment and open that PO but I'm just going to receive one of the two so I'm going to bring in this one ice maker and I'm going to want to set that aside for this customer so when I receive it either by doing a label or by printing my special order report or sorry I should say receiving Report with my special order boxes here ticked I'll be able to see where that that should be so this is for Jim Rumble now if I go back and look at my sale the work order I've got the product that's shipped I have these two products on order but one is now ready for delivery or pickup so I can block that and move that sorry block and move that to the staged layer so now if Devastator construction phones in asking about this job site I can say well we shipped you the refrigerators for the basement suite and the Main Kitchen we're still waiting on the refrigerator for the man cave and we do have your ice maker though so you can come get that and at least the construction team can have some ice in their water this approach doesn't have any accounting or stock control effect which some people like it does have printing options the layers can print in different ways on your printouts each layer can have its own printing settings giving you a wide variety of options as we just have a limited time in this webinar today I'll uh show you one option so here you can see I'm not sure how well we can see that that I've got subtotals of shipped on order and staged and if I me zoom out I can have the dollar amounts of those populated here or I can choose not to do that I can have just the subtotals with no parts underneath or I can choose not to do that I can design my form in a variety of ways using layers make making them useful not just for split deliveries or split orders like this but for other purposes as well like stages of construction or you might have a variety of reasons in your business yeah it's great for like showing different uh different ways of estimating too so like if you had a whole house that you were estimating you could break it up by room even yeah that's an excellent idea yeah so we could do lots of things with layers the important thing to understand about layers is that although they are helping you keep track of what's been delivered and what's not delivered they do not give you the ability to take some of this Revenue ahead of time you have to deliver everything on this work order for the system to recognize the revenue and it's the same with the stock control so they have a big limitation in that way some people still like them so that's layers again you got lots of different printing options to play with you only have one invoice number a lot of businesses that you're invoicing like that to see that in their statement keeps the whole job together you can do it by room or stage of construction like Kyle mentioned and it's got some limitations around the recognition of income and you really just have one place to drop that payment unlike with the block and move where you can have the payment split up our next method of dealing with these partially shipped orders or multiple delivery situations is the B type invoice and this is really quite a good tool but it also has some little quirks to it or limitations I should say so we're going to start another sale oops this time I'll just special order everything and then I'm going to use this trick this tool here to quickly create a PO for all these special orders and send that off to whirpool just going to exit the sale for the moment while I receive some of that product so here's my PO and again I'm just going to partially receive this P we'll see two pieces came in and two are still in order just warning me that some of this didn't come in then if I go back to our work order we have four of these appliances two are available to be shipped or picked up and two are not but we want to record the revenue we can but we also want to keep everything on one work order so it's like we want the best of both World worlds we want the best of the block and move and the best of the layering all in one we can come pretty close and instead of putting this to accounts receivable which you can see it will not allow me to do I can use a b type invoice which is a An accounts receivable with back orders so it needs to be an account customer to do this and you'll see that when I do that it's essentially it's going to sort of layer it for me but just with two layers so we've got the non- shipped product so those are the two special orders that I've not received and at this date the shipped product it automatically moves any product with a filled quantity onto the shipped layer we that might sound fantastic but it can be tricky if you actually have some of the products still staged but not shipped that's its limitation I might need to just quickly show you what I mean so let's say we receive one more Appliance so one of these non- shipped items so I'm just going to exit out of here and go back to our Po and let's say I receive one more so what you'll notice is it moved the product that I received to the shipped page without any interaction which is great but the fact of the matter is just because I hit the receive button doesn't mean that that is actually delivered or that they have actually picked it up but it has been put on the ship tab so it works really great for some businesses but it doesn't really provide you with a great tool for seeing what's staged neither does the block and move you know what situation that really is helpful and absolutely perfect for is um drop shipped items so if you get a receiving report that something was dropped off or a proof of delivery you can go ahead and receive that item and then it automatically goes to the correct spot yeah that's true so that's a good point Kyle so it it allows you to track the flow and it's automated so you don't have to go back and do steps it has a lot of really good benefits to it now uh one thing to note is that it is it is splitting up the revenue for you it's keeping track of these non- shipped items in a ledger for unearned Revenue which you have to be okay with on the accounting side and then it's keeping track of these items as revenue and then the whole thing will be tracked as Revenue when it's completed when it's all shipped now I am curious but here let's just finish this so it allows you to recognize Revenue in a really seamless way Drop Shipping is a great Point Kyle about how we can use this automation to to kind of help us along it keeps everything on one invoice there's no blocking and moving you don't have to know how to do that the special order items that are received automatically go go to the shipped tab uh which as long as you know that can be a little confusing there's not as many printing options as the layering but it's still prints and you just need to teach your staff how to use b instead of a a little bit which isn't that big a deal now what I would be curious to know before we sort of wrap things up it's okay is who uses B type invoices Okay so we've got some people using those but they seem to be kind of a little known and who uses block and move and you might use block and move for various things so okay that's a bit more down the middle and who uses layering layering seems to not get all of its Fanfare and that one's more down the middle pretty much bang on we could layer you so okay I know that's a lot for one meeting there are three great tools here each one can fit a business differently and I hope that this helps you choose the one that you want to use and uh just a couple questions here I think make sense to address Gerard's asking I don't see B type invoices in my system uh it needs to be set up in your invoice tree Gerard card and you can find good instructions in the Learning Academy on how to do this just in your search tag put in B type or uh block and move and you're going to be able to find what you need it's a pretty easy setup so those are there is pretty good contents all of those and we're going to go into a bit more detail in the workshop next week um Kyle you have a words you want to you want to say uh yeah sure uh so our our next Workshop is managing delivery installation and service and then I think there was a little bonus content in there uh about uh warranty and return options as well so that's uh that was added on to the uh to the agenda by uh by Scott here so that's that's good uh it's a halfday um workshop and it's paid Workshop so there is a cost to it but I think that uh you'll get the the value out of the the price there so um that's going to be held on 5:116 and it's from 800 a to 12: p.m Pacific time it's important part of that um then if you want to go to the next slide there we also have a bundle so we already um we already ran one of them so the the bundle has now been just discounted just a little bit um if you go to Windward software.com events there's a link to uh purchase the bundle um in fact there's also a link to uh to go ahead and purchase the the workshop for next week as well um but yeah bundling them up saves you quite a bit um and uh the recording is available for the one that already ran so that's going to be uh also included in your bundle all right was there any other Q&A you want to to address there uh let me see here there's one other question can you delete thank you Melinda for your question can you delete a whole layer for example can I create option one option two option three for a customer and only keep the option that they want I think you can only layer and unlayer Melinda and here's what I'd suggest for creating multiple quotes what I'd suggest for creating multiple quotes is is create the first quote Let's uh I think this might be my layered one and you might name these in a variety of different ways your layers and get your base quote or your first quote done and then i' I'd leave it as an estimate actually I don't think I can flip this to an estimate then I think you had a payment on that one was why yeah then I'd clone it so I duplicate it and then make changes and present them with that and keep the copy and then I clone it again and make changes and keep the copy so that you've got a string of estimates with layers on them and uh yeah I think for quoting actually the layers although they can help you divide up by room for example our keywords feature is also helpful for that the estimates are something we're going to talk about in the Workshop of the second quarter but the the nice thing about estimates is that you can you can then have a separate file so if they say to you well I thought we talked about this you can say well we did on this estimate but you chose that estimate which can be quite handy when you're later on dealing with pricing and uh delivery and things like that so thank you everyone for coming I hope to see some of you at the workshop next week uh thanks thanks everybody for uh for joining today um there is a there is a quick 30 second video right after uh after this so uh stick around for that um sorry I cut you off there Scott did you have any closing remarks there no that's great thanks for thanks for coming everybody all right bye now