Alonda
Forum Replies Created
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Hello! Sorry for the delay in responding. I believe you can simply edit the user name.
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I’m sorry. I just saw your question. The Invoice Journal Report is the report to use. Your find it under Invoice Management>forms and reports>Invoice Journal. It goes by Tax Table ID and you can indicate date range.
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Hello:
There is now a specific email address for invoices. It is located just below the fax number. I couldn’t post a screen shot here, but I have attached a file that should show you were to find the field.
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Sorry for the long delay in responding to this query. Somehow I overlooked it and I went in today to pose my own question and saw yours.
If I am understanding your question, you want to know how to track the Vendor portion of the claim? We currently only use the Warranty Module to track our vendor claims. How you file that claim depends on your vendor. Some have portals that you can log into and create a claim. These usually have their own reference number and I always note that in the external reference on the vendor claim. The vendor usually also has a field that allows me to not my Quantum warranty claim number so when a credit is received we can link it back to our claim. Vendors that don’t have a warranty claim portal means you have to contact them and ask what their procedure is for satisfying the claim and make decisions from there on how best to handle it within Quantum. I hope this helps.
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There are several fields in the inventory master that could record that information. I have attached a screenshot of the second tab of the inventory item.
You could potential use Stock Category to record the ECCN or maybe a UDF. Then you would need to modify your invoice to include those fields.
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These items are handled on the PO by not utilizing inventory. With PO’s you can do types of items that don’t involve inventory. One is Charge and other is Non-stock. The type of items you are describing could be handled using the Charge function. You can create charges coded to whatever GL account you need them to go to. Perfect for things like HVAC repair and recurring costs. If you need more details let me know.
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It has been awhile since I worked in the land of AP, but one way would be to simply recut the check. Now to do this, the option for a unique check number can’t be checked. To my knowledge, there isn’t an actual undo void feature.
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Thank you! I got your email and will respond there.
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I would second that recommendation especially when it effects the General Ledger or accounting in any way.
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Sounds good. Just give me a call!
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I did yes and our IT person here is going to try to make it work with our system. I will have him reach out if he runs into any problems. Thanks!
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What David says is correct but in order to get the negative AR entry to convert to AP and to satisfy the Deposit Applied issue, what I do is create and invoice for the work package the deposit was meant for. No charges, but you then “apply” the deposit to the invoice which in essence creates a negative invoice that equals the amount of the deposit and the amount of the refund due. You then post the invoice which creates the negative AR needed to then transfer to AP and issue the check. This will also clear the customer deposit liability account.
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I’m curious as to why the deposit wasn’t available to apply. Did you check the header of the deposit invoice to see if it was flagged “deposit”. That is the one issue I can see that would cause you not to be able to apply it.
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A question: have you actually posted the invoice that the deposit was applied? I don’t want to make any assumptions. If you have not posted the invoice, you can just delete it from the invoice and it is back and available to be applied to another work package.
If you have posted the invoice it can be undone, but there are a few steps that must be taken. Remember that you should have an open AR for original invoice, less the deposit. So you create a credit memo for the original invoice. This credit memo will be for the full amount of the work package as though no deposit had been applied. For example: A $10,000 work package with a $1000 deposit applied would post to AR for $9,000. When you create the credit memo, it will be for $10,000 because that was the amount for the job without the deposit. When you post this, you now have an AR credit memo for $(10,000) and the original invoice for $9,000.00. You apply the credit to the original which leaves a $(1,000) un-applied credit on the AR. Now create a new “deposit” invoice for the $1000 and apply the open credit$(1000) to that new deposit invoice. You have effectively recreated the deposit for use on a new work package. Like I said, lots of steps, but it works.
As to how to clear a deposit that was not used or was overlooked at the time of invoicing. I go to the work package and create a second invoice (you may have to open a job card and create a misc charge for $1 so that it will bring a job card over to the new invoice. Add items to the invoice. I then delete the charge and then all have left is the task. I then apply the deposit to the task and you have “credit memo” that you can post to AR. You can then refund the money.
I hope this helps. Feel free to contact me if you need more information.
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I second that. The best place to make that happen is at the conference. I hope you will be attending this year. There will be ample opportunity to interact with Component Control on enhancements requests and concerns. I hope we see you there.
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We don’t experience the issue here because there are only a few people who have access to the warranty module but I agree, it would be good to have a lock down feature because it does create a GL entry and you need to be able to control that activity. You could possibly limit who can change the status by using the security tables. That might give you a bit more control. Not a perfect solution, but may help limit issues until we can convince CC to add a lock down feature.
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Our process, is on the first day of the new month I make the new month current in the GL. You will find that function under the GL Set-up>Fiscal Periods. You make sure you are on the current year at the top right of the screen, then select the period on the lower right section of the screen and then Click the Make Current button located at the bottom of the screen. You can then run all your reports needed and make any adjusting entries. Once you are done with all the entries and your are truly ready to close the period and lock it, you again go to the GL Set-UP>Fiscal periods. Make sure you are in the current year, then select the period that you want to close/lock and hit the Status button at the bottom. this will place a lock on the period. Should you need to reopen for any reason, just hit the status button again and that will unlock it.
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It sounds like you have one of your AP distribution codes set to the AP general ledger account rather than to an expense account. Edit each code you are using to see which GL account you have it pointing to and you will probably find that one is pointing to your AP GL account.
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Not from within Quantum. All that functionality is found within the inventory system, but by “receiving” in non-stock, you bypass the inventory module so you loose the functionality. Maybe look at creating a special warehouse or location for those types of items so that you can record them within the inventory system and then adjust their value to zero via stock adjustment so they would not effect your inventory value. You can then adjust them out of stock as they expire or are used, but the cost has been recorded at the time of receipt with the value adjustment.
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Josh now that you pose the question, I realize that I too could use this information. Let me do some research and I may be able to answer it for the both of us!
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Although we work primarily with work packages, and there is a “deposit” feature for those, I’m thinking you can use the POS Payment to accomplish what you need. You can record the deposit as a point of sale payment on the Sales Order. It then nets out the AR but credits the income account for the full amount. Two GL batches are created. One for the Sale/Invoice and one for the Cash receipt. The GL transactions look something like this:
Cash receipt batch: Debit to Cash Credit to AR
Invoice Batch: Debit to AR Credit Sales/Income
Debit to COGS and credit to Inventory
I tried this out in the our test database and it worked but I have not tried it out in our active environment.
I hope this helps.
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There is a” Buy as” function on the PO. Not sure this will address your needs, but you can purchase as one part number but receive it in under another. If memory serves, you do have to have them linked as alternates. There are also options on each PO line that control the display on the PO itself as well as how it will be received.
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YOY? Can you elaborate? I’m sure I will probably smack my forehead but I am so bad with abbreviations.
Thank you,
Alonda Clinton
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Our process here at Epps is this:
A tech on the floor adds a part to the work package BOM. He is able to see stock on hand and knows if the part needed is in stock. If there is stock, the technician prints a Pick ticket under Global Print. That ticket prints out in our parts department. Parts then picks the items and pages the technician when parts are ready for pickup. If the technician needs a part that is not in stock, they print a parts requisition form under Global Print that also prints in the purchasing area of our parts department. The technician can add any notes that the buyer might need to know such as only need P & A or if there is preferred vendor, that sort of thing. The buyer then does the research and or simply orders the parts. When they are received in shipping and receiving, the technician is notified the part is ready for pickup.
Hope this helps!
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You could also try the Open Sales Order Report under the Sales Order Module, Forms and Reports . There is a filter for Reserved, ready to ship. There are others useful filters on this report as well.
Hope this helps!
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Yes there is a setting that you turn on that checks for duplicate vendor invoice numbers but it is under the PO module. Purchasing settings:
Select User, System Setup, Purchasing “Unique Vendor Invoice Numbers” – You can flag it to none, warn, or restrict.
I hope this helps!
Alonda Clinton
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Hi Andre,
What a great idea! I have been using the work package module for over 10 years and I never thought to do it that way. We simply “sell” the part back to the customer using the invoice management or creating a sales order and selling it back to the customer at zero charge. This gives us the paperwork we need and gets the part out of our inventory. This is what I love about the forums! There is always more than one way to accomplish a task in Quantum.
Thank you,
Alonda Clinton
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We created a “charge” that is coded to our tax account on the GL. It works but it creates a secondary problem. It makes the sales report that is used to report taxes to the state inaccurate so our accounting department asked that either we void/credit entire invoice and then re-invoice with correct tax or at the very least provide them the the dollar amount that the original sales tax was assessed on so they can adjust the tax report manually.
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It’s been awhile since I did this, but I believe this will work. I did it using the Work Package function, but it should work similarly in Work Orders. The key is to designate one of the Work Orders as the Master Job. That is the one you will create the invoice from when you are ready to bill. On the other Work Orders you will designate the master Job on the header. It is located on the left towards the bottom. I can’t remember if there is anything special you have to do at invoicing. Like I said, it has been awhile. Hopefully this little tidbit will point you in the right direction.
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Yes, timing is critical. It must be recorded in that field before you use the apply freight function. We calculate our own freight when we don’t have it available based on normal rates charged such as with UPS and FedEx. Our shipping/receiving department DIM’s the boxes and calculates freight accordingly as part of the receiving process. We even go so far as to record outbound freight for core returns on our exchanges. This is also handled by our shipping and receiving department. At times there may be special freight charges that need to be captured that we can’t calculate. When that happens, we will hold invoicing until we get a confirmation on the freight costs.
Hope this helps!
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If you want the freight to follow, you actually want to record it on the stock line. How we do that: once you receive the item into stock, inspect the stock-line and there is a field for adding freight. It’s hard to see because there are so many fields but try looking on the lower left area of the screen. When you issue this stock and use the apply freight function on a work package billing, the freight that is recorded will be pulled to the work package. There is also an “apply freight” function on Sales Orders as well that works the same way. A word of caution though. Be sure to record it as a per unit freight. If you order 12 of an item and the freight was $12.00 for the entire shipment, you would record the freight as $1.00 if not you will get a freight charge of $144.00 on your work package or sales order if you issue all 12.
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You can control the numbering of all your documents including sales order invoices under Global Settings: Number Logs. From there you can set invoice prefix for each type of document. Here at Epps, we can identify 8 different departments from their invoice prefix. The type is IN and then you designate what your prefix will be for each department. You can set these prefixes for any numbered document in Quantum.
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Well for Epps we don’t want items like cleaning supplies, shop rags, etc flowing through our inventory. So the Non-stock items allow you to purchase items that you don’t “stock” using the PO system but not effect your inventory. When they are received they go directly to a predetermined expense account and do not hit inventory and the A/P person can process the vendor invoice as usual.
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Hello:
We here at Epps Aviation are so “ultra” aware that it is impossible to do a return on a non-stock item in Quantum that our receiving department is under strict orders not to receive a non-stock item in Quantum until they know the item is needed, and what we ordered and in good condition. We do this now because we ran into just your situation and discovered there is not “easy” within the system way to handle this type of return. Once received it becomes a receiver reconciliation/accounts payable adjustment. We feel your pain. Sounds like a great enhancement request!
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Not sure of your GL account structure but here, we use 3 segments and the third segment identifies the “department”. We track two warehouses of inventory, one for Avionics and the other for maintenance. On the default accounts and distributions set up in the GL, you have one code for Inventory Adjustments but you can make it variable by using the ? in place of an actual department. For example, our Cost of Goods sold account is 4530-SC-??. Our warehouse codes are assigned to their department and so each time we make an inventory adjustment, it goes to the right GL account department by default. We don’t isolate our adjustments to a separate Inventory adjustment GL account number, we simply use the COGS account, but you could just as easily set up a specific inventory adjustments account and leave the “department” variable and achieve the filtering by warehouse you need.
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You can search stock and leave everything blank. Then when your list is displayed in the browse window, you can then right click and export to Excel. Be sure that the browse has all the records (right click and change fetch size to -1) so that you are sure to get the entire list of stock. We use this weekly to help reconcile our inventory numbers to the GL.
Hope this helps!
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Can you be more specific in terms of which forms? I’m thinking you are talking about 8130’s?
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Paul it is not a fetch size issue. Our open GL batches average between 5-15 at any given time. And the slowness was a direct result of the windows update. Our IT person is going to set up a clone and remove the update, then install one update at a time so we can isolate the problem. I will keep you posted on what we find.
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You are correct. Work Packages that are linked to tail numbers record the work/maintenance done on aircraft including parts removed and installed to provide the traceability you are looking for.
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Thanks for all the responses. I should have added one critical issue. We are using the Aircraft Maintenance Module or work package as we refer to it. We do use Sales orders but for a very small portion of our business but our main focus of business is aircraft repair. There does not seem to be a link to credit limits for that type of transaction. I believe there is a similar issue with Shop Control.
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We do something similar here at Epps via the work package module, but I could see it being done on a work package as well. Just create a template that has a job card for each “admin” type of labor you need tracked such as the ones Paul outlined above. We also have a labor skill called Admin that each technician uses so that we don’t have any additional cost recorded.
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I can understand your frustrations. Transitioning to any new accounting software package is never a simple task. The very features that make Quantum’s accounting package robust, can be a source of confusion and aggravation. Some of the issues you describe seem to be in the accounting set-up. We had similar issues when we first started using Quantum, such as the random accounts being generated. I believe this was due to set-up issues between one of the other modules such as (Work Package/Aircraft Maintenance) and the GL. If an expected account is not in the GL when you post from another module, it will create an account using the “default” accounts in the GL setup. It takes some patience to get everything to mesh, but once you get through this process, you will notice a huge improvement.
As to being able to export to excel, I would need to know the specific Invoice report you are referring to. All “browse” windows in Quantum can be exported to excel. Most but not all the reports in Quantum now have an option to export. I know that Component Control has been working to transition all of the reports to this format, but there are some that have not been converted yet. As far as the bank reconciliation, I don’t have much experience with it’s daily use, but there is someone here at Epps that could assist you in getting the process down to a more manageable level. If you are interested, please let me know and I can put you in contact with her.
Also might I suggest that you post some specific questions or issues and let us see if there is someone out there that has had a similar issue that could lend some assistance. That is what the Que Group is all about. You are not alone. We are her to assist. Give it time. You can do this. And you will be glad you did.
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Hello Eric:
We here at Epps currently use the barcode module to record labor and to assist with our annual inventory. All parts in our inventory have a barcoded label. At this time we only use the scanners for annual inventory but we too are looking to expand and “scan” the parts out of inventory and on to our work packages.
It has been a few years since we set up the barcode system, but I do not recall it being very difficult to do. The wireless scanners that work with Quantum are robust, but for some, can be a bit pricey. I believe you are limited to one company’s scanners at this time that work with Quantum.
Alonda Clinton, Epps Aviation
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We here at Epps use this feature. As Paul stated you can assign defaults to users, but also note that you can skip that part and be prompted each time you invoice. I prepare invoices for muliple departments and by not being assigned to a default, the system prompts me when I invoice. This feature provides great flexibility.
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OK. It think I am getting the hang of all this. I will be talking to you later today!