[Siying Ruan]

Leon from Component Control provided a solution to a new manual AP.

We need to set the account to be Accounts Payable. And when create a manual AP, change the AP account to the Prepay account. The header won’t show it’s a prepayment, but we can mark hold on the AP.

This solution allows us to apply one check and clear the prepaid without manual GL entries for new APs. We still need to do manual GL for the existing APs. Compare to doing a Quick Check from a PO, this is semi-manual because we need to enter the prepay account. Nevertheless, it is a good work around.

[Siying Ruan]

Manual AP is the worst because it is lack of PO/RO to cross check the amount paid. What we do is to make sure that the invoice number is put in per AP header (as Quantum doesn’t allow duplicated invoice number per vendor) to control the duplicate payment in case where the vendor issue right invoices. In case when the vendor makes a mistake, then the prevention of duplicated payment should be to review the items to be paid against the items in PO/RO, if it’s a manual AP, the accountant should record what the items are to pay for what period to check if the invoice is correct.

[Siying Ruan]

Hi GG,

How about make the field red color and train your sales to review everything is red before proceed?

[Siying Ruan]

Hi GG, that’s not the case. In our experience, if you assign only user A to the status, only A can see the shipping order that’s under the status. Others won’t be able to see the shipping order. But others can change a shipping order to the status. Once they change a shipping order to that status, they won’t be able to see the shipping order. Only A can see them.

The list of status will always be available to use for everyone when they select Global – Status Change on the shipping order window. This is a weird design.

Quantum should place a controlled setting to allow people to view certain status and not to use them. So there should be two concepts: View User and Edit User. It is too bad that it is not available now in Quantum.

[Siying Ruan]

When we finalize rejecting an item, Quantum will populate a stock line on the Stock Summary, with the condition as N/A. So we know it is rejected. It can be viewed from the Receiving Log as well.

After the item is rejected, we create the return from the PO via the Global menu.

You can set up a default location, condition, stock category,etc. for rejected items. This is optional.

[Siying Ruan]

We are in testing stage to implement the shipping module. I notice that once we set up the status to post the invoice. The shipping order will be closed automatically.

This is what our management want because they want the operation to speed up the shipping process to invoice the customer as soon as possible.

If error happens, then RMA will be issued. Though more administrative work on the accounting and sale side, the management intends to encourage people make less mistakes.

Using event manager could be an option, but it is not for us if the management intend to achieve the upper goal. But reading John’s post, I am curious about the potential risks to post invoice immediately after the shipping.

Is it better to invoice immediately or is it better to use event manager to post all at once later?

[Siying Ruan]

Isn’t that something to do with receiving, incoming shipment?

[Siying Ruan]

Hi Abigail,

Thank you for your prompt response and appreciate the solutions. I will ask my IT department to see if they can create such OCDIA.

It seems there’s a connection between the two module when create a vendor quote from a customer quote. It seems that in such way, the data that’s updated from the vendor quote can be reflected on the customer quote.

However, this doesn’t save much work because I don’t see anyway where we press a button to add all customer quote items into a vendor quote that’s created from the customer quote. I need to add the line items one by one into the vendor quote.

Thank you again.

Siying 🙂

[Siying Ruan]

Thank you Paul! I will test it out.

[Siying Ruan]

Thank you Paul for sharing your experience. I am able to run through what you describe. But I run into the problem where the accounting module doesn’t reflect such transfer.

Do you know what needs to be set up on the accounting module to reflect the transfer? Our company has office globally, so we need to make the transfer reflected on the account.

Thank you.