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When selling exchange units in the Point-of-Sale module, it is necessary to refund the amount of surcharge to the customer upon return of the old unit.
Warning: It is not recommended that you adjust the value of surcharge from the part number at Point-of-Sale. This could have an adverse effect on the accounts postings to the Nominal Ledger.
It is possible to set up the Autoline system so that, when you sell exchange parts with a surcharge, it automatically charges the value of surcharge onto the customer. This is determined by the set-up of the Auto-create surcharge and Default surcharge status fields on the Parts 2 tab of the Flags-Priorities POS parameters.
If your system is set up in this way, the following three options are displayed when you enter a part that is subject to a manufacturer exchange unit surcharge:
Create-surcharge-credit: If this option is selected, the system automatically creates an additional line on the WIP with the same part number but with a suffix added. The additional line is also of a negative quantity. This has the effect of crediting the amount of surcharge to the customer.
Note: The suffix is identified in the Suffix on surcharge field on the Details tab of the Stock Management franchise table
Reserve-surcharge credit: If this option is selected, the system also creates an additional line on the WIP with the same part number with a suffix added and of negative quantity. This option does not credit the surcharge but holds it on the WIP until the old unit is returned.
Note: If the Create-surcharge-credit or Reserve-surcharge credit options are selected, the additional line on the WIP is automatically setup as a Fixed price item. This is to ensure that any credit note created in the future is for the correct surcharge value that applied to the exchange unit when it was issued to the WIP, avoiding any discount or price recalculation routines that might be applied in POS.
Continue: This program does not create an additional parts line but creates a parts line that includes the value of the part and the surcharge value. The surcharge value will be credited at a later date when the old unit is returned.
Once a WIP has been fully costed and invoiced the system holds it in Point-of-Sale for a set time. The length of this retention period is dependent on the type of WIP that has been raised.
During the retention period a WIP can be credited, viewed and so on in the usual way, but once the retention period is ended the system consolidates the WIP data and moves all information into an archive file, causing the WIP to close so that it can no longer be retrieved.
In such cases, where a WIP needs crediting, an exact duplicate of the jobcard, but with negative lines or values, should be raised and invoiced to accounts. This posts credit values to the relevant account and balance the previous transactions.
As a general rule (unless the WIP lines have been Deleted or are at Memo status) if the system does not display the WIP already costed message when first loading up the WIP, the criteria for deletion have not yet been met.
Note: Memo status lines are classified as unused WIPs. They cause the WIP to close, based on the retention period that has been set for them. If you do not want a WIP to close, setting the line statuses to Held will keep the WIP open indefinitely.
In order for a WIP to close the following conditions on the WIP header details need to be satisfied:
Delete Flag: Set to Y (can be checked only in WIP header record)
Note: If all lines on the WIP are at the correct state and there appears to be no reason for the WIP still being open, entering the WIP and selecting Save will occasionally set the delete flag.
Date Updated: Retention period since this date met (can be checked only in WIP header record)
Note: The date for this field is usually updated to the date of the last Invoice or Credit note produced. If the period between this date and today's date is less than the WIP retention period specified then the WIP can still be retrieved in Point-of-Sale. If a Credit note was the last document to have been produced, this date will not be taken into account as the line statuses will not be correct.
Invoice Number: Not populated (can be checked only in WIP header record)
Note: When a WIP is invoiced or credited details of the last document number are stored in the WIP header record. If several invoices and credits have been produced prior to the latest invoice, occasionally these details are lost. The correct invoice number must then be entered on the WIP header record by a member of Kerridge Support. Once it has been added the system should display the WIP fully costed message.
WIPs frequently fail to close because of payments at Held status in the Action form till box. In these cases all WIP lines show the correct invoice status but payments exist with a status of H in the till box, awaiting invoice allocation.
You can check the payment lines in the till box. If any are at status H they will keep the WIP open until the payments have been invoiced. You can add further lines to the WIP, as follows:
Parts: Add two lines, one for a positive and another for a negative quantity, to create a zero-value transaction.
Labour: Add one zero-value line.
Select Process and click OK on the Payment Detail form to post to Accounts.
After the payment status has been updated the invoice can be created in the usual way by selecting the option to Print a cash sales invoice.
If all has been done correctly the system displays the WIP already costed message when you re-enter the WIP as the Delete flag will have been set.
Note: If a payment has been incorrectly added to the till box, another till box entry should be added for the opposite value and invoiced off using the method described above.
The till box has enough room for only three payments to be allocated to a WIP. If for any reason you need to allocate more than this, a new WIP with exactly the same account, vehicle, customer and other details must be created. This situation is most common when there is an unallocated payment in the till box that has to be reversed out.
As the payment cannot be deleted from the till box and no further space is available to add a negative payment, the only way to correct it is by creating an exact duplicate of the WIP and adding the negative payment to the till box. Once this has been done payments from both WIPs can be invoiced off to post the values through to accounts. Both documents from the separate WIPs can then be matched against each other to balance the accounts.
Point-of-Sale WIP numbers usually start at 10000 and range up to 65000. When the maximum WIP number is reached the system rolls back to 10000 and starts again. If WIP number 10000 is still open and not invoiced off when the system rolls over, the next available number will be used instead and so on. WIP numbers always start at 10000 but the maximum number can be altered. 65000 has been set as the maximum WIP number because of system requirements.
Note: Do not amend this number to anything higher.
The maximum WIP number setting can be found in:
Point-of-Sale
System Maintenance
Main-Tables-Fastrack
Main tab max WIP number
Exchange Unit Surcharged Parts
