In many instances, work may arise which needs to be referred to an external supplier. The ability to create, print and receive orders for outside contractors is a standard facility within the Point-of-Sale system.
There is also a facility to unreceive a sublet order, in the event that you need to change the cost price of a previously received item for example, or to delete a sublet order.
What do you want to do?
This form is displayed when you enter the RTS code for sublet work into the New product field of the WIP. From this form you can create, print, receive, unreceive and delete sublet orders.
The form is split into eight groups:
RTS code: The RTS code that was used when converting to a sublet line
Status: The current status of the sublet line:
Tip: A list of valid statuses is available from the drop-down menu.
M: Memo only. No action will be taken on this line until some further status is set. It will be included in Estimate prints for the purpose of producing a customer quotation.
C: Completed. This status is not used for sublet orders.
H: Hold. Under certain WIP retention criteria, WIPs with all labour lines at status M may be deleted (consolidated) from the system after a period of time specified within the system parameters for the Point-of-Sale module. This is a normal part of the system housekeeping measures. Where it is necessary to create a sublet order that will not be actioned immediately and avoid the normal file consolidation process, status code H may be used in place of M. The WIP will then be retained within the live system.
D: Delete line. This status denotes that this WIP line is not to be actioned further and will be deleted from the WIP when the file is next consolidated. This status is only displayed if the cost price of the sublet line is set to 0 (zero).
1: Lost sale 1. This status is not used for sublet orders.
2: Lost sale 2. This status is not used for sublet orders.
S: Sublet. When a sublet line is initially entered onto a WIP, the status of the line is automatically set by the system to S.
R: Received. After the WIP is saved and the sublet line is redisplayed, the system assumes that you want to receive the sublet order and automatically sets the status to R (Received).
E: Extra. This status is not used for sublet orders.
Sublet GRN: The sublet Goods Received Note number. This is either the invoice number, if an invoice is supplied with the completed work, or an advice/delivery note number, if the subsequent invoice will follow on later. If you do not have a document number, it is recommended that the registration number of the vehicle is entered.
Show on invoice: Tick this check-box to force invoice lines that would not normally appear on an invoice to be printed.
PUSH BUTTON:
History: Provides you with a direct search, first down the labour logfile and then down the archive file, for all invoiced transactions for this RTS code to this customer account. If a vehicle is attached to the WIP, a match against that vehicle takes precedence over the match against the account. Matches are displayed in a window and, when any entry is selected, the original document can be retrieved from the archive and viewed, printed or faxed through the normal functionality of the document archive.
Description: The text description of the operation to be undertaken defaulted from the RTS code. The text within this group box may be amended, added to or completely overwritten if required in order to record more specific information about the job in hand. Whatever text is entered here will be included on the job card, sublet order and customer invoice documents, so care should be taken not to include any unsuitable or confidential text or commentary in this box.
Fixed width: Tick this box if you want the system to use the default fixed width font on job cards, sublet orders and invoices. This option also enables you to see on-screen how many characters of text will be printed by the standard format stationaries.
Cost price: The cost of the repair to the dealership
Tip: If you have a foreign currency account on the WIP the Cost price displays the base value and the base currency code if you place your mouse pointer over the value.
VAT: The VAT code (percentage) to be applied to this repair
Retail price: The price that will be charged to the customer
Tip: If you have a foreign currency account on the WIP the Retail price displays the base value and the base currency code if you place your mouse pointer over the value.
Note: Both the Cost price and Retail price fields may be amended as part of the costing process, at which time the actual cost should be known and the selling value can be amended accordingly.
Discount percent: Any discount offered to the customer is displayed here. This discount information, if supplied by the system, has been calculated using the labour Discount code held on the Other Details tab of the customer Sales Ledger account record or the Account defaults tab of the customer details record. The customer details record takes precedence.
Estimated price (If installed): This price must be entered when the sublet line is created. The value is copied into the Cost price field. When the wip is saved the estimated price is no longer editable. Both the Estimated and Cost prices are held in the labour lines and labour log files for reporting purposes.
Net price: The Net value of the sublet line
Tip: If you have a foreign currency account on the WIP the Net price displays the base value and the base currency code if you place your mouse pointer over the value.
Fixed: If this check box is selected, the system fixes the price and discount, and stops any recalculation on a change of account or when a WIP is saved and re-loaded prior to invoicing.
Tip: If you convert a labour line to a sublet line the following text will be displayed Labour retail and cost prices exist
Currency code: Displays the currency code of the foreign currency account on the WIP
This group box contains the following buttons:
OK: Saves changes to the operation
Cancel: Cancels the operation
Labour: Displays the Sublet labour details form with the following fields -
Retail charge hours: The Allowed time from the labour line
Retail charge rate: The labour rate from the labour line
Supplier hours: The Taken time from the labour line
Supplier rate: The Hour cost from the labour line
Note: If the Sublet labour types parameter is blank the Labour button will not be enabled.
Help: Displays help on the current application using the default browser
Quickmail: Allows you to format an electronic mail message with details from the WIP pre-filled into the message.
Supplier: The supplier Purchase Ledger account code. Click the Ellipsis button [...] to search for an account.
Note: The supplier code can be changed after the WIP is saved. If there are other lines attached to this order they will be updated with the new account number. However, this will not work if the status of the line is currently X or if any other line attached to the header has been Received or Invoiced.
Order: The purchase order number. Click the Ellipsis button [...] to search for an order by supplier account.
New: Click to allocate a new order number. This must be done before a sublet order can be printed, received or invoiced. It is possible to attach multiple sublet lines to a single order but it is strongly recommended that a new order is produced for each sublet line, unless you are certain that the work is to be carried out by the contractor under one order number. Note that this button is only available before the Save button has been selected for a sublet line.
Order date: The date when the order was raised. The system supplies today's date by default.
Current status: The current status of the order, which is a system-maintained field:
Tip: A list of valid statuses is available from the drop-down menu.
N: New
P: Printed
R: Received
I: Invoiced
Deliver to: The delivery name and address to which the vehicle must be delivered when the work is complete. These lines default to the Default order header set up via the Purchase Control System Maintenance menu.
Button:
Change: Enables you to change the delivery address by searching the existing Marketing target records. If the address is not found on the database, you can manually type it in.
Three types of extra memorandum text can be attached to the sublet order details:
- Free
- Internal
- External
Each text box holds up to 70 characters of text. The external text is normally printed on a standard sublet order, and can be used for reporting purposes. If an existing purchase order is selected, this text is defaulted in from the purchase order header.
This group box contains the following buttons:
Save: Saves changes to the purchase order header and transaction details. This button is only available after an order number has been entered to the form.
Un-receive: Enables you to reverse the cost value that has previously been received for a sublet operation. The button is only enabled if the sublet lines are received but not verified in Purchase Control, and the invoice status is I.
Cancel: Cancels the operation. If the Save button has not been selected, clicking this button resets the order number to zero.
Print: Prints the purchase order to the currently selected printer. When you have printed the purchase order, the Print button is renamed to Reprint so that you can print as many purchase orders as you require.
Note: The purchase order can be printed before the WIP is saved.
To raise a sublet order:
Raise a Point-of-Sale WIP, and enter the RTS code designated for sublet work in the New product field.
Note: RTS codes for sublet use the labour type codes identified in the Sublet types field on the Main tab of the POS parameters.
The Sublet Details form is displayed.
Edit the text in the Description group box to reflect the details of the work, goods or services required.
In the Price group box, enter an estimated cost in the Cost price field, the agreed selling price into the Retail price field, and any discount that you want to give to the customer if required.
If installed: In the Price group box, edit the VAT code if required, enter the agreed Retail price with the customer, enter the Discount percent if any agreed, select the Fixed price box if the selling price is not to be changed, enter the Estimated price received from the supplier for carrying out the sublet work.
Tip:If the customer involved does not normally receive discount for subcontract work, the Fixed tick box should be selected to ensure that the percentage applicable to this sale is retained should discounts be recalculated when the WIP is reloaded or account number changed.
In the Order information group box, identify a supplier and sending supplier. To create a purchase order, do one of the following:
Note: Sending suppliers can only be Purchase ledger address accounts that are linked to the selected supplier. The field is not editable if there are none linked to the selected supplier. This field is for reference purposes only.
Enter an existing purchase order number.
Tip: Click the Ellipsis button ![[...]](Ellipsis.gif){kind=small}
to search for a purchase order by supplier account.
Click the New button to generate a new purchase order number.
In the Deliver to group box, enter the address to which the vehicle must be delivered when the work is complete.
Tip: Click the Change button to search for a marketing target record.
In the Text group box, enter any instructions for the sub-contractor.
Click the Save button in the Order controls group box.
You are returned to the WIP.
Click the 
button.
A WIP number is generated and displayed in a dialog box.
When the required work is completed by the supplier, and the customer invoice needs to be produced, it is necessary to receive the cost that is to be incurred. In order to carry out the following procedure it is preferable that the supplier invoice or delivery note has been received, but at the very least a firm indication of the cost involved should be obtained from the supplier. All sub-contracted items which have been Received exist in Purchase Control awaiting verification of the invoice.
To receive a sublet order:
Re-access the Point-of-Sale WIP.
Display the sublet line.
Note: When you display the sublet line, the system assumes that you want to receive the sublet order, and automatically sets the status of the line to R (Received).
In the Main group box, enter the Sublet GRN (Goods Received Note) reference from the supplier.
Amend the text in the Description group box as required, remembering that this text appears on the customer invoice.
In the Price group box, edit the Cost price to the dealership, the Retail price (chargeable to the customer), and any discount that you want to give to the customer if required.
Note: The cost price must be correct at this stage or you will not be able to successfully verify the purchase invoice later.
Click the OK button.
You are returned to the WIP.
Note:When the main POS form is displayed having just received a sublet cost following the above procedure, the New icon on the form and the New option from the File menu will not be available until the WIP has been saved.
You can now invoice the line in the normal way.
Click the button.
The labour status is set to X.
In some circumstances, it may be necessary to unreceive a sublet order. For example, a sublet order may be received and invoiced based on a delivery note or a verbal quote, but at a later stage it is discovered that the cost price is incorrect. In this case, you should unreceive the sublet order, and re-receive the order at the correct cost price.
In order for a sublet order to be unreceived, the following conditions must be met:
The line must have been received previously, and the WIP saved.
The charge must not have been verified in Purchase Control.
The invoice status must be I.
To unreceive a sublet order:
Re-access the Point-of-Sale WIP.
Display the sublet line.
In the Order controls group box, click the Un-receive button.
You are returned to the WIP and the labour status is set to S (Sublet).
Click the button.
You can now re-access the WIP and re-receive the sublet order.
Note:It is not possible to re-receive a sublet order until the WIP has been saved. If this is not the case the following system message will be displayed:
Must save wip before re-receiving
It is also possible to delete a sublet order if required, by setting the status of the line to D. However, in order to do this, the charge must not have been verified in Purchase Control, and the cost price must be set to 0 (zero).
To delete a sublet order:
Warning:If the status of the line is currently X the order must be unreceived before this procedure can be followed.
Re-access the Point-of-Sale WIP.
Display the sublet line.
Note: When you display the sublet line, the system assumes that you want to receive the sublet order, and automatically sets the status of the line to R (Received).
In the Price group box, change the Cost price to 0 (zero).
To delete the line, do one of the following:
In the Main group box, set the Status of the line to D (Delete line).
In the Labour controls group box, click the OK button.
You are returned to the WIP.
In the Labour controls group box, click the OK button.
You are returned to the WIP.
Right-click the P column of the sublet line, and select the Delete line option.
Click the Save button.
When you have received a sublet in a WIP in Point-of-Sale, the cost price is the amount verified in Purchase Control. If you receive a sublet with an incorrect cost price, you cannot unreceive it or amend it, and you cannot verify it in Purchase Control. If it has been invoiced, two new sublet lines must be created. The second sublet has a negative value cost price.
To rectify a sublet with an incorrect cost price:
Enter the WIP number on the Point-of-Sale form and add the RTS code you use for sublets (SUB, for example).
The Sublet Details form is displayed populated with data for the entered RTS code.
Enter the Order number from the original sublet and add the Cost price as a negative to the original cost price. (Leave Retail price at zero because you have already invoiced your customer.)
Note: The Supplier account must be the same too.
Save the sublet.
You are returned to the Point-of-Sale form.
Save the WIP.
A Return box displays the newly created WIP number.
Click OK.
The WIP is stored.
To create the third sublet, enter the sublet RTS code again, enter the same order number, enter the correct cost price, save the sublet and the WIP, and receive the sublet using the same Sublet GRN.
You can invoice a zero value document to close the WIP.
Note: When you action and print, the system may warn you that it is a zero value document, in which case continue and invoice.
All three purchase orders are in Purchase Control and all three lines post together. This corrects the error and removes the incorrect line from Purchase Control.