February 2014 / PhreeBooksR36RC3snapshot
Author – Charles

Other than being used to highlight Vendor Invoices that haven’t been received, the USER MODIFIED ‘Toggle Status’ highlighting setting can be used to signify something (you define) in your Sales and Purchase process.

CUSTOMERS > Sales Quotes Manager – ‘Toggle Status‘:
A line entry in the ‘Manager’ display can be highlighted in light blue (Toggled On/Off) by the PhreeBooks User by clicking an icon on the far right of the line entry.

CUSTOMERS > Sales Order Manager – ‘Toggle Status‘:
A line entry in the ‘Manager’ display can be highlighted in light blue (Toggled On/Off) by the PhreeBooks User by clicking an icon on the far right of the line entry.

PB User – “Waiting on Parts, Not Started, Waiting on Customer”
PB User – “We use the system of toggle status to show which SO’s have not been filled yet”

CUSTOMERS > Sales/Invoices Manager:
No highlighting used (I think !).

VENDORS > Request for Quotes Manager – ‘Toggle Status‘:
A line entry in the ‘Manager’ display can be highlighted in light blue (Toggled On/Off) by the PhreeBooks User by clicking an icon on the far right of the line entry.

VENDORS > Purchase Order Manager – ‘Toggle Status‘:
A line entry in the ‘Manager’ display can be highlighted in light blue (Toggled On/Off) by the PhreeBooks User by clicking an icon on the far right of the line entry.

DP – “I use it (Toggle Status) after I receive a confirmation on a Purchase Order from my vendors verifying the delivery date and pricing.”

VENDORS > Purchase/Receive Inventory ManagerLight Blue Highlighting:
This oustanding Vendor Invoice entry is STILL ‘Waiting for invoice‘ (number). PhreeBooks will not let this outstanding Vendor Invoice be paid in BANKING > Vendor Payments until an invoice number is entered.

VENDORS > Vendor Credit Memo ManagerLight Blue Highlighting:
This outstanding Vendor Credit Memo entry is STILL ‘Waiting for invoice‘ (number). PhreeBooks will not let this outstanding Vendor Credit Memo be repaid in BANKING > Vendor Refunds until an invoice number is entered.

All Inactive entries, when displayed, are displayed Highlighted in Light Pink:
CUSTOMERS > Customer Manager
VENDORS > Vendor Manager
INVENTORY > Inventory Manager

Post any comments to the Forum.

preferredvendorJanuary 2014 / PhreeBooksR36RC3
How-To Author – Charles

Preferred Vendor (PV) is a new concept introduced to INVENTORY in PhreeBooksR36.

The idea is that when you create or amend an Inventory item, you can pre-configure one or more PV’s (suppliers).

The current or live Preferred Vendor is the one with the highest price. This isn’t a typo! This means that it is the highest price of your various suppliers that is used to suggest a ‘Full Price’, using user-defined Margin (or Retail Markup) requirements. This suggested ‘Full Price’ can be amended by the user.

When you enter VENDORS to make a:

  • RfQ (‘New Request for Quotes’)
  • enter Purchase Order (‘New Purchase Orders’)
  • enter Invoice (‘New Purchase/Receive Inventory’)

…   you can select a Vendor from the pop-up list and the Inventory items shown relate ONLY to that PV. This default behavior (showing only a limited list of Inventory items) can be switched off by un-checking the ‘Preferred Vendor’ check-box at the top of the inventory pop-up.

Preferred Vendors were introduced as a time-saving feature. It also simplifies re-ordering when you have very many Inventory items and many Vendors (suppliers).

Working with Preferred Vendors will also alert the user if a particular SKU is available cheaper from an alternative supplier listed in Inventory as a Preferred Vendor.

December 2013 / PhreeBooksR36RC3
Author – Charles

Price Sheets (Customer / Vendor / Product):

Using Price Sheets (PS) is optional in PhreeBooks.

wholesale
Price Sheets (PS) are a powerful way to pre-program pricing rules (settings) into PB. These can relate to specific customers, specific suppliers or specific products. Or globally, or not at all, or a mixture. Any transaction price suggested by PB can be overridden manually or an alternative price can be selected from any active PS (click PS icon).

Definitions:
Full Price – set in product Inventory
Item Cost –  in product Inventory (can be set to update with each new PO)
Sheet Name – e.g. RRP, Wholesale, Export, Canadian Suppliers, ABC Ltd etc etc
Inactive – indicates no longer displayed as an available PS option throughout PB
Rev. Level – when a PS is created, RL = 0. If revised, new PS RL = 1 etc etc
Default – this PS defines the default transaction price that PB uses unless told otherwise.
Effective Date – set by user when creating a Price Sheet (optional)
Expiration Date – auto-recorded by PhreeBooks when an old PS is revised
Special Pricing – indicates whether any product-level price variation has been set via SPS.
Revise – this button auto creates a new ‘revised’ PS ready for user-defined settings

Drop-down Menu:

CUSTOMERS > Customer Price Sheets (CPS)
VENDORS > Vendor Price Sheets (VPS)
INVENTORY > Inventory Manager > Sales Price Sheet (SPS)   …   icon on extreme RHS

NOTE – Sales Price Sheets (SPS) record any product-level variation to a CPS settings.

  • Customers and Vendors can optionally have an associated ‘Default Price Sheet‘ set. This might be used to define a discount level, for example.
  • Any product (SKU) can have a ‘Sales Price Sheet‘, defining a variation to a specific CPS.

Be sure to un-check ‘Use Default Price Sheet Settings’ for any changes to be accepted.

Price sheets are used to set the price level that comes up on the invoice (or PO) relative to either the Item Cost or Full Price – i.e. either a ‘mark-up’ from purchase price or a ‘discount’ from Full Price. Also, to define any ‘discount for quantity’ type situation against pre-defined volume thresholds.

Price Sheet rules:volumediscount1

Price Sheets establish the transaction price (excl. tax) per unit, for defined volume  thresholds, by working out:

– Direct Entry … no clever working out, you just manually put in the Selling Price on the Price Sheet. (plus the threshold levels, of course)
– Cost Price + an amount … perhaps in a ‘handling charge’ type situation.
– Cost Price + %age … this is a ‘Cost +’ or ‘mark-up’ type situation
– Full Price – an amount … ??
– Full Price – %age … a ‘discount for quantity’ type situation.

Precedence: (Highest precedence at the top, lowest at the bottom)

Customer / Vendor set ‘Default Price Sheet’
CPS / VPS set ‘Default’

Some examples:

  1. Customer Price Sheet ‘Wholesale’ – well, you decide that you are going to give customers that buy products from you to sell to others a 35% discount. You set a price sheet for this and then allot this price sheet to those customers that are going to get the ‘Wholesale’ prices as their default Price Sheet.
  2. Customer Price Sheet ‘Trade Show’ – so here you are at the World Product Conference with a stall and products and a special ‘sigh-up deal’. You are offering a 10% discount to visitors who sign up now – how can they refuse! You’ve got it – set up the price sheet with a 10% discount and apply it to the relevant customers who signed up at the Trade Show and got the special Trade Show discount, as their default Price Sheet.
  3. Vendor Price Sheet – you here record the sort of discounts that you can get from a particular vendor. Perhaps Pristine Pumps give a 15% discount if you order 5 pumps at a time etc etc.
  4.  Sales Price Sheet – although your ‘Export’ Price Sheet (defining export prices as Item Cost +60%) is good for most of your products, your ‘regular tennis balls’ are a very competitive product and thus you decide to set ‘Special Pricing’ via a SPS as a variation from your Export Price Sheet for this one SKU – Item Cost + 20%.

What Price Sheets can do:

Designed to address a ‘discount for quantity’ situation, like:

if you buy 1 bolt, the Unit Price is $1.00.
If you buy 5 bolts, the Unit Price is $0.95 per bolt.
If you buy 50 bolts, the Unit Price is $0.75 per bolt.

i.e. the Qty bought determines the ‘Unit Price’ paid. The volume  thresholds are set in a created Price Sheet and the Unit Price is applied universally to all units.

What Price Sheets can’t (currently) do:

1. Address a ‘tiered price’ situation (for want of a better description):

The first 11,200 Units (gallons), Unit Price = Tariff A
The next 5,000 Units (gallons), Unit Price = Tariff B
The next 5,000 Units (gallons), Unit Price = Tariff C … etc

i.e. The thresholds might be set in a created Price Sheet and the different Unit Price(s) are applied to each specific tier (or quantity ‘band’).

(This last situation can, however, be addressed in PB by entering each tariff band as a separate invoice line item and using 3x SKU’s (or Price Sheets) – Tariff A, Tariff B, Tariff C,)

2. Price Sheets will enable a PB user to easily establish a Selling Price

      by applying a ‘mark-up %’ to products’ purchase price. However, PS won’t currently enable a PB user to easily establish a Selling Price by applying a ‘required margin %’ to a products’ purchase price.