Simplify Your Sales Process Presented by: Kristen Hosman

Topics Understanding sales process Processing sales quotes/orders Standard vs Extended Pricing Price List Extended Pricing Process Holds Sales tax

Understanding Sales Process

Standard vs Extended Pricing You can use either standard or extended pricing. In both pricing systems, you can set up different pricing structures—price levels in standard pricing, or price sheets and price books in extended pricing. You can create different pricing for different currencies and different units of measure. Either system can be used to create pricing structures with quantity breaks. However, you must choose one pricing system and use it exclusively; you can’t use both systems simultaneously. Standard pricing Standard pricing might be a better option for your company if any of the following conditions are true: You’re using Invoicing. (Extended pricing doesn’t work with Invoicing.) You want price lists to be updated automatically when the current cost or standard cost of an item changes. You have a fairly simple pricing structure, and don’t need additional tiers. Extended pricing Extended pricing might be a better option for your company if any of the following conditions are true: You want to use date-specific pricing. You want to create promotions for special pricing, for value-off pricing, or for free items with the purchase of another item. You have a complex pricing structure: you want to use more tiers or you want to apply multiple promotions simultaneously.

Price List If you’re using standard pricing, use the Item Price List Maintenance window to create and maintain price lists for the items your company sells.

Extended Pricing If you’re using extended pricing, use the Extended Pricing grouped Maintenance windows to create and maintain pricing.

Process Holds You can use the Sales Process Holds Setup window to create process holds to assign to your sales documents. Process holds are user- defined restrictions that control the processing of sales documents at different stages of the sales cycle. For example, you can set up process holds to: Require a manager‘s approval before a return can be posted. Prevent posting of documents until a manager approves the transactions. Restrict the printing of invoices until addresses have been verified. Stop the order fulfillment process because a part has been recalled by the manufacturer. Prevent the transferring of a quote to an order if the customer is over its credit limit. Stop a document status from advancing to the next tracked status.

Process Holds Cont. You can set up passwords to further restrict processing. The user must enter the password to remove holds from documents. If you don‘t use passwords, you can set up a process hold to remind the user to complete a task before processing a sales document. Once the task is completed, the user must remove the hold from the document before processing occurs. You can apply process holds to any document type. To set up process holds: Open the Sales Process Holds Setup window. (Sales >> Setup >> Process Holds) Enter a name and description for a process hold. You can assign a password to remove this process hold. Mark any of the processes you want to restrict with this process hold. Transferring Documents   Mark to stop the transfer of documents from one document type to another until the hold is removed. (This option has no effect on return documents since they cannot be transferred to other document types.) Posting   Mark to stop the posting of invoices or returns until the hold is removed. If you have orders that contain a deposit amount, the deposit amount will be posted when the document is saved, regardless of whether a posting hold has been assigned. Fulfillment Advancement   Mark to stop the advancement of fulfillment order document statuses until the hold is removed. Fulfilling Documents   Mark to stop the fulfillment of orders or invoices until the hold is removed. Printing Documents   Mark to stop the printing of documents until the hold is removed. If you restrict the printing of an order, invoice, or fulfillment order, the picking ticket and packing slip won‘t be printed either. This will eliminate the possibility of shipping items for documents that are on hold. Choose Save to save the information you’ve entered. To review the entries and selections you’ve made for a specific process hold, print the Sales Process Holds Setup Report by choosing File >> Print or the printer icon button while the Sales Process Holds Setup window is displayed. To review the entries for all process holds, print the Sales Process Holds Setup Report (Sales >> Reports >> Setup).

Assigning Process Holds to a Document In Sales Order Processing You can assign process holds to individual documents. Process holds are user-defined restrictions that control the processing of sales documents at different stages of the sales cycle. You can use process holds to restrict the transfer, fulfillment, printing, or posting of a document. Process holds assigned to an order, invoice, or return also apply to the picking ticket and packing slip associated with the document. If you are using Workflow for SharePoint’s customer credit limit override workflow, you can apply a hold to an order, fulfillment order, or invoice that doesn’t require approval or that has been approved. You can’t apply a hold for an order, fulfillment order, or invoice that is pending approval unless you can approve the document. If you’re using sales fulfillment workflow, you also can use process holds to restrict the advancement of a document status of a fulfillment order. A process hold also can be assigned to a document ID when you set it up. For more information about assigning process holds to a document ID To assign process holds to a document: Open the Sales Transaction Entry window. (Sales >> Transactions >> Sales Transaction Entry) Enter or select a document. Choose Holds to open the Sales Process Holds Entry window. Enter or select the process hold to assign to the document and choose Assign. The process hold will be added to the Assigned Holds list. Choose OK to close the window. To assign process holds from a document using the action pane: In the navigation pane, choose the Sales button, and then choose the Sales Order Transactions list. Mark the document that you want to assign a hold. In the Modify group, choose Apply Hold. Select the process hold and apply the hold.

Sales Tax You’ll complete two procedures to set up your taxes; setting up tax details and setting up tax schedules. At the most basic level, the difference between tax details and tax schedules is this: Tax details   Tax details identify specific taxes, their rate of taxation and the taxing authority to whom taxes must be paid. Tax schedules   Tax schedules provide a method of grouping the tax details that apply to companies, items, customers, or vendors. For example, if you’re setting up sales taxes for your business in Seattle, Washington, you’ll need to set up details for each Washington state tax and each Seattle city tax. After all the details have been defined, you can group the details for Washington and those for Seattle into a schedule. This schedule can be assigned to all the customers, vendors, and items that are subject to Seattle and Washington taxes. When you enter transactions in Microsoft Dynamics GP, you don’t need to select all the tax details that apply to the transaction; once you’ve set up tax schedules, Microsoft Dynamics GP calculates all applicable taxes automatically.

Tax Details Set up a tax detail for each tax rate in each jurisdiction where you plan to do business. If you plan to sell goods or services in that jurisdiction, set up a sales tax detail. If you plan to purchase goods or services in that jurisdiction, set up a purchases tax detail. If different goods or services are taxed at different rates, set up a separate tax detail for each type of good or service. (Be sure to set up both sales and purchases details, if applicable.) If certain goods and services aren’t taxable in a particular jurisdiction, you may not need to set up a tax detail for them. However, if you are required to track sales or purchases of these exempt or zero-rate taxes, you can set up tax details to do so.

Tax Schedules You’ll use the Tax Schedule Maintenance window to set up a tax schedule. You can use the Copy button to create schedules if you have a long list of details that belong in several schedules. To set up a tax schedule: Open the Tax Schedule Maintenance window. (Administration >> Setup >> Company >> Tax Schedules) Enter a tax schedule ID and a description. You may want to identify your schedule with a descriptive name. For example, if you’re creating a tax schedule for the city of Austin, Texas, you may want to name the schedule TXAUST. To add details to the schedule, complete the following steps for each detail you want to add: In the Available Tax Detail IDs list, select the tax detail you want to add. Choose the Insert button; the detail is inserted in the Selected Tax Detail IDs list. If the Auto-Calc. option is available, you can mark this option to include tax details in the tax calculation. Tax calculations will be based on the tax details marked to automatically calculate. This option is available if you marked the Specify Tax Details for Automatic Tax Calculation option in the Company Setup Options window. Choose Save to save the schedule. Verify your entries with a Tax Schedule Report. (In the Tax Schedule ID field, select a tax schedule, then choose File >> Print.)

What Do You Get From Customizing Your Process? Custom data to produce valuable, custom reports Less data entry Grouping, grouping, grouping! Make updates and reporting easier! Accurate customer pricing! Better accounting practices Default values Linking sales to mfg Source: Aleiha Hanson

Resources How to Setup Microsoft Dynamics GP to Calculate Sales Taxes