From time-to-time there will be the need to process a credit note for a product or products that have been sent to one of your Customers. This week, we will discuss how to process a credit note in WinFDS.

In WinFDS, credit notes are processed in the "Process Customer Orders - OP01" module. We will discuss the various fields that must be completed in this module.

Setting Reason Codes

During the process of creating a customer credit note, you will be asked to enter a 'Reason Code' on why there is a credit being processed. WinFDS has a 'Reason Code Master File - MF38' that is used to enter all reason codes for Invoice Credits, Inventory Adjustments, and AR Adjustments. Note: We will not be providing the details of setting Reason Codes in this discussion. To learn more about setting Reason Codes, refer to "Reason Codes File" in WinFDS help.

One thing we will discuss, is that Reason Codes set in MF38 will either tell WinFDS to adjust the inventory upon printing of the Credit Note, or tell WinFDS not to adjust the inventory. As an example, you would not want to place product back into your inventory that is outdated or damaged.

Below are two examples of Reason Codes. The first reason "Order Desk Error" would have the product being placed back into inventory (red arrow below). The second example, "Quality/Outdated" if used would not adjust your inventory (green arrow below). The OP Credits - Update Inventory check box (red arrow below) is used to tell WinFDS if the inventory should be updated or not.

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The Customer Order Form is another way to help service your customers and at the same time help your Order Processing staff be more efficient. The Customer Order Form - OP10 provides your customers a shopping list of what they normally purchase from you. This document can be printed, faxed or emailed from WinFDS.

As products are purchased by your Customers, WinFDS keeps a history of the various products, how much they purchased, the prices, purchase date, etc. This information is used in many reports and inquiries throughout WinFDS. The information on what was purchased on what date is used in Print Customer Order Forms (OP10).

Additional Benefits

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At one time or another most Distributors and Manufactures have had to either short ship a Customer or provide them with a substitute product. If a Customer is shorted product or receives a product that was substituted without them knowing, this kind of activity could lead to a strained relationship which is never good for business. If this kind of activity happens often, the Customer might even consider finding another provider. On the other hand, being able to manage this issue at the Order Processing stage will help maintain your relationship with your Customer. 

We know that providing your Order Processing Staff with the tools to manage substitutions as soon as possible (maybe even while still on the phone with the Customer) will make it easier in the long run to deal with this issue. In previous versions of WinFDS we have provided the ability to allow Order Processing staff to see what products are substitutes and to assign a substituted product on a Customer Order. In Version 7, we have taken it a few steps further. Now you are provided with more information such as available quantities of substitute products, acceptable substitutions as a result of their quantities, and identification of products that have been substituted on an order.

Additional Benefits

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There are many reasons why we might want to add an additional charge or provide a discount to a Customers' invoice. As an example, we might have a policy if a Customer is located outside a 30 mile range a fuel surcharge of $8 will be added to each invoice. Another example might be that if a Customer purchases more than $2,000 they would receive a 5% discount off their invoice. Off-Invoice Discount/Upcharge File (PC27) allows you to generate discounts and upcharges on a Customers' invoice specifically how you want them.

Additional Benefits

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