Additional Options for Deposit Processing

Three new features have been added to the Deposit Processing functionality within Sales Order Processing when configured for part processing of deposits. The system will now prevent the completion / deletion of orders with outstanding deposit lines, there are additional options to allow operator control of returning unused deposits when order is otherwise complete, plus options to ‘suspend’ the outstanding deposit posting it to a holding nominal account.

Completion / Deletion of Orders

Changes have been made to prevent the deletion or completion of a sales order where an outstanding deposit is recorded against the order.

When you select the order and select to update status to C / D the system will check if the order has any outstanding deposit and warn accordingly – preventing the change.

Refund Unused Deposit

When processing an invoice for an order and all goods line will be completed if there is an unused deposit (greater than the write-off threshold) the system will now optionally prompt to refund rather than automatically go into the refund process.

If you wish to proceed with the deposit respond ‘Yes’ otherwise respond ‘No’ to leave the deposit unused on the order – the order will remain active allowing more details to be added. If you need to refund the customer later you can optionally add a refund through order entry or process an ‘invoice’ for this order – if only deposit lines are processed the system will prompt for the refund amount as normal.

Suspend Deposit

If an unused deposit remains on the account for some time then you may elect to park or write-off the unused deposit rather than refund the customer. A new option has been added which creates a credit and payment on the customer account (which cancel each other out) and (in effect) on update to nominal journals the unused deposit out of your deposit holding account into a deposit suspension account.

Selecting this new option prompts for the order reference and then displays the unused deposit available on this order and asks if OK to suspend. If you respond No you are prompted for another order, if you respond Yes then the system creates a suspend deposit line on the order and then links to print the ‘invoice’ document that acts as the deposit cancellation.

A ‘Deposit Suspended’ detail entry is created – this is marked as deleted so that isn’t included within the accumulated header order values but can be viewed as a marker to show that the deposit balance has been ‘written off’.

Installation

Database Changes

Two new items are required on the Sales Order header file for this new feature. To add this new item select Installation from the main menu followed by Application Manager and then Restructure A Database. Select the Sales Order Processing application. Elect to update the Live Files and then select the Sales Order Header File. The existing data items are then displayed on screen, scroll-down to the next available blank entries and create the following items:

Item Type Description

SUSPEND-VAL K / L Holds the value of the suspended deposit

PAY-TOT* * Calculation of Payment Total (existing field) less the SUSPEND-VAL item.

To insert a new item press <Enter> against a blank entry, enter the title as required and press <Enter>, select the item type (using the drop-down list if required), and depending on item type select the size required.

Once the additional items have been recorded press the <ESC> key and select the UPDATE button to save the database changes. When prompted respond ‘Y’ to the prompts to ‘Extract Existing Data to New Database Structure’ and, if appropriate, ‘Copy Table Entries from Old Database to New Database’. Final prompts ask to ‘Remove (.OLD) Database’ and to ‘Carry Out the Same Restructure on the BASE File as well’ – respond as required. If you select to update the base file you need to manually insert the new items at the same data item positions as on the live file.

Application User Facilities

New options have been added to the Deposit Processing parameters within the SOP Application User Facilities. To update select Installation from the main menu followed by Application Manager, Application User Facilities, Sales Order Processing, Enter/Amend Orders, Advanced Input Facilities and Optional Features. Parameter screen 3 asks parameter for ‘Allow Deposit Processing’ – confirming this option gives you a pop-up for the deposit options.

New options have added for:

Stock Code for "Suspend Deposit” – asks for the stock code to use for ‘memo’ line that shows the deposit has been suspended. This stock item needs to be created on the stock record as a ‘non-stock’ item.

Bank Account for Payment Adjustment – asks for the nominated bank/balance sheet account that is updated on to the payment adjustment transaction created for the deposit suspension.

Document to use for Suspend – Type / Doc No – reference the invoice document type (I), and the document number, that will be used to process the unused deposit and generate the credit/payment adjustment for the suspension.

Ask if OK to Refund Unused Deposit on Completed Order – set to ‘Yes’ to prompt the operator if, on final invoice when all goods lines have been processed, any unused deposit is to be refunded. If left blank system automatically enters the refund procedure.

Item for Total Suspend Deposit Value on SOH – reference the data item on SOH that holds the accumulated suspended deposit value for the order.

Document Design Manager

The ‘Deposit Suspension’ invoice is a standard invoice layout (no payment analysis items required) with selection criteria on the order detail file so that only processes the ‘Less Deposit’ lines (ZZ2 on the above screen shot) and the ‘Deposit Suspend’ (ZZ6) lines.

Changes may also be required to documents that display the ‘Payment Total’ item (typically order acknowledgements that show the full order with a ‘Less Previous Deposits’ value) to replace with the new calculated item for Payment Total less Suspended Deposits.

Menu Design

The Suspend Deposit option needs to be added as required to the Sales Order menu. To add a new menu option sign-on as the CONFIG user and select Application Menu Design, choose the menu to update (the main Sales Order reports menu is SP.D03) and then select to update either the left or right-hand menu. Move down to a blank menu entry and enter the title required then press <Enter> to enter the menu parameters.

Applic, Program or Notes P-Program

Menu Name or Program Path SP.EXE

Parameter 1054