AugTool Documentation

General Sales and Procurement Concepts

Business Unit selection

This section will go over a few general concepts about how the system works in the sales and procurement process. More details about this will be discussed in the sub sales and procurement sections of the guide.

Caution: Various process locks are enabled and financial transactions are posted to the Gl in real time if you are processing transactions within a Business Unit that is Stock Mode enabled. Please talk to your representative about enabling stock mode on a Business Unit and what impact this may have.

Create and filters

As you can see above, every business document has a create section with a drop down list for the Business Unit that you want to create the document in and a list view section. The drop down lists in the create section do not affect the drop down list of the Business Unit in the filter section and visa versa. If you have created a transaction in one business unit once, the Business Unit drop down menus will default to the business unit you have just created one in for future transactions. You can also set your default business unit under your Profile (System >> Profile)

Each business document list view has its own set of filters. Please ensure you familiarise yourself with these to make your life easier. As the system grows, more filters will be added.

Every list also has a download icon next to the heading of the list view which allows you to download the filtered list. Should the filtered list have multiple pages of results, the download will include all pages in the download. There is however currently a limit on the number of transactions you can download in one go. For the GL list view, this is set to 100 000 for other document lists this is set to 10 000. We will be developing a way for you to do bulk downloads in the future.

Please read the section under stock item types to understand how the what the various item types are and where they can be used.

There are a number of documents to use and understand within the Procure to Goods Receipt process. Paying for any supplier invoice is covered under the bank recon section of this guide.

The documents to consider in sales are:

Quotes
Sales Order
Sales Invoice
Delivery Note
Weigh tickets
Credit Notes and General Credit Notes
Customer Return

The documents to consider in purchasing are:

Purchase Order
Purchase Invoice
Goods Receipt
Weigh Tickets
Debit Notes and General Debit Notes
Supplier Return

Adding a customer or supplier

When creating any document in the procurement and sales process you will need a customer or supplier. To add a customer or supplier, simply type in the first few letters of the customer (that has already been setup) and then click with your mouse on the correct organisation. You can also use your keyboard down arrows to select and then press enter.

A business document cannot be saved as draft or move further in the process if it does not have a customer or supplier (Organisations) selected. A drop down box of a list of Organisations will present itself to you and to enable that Oganisation you will need to select it with your mouse with a single click or use your down arrows on your keyboard and then hit enter. Should the organisation be at the top of the list, you can also simply hit enter to select the organisation. This is the case for any other text box that works like this such as the items.

Once you have added a customer or supplier to a document you can proceed to fill out the rest of the document. You should always add the organisation first because the features of the document may depend on what defaults you have setup on the Organisation including vat overrides and price lists, Currency, Customer or supplier terms, linked sales agents and buyers.

Each document in the Q2C process and the P2P process have slight differences. Please look out for these.

For example, a sales order does not have a due date but an invoice does. A quote has a valid until date but the rest do not.

Should you need certain fields to be required user fields please let Augative know and we will turn them on for you.

New fields

The below terms can be set in Business Unit > Terms. Once these terms are set it will pull through to all Sales Orders and Sales Invoices.

Inco Term - this allows you to set terms which can be selected from the drop down list on the Sales Order and Sales Invoices.
Tolerance - This can be set as a fixed percentage that will display on sales documents.

Due date

Please note that the due date can be changed depending on what you decide but will always default to the number of days you put on the terms of your organisation. The due date set on an invoice will not affect the aging report but rather the Due Date aging report. The aging Report is only affected by the invoice date and what date you run the aging report for.

Workflow Icons

Various workflow icons will be available to you based on your user rights. These icons are at the top of the document. All of the white icons are actions you can perform to the current document. All of the blue icons are actions you can perform to create other documents off the current document that will link to the one you are currently working on. You will notice above that the workflow icons on a sales invoice only include two blue icons for delivery notes and credit notes. Depending on the document type you are on, more or less icons will appear.

Please hover over them see tooltips for what they are and to familiarise yourself with what is possible .

Please note, when you duplicate a document, the notes are not pulled through to the duplicated document unless you want Augative to do that for you. You also need your email settings setup under business units if you want to email the document directly.

You can edit notes on posted documents by clicking on the notes icon and changing notes. Any note changes will store the history of the notes.

A document will only be given a number such as INV432 as the one above after you have posted the document. Posting a document makes it real and after you have done this, you cannot edit the document.

Flow and flow locking

Please note, This is very important to understand.

You cannot create documents off each other in a way that tries to do parallel flow. Parallel flow is where you create a delivery off a sales order and then go back to the sales order and try to create an invoice of the sales order. In essence, you split the flow of creating documents off one document. Or if you create an invoice off a sales order and then go back to the sales order and try to create a delivery note of the sales order. Once you have chosen delivery first for a sales order, you cannot invoice off the sales order. You have to invoice the delivery note. Similarly, you cannot create an invoice of a sales order and then try to create a delivery off the sales order, you have to deliver the invoice. You can have multiple flows in your system but when you choose one for a particular document you have to stick to it. (you choose the flow by the action you do first).

This flow concept is very important especially in a business unit that is Stock mode enabled. If you create a goods receipt off a purchase order it will use an account called, inventory to be invoiced. You then invoice the goods receipt and it removes the value from that account and puts it into creditors. If you create an invoice off a purchase order it uses an inventory to be received account. When you create the goods receipt off the invoice it then moves that value into stock.

Please take note of this if you are running your system in stock mode active.

Document status and status buttons

Various status buttons also exist depending on your user rights that allow you to either save the document as draft to edit later, post it, send it for approval, approve it and others depending on the document that you are on.

Please note, these buttons put the documents in a certain state. However the system also sets certain documents to states automatically. If a sales order is fully invoiced and delivered (quantities) the system will automatically close the sales order. If a production order has production runs on it that are equal or greater than the production order, the production order will be closed. If a production order is closed, it will set the sales order to completed (production completed).

These states, wether manual or not assist the user to filter all the document lists to see what still needs to be done or what has already been done.

Delivery notes, Goods receipts and Returns.

For these documents a posted state is real but it not complete. You can use the posted state for a delivery note for example to create a picking slip before dispatching or deliverying the document. Only the last state on these documents (Delivered and Received) will actually affect the stock and cost of sales.

GRV Invalidate option

When Invalidate GRV is clicked this will reverse the GRV using the same values of the stock moves and the financials as per the GRV and not the Weighted average of that inventory item at the time.

For example: In our screenshot of the Stock Rolling Balance Report below, GRV287 was invalidated. GRV287 was put into stock at qty 100 at R200 per unit with a stock value of R20 000. The weighted average when GRV287 was Invalidated was R150. However the Invalidation did not use the R150 weighted average but instead used R200 per unit which was the value per GRV287. The new weighted average is adjusted by the Invalidation and is now R100 after the invalidation. The effect on the Stock Rolling Balance is that once an Invalidation is done, the weighted average that is calculated is what the weighted average would have been had the GRV not existed. Invalidation has the effect of a GRV not existing, on the Stock Rolling Balance Report.

Linked documents

The above is a Purchase order with a linked Weigh ticket. Below are examples of other documents that are automatically linked to the document you create them off.

If you have created a document such as creating a goods receipt off a purchase order, these linked documents will be shown at the bottom of the document. More or less links to other documents will be shown depending on the document you are on (as you can see above).

Linked documents creates an easy way to navigate in the system but there is more power built behind this such as line item linking and line item status's.

Every document that is created from another document will communicate with other documents line items. The status of each line item is shown by hovering over the info popup to the far left of the item. This status is used in all the itemised reports to show which item (itemised) on in the system for a particular document type is in a particular state such. You can easily find all the line items on all sales orders that are for example partially delivered, or partially invoiced.

The status of the line items are used to update the status of the document.

Linking multiple documents to process at once

Should you for example have multiple goods receipts that you have created off one purchase invoice or even stand alone, you can use the linked model popup on the VIEW of a draft document.

For example, PO0008.

In this case you can go and create a stand alone Purchase invoice or create an invoice off one of the goods receipts. Do not post the invoice but rather save it as draft, then view the document with the magnifying glass icon as seen highlighed in blue below.

When you click on the Truck icon you will then get a popup model to select other GRV's to add to this invoice.

By clicking on submit after selecting the GRV's you would like to add you will then see all of the line items added to the PI. You need to edit the PI to then post it.

You can also use the Order No filter to filter for GRV's that belong to an order.

Edit mode info icon popup

The info button on a line item can be used in Edit mode of a document to display the current stock information across all warehouses and more information about the linked documents that it may have come from.

In edit mode, you may be presented with an error message for a line item due to stock exceeded for instance. If this happens, you can click on the error message icon on the line item to show the same popup.

View mode info icon popup

The linked documents do not show the line item information of the linked document. This is because a linked document may have multiple line items on it that may or may not have different units of measure. Summing up these items quantities and values for one linked document will not make sense.

If you click on the info button of the current document, a popup will be shown that will break down the line item information of the linked documents. Please notice that the weighed, delivered, invoiced and produced have two numbers. The first one is how much has been done and the second after the "/" is how much is outstanding.

When a "Product - Inventory" item is used on any business document a few other features are enabled such as Stock Movements. The stock movements of each posted document are shown by clicking on the Trolly Icon at the top of the document which will show you each stock movement that is is created.

Line Item Stock states

Independent of stock mode, when you hover over the information box of each line item the Item state of that line will be shown. The line item status popup that you can see above is one from a configure to order sales order (sales order with a make to order production item on it) and the op up shows information about all the linked documents and potential linked documents. The figure after the "/" is the outstanding and the figure before is what has been done.

Header Flow States

Depending on the line item states above, the document will be changed to have an overall state for its linked line items.

Each document has different header flow states because you can create different documents off each document in the system. Such as creating an credit note off an invoice and a customer return off a deliver note.

The states that exist on documents include:

None - Nothing of that type has been created from this document (no delivery note has been created from an invoice).
Partial - A partial document of that type has been created from this document (A partial credit note has been created from an invoice)
Full - All line items on the document have been fully processed (All items on a sales order have been fully delivered for instance).

The states above and the following can be filtered on each list view.

None and partial - Show all documents that have non AND partial flow state.
Partial and full - Show all documents that have partial AND full flow state.
Full - Show all document that have been fully processed (all line items fully processed).

Linked document and list view state icons

Linked documents:

List views:

You will notice on the far right of the linked delivery note and of the list view that there are icons. These icons present them self as green if its fully complete and orange if partially done and they do not appear if nothing has been done with respect to the next action in the flow.

The icons include the following:

P - Processed - This is to indicate that the linked document is processed. An invoice needs to be delivered or credit noted to be processed. If an invoice is fully delivered, it will be processed. However, if an invoice without a deliver note attached is fully credited it will also appear as processed. Processed is driven by the other icons or actions that a user performs on linked documents.
C - Credited - Can only exist on an invoice and indicates if an invoice is credited or not.
D - Delivered - Can only exist on an invoice, Sales order and Weigh Ticket. Indicates if the document has been delivered.
R - Received - Only purchase invoices, purchase orders and weigh tickets can be received. Indicates if that document is received.
R - Returned - Only goods receipts and delivery notes can be returned.

You will notice here that R can be used interchangeably. It is however intuitive because based on what document you are on or what document you are looking at, you will be able to distinguish what R means.

W - Weighed - Can only exist on a Purchase invoice and Sales Invoice. Indicates if the document has been weighed.

This helps the user scan the list views and the linked documents on each document to see which document has been completed (or processed). For example, if you have one sales order with 40 weigh tickets and 37 delivery notes. You can now scan the weigh tickets to see which one of the 40 have not been delivered.

Stock Movements

Stock movements are created in the system when you use Product - Inventory type items. If your system is setup with stock mode active (you have to ask Augative to do this for you) then the values of the stock movements will be posted directly and in real time to the ledger.

The stock movements that you can see above, are passed from one document to the other like a baton in a relay race. If you create a Sales Order for an item, there will be an OnHold stock movement for that item. If you then create a sales invoice from that Sales Order the OnHold stock movement will pass on to the Sales Invoice (the sales invoice now owns the stock movement). Should you now create a Delivery note from the Sales Invoice, the OnHold will be released and a Dispatched Stock Movement will be created for that item. This is the same for other workflows.

Please note the stock movements shown in the popup above are only for the line items on the document. Should you wish to see all the stock movements of an item you will need to open the stock movement list under Stock >> Stock Movements or run the Product Sock Summary or product stock (detailed reports).

Ignore Delivery and Wbt setting on items

Line item popup

On the far left of every item added to a document is an info popup icon. If you click on that, you will see some rules that you can override from the system rules as set below.

Item Rule

Under the Rules tab of any item you can see the general rules section. This section is where you can set the default rule for ignoring delivery/receipt or weigh ticket.

Ignore means that when you create a document from another document for example creating a Delivery note from a Sales Order that the item that is marked as ignore delivery will not pull through to the delivery note (similarly for weigh tickets). However, when you create an invoice of the delivery note, the items that were ignored on the delivery will be pulled from the Sales Order onto the invoice.

Active Financial Inventory Accounting

Please see the section under Active Stock mode to understand how the financials are affected when your system has been set to Active Financial Stock here. This is very important to understand if you have active financial inventory. Cost of sales and current asset inventory accounts work very differently when this has been applied.

Debit Note and Credit Note Allocation

An enhancement has been done where the Debit note and Credit Note Allocation will now use the Process Lock date instead of the Financial Lock date. This was carried out for the convenience of not having to open the financial lock to allocate a debit / credit note if it was within the financial lock period. This has been changed for both general credit and debit note.

If the allocation involves Forex or Discount it will give an error message. This is to prevent changes that could cause financials.