The Learning Lab - Acumatica Customer of the Year

Dear Reader!

I am Proud to announce:

The biggest Private Primary and Secondary Learning Provider in Singapore - The Learning Lab just achieved the Customer of the Year award at Acumatica Asia Roadshow 2018 !

Together with Info Cloud Asia - leading consulting firm in Singapore, TLL achieved flawless implementation and integrated Acumatica with the CRM front end, Attendance Tracking Security system as well as Claim Tracking.

Congratulations - it was an example of great team work!

All the best!

Linking Sales Order to Purchase. Stock Allocation.

Hi Everyone,

One of the questions from our partners was - why don't we have a topic at Acumatica University on how to tie Sales Order to Purchase Order, then break this link, then see the goods allocation in the inventory.

Basic business process behind is when we sell something we may wish to buy goods for this specific sales order. And then, at some point we may reconsider and dedicate goods for another Sales.

I am using Demo database to demonstrate it.

What I did first is switched off sub items, not to mess up the picture.
(Well, if you like to know how to switch off sub items on demo database, please let me know, it was done not from UI.)


Step One. Create an Item in Stock Items screen.

Nothing special. Using version 4.1

After Item created I made a receipt in Inventory for 1000 pieces.


Step Two. Make a Sales Order.

Here I used the above item indicating a line should be Ship Complete. Added some quantity and price. Take note of Mark for PO check box. Will use it in the next step.

Step Three. Link SO to Existing PO.

To achieve it, will mark check box Mark for PO. Then Press PO Link button.
We may already have a PO, so we can link to existing one.

We should select the line on that screen then Save to mark that existing PO to the SO.

Step Three A. Create PO for SO on the fly.

Alternatively we may wish to create new PO for that Sales Order. Let's go to Actions->Create a PO. Then screen below comes out. Here we need to indicate the Vendor and Location and then click Process to create a PO. Once created, SO will get link to that PO automatically.

Here is the SO. Take note of the link.

Step Four. Break the link. Allocate to Another PO.

Let say we have reconsidered and wanted to reallocate the sales order to another vendor PO.
This is achieved at the Sales order. Unchecked Mark for PO on the line, save. It will automatically remove PO link. Now lets link to another vendor PO. Check Mark for PO again. Save.
Then call PO Link button. Now we can choose another vendor and PO.

Step Five. Verify Figures.

We can use either Inventory Summary to see current inventory positions

Or Allocation Details

Step Six. Receive PO and see what Happened.

Here is the receipt

And Sales Order can be now shipped. I created shipper document then confirmed it. Standard process.

Question why do we swap POs for a single SO - could be if we want to manage sales better, let say we expect delivery of the same car parts faster from vendor A than vendor B, and have customer RIGHT IN FRONT waiting... We may wish to consider reallocation POs... ;)

All the Best,

Sergey.

Bundle for Sales. Recognize the Margins by Item. Non Stock Kits.

Hi Everyone,

Got a question from one of the clients: "What if we want to bundle up few items together, then position it as a single set. But internally have to recognize costs and revenue per item."

Answer: This is possible by utilizing Non-Stock Kits. They will behave as a normal Item when we sell it, but when shipping it will explode into components. Revenue will also be recognized by item.

Below are simple steps to configure and process such items on a demo system.

Create a Kit add components to it. Please take note Non Stock option should be checked.

Receive components to Warehouse.

 Set the price for the Kit

 Update it from Pending to become Effective, here we can say for which month our Promo is active.

 Create and Print a Sales Order.

Please note that in Sales order, system shows us a Bundle as a single product.

Now we generate shipment and after confirmation see the inventory part of the transaction, please note servers are serialized therefore displayed separately one by each line in GL transaction.

Now is time to Print the invoice and check the AR part. Which I made to be Deferred Revenue until customer pays us for the goods.

Now lets enter payment and recognize our revenue

In my case I use the same Sales Account for each item, but we can split it based on our company policy, and indicate at the Inventory Item master level.

All the best,
Sergey.

Sales Order Import, including Multiple Orders.

Hi Everyone.

What to do when we need quickly and effectively import numerous data into ERP. We can use Integration Services, embedded into our product. Lets go through 5 minute process of importing.
Where we are going to import. Sales order screen in Acumatica ERP.

From where we are going to import our orders? From Excel file.

What need to be done on Acumatica to achieve it?
First we should create Data Provider and attach our file to it. In theory we can use different means of data provision. From Salesforce web site, from comma separated file, from SQL directly etc. So we should tell the system where are data coming from.

Then we should attach our file to it and indicate in the File Name value column internal or external link to it

I used internal link to the file sitting inside Acumatica DB:

Last step for provider is to fill up the schema which is done by pressing these two buttons subsequently on the Schema tab:

Next step will be to map columns inside the file and our screen. This is done inside Import Scenario screen.
I am going to show resulting screen. Basically on the left are fields from the screen and on the right are values from our import file:

Now we can run the import:

And here is the resulting Sales Order:

Well, this is good to import one single order, but what if we have multiple orders in a file?
And what if it includes the same customer in couple of orders?

Solution is very siple, lets amend column [Number] in our source file or simply amend data, prepared for the import to split 5 lines into 3 different Sales Orders.

Here is what I changed in a data representation inside Acumatica:

Please note that I am using column Number as sequential number for my orders, not as actual Sales Order number, that will be issued by the system automatically.

Based on what was amended, it should end up with 3 sales orders. SO #1 and SO #3 for customer ABARTENDE and SO #2 for customer ABCSTUDIO.

Lets run the import for it and here is the result:

Works like a charm.

Have a great day,
Sergey.