Customer Finance

Firm Orders

The Firm Orders file contains all “firmed” shipment requests from the Trading Partner based on incoming EDI data. Each Firm Order is defined by the Trading Partner specifications as some combination of part number, ship date, ship to, and reference number from the incoming document. Although the definition of Firm Order may differ between Trading Partners, each of their specifications are preloaded into TrueAuto. Firm Orders are always displayed as unique records in the Firm Orders file. When they are ready to ship, Firm Orders are then attached to user-created shipments called ASNs through a process called assignment.

Work with Firm Orders

1.    On the Customer Finance menu, click Firm Orders.

 TIP   Use the Filter panel to search for firm orders.

2.    On the Customer Firm Orders screen, click the order that you want to view.

Note   For a full description of each field, refer to the Field Definitions in the next section.

3.    On the Firm Order Detail screen, select the General, Inner Containers, Allowance Charge, Other Info, and History tabs to view the corresponding details.

General tab

 TIP   Click the View more link to expand the details.

Inner Containers tab

Allowance Charge tab

Other Info tab

History tab

Field Definitions

Work with Inner Containers

To view the inner container details

1.    On the Inner Containers tab of the Firm Order Detail screen, click the container that you want to view.

2.    On the Inner Container window, select the General, Dates/Shipping, IPP Tag, or Other tabs to view the corresponding details.

To add an inner container to a firm order

1.    On the Inner Containers tab of the Firm Order Detail screen, click New.

The Inner Container window appears.

2.    Fill out the details of the new serial on the General, Dates/Shipping, IPP Tag or Other tabs.

To assign an inner container to a firm order

1.    On the Inner Containers tab of the Firm Order Detail screen, click the Assign icon.

2.    On the Choose How to Assign window, select one of the following options and click OK:

·         By Unassigned Serial: Shows all available serials from inventory for that part.

·         By Unassigned Pallet: Shows mixed master serials from inventory for that part.

3.    If you select the By Unassigned Serial option, choose the serials that you want to assign on the Choose Serials to Assign window.

4.     If you select the By Unassigned Pallets option, choose the pallets that you want to assign on the Choose Pallets to Assign window.

To unassign an inner container from a firm order

ð  On the Inner Containers tab of the Firm Order Detail screen, select the container that you want to unassign, and then click the Unassign icon.

To delete an inner container from a firm order

ð  On the Inner Containers tab of the Firm Order Detail screen, select the container that you want to remove, and then click the Delete icon.

Work with Allowance Charge

To add a new allowance or charge to a firm order

1.    On the Firm Order Detail screen, switch to the Allowance Charge tab.

2.    On the Allowance Charge tab, click New.

3.    On the Adding Allowance Charge Line Items window, do the following:

a.    Select a Code.

                      i.        Click the Search icon in the Code field.

                     ii.        On the Select Allowance Code window, select the Allowance or Charge Code.

                    iii.        Click Select.

The selected Allowance or Charge Code is loaded in the Code field.

 TIP   You can add more allowance or charge options to the Code dropdown list by referring to steps in Cross Reference Library.

b.    Select Allowance or Charge in the Type dropdown list.

c.    Enter the Percent, Percent Qualifier, Amount, Unit Rate, Unit of Measure, Quantity, and Handling Code in the boxes.

4.    Click Save.

A new Allowance or Charge is added to a Firm Order.

Work with Other Info

To view and print an incoming EDI document 

1.    On the Customer Firm Order screen, switch to the Other Info tab.

2.    On the Other Info screen, click the Document Ref Number link.

3.    On the Incoming Document window, click the EDI button.

The EDI window displays the raw EDI for the selected incoming document.

4.    On the Incoming Document window, click the Print icon.

The Incoming Document is displayed in a new window.

 Note   For more information, refer to Incoming Documents.

Work with History

To view Firm Order Detail History

This feature displays all the processing that has occurred to a firm order. After you save the changes made to a firm order, the previous firm order will be stored on the History tab.

For instance, if you save the deletion of a ship serial from a firm order on the Firm Order Detail page, you can then view the previous Shipped Quantity for this firm order in the history.

1.    On the Customer Firm Order screen, switch to the History tab.

2.    On the History tab, click the order whose history records you want to view.

3.    On the Firm Order Detail History window, select the General, General (Cont.), or Other Info tabs to view the corresponding details.

General tab

General (Cont.) tab

Other Info tab

Customer Firm Orders File: Use of Colors

TrueAuto makes the use of the colors to show you something that may need attention. The following shows how they are used in the Customer Firm Orders file.

·         Red Ship Date Text:

The firm order is overdue and unshipped. Requires attention. Decide if it is still a valid firm order, and then postpone the ship date, ship the order, or delete it.

·         Red Ship Date Highlighted:

There is no TP requested ship date or our ship date. Because this order’s ship date is unknown, attention from the user is required to add it, or contact TrueAuto Support if there are problems with the EDI transfer process.

·         Red Shipped Quantity and Part Number:

The shipped quantity is higher than 0 and does not match the requested quantity.

·         Yellow Highlight over Part Number:

A warning flag has been turned on. You cannot ship this order until the flag is removed. The most common cause for a yellow firm order is: During processing, TrueAuto found that the firm order is a replacement for another order that has already been assigned to an ASN. In terms of replacement logic, TrueAuto considers any order assigned to an ASN as shipped, and therefore unchangeable. Hence, the original firm order remains unchanged and the new firm order is added to the Firm Order file in yellow, and cannot be shipped against. This behavior can be altered.

Work with Serials

The View Serials icon will display a pop-up window showing all the Serial Numbers that have been assigned to the highlighted Order. If labels have not been printed or serials have not been assigned, this window will be blank. You can use this window to either verify accuracy, adjust serial record information, or reprint labels as needed. An example would be to change returnable types or lot numbers. Be careful not to make changes here that will create inconsistencies between TrueAuto records and the printed labels. It is possible to create serial records here when troubleshooting special cases of missing serials.

1.    On the Customer Finance menu, click Firm Orders.

2.    On the Customer Firm Orders screen, select the order that you want to view.

3.    Click the View Serials icon.

4.    On the Inner Containers window, click the serial that you want to view.

5.    On the Inner Container window, select the General, Dates/Shipping, IPP Tag or Other tabs to view the corresponding details.

Field Definitions-General

Field Definitions-Dates/Shipping

Field Definitions-Other

Field Definitions-IPP Tag

Build Labels

Though it is seldom used, it is possible to print labels from the Firm Order file before the orders have been assigned to ASNs. By clicking the Build Labels button, TrueAuto prepares the labels for printing.

1.    On the Customer Finance menu, click Firm Orders.

2.    On the Customer Firm Orders screen, select the order for which you want to build labels.

3.    Click the Build Labels button.

The system will check whether label templates have been configured in these modules according to the following priority: 1) Trading Partner Packages, 2) Trading Partner Parts, 3) Trading Partners, and 4) Default setup by administrator. After checking, the appropriate template will be applied to the print job.

4.    On the completed labels message, click OK.

 Note   If the Firm Order already has labels for printing, the Review Labels message will appear. Then, select one of the options:

·         OK: Creates new serials for the selected part.

·         Cancel: Cancels this printing.

Print a Firm Order Report

The Firm Orders file shows you a list of shipment requests from your Trading Partners. It is the file that contains information for parts orders, quantities, and the date when they are requested. You can analyze Firm Orders at a higher level by manipulating the data into different views through TrueAuto reports. To print a report or export data from the Firm Order file, click the Print icon.

1.    On the Customer Finance menu, click Firm Orders.

2.    On the Customer Firm Orders screen, select the order that you want to print.

3.    Click the Print icon.

4.    On the Choose Reports to Print window, do the following:

a.    Select the Trading Partner in the dropdown list.

b.    Select the Ship To.

                      i.        Click the Search icon in the Ship To field.

                     ii.        On the Browse Ship To window, choose the Ship To and click Select.

The selected Ship To is loaded.

c.    Select the Start Date and End Date from the calendars.

d.    In the left pane, select the reports that you want to print.

·         Firm Orders by Part: Creates a report with the part numbers grouped together.

·         Firm Orders by Date: Creates a report with the orders grouped by date.

·         Short Term Forecast (Excel): Creates Excel-based Firm Orders.

·         Export Firm Orders: Creates a .csv file with date, time, part, reference, quantity, ship to, description, and unit price.

·         Daily Schedule (Excel):Exports data to Excel and includes all parts for the Trading Partner, the LineSide work center (if appropriate), and the details of each order for the date range.

·         Order Summary: Prints a list of shippers with orders showing either the balance remaining, or all orders if you select the Include Zero option.

·         Order Change History: Prints a report with the historical changes made to the order.

e.    In the right pane, select one or more of the following options:

·         Include Zero: Includes zero-quantity orders.

·         Unshipped Only: Includes only unshipped orders.

·         Shipped Only: Displays shipped Orders.

·         Make CSV: Creates a Comma-Separated Value file for this report.

f.     Click OK to print or review the report.

g.    On the Print Preview message, click OK to continue.

The report is displayed accordingly.

Create a Firm Order

Firm Orders are added automatically as data is received from Trading Partners. For Trading Partners that send and receive EDI, manually creating a Firm Order runs the risk of being rejected due to missing system-specific information which you may not have. If the Trading Partner sends EDI and you suspect a Firm Order should be manually added, contact the TrueAuto Support team to evaluate if inserting a Firm Order can be avoided, or if it is possible to duplicate an existing Firm Order instead.

For non-EDI Trading Partners, it may be a common occurrence to manually create Firm Orders. TrueAuto suggests that you create a master list of Firm Orders: one per part number, Ship To number, and order number.

1.    On the Customer Finance menu, click Firm Orders.

2.    On the Customer Firm Orders screen, click New.

3.    On the Firm Order Details screen, select the Trading Partner in the dropdown list.

4.    Fill out the details of the new Firm Order on the General tab. Use the following Field Definitions.

5.    When you’re finished, click Save.

Field Definitions

To select a Part

1.    On the General tab of the Firm Order Details screen, click the Search icon in the Part Number field.

2.    On the Browse Parts window, choose the Part file and click Select.

The selected part is loaded in the Part Number field on the Firm Order Detail screen.

To select a Ship To

1.    Click the Search icon in the Ship To field.

2.    On the Browse Ship To window, choose the Ship To and click Select.

The selected Ship To is loaded in the Ship To field on the Firm Order Detail screen.

To select a Currency

1.    Click the Search icon in the Currency field.

2.    On the Select Currency Code window, choose the Currency and click Select.

The selected Currency is loaded in the Currency field on the Firm Order Detail screen.

Duplicate a Firm Order

1.    On the Customer Finance menu, click Firm Orders.

2.    On the Customer Firm Orders screen, do one of the following:

·         To duplicate a Firm Order: Select the order that you want to duplicate, click the Duplicate button, and then choose the Highlighted Firm Orders option.

a.    On the confirmation message, click OK.

b.    On the Customer Firm Order window, make changes as needed for the duplicated order.

c.    When you’re finished, click Save.

The Firm Order is duplicated.

·         To duplicate a Planning Order: Click the Duplicate button, and then choose the Select Planning Orders option.

a.    On the Browse Forecast window, choose the planned orders for this Trading Partner.

b.    Click OK.

c.    On the confirmation message, click OK.

d.    On the Customer Firm Order window, make changes as needed for the planned order.

e.    When you’re finished, click Save.

The Firm Order is duplicated.

Delete a Firm Order

Only delete Firm Orders that are definitely no longer scheduled to ship. Deleting live orders will result in missed shipments.

1.    On the Customer Finance menu, click Firm Orders.

2.    On the Customer Firm Orders screen, select the order that you want to remove, and then click the Delete icon.

3.    On the confirmation message, click OK.

Hide Alert Display

1.    On the Customer Finance menu, click Firm Orders.

2.    On the Customer Firm Orders screen, select the Hide Alert Display checkbox.

The color statuses (Red & Yellow) will be hidden.

Invoices

An EDI Invoice, known in X12 as an 810 and in EDIFACT as an INVOIC, can be created in TrueAuto if that Trading Partner has an 810 Outgoing Form. If your Trading Partner does not require EDI invoices, you may still use TrueAuto’s invoices for traceability or paperwork.

Work with Invoices

1.    On the Customer Finance menu, click Invoices.

2.    On the Customer Invoices screen, click the invoice that you want to view.

3.    On the Customer Invoice screen, select the General, Terms, Allowance Charge, Details, or Other Info tabs to view the corresponding details.

General tab

Terms tab

Allowance Charge tab

Details tab

Other Info tab

Additional Information tab

Work with Allowance Charge

To add a new Allowance/Charge or Tax to an Invoice

1.    On the Customer Invoice screen, switch to the Allowance Charge tab.

2.    On the Allowance Charge tab, click New.

3.    On the Adding Allowance Charge Line Items window, do the following:

a.    Select a Code.

                      i.        Click the Search icon in the Code field.

                     ii.        On the Select Allowance Code window, select the Allowance or Charge Code.

                    iii.        Click Select.

The selected Allowance or Charge Code is loaded in the Code field.

  Note   You can add more allowance or charge options to the Code dropdown list by referring to steps in Cross Reference Library.

b.    Enter the Percent.

c.    Select Allowance or Charge in the Type dropdown list.

d.    Enter the Description.

e.    Enter the Amount.

4.    Scroll down to the Additional Tax Information section, and do the following:

a.    Enter the Tax Jurisdiction Code.

b.    Select the Tax Exempt Code.

c.    Select the Relationship Code.

d.    Select the Tax Jurisdiction Code Qualifier.

e.    Enter the Tax Identification Number.

5.    Click Save.

A new Allowance or Charge is added to the Invoice.

To assign a configured Allowance or Charge to an Invoice

With the Library feature, you can assign a configured Allowance or Charge that is saved in the Library, to an Invoice. These configured records are set up in Trading Partner Parts, Ship To Cumulatives, and Addresses.

If Invoice is selected in the Use On dropdown list

For this case, the Allowance or Charge record will be saved in Invoices > Allowance Charge.

1.    On the Customer Invoice screen, switch to the Allowance Charge tab.

2.    On the Allowance Charge tab, click the Library button.

3.    On the Adding Allowance Charge Configuration window, select the Allowance or Charge you want to use.

4.    Click Save.

The Allowance or Charge is added to the Invoice.

If Line Item is selected in the Use On dropdown list

In this case, the Allowance or Charge record will be saved in Invoices > Details > Allowance Charge.

1.    On the Customer Invoice screen, switch to the Details tab.

2.    On the Details tab, click the Invoice that you want to view.

3.    On the Changing Invoice Line Items window, switch to the Allowance Charge tab, and then click the Library button.

4.    On the Adding Allowance Charge Configuration window, select the Allowance or Charge that you want to use.

  Note   For more details, refer to the Important Note mentioned above.

5.    Click Save.

The Allowance or Charge is added to the Invoice.

Explanation on how the Amount field is calculated on the Customer Invoice (Total Invoice Amount)

This section describes the steps on how the Amount field on the Customer Invoice screen is automatically calculated, as follows:

Amount = The Total Sum of Line Items Amount + Sum of Allowance Charge Header + Tax Amount

  TIP   For more information, refer to:

1.    Total Sum of Line Items Amount

2.    Sum of Allowance Charge Header

3.    Tax Amount

1.    Customer Invoice > Total Sum of Line Items Amount including Allowance/Charge/Tax at Line items

The Total Sum of Line Items Amount = the Sum of (Base Amount of Line Item +/- Amount of Allowance Charge Line Items)

·         Base Amount of Line Item = Invoiced Quantity * Unit Price

·         Amount of Allowance Charge Line Items

Adding/Subtracting the amount of Allowance Charge Line Items to/from Base Amount of Line Item will be decided by Type.

-          Allowance: Subtracting the amount of Allowance Charge Line Items from the Base Amount of Line Item.

-          Charge and Tax: Adding the amount of Allowance Charge Line Items to the Base Amount of Line Item.

2.    Customer Invoice > Allowance Charge: Sum of Allowance Charge Header

There are 2 cases:

1)    If the Type and Code fields in Allowance Charge Header are similar to the ones in Allowance Charge Line Item, the Amount of Allowance Charge Header will be skipped (NOT added to the Total Invoice Amount).

2)    If the Type and Code fields in Allowance Charge Header are different from the ones in Allowance Charge Line Item, the Amount of Allowance Charge Header will be added to the Total Invoice Amount.

3.    Customer Invoice > Additional Information: Tax Amount

The Tax Amount field will also be checked. If there is a value in this field, the Tax Amount field will be added to the Total Invoice Amount.

Work with Additional Address Information

An invoice includes several types of addresses such as Ship To, Ship From, Remit To Code, and Bill To. Apart from these standard fields, the additional invoice addresses are taken from incoming documents to the Other Info tab.

While the imported data on the Other Info tab is read-only, the corresponding data on the Additional Information tab can be customized. The Codes (such as FG, IV, and BY) on the Other Info tab can be converted into editable Keys on the Additional Information tab right after being imported successfully into the system.

Example:

1.    On the Customer Invoice screen, click the Other Info tab to view the imported additional invoice addresses, which are in read-only mode.

2.    Next, switch to the Additional Information tab. You will see that the additional invoice addresses are automatically converted into editable Keys.

3.    Open the record that you want to modify.

4.    On the next window, change the value in the box, and then click Save.

Before:

After:

The Value is updated.

5.    Click Save to save the changes to the invoice.

Print Detail

1.    On the Customer Finance menu, click Invoices.

2.    On the Customer Invoices screen, select the invoice, and then click the Print Detail button.

The Invoice report is displayed.

Recalculate Total

1.    On the Customer Finance menu, click Invoices.

2.    On the Customer Invoices screen, select the invoice, and then click the Recalculate Total button.

3.    On the confirmation window, click OK.

Create an Invoice

1.    On the Customer Finance menu, click Invoices.

2.    On the Customer Invoices screen, click New.

3.    On the Customer Invoice screen, fill out the form. Use the following Field Definitions.

4.    When you’re finished, click Save.

Field Definitions-General

Field Definitions-Terms

Field Definitions-Other Info

Additional information that is used in specific sections of the invoice, for example Purchase Order dates.

Send a Document

Use the Send Document feature to send an 810 Invoice to your trading partner.

1.    On the Customer Finance menu, click Invoices.

2.    On the Customer Invoices screen, select the invoice that you want to send, and then click the Send Document button.

3.    On the notification window, click OK.

The Status of the document becomes Invoice EDI Created.

Delete an Invoice

1.    On the Customer Finance menu, click Invoices.

2.    On the Customer Invoices screen, select the invoice that you want to remove, and then click the Delete icon.

3.    On the confirmation window, click OK.

Export Invoices

With the Export feature, you can send Invoices to Trading Partners that do not use an EDI system. The following sections describe how to export single or multiple Invoices on the Customer Invoices screen.

1.    On the Customer Finance menu, click Invoices.

 TIP   Use the Filter panel to search for invoices.

2.    On the Customer Invoices screen, select the invoice that you want to export.

 Note   Refer to the Field Definitions at the end of this section.

3.    Next, click the Export File button.

 TIP   To export multiple invoices, select the invoices that you want to export and click the Export File button.

4.    On the confirmation message, there are two options, do one of the following:  

·         Click Yes to export the selected record. 

The notification window shows that the record has been processed successfully.

 Note   The notification pop-up window will show the number of records that have been processed successfully, out of those selected.

·         Click No to cancel the export of the selected record. 

The notification window will show if an exception occurred during the export process.

Field Definitions