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Marketing Staff Quick Reference Guide - Jakarta

By Patrick Ward,2014-01-20 21:33
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Marketing Staff Quick Reference Guide - Jakarta

    Marketing Staff’s Guide to Navision

    Navision Study Material

    By: Shaishav Merchant

    Email: erp@kaybee.com.sg, Web: http://intranet.kaybee.com.sg/kb/

    Process Summary

1. Sales Order Budget

    2. Remittance Application

    3. Payment Requisition

    4. Updating Pending Order List

    5. Printing Reports

    a. Pending Order List

    b. Accounts Receivables

    c. Accounts Payables

    Marketing Staff’s Guide to Navision

1. Sales Order Budget

Sales Order Budget helps marketing person to plan for expenses relating to a

    particular sales transaction. This essentially enables marketing staff in

    understanding order profitability.

Sales budget also helps marketing and accounting staff to provide for agent or

    office commissions.

To create Sales Budget:

    a. Ensure that Merchandisers have completed Purchase Budget for respective

    CMT/FOB Purchase order(s).

    b. Open the Sales Order for which you wish to create budget

    c. On the Sales Order screen, select Line->Budgeted Cost menu item

    d. Budget Screen is divided into two parts,

    ? the top part allows marketing person to select Purchase Order(s)

    from where the purchase cost can be captured

    ? Bottom part, allows marketing staff to enter other related expenses

    such as Commissions, Freight or Marin Insurance, bank charges,

    interest costs etc…

    e. On the top part, enter CMT/FOB Purchase Order number under Purchase

    Order No. column or you can select it from the list by pressing F6 or Lookup

    button.

    ? Please note that you should only select CMT or FOB orders and not Fabric or

    Accessories orders on Budget Cost screen.

    f. Once purchase order is selected, press Update button. g. Purchase Value and all associated cost will be captured.

    h. Navision now also displays common cost codes such as agent commission,

    office commission, freight, insurance etc… i. Type % or value against the respective cost code.

    j. For Agent and Office commission you must select their respective Account

    No.

    k. For all other expenses, you can leave Account No. column empty. l. After adding all planned expenses press Update button again. m. You should now see Profit and profit percentage at the bottom of Budgeted

    Cost screen.

    n. You may want print the Budgeted cost for your reference, by pressing Print

    button.

    o. Close Budgeted cost screen to go back to Sales Order screen.

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    Marketing Staff’s Guide to Navision

2. Remittance Application

Accounting staff are informed by our banks when money is received into our

    Banks accounts, whereas, Customers generally inform Marketing persons

    about money remitted and its application.

Information is in most scenarios involve close coordination between Accounts

    and marketing division. Each holds unique information needed to complete a

    remittance process.

Remittance screen in Navision attempts to capture this information at a single

    place. Remittance screen is divided into two sections.

    ? The top section, called Remittance Header, is used by Accounts staff

    to input information about date, remitter, amount and bank

    reference number for a particular receipt.

    ? The bottom section, called Remittance Lines, is generally used by

    Marketing staff to apply the money to respective sales documents.

To apply remittance to Sales Order or Invoice:

    a. Open Remittance screen from Financial Management->Remittance

    application Navigation pane. b. Look for money receipt entries that is coming from your customer;

    ? Check Remitter Name or search through External Document column if you know

    the TT reference number.

    c. On Remittance Lines (bottom part), specify following values;

    ? Account Type (Customer or Vendor)

    ? Application Code (Customer no.)

    ? Depending upon whether the receipt is advance against an Order or

    payment to an Invoice select appropriate Type.

    ? If payment is received as advance to an order, select Type = Order.

    ? If payment is against an invoice, select Type = Invoice.

    ? In case invoice is not posted, select Type = Unposted Invoice.

    ? Type Amount to be adjusted against this invoice.

    ? You can apply a single receipt to more than one Orders or Invoices.

    ? Applied value must be same as value in Remittance Header (top

    part).

    ? Type Remark/Description.

    ? Once you are done with application, tick mark under Marketing

    Verified column.

    ? Please note after checking Marketing verified, marketing person will

    not be allowed to change remittance entry.

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    Marketing Staff’s Guide to Navision

    3. Payment Requisition

Payment Requisition is a digital form, which a merchandiser submits to

    accounts for making payments to Suppliers.

On Payment Requisition form, merchandiser should mention the amount to be

    paid and for which purchase order.

Once a Payment Request is submitted, it needs to be approved by respective

    Marketing person.

Merchandisers will print Payment Requisition and attach necessary documents

    with it for approval purposes. Documents includes Supplier invoices and/or

    Surat Jalan. It should also include Credit Memo in case of Payment to CMT or

    FOB suppliers.

Credit Memo is a statement which specifies any deductions from CMT/FOB

    supplier’s invoice value, such as, Fabric or Accessories payments re-

    imbursements.

To approve a Requisition;

a. Open respective Payment Requisition Card

    ? You can open Requisition from a Purchase Order screen or

    ? From Payment Requisition List

    b. On Payment Requisition Card, verify that the Purchase Order details, such

    as beneficiary name (supplier), Purchase order number and payment value

    are correct.

    c. Also verify, that the items are received from Supplier

    d. For payments to CMT or FOB supplier, ensure that necessary deductions

    are made from original purchase value and a credit memo is attached to

    payment requisition print-out.

    e. Once you are satisfied of the content, go to Status page and check mark

    the following options;

    ? Verified (this prevents payment requisition from change)

    ? Bank Locked Select HSBC under Bank.

    ? Requisition Draft created and Requisition Draft Approved (these are for

    LC Requisition pl tick mark)

    ? Approved This will be treated as approval.

    f. After your approval, payment requisition can be processed by Accounting

    staff.

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    Marketing Staff’s Guide to Navision 4. Updating Pending Order List

Once Sales Orders are created, Navision adds them to Pending Order List.

Upon shipment the Pending Order list quantity is updated automatically.

    However, Marketing staff must close orders after all shipments related to that

    particular order are complete.

Marketing staff can print out pending order list from Analysis & Reporting-

    >Pending Order List report.

To update Pending Order List;

    a. Go to Sales & Marketing->Update Pending Order List on Navigation pane. b. This list consists of Tick to Close, Document No, Customer Name,

    Description (item), Unit of Measure, Order Quantity & Outstanding Qty.

    c. If a particular Sales Order (Document No) Item is shipped, you may want to

    close that line. To do so, check mark Tick to Close option.

    d. Check mark all such order items and once complete press Update button.

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    Marketing Staff’s Guide to Navision

5. Printing Reports

It is recommended that at least on weekly basis following reports are reviewed;

    a. Pending Order List

    b. Accounts Receivables

    c. Accounts payables

Use Analysis & Reporting option to find above reports.

You can filter based on customer/supplier or specify other parameters if

    necessary.

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