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Financial Journals across Project Installer Franchise Networks
Table of Contents
Overview
Describes the order flow and financial Journals
This includes journals created when a Franchisee sources stock and services from a Franchisor
Deposits
Deposits are money towards a sale - they are not a sale.
- Deposit invoices do not have GST (Tax type NA)
- Later invoices will credit the deposit amount with no GST (Tax type NA)
- Deposits are taken as part of the sales process
Discounts
- Discounts apply at the following levels
- Quote
- Package
- Sales Order
- Discounts may be adjusted once the sales order is created, all changes are audit tracked.
A sales Order is the customer agreement
- Lists Stock Articles that need to get to site
- Lists Services that are to be fulfilled
Configuring a Sales Order
- Deliveries - of stock Articles and Fabrications to site
- Purchases of Stock Articles and configured items required
- Fabrications - that are to be created by internal or external persons
- Installation Services - that are to be carried out by internal or external persons
- Commissioning Services - carried out by internal or external persons
Each of the above may be
- Sourced by the Franchisee from their own stock or Suppliers
- Sourced by the Franchisor from their own stock or suppliers
The Customer invoice/s
- The customer invoice is for the agreed order value
- The invoice is created at the time of confirming the order
- The date of the invoice is set to be at the date of the expected installation date
- The invoice date may be changed manually
- Progress payments will allocate to the invoice
- An Additional invoice (Credit Note) will be created for changes to the original order
- This invoice will be created at the end of the job once all changes are known
Calculation of the amount to invoice for a date
When a customer needs to make a progress payment -
Preview the amount they need to pay by entering the date they are paying up to - it includes:
- Deposit for articles not yet invoiced
- Restocking fees not yet invoiced
- Services in Delivered status with a required date on or before today
- Delivery fee if any articles or fabrications not flagged as customer pickup are included in invoice and delivery fee has not yet been invoiced.
- Preview invoice also lists any unpaid invoices for this order and any unallocated payments or credit notes.
Then create the invoice and take the payment.
When sourcing from the company that made the sale
Stock Items | Purchase documents | Stock Receipt Journal | COGS | Invoice to Customer | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Stock from my warehouse | Not Relevant as stock already exists in the warehouse | Not Relevant as stock already exists in the warehouse | On departure from warehouse
| Created when sales order Authorised Invoice Date to be installation date (ie in future)
| ||||||||||||
Stock sourced from a supplier to fulfill the order(On a purchase order with other items) | Standard Purchase Order with other items Creditor Invoice
| Standard Stock Receipt journal
| On departure from Warehouse
| Created when sales order Authorised Invoice Date to be installation date (ie in future)
| ||||||||||||
Stock Sent by Supplier directly to site(on a purchase order only for that site) | Drop Ship Purchase Order (linked to sales order) => Creditor Invoice
Creditor Invoice
| Not Required as stock never receipted
| COGS Journal Not Required as stock never receipted COGS calculation - See Creditor invoice
| Created when sales order Authorised Invoice Date to be installation date (ie in future)
| ||||||||||||
Services | ||||||||||||||||
Services provided by employees | NA | NA | NA Creditor Invoice line is journaled to cost of sale | Created when sales order Authorised Invoice Date to be installation date (ie in future)
| ||||||||||||
Fabrications provided by supplier
| Fabrication Order => Creditor Invoice Line
| NA | NA COGS Journal Not Required as stock never receipted Creditor Invoice line is journaled to cost of sale | Created when sales order Authorised Invoice Date to be installation date (ie in future)
| ||||||||||||
Delivery provided by supplier (eg Courier) | Delivery Service Event => Creditor Invoice Line
| NA | NA Creditor Invoice line is journaled to cost of sale | Created when sales order Authorised Invoice Date to be installation date (ie in future)
| ||||||||||||
Installation provided by supplier | Installation Service Event => Creditor Invoice Line
| NA | NA Creditor Invoice line is journaled to cost of sale | Created when sales order Authorised Invoice Date to be installation date (ie in future)
| ||||||||||||
Commissioning provided by supplier | Commissioning Service Event => Creditor Invoice Line
| NA | NA Creditor Invoice line is journaled to cost of sale | Created when sales order Authorised Invoice Date to be installation date (ie in future)
| ||||||||||||
Installers stock from the van(Owned by Store) |
Financial Journals when sourcing from Franchisor for Franchisee Installation Orders
- Franchisee makes the sale
- Franchisee sources products and services from Franchisor
- Franchisor sources products and services from suppliers
- Customer invoice for full job is created at time of sale and future dated to date of installation (the invoice date can be changed).
Stock Items | Purchase documents In Franchisor | Stock Receipt Journal in Franchisor | COGS in Franchisor | Sales Invoice in Franchisor (to Franchisee) | Creditor Invoice in Franchisee (to Franchisor) | Stock Receipt in Francisee | COGS in Franchisee | Invoice to Customer in Franchisee | ||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Stock from the Franchisor warehouse sent to franchisee | Not Relevant as stock already exists in the warehouse | Not Relevant as stock already exists in the warehouse | On departure from franchisor warehouse
| On departure from Franchisor warehouse
| On departure from Franchisor warehouse Standard Creditor Invoice linked to sales invoice in Franchisor | On departure from Franchisor warehouse Standard Stock Receipt Journal | On departure from Franchisee
| Created when sales order Authorised Invoice Date to be installation date (ie in future)
| ||||||||||||||||||||
Stock from the Franchisor warehouse sent to Customer Site | Not Relevant | Not Relevant | On departure from franchisor warehouse
| On departure from Franchisor warehouse
| On departure from Franchisor warehouse Standard Creditor Invoice linked to sales invoice in Franchisor | On departure from Franchisor warehouse Standard Stock Reciept Journal | On departure from Franchisor warehouse
| Created when sales order Authorised Invoice Date to be installation date (ie in future)
| ||||||||||||||||||||
Stock sourced from a Franchisor supplier to fulfill the order(On a purchase order with other items) | Standard Purchase Order with other items Creditor invoice
| Standard Stock Receipt journal | see either :
| see either :
| see either :
| see either :
| see either :
| see either :
| ||||||||||||||||||||
Stock sourced from a Franchisee supplier to fulfill the order(On a purchase order with other items) |
|
| Purchase documents in Franchisee Creditor invoice in franchisee See when sourcing from a company that made the sale table above. | Stock receipt journal in Franchisee See when sourcing from a company that made the sale table above. | COGS in franchisee See when sourcing from a company that made the sale table above. | Created when sales order Authorised See when sourcing from a company that made the sale table above.
| ||||||||||||||||||||||
Stock Sent by Franchisor Supplier directly to Franchisee (or to site on a purchase order only for that site) | Drop Ship Purchase Order Creditor Invoice
Creditor Invoice
| Not Required as stock never receipted
| Not Required as stock never receipted See Creditor invoice for COGS calculation
| On arrival at Franchisee Warehouse Pricing to be purchase pricing for Franchisee from Franchisee
| On arrival at Franchisee Warehouse Pricing to be purchase pricing for Franchisee from Franchisee Standard Creditor Invoice
| Standard Stock Receipt Journal
| Created when sales order Authorised Invoice Date to be installation date (ie in future)
| |||||||||||||||||||||
Services | ||||||||||||||||||||||||||||
Services provided by employees of Franchisor | NA | NA | NA | On Services being completed
| On Services Being completed
| NA | NA | Created when sales order Authorised Invoice Date to be installation date (ie in future)
| ||||||||||||||||||||
Fabrications provided by supplier of Franchisor
| Fabrication Order => Creditor Invoice Line
| NA | Creditor Invoice line is journaled to cost of sale | On departure from Franchisor warehouse
| On departure from Franchisor warehouse
| NA | NA | Created when sales order Authorised Invoice Date to be installation date (ie in future)
| ||||||||||||||||||||
Delivery provided by supplier (eg Courier) of Franchisor | Delivery Service Event => Creditor Invoice Line
| NA | Creditor Invoice line is journaled to cost of sale | On departure from Franchisor warehouse
| On departure from Franchisor warehouse
| NA | NA | Created when sales order Authorised Invoice Date to be installation date (ie in future)
| ||||||||||||||||||||
Installation provided by supplier of Franchisor | Installation Service Event => Creditor Invoice Line
| NA | Creditor Invoice line is journaled to cost of sale | On Services being completed
| On Services being completed
| NA | NA | Created when sales order Authorised Invoice Date to be installation date (ie in future)
| ||||||||||||||||||||
Commissioning provided by supplier of Franchisor | Commissioning Service Event => Creditor Invoice Line
| NA | Creditor Invoice line is journaled to cost of sale | On Services being completed
| On Services being completed
| NA | NA | Created when sales order Authorised Invoice Date to be installation date (ie in future)
| ||||||||||||||||||||
Installers Stock from the Van(Owned by Franchisor) | NA | NA | On departure from Van warehouse location
| On departure from Van warehouse location
| On departure from Van warehouse location Standard Creditor Invoice linked to sales invoice in Franchisor | On departure from Van warehouse location Standard Stock Receipt Journal | On departure from Van warehouse location
| New invoice for changes - created after the end of the job
|
Purchase order is not linked to sales order
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