Lesson 12: Processing Sales of Related Items

Part 2: Basic Sales and Purchases

This lesson explains how you can process sales of non-stock items with related items.

Sales of Related Items: General Information

In Acumatica ERP, if the Related Items feature is enabled on the Enable/Disable Features (CS100000) form, you can use the related items functionality to increase the value of sales and improve customer satisfaction. You can specify cross-sell, up-sell, and substitute items in the settings of any non-stock item. Defining related items simplifies item selection when an employee enters a sales order in the following scenarios:

An additional item would add value.
The customer may benefit from a higher-quality item.
The original item is sold out and should be replaced.

Learning Objectives

In this lesson, you will do the following:

In the settings of an original item, specify items related to the original item
Add cross-sell items to a sales order
Replace original items in a sales order with up-sell and substitute items

Applicable Scenarios

You may want to sell related items in the following cases:

You want to increase the value of a sale by giving users the ability to replace the original item with a higher- cost item.
You want to increase the value of a sale by making it easy to add useful related items to the sales order.
The original item is sold out, and you want to give users the ability to suggest an item with similar characteristics.

Types of Item Relations

In Acumatica ERP, you specify related items for a non-stock item on the Related Items tab of the Non-Stock Items (IN202000) form. For each item that is related to the item selected on the form, you add a row in which you specify the ID of the item and the type of the relation, among other settings. In the Relation column, you select one of the following relation types for each related item:

Cross-Sell: This related item can be sold along with the original item to increase the value of a sale. For example, you can specify apple jam as a cross-sell item for apples.
Up-Sell: This related item can be sold instead of the original item to increase the value of a sale. For example, you can specify a jar of jam with a higher volume as an up-sell item for a jar of jam.
Substitute: This related item can be sold instead of the original item if the original item is sold out so that a sale can still occur. For example, you can specify three 32-ounce jars of jam as a substitute item for one 96- ounce jar of jam if the 96-ounce jars of jam are sold out.
Other: This item is related to the original item in some other regard.

To enter a sale and obtain information about related items, you create a sales order on the Sales Orders (SO301000) form, specify the customer and the description of the order (among other order settings), and add the original items on the Details tab. If an original item in a line has any related items, the system shows one of the following buttons in the Related Items column:

: There is at least one item with the Cross-Sell or Other type of relation that is marked as required for the original item. That is, the Required check box is selected for a line with a related item on the Related Items tab of the Non-Stock Items (IN202000) form. When this button appears, you can process the sales order to completion even if the original item has not been replaced and no extra items have been added to the sales order.
: There are related items of any relation type for the original item, and the substitution or cross-selling is not mandatory. That is, the Required check box is not selected for all lines with related items on the Related Items tab of the Non-Stock Items form. When this button appears, you can process the sales order to completion without replacing the original item.
: There are substitute items for the original item, and the substitution is mandatory. That is, the Required check box is selected for at least one line with the Substitute type selected in the Relation column on the Related Items tab of the Non-Stock Items form. You click the button in the Related Items column and review the list of related items in the Add Related Items dialog box, which opens. This dialog box can have up to five tabs: four for the types of items related to the original item, and one for items with all types of relations displayed together. If the customer's approval is required (that is, if the Customer Approval Not Needed check box is cleared), you request the approval. If the customer agrees to replace the original item or buy an additional item, you select the unlabeled check box in the line with the related item on the appropriate tab of the dialog box and click Add and Close. You repeat these actions for each line with an original item for which the Related Items column contains a button indicating that related items exist for this original item.

When you are done editing the list of items on the Details tab of the Sales Orders (SO301000) form, you save the sales order. Once the items have been delivered to the customer, you bill the customer for these items by preparing the sales invoice, which contains links to the related sales orders. While you are still viewing the sales order, you click Prepare Invoice on the form toolbar. The system creates the sales invoice and opens it on the Invoices (SO303000) form. You review the sales invoice and then release it. When the sales invoice is released, it becomes visible on the Invoices and Memos (AR301000) form as an AR invoice.

For sales that may include related items, the typical process involves the actions and generated documents shown in the following diagram. Sales of Related Items: Implementation Activity

In the following implementation activity, you will specify related items for existing non-stock items.

Story

Suppose that the sales department of SweetLife Fruits & Jams has decided to implement the related items functionality to increase the value of sales. The sales department wants to add cinnamon as a cross-sell item for the apple jam in 96-ounce jars. Also, they want to add the apple jam in 32-ounce jars as a substitute item for this jam in 96-ounce jars in a 3-to-1 ratio because the larger jars are purchased in smaller quantities and sometimes they run out faster than the smaller jars. Acting as the implementation manager, you need to enable the needed feature and specify related items with the Cross-Sell, and Substitute relation types for existing non-stock items.

Process Overview

In this activity, you will do the following:

On the Enable/Disable Features (CS100000) form, enable the needed feature
On the Non-Stock Items (IN202500) form, create a non-stock item
On the same form, open an existing non-stock item and specify a cross-sell item on the Related Items tab
On the same form, open an existing non-stock item and specify a substitute item on the Related Items tab

System Preparation

To specify related items for existing non-stock items, make sure that you have completed the following prerequisite activities:

Order Management Basic Configuration: Implementation Activity
Direct Sales of Non-Stock Items: Implementation Activity

Step 1: Enabling the Needed Feature To enable the Related Items feature, which is required for sales of related items in Acumatica ERP, do the following:

Open the Enable/Disable Features (CS100000) form.
On the form toolbar, click Modify, and select the Related Items check box under the Inventory and Order Management group of features.
On the form toolbar, click Enable.

Step 2: Creating the CINNAMON Item To create the CINNAMON item, do the following:

On the Non-Stock Items (IN202000) form, add a new record.
In the Summary area, specify the following settings:

Inventory ID: CINNAMON
Description: Cinnamon, 1 lb can

On the General tab, specify the following settings:

Type: Non-Stock Item
Tax Category: EXEMPT
Close PO Line: By Quantity

In the Unit of Measure section of the General tab, specify the following settings:

Base Unit: CAN
Sales Unit: CAN
Purchase Unit: CAN

On the GL Accounts tab, specify the following settings:

Expense Account: 60000 - Purchase Expense
Sales Account: 40000 - Sales Revenue

On the form toolbar, click Save.
On the Price/Cost tab, specify the following settings:

Default Price (Price Management section): 12.99
Pending Cost (Standard Cost section): 10.83

On the More menu, click Update Cost. Notice that the system has copied the pending cost to the Current Cost box, cleared the Pending Cost box, and set the date in the Eﬀective Date box to the current date.

Step 3: Specifying a Related Item with the Cross-Sell Relation Type You need to specify an item with the Cross-Sell relation type for a 96-ounce jar of apple jam (APJAM96), which is an existing non-stock item. The related item is a 1-pound can of cinnamon (CINNAMON); you created this non-stock item in the previous step. Do the following:

On the Non-Stock Items (IN202000) form, open the APJAM96 non-stock item.
Open the Related Items tab.
On the table toolbar, click Add Row.
Specify the following settings in the added row (leaving the default values in the remaining columns):

Relation: Cross-Sell
Inventory ID: CINNAMON

On the form toolbar, click Save.
You have specified a related item with the Cross-Sell relation type for the APJAM96 non-stock item.

Step 4: Adding a Related Item with the Substitute Relation Type Now you will specify an item with the Substitute relation type for a 96-ounce jar of apple jam (APJAM96), which is an existing non-stock item. Three 32-ounce jars of apple jam (APJAM32) can be substituted for the 96-ounce jar. Do the following:

On the Related Items tab of the Non-Stock Items (IN202000) form, while you are still viewing the APJAM96 item, click Add Row.
Specify the following settings in the added row (leaving the default values in the remaining columns):

Relation: Substitute
Inventory ID: APJAM32
Quantity: 3

On the form toolbar, click Save.
You have specified a related item with the Substitute relation type for the APJAM96 non-stock item. Sales of Related Items: To Sell a Cross-Sell Item
In the following activity, you will process a sales order with a cross-sell item.

Story

Suppose that the Prime Cafe customer orders three 96-ounce jars of apple jam from the SweetLife retail store. When the sales manager enters the sales order, she notices that the apple jam has cinnamon specified as a cross- sell item for the jam. The sales manager oﬀers to add the cinnamon to the order, and the purchasing manager of Prime Cafe agrees to buy one pound of the spice. Acting as the sales manager, you need to enter and process the sales order for the original item and the cross-sell item.

Process Overview

In this activity, to process a sales order with the original item and a cross-sell item, you will first create a sales order of the IN type on the Sales Orders (SO301000) form and add a line with the original item to the sales order. You will then review the suggestions and add the cross-sell item. Then you will save the sales order and click Prepare Invoice on the form toolbar. The system will create a sales invoice and open it on the Invoices (SO303000) form. Finally, you will release the invoice.

System Preparation

Before you start processing a sales order with a cross-sell item, make sure that you have completed the following prerequisite activities:

Order Management Basic Configuration: Implementation Activity
Sales Order Types: Implementation Activity
Customers: Implementation Activity
Direct Sales of Non-Stock Items: Implementation Activity
Sales of Related Items: Implementation Activity

Step 1: Creating the Sales Order To create the sales order for Prime Cafe, do the following:

On the Sales Orders (SO301000) form, add a new record.
Specify the following settings in the Summary area:

Order Type: IN
Customer: PRIME
Description: Sale of apple jam

On the table toolbar of the Details tab, click Add Row.
Specify the following settings in the added row:

Inventory ID: APJAM96
Quantity: 3
Unit Price: 45.15 (inserted automatically)

On the form toolbar, click Save.
Notice that on the table toolbar, the system displays a warning message that this item has a cross-sell item.

Step 2: Adding the Cross-Sell Item In this step, you need to add the cross-sell item to the sales order. While you are still viewing the sales order that you have created on the Sales Orders (SO301000) form, do the following:

In the only line on the Details tab, click the icon in the Related Items column.
In the Add Related Items dialog box, which opens, do the following: a. Select the unlabeled check box in the line with the CINNAMON item on the All Related Items tab. b. Click Add & Close. The system closes the dialog box and adds the line with the CINNAMON item to the sales order.
In the line with the CINNAMON item, change the value in the Quantity column to 1.
On the form toolbar, click Save.

Step 3: Processing the Invoice To prepare and release the invoice related to the sales order, do the following:

While you are still viewing the sales order on the Sales Orders (SO301000) form, on the form toolbar, click Prepare Invoice. The system creates the invoice and opens it on the Invoices (SO303000) form. On this form, review the details of the prepared invoice. The invoice has two lines, as the sales order does. In the Order Nbr. column of the Details tab, notice that the system has inserted the reference number of the related sales order.
On the form toolbar, click Release.
Return to the Sales Orders form, and open the sales order that you have processed. Notice that the sales order has the Completed status (as shown in the following screenshot).
```
   Figure: The sales order with a cross-sell item
```
The processing of the sales order is now complete. Sales of Related Items: To Sell a Substitute Item
In the following activity, you will process a sales order with a substitute item.

Story

Suppose that the Prime Cafe customer orders five 96-ounce jars of apple jam from the SweetLife retail store. When the sales manager enters the sales order, she notices that the 96-ounce jars of apple jam are sold out, but this item has 32-ounce jars, which are defined as the substitute with a one-to-three ratio (of 96-ounce jars to 32-ounce jars). The sales manager oﬀers to replace five 96-ounce jars with fieen 32-ounce jars, and the purchasing manager of Prime Cafe accepts this oﬀer. Acting as the sales manager, you need to enter and process the sales order with the substitute item.

Process Overview

In this activity, to process a sales order with the substitute item replacing the original item, you will first create a sales order of the IN type on the Sales Orders (SO301000) form and add a line with the original item to the sales order. You will then review the suggestions and replace the original item with the substitute item. Then you will save the sales order and click Prepare Invoice on the form toolbar. The system will create a sales invoice and open it on the Invoices (SO303000) form. Finally, you will release the invoice.

System Preparation

Before you start processing a sales order with a substitute item, make sure that you have completed the following prerequisite activities:

Order Management Basic Configuration: Implementation Activity
Sales Order Types: Implementation Activity
Customers: Implementation Activity
Direct Sales of Non-Stock Items: Implementation Activity
Sales of Related Items: Implementation Activity

Step 1: Creating the Sales Order To create the sales order for Prime Cafe, do the following:

On the Sales Orders (SO301000) form, add a new record.
Specify the following settings in the Summary area:

Order Type: IN
Customer: PRIME
Description: Sale of apple jam

On the Details tab, click Add Row on the table toolbar, and specify the following settings in the row:

Inventory ID: APJAM96
Quantity: 5
Unit Price: 45.15 (inserted automatically)

On the form toolbar, click Save. Notice that on the table toolbar, the system displays a warning message that this item has a substitute item.

Step 2: Replacing the Original Item with the Substitute Item In this step, you will replace the original item in the sales order with the substitute item. While you are still viewing the sales order that you have created on the Sales Orders (SO301000) form, do the following:

In the only line on the Details tab, click the icon in the Related Items column.
In the Add Related Items dialog box, which opens, do the following: a. Select the unlabeled check box in the line with the APJAM32 item. b. Click Add & Close. The system closes the dialog box and replaces the APJAM96 item with the APJAM32 item. Notice that the system has automatically recalculated the value in the Quantity column based on the APJAM96 settings on the Related Item tab of the Non-Stock Items (IN202000) form.
On the form toolbar, click Save.

Step 3: Processing the Invoice To prepare and release the invoice related to the sales order, do the following:

While you are still viewing the sales order on the Sales Orders (SO301000) form, on the form toolbar, click Prepare Invoice. The system creates the invoice and opens it on the Invoices (SO303000) form. On this form, review the detail line of the prepared invoice. In the Order Nbr. column of the Details tab, notice that the system has inserted the reference number of the related sales order.
On the form toolbar, click Release.
Return to the Sales Orders form, and open the sales order that you have processed. Notice that the sales order has the Completed status (as shown in the following screenshot).
```
   Figure: The sales order with a substitute item
```
The processing of the sales order is now complete. Additional Materials | 60

Additional Materials

This part provides information related to the processes and scenarios covered in the corresponding lessons of the guide:

Additional information related to the processes
Transactions generated as a result of the processes
Details about the reports, inquires, and forms you can use to review and gather information related to the processes
Explanations on how to perform mass-processing operations related to the processes

Appendix 1: Creating Non-Stock Items

This appendix provides configuration prerequisites for creation of non-stock items and the list of forms and reports related to non-stock items.

Non-Stock Items: Configuration Prerequisites

Before starting to create a non-stock item, you must be sure that the system has been configured properly and that all required entities have been created, as described in the following sections.

Enabling the Needed Features

To be able to process sales and purchase orders that include non-stock items, you need to enable the Inventory and Order Management feature on the Enable/Disable Features (CS100000) form. If you want to configure the processing of sales and purchases orders that include non-stock items with shipments and purchase receipts, you should also enable the Inventory feature. If the Inventory feature is not enabled, you can process sales and purchases only directly, by using AR invoices and AP bills rather than sales orders and purchase orders.

Configuring the System

You need to make sure the following tasks have been performed in Acumatica ERP before you begin creating non- stock items:

The performing of the minimum system configuration. For details, see Company Without Branches: General Information.
On the Tax Categories (TX205500) form, the definition of the necessary tax categories, which you will assign to the new non-stock item.

Non-Stock Items: Related Forms and Reports

This topic describes the forms and reports you may want to review to gather information about non-stock items.

         If you do not see a particular report or form that is described, you may have signed in to the system
         with a user account that does not have access rights to the report or form. Contact your system
         administrator to obtain access to any needed reports or forms.

Additional Materials | 61

Reviewing Sales Prices

You can review the sales prices of a particular non-stock item by clicking Sales Prices on the More menu of the Non- Stock Items (IN202000) form while you are viewing the item. The system navigates to the Sales Prices (AR202000) form, where you can review any sales prices that have been specified for the selected non-stock item. On this form, you can also add a new sales price for the non-stock item. For details of managing sales prices, see Sales Prices: General Information.

Reviewing Vendor Prices

You can review the vendor prices of a particular non-stock item by clicking Vendor Prices on the More menu of the Non-Stock Items (IN202000) form. The system navigates to the Vendor Prices (AP202000) form, where you can review any vendor prices that have been specified for the selected non-stock items. On this form, you can also add a new vendor price for the non-stock item. For details on managing vendor prices, see Vendor Prices: General Information.

Reviewing Sales Order Details by Inventory Item

If you want to view detailed information about open sales orders, you use the Sales Order Details by Inventory Item (SO611500) report. You can view sales order details for all items, grouped by inventory item, or select a particular non-stock item among the parameters you use to run the report.

Reviewing Purchase Order Details by Inventory Item

If you want to view detailed information about the open lines in purchase orders of the Normal or Drop-Ship type, you use the Purchase Order Details by Inventory Item (PO611500) report. You can view this information on all items, grouped by inventory item, or select a particular non-stock item among the parameters you use to run the report.

Appendix 2: Processing Sales of Services

This appendix provides additional information about sales of services.

Sales of Services: Implementation Checklist

The following sections provide details you can use to ensure that the system is configured properly for the processing of sales of services, and to understand (and change, if needed) the settings that aﬀect the processing workflow.

Implementation Checklist

Before you begin processing sales of services, you should make sure the needed features have been enabled, settings have been specified, and entities have been created, as summarized in the following checklist.

Form                                                       Criteria to Check

Sales Orders Preferences (SO101000)                        Make sure that all necessary settings related to sales
                                                           orders have been specified, as described in Order Man-
                                                           agement Basic Configuration: General Information.

Additional Materials | 62

Form                                                       Criteria to Check

Order Types (SO201000)                                     Make sure that the SO or IN order type is active and has
                                                           been configured, as described in Sales Order Types:
                                                           Implementation Activity. (If needed, you can set up and
                                                           activate both of these order types.)

Customers (AR303000)                                       Make sure that all needed customers have been de-
                                                           fined in the system, as described in Customers: Imple-
                                                           mentation Activity.

Non-Stock Items (IN202000)                                 Make sure that all non-stock items have been defined
                                                           in the system, as described in Non-Stock Items: Imple-
                                                           mentation Activity.

Other Settings That Aﬀect the Workflow To cause general ledger batches generated during the processing of sales documents to be posted automatically, select the Automatically Post on Release check box on the General Ledger Preferences (GL102000) form. For information on processing general ledger batches, see GL Transactions: General Information.

Sales of Services: Generated Transactions

To be able to process a sale of non-stock items, you create and process a sales order. The following sections describe the GL transactions generated during the processing of the documents for a sale of non-stock items.

          Sales orders of the SO type do not produce any GL transactions.

Transactions Generated for a Sales Invoice

When you create and release a sales invoice with one line with a non-stock item that does not require shipping, the system generates the following general ledger transactions.

Account                   Source of Account                       Debit                      Credit

Accounts Receivable       Customer                                Amount                     0.00
account

Sales account             Depends on the settings of the          0.00                       Amount
                          order type on the Order Types
                          (SO201000) form

You can view the reference number of the GL batch in the Batch Nbr. box on the Financial tab of the Invoices (SO303000) form. You can click the link in this box to view the details of the batch on the Journal Transactions (GL301000) form. Additional Materials | 63

Sales of Services: Related Report

In the following sections, you can find details about ways to gather information about sales of services that have been processed or are being processed in the system.

          If you do not see a particular report or form that is described, you may have signed in to the system
          with a user account that does not have access rights to the report or form. Contact your system
          administrator to obtain access to any needed reports or forms.

Printing Invoices

To prepare a printable form of the invoice that is being processed, you use the Invoice & Memo (SO643000) report. While you are viewing a sales invoice on the Invoices (SO303000) form, you can navigate to this report by clicking Print Invoice on the More menu. The system opens the printable version of the invoice on the Invoice & Memo report; then you can review the invoice and print it by clicking Print on the report toolbar.

Sales of Services: Mass Processing of Documents

The following sections explain how to process multiple sales orders and related documents, and how the system generates, changes, or works with documents as a result of the mass processing.

Mass-Creating Invoices Invoices can be mass-generated for sales orders or for the shipments that correspond to sales orders. To prepare multiple invoices for sales orders, you open the Process Orders (SO501000) form. To prepare multiple sales invoices for shipments, you open the Process Shipments (SO503000) form. On either form, you select the Prepare Invoice action, as well as any other selection criteria to narrow the listed documents. Then you select the unlabeled check boxes in the rows of the sales orders or shipments to be processed, and click Process on the form toolbar. The system prepares invoices for the selected documents. As an alternative to creating invoices for only the selected documents, you can click Process All to create invoices for all the listed documents.

Mass-Printing Invoices You can print multiple sales invoices at a time by using the Process Invoices and Memos (SO505000) form. On this form, you select the Print Invoice action, as well as any other selection criteria to narrow the sales invoices to be listed. Then you select the unlabeled check boxes in the rows of the invoices to be printed, and click Process on the form toolbar. Instead of printing only the selected invoices, you can click Process All to print all the listed invoices.

Appendix 3: Processing Purchases of Services

This appendix provides additional information about purchases of service items without a purchase receipt. Additional Materials | 64

Purchases of Services Without Receipts: Implementation Checklist

The following sections provide details you can use to ensure that the system is configured properly for the processing of purchases of services that will not be included in a purchase receipt, and to understand (and change, if needed) the settings that aﬀect the processing workflow.

Implementation Checklist

We recommend that before you initially process purchases of services without receipt, you make sure the needed settings have been specified, and entities have been created, as summarized in the following checklist.

Form                                                        Criteria to Check

Purchase Orders Preferences (PO101000)                      • Make sure that all necessary settings related to pur-
                                                              chase order management have been specified as
                                                              described in Order Management Basic Configuration:
                                                              General Information.

Make sure that the Process Service lines from Normal Purchase Orders via Purchase Receipts check box (in the Other section of the General tab) is cleared.
Vendors (AP303000) Make sure that all needed vendors have been config- ured as described in Vendors: General Information.
Non-Stock Items (IN202000) Make sure that all non-stock items to be purchased have been configured, as described in Non-Stock Items: Implementation Activity.

                                                          For each non-stock item that does not need to be in-
                                                          cluded in a purchase receipt when the item is pur-
                                                          chased, make sure that the Require Receipt check
                                                          box (in the Item Defaults section of the General tab) is
                                                          cleared.

Other Settings That Aﬀect the Workflow You can aﬀect the workflow of processing purchases of services without receipt by selecting the Automatically Post on Release check box on the General Ledger Preferences (GL102000) form to cause the system to automatically post GL batches generated during processing purchase documents. For information on processing GL batches, see GL Transactions: General Information.

Purchases of Services Without Receipts: Generated Transactions

To process a purchase of services without receipt, you create an AP bill. On release of the AP bill, the system generates GL transactions described in the following section.

Transaction Generated on AP Bill Release

When an AP bill prepared for a purchase order is released, the system creates a batch of the following entries. Additional Materials | 65

 Account                            Source of Account           Debit                       Credit

 Accounts Payable account           Vendor                      0.00                        Amount

 PO Accrual account                 Item                        Amount                      0.00

You can view the reference number of the GL batch generated for a particular AP bill in the Batch Nbr. box on the Financial tab of the Bills and Adjustments (AP301000) form. You can click the link in this box to view the details of the batch on the Journal Transactions (GL301000) form.

Purchases of Services Without Receipts: Related Reports and Forms

In the following sections, you can find details about ways to gather information about the purchases of services that have been processed or are being processed in the system.

           If you do not see a particular report or form that is described, you may have signed in to the system
           with a user account that does not have access rights to the report or form. Contact your system
           administrator to obtain access to any needed reports or forms.

Reviewing Purchase Order Information

If you need to review all information related to a purchase order—including the order total, open quantities, unbilled quantities and amounts, and related purchase receipts and accounts payable bills with their dates, amounts, and current statuses—you first open the particular purchase order on the Purchase Orders (PO301000) form. Then on the More menu, you click Purchase Order Receipt and Billing History to open the Purchase Order Receipt and Billing History (PO643000) report for this purchase order.

If you need to find an AP bill linked to a particular purchase order, you can open the purchase order on the Purchase Orders (PO301000) form and review the PO History tab. The right table on this tab lists all the AP documents that have been prepared for the order, and the table footer shows the summary information for all listed documents. To review any listed bill, you click its reference number in the Reference Nbr. column; the system opens the AP bill for review on the Bills and Adjustments (AP302000) form.

Reviewing the Unbilled Quantities of a Purchase Order

To check whether a purchase order has quantities of items and amounts that have not yet been billed, you can review the Unbilled Quantity and Unbilled Amount boxes on the Other tab of the Purchase Orders (PO301000) form.

Printing a Purchase Order

To prepare a printable version of the purchase order that is being processed, you use the Purchase Order (PO641000) report. While you are viewing a purchase order on the Purchase Orders (PO301000) form, you can print the purchase order by clicking Print Purchase Order on the More menu. The system opens the printable version of the document on the Purchase Order report; then you can review the order and print it by clicking Print on the report toolbar. Additional Materials | 66

Purchases of Services Without Receipts: Mass Processing of Documents

The following sections explain how to mass-process purchase orders, and how the system generates, changes, or works with documents as a result of the mass processing.

Mass-Printing Purchase Orders You can print multiple purchase orders at the same time by using the Print/Email Purchase Orders (PO503000) form. To do this for multiple purchase orders simultaneously, you select the Print Purchase Order action, as well as any other selection criteria to narrow the orders to be listed. Then you select the unlabeled check boxes for the purchase orders to be printed, and click Process on the form toolbar. As an alternative to printing only selected orders, you can click Process All to print all the listed purchase orders.

Mass-Emailing Purchase Orders If needed, you can email multiple purchase orders at the same time by using the Print/Email Purchase Orders (PO503000) form. To do this for multiple purchase orders simultaneously, you first select the Email Purchase Order action, as well as any other selection criteria to narrow the orders to be listed. Then you select the unlabeled check boxes for the purchase orders to be emailed, and click Process on the form toolbar. As an alternative to emailing only selected orders, you can click Process All to email all the listed purchase orders.

Appendix 4: Processing Purchase Receipts Without Inventory

This appendix provides additional information about purchases of non-stock items with a purchase receipt when the Inventory feature is disabled in Acumatica ERP.

Purchase Receipts Without Inventory: Implementation Checklist

The following sections provide details you can use to ensure that the system is configured properly for purchasing non-stock items with receipts while the Inventory feature is not enabled on the Enable/Disable Features (CS101000) form. This information will also help you to understand (and change, if needed) the settings that aﬀect the processing workflow.

Implementation Checklist

We recommend that before you initially purchase non-stock items with receipts while the Inventory feature is not enabled on the Enable/Disable Features form, you make sure the needed features have been enabled, settings have been specified, and entities have been created, as summarized in the following checklist.

Form                                                         Criteria to Check

Purchase Orders Preferences (PO101000)                       Make sure that all necessary settings related to pur-
                                                             chase order management have been specified as de-
                                                             scribed in Order Management Basic Configuration: Gen-
                                                             eral Information.

Additional Materials | 67

Form                                                        Criteria to Check

Enable/Disable Features (CS101000)                          Make sure that the Purchase Receipts Without Inventory
                                                            feature has been enabled.

Vendors (AP303000)                                          Make sure that all needed vendors have been config-
                                                            ured as described in Vendors: General Information.

Non-Stock Items (IN202000)                                  Make sure that all non-stock items to be purchased
                                                            have been configured, as described in Non-Stock Items:
                                                            Implementation Activity.

                                                            For each non-stock item whose purchase should be
                                                            recorded in a receipt, make sure that the Process Item
                                                            via Receipt check box (in the Item Defaults section of
                                                            the General tab) is selected.

Purchase Receipts Without Inventory: Generated Transactions

To process a purchase of services with a receipt, you create an AP bill. On release of the AP bill, the system generates the GL transactions described in the following section.

Transaction Generated on AP Bill Release

When an AP bill prepared for a purchase order is released, the system creates a batch of the following entries.

Account                             Source of Account           Debit                       Credit

Accounts Payable account            Vendor                      0.00                        Amount

Purchase Expense account            Item                        Amount                      0.00

Purchase Receipts Without Inventory: Related Report

In the following sections, you can find details about the report you may want to review to gather information about purchases with receipts when the Inventory feature is disabled on the Enable/Disable Features (CS100000) form.

          If you do not see a particular report or form that is described, you may have signed in to the system
          with a user account that does not have access rights to the report or form. Contact your system
          administrator to obtain access to any needed reports or forms.

Reviewing Unbilled Items

You can review information about items that have been included in purchase receipts but were not billed yet or were billed partially by using the Purchase Receipt Unbilled Summary (PO631020) report. Additional Materials | 68

The Purchase Receipt Unbilled Summary report is available only if the Purchase Receipts Without Inventory feature is enabled on the Enable/Disable Features (CS100000) form.