This chapter describes the creation of master data for Exact Sales and Exact Purchase. Not all the master data is applicable for both Exact Sales an Exact Purchase. The functionality that the data will be used will be listed. After you have created the master data you can check it in the options in the submenu [Sales: Master data, Reports, *] and/or [Purchase: Master data, Reports, *].
Representatives are often the first contact with debtors. If you use representatives, dealers, sellers or distributors to sell your products, you may want to indicate who is responsible for the revenue generated from sales orders or invoices entered. You can monitor the actions of your representatives by entering the representative per sales order or invoice. Representatives can be created in [Sales: Master data, Maintenance, General, Sales representatives].
When you enter sales orders and invoices in Exact Sales, you can select a representative. This means you can record the sales made by different sales persons and representatives. You can link a representative to a debtor in [Finance: Debtors, Master data, Maintenance]. The representative linked to the invoice debtor will be displayed by default when you enter a sales order or invoice. You can change the representative displayed. In case you did not link a representative to the debtor, the representative entered on the 'Sales' tab in [Sales: File, Company settings, Sales settings] will be displayed.
An overview of representatives created is available in [Sales: Master data, Reports, General, Sales representatives].
Used in:
You may want to divide the various invoices and resulting journal items into groups. Different invoices can be placed in different folders so that they can be completed separately. Invoice codes are similar to folders. You can create up to a thousand invoice codes. All invoice codes can be compared with a file containing a number of folders, each with a different type of invoice.
You can print invoices selectively in [Sales: Processes, Sales invoices, Sales invoice printing]. You can print invoices with invoice code 1 first and invoices with invoice code 2, 3, and 4 later.
Invoice codes can be created in [Sales: Master data, Maintenance, General, Invoice codes]. An overview of all invoice code entered is available in [Sales: Master data, Reports, General, Invoice codes].
In Exact Sales, you can define two types of cost codes, which are order and freight costs.
To every cost code you can link a ledger account. You can enter a default cost code in [Sales: File, Company settings, Sales settings]. This default cost code will be used every time you enter an order or invoice. Cost codes can be linked to debtors in [Finance: Debtors, Master data, Maintenance] and to creditors in [Finance: Creditors, Master data, Maintenance]. The cost codes linked to the debtor or creditor will be displayed as default when entering a purchase order, sales invoice or order. If no cost code is linked to the debtor or creditor, the cost code defined in the settings will be displayed as default.
You can create cost codes in [Sales: Master data, Maintenance, General, Cost codes]. In this menu path you can also delete the cost codes. You can include additional details of the cost code in [Sales: Mater data, Maintenance, General, Cost code details]. An overview of the cost codes created is available in [Sales: Master data, Reports, General, Cost codes].
Delivery and order methods can be created in [Sales: Master data, Maintenance, General, Delivery/Order methods]. Delivery methods can be used when entering a sales order, a sales invoice or a purchase order. Delivery methods can for example be by courier service or by post. Order methods can be used when entering a purchase order. Examples of order methods are by phone or by mail. In [Finance: Creditors, Master data, Maintenance], a default order method can be linked to a creditor, while in [Finance: Debtors, Master data, Maintenance], a default delivery method can be linked to a debtor.
An overview of delivery and order methods created is available in [Sales: Master data, Reports, General, Delivery/Order methods].
When creating an item in [Sales: Master data, Maintenance, Items, Items], you will have to indicate where you want to store the goods. When entering an purchase order the location you linked to the item will be suggested as default. You can create locations in [Assets: Master data, Maintenance, General, Locations]. An overview of the locations created is available in [Assets: Master data, Reports, General, Locations].
Units can be linked to an item. The packing slip, order confirmation, purchase order or purchase receipt will show in what unit the goods will be delivered. You can create units in [Sales: Master data, Maintenance, General, Units]. An overview of units created is available in [Sales: Master data, Reports, General, Units].
In Exact Financials, you can create a list of units to indicate what item is delivered in what unit. For each item you can choose out of consistent possibilities. There will not be more than one description per a packing. The packing will be unambiguous and can be used for several items.
Example
When creating items, you will have to indicate the unit of the item that will be sold or purchased. See [Items].
A text code can be used to add extra information to the packing slip, sales order confirmation, sales invoice, purchase order or the purchase receipt. When entering an order, you should select which text code has to be used on the packing slip. To display text codes on the packing slip, you should create a layout in which you include the text code. You can create layouts in the System menu. General text codes can be used to print messages on packing slips or invoices, for example 'Happy new year' or 'Handle with care'.
General text codes can be created in [Sales: Master data, Maintenance, General, General text codes]. An overview of general text codes created is available in [Sales: Master data, Reports, General, General text codes].
Normally items in an administration are recognized by their codes. This code identifies the product for you. However, the question is whether your customers will also understand your codes. When you have foreign customers it can also be useful to use extra item descriptions in different languages. To be clear about what product you are selling to your debtor, you can use extra item descriptions to display on your packing slip, sales order confirmation, sales invoice, purchase order or purchase receipt. To create extra item descriptions, you will first have to create extra description codes in [Sales: Master data, Maintenance, General, Extra description code]. Once you have created extra description codes, you can link an extra item description to an item in the same menu path.
You can have an overview of all extra description codes you created in [Sales: Master data, Reports, General, Extra description code].
To manage your stock administration efficiently, you can create item groups in Exact Sales and Exact Purchase. Item groups are often used in stock control to cluster item information on the revenue, suppliers and etc cetera. Information on item groups is often only needed to process and store financial information. Exact Financials uses the item groups as a link between item and ledger. Item groups are often created for similar items. The number of item groups in which you want to divide your items depends on to what extent you want to specify the financial data on cost price and revenue. You should plan your ledger account card before you define the item groups because the precision of this card determines the elaboration of your system. It is possible to create a one-to-one link between the item and the matching ledger account by creating one item group for each item. This is only possible when you have a small number of items. In most companies, such detailed information is not desired. It will only make your ledger difficult to control and unclear. This shows the conflict between the different requirements of the Sales department and Financial department. Detailed item groups do have the advantages as well as disadvantages. In your financial administration, you will have a detailed overview of your revenue, but your ledger could be difficult to control as a result of this. By compressing and an efficient usage of the available ledger account overviews, the disadvantages will disappear. See the [Exact Finance] manual for more information. Item groups link items to the ledger. If you do not have a link to Exact Finance, then making a few dummy ledger accounts for item groups will be sufficient. You can create item groups in [Sales: Master data, Maintenance, Items, Item groups]. In the same menu path you can delete item groups. You can delete an item group when: it is never used it does not contain any changes (not present in mutations and historical data) it is not linked to an item You can create item groups in [Sales: Master data, Reports, Items, Item groups] and view an overview of all item groups created in [Sales: Reports, Quick inquiry, Item groups]. The overviews provide information concerning the input per item group.
Information on item groups is often only needed to process and store financial information. Exact Financials uses the item groups as a link between item and ledger. Item groups are often created for similar items. The number of item groups in which you want to divide your items depends on to what extent you want to specify the financial data on cost price and revenue. You should plan your ledger account card before you define the item groups because the precision of this card determines the elaboration of your system.
It is possible to create a one-to-one link between the item and the matching ledger account by creating one item group for each item. This is only possible when you have a small number of items. In most companies, such detailed information is not desired. It will only make your ledger difficult to control and unclear.
This shows the conflict between the different requirements of the Sales department and Financial department. Detailed item groups do have the advantages as well as disadvantages. In your financial administration, you will have a detailed overview of your revenue, but your ledger could be difficult to control as a result of this. By compressing and an efficient usage of the available ledger account overviews, the disadvantages will disappear. See the [Exact Finance] manual for more information.
Item groups link items to the ledger. If you do not have a link to Exact Finance, then making a few dummy ledger accounts for item groups will be sufficient.
You can create item groups in [Sales: Master data, Maintenance, Items, Item groups]. In the same menu path you can delete item groups. You can delete an item group when:
You can create item groups in [Sales: Master data, Reports, Items, Item groups] and view an overview of all item groups created in [Sales: Reports, Quick inquiry, Item groups]. The overviews provide information concerning the input per item group.
Created item codes are often used for clear item identification. This identification enables registration and data of costs and revenue per item. For every item, static and dynamic data will be recorded.
You can record static data yourself, for example:
All items need to be created with a code. It is important to think thoroughly about the code. You can use one of the following ways:
Exact Financials uses an administration system by item to link items to ledger accounts. There are two ways to register item data:
The way you set your prices and discounts is an important part of your commercial management. That system is strongly affected by the distribution channels, direct delivery to the final users or consumers, retail trade or wholesale trade. It is also partly determined by customers of a certain industrial sector. You can set prices and discounts using price conditions. The following price conditions exist: Separate pricing per transaction - This is often used in commercial firms, for example, even in the ones with a fixed product range and in companies that sell products at a high turnover rate. More or less fixed prices with different discounts - Your prices and discount methods can be divided in discounts that are linked to items or item groups and that are valid for final users.Item and item group discounts are often recorded in price lists. A price list may contain discounts, that are granted when you order a certain quantity of items (quantity discount) or discounts that allow the debtor/your company to pay for less items than he actually orders. Quantity discounts can be calculated in percentages, amounts or new sales prices. It can be necessary to create separate price lists for the foreign currencies you are using in your system. By registering price lists for individual debtors/creditors in your system, you can be sure that the debtor/your company will get the discount you have agreed upon. Before creating price lists, you should realize that the following discounts are possible in Exact Sales. They can be used separately or in combination with the (sales) price lists: Price list per debtor. See [Sales data debtor]. Discount percentages for the total invoice amount. See [Entering invoices] and [Sales settings]. You have to create price lists codes in [Sales: Master data, Maintenance, Price lists, Price list codes] before you can create price lists for item groups or items in Exact Sales. After creating the price lists codes you can register quantity discounts per item or item group. Quantity discounts are registered in quantities which are linked to a price list. The discount can be calculated in percentage, amounts or new sales prices. You can create price lists per item in [Sales: Master data, Maintenance, Price lists, Price lists per item]. Sometimes quantity discounts is granted not only for one item, but for an item group. It is possible to create price lists for item groups in [Sales: Master data, Maintenance, Price lists, Price lists per item group]. You can check the price list that you have created in [Sales: Master data, Reports, Price lists, Price list codes], [Sales: Master data, Reports, Price lists, Price lists per item] and [Sales: Master data, Reports, Price lists, Price lists per item group]. Price lists that are no longer valid or used in orders or invoices can be deleted in the same menu path as where you created them. Before you can delete price list descriptions, you have to make sure that all price lists per item and item group are deleted.
Before creating price lists, you should realize that the following discounts are possible in Exact Sales. They can be used separately or in combination with the (sales) price lists:
You have to create price lists codes in [Sales: Master data, Maintenance, Price lists, Price list codes] before you can create price lists for item groups or items in Exact Sales.
After creating the price lists codes you can register quantity discounts per item or item group. Quantity discounts are registered in quantities which are linked to a price list. The discount can be calculated in percentage, amounts or new sales prices. You can create price lists per item in [Sales: Master data, Maintenance, Price lists, Price lists per item].
Sometimes quantity discounts is granted not only for one item, but for an item group. It is possible to create price lists for item groups in [Sales: Master data, Maintenance, Price lists, Price lists per item group].
You can check the price list that you have created in [Sales: Master data, Reports, Price lists, Price list codes], [Sales: Master data, Reports, Price lists, Price lists per item] and [Sales: Master data, Reports, Price lists, Price lists per item group].
Price lists that are no longer valid or used in orders or invoices can be deleted in the same menu path as where you created them. Before you can delete price list descriptions, you have to make sure that all price lists per item and item group are deleted.
It is possible to record some sales data in your debtor master data. This can be done in [Finance: Debtors, Master data, Maintenance]. When entering a sales order or a sales invoice for the debtor, this data will be used as a default. By selecting the 'Change debtor data' check box on the 'General' tab in [Sales: File, Company settings, Sales settings], it enables you to change the sales data entered for a debtor when entering an order or invoice.
It is possible to record order data in the creditor master data in [Finance: Creditors, Master data, Maintenance]. This data will be used as default when entering purchase orders. This data can be changed in the purchase orders if you have enabled the option by selecting the 'Change creditor data' check box on the 'Default' tab in [Purchase: File, Company settings, Purchase settings].
In [Finance: Debtors, Master data, Maintenance] and in [Finance: Creditors, Master data, Maintenance], you can record delivery/order addresses on the 'Delivery addresses' and 'Order addresses' tabs respectively. You can create as many delivery/order addresses per debtor/creditor as you like. When entering a sales order or invoice or a purchase order, you can use these addresses if the delivery or order address differs from the standard address of the debtor/creditor. This data can be printed on your sales order or sales invoice and also on your purchase order and purchase receipt. However, to be able to print this kind of information you have to include the field in the layout. Layouts can be created in [System: Applications, Form layouts] in the System menu.
By default, the delivery address for your purchase orders and receipts will be the address you recorded in [System: File, Company data]. However, it can be that the delivery address differs from the company address you entered here, for example because your company consists of different subsidiaries and the address entered in [System: File, Company data] is the address of your head office. You can enter delivery addresses on the 'Delivery addresses' tab in [Finance: Debtors, Master data, Maintenance]. Entering delivery addresses in the company data is done in the same way as entering order/delivery addresses for creditors and debtors.