With many jobs a need may arise to refer to an external supplier. The ability to create and print orders for outside contractors is a standard facility within the Point-of-Sale system and is treated very much in the same way as any ordinary labour lines within the WIP.
These instructions detail how to:
1. Raise & Print a Sublet Order
2. Receive a Sublet Order
3. Un-receive a Sublet Order
Step 1. Raise & Print a Sublet Order
To create a Sublet Repair onto your WIP enter the RTS code designated for sublet work. This can be done by either manually typing in the RTS code in the ‘New Product’ area eg. #SUB or space+SUB. Alternatively you may choose to use the Ellipsis button to select labour then search for the RTS code.
Either of these operations will open a sublet form.
Enter the relevant information.
Description: Enter the full description of the Sublet Repair.
Estimated Price: The estimated amount to be received from the supplier for carrying out the sublet work. Enter the Estimated price. This will populate the initial Cost Price.
Retail price: The price to charge the customer (ex-GST).
Cost price: The amount charged for the goods. It is important that an estimated cost price (ex-GST) is entered even if the actual price is not known.
Supplier: Identify the supplier account number by using the Ellipsis button or, if known, it can be manually entered.
Order: To create the Order click on the New button, the next available order number will display in the Order Field.
Text: Additional notes can be added in these text fields (Free, Internal, External).
New: After choosing the supplier, a new order number will be generated when you select the New button. This can be noted down, although it is not mandatory.
Once the required amendments have been made to the Text description and value fields, the sublet can be saved by selecting the Save button. You will now be returned to the WIP screen.
The Print button will print the order and return you to the WIP screen.
Note: If the Supplier is changed after the order number has been allocated then the Print button will not be available. If this is the case, Save the Order then Save the WIP and re-access the Sublet line to be able to Print the sublet order.
Step 2. Receiving a Sublet Order
When the work has been completed by the supplier, you will need to edit the sublet line with the information from the supplier’s invoice. Accuracy is important at this point. Ensure all details on the sublet are identical to the supplier’s paperwork.
Access the Sublet Details screen. When you next access the WIP and the Sublet line you will notice that the Status has changed from a S for Sublet to R for Received.
Enter the Sublet GRN number (Goods Received Note or the invoice number).
Note: Check the cost price is correct before continuing and alter as required to match the supplier’s invoice.
Once you have completed the above, click on the Save button and you will be returned to the main WIP screen.
The Sublet line status has now changed to ‘R’ (Received).
The WIP can now be invoiced or saved, which will change the status to an ‘X’ indicating financial postings have been done.
Step 3. Un-receiving a Sublet Order
If you find you have made a mistake when receiving the sublet order and need to reverse your entry, the Un-receive button is available for selection after the WIP has been saved.
You will then be taken back to the WIP screen. The status will change back to S. The WIP must be saved before re-receiving the sublet order.
You are now able to re-enter the WIP and select the Sublet line. Re-enter any/all of the information as previously described above.
Select the Save button to save your changes and return to the WIP.
You will now be able to invoice the WIP in the usual way.