3.3. Sales PDF

IFS SUPPLY CHAIN ™
CUSTOMER ORDERS
IFS Specialist Course
IFS ACADEMY
TIMINGS – DAY 1
Lesson Topic Time

1. Sales Master Data 09:00
Break 10:00
2. Price Management 10:15
Lunch 12:30
3. Customer Order Flow 13:00
Break 15:00
Exercises & Q&A 15:15
Wrap-up 16:30
TIMINGS – DAY 2
Lesson Topic Time

Recap Day 1 09:00
Break 10:00
4. Shipments 10:15
Lunch 12:30
5. Customer Returns 13:00
Break 15:00
Exercises & Q&A 15:15
Wrap-up 16:30
SAFETY AND GROUND RULES
Fire Alarm – process – exits – muster
Phones off or on silent
Respect
Access
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© 2014 IFS
IFS APPLICATIONS™ EMPLOYEE
ENGINEER TO
ORDER
CONFIGURE - COMPONENT OVERALL
CASH FLOW SELF-SERVICE MAKE ASSEMBLE REPAIR EQUIPMENT
TO ORDER EFFECTIVENESS
FIXED ASSETS HEALTH AND MAKE TO PROJECT INTER - SITE MAPPING B2B
SAFETY MANAGEMENT CONTRACTING
ACCOUNTS PAYROLL PROJECT BATCH DEMAND CALL CENTER COMPLEX

RECEIVEABLE REPORTING MANUFACTURING FORECASTING MRO
TIME AND RISK REPETITIVE MULTI-SITE DYNAMIC VEHICLE

eINVOICE ATTENDANCE MANAGEMENT MANUFACTURING PLANNING SCHEDULING INFORMATION
MANAGEMENT
ACCOUNTS EXPENSE PROJECT PROJECT COMPONENT INVENTORY FIELD PROCESS COLLABORATIVE
PAYABLE MANAGEMENT DELIVERY BUDGETING MRO REPLENISHMENT SERVICE AUTOMATION SOLUTIONS
INTEGRATION
CONSOLIDATED TRAINING COMMISSIONING PLANNING AND SHOP ORDER DISTRIBUTION SERVICE CONTRACT PREVENTIVE PERSONAL
ACCOUNTS MANAGEMENT SCHEDULING MANAGEMENT MAINTENANCE PORTAL
BUDGET EMPLOYEE ASSET PROJECT CONSTRAINT-BASED CUSTOMER SALES SCHEDULING AND MOBILE
MANAGEMENT DEVELOPMENT DESIGN MANAGEMENT SCHEDULING ORDERS CONFIGURATOR RESOURCING SOLUTIONS
PROJECT ENGINEERING SUB CONTRACT SHOP FLOOR SYSTEM

FINANCE RECRUITMENT CHANGE MANAGEMENT REPORTING PROCUREMENT WEB STORE WORK ORDER INTEGRATION &
MANAGEMENT WEB SERVICES
GENERAL EMPLOYEE PDM SALES CONTRACT COSTING WAREHOUSING CRM EQUIPMENT EVENT
LEDGER ADMINISTRATION CONFIGURATION MANAGEMENT MANAGEMENT
IFS IFS IFS IFS IFS IFS IFS IFS IFS

FINANCIALS™ HUMAN ENGINEERING™ PROJECTS™ MANUFACTURING SUPPLY CHAIN™ SALES & SERVICE™ MAINTENANCE™ BUSINESS
RESOURCES™ ENABLERS™
ACCOUNTING SUSTAINABILITY LIFECYCLE DOCUMENT BUSINESS QUALITY CASE PROCESS

RULES MANAGEMENT MANAGEMENT MANAGEMENT INTELLIGENCE MANAGEMENT MANAGEMENT MODELS
MULTI - EVERYTHING USER EXPERIENCE ADMINISTRATION SECURITY

IFS FOUNDATION1™— ARCHITECTURE AND TECHNOLOGY
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© 2014 IFS
FOCUS AREA EMPLOYEE
ENGINEER TO
ORDER
CONFIGURE - COMPONENT OVERALL
CASH FLOW SELF-SERVICE MAKE ASSEMBLE REPAIR EQUIPMENT
TO ORDER EFFECTIVENESS
FIXED ASSETS HEALTH AND MAKE TO PROJECT INTER - SITE MAPPING B2B
SAFETY MANAGEMENT CONTRACTING
ACCOUNTS PAYROLL PROJECT BATCH DEMAND CALL CENTER COMPLEX

RECEIVEABLE REPORTING MANUFACTURING FORECASTING MRO
TIME AND RISK REPETITIVE MULTI-SITE DYNAMIC VEHICLE

eINVOICE ATTENDANCE MANAGEMENT MANUFACTURING PLANNING SCHEDULING INFORMATION
MANAGEMENT
ACCOUNTS EXPENSE PROJECT PROJECT COMPONENT INVENTORY FIELD PROCESS COLLABORATIVE
PAYABLE MANAGEMENT DELIVERY BUDGETING MRO REPLENISHMENT SERVICE AUTOMATION SOLUTIONS
INTEGRATION
CONSOLIDATED TRAINING COMMISSIONING PLANNING AND SHOP ORDER DISTRIBUTION SERVICE CONTRACT PREVENTIVE PERSONAL
ACCOUNTS MANAGEMENT SCHEDULING MANAGEMENT MAINTENANCE PORTAL
BUDGET EMPLOYEE ASSET PROJECT CONSTRAINT-BASED CUSTOMER SALES SCHEDULING AND MOBILE
MANAGEMENT DEVELOPMENT DESIGN MANAGEMENT SCHEDULING ORDERS CONFIGURATOR RESOURCING SOLUTIONS
PROJECT ENGINEERING SUB CONTRACT SHOP FLOOR SYSTEM

FINANCE RECRUITMENT CHANGE MANAGEMENT REPORTING PROCUREMENT WEB STORE WORK ORDER INTEGRATION &
MANAGEMENT WEB SERVICES
GENERAL EMPLOYEE PDM SALES CONTRACT COSTING WAREHOUSING CRM EQUIPMENT EVENT
LEDGER ADMINISTRATION CONFIGURATION MANAGEMENT MANAGEMENT
IFS IFS IFS IFS IFS IFS IFS IFS IFS

FINANCIALS™ HUMAN ENGINEERING™ PROJECTS™ MANUFACTURING SUPPLY CHAIN™ SALES & SERVICE™ MAINTENANCE™ BUSINESS
RESOURCES™ ENABLERS™
ACCOUNTING SUSTAINABILITY LIFECYCLE DOCUMENT BUSINESS QUALITY CASE PROCESS

RULES MANAGEMENT MANAGEMENT MANAGEMENT INTELLIGENCE MANAGEMENT MANAGEMENT MODELS
MULTI - EVERYTHING USER EXPERIENCE ADMINISTRATION SECURITY

IFS FOUNDATION1™— ARCHITECTURE AND TECHNOLOGY
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© 2014 IFS
ABOUT THE COURSE
“THIS COURSE IS ONE OF THE COURSES TOWARDS GAINING

THE IFS CERTIFIED SPECIALIST - FUNCTIONAL ACCREDITATION.
IT ENABLES STUDENTS TO COVER AND PREPARE

ALL OF THE EXAMINATION SPECIFICATION TOPICS FOR
THE IFS CUSTOMER ORDERS EXAM.”
© 2014 IFS
IFS CUSTOMER ORDERS
COURSE OBJECTIVES
To be able to create a Sales Order Quotation
To be able to understand the basic Customer Order
functionality in IFS Applications
To be able to understand the different ways of
material reservation
To be able to create a picking list and report picking
To be able to deliver Customer Order
To be able to create a Customer Order Invoice
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HANDOUTS
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ACCESS?
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3. CUSTOMER ORDER FLOW
3.1. INTRODUCTION
INTRODUCTION
OVERVIEW – SUPPLY CHAIN
Invoice
Invoice
Control
Receipt
Receipt
Purchasing Supplier
Purchase Order
Purchase Purchase Direct
Requisition Requisition Delivery
Reservation Customer Order
Picking Customer Delivery
Inventory Customer
Order
Invoice
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INTRODUCTION
CUSTOMER ORDERS - OVERVIEW
Customer Returns
(RMA)
Sales Availability Check Shortage
Quotation
Customer
Enter Customer
Credit Control Reserve Order Report Picking Delivery Invoicing/
Order
Crediting
Acquisition Transfer to
Finance
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3.2. SALES QUOTATIONS
SALES QUOTATIONS
LESSON OBJECTIVES
By the end of this lesson, students should have:
An understanding on how to create sales quotations
An understanding on how to convert sales quotations
into customer orders
An understanding on how to convert prospective
customers into regular customers
An understanding on how to register lost quotations
An understanding on how to register win or lose
reasons
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SALES QUOTATIONS
Customer Returns
(RMA)
Quotation
Customer
Enter Customer
Order
Crediting
Finance
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SALES QUOTATIONS
BASIC DATA
Customer
Quotation
Number Coordinator
Range
Basic
Data
Win and
Lose Sales Part
Reasons
Competitive
Competitors
Advantages
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SALES QUOTATIONS
THE SALES QUOTATION PROCESS FLOW
Prospects or Customers
Preliminary Print
Planned
Changes
Revised Cancel Print
Revisions Release
Rejected Accepted
Lost Closed Create Order

Reason code
Create Customer
Reason code
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SALES QUOTATIONS
GENERAL INFORMATION
Sales quotations are handled in the Sales Quotation window.
Can be used for both customers and prospective customers. Information about competitors can be entered.
Requests can be released to quotations from the quotation header or from single quotation lines.
Prospective customers are converted when quotations are converted into orders.
Create order from header or single quotation lines
You can enter win and lose data.
Price breaks can be entered.
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3.2.1 SALES QUOTATION HEADER
SALES QUOTATIONS
SALES QUOTATION HEADER
Customer Customer Revision

Coordinator Currency No.
Type RFQ
Customer
Quotation Status
number or Site
No.
name
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SALES QUOTATIONS
STATUSES ON THE HEADER
Header Status
Planned
Released
Revised
Closed
Canceled
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SALES QUOTATIONS
RELEASE QUOTATIONS
Releasing the quotation means that it can be handled further in the flow.
The entire quotation can be released in the Sales Quotation header.
You can still change the quotation when its in the Released status.
A revised quotation must be released again.
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SALES QUOTATIONS
CREATE ORDER FROM QUOTATION
The quotation can be converted into a customer order.
To be converted, the quotation must be in the Released status.
To create an order for a prospective customer, you must create an actual customer, based on the
prospective customer information
Customer orders will display the corresponding quotation number, and the quotation will be
updated with the customer order number
When the customer order is created, the customer’s credit limit will be checked
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SALES QUOTATIONS
PRINT QUOTATION
A printout of the sales quotation can be taken in any status.
The printout will be marked as preliminary if the quotation

or any quotation line is not in the Released status
If the status is Released, the Print Checkbox will be

selected, and the quotation date stored on the General tab
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SALES QUOTATIONS
CANCELLING, CLOSING, LOST SALES QUOTATIONS AND HISTORY
Canceling Sales Quotations
•When handling sales quotations, you can cancel the quotation, if necessary
Closing Sales Quotations

•If all the lines have been set to the Won, Canceled, or the Lost status, the entire quotation (header) will not
automatically be closed
Lost Sales Quotations
•If the customer declines the quotation, reasons for losing the sale can be registered.
•When the reasons for losing are registered in the quotation header, the entire quotation will be closed.
•Only released quotations can be set to Lost
Sales Quotation History
•The history feature of the sales quotation shows all the changes made to the quotation.
•The information on the Quotation History tab cannot be amended.
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SALES QUOTATIONS
MORE INFORMATION
General information is used to measure and follow up quotations.
A number of dates can be entered or set by the system.
The probability field is used to enter the probability of winning the quotation.
The Closed status and the entered Lose/Win Note is displayed when the quotation is closed.
If you lost the quotation, the Lost To and Reason ID fields are used to show which competitor it was
lost to and the reason why.
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3.2.1 SALES QUOTATION LINES
SALES QUOTATIONS
SALES QUOTATION LINES
Sales Quotation Lines
• You can cancel, release, close, and enter lose and win reasons from the quotation
line.
• Competitors can be entered and changed for the quotation line. Values from the
Competitor tab are used by default.
• You can enter the parts, quantities, price, and price breaks for the quotation.
• You can decide whether the part should be included in the planning tools calculations
and in various supply/demand views by selecting the Release for Planning check box.
• In the Site window, you have to specify how the planning tools should treat the
quotation line when the planned due date is passed. You can choose between:
• Ignore
• Drop
• Rollout
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SALES QUOTATIONS
THE STATUS ON SALES QUOTATION LINES
Line Status
Planned
Released
Revised
Lost
Won
Canceled
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SALES QUOTATIONS
RELEASE QUOTATION LINE
Releasing the quotation line means that it can be handled further in the flow.
It is possible to release one quotation line at a time.
A quotation line in the Released status can still be changed.
A revised quotation line must be released again.
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SALES QUOTATIONS
CREATE ORDER FROM QUOTATION LINE
If a customer accepts only a part of the quotation, a customer order can be created from the accepted
quotation lines
To be converted, the quotation must to be in the Released status
To create an order for a prospective customer, you must create an actual customer, based on the
prospective customer information
Customer orders will display the corresponding quotation number, and the quotation will be
updated with the customer order number
When the customer order is created, the customer's credit limit will be checked
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SALES QUOTATIONS
CANCELLING, LOST LINES AND LINE HISTORY
Cancelling Lines
• When you handle sales quotations, you can cancel the quotation line if necessary.
Lost Lines
• If the customer declines parts of the quotation, the reason for losing the quotation
lines can be registered.
• Entering the reason for losing on the quotation line will close the line and set the
status to Closed.
• Only released quotation lines can be set to Lost.
Line History
• This function shows the history of changes made in the quotation line.
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SALES QUOTATIONS
COMPETITORS
Competitors for the quotation can be entered to be used

by default for the quotation lines.
More than one competitor can be entered for a

quotation.
You can enter different competitors on each quotation

line.
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SALES QUOTATIONS
CUSTOMER ADDRESSES
•The address details will appear automatically for an existing customer.

•Delivery and document addresses can be entered for a prospective customer.
Customer
Addresses
•Determines which supply chain parameters should be valid if a customer

agreement does not exist.
•If a supply chain parameter does not exist, the default delivery information for
Delivery this address will be retrieved from the customer record.
Address •External transport lead time needs to be manually entered.
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SALES QUOTATIONS
DELIVERY INFORMATION
Ship via code
•Determines how goods will be transported from one node in the supply chain to another.
Delivery terms
•Defines the responsibility and costs for the transportation of goods.

•First retrieved from any customer agreement, next from the default delivery address in the customer
record
Delivery Type
•Used for tax reports within the European Community.
External Transport Lead Time
•The time from which the product is ready for shipment from the supplier until it is registered as Arrived
at the receiver.
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SALES QUOTATIONS
MISC. QUOTATION INFO
Language
code
Market
Misc. Agreement ID
Quotation
Info
District Region
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SALES QUOTATIONS
SALES QUOTATION FLOW
When you receive a Enter all additional

request for a quotation information for the Continue by entering
from the customer, customer and the the sales quotation Release the quotation.
open the Sales quotation on the lines.
Quotation window. different tabs.
Create a customer The customer Print the sales

The quotation will be
order or enter the approves or rejects the quotation and send it
closed.
reasons for losing. quotation. to the customer.
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3.3. CREATING CUSTOMER ORDERS
CREATING CUSTOMER ORDERS
LESSON OBJECTIVES
An understanding on the basic Customer Order
functionality in IFS Applications
An understanding on how to create a Customer
Order header
An understanding on how to create order lines
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Customer Returns
(RMA)
Quotation
Customer
Enter Customer
Order
Crediting
Finance
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BASIC DATA
Order Type
Sales Part Basic Data Coordinator
Customer
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SITE
Company
E
Company Company
C D
Company Company
Site 3 Site 4
A B
Site 1 Site 2 User User
User User
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INTRODUCTION
CUSTOMER ORDER STATUSES
Header Status Line Status

Planned Released
Blocked
Reserved
Released
Picked
Reserved
Picked Partially Delivered
Partial Delivery
Delivered
Delivered
Invoiced/Closed
Invoiced/Closed
Cancelled Cancelled
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INTRODUCTION
CUSTOMER ORDER TABS
Charges
Order
DOP Info
Addresses
Tabs
Order
Del Info
History
Misc Order
Doc Info
Info
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3.3.1 CUSTOMER ORDER HEADER
CUSTOMER ORDER HEADER - GENERAL
Header Information
•The information entered in the Customer Order header affects all Customer
Order lines
Default Values
•Most of the values appear by default but can be changed on the order lines
Header Functionality
•Note that most of the functionality available in the Customer Order header
makes sense only after you enter information on the Customer Order lines
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CUSTOMER ORDER HEADER
Order Delivery Date and

Site
number address time
Wanted
Customer Delivery Coordinator Status
date
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CUSTOMER ORDER HEADER - ENTRY PROCESS
Create Customer Order
(order number is Enter the short code Enter the desired order
automatically for the coordinator type
assigned)
Save your changes.

Enter the short
The Customer Order
name/number of the
header receives the
customer
Planned status
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CUSTOMER ORDER HEADER - DEFAULT VALUES HEADER
Site
Header Delivery
Customer
Address Default Date &
Time
Values
Customer
Currency
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PRINT ORDER CONFIRMATION/SEND ORDER CONFIRMATION
• After the customer order is entered, a customer

Print & Send order confirmation can be printed and sent to the
customer by regular mail or fax
Send through • Instead of printing the order confirmation, you can

send it using electronic data interchange (EDI) or
EDI/MHS the message handling system (MHS). The media
code is defined in Customer/Message Setup
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CALCULATE GROUP DISCOUNT
Generally, the
This feature
discount is
enables you
calculated
to calculate
when the
group
status
discount
changes to
manually
Released
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CANCEL ORDER/CLOSE ORDER
Cancel Order
•Cancelling orders may be necessary in some situations, e.g., when the customer does not approve
the order after a quotation
•A customer order can be cancelled if none of the order lines have been reserved
•Cancel an order or an order line only if no picking/deliveries are made.
•The status will be Cancelled.
•You cannot reactivate the order
Close Order
•Closing an order may be necessary when you have partially delivered an order and do not intend to
make a final delivery
•Close an order or a line when the orders or lines have partial deliveries.
•No further deliveries will be made
•This status will be Closed
•You cannot reactivate the order
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CUSTOMER ORDER HEADER - STATUS
Header Status
Planned
Blocked
Released
Reserved
Picked
Partial Delivery
Delivered
Invoiced/Closed
Cancelled
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CUSTOMER ORDER DEFINITIONS - STATUS
Planned (must be The order is being entered
released to progress) The order is still being negotiated—order in development
Blocked The customer order is blocked for dispatch since the customer has exceeded the credit limit, or it
has been blocked manually
Released Ready to progress—seen as a demand.
Reserved Parts allocated from stock.
Picked The ordered parts are picked from stock.
Partial Delivery The customer order is only partially delivered. One or more lines remain to be dispatched.
Delivered The entire customer order is delivered to the customer.
Invoiced The entire customer order is invoiced
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3.3.2 CUSTOMER ORDER LINES
ENTERING ORDER LINES
Specify the sales part
Create Customer Order
number in the Sales
Line
Part No field
You can save the order

line now if you do not Indicate the quantity
want to add or change of ordered parts
any other values
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CUSTOMER ORDER LINES - STATUS
Line Status
Released
Reserved
Picked
Partially Delivered
Delivered
Invoiced/Closed
Cancelled
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ORDER LINES - SALES PART NO
Used to identify the part. Can be alphanumeric.
Must have been entered previously as a sales part in the Sales Part window.
The sales part must be connected to the site used on the customer order header. The
List of Values shows only the parts connected to that site.
When the part number is entered, the sales part description appears by default. You
can override this description.
When you enter the classification part number and the classification unit of measure
(UoM), the sales part number gets inherited from the connected assortment
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ORDER LINES - UNITS
Sales unit of measure and price unit of measure are defined in the Sales Part
window
Price
Price Unit Conversion Sales Unit
Factor
Inventory Inventory
Sales Unit
Unit Conv. Factor
Sales Price
Inventory Unit Unit Unit
Square Feet Pieces lb
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ORDER LINES - PRICE, DISCOUNT, QUANTITY
•The price and discount that is retrieved depends on the

existence of:
Price& Discount •An agreement
•Price lists
•The price and discount
Total Order Value,

•The total order value, order net weight, and order volume
Order Net Weight, are displayed in the fields with the same names found in
and Order the lower part of the tab. These are used separately when
calculating the discount on the discount group
Volume
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CANCEL/CLOSE/BLOCK ORDER LINES
Cancel Order Line
•As long as the order line is not picked, it can be cancelled
Close Order Line

•Close Order can be used when you have partially delivered an order that is not intended to be
finally delivered
Block Order Line

•You can block an order line from being invoicing so long as the line is not invoiced or partially
invoiced
•On blocking an order line, it will not be available for invoicing
•Order lines can be blocked from being invoiced on the following windows :
•Customer Order
•Customer Order Lines
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PURCHASE & SHOP ORDER INFO
Purchase Info
• Click Purchase Info to view the Purchase Order window if a purchase

order has been created, or to view the Requisition window.
• These windows are used to analyze the purchase order/requisition
created from the customer order
Shop Order Info
• If you click Shop Order Info, the Shop Order window opens.
• The window is used to analyze the shop order created from the
customer order
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PACKAGE STRUCTURE
•When the sales part on the customer order is a
package part, the Package Structure right mouse
button option will be available.
•It is used to display:
•Components in the packages
•Supply codes
Package
•Suppliers
•Status
•Quantity
Structure •You can add or remove component parts from the

package.
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CUSTOMER ORDER ADDITIONAL INFO
Order
History
Document Customer
Information Warranty
Additional
Info
Misc Order Delivery

Info Information
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3.4. MANAGING RESERVATIONS
MANAGING RESERVATIONS
LESSON OBJECTIVES 1/2
An understanding on the different ways of reserving material
Automatically
Manually
An understanding on how the automatic reservation rule works
From where the parts are reserved
In which order parts are reserved
An understanding on different steering parameters for automatic
reservation
Availability check at customer order reservation
Backorder option
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An understanding on how to un-reserve material
An understanding on how to handle non-inventory parts
An understanding on what Customer Order shortages are
An understanding about specific reservation scenarios
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Customer Returns
(RMA)
Quotation
Customer
Enter Customer
Order
Crediting
Finance
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RESERVATIONS - GENERAL
Reservation Definition
•The allocation of stored parts to a Customer Order. Stored parts are not moved during reservation
Availability
•Reserved stored parts are not available for use on other orders
Changing Reservations
•Until a picking list is generated, reservations can be changed any time
Min Remaining Days at CO Delivery

•If you have entered a value for the Min Remaining Days at CO Delivery field, it will be validated
during the automatic reservation as follows:
•Expiration Date > Min. Remaining Days at CO Delivery + Planned Delivery Date
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WAYS OF RESERVING MATERIAL
•The system logic selects which material to reserve based on:

•Rule
Automatically •Prerequisites
•Steering Parameters
•System Effects (e.g. shortages)
•The user takes active part in selecting:

•Which material to reserve (serial or lot no.)
Manually •How much
•From where
•For which order lines
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3.4.1 AUTOMATIC RESERVATIONS
AUTOMATIC RESERVATIONS - RULE
Earliest Expiration Date
•The part is reserved at the location where the part has the earliest expiration date.
FIFO (earliest receipt date)

•When the part is not using an expiration date: the part is reserved at the location where the earliest
receipts of the part has been performed.
•When reserving parts for a customer order: if the location with the oldest receipt date has enough
quantity to fulfill the reservation, the whole order quantity will be reserved at that location
Putaway zone ranking

•The part is reserved on the location having the highest putaway zone ranking. Within zones with the
same ranking, the FIFO principle is used
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AUTOMATIC RESERVATIONS - PREREQUISITES
Inventory location
•Must be a picking location
•If the part is pallet-handled: the location must be a pallet or a pallet deep location.
Expiry
•The part in stock cannot not be expired
Availability control
•Must allow automatic reservations:
•when the inventory part in stock is connected to a part availability control ID  the availability
control shall allow reservations.
The Inventory Balance
•The inventory balance of the part at the inventory location must be higher than or equal to zero (0)
after accounting for all current reservations
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AUTOMATIC RESERVATIONS - STEERING PARAMETERS
Availability check at CO Reservation
•Set-up on the Inventory Part, defaulted from Asset Class
•If selected the system will reserve the material only if the plannable quantity is not negative
Backorder option
•Specifies how to handle partial deliveries for each customer/customer order
•Set-up on the customer
•Defaulted to the customer order, where it can be modified
•Possible values:
•Not Allowed
•Incomplete Lines not Allowed
•Incomplete Packages not Allowed
•Allow Incomplete Lines and Packages*
•This feature applies only to inventory sales parts
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AUTOMATIC RESERVATIONS - CONTROLS
After checking for available material, it is possible to set-up other controls on
the Customer level that shall be run before reserving the material
•Does the customer exceed the

Credit Control*: credit limit?
Advance Invoice
•Are there any customer advance
full payment invoices that are not fully paid?
control:
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AUTOMATIC RESERVATIONS - SYSTEM RESULTS
System Results
• A reservation job is started in the background.
• The user does not receive an immediate response as to whether the
reservation has succeeded or not.
• The details on the reserved material can be seen in the
Customer Order Lines Analysis window
• The status of the order line is set to Reserved when fully/partially reserving the
line
• A shortage record is created for the part if all the material does not get fully
reserved Handle Customer Order Shortages window
• If the credit control or the advance invoice full payment control is not passed,
the order header status is set to Blocked and no material is reserved
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WAYS TO AUTOMATICALLY RESERVE MATERIAL
Mass Reservation • Handles the reservation of many order lines as a
batch in the Create Customer Order Reservations
per Site (Batch job) window
Order-by-Order • The user can actively decide which specific orders

Reservation to reserve in the Reserve Customer Orders window
Line-by-line • The user can actively decide the specific order lines
to reserve in the Reserve Customer Order Lines
Reservation window
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AUTOMATIC RESERVATIONS - BATCH RESERVATION PER SITE
Handles the reservation of many order lines as a batch
Performed in the Create Customer Order Reservations window
Can be scheduled
Uses the Due Date to reserve JIT
Backorder option is checked
Credit controlled*
Advance invoices full payment controlled
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The Create Customer Order Reservations window can be used by large businesses that
have a large number of customer order lines per day or week.
You can schedule the batch job to be run, for example, each night, so that the picking list
is ready each morning when the warehouse staff arrives.
If the batch job is run every day, all order lines with a due date before the system date will
be included.
Normally, the Create Customer Order Reservations dialog box is only available for the
system administrator.
The reservation job is run per site.
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More parameters are available in the Advance dialog box, which can be used to filter the
CO lines to be included for a reservation.
When executing the batch job, only the customer order lines that need to be reserved are
included.
The system retrieves the order lines with:

•Planned Ship Date – Picking Days < = Due Date
When entering an upcoming due date:

•The system reserves all orders with a planned due date that is before or on the upcoming due date.
•It is only possible to reserve quantity < = available inventory quantity on system date.
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AUTOMATIC RESERVATIONS - ORDER-BY-ORDER RESERVATION
In the Reserve Customer Orders window the user can actively decide which specific orders to reserve
Backorder option is checked
Credit controlled*
Advance invoices full payment controlled
Optimal for medium-sized and small businesses that have a smaller number of customer order per day
or week but need to keep the deliveries together
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AUTOMATIC RESERVATIONS - LINE-BY-LINE RESERVATIONS
The user can actively decide the specific order lines to reserve in the Reserve Customer Order Lines
window
Backorder option is only checked regarding the delivery of package parts
Not Credit controlled*
Advance invoices full payment not controlled
Optimal for medium-sized and small businesses that have a smaller number of customer order lines
per day or week
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PRIORITY RESERVATIONS - AUTOMATIC RESERVATIONS AT
ORDER ENTRY
The reservation is executed immediately upon order line entry/saving.
Checks for available material using the automatic reservation logic.
Reserves the parts following the automatic reservation rule (earliest expiry date/FIFO) or putaway zone
ranking.
The backorder option is not followed, since the lines are saved one by one.
The status on the order line is directly set to Reserved upon saving.
Priority reservation is defined in the following windows:
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3.4.2 MANUAL RESERVATIONS
MANUAL RESERVATIONS
When reserving manually, the user selects
Quantity, Location, Serial Number, Lot Number,

Expired Parts, Parts with Availability Controls
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MANUAL RESERVATIONS WINDOW
Manual Reservations for Customer Order Lines header
• Information from the customer order.
• Examples: Order ID, customer, part, or dates.
• Single tab
• Information about reserved quantity, total reserved, on-hand balance, inventory
location, etc.
• Pallet tab
• One pallet per line (Pallet ID).
• Information about reserved quantity, on-hand balance, inventory location, etc.
Also used for un-reserving parts  enter quantity zero.
• This can be done until the pick list has been created
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INHERITED RESERVATIONS - PEGGED ORDERS
Based on • Back-to-back order linkages - Shop or
Acquisition method Purchase.
Receipt of linked • Into a picking location will automatically

purchase order... reserve a customer order.
Receipt of linked • Into a picking location will automatically

shop order... reserve a customer order.
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RESERVING PARTS WITH CONDITION CODES
Parts reserved for a demand must have the same condition code as
the one specified for the demand
To analyze part availability of parts with condition codes other than

what is specified on the order line  right-click the order line to
open the Customer Order Line Reservations Analysis window.
• Depending on the status of the order lines, you can use this information to change
the condition code on the line before reserving the parts
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SPECIFIC SCENARIOS
Inherited Reservation
Priority Reservation (Instant Reservation)
Reserve Customer Orders and Routes
Exchange Components & Service Order Flow
Parts in Project Inventory
Supply Chain Reservations

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OVERVIEW
Pick Lists &
Consolidated
Availability Check
Reserve Orders
Customer
Picking Proposal
Order
Supply Pegging
Priority Reservation
Manual by Order Handle Shortages
Confirm
Deliver
Shipment Inventory Pick
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3.5. HANDLE PICKING
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HANDLE PICKING
LESSON OBJECTIVES
An understanding on Report Picking

Without deviation
With a different number of parts
From another location
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HANDLE PICKING
Customer Returns
(RMA)
Quotation
Customer
Enter Customer
Order
Crediting
Finance
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HANDLE PICKING
BASIC DATA
Order Type
Location Coordinator
Basic Data
Sales Part Customer
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HANDLE PICKING
REPORT PICKING - GENERAL CONCEPT
The report picking consists of three components:
Generating a picking list
Issuing the parts from stock
Reporting the issue

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HANDLE PICKING
REPORT PICKING - GENERAL CONCEPT
If the warehousing function is used:
The pick
The picking list is reporting is
replaced by a performed within
warehouse task the warehouse
function
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HANDLE PICKING
PICKING LIST
Used to inform the When using a

One picking list is
warehouse staff Can be manually or shipment, one or
printed per customer
about what parts, automatically several consolidated
order and
and from where to created and printed pick lists per
reservation time
pick shipment is created
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HANDLE PICKING
PICKING LIST CONTENTS – ORDER INFORMATION PAGE
Customer Delivery Address
Site
Our Contact
Customer PO No
Delivery Terms and Mode
Route
Forwarding Agent
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HANDLE PICKING
PICKING LIST CONTENTS – PICKING DATA PAGE
Issuing Inventory Location
Inventory Part Description
Package Part
Quantity & UoM
Due Date and Desired Delivery Date
Expiration Date
Lot/Batch Number
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HANDLE PICKING
ISSUING THE PARTS FROM STOCK
This step is carried out manually at the warehouse and is not shown in the
system
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HANDLE PICKING
REPORT THE ISSUE
Once the parts are physically issued from the stock, the picking can be reported
into the system:
Report Picking
•Issued according to the picking list
Without
Differences
•Parts are issued from another inventory location

Report Picking
With Differences
•Fewer or more parts are issued
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3.6. HANDLE DELIVERY
HANDLE DELIVERY
LESSON OBJECTIVES
An understanding on how to Deliver a Customer

Order
An understanding on how to Create and print a
Delivery Note
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HANDLE DELIVERY
Customer Returns
(RMA)
Quotation
Customer
Enter Customer
Order
Crediting
Finance
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HANDLE DELIVERY
STEPS OF THE DELIVERY PROCESS
Report delivery of Create a delivery Print the delivery

pick parts note note
Attach the
delivery note to
the goods ready
for dispatch
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HANDLE DELIVERY
DELIVERY
Report Delivery
•Report a delivery of a complete order line by line
Delivery Charges
•When delivering the order you can add charges such as freight costs and packaging to the Customer Order
Inventory Transactions
•Inventory transactions are created when reporting delivery
•Cost of sold goods
Inventory Balance
•Inventory balance is decreased when reporting delivery
Delivery of Parts
•Exactly as pick reported
•Fewer than pick reported
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HANDLE DELIVERY
DELIVERY WITH DEVIATIONS
•Used to make changes in the picked

Deliver Customer
Orders with
quantity that shall be delivered
Differences
•Used to make changes in specific parts

Deliver Customer
with a specific serial number or lot
Order Lines with
Differences
number
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HANDLE DELIVERY
DELIVERY NOTE
Order 1 Line 1
Order 1 Line 2
Order 1 Line 3
Order 2 Line 1
Order 2 Line 2
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HANDLE DELIVERY
DELIVERY NOTE
Usability
•A report used as delivery information to the forwarding agent and customer during transport and receipt
Time of Generation
•A delivery note can be generated to be sent with the goods when sold parts are ready for dispatch
Order Type Setup

•Order type setup determines how a delivery note is generated:
•Manually ( two steps)
•Create
•Print
•Automatically
Document
•The delivery note can either be printed or sent via EDI
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HANDLE DELIVERY
DELIVERY NOTE CONTENT – GENERAL DATA
Delivery Note Number
Delivery Date
Customer Order Number
Customer PO No
Delivery Address
Customer Address
Delivery Terms & Mode

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HANDLE DELIVERY
DELIVERY NOTE CONTENT – ORDER LINE SPECIFIC DATA
Sales Part Number and Description
Quantity Ordered
Quantity Delivered
Remaining to be Sent
Serial Number
Reference ID
Location Number
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HANDLE DELIVERY
REPORTS
Picking List
Booking Proposal
Load List
Delivery Note
Consignment Note
Bill of Lading
Goods Declaration ADR

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HANDLE DELIVERY
DELIVERY USING PRE-SHIP DELIVERY NOTES
Usability
•An alternative way for delivering Customer Orders
Time of Generation
•When using two-stage picking: pre-ship delivery note is used instead the
“regular” delivery note
•Delivery note is created before reporting delivery
•Used for packing goods in shipment inventory
Report Delivery
•Delivery is reported via scanning the barcode on the delivery note
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3.7. CUSTOMER INVOICING
CUSTOMER INVOICING
An understanding on how to create a normal debit invoice.
An understanding on how to create multiple normal debit
invoices at a time.
An understanding on how to create a collective debit
invoice based on a cycle interval or the closing dates.
An understanding on how to create multiple collective debit
invoices at a time.
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CUSTOMER INVOICING
An understanding on how to invoice block a customer order
line.
An understanding on how to create a debit invoice including
sales charges.
An understanding on how to issue an invoice to another
customer.
An understanding on how to create an invoice with a zero-
value invoice line.
An understanding on how to create a zero-value invoice.
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CUSTOMER INVOICING
Customer Returns
(RMA)
Quotation
Customer
Enter Customer
Order
Crediting
Finance
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CUSTOMER INVOICING
BASIC DATA
Sales
Charge
Group
Stored Sales
Sales
Part Basic Charge
Type
Data
Order
Customer
Type
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CUSTOMER INVOICING
INVOICING
Alter Print out

Invoice
Invoice Invoice
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CUSTOMER INVOICING
CUSTOMER SETUP
Customer
Type
Customer
Invoice Fee
Group
Customer
Invoice
Information
Tax
Currency
Information
Payment
Terms
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CUSTOMER INVOICING
INVOICE - HEADER AND GENERAL TAB
The amounts are expressed in the currency of the customer

order (not the base currency).
The address is the document address from the order, not

the delivery address (the two addresses can be different).
Invoice Due Date = Payment Term Base Date + Days in

Payment Terms
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CUSTOMER INVOICING
INVOICE - HEADER STATUS
Preliminary The invoice is created and can be changed.
Posted/Authorized The invoice is printed, and the postings are created.
Printed The invoice is printed, but the postings are not created. An error
has occurred and needs to be resolved.
Partially Paid An amount remains to be paid.
Paid/Posted The invoice has been fully paid.
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CUSTOMER INVOICING
ISSUE INVOICE TO ANOTHER COMPANY
•Indicate the invoice customer in

If regularly
used
the customer setup.
•Indicate the invoice customer when

If occasionally
used
entering the customer order.
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CUSTOMER INVOICING
INVOICE - LINES
Invoice Lines
•Invoice lines are customer order lines that have been delivered, partially delivered, (or delivery
confirmed if the order requires delivery confirmation).
•Order lines that are blocked from being invoiced will not be included although they are delivered.
Zero Amounts
•You can create a line with a zero amount and the total invoice amount can also be zero.
Discount Types
•If you are working with discount types, you can add or change them per invoice line.
Installments
•You can use installments as a method of dividing the invoice into multiple payments.
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CUSTOMER INVOICING
CHANGE INVOICE
References and the forwarding agent

Payment and delivery terms
Invoice address
Invoice date, due date, payment term base date
Invoiced quantity, price, tax code, and discounts

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CUSTOMER INVOICING
COLLECTIVE INVOICE
Customer Order 1
Customer Order 2 Collective Invoice
Customer Order 3
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CUSTOMER INVOICING
COLLECTIVE INVOICE
Customer Order 1
Customer Order 2 Collective Invoice
Customer Order 3
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CUSTOMER INVOICING
CHARGE LINES
You can use different charges on customer orders, e.g., freight cost, package
charge, customs or pack size discounts.
These charges are added as charge lines on the customer order and will appear
on the invoice as regular invoice lines.
The charge line can be either independent or connected to a customer order

line.
•If the charge line is independent, it is invoiced on the first invoice created for the order.
•If the charge line is connected to a customer order line, it is invoiced along with the order line.
•If customer order lines exist with connected charge lines having the Unit Charge check box is
selected, the charge amount will be recalculated for the actual delivered quantity and that amount
will be invoiced.
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CUSTOMER INVOICING
CUSTOMER INVOICE – REPORT HEADER
Order
Dates
Mode of Order
Delivery
Report Numbers
Header
Payment Delivery
Terms Terms
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CUSTOMER INVOICING
CUSTOMER INVOICE – REPORT LINES
Part number and description
Sales quantity and price
Description of the payment step, payment percentage, and the total

amount of the customer order line, if staged billing is applied
Any discount and total value for the invoice line
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CUSTOMER INVOICING
MESSAGE
When an invoice is created you can send it as a message to the

customer instead of printing it.
Once an invoice is sent, you may resend it or reprint it if any change

is made to the basic data (e.g. delivery address of the customer).
Multiple invoices can be sent at a time.
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CUSTOMER INVOICING
INVOICING - STEP BY STEP
Select the order, right-click and
then click Create Customer
Invoice or Create Collective
Change the desired data in the
Search for the customer order. Invoice. Alternatively you can
Customer Invoice window.
use the Batch Create Customer
Invoices or the Batch Create
Collective Invoices dialog boxes.
Send the created invoice in the Print the created invoice in the
Print and/or send multiple Print Customer Invoices window Print Customer Invoices window
invoices at a time using the by searching for the invoice or by searching for the
Batch Print Customer Invoices order, selecting the invoice line, invoice/order, selecting the
dialog box. right-clicking, and then clicking invoice line, right-clicking and
Send Invoice. then clicking Print Invoice.
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CUSTOMER INVOICING
INVOICE BLOCK A CUSTOMER ORDER LINE
You can block an order line from being invoiced as

long as the line is not invoiced or partially invoiced.
On blocking an order line, it will not be available for

invoicing.
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PRACTICE & LEARN
IFS CUSTOMER ORDERS
Setup
Create
FEEDBACK ON THE OBJECTIVES
OF THIS LESSON
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4. SHIPMENTS
4.1. HANDLING SHIPMENTS
HANDLING SHIPMENTS
An understanding on how to create a shipment Manually
An understanding on how to create a shipment
Automatically
An understanding on how to Print shipment documents
such as:
Consignment Note
Bill of Lading
Goods Declaration ADR
Pack List
Pick List
Delivery Note
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HANDLING SHIPMENTS
An understanding on how to remove customer order lines
from a shipment
An understanding on how to add charges to a shipment
An understanding on how to use a shipment inventory for a
shipment
An understanding on how to use the Finalize Shipment
operation
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SHIPMENT
“A SUMMARY OF CUSTOMER ORDER LINES FOR DELIVERY TO

THE SAME CUSTOMER, DELIVERY ADDRESS, SITE, DELIVERY
TERM, AND SHIP VIA CODE. .”
© 2014 IFS
HANDLING SHIPMENTS
CREATE SHIPMENTS MANUALLY
A Shipment can be created to handle the delivery process for several orders
that is to be delivered to the same customer.
When a Shipment is created manually you also need to connect order

lines to the shipment manually.
The common dominator for the shipment is the Customer, Site, Address,
Delivery Term and Ship Via Code.
A customer order line is possible to connect to a shipment as long as you

have not created a pick list for it.
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HANDLING SHIPMENTS
CREATE SHIPMENTS AUTOMATICALLY
At the time of releasing a customer order or creating a pick-list, a Shipment can be created
automatically. The order lines will be automatically connected to the Shipment.
Order lines added to an order after the release, and which have Shipment Creation option as
Create New Shipment at Order Release, will also be automatically connected to the same
Shipment.
Order lines added to an order after a pick-list has been created, and which have Shipment
Creation option as Create New Shipment at Pick List Creation, will also be automatically connected
to the same Shipment.
The automatic creation of Shipment is controlled by the parameter Shipment Creation in

Customer/Address/Order Address Info
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HANDLING SHIPMENTS
CREATE SHIPMENTS AUTOMATICALLY – CHOICES
Create Add to
Create Add to
New Existing
No New Existing
Shipment Shipment
Automatic Shipment Shipment
at Pick at Pick
Creation at Order at Order
List List
Release Release
Creation Creation
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HANDLING SHIPMENTS
STATUS
Preliminary
•The shipment is created, and the order lines can be or have been, connected. As soon
as any order line is connected, its possible to print shipping documents, reserve, and
pick report the shipment.
Complete
•The shipment is ready and changes to the content is no longer allowed. You can now
proceed and deliver the shipment. Once delivered, you can also send the DESADV
message for the shipment.
Closed
•The shipment has been delivered and is now available for invoicing.
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HANDLING SHIPMENTS
CONSIGNMENT NOTE - CONTENTS
• Consignment number and date of printing
• Forwarding Agent/Carrier, Airway Bill No,
PRO No
General
shipping data • Dispatch address, reference, and place of
departure
• Delivery address, reference, and place of
destination
• Pallet type description

Pallet data • Pallet quantity, and weight and volume,
both per pallet type and in total
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HANDLING SHIPMENTS
BILL OF LADING
Similar to the consignment note, but used primarily in North America
Used in connection with charges, both invoiced and collect
The collect charge amount can be viewed and used for follow-up, but it is
not printed on the report
The report can be printed as soon as the shipment is created
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HANDLING SHIPMENTS
CONSIGNMENT NOTE/BILL OF LADING - DIFFERENCES
Consignment Note Bill of Lading
Dangerous Goods No Yes
Location for COD No Yes
Remittance
Delivery Terms No Yes
Place of Departure Yes No
Sender Reference Yes No
Number of pallets Yes No
Volume Yes No
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HANDLING SHIPMENTS
DANGEROUS GOODS
Some products are deemed to be hazardous for people or the

environment. In order to make transport of these products safe,
both national and international regulations have been created.
Apart from the rules and regulations for packing and transport,
each shipment of dangerous goods must be accompanied with
specified documents:
• One is the Dangerous Goods Declaration. Depending on where the transport
occurs and the transportation mode, the layout differs.
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HANDLING SHIPMENTS
GOODS DECLARATION - CONTENTS
• Sender and receiver addresses

• Consignment note number and printing date
General data:
• Package description, number of items, net weight, and
gross weight
• UN number and danger level classification
• Proper shipping description of the dangerous product
Dangerous Goods • At what point the product ignites when mixed with air
data: • Whether the product is sensitive to low temperatures
• Classifications specified for road, water, and air
transports
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HANDLING SHIPMENTS
PACK LIST
The pack list can be used as a pick list for a shipment
Based on the shipment rather than on what is reserved for the connected customer orders
The pack list is to be considered as a living document that can be printed several times, each
time displaying the current contents and status of the shipment
The report can be printed as soon as the shipment is created
The pack list has two sections. The first displays the reserved parts and the second displays the parts
that are not yet reserved.
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HANDLING SHIPMENTS
PICK LIST
The pick list created for a shipment is a collective pick list
The pick list can be created as soon as any quantity has been reserved
for the shipment
It is based on the reservations for the connected order lines
You can create several pick lists for the same shipment. As soon as a new
quantity is reserved you can create a new pick list for that quantity
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HANDLING SHIPMENTS
DELIVERY NOTE
The delivery note for a shipment can be printed as soon as the

shipment is created, and can be printed several times
The content of the delivery note will vary depending on when the
shipment flow it is printed
• Accurate weight and volume can only be retrieved if a proper package structure has
been created
The delivery note number will be the same as the shipment ID and it
does not change if the content is modified and the report is reprinted
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HANDLING SHIPMENTS
ADD CHARGES
You can add charges to the connected customer order

lines directly from the shipment
To add a charge to an order from a shipment is not

different from adding the charges directly to a
customer order.
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HANDLING SHIPMENTS
SHIPMENT INVENTORY
A default shipment inventory location can be specified for a shipment. This is done
on the General tab
If you choose to specify a default shipment inventory location, the order lines
connected to the shipment will be placed in the shipment inventory when pick
reporting
The orders placed in the shipment inventory can still be delivered from the shipment
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HANDLING SHIPMENTS
FINALIZE SHIPMENT
In order to minimize the manual handling of a shipment, you can use
the finalize shipment function
The finalize shipment function is designed to carry out the remaining

required steps in the shipment flow depending on the options chosen:
• Base on Sales Quantity or Picked Quantity
• Consider Reserved Quantities
• Disconnect Lines without Reservations
A wave link interface exists for the Finalize Shipment function.
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4.2. SHIPMENT INVOICES
SHIPMENT INVOICES
LESSON OBJECTIVES
An understanding how to create a shipment invoice
An understanding how to create multiple shipment invoices
at a time
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SHIPMENT INVOICES
DIFFERENT WAYS OF CREATING AN INVOICE FOR A SHIPMENT
Create an
Create one Invoice for
Invoice for the each Customer Use Collective
complete Order Delivered Invoicing
Shipment on the
Shipment
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PRACTICE & LEARN
HANDLING SHIPMENTS
Setup
Create
OF THIS LESSON
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DEMO
© 2014 IFS
5. CUSTOMER RETURNS
5.1. MANAGING RETURNS
MANAGING RETURNS
LESSON OBJECTIVES
An understanding how to accept or refuse return requests
An understanding how to print return notes
An understanding how to return parts to stock
An understanding how to scrap parts
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MANAGING RETURNS
Customer Returns
(RMA)
Quotation
Customer
Enter Customer
Order
Crediting
Finance
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MANAGING RETURNS
BASIC DATA
Customer
Inspection Basic Scrapping
Data
Info Causes
Return
Material
Reasons
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MANAGING RETURNS
REASONS TO RETURN
Dissatisfaction with quality or performance
No longer need the ordered quantity, due to overstocks or

slow moving parts
Defective parts
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MANAGING RETURNS
ACTIONS ON RETURN
Return into stock:
• The parts are received into inventory again, and can be resold to another customer.
Scrap the parts:

• The parts are defective in some way, and cannot be used again.
Credit charges:
• Credit charges, e.g., freight and packaging, the customer has been previously
charged.
Create credit note:
• The cost for the returned parts and/or charges will be reduced or deducted from the
customer invoice.
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MANAGING RETURNS
RMA - HEADER
Customer ID
Coordinator
Entry date, site, and status
Total RMA value

•In base currency and in customer’s currency
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MANAGING RETURNS
RMA – HEADER STATUSES
Header Status
Planned
Released
Denied
Partially Received
Return Completed
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MANAGING RETURNS
RMA - RETURN MATERIAL LINES
Sales part ID
Quantity of parts to be returned
Reason for return
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MANAGING RETURNS
RMA – RETURN MATERIAL LINES – STATUSES
Line Status
Planned
Released
Denied
Received
Partially Received
Return Completed
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MANAGING RETURNS
RMA - CREDIT CHARGES
You can enter charges that the customer wants to be credited for
•Charge type is mandatory
The credit charge line can be connected to a customer order.
If applicable, enter or alter the amount to be credited, the quantity

charged, and the tax code.
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MANAGING RETURNS
RMA – CREDIT CHARGES – STATUSES
Credit Charges – Statuses

Planned
Released
Denied
Credited
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MANAGING RETURNS
TOO MANY OR TOO FEW RETURNED
Create a new return line if more parts

are returned than accepted on the RMA.
Parts can be received partially
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MANAGING RETURNS
RETURN & SCRAP PARTS
•Return all, or a portion of, the returned parts
Return to stock.
•Return the parts into one or more inventory
locations
Scrap •Scrap all, or a portion of, the returned parts.

•Enter a reason for the scrapping
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MANAGING RETURNS
RMA FLOW
Determine whether
to accept the return
Create a Return request(s) or not Print the return note
Return request from
Material and send to the
customer received •Approve or deny the
Authorization (RMA) customer
RMA, RMA line, or
credit charge line
The customer will Inspect the returned

send the goods to parts
our premises •Return to stock or Create a credit note
•The parts will be scrap for the returned parts
entered as arrived
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MANAGING RETURNS
MISC RMA INFO
Addresses (Delivery, Documentation, and Credit)
Company to be credited, if other than the returning

company
The language to use on the RMA report
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MANAGING RETURNS
RETURN HISTORY
Steps performed
Date of execution
Executor
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MANAGING RETURNS
REPORTS - RETURN MATERIAL AUTHORIZATION
Can be used as a confirmation to the customer that the

company has agreed to the return request.
Can be attached to the returned goods by the customer
Can be used by the receipt staff, when the returned parts

arrive, as a detailed list of what should be returned.
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5.2. CREATING CREDIT & CORRECTION INVOICES
CREATING CREDIT & CORRECTION INVOICES
LESSON OBJECTIVES
An understanding on how to create credit notes
An understanding on how to create correction invoices
An understanding on the difference between creating a
credit invoice and creating a correction invoice
An understanding on how to make price adjustment
invoices
An understanding on how to invoice the return of parts
and/or charges (RMA invoicing)
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BASIC DATA
Customer
Scrapping Order
Causes Types
Basic
Data
Return
Sales
Material
Parts
Reasons
Sales Sales
Charge Charge
Groups Types
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INVOICING OF PRICE ADJUSTMENTS
Credit Note/
Debit Alter
Invoice Correction
Invoice
Invoice
Print out
Invoice
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CUSTOMER CREDIT INVOICE
When a credit invoice is created, the system automatically creates one credit
line for each line of the reference debit invoice
It looks like a negative copy of the referring debit invoice until edited
The credited amount is the delta.
Can be removed when in status Preliminary
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© 2014 IFS
Debit Invoice No. 200243974 3000
Pos Part Qty Price Amt
1 X200 20 150 3000
Before update
Credit Invoice No. 347238988 -3000
1 X200 20 150 -3000
The user can
update price,
discount, etc…
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1 X200 20 150 3000
The customer shall pay a price of 100: After update

Credit Invoice No. 347238988 -1000
1 X200 20 50 -1000
The user updates
price
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CUSTOMER CORRECTION INVOICE
When a correction invoice is created, the system automatically creates two

lines for each debit line of the reference invoice: Credit type line (negative
value) and Debit type line (positive value)
When created, the total invoice amount is zero
The user needs to update the debit lines, otherwise the invoice will be for zero
amount.
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1 X200 20 150 3000
Before update
Correction Invoice No. 347238988 0
1 X200 -20 150 -3000
2 X200 20 150 3000
The user updates
price
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1 X200 20 150 3000
The customer shall pay a price of 100: After update

Correction Invoice No. 347238988 2000
1 X200 -20 150 -1000
2 X200 20 100 2000
The user updates
price
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INVOICING OF PRICE ADJUSTMENTS - STEP BY STEP
Select the order, right-click,
and then click Create
Search for the customer Change the desired data in
Customer Credit Invoices or
order. the Customer Invoice window.
Create Customer Correction
Invoices.
Send the created invoice in

Print the created invoice in
the Print Customer Invoices
window by searching for the
invoice or order, selecting the
invoice/order, selecting the
invoice line, right-clicking,
invoice line, right-clicking and
and then clicking Send
then clicking Print Invoice.
Invoice.
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INVOICING OF A RMA
Credit Note/
Debit Alter
Invoice Correction
Invoice
Invoice
Print out
Invoice
200
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CREDIT INVOICING OF RMA
Order reference •The credited price is fetched from
exists the CO line
Invoice reference •The credited price is fetched from

exists the debit invoice line
No Order or Invoice •The credited price is fetched from

reference exists the RMA line
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CREDITING CHARGES ON RMA
Possibility to enter charges that the customer wants to be credited for
Charge type is mandatory.
The charge to be credited can be connected to a customer order.
Optionally, enter or change the amount to be credited, the quantity charged,

and the tax code
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CORRECTION INVOICING OF RMA
Correction invoice can be created only for RMA lines where reference invoice
is not null
Reference invoice should be debit invoice if no correction was created for

it or last correction invoice if they exist.
Reference invoice status should be in Posted Authorized, Paid Posted or

Partly Paid Posted
The price entered on RMA lines is not fetched to the correction invoice line
prices
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INVOICING OF RMA - STEP BY STEP
Select the RMA, right-click,
Search for the RMA and and then click Create
Change the desired data in
check that it is approved for Customer Credit Invoices or
the Customer Invoice window.
credit Create Customer Correction
Invoices.
Send the created invoice in

Print the created invoice in
invoice or order, selecting the
invoice/order, selecting the
invoice line, right-clicking,
invoice line, right-clicking and
and then clicking Send
then clicking Print Invoice.
Invoice.
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CREDIT INVOICE VS. CORRECTION INVOICE
Credit Invoice Correction Invoice
All lines have negative sign Lines with negative and positive sign
No information about how the Debit lines: information about how the
connected debit invoice looks connected debit invoice looks
The amount on the invoice is the delta The amount on the invoice is what will
apply
The reference invoice is marked that
there is a correction to it
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OF THIS LESSON
206
© 2013 IFS
DEMO
© 2014 IFS
© 2014 IFS
PLEASE PROVIDE US FEEDBACK
© 2014 IFS
www.IFSWORLD.com
THIS DOCUMENT MAY CONTAIN STATEMENTS OF POSSIBLE FUTURE FUNCTIONALITY FOR IFS’S SOFTWARE PRODUCTS AND
TECHNOLOGY. SUCH STATEMENTS OF FUTURE FUNCTIONALITY ARE FOR INFORMATION PURPOSES ONLY AND SHOULD NOT BE
INTERPRETED AS ANY COMMITMENT OR REPRESENTATION. IFS AND ALL IFS PRODUCT NAMES ARE TRADEMARKS OF IFS. THE NAMES
OF ACTUAL COMPANIES AND PRODUCTS MENTIONED HEREIN MAY BE THE TRADEMARKS OF THEIR RESPECTIVE OWNERS.
© 2013 IFS

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IFS SUPPLY CHAIN ™

Lesson Topic Time

Lesson Topic Time

Phones off or on silent

ACCOUNTS PAYROLL PROJECT BATCH DEMAND CALL CENTER COMPLEX

TIME AND RISK REPETITIVE MULTI-SITE DYNAMIC VEHICLE

PROJECT ENGINEERING SUB CONTRACT SHOP FLOOR SYSTEM

IFS IFS IFS IFS IFS IFS IFS IFS IFS

ACCOUNTING SUSTAINABILITY LIFECYCLE DOCUMENT BUSINESS QUALITY CASE PROCESS

MULTI - EVERYTHING USER EXPERIENCE ADMINISTRATION SECURITY

ACCOUNTS PAYROLL PROJECT BATCH DEMAND CALL CENTER COMPLEX

TIME AND RISK REPETITIVE MULTI-SITE DYNAMIC VEHICLE

PROJECT ENGINEERING SUB CONTRACT SHOP FLOOR SYSTEM

IFS IFS IFS IFS IFS IFS IFS IFS IFS

ACCOUNTING SUSTAINABILITY LIFECYCLE DOCUMENT BUSINESS QUALITY CASE PROCESS

MULTI - EVERYTHING USER EXPERIENCE ADMINISTRATION SECURITY

“THIS COURSE IS ONE OF THE COURSES TOWARDS GAINING

IT ENABLES STUDENTS TO COVER AND PREPARE

Revised Cancel Print

Lost Closed Create Order

Create order from header or single quotation lines

You can enter win and lose data.

Price breaks can be entered.

Customer Customer Revision

The entire quotation can be released in the Sales Quotation header.

A revised quotation must be released again.

To be converted, the quotation must be in the Released status.

A printout of the sales quotation can be taken in any status.

The printout will be marked as preliminary if the quotation

If the status is Released, the Print Checkbox will be

Closing Sales Quotations

A number of dates can be entered or set by the system.

It is possible to release one quotation line at a time.

A quotation line in the Released status can still be changed.

A revised quotation line must be released again.

To be converted, the quotation must to be in the Released status

Competitors for the quotation can be entered to be used

More than one competitor can be entered for a

You can enter different competitors on each quotation

•The address details will appear automatically for an existing customer.

•Determines which supply chain parameters should be valid if a customer

•Defines the responsibility and costs for the transportation of goods.

•Used for tax reports within the European Community.

External Transport Lead Time

When you receive a Enter all additional

Create a customer The customer Print the sales

Sales Part Basic Data Coordinator

Site 1 Site 2 User User

Header Status Line Status

Order Delivery Date and

Save your changes.

• After the customer order is entered, a customer

Send through • Instead of printing the order confirmation, you can

Reserved Parts allocated from stock.

Picked The ordered parts are picked from stock.

Delivered The entire customer order is delivered to the customer.

Invoiced The entire customer order is invoiced

You can save the order

•The price and discount that is retrieved depends on the

Total Order Value,

Close Order Line

Block Order Line

• Click Purchase Info to view the Purchase Order window if a purchase