Activant Prophet 21

Contract Pricing Basics

This class is designed for…

Customers who have a need for contract pricing

Customers curious about other pricing functionality in the Prophet 21 system

Objectives

Use contract pricing defaults in Customer Maintenance

Create and maintain contract pricing

Copy contracts

Use contract pricing features in order entry

Enter Line Item Contracts on Quotes

Enter contracts on the fly in order entry

Create Contracts from Quotes

Contract Export and Import

This course will NOT cover…

Basic customer pricing set up

Pricing libraries

Vendor contracts

Consignment contracts

Customer Contract Pricing

Special agreement between distributors and customers covering:

Pricing

Discounts

Terms

Delivery conditions and schedule

Volume expectations

Packaging requirements

Replenishment of bin locations at customer ship-to

Benefits

Minimizes re-entry of contracts and related associated with multiple ship-to records

Increases customer service

Insures correct pricing and protection of profit margins

Allows distributor to provide pricing arrangements within specific stocking location at a customer site

Contract Pricing System Settings

Setup Band/ System Setup/ System/ System

Settings / Order Processing / Pricing

System Settings

Defaults can be established to aid in entering new contracts

Customer Maintenance Defaults

Job/Contract Pricing

Enables Contract Pricing for Customer

Customer Maintenance Defaults

Always Use Job/Contract Pricing

Requires contract at Order Entry

If only one contract exists, it populates automatically

If multiple contracts, popup window appears

Customer Maintenance Defaults

Allow Non-Job/Contract Items

Allows items not on contracts to be added to orders

Must activate checkbox if non-contract items are

allowed on orders or error message is given

Customer Maintenance Defaults

Prompt User for Non-Job/Contract Items

Enabled gives user prompt that an item is not part of

the contract

Disabled allows non-contract items without comment

Customer Maintenance Defaults

Cumulative Qty May Exceed Job/Contract Qty

May exceed maximum order qty on contract

Uses contract pricing even after limit is surpassed

Customer Maintenance Defaults

Use All Contracts

Automatically assigns contract pricing without any help

If multiple contracts, you choose which contract to use

Necessary for creating a contract from a quote

Orders Band / Order Entry / Maintenance / Job/Contract Pricing Maintenance

Job/Contract Pricing Maintenance

Job/Contract Maintenance Tab

Corporate ID - All or some of the customers associated with a corporate address can be added

Enter Contract No and Contract Name

Step 1

Step 2

Job/Contract Maintenance Tab

Enter Customer ID and Ship To ID or go to Customer/Ship To tab to enter multiple IDs for the contract

Optional to enter PO, Contact ID and SalesRep ID

Job/Contract Maintenance Tab

Leave Contract Source default to Standard

Set End Date

Customer/Ship To

Customer/Ship To

Tab allows you to view or add ship tos for the selected

customer that will get contract pricing

All ship tos can be easily added by searching on the

ship to field, then use RMB functionality to select all

Customer/Ship Info

Customer/Ship Info

The Customer/Ship Info tab allows you to change billing

and shipping defaults established in ship to maintenance

for this contract only

Defaults apply to all items added to order using contract

Ship To/Item tab

Ship To/Item Tab

Displays list of items assigned to one or more bins for

ship to entered on Job/Contract Maintenance tab

Quick view of items on the contract used by the ship to

Job/Contract Notes

Items Tab

Items Tab

Pricing method - source, price, or none

If pricing method is set to source, a source price must

be selected

Multiplier against the source price if applicable

Price can be used when not using a source price

Items Tab continued

Contract part number can be used in order entry

PO Number allows line item specific PO number entry

Source Location ID indicates picking location

Max Qty is upper limit amount for which contract is valid

Enter a Start Date for the line item

Exp Date on line may override header Exp Date

Rebate Cost, Price Page Dates only for Vendor Contracts

Items Tab

Items Tab continued

Cost Page Description, Price Page Description and

PO Cost fields are for vendor contracts

Qty Ordered field tracks quantities ordered already

Items Tab

Costs Tab

Costs Tab

Create contract specific rebate (other) cost and

commission cost

Vendor Authorization Number indicates pre-arranged

agreement to define pricing

Values Tab

Values Tab

Price breaks can be established

Bins Tab

Bins Tab

Assign customer bins to this contract item

Can only use tab if using handheld bin management

The Bin ID is a user defined alphanumeric field that

must be unique

Generate Unique Bin ID can suggest Bin ID

Line, Line Feed and Line Station identify specific

stocking area in customer’s warehouse

Bin/Ship To specific PO Number

Bins Tab continued

Capacity, min/max and reorder qty can be used for

managing replenishment

Quantity Ordered keeps track of what has been

ordered thus far

Bins Tab

Bin/Item Tab

Bin/Item Tab

Displays item on contract in bin number sequence for

ship to

Sorting available on columns

Editing available on many fields too

Right side fields

Left side fields

Item/Bin Notes

Enables you to enter a note and have it appear in:

Job Pricing Maintenance

Order Acknowledgements

Pick Tickets and Packing lists

Invoices

Customer PO Number

Customer PO number field added in several places to help track contract items

Job/Contract Maintenance Tab, Customer/Ship Info

Tab, Items Tab, Bin Tab

Contract report, Order Acknowledgement, RMA

Acknowledgement; Pick Ticket, Packing List and

Invoice forms

Start Date for Contract Lines

Enter line item start dates on contract items

Available in Contract Fast Edit, Copy Contract and create contract from Order Entry feature

Applies to customer and consignment contracts

Start Date for Contract Lines

Setup / System Setup / System / System

Settings / Order Processing / Pricing

Entering new contract lines

If enabled, then new lines entered on contracts will

default to header start date

If not enabled, dates default to 00/00/00

Updating existing contract lines

Prompted to update the line item start dates

Start Date for Contract Lines

Copy Contracts

Copy Contracts

Copy Contracts

Assemblies

Assemblies that price via the assembly header may be entered on a contract

Assemblies that price via the components may NOT be entered on a contract

Assemblies that price via the assembly using the components may NOT be entered on a contract

Job/Contract in Order Entry

Prompt if more than one contract exists

If the customer is flagged to always use contracts, items cannot be added until a contract is selected

Step 1: Enter Customer and

Ship To ID

Step 2: Enter

Contract ID

Job/Contract in Order Entry

Selecting contract items

Items can be added as

usual in order entry

When using contracts

they can be added using

right mouse button

functionality

Job/Contract in Order Entry

Selecting contract items

This window appears after clicking Display Contract

Items

Contract value limit and amount used are informational

Contract line allows the user to jump to a specific

contract line for large contracts

After entering the desired quantities, click Update the

Order

Order Entry/Front-Counter

Order and line item required dates must fall within the dates specified on the contract.

Prices tab will display Contract ID and Contract price.

Sales History tab will display Contract ID, Contract Name and Line number of the contract.

System applies contracts to line items on orders and quotes

Allows contracts on the fly to be entered

Use All Contracts

Use All Contracts

If multiple contracts for line item, system prompts for which contract to use

Without contract number on header, no RMB option to Display Contract Items

Line Item Contracts on Quotes

Use contract prices for quote line items

Only available for standard customer contracts, not vendor contracts or consignment contracts

In order to utilize functionality

Turn on system setting Allow Customer Contract Lines

on Contracts

Set customers to Use All Contracts on Sales Pricing tab

Setup / System Setup / System / System Settings / Order Processing / Pricing

Line Item Contracts on Quotes

Must have both Job/Contract Pricing and Use All Contracts enabled

System verifies valid contract when quote is entered and when converted to an order

Line Item Contracts on Quotes

Line Item Contracts on Quotes

Popup when item is on more than one contract

Line Item Contracts on Quotes

Converting Contract Quote Lines to Order

Cannot use RMB Convert to Order, use Tools option

Convert Quote to Order wizard

Link is retained to contract

Wizard checks to see if contract line is expired

Converted qty may not exceed the contract line’s

maximum qty

Line Item Contracts on Quotes

Contracts on the Fly

Create contract on fly while entering sales order

If material is in stock, use contract to request rebate on sold qty and offer reduced prices to customer

If material is backordered, resulting PO is at normal cost, but system submits rebate amount for that under contract.

If item is non-stock, special or direct ship, system submits contract cost on order

Contracts on the Fly

Items Tab

Enter Item IDs and Qty Ordered

RMB click and choose Create Contract

Contracts on the Fly

Contracts on the Fly

Contract Header

Enter Contract Number and Description

Enter End Date for On the Fly Contract

Rest of fields default

Contracts on the Fly

Contract Lines

Choose Select checkbox

Pricing Method can only be set to Price

If rebated item, enter After Rebate Cost

Contracts on the Fly

Contract Line continued

Enter Vendor Auth Number if necessary

If D or S item, enter PO cost

Enter Start/Expiration Date if different from header

Prices Tab

Prices tab displays Contract # , Vendor Authorization and Contract Line #

Create Contracts from Quotes

Create contract pricing by starting off with a quote

User must be enabled to Create Contract from OE in User Maintenance

Customer must have setting enabled for Use All Contracts on the Sales Pricing tab

Enter quote and RMB click on Items tab to open Create Contract wizard

Create Contracts from Quotes

Create Contracts from Quotes

Create Contracts from Quotes

RMA Entry

RMA for contract item, if linked will display contract number, contract description and line number

Forms Displaying Contract Numbers

Forms display contract number and contract line numbers for those items purchased using a customer contract:

Order Acknowledgement

Packing List

Invoice

Sales Pricing Inquiry

Job/Contract Reports

Job/Contract Reports

Orders Band > Order Entry > Reports

Menu > Contract Pricing

Job/Contract Reports

Use Rebate Exception

Items with expired date or order qty over

maximum can show on Rebate Exception Report

Rebate Exception Report

Displays rebates entered via contract in Order Entry, but are invalid

Accounts Payable > Reports >

Rebate Exception Report

Importing Job/Contract Maintenance

All Job/Contract maintenance information can be imported

See the help file for specific layout information

Setup / Imports/Exports / Imports / Order Processing /

Job/Contract Pricing

Export standard contracts

Update contracts within spreadsheet program and

import them back into system

Setup / Imports/Exports / Exports / Order Processing /

Job/Contract Pricing

Contract Export and Import

Contract Export and Import

Filetype-dayMonthyear_time

Edit data on spreadsheet and import data back into Prophet 21

Existing contracts are updated and contracts with new contract numbers are added

Cannot edit these fields: Contract Type, Corporate Address ID, Item ID and Prior Qty

Contract Export and Import

Summary

Use contract pricing defaults in Customer Maintenance

Create and maintain contract pricing

Copy contracts

Use contract pricing features in order entry

Enter Line Item Contracts on Quotes

Enter contracts on the fly in order entry

Create Contracts from Quotes

Contract Export and Import

For More Information…

Prophet 21 Help Files

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