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Inventory Fee’s Setup and Use has changed:
Current users will be notified via email of a large change in the way inventory fees are handled in the PTM Vision system. This document is to outline the basics of these changes and the use of the new fee system. Refer to http://help.pluss.co/HELP/PTM%20Vision%20Help/default.aspx#pageid=fees_and_surchages_database in the Help section for more details on these new functions.
NOTE: once the update has been installed and the new Fee database is setup you will not be able to revert to an older version of the program.
Fee Memos Converted to the Fees Database
If your current system had pre-existing fees using one of the special memo’s those fees will be transferred over to the new Fees Database; but the Template may need to be edited to ensure the Taxes and Purchase Order process are setup correctly.
The old fee memo’s that will be converted are:
* = Excise Tax (FET*)
** = Freight Charge (FRT*)
**G = Environmental Fees (IVF*)
**T = Battery Fee (TTC*)
**^ = Tire Casing Charge (CSE*)
*Z = Hazardous Waste Fee (HAZ*)
*ZZ - Surcharge (SUR*)
The noted (default line code item such as (FET*) will be setup in your inventory if any items were setup with that fee before installing the update and adding the Fees Database.
A backup of your existing Inventory will be created when installing the update with the new Fees Database: Vision\fees_backup
Fees Database
Go to the inventory item that needs an additional fee; edit the item and select the Fee button on the screen.
The Fees button will bring up the Fees currently setup for that item.
Use the [F6] Templates button to check the existing fees and make sure they are setup properly.
In the FEE TEMPLATES items are set to reference Default Line Items such as the FET*. Default line items are used in the system to specify a line item and can be used to direct any charges in that line to a specific General Ledger. By default these items do not exist in your inventory file unless you create them. Charges using default line items will appear on the customers invoice with the line indicated followed by the line and original part number of the inventoried item the fee is attached to.
Use [F4] to edit the existing templates; setting defaults for TAX and Purchase Order preferences.
Name how the fee appears in the Fee Template list
Part # how the fee will appear on a bill to the customer (the part number and associated line code should be setup in inventory to set the default General Ledger and details for that fee, when it is a default item such as FET* the original part number will be preceded by the FET line code to show the charge is directly attached to that item)
Amount the pre-set amount of the fee for billing purposes
Taxable check the box if the fee is taxable
Type
Memo the existing templates will reference the previous Memo used
Desc the description that will appear on the bill to the customer
Line item on PO check mark this option if the fee needs to appear on you Purchase Order as a line item (note: if this option is checked the second option to total on PO will automatically be selected)
Total on PO check mark this option if the fee needs to total up on the Purchase Order (if the first option was checked this option will automatically be selected)
Please note: the templates are setup based on general needs, these templates should be edited to specifically suit your needs - if any of the charges need to go to different General Ledger accounts we highly suggest you setup all of the fee items in your inventory files for better control and tracking.
Adding a Fee to an item in the Inventory file
Bring up the item in inventory; select the Fee button at the bottom right and select [F2] on the Fees window.
Copy an existing fee template: Select Yes to copy an existing fee, the templates list will appear, select one from the list and the program will verify the Fee Details. Set the details appropriately for that item; some templates do not have set charge amounts and will need to have the amount set each time it is selected for an item.
Create a new Fee template: If the fee does not yet exist select No to create a new fee template and fill in the details.
This particular part now has two fees on it.
The Inventory Management screen shows the notice that this item is “Priced with Fee”.
When the part is applied to a sale the two fees will also be applied to the ticket:
*notice the FET charge applied references the original part number; that is because it is set using a “Default Line item” instead of a specific part number like the Disposal fee.
Refer to the following Help section for more detailed instructions on setting up and using Fees: http://help.pluss.co/HELP/PTM%20Vision%20Help/default.aspx#pageid=fees_and_surchages_database
If a fee is applied to an invoice incorrectly the fee can be edited on the invoice; go to the Inventory Management screen and edit the fees on that inventory item directly to properly fix the fees for all future use.
Using Fees in Purchase Orders
When an inventoried item is applied to a Purchase Order with fees already attached the fees will only reflect if set up for Purchase orders. The following example has two fees on it but only one fee is applicable at the PO level so it is the only fee applied and in this case it is only applied to the total not as a line item. Refer to the following help section for more details on using fees in Purchase Orders http://help.pluss.co/HELP/PTM%20Vision%20Help/default.aspx#pageid=5_9_4_adding_fees_via_purchase_orders
If a fee is calculating wrong or fees need to be setup on a new item go to the part on the Purchase Order screen and use [F4] Edit, select the button shown that says [Fees Editor]
The same tools available in the Inventory Maintenance screen are available on the Purchase Order screen.
