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Introduction

This document provides instructions for setting up Brand Accrual. A process to calculate and credit a volume discount based on brand with the ability to Brand can define periods longer than one month and the ability to credit another account.

Procedure

To Set up the following to correctly accrue and credit, the following will need to be set up:

Custom Configurations

From the Optifacts main menu:

Type Select Option 3 – Editor Utilities and press enterEnter.

Type Select Option 6 – Configuration Editor and press enterEnter.

Type Select Option 6 – Edit Custom Configuration and press enterEnter.

The Custom Configuration Editor

is displayed.

• Press Q “Q” to Query.
• Ensure that the tables below exist.

If the tables do not exist

:

• Press “A” - Add a new record.
• Enter all the information as per the example (s) below.
• Press Escape to save the data.
• Type E Press “E” to exit.

(Optional) Enable the entry below to credit the account if they did not meet the exact target sales amount but are within this threshold.Image Removed

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(Optional) Enable the entry below and fill in a tax material code for what tax material percentage you would like applied to a brand accrual percentage. If this is not enabled, the brand accrual credits will not won’t have tax calculated.Image Removed

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Brand Group Configuration

To define what manufacturers are included or excluded for each Brand. Only lens manufacturers will be are included at this time.

From the Optifacts main menu:

Type Select Option 1 – Accounts Receivable and press enterEnter.

Type Select Option 3 – Other Routines and press enterEnter.

Type Select Option 13 – Accruals/Investments and press enterEnter.

Type Select Option 1 – Brand Group Editor and press enterEnter.

Add the applicable entry or entries:Note:

• In the Brand prompt, enter what you would like to call the brand “Internally”.”
• In the Brand to Print prompt, enter what brand Brand you would like to call the brand “Externally”.”
• Enter “I” if you want to include this manufacturer code in the brand Brand or “E” to exclude this manufacturer code in the brandBrand.
• Enter the manufacturer code we will match to include in or exclude from the brandBrand.

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Accrual Type Configuration

To define what the accrual types are used in entering a brand accrual contract and reporting.

From the Optifacts main menu:

Type Select Option 1 – Accounts Receivable and press enterEnter.

Type Select Option 3 – Other Routines and press enterEnter.

Type Select Option 13 – Accruals/Investments and press enterEnter.

Type Select Option 2 – Accrual Type Editor and press enterEnter.

Add the applicable entry or entries:

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Adding a Brand Accrual Contract

From the Optifacts main menu:

Type Select Option 1 – Accounts Receivable and press enterEnter.

Type Select Option 3 – Other Routines and press enterEnter.

Type Select Option 13 – Accruals/Investments and press enterEnter.

Type Select Option 4 – Add Brand Accrual Contracts and press enterEnter.

Brand Group:

• Type the internal Brand name for the contract (or “COMBINED” to allow more than one).

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Example: COMBINED

• If “COMBINED” was you entered “COMBINED,” the system will ask asks how many brands you wish to enter.
• Enter the number of brands you wish to accrue.
• Enter the Brand group(s).
• Enter the Type of Brand Accrual for this contract or .
  • CGROUP to use all accounts in a Chain Group by chain ID
  ,
  • .
  • BGROUP to use all accounts in a Buying Group by buying group ID
  ,
  • .
  • SGROUP to use all accounts in a Sales Group by sales ID
  or
  • .
  • GROUP to manually enter the accounts you wish to include for accrual in this contract.
• Enter the Type of Brand Accrual for the Group.
• Enter the account to credit.
• If you entered GROUP, CGROIUP, BGROUP, or SGROUP, the program will then ask asks which account will be creditedto credit. You may enter “ALL” to indicate that each will be crediteda credit for each.
• If you entered GROUP, the system will ask asks for the number of accounts you wish to include in the accrual.
• Enter the account number(s).
• Enter the inclusive and beginning and ending dates of the contract.
• Enter the period of accrual. At A credit note gets issued at the end of each period a credit not will be issued. (M-Monthly, Q-Quarterly, S-Semi-annually,  Y-Yearly)
• Enter the base of accruals
• Gross will use uses the original price of all chargeable items on a qualifying lens or lens credit (before any discounts – including any discounts on the delivery note or from a campaign).
• Net will use uses the final price of all chargeable items on a qualifying lens or lens credit (after any discounts – including any discounts on the delivery note and campaign discounts).

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Example:  BGROUP, CGROUP or SGROUP

• Enter the Brand Group.Enter the Type of Brand Accrual.
• Enter the Type of Brand Accrual for the Group for this contract or .
  • CGROUP to use all accounts in a Chain Group by chain ID, .
  • BGROUP to use all accounts in a Buying Group by buying group ID, .
  • SGROUP to use all accounts in a Sales Group by sales ID or .
  • GROUP to manually enter the accounts you wish to include for accrual in this contract.
• If you entered GROUP, CGROIUP, BGROUP, or SGROUP the system will then ask which account will be credited, the program asks which account to credit. You may enter “ALL” to indicate that each will be crediteda credit for each.
• Enter the account to credit.
• If you entered BGROUP, CGROUP, or SGROUP, the program will prompt prompts you to enter the respective group ID you wish to use for accrual and then automatically pull whatever accounts are assigned to that group ID.
• Enter the inclusive and beginning and ending dates of the contract.
• Enter the period of accrual. At the end of each period, a credit not will be note gets issued. (M- Monthly, Q- Quarterly, S- Semi-annually,  Y- Yearly)
• Enter the base of accruals
• Gross will use uses the original price of all chargeable items on a qualifying lens or lens credit (before any discounts – including any discounts on the delivery note or from a campaign).
• Net will use uses the final price of all chargeable items on a qualifying lens or lens credit (after any discounts – including any discounts on the delivery note and campaign discounts).

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• If Gross is gets entered as the base, the program will ask asks what the base should be for the calculated credit, either Gross or Net.

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• If only one account will be is credited, the program will ask asks if there is any retention. Retention will be is a fixed amount at the time of credit that is deducted from the final credit amount and will be credited to a different account.

*** DO NOT INCLUDE INVESTMENT ACCOUNTS HERE .***

•  If this is answered with a If you answer “Y” for yes, the program will prompt for prompts the amount to retain and the account to credit the retention to.

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• Verify the entries before continuing.

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• Enter the Target Sales limits and the award credit percentages for the contract.
• Verify the entries to save the contract.

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• The unique Contract ID created will displaydisplays.

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Editing or Cancelling a Brand Accrual Contract:

From the Optifacts main menu:

Type Select Option 1 – Accounts Receivable and press enterEnter.

Type Select Option 3 – Other Routines and press enterEnter.

Type Select Option 13 – Accruals/Investments and press enterEnter.

Type Select Option 5 – Edit/Cancel Brand Accrual Contracts and press enterEnter.

• To edit or cancel a contract, look it up based on what you know about the contract

• .
• Type ‘E’ or ‘C’ to indicate if you want to Press “E” to edit or “C” to cancel the contract.
• Enter what you know about the contract to narrow down the search of contracts to edit or cancel.

The program will look looks for matches and let lets you pick the one you wish to edit or cancel.Image Removed

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If editing the contract:

• Update the Sales Limits and the Percentage Rates.

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If only one account will be credit got credited for the contract, the program will ask asks if you wish to change any future retention for the contract period (periods already complete cannot be changed).Image Removed

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Update the retention account and retention amounts.

• Change the retention amount to 0.0 if no retention

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Verify that this is the correct contract.

• Enter “Y” to confirm.
• Enter “N” to return to the form.

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If you are cancelling canceling a contract:

• The program prompts you to confirm that you wish to cancel the contract.

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A confirmation message is displayed.

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Calculating and Generating Brand Accrual Credit:

From the Optifacts main menu:

Type Select Option 1 – Accounts Receivable and press enterEnter.

Type Select Option 2 – Monthly Routines and press enterEnter.

Type Select Option 12 – Month End Credits and press enterEnter.

Type Select Option 1 – Calculate Brand Accrual and Investments and press enterEnter.

All brand accrual contracts with a period that includes the month entered in Prepare Month End will be are accrued.

All brand accrual contracts with a period that ends in the month entered will must be credited if a sales target has been is met and if the credit is not retained to a retention account or to an investment account.

After this process runs, a list of credit notes issued will print to the ARB printer routing entry – please ensure this entry is set to go to prints on a raw printerPrinter.Image Removed

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Canceling a Brand Accrual Credit:

From the Optifacts main menu:

Type Select Option 1 – Accounts Receivable and press enterEnter.

Type Select Option 2 – Monthly Routines and press enterEnter.

Type Select Option 12 – Month End Credits and press enterEnter.

Type Select Option 2 – Cancel a Brand Accrual Credit and press enterEnter.

• Type in the access code shown on the Credit Notes Issued report for the credit you do not want to issue.

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The program then confirms that the credit note was cancelled.

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AnchorContactContactgot canceled.

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End of Month Brand Accrual Manual Entry:

From the Optifacts main menu:

Select Option 1 – Accounts Receivable and press Enter.

Select Option 2 – Monthly Routines and press Enter.

Select Option 12 – Month End Credits and press Enter.

Select Option 3 – Brand Accrual Credit Manual Entry and press Enter.

This menu item lets you enter a new brand accrual contract at the end of the month and as if you want to calculate it immediately after entering. The prompts are the same as the Contract Entry in the Other Routines menu.

Reprint List of Credit Notes:

Select Option 1 – Accounts Receivable and press Enter.

Select Option 2 – Monthly Routines and press Enter.

Select Option 12 – Month End Credits and press Enter.

Select Option 4 – Reprint List of Credit Notes and press Enter.

The last generated List of Credit Notes Issued, reprints.

Printing Actual Credit Notes:

1. Select Option 1 – Accounts Receivable and press Enter.
2. Select Option 2 – Monthly Routines and press Enter.
3. Select Option 2 – Monthly Statements and press Enter.

• To print actual credit notes to send to the customer, go into the statements program, and select “C” for credits when prompted:

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• If prompted, enter “B” for Bonus Credits.

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The Brand Accrual Credits, end of month Campaign credits, and Investment credits print.

To view and download these instructions as a PDF file, click on the following document image.

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