Table of Contents (on this page)
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 define periods longer than one month and the ability to credit another account.
Procedure:
To correctly accrue and credit, the following will need to be set up:
Custom Configurations
From the Optifacts main menu:
Type 3 – Editor Utilities and press enter.
Type 6 – Configuration Editor and press enter.
Type 6 – Edit Custom Configuration and press enter.
The Custom Configuration Editor displays.
- Press Q to Query.
- Ensure that the tables below exist.
If the tables do not exist.
- Type A to add a new record.
- Enter all the information as per the example (s) below.
- Press Escape to save the data.
- Type 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.
(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 have tax calculated.
Brand Group Configuration
To define what manufacturers are included or excluded for each Brand. Only lens manufacturers will be included at this time.
From the Optifacts main menu:
Type 1 – Accounts Receivable and press enter.
Type 3 – Other Routines and press enter.
Type 13 – Accruals/Investments and press enter.
Type 1 – Brand Group Editor and press enter.
Add the applicable entry or entries:
Note: The term “COMBINED” is reserved and cannot be used as a Brand group name.
- In the Brand prompt, enter what you would like to call the brand “Internally”.
- In the Brand to Print prompt, enter what brand you would like to call the brand “Externally”.
- Enter “I” if you want to include this manufacturer code in the brand or “E” to exclude this manufacturer code in the brand.
- Enter the manufacturer code we will match to include in or exclude from the brand.
Accrual Type Configuration
To define what accrual types are used in entering a brand accrual contract and reporting.
From the Optifacts main menu:
Type 1 – Accounts Receivable and press enter.
Type 3 – Other Routines and press enter.
Type 13 – Accruals/Investments and press enter.
Type 2 – Accrual Type Editor and press enter.
Add the applicable entry or entries:
Note: The terms GROUP, SGROUP and BGROUP are reserved and cannot be used as Accrual Type names.
Adding a Brand Accrual Contract
From the Optifacts main menu:
Type 1 – Accounts Receivable and press enter.
Type 3 – Other Routines and press enter.
Type 13 – Accruals/Investments and press enter.
Type 4 – Add Brand Accrual Contracts and press enter.
Brand Group:
- Type the internal Brand name for the contract (or “COMBINED” to allow more than one).
Example: COMBINED
- If “COMBINED” was entered, the system will ask 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 which account will be credited. You may enter “ALL” to indicate that each will be credited.
- If you entered GROUP, the system will ask 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 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 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 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).
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. You may enter “ALL” to indicate that each will be credited.
- Enter the account to credit.
- If you entered BGROUP, CGROUP, or SGROUP, the program will prompt 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 issued.
(M- Monthly, Q- Quarterly, S- Semi-annually, Y- Yearly)
- Enter the base of accruals
- Gross will use 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 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).
- If Gross is entered as the base, the program will ask what the base should be for the calculated credit, either Gross or Net.
Note: The credit base will not include any items marked as “Net” or non-discountable items in its calculation
- If only one account will be credited, the program will ask if there is any retention. Retention will be a fixed amount at 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 “Y” for yes, the program will prompt for the amount to retain and the account to credit the retention to.
- Verify the entries before continuing.
- Enter the Target Sales limits and the award credit percentages for the contract.
- Verify the entries to save the contract.
- The unique Contract ID created will display.
Editing or Cancelling a Brand Accrual Contract:
From the Optifacts main menu:
Type 1 – Accounts Receivable and press enter.
Type 3 – Other Routines and press enter.
Type 13 – Accruals/Investments and press enter.
Type 5 – Edit/Cancel Brand Accrual Contracts and press enter.
Look up a contract based on what you know about the contract in order to edit or cancel it.
- Type ‘E’ or ‘C’ to indicate if you want to edit or 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 for matches and let you pick the one you wish to edit or cancel.
If editing the contract:
- Update the Sales Limits and the Percentage Rates.
If only one account will be credit for the contract the program will ask if you wish to change any future retention for the contract (periods already complete cannot be changed).
Update the retention account and retention amounts.
- Change the retention amount to 0.0 if no retention.
Verify that this is the correct contract.
- Y to confirm.
- N to return to the form.
If you are cancelling a contract:
- The program prompts to confirm that you wish to cancel the contract.
A confirmation message is displayed.
Calculating and Generating Brand Accrual Credit:
From the Optifacts main menu:
Type 1 – Accounts Receivable and press enter.
Type 2 – Monthly Routines and press enter.
Type 12 – Month End Credits and press enter.
Type 1 – Calculate Brand Accrual and Investments and press enter.
Note: Prepare Month End must be completed before running this process – ensure that all jobs and credits for the month have already been entered before running this process.
All brand accrual contracts with a period that includes the month entered in Prepare Month End will be accrued.
All brand accrual contracts with a period that ends in the month entered will be credited if a sales target has been 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 a raw printer.
Cancelling a Brand Accrual Credit:
From the Optifacts main menu:
Type 1 – Accounts Receivable and press enter.
Type 2 – Monthly Routines and press enter.
Type 12 – Month End Credits and press enter.
Type 2 – Cancel a Brand Accrual Credit and press enter.
- Type in the access code shown on the Credit Notes Issued report for the credit you do not want to issue.
The program then confirms that the credit note was cancelled.
End of Month Brand Accrual Manual Entry:
From the Optifacts main menu:
Type 1 – Accounts Receivable and press enter.
Type 2 – Monthly Routines and press enter.
Type 12 – Month End Credits and press enter.
Type 3 – Brand Accrual Credit Manual Entry and press enter.
This menu item will let 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:
Type 1 – Accounts Receivable and press enter.
Type 2 – Monthly Routines and press enter.
Type 12 – Month End Credits and press enter.
Type 4 – Reprint List of Credit Notes and press enter.
This will reprint the last generated List of Credit Notes Issued.
Printing Actual Credit Notes:
- Type 1 – Accounts Receivable and press enter.
- Type 2 – Monthly Routines and press enter.
- Type 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:
- If prompted, enter “B” for Bonus Credits.
The Brand Accrual Credits, end of month Campaign credits, and Investment credits will print.
