Sales return allowance process of the hottest ERP

2022-09-22
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ERP practice: business process review sales return discount process

when our products are used as important materials for ocean fishing vessels to quality problems, how should we deal with them? Generally speaking, there are two ways to deal with it. First, if the quality problem is not serious, negotiate with the customer, you can not return the goods, but only give a certain discount on the payment; Second, if the problem is serious, the customer can only return the goods and decide whether to rework or abandon the sales order according to the actual situation. Today, I'm going to talk about the loan discount process

in fact, loan discounts are used in many occasions, such as:

1. When quality problems occur, first, negotiate with customers and make discounts directly on accounts receivable

2. When there are quality defects, sometimes it may be just some appearance quality defects, such as the wrong trademark, etc. In case of such defects, the customer may be required to arrange personnel to rework. But our enterprise has to pay a certain rework cost. In this case, it can also be handled through the loan allowance operation

3. Sometimes, due to some special needs, you can adjust the accounts receivable through the loan allowance operation

in a word, there are still many processes used in enterprises. However, before the use of ERP, some enterprises may have loose management of the loan discount operation, which leads to a little inability to manage the loan discount operation with the system. Next, I will talk about the points for attention in the operation of loan discount in ERP system based on the case of one of my customers

the following figure shows a customer's payment discount process

step 1: the salesperson reviews the customer's request for payment allowance

when a customer encounters a quality problem, he will negotiate with the salesperson of the enterprise on the handling method to see whether it is a loan discount or a return. Because the customers of the enterprise feel that the delivery time is relatively urgent, if they return it for rework, they may miss the delivery date. Moreover, this batch of products is only a trademark problem, and the customer enterprise can rework it by itself. However, a certain rework fee must be charged to the enterprise. Later, the enterprise customer calculated that the total price of the product was 1million, and the rework cost was expected to be 10000. The customer of the enterprise submitted an application for a discount of 10000 yuan to the enterprise

when the enterprise receives the loan allowance of 10000 yuan, it should review the application. If the enterprise agrees, it will review the discount application in the system and notify the finance and customers

best application:

1. When creating a discount application, it can be associated with or not associated with a sales order. Whether to associate is mainly determined by the management requirements of the enterprise. If the enterprise has strict requirements for the management of accounts receivable, it is best to associate the discount application with the sales order for the convenience of future audit. In this case, if the accounts receivable are written off later (if the accounts receivable has not been paid), the accounts receivable corresponding to the sales order will be directly written off without the user manually selecting which accounts receivable to write off. If the integrated integrated circuit industry chain is not related, the finance department will have more flexibility in operation, and can write off with any accounts receivable as long as the accounts receivable have not been paid. However, it is obvious that doing so will be troublesome for future queries and audits. Moreover, after each write off operation, the finance department also needs to specially emphasize to the salesperson which accounts receivable have been written off. It's relatively troublesome to deal with. Therefore, when implementing the system, I still suggest that users should associate with specific sales orders, or even line items in sales orders. Whether to associate or not can be forcibly controlled through system document settings. The levels of control include disassociation, association warning, mandatory Association, etc. users can configure them according to their own needs

2. When the discount application is established, it will judge whether a specific sales order cycle is closed. Generally speaking, the sales cycle should go through the following links: Sales Order - Sales shipment - sales settlement - sales payment. If a sales order is shipped or accounts receivable are generated, the sales cycle of the sales order has not been closed. Only when the payment corresponding to the sales order has been paid, the system will consider that the sales order cycle has ended. When an enterprise user issues a loan allowance in the system and associates an order, the system will judge whether the payment for the associated sales order (or even a specific line item) has been paid. If it has been paid, the system will remind the user when the document is approved that the sales order has been paid. When reversing the accounts receivable, it cannot correspond to the accounts receivable associated with the sales order

step 2: the finance department should make allowance

if the salesman agrees with the customer's application for payment discount after a certain review procedure, he should tell the customer and the finance department the combination of processing. Enterprise customers will process accounts receivable according to this; The financial department of the enterprise will carry out relevant allowance operations based on this

1. After receiving the payment allowance notice from the sales department, the financial department will first make relevant vouchers in the system. There are also two ways to make vouchers. First, the voucher is issued manually. In this case, the voucher has no front-end document and cannot be associated with the sales order and the payment discount notice; When the voucher is approved, the status of the payment allowance notice will not be updated. The second is to convert the allowance voucher from the payment allowance notice. In the system, running this job can automatically generate allowance vouchers according to the payment allowance notice. Users can convert multiple payment discount documents at one time according to their needs. The system will generate different allowance vouchers according to different customers and associated sales orders. This obviously greatly improves the work efficiency of financial users, and the accuracy of documents will be much higher. During the conversion process, you should pay attention to one option - consolidated allowance option. Don't use this option casually. His design is for those who do not need sales orders, payment discount notices, discount vouchers one-to-one correspondence, you can use this function. After selecting this option, the system will combine the discount notices of the same customer, even if they are associated with different sales orders, into a discount voucher when converting. In this case, the test method for film friction coefficient is mainly based on GB 10006. When offsetting accounts receivable, it cannot correspond to specific sales orders

2. After the financial department makes the allowance voucher, it is reviewed by relevant personnel. After the audit, you need to make a judgment on how to write off accounts receivable. As we mentioned above, there are two ways to write off accounts receivable. First, write off specific accounts receivable. In other words, if there is a sales order or shipping order associated with the allowance notice or allowance voucher, the system will reverse the corresponding accounts receivable according to these information. Of course, the accounts receivable has not been collected in the previous period. If the collection status of the account receivable is collected, the system will prompt the user that the account receivable has been closed and cannot be reversed. In this case, the financial personnel can only adopt the second method of write off. Second, the financial department randomly selects an account receivable for write off. This method can be used to offset when a specific account receivable has been received, or the enterprise does not have strong control over the loan allowance. However, for the convenience of future queries, even if this reversal method is adopted, I still think it is best for users to note it in the remarks when reversing. When I implement a project, I usually recommend that you reverse it in the first way. In this way, the document will be highly correlated

best application:

1. The delivery of documents, such as the payment discount notice, will obviously be troublesome if it is delivered manually. Can we automatically send the notice to customers and financial personnel when the notice of payment allowance is reviewed? In fact, this is feasible. The ERP system I use now has an integrated interface with the mail system. Only this interface is needed to integrate with the internal mailbox server of the enterprise. When the loan book is approved, the system will automatically send the loan book to the finance department and the customer according to the relevant settings, which will facilitate the work of relevant personnel. However, it should also be noted that there may be differences in the format and content of the payment discount notice we send to customers and internal users of the enterprise, such as finance. Enterprises should first define the format according to the actual situation, so as to avoid making a fool of themselves. To be on the safe side, it is best to test this function before using it to ensure the accuracy of the setting. If the software you use now does not have this function, in fact, it is easy to realize this function as long as you use the trigger of the database

2. Source of loan allowance. We can not only generate the payment allowance document according to the sales order, but also generate the payment allowance document according to the shipping order. Enterprise users can choose the specific source of the loan allowance according to their own needs. There is no essential difference between the process and operation of the two, and they both change soup without changing medicine. It mainly considers the user's own operating habits

3. Emphasize the relevance between documents. In ERP system, all kinds of documents are highly correlated, and the subsequent documents often update the status of the source documents. For example, in the operation of generating a discount voucher from the loan discount book, the system will automatically update the number of the discount voucher on the loan discount book. In this case, the discount voucher can be associated and queried on the loan discount book; At the same time, after the discount voucher is approved, the operation status of the discount voucher will be displayed on the payment discount notice, and the discount notice will be automatically closed, indicating that the discount notice has generated a voucher, and the voucher has been approved. In this case, it is very convenient for users to query and convert. During the conversion, the converted discount notice will not be displayed, and there will be no repeated conversion. Therefore, during the implementation of the project, I have repeatedly emphasized that documents should be related to each other, and try to use the conversion function of the system instead of manually issuing documents

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