Workaround: Giving Parts Price Discount to a Closed Invoice

Note that this is just a workaround and is not part of the standard UNITS procedure.

Users are advised to really understand the results and be able to make the necessary adjustments if required.

Should you want to give further parts price discount to an invoice which has been closed, the right procedure is to make sure that everyone (Service Advisor, Parts Dept & Customer) is happy with the pricing and charges prior to invoicing. However, if for some reason, there are parts being returned or changed, they should process a Credit Note against the returned part and re-invoice the correct one.

If you just want to offer a further price discount instead of a part change or return, the right procedure is to return the part (via Credit Note) and re-invoice with the correct price.

The reason for this is so that the transaction history of this part would reflect the actual prices this was being sold for. Furthermore, the right profitability would be calculated for the respective invoice and part item.

Should you choose not to go through the full Credit Note against the part approach, you can choose to raise a credit note against a ‘part item’ specially created to capture the discounts. This part is not a physical part but instead is a code created to capture the discount amounts. It will not affect any part quantity.

Before you start, you must decide the following:

• Which GL Account to charge the discount amount
• Part Number of the Discount Part Item

In the following example, I will charge the discount to “Parts Cost Of Sales GL”.

I will name the Part Item as “Discount”.

First create a Sundry Code which points to the Parts Cost of Sales GL.

Create the “Discount” Part Item in Stock Item Maintenance and set it as Non-Qty. Point it to the Sundry Code created above.

SAVE this part item.

The next time you want to offer price discount to a closed invoice, use the Parts Credit Note Program and specify this part number.

You will be able to trace all the discounts given in the Transaction Tab.

Each posting will Debit the Sundry Code GL and Credit the Debtor Control Account.

How to Quickly Change Orientation of an Excel Table

You may have a list of items going down a column.

For some reason you want to change the orientation to make it go across a row instead.

How can you do that?

It is quite easy actually.
Highlight all the items in the List and Right-Click Copy them.

Then go to any empty cell and Right-Click 'Paste Special...'
Note: Make sure that you allow for enough space for the row to go across. Otherwise your data may be overwritten.

Tick the Transpose Option.

VOILA! Your new list is ready.

Debtor Journal

There are times when you require to post a correcting journal against a debtor account. A common example would be to write off a small amount due to rounding difference or exchange rate difference. You might have a number of transaction lines against the debtor which can be considered 'settled'. Since you can't issue a receipt against it, the alternative way is to use Debtor Journal Program.

From the program, you can post balancing or correcting figures against the debtor and it will update both Debtor Subledger as well as the General Ledger. This ensures that your GL and Subledger remains in balance.