Furniture Order Entry

There may be times when you sell items to a customer, while billing a third party for the account. For example, you can use this feature when you sell items to a customer, but a third party, such as a leasing company, receives the bill for the order. You can also use this feature when the items are sold directly to the customer by the manufacturer and you are hired to install the furniture at the customer’s site. In this case, you would receive a set fee for the job. In addition, if you do business with the Government Services and Administration (GSA), you can use this feature to easily keep track of your furniture orders even though you are not handling the billing process.

Note: If you do business with GSA, unlike placing a regular furniture order, when you build the P/O, you use it for your own reference. There is no need to transmit the P/O to the manufacturer because the customer notifies the manufacturer what needs to be ordered. However, it is wise to build the P/O so you have a copy of the Receiving Report.

Since you’re billing the third party for this order, you must create a record for the customer in the Customer window. For example, if you’re creating an order for ABC Company, but the manufacturer being billed is HON, you must create a customer record for HON. Using another example, if you’re billing a leasing company, you must create a record for the leasing company. This way, the system can bill the correct customer for the order and can properly update accounts receivable when the order is invoiced.

  1. Double-click graphics\ORDER_ENTRY16.gif. The Order Entry window opens, displaying the Global tab.

  2. If the Order Style list box does not default to Furniture, click the down arrow and click Furniture.

  3. If the Action Code list box does not default to order, click the down arrow in the Action Code list box and click Order.

  4. Select the customer for this order. If you need instructions, see Selecting Customers in Furniture.

  5. Continue placing the order in the usual manner by placing items on the order, specifying the order quantity, and so on, up until you click the Order Totals tab. If you need instructions, see Placing Furniture Orders.

  6. In the Order Totals tab, click graphics\THIRDPARTYBILLING16.gif or type Ctrl + Y. The Third Party Billing dialog box opens and the cursor moves to the name box.

  7. Retrieve the customer who receives the bill for this order, the leasing company account or GSA, for example. You can retrieve the customer by name, account number, account number and department, or phone number. If you can’t remember the customer’s information, you can also use the Customer Query dialog box.

  8. After you retrieve the customer, the lower portion of this dialog box displays the options available for third party billing. Click each box and enter the appropriate information for this third party billing order. For information concerning each box, see In the Furniture Third Party Billing Dialog Box.

Note: If you are receiving a set amount for a specific job, such as installing furniture items at a customer’s site, enter the amount you receive in the Create New Line Item with this Price option and set the other boxes to zero. Similarly, if you are billing a leasing company for the amount, set the sell price, cost, and so forth, but be sure to retrieve the customer who receives the bill.

  1. When you finish entering the third party billing information, click OK.

  2. The cursor returns to the Order Totals tab. Click the Build P/O option to build the P/O when the order is complete.

  3. When you’re ready to end the order, click Accept Order.

Note: If you marked the Exclude Items From Repricing check box, the Exclude Items From Third Party Billing Repricing dialog box opens so you can individually mark the items that should not be repriced. When finished, click Update. For more details, see In the Furniture Exclude Items From Third Party Billing Repricing Dialog Box.

  1. Since the last item placed on this order was the fee which you receive, the Uncataloged Item Information dialog box opens. Use this dialog box to enter the item number, the name or abbreviation of the manufacturer, a description, the general ledger department the fee is assigned to, a selling unit of measure, the list price, and the cost. For example, if this is a GSA order, you could enter FEES as the item number, GSA FEES as the description, and the department where the fees are posted to in the GL Dept box.

  2. When you finish, click OK.

  3. The Purchase Order Information dialog box opens. Since the last item placed on the order was for fees, retrieve the vendor by entering the vendor’s account number or name. Complete the purchase order in the usual manner. If you need instructions, see Automatically Building the Furniture Purchase Order.