Understanding Responsibility Centers and Salespersons in Order Entry
When you use responsibility centers and do not change the salesperson for the order, the system sets the default responsibility center based on the item's inventory department and the customer's C-SUPP customer data file. The default responsibility center salesperson is based on the item's inventory department. The system checks the parameter settings as well as the customer's C-SUPP file to determine the default salesperson that displays in the Item Settings dialog box Salesperson and Secondary Salesperson boxes.
Set your G/L Departments in the Parameter Editor window.
Set your Responsibility Centers in the Parameter Editor Responsibility Centers dialog box.
Set up your salespersons in the Salesperson window.
Assign your salespersons to your customers in the Salesperson 1 and Salesperson 2 boxes in the Customer Master tab.
How the system determines the responsibility center number in Order Entry:
When you retrieve the customer, the system displays the default salesperson you specified from the Customer Master tab in the Salesperson box in the Global tab.
When you retrieve the item in the Item Detail tab, the system determines the responsibility center for the item according to the following:
The department specified in the I-PRICE file is checked first. If none is found, the department set in the I-MASTER file is checked.
Next the inventory department is compared to the department set in the G/L Departments window (the PAR-IDEPT file).
The type code is then set and compared to the responsibility center number set in the Parameter Editor window.
After the comparison is made, the responsibility center number is set for the item. The final responsibility center that is written to the line's P-LINE data file for the order may be set to the selected salesperson's responsibility center, assigned to the salesperson in the S-MASTER file.
How the system determines the salesperson number in order entry:
The responsibility center number sequence is checked in the Responsibility Center dialog box in the Parameter Editor window.
The C-SUPP file is checked from the Customer Responsibility Center dialog box. When the same sequence number is found, the salesperson number is set. For example, if the system determines that the fifth Responsibility Center matches the inventory type, the fifth salesperson entry in the customer's C-SUPP data file is checked for a salesperson number. If one exist, the line's salesperson is reset to that salesperson number.
How the system determines which C-SUPP salesperson is assigned to the line item:
The inventory type is retrieved from the G/L Departments Parameter window by comparing the line item's inventory department to entries in the G/L Departments parameters.
The system then views the responsibility center parameters and checks each of the possible 10 responsibility center's to find the first one, if any, that is set up as valid for the retrieved inventory type. It does this by comparing the selected inventory type to the responsibility center's From/To Type range, and the additional 5 Type boxes.
The system then views the customer's C-SUPP data file in the same slot/sequence as the found responsibility center. If a valid salesperson number exists in that slot/sequence, this salesperson is assigned to the line item. In addition, if the salesperson has a responsibility center defined in the S-MASTER salesperson file, the order entry line's responsibility center is reset to the salesperson's responsibility center.
The system views the same slot/sequence in the C-SUPP data file for a secondary salesperson. If one is found, that secondary salesperson is assigned to the line item. The system does not check the S-MASTER responsibility center for secondary salespersons.
How the salesperson number is set up with responsibility center numbers to determine the final responsibility center:
The system checks the S-MASTER file to determine if the salesperson number is set with the responsibility center number. The new responsibility center number is set for general ledger posting (for example, general ledger number 01-xxxx-101000-0001 where xxxx stands for the responsibility center number set in the P-MASTER file). In addition, the line's responsibility center is set to the retrieved salesperson's which is written to the line item's P-LINE data file.
How the salesperson is determined if the salesperson number is manually changed:
You can manually change the salesperson for the order according to the following:
You can change the salesperson in the Salesperson box in the Global tab. The salesperson you specify is used for the entire order. When using this method, the salesperson is not set for each line item based on the item's inventory department and salesperson entry in the C-SUPP customer data file.
You can set the salesperson in the Item Settings dialog box. This salesperson is used for the current line item. The salesperson is not set for the line based on the item's inventory department and salesperson entry in the C-SUPP customer data file.
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