Serialized Order Entry

You can sell an item and/or a contract to a customer while billing a third party for the account. You do this using the Third Party Billing feature in graphical Serialized Order Entry. You would use this option any time you are billing someone other than the customer. When you use this feature, all accounts receivable history is posted to the leasing company in the A/R History window. However, all sales history is posted to the customer’s account and displays in the O/E History window. The system also automatically enters the billing information in the Machine Detail window. The system sets the Do Billings To Leasing Acct # box in the Machine Detail Other tab to Y, and enters the leasing company’s account number in the Leasing Acct # and corresponding Dept boxes. However, the system assigns ownership of the machine to the customer. When you bill contracts and/or meters for this machine, the billings go to the leasing company instead of the customer who's using the machine.

Note: Since you’re billing a leasing company, you must create a record for the leasing company in the Customer window. This way, the system can bill the correct customer for the order and can properly update accounts receivable when the order is invoiced. For instructions, see Adding a Customer.

  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 Serialized.

  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 Serialized.

  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.

  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. 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 Serialized Third Party Billing Dialog Box.

Note: 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. The Repricing Third Party billing message displays.

  2. The cursor returns to the Order Totals tab. When you’re ready to end the order, click Accept Order.

  3. 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.

  4. When you finish, click OK.