7 Apr 2022 | Windward Software
Sell-Through Allowances (STA)
Explore the functionality and set-up of Sell Through Allowances (STA) within Windward System Five. This feature allows rebates from manufacturers to sellers if a sale is made during a certain time period, incentivizing increased sales.
- Anabel, the presenter, has been with Windward Software for over five years and led the webinar on Sell Through Allowances (STA).
- STAs are rebates given by manufacturers to sellers if a sale is made during a certain time period to increase sales.
- The STA set-up can be accessed through the navigator menu path in the System five software.
- Anabel demonstrated a live demo of setting up STA on the software and explained various options such as enabling STA, allowing salespeople to include STA in invoice cost and margins, setting a default clearing account, setting a lookup word for STA billing invoices, and setting tax on seller rebate income.
- The software also offers options to automatically select STAs on invoices, force STAs to be selected on invoices, allow STAs on work orders, and allow expired STAs on invoices.
- Anabel showed how to create an STA for an item and how to add it to an invoice.
- Anabel also demonstrated how to bill an STA by creating an invoice.
- Different methods of accounting for STAs were discussed, including the options to reduce the cost of goods or post as income.
- Anabel answered a question about the date range on the STA screen, explaining that the range indicates when the STA is valid and that an option exists to allow expired STAs on invoices.
- Anabel clarified that the option to allow salespeople to include STAs in invoice cost and margins is optional and not necessary for the STA function to work.
- In response to a question, Anabel confirmed that STAs are typically provided by suppliers
0:36
Good afternoon everybody. Thank you for joining our Windward webinar today. My name is Jennifer and I'll be your moderator for today's presentation.
0:46
At the end of the presentation, we will be taking questions so you'll want to make sure you write the questions into the question box. Anything that we're not able to address during the webinar, we can answer offline afterwards.
0:59
You can e-mail your questions to support at winward software dot com And don't forget if you need to leave or you want to rewatch the presentation, it will be available on our website at WWW dot winward software dot com slash webinars.
1:18
Today, our present presenter is Anabel, she has been with one word software for over five years and we'll be discussing self her allowance, it's so, without further ado, let's get started.
1:32
Alright, thanks Jennifer, So, good afternoon, everyone says what Jennifer said. I'll be the speaker for today's webinar regarding sell through allowances. So, what are the things that we'll be discussing today? So that includes how to set up a sell through allowances and how to use the CA or to sell through allowance feature in System five.
2:00
So, first thing, first thing first is what ourselves or allowances ourselves or allowances are, rebates, the manufacturer gives to the seller? If a sale is made during a certain time period, in order to increase sales. So, to access the cells through allowance setup page, we will be following the navigator menu path which is setup wizard, inventory, selzer, allowances. So, once you actually click on that, you'll get this page right here, brand. You can see the different options. So, what we'll be doing now as it will go directly to the live demonstration and the same time, I'll be explaining the the different options. So, let's go and go to the live demo is. So, this is where we click on setup wizards. It's under setup tools setup wizard.
3:01
And then we will look for inventory.
3:04
So, under inventory, we'll scroll down and look for the cells through allowances. So, here to enable the cells or allowances is we need to take the there's a box right here enable a cell through allowances.
3:22
So the next option would be this box right here, allow salespeople to include cells or allowances and invoice cost and margins. So this option will instruct Assistant five to includes silt or allowances in invoice cost and margins, if you want the salespeople to see dinette Cromwell cost and margins when creating the invoice.
3:49
The next option right here that you need to set is a default clearing account for the .... So, this is actually an acid. So from my end, I have set it as 10, 22.
4:01
So this default clearing account.
4:05
So this is where the SAA follow you that will be posted.
4:10
And in conjunction with the cost of the goods sold, this will be offset with the volume removed from the inventory ledger account. So when the SDA billing is reform, DSC, DSA amounts which are accumulated in the FCA clearing account that you have set will be moved to the AR or AP ledger account to wait for the manufacturers payment based on the manufacturers billing method selected. So, before you enter the default clearing account, you just need to make sure that this ledger Artist Asset ledger has already been created under the general ledger.
4:56
The next is lookup award for SDA billing invoices. So, what I have set right here is C A. so, you can set any lookup word that you want. So, this lookup or so, you'll be entering a lookup board that will automatically be assigned to the SCA billing invoicing when created. So, this will allow you to run our aging reports filtered by this lookup board. So, for my case, it's SDA to isolate just SCA related outstanding billing invoices.
5:32
The next one is billing, invoice subtypes.
5:35
So, this is where you can select an invoice subtype from the drop-down choice lists. So, right now, I selected as a CA. So, with this option so this particular invoice subtype will be automatically attached to the SCA billing invoices. And, oh, well, I will allow you to create invoice report that will detail and profit analysis for all sales invoices with the SCA subtype. So you can filter it by the subtype that you have selected. When you run an invoice report but before you can actually select the subtype from here, you actually need to create the subtype first.
6:21
And that is mom.
6:24
The setup tools, parenting options, and voice setup subtypes. So from here I have created as a subtype under ESSA. Once you have created the subtype somewhere around here, they will then be showing from the drop-down list and under the billing invoice subtype.
6:49
So, the next would be taxed on selzer rebate income are only. So, this is where you can check. The the tax has to be applied on the SCA rebate billing invoice to the manufacturer.
7:04
So, whichever is the tax that you have that you wanted to set, so you'll you'll see all the toxicity of setup. And then you can select which tax applies to the cell to the STA rebate billing invoices.
7:22
All right, so next option is allow future SDA, so be viewed and put on estimates, or a work order for number of days is zero for not. So, this is where you can enter a value for the number of days into the future. The system will look for ... that have not yet started.
7:42
All right, so the next one option right here, which is currently checked, it's automatically select CAS on invoices, and only one CA is available. So that option will automatically detect and the selected the SDA unless there are more than one is CAs available on the same bar. So, this option is normally enabled. The next one is force CA to be selected on invoices. So, this option will force to select CAs and invoices.
8:14
So, when you add An item was cells for allowing said There will be a pop up, like, List saved or a lot of ... on the same part. So there will be a pop up window or, and it will ask you to select ESEA.
8:28
And this is also normally enabled and the other option is allow STA on a work orders. So, this when checked. So you can see seltzer allowances can be processed for work orders.
8:42
And as well as, if you wanted, the, this option right here allow, as CAA for work orders on work order date. So this option will instruct the system five to allow SDA to be applied to invoices, where to work order date falls within the SDA periods. So you can only check this option, once this option of Barbara here allow Associate on Work Orders has been checked.
9:11
So the other option is, allow expired CA on Envoys.
9:15
So, you can check if this option if, well, let's say, for example, the with the the CA SL within the date range, when it was a work order, However, it takes time for you to flip that the the work order to an accounts receivable, because it takes time to shift the the item as well.
9:36
Let's say you only flip the invoice or a work order to accounts receivable after six months. And on that date, the SCA already expired. So, since the SCA is within the date range, when it was still a work order, then that is that the system will allow this expired SDA on the invoice. So, allow expired STA on invoice when going to complete invoice wishes are invoice.
10:08
All right, so the other option right here is ... can be a scientist specific customers only. So, you have the option to assign specific or attach a specific associate customer.
10:20
So, if a customer is attached so that STA applies only to them.
10:26
So, if you wanted to do that option, you can check the box right here.
10:30
So, and the last one is manufacturer billing. So, if you wish to include retail price in the line description on the building, then you can check this option as well.
10:42
So, we will proceed with the default accounting method.
10:45
So, with answers to why we have to, how we do have to, um, default accounting method. So one is reduce costs of goods, which is commonly use and Canada, and the second option is post as Income, which is used in United States. So I'll just show you the difference either on, on the when we create a sale or select. First, the first option was just reduced cost of goods.
11:16
Goods. The there's the second one right here that we have is manufacturer billing method.
11:22
So, we do have we do have this five options, but they are all this AR and AP. They are shows divided into detail and then consolidated, so the the AR detail invoice. So that will actually show one line per sale of the ... product with sale invoice number on the ESA rebate or billing invoice to the manufacturer. So, under the description, it will show the item number or the part number, the invoice number, and then the customer.
11:59
So, as well as the e-bay detail credit credit.
12:03
So, it will also show the same, which is the the item number, the invoice number, and then the customer.
12:12
So, the R ND AP Consolidated, both though they will only shows a one line, where the total quantity on of all the SDA rebates on in the unwilling invoice, if it's the AR consolidated invoice to the manufacturer. And if it's the AP Consolidated bill, say just show one line, whether the total quantity of all the SCA rebates on bill to the manufacturer or supplier. So, there's a variable in here, like the last option. So this will allow you to choose either a, our invoices or AP credit bill to be used for the STA rebates, because the, the, the four ones, if you'll select our detail invoice and will only be allowed to bales through our detail by creating the AR invoice. If it's AP detail credit, you'll only be allowed to build through the AP bill.
13:21
And if it's AR Consolidated, it only allows you, it will show the great bill, but it's grayed out. So it will only allow you to build to a R. And the same with AP one variable that will allow you to select either one.
13:38
So let's start with our detail invoice for now.
13:42
So, we can closed it.
13:44
So, the next step would be to create the cells or allowances on the on the items are there are actually two options to do that. It's either from the, when you click on promotions and sell through Allowance, you click on Cell through Allowance buildings, so from here, you have the option to add the ....
14:08
So, you select the part.
14:10
So, let me just look for A part right here. So, let's say this one.
14:19
OK, so, from here, Bill two is required, So, since we have selected the option, which is the our AR, detailed credit.
14:30
So, you will be asked to find a customer, so, if that is the option that you'll be selecting, you need to create ace. Customer record of that suppliers have created a customer record of the suppliers I have here, C, A, L by N distributors, so that will be the bill to it. Also, when you create the cell through for your item, you need to specify the start and end date. So let's say it ends.
15:00
April 30, all right, so from here, you have the option to add a retail discount and a cost rebate, and the retail discount you also have three options.
15:13
You can either it's a retail discount, dollar value, it could be a percentage, or it could be a new price. The same with the cost rebate. It could be a dollar value. It could be a cost rebate percentage or a new costs entirely. So, let's say, for example, this item, we have 50%, these are not percent, but $50 retail discount. And we have a rebate of cost rebate of 100. So as you can see from here, is showed Credit ledger account. So, the option that you have selected under the accounting method is reduce the cost of goods.
15:57
So that's the reason why it showed, and here is the credit ledger account, is the cost of cost ledger of this item. So, if we will be selecting the post into income, what will be in here is the income ledger of this bar number. And as the other one right here, which is a Debit Ledger account, is the SCA clearing account, which is an asset account.
16:26
So from here, add on part. This is an optional, or in let's say, for example, you have a retail discount and you don't want the price to be automatically changed, and you just wanted another line that will show the discount. So this is where you can add the part, like, let's say for example, discount, it created like not an inventory part.
16:49
So click on this guy so then it will show right here.
16:53
It will add another line when you add the art to the invoice. So let's say we click on OK on that.
17:04
Let's say we are not, so if we click on View, that should be now created.
17:12
So we have the, I have others right here, so we have the ISDA.
17:22
So this is the one that you have created. So. Alright, so once we have created the assault or allow ones, we can then added to the Envoys. And as what I've said earlier, there's also another way of adding it. Aside from here, you also have the option to add this alternate allowance from the item Inventory.
17:42
So, you go to the item Anda.
17:48
There is an option, too.
17:53
Click on Cell three allowances. So from here, you can track all the cells through allowances of this part. And you also have the option to add.
18:01
So when you click on add, you'll be redirected to the same page show. All right. So let's say we add an invoice.
18:11
So as Harvard, a work order, let me just find a customer.
18:23
OK, and then we are the part, so OK, so they're actually, as you can see there is a prompt is what I've said earlier. The yule before is to select the the Psalter Allowance if there is only one Seltzer allowance for one part. It will automatically detect, and will automatically add that the sell their allowance on the invoice.
18:47
So from here, it showed, there's another one right here, with the ability.
18:54
So select this one, the one that you have created. So you click on OK. So as you can see, it adds another line, which is a discount.
19:06
And here. So, instead of changing your price, is add a discount, the Retail discount on another line.
19:17
Show, OK. So once you're ready to bill that SDA, you just need to go to promotions and sell through Allowance. Celtel allow us billing.
19:29
And you just need to click, and you could also, you have the option to filter it by the, the, the bill to, or the supplier.
19:40
So we have in here, the, like, let's say this is the one that you wanted to.
19:49
Girls.
19:50
So you will be, because you know, OK, on that.
19:55
So this is where you can build the, The sales You just need to click on, you can see the sales right here. This is a record. So you just need to click on create a, our invoice. So from here, you have the option to create, and you are invoice, and you also have the option to add to an existing AR invoice.
20:16
So, let's say, for example, you already have another invoice for to sell through billing before, and you just wanted them to be like consolidated on one invoice. So you can select Add to existing AR invoice for. Now. Let me just create a new one.
20:39
All right, So this is how it looks like.
20:41
So it will show you apart, the SDA, the port number, the invoice number, And there is a customer right here to say, we just can't see. But yeah, there's a customer there.
20:53
So it's the same with AP.
20:56
So if APS has been selected, what it will show in here is create AP Bill and then it will have the same option, or, like, when you bill it, it will have the same, um, information. So, it will show the apart, it will show the, the port number under the description, the invoice number, and the customer. So, let's try the consolidated one.
21:29
Because I think we're out of.
21:31
Um, OK.
21:33
So let's try the.
21:37
Consolidated.
21:45
Option. So, let me just go back.
21:49
So, let's say we wanted the AP Consolidated destroy AP, because we tried to armed forces, tried AP, and then go close to it again.
22:08
We need to create a new one in.
22:12
Because the Bill two will be supplier this time. So we need to create a new one for that.
22:19
So let's say this one, ..., so just have the date for today. So when you click on Build two, it'll ask you to look for our supplier.
22:29
So, you see our distributors and let's say, we don't have our retail discounting only have like a rebate of 100. So let me close this one. Let's create an invoice.
22:54
Need to. Now, let's add that part that You have added where they sell through allowance.
23:03
Select this serial number.
23:06
Click the no till, OK, all right.
23:12
Oh, there are sure.
23:16
Um, it will show you all the A, C, A So this is the third one, because this is on Bill two, Supplier, through a bill, so, all right. So starch.
23:37
OK and then once you're ready to bill it, so we will let's say we filter it by.
23:50
Let me just delete that.
23:52
And Charles, tell me, oh, OK, so we have this.
24:02
This is the one.
24:03
Let's take a look.
24:05
Let me just close at first.
24:07
And let's open it again, because we have selected a new option.
24:11
So, because we have selected the consolidated, so the only difference will be is that, it will show you, like, a billing option right here.
24:23
So like, let's say we select that. So we'll show you, create invoice. But it's grayed out because the option that you have selected is too, great, Bill. So we have the create bill, Alpine Distributors. So we will be doing the Alpine. So like, let's say, for example, there are a lot of ...
24:43
right here for all find distributors.
24:47
When you create, when you fill it, a great bill and I'll find distributors. So what it will do is it will show you like the the ledger for the CA. And then under the description, it only has the essay, and then the park and the quantity and price. It doesn't have any detailed information unlike the other one, they did detailed options. It was, it will show you the total quantity of the part, and then the amount. So, that's the consolidated.
25:20
And the variable, if you enable the variable, what will happen is it will show you create envoys. Great bill. It will allow you to do both so I can select Radio Oni, select Create Invoice. SCA, Samsung will be enabled and and bill as well. So, that's the, the variables. So, you can do either one of those options.
25:45
So, I also wanted to show you the, they've done that posting.
25:52
Like, because we have selected the, it will reduce the, the cost of the goods, right. So, you would take a look at the full saying, right now, I will show, is not posted because this is still a work order, but if once this has been flipped, to sell the same posting. So, as you can see, we have the CA clearing posting right here.
26:16
Wish this will be cleared when the CA has been bailed.
26:21
And you can also see that there is A See, a posting to or not CA right here is a description, but it was posting to the cost ledger. So there are like two costs ledger right here, so, there's one is the the rebate and then this one right here is the actual cost of the item.
26:43
And so, the, there's one right here, the rebate is on the, on the credit side, and then the, the actual costs on the debit side. So, when you take a look at the actual posting to the cost, instead of 350, it becomes 250.
27:02
So, if it is supposed to an income, what will happen on a posting is instead of a cost ledger, it will have in here the income ledger and it will be posting under the credit side. So, it will add to the income.
27:23
So, ah, um, let me see, do we still have time to show that?
27:38
You see here, OK, so let's just try one last time for that little, I just wanted to show you the lowest income. So, let's each here. Let's go back to the OCA.
27:52
And instead of reduce cost of goods will try a post us income.
28:01
Close that, so we need to create a new one.
28:07
So, let's select an item.
28:12
So, let's see. Let's try this. So, from here. We will be selecting a supplier because it's consolidated supplier show.
28:26
All right? And then from here so let's say there is a cost rebate of 100 since against the under the credit ledger account, it showed the income leisure instead of the cost ledger. So this is ESEA. Income amount mm So, let's close this.
28:47
Close that, let's create an invoice, I'll just show you the posting.
28:51
See What happens if it is boast So income?
29:05
Oh, E.
29:13
Right, So this one.
29:25
Solids didn't open it.
29:29
Just to show the the posting side, seats D All right.
29:38
So if you take a look at a posting, so this is supposed to income, so there are two posting to the income. So one is the actual income, which is 609, and the other one is, this is the cost rebates, so the cost repaid is posting to the income ledger.
30:01
All right. So I think that would end my discussion for today with regard to the South Korea allowance.
30:08
So, agenda, we still have time for another question and answer.
30:15
We're running close, but we got a couple questions here. So, if you If the viewers want to enter your questions, now, we can address them afterwards. We'll get in touch with you after the presentation. I know there are some here already that I think will be better addressed afterwards. I do have a question here from Sally. Oh, what just happened to my screen technical difficulties? What date range do you use on the STA screen? Does the date range need to include the date of the AR work order or the date of the AR invoice?
30:53
Not necessarily. Not necessarily, though, that it will include the ARD.
30:57
That's that's actually the purpose of the option that I have shown earlier, when you include expired, as TAs on, that is actually, when you flip, let me just show you that option.
31:12
So the, the date range is actually the date drainage, when the SDA is valid.
31:20
Like let me just go bar right here.
31:25
So through this, so this one allow expired STA on invoice. So this was actually added as an option.
31:36
For you guys to be able to allow expired ca's, or the expired SDA is when the work order was flipped to, like accounts receivable, because there are some instances that it takes a while before the item can be shipped. So it takes a while before the work. Order can be flipped to an accounts receivable is, so SDA might be expired. So with this option, even if the accounts receivable date is no longer within the SDA date range, then it will still accept it because the, the, when the invoice was still a work order, the.
32:22
is T A is within the date range still.
32:30
OK, and while you're still on that screen, Anabel, we had a question right in the beginning. Does the allow sales person need to be checked for this to work?
32:39
So, the second option there, ah, this one OK, This one though, is not necessarily like that you need to do. So, it's just, this is just like an option if you want like the salespeople too.
32:56
To include or to see that the cells or allowances will be showing like the ... that if they wanted to see the invoice costs in march and include a saucer allowance than he can check this.
33:09
But, is not, it's not the same as the other option or like like this one right here, that this is actually, needs to be enabled, so that, you need to be for us to select the STA.
33:20
So, this is like an optional option.
33:25
OK, great, thanks so much and I'll just get one more question and before we end up, this one's from Shelly. She wanted to, wanted to know, do you get the monthly STA from the supplier supplier directly?
33:38
Ah, what do you mean?
33:40
Like we are them are the our customers the people using?
33:46
System five Like what do you mean monthly? Like they're getting billed or?
33:56
Or What was it like?
34:01
Could you repeat the question, though, like?
34:05
It says Do you get the monthly STA from the supplier directly? So I'm assuming Yeah.
34:13
yeah mm, So they are asking if they will get that Yes, Yeah, you'll get the essay from your supplier, so they will be they already providing you with like, like let's say, for example, the date range when the SDA is valid, so they will be giving you guys those information like that cost rebate and all that stuff. So, there'll be coming from your supplier or your manufacturer?
34:38
OK, great. That is all the time we have for questions. So, if you guys still have some questions please e-mail us support at windward software dot com And we can definitely get those answered for you and there are some here in the list that I'll have anabel reach out to you and help you guys with. Our next webinar is on April 21st and we'll be discussing PCI compliance which is super important. So you don't want to miss that one, it's going to be really great. And if you want to rewatch this presentation, it will be available shortly on our website when word software dot com slash webinars. So thank you for joining us. And thank you Anna Belle for this presentation. I know there's a lot to go through. We're so grateful for you. So, thank you so much. And everyone, have a great afternoon.
35:27
All right. Good, Good, bye, everyone.
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