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Integrating SOP vs Transferring

  • 1.  Integrating SOP vs Transferring

    TOP CONTRIBUTOR
    Posted 20 days ago

    When I transfer orders to invoices, I get four lines of distribution:

    Receivables - Debit
    Sales - Credit
    Costs of Goods - Debit
    Inventory - Credit

    I understand how this works.  It is really a 'slick' process.  

    From an external database, I have invoices that I need to bill through GP2015 (existing customers).  In my application, I have I generated the invoices, the line item of the invoices and the distribution.  I ran through it on Friday.  One part did not work as I thought.  I tweaked it and the integration went with no errors.  Thanks to assistance I got on another thread.

    In the distribution I need to pass the four items noted above, as well as an additional pair.  I need to pass the Costs of the Invoice as if I was transferring an order.  COGS was not allowed as a type in the distribution.  Is this because there was no costs amounts in the ITEM import.  

    If I pass UNIT COST to the line item, will I be able to use the COGS type.  I used MISC pass information to Cost of Goods Sold, Inventory, and Payables.  As such, the related costs did not show in a report that the VP ran for the revenue that was integrated.  

    I hope this makes sense.  



    ------------------------------
    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
    ------------------------------


  • 2.  RE: Integrating SOP vs Transferring

    TOP CONTRIBUTOR
    Posted 19 days ago

    I have been playing in our test company with this.  I do not know if it is possible, but what I think I need is a Part to bill:

    1)  Quantity is ONE
    2)  Unit Price is variable per customer's invoice
    3)  Unit Cost is variable per customer's invoice.

    I can create the item to accept a variable Unit Price.  But I cannot add a cost.  I have tried creating a Part that was Inventory, Service, and Flat Fee.  For my initial run of this, I had 83 items.  

    I am testing by hand-entering... but the final tasks will be uploaded via Integration Manager.  



    ------------------------------
    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
    ------------------------------



  • 3.  RE: Integrating SOP vs Transferring

    SILVER CONTRIBUTOR
    Posted 18 days ago
    Thomas,
    You cannot override the unit cost of an inventory item on a Sales Invoice.  GP will pull the cost based on the valuation method established on the item master when the Invoice is posted to credit inventory and debit CofGS.  If you want to force a specific unit cost you will need to use a non inventory item.

    ------------------------------
    Andrew Kennedy
    Principal Consultant
    Velosio
    Seven Hills OH
    ------------------------------



  • 4.  RE: Integrating SOP vs Transferring

    TOP CONTRIBUTOR
    Posted 18 days ago

    Thank you for responding.  I have tried to create an ITEM NUMBER that was of these ItemTypes:

    Sales Inventory
    Misc
    Services
    Flat Fee

    I was not able to put a cost in for any of these.  I can hit the cost of good sold account in the distribution but using the MISC type to code to it.  But then when reports are run on sales, there is ZERO costs associated with the sale.  That is what I am trying to accomplish.



    ------------------------------
    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
    ------------------------------



  • 5.  RE: Integrating SOP vs Transferring

    SILVER CONTRIBUTOR
    Posted 18 days ago
    Thomas,
    That is standard GP functionality.  If you have an inventory item card, regardless of the type, you cannot assign the unit cost during entry. It needs to enforce this to keep the inventory subledger and the GL accounts in sync.  If you want to assign the SOP line cost you would have to use a non inventory item and description.  Meaning that the item number does not exist in the inventory module.
    The other exception to this is for Drop Ships where the cost comes from the PO.  So I guess you could mark as drop ship and update the costs, knowing the quantities won't come from inventory.
    I'm not sure what tool you are using for the import, but there is a flag to identify that the line item is non inventory.
    Also note that the MISC distribution type is linked to the Miscellaneous amount field on the footer of the invoice.  So these would have to match or you will get distribution errors.


    ------------------------------
    Andrew Kennedy
    Principal Consultant
    Velosio
    Seven Hills OH
    ------------------------------



  • 6.  RE: Integrating SOP vs Transferring

    TOP CONTRIBUTOR
    Posted 18 days ago

    I am wanting to invoice customers for a service that has a related cost of goods.  I am using Integration Manager to upload the information to GP2015r2.  I have a little program that tracks the information.  With it, I can write the needed text files for Integration Manager to upload.  

    Each customer will have a charge for a variable amount and the cost is likewise variable.  When the "higher ups" run the reports, I need the sales that I upload to have the related costs so that the margins will not be skewed.  

    Is there a way to set up the "part number" that I can pass the sale value and the cost value into the transaction.  What I did worked great from the customer perspective.  But failed from the back of house perspective.  The report was sent to Excel, so the missing costs could be added manually.  That worked for one time, not on-going.  

    My eyes are crossing from staring at the screen.  Thankfully it is a long weekend.  I will not have to attack this until Tuesday.  

    Andrew, I truly to appreciate your assistance.  I better understand how Great Plains works.  It is just that I have a billing scenario that is not fitting (at the moment).  

    AND THEN,

    After I have this mastered, I get to learn how to implement Contract Administration so I can get rid of the external program I use that I upload to bill customers.  Oy Vey



    ------------------------------
    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
    ------------------------------



  • 7.  RE: Integrating SOP vs Transferring

    SILVER CONTRIBUTOR
    Posted 13 days ago
    Thomas,
    To my knowledge there is no way, out of the box, to set up an inventory item and force the unit cost on the sales order.  I have seen some customizations that use a SQL trigger to set the line to Non-Inventory flag to yes to allow the setting of the unit cost.  There also may be some 3rd parties, or other options within GP such as analytical account, or Project accounting to get there.
    If you want to do this with straight SOP I would suggest you import the line item as a non inventory item.  This will allow you to assign the cost.
    Thanks,

    ------------------------------
    Andrew Kennedy
    Principal Consultant
    Velosio
    Seven Hills OH
    ------------------------------



  • 8.  RE: Integrating SOP vs Transferring

    TOP CONTRIBUTOR
    Posted 12 days ago
    That makes TOTAL sense.  How do I make a NON-INVENTORY Item?  I guess that is my issue.

    ------------------------------
    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
    ------------------------------



  • 9.  RE: Integrating SOP vs Transferring

    SILVER CONTRIBUTOR
    Posted 12 days ago

    Thomas,

    You don't really make a non-inventory item.  It doesn't exist in the item master card.  You just import the item number and description into the SOP line.

    Make sure your SOP setup is set to allow non-inventory.  You can try it manually first.  Go into SOP entry and create an invoice and type gibberish for the item number.  You'll notice it now lets you enter the unit cost.

     

    Andy Kennedy

    Velosio

    O: 440.717.3235

     

     






  • 10.  RE: Integrating SOP vs Transferring

    Posted 12 days ago
    You cannot make a non-inventory item, you just use it.  In other words, you just manually type (or integrate) and item number and item description.  There will be no default settings associated with this item so you would have to fill out all the necessary fields on the line.

    ------------------------------
    Stefanie Christiana
    Glidewell Laboratories
    Irvine CA
    ------------------------------



  • 11.  RE: Integrating SOP vs Transferring

    TOP CONTRIBUTOR
    Posted 12 days ago

    Thank you both for responding.  I went to our test company, and I typed in a gibberish part number.  When I tabbed to the next field it asked me if I wanted to save it.  I responded No.  It would not let me advance further.  So I said Yes, and it took me to the Item set up card.  

    I am going to try an upload in the test company to see how it works, or bombs.  I have an extension of one week to try to work out a solution.  



    ------------------------------
    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
    ------------------------------



  • 12.  RE: Integrating SOP vs Transferring

    SILVER CONTRIBUTOR
    Posted 12 days ago

    Thomas,

    Go into your SOP setup Options and make sure it is checked to allow non-inventory items.  Tools >> Setup >> Sales >> Sales Order Processing >> Options.

     

    Andy Kennedy

    Velosio

    O: 440.717.3235

     

     






  • 13.  RE: Integrating SOP vs Transferring

    TOP CONTRIBUTOR
    Posted 11 days ago
    I checked the option.  Tomorrow I will try a test import to see what it does.  After being off for extended days on the 4th I need to get caught up before I can 'play'. Andy, I appreciate you patient assistance.​​

    ------------------------------
    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
    ------------------------------



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