sage erp x3 - nexusag · sage erp x3 commission agent procedures manual provided to: nexusag (pty)...

SAGE ERP X3

Commission Agent Procedures Manual

Provided to:

NEXUSAG (Pty) Ltd

Prepared by:

Henry Wolmarans

NEXUSAG (Pty) Ltd Commission Agent Procedures Manual Page | 2 __________________________________________________________________________________

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Index

Logging into X3 3

Shortcuts 3

Commission Agent Workbench 4

Searching for prices 5

Price change history / Future prices 6

Filtering on prices 7

Stock by site 9

Stock by product 11

Placing a Purchase orders 12

Printing Purchase Orders 15

Receiving stock 16

Sales Delivery 18

Printing Delivery notes 20

Invoicing Deliveries 21

Printing Sales Invoices 22

Customer returns 23

Issuing Credit notes 26

Customer Statements 28

Making stock available for re-warehousing – Own site 29

Making stock available for re-warehousing – Nexus Warehouse 31

Creating Forecasts 33

Forecast by product inquiry 35

Exporting to excel 37


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Logging into X3

1) Double click the Nexus X3 icon to go to the X3 web site

2) Enter your User Code and Password

3) Select the green check mark to enter the site

Menu Shortcuts

F4 – Show Right-click menu for selected field

F5 – Refresh / Clear filters

F6 – Screen name and Table name

F9 – Tunnel into selection for selected field

F12 – Quick Select


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Commision Agent Workbench


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Searching for prices

1) Select Purchasing -> Price list -> Global pricelist Enquiry option to see products and prices.

2) The following screen will appear showing price lists and pricing information.

3) Select and right-click theprice list name field. (Or press F12)

4) Select the Select option

5) A List of all price list linked to your site will presented


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6) Double click on the required price and the select the button to view all items.

Price change history and effective from dates.

1) Select a product, then right click on the line. Choose Future Global price history.


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Filtering the price list screen

1) Select the option to filter by in the criteris window by clicking in the applicable field.

2) Press the (F12) key, or right click and choose the Select option

3) A window with all available options will appear for the applicable field.

4) To search for a specific item. Right click in the heading of applicable field and type the item

name and press enter. (* is wildcard character)


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5) All items falling in the required range will be presented

6) To view all items again, Right click in the heading again and clear the search field.

7) Item selected in the Product you wish to filter on.

8) Select the button to filter the grid to selected criteria.

(Note. To view all items again, clear the criteria Fields and select SEARCH)


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Stock by site (One Item searched on multiple sites)

1) Select Stock – Inquiries – Stock by site report

2) Enter or select (F12) the product required into the product field

3) Select the SEARCH button.

4) To view availablitiy of the item on other sites, remove the site code in the Site field and

select SEARCH button again.

*Note that true available stock = Stock internal – Total allocated – On sales orders


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5) To View detailed information of the product in a specific site. Right click on the site and

select the Detailed stock option.

6) All different lots and locations will be displayed for the specific site.


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Stock by product (All Items on one specific site)

1) Select Stock – Inquiries – Stock by product

2) Enter or select (F12) the required Site to view stock on

3) Select Search

4) To remove the null/zero values, select the button

5) Check the “Ignore null stocks” box

6) Check the button

*Note that true available stock = Stock internal – Total allocated – On sales orders


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Placing a Purchase order

1) Select Purchasing -> Orders -> Orders

2) Select the AGT option

3) Select the New button.

4) Enter your site number into the Order Site block and NEXAG in the Supplier block.

5) Enter or select (F12) price list.

6) Enter internal reference if required (Internal Pastel Number)

7) Ensure that the Shipment site = AAA03 (If it is another site, it will not be seen on logistic

dashboard)


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8) Choose the LINES tab

9) Click once in the PRODUCT field , then right click,choose the SELECT (F12) option to show all

products.

10) Select the product required. PRESS TAB.

11) In the “Price list name” block you can select the price list you want to order from by right

clicking in the field, and choosing select to bring up available price lists. PRESS TAB.

12) Enter the quantity you want to order in the ORDERED field

13) Enter the “Exp rec date” and ensure the price is correct.


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14) To add additional text to the line on the report, right click and select the Line Text option

to bring up the text box for lines.

15) To order an additional product, enter the information into the next line.

16) Once the order lines are filled you can select the green check mark to place the order.

17) A document number will be created as soon as the order is placed.

18) A log file will be created to show your transaction has been placed at head office, stating you

Purchase order number and the Head office Sales order number.

19) Select the button to exit the screen.


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Printing Purchase Orders

1) On the Purchasing screen select the order to be printed from the left list, then select:

2) File -> Printing -> Record

3) Select the BONCDE2 Fixed footer purch order notes

4) Select the Print button to print the purchase order

5) Purchase order will print to screen:


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Receiving Purchased stock into site

Select Purchasing -> Receipts -> Receipts

1) Select the New button

2) Enter the receiving site and supplier (NEXAG)

3) Select the delivery selection bar to show all open orders for the selected Receiving site

4) Select the required PO for the receiving site by clicking the white dot. (This will show all on

the PO. Select the items to be received, this will auto fill the lines section with the selected

items)


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5) On the lines tab :

a. Right click on the line and select the “Enter detailed quantities” option.

b. Ensure the Quantity, Loc type, and Location

c. Select the button.

d. Enure the information on the line is correct.

6) Select Create to complete the receipt

Once the Receipt is created the receipt number will be assigned

Stock will now be available in the agent site. View Stock by product or Stock by site report to view

stock.


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Sales delivery

Sales -> Deliveries -> Deliveries

1) Select the button to generate a new delivery

2) Enter the shipment and sales site

3) Enter or select the customer number by right clicking on the ship-to block and

selecting select

4) Go to the lines tab

5) Enter or select the product, delivered quantity and Gross price.


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6) When you press tab after entering the Gross price, the lot selection screen will

appear.

7) Select the correct lot to deliver

To open the Lot selection screen again. Right click on the product line and select: STOCK

ISSUES

8) When you are happy with the information entered, select the button to create

the delivery.

9) A delivery number will be generated once the transaction is created.

10) Once the delivery is confirmed select the button to make the invoice

available.


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Printing delivery notes

On the delivery screen select the delivery to be printed from the left list, then select :

File -> Printing -> Record

Select the BONLIV2 Fixed footer delivery note

Select the print button


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Invoicing from a customer delivery

1) Select the invoice button

2) On the header confirm the customer name and Type to be ZAINV

3) On the invoicing screen ensure that the terms are correct

4) On the Invoice tab ensure the quantity and pricing is correct

5) Once all information for the transaction is correct, select the button to

finalise the invoice.

6) Validation screen will follow to show the invoice was posted.


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Printing invoices

On the invoicing screen select the invoice to be printed from the left list, then select :

File -> Printing -> Record

Select the SBONFAC Customer invoice option

Select the print button


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Doing Customer Returns

Sales -> Returns -> Customer Returns

1) Select the button to generate a new return

2) Enter the Receiving site (Site from where sale was done) and ship-to (Customer

returning stock)

3) Select the delivery selection bar to view all deliveries made to the customer

4) Select the delivery that needs to be returned, this will fill the lines with the product

information


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5) Right click on the line and select : Enter detailed quantities

6) Enter the qty of items returned

7) Ensure status = A

8) Select the Loc type

9) Select the Location

10) Select the button.

11) Enter or select a return reason by right clicking on the Return Reason block.


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12) Select the return date

13) Select if stock should be updated with the returned stock.

14) Select if a credit memo should be issued (Should always be yes)

15) Once all information has been entered select the button to create the return

16) A return number will be generated once the document has been created


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Issuing credit notes on returns

Sales -> Invoices -> Invoices

1) Select AAL – Full Entry Credit

2) Select the button to generate new credit memo

3) Enter the Sales site and bill-to customer

4) Select the Return selection bar to view all returns made by the customer

5) Select the applicable return to have the product information fill the lines

6) Check the Qty invoiced, and the Gross price


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7) Check valuation tab for totals.

8) Select the button when all information is entered and correct

9) A credit Note number will be assigned once the transaction has been created

10) Once all information for the transaction is correct, select the button to

finalise the credit note.

11) Validation screen will follow to show the credit note was posted.

*To print the credit note view page: 22 (Printing Invoices)


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Setting up Statements for customers

Reports > Prints/group > Financials > Tracking of open items

1) Select option NA-CUSSTA Customer Statement

2) Enter the following information

a. Items until

b. Site range

c. Business Partner range (If this is empty, statement will be run for all

customers)

3) Select the button to print the statement

4) After viewing the statement, select printer to print to local printer.


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Making stock available for re-warehousing – Own site

Re-warehousing stock that will be kept at agents own site

Go to Stock -> Internal Transactions -> Stock changes

1) Select ALL function

2) Enter the storage site and posted date

3) Enter or select the product to go into re-warehousing and the location of the stock

4) Enter the status and destination where the stock should go. Enter QR status for re-

warehousing.


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5) Select the Stock selection tab to show the stock from the required location

6) Select the applicable lot to have it fill the lines

7) Change the STK quantity field to select number of items to change to rewarehousing.

8) Select to complete the change

9) A document number will be allocated once the transaction is created


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Making stock available for re-warehousing – Nexus Store

Head office will create a stock request that will automatically generate a Sales Order to be

delivered from the agent site to the head office re-warehousing site.

1) Select the sales order that was automatically created from the left list with the Sold-

to partner being NEXRW.

2) Select the lines tab to view all items to be sent to head office

3) Each of the items needs to be allocated from a lot, so that the correct items are

moved to head office. Right click on the line of the item you wish to allocate, and

select the manual allocation option.


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4) A screen will appear showing all available lots for the product

5) To get more information on the available lots, select the button from the left

list.

6) Select the lot(s) that should be shipped from.

7) Ensure that the quantity required is allocated

8) Select the button to complete allocation of stock from lots

9) When all items are allocated, select the button to deliver the stock

10) Select the button to confirm the delivery.

11) The stock will now be available to receipt in the head office re-warehousing site.


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Creating Forecasts

To enter forecasts navigate to the following menu:

Sales -> Orders -> Forecast workbench

1) Enter site for which forecast is done

2) Select the start date

3) Select the number of periods – This will auto load the End date

4) Enter/Select any required selection criteria. If no criteria is entered all products will

be loaded. (Loading all products may take several minutes)

5) Select the button to load items.

All red periods are locked and the forecasts cannot be changed anymore.


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All green periods are open and the forecasts can still be changed.

*PYR - Prior year *CYR – Current year *FC – Forecast

6) To enter the forecast QTY or view more forecast information on a specific item, right

click in the required items line, then select Forecast details option.

7) Add forecast by inserting value into green CYR FC field.

8) Select the button to save the forecast.


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Forecast by product inquiry (View Forecasts on a single site)

Sales -> Inquiries -> Forecast by product

1) Enter the From Company and To Company

2) Enter the From site and To site

3) Enter the start date

4) Enter the NO. of periods

5) Select any criteria required


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6) Select the button to load items.

7) The default view will be for CYR FC (Current year forecast). To view REV FC (Revised

Forecast) change the forecast type field to REV FC.

8) By default all items without a forecast within the selected periods will not be displayed. To

view all items without a forecast uncheck the field and select

search again.


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Exporting to Excel

All grids in the X3 System have the ability to export to excel.

1) Right click on the line number on the grid

2) Select the excel export option.

3) Select Yes on the pop-up security window

4) Select the button to complete the export.


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Alternative excel export function (Comma delimited structure)

Select File -> Export -> Data to Excel

sage erp x3 - nexusag · sage erp x3 commission agent procedures manual provided to: nexusag (pty)...

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