Arch User Guide ver. 25 Classification: Document History Date Version Changed By Details 2015-03-09 1.0 Karl van Niekerk Created Document 2015-07-09 1.1 Karl van Niekerk Updated Document Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 1 of 27
Table of Contents Overview... 3 Supplier Groups... 4 Creating and Maintaining Creditors... 5 Billing Details tab... 5 Properties tab... 6 Payment History... 11 Credit Terms... 12 Rebate Schemes... 13 Change Log... 15 Integrations... 16 Creditor Payments and Allocations... 16 Direct Creditor Payments... 18 Bulk Creditor Payment Balance Forward Statement Type... 20 Creditor Journal Postings... 24 Creditor Change Log... 25 Reports... 26 Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 2 of 27
Overview The scope of this document serves to explain the Creditors Module, and how it relates to the relationship between store owner and supplier. It is vital to understand the relationship that you have with your suppliers, as Arch uses that relationship as the basis upon which Purchase Orders, Goods Receiving, Claims, Rebates etc. are dealt with. Understanding and maintaining the relationship you as store owner have with your suppliers will go a long way to ensuring that you always purchase the right stock in the correct quantities at the best possible prices, which in turn leads to maximized sales and increased profits due to the control of ordering and receiving leading to minimizing of losses and stock shrinkages. This manual serves as a guide in how to create and maintain Creditors in Arch. Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 3 of 27
Supplier Groups Arch permits the user to create Supplier Groups which enables grouping of suppliers of a similar kind or region together. For instance the user can create a Supplier Group called Wholesalers and link all the wholesale vendors to that supplier group. The benefit of supplier groups is that it enables the user to report according the different groups. To create a new Supplier Group, select Programming Supplier Groups from the Arch Dashboard. To create a new group, select the next available number button > and Arch will automatically allocate a number for the new Supplier Group. In the Group Name field enter the name for the Supplier Group. Select New to add another group, Save to save the entry and Close to exit. The red button will delete the selected entry from the list. X Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 4 of 27
Creating and Maintaining Creditors To create a new Creditor select the Programming Creditors option from the Arch Dashboard. Billing Details tab The Existing Creditors window will open on the Billing Details tab. Fill in the required fields to ensure that the correct details are printed on Purchase Orders, Goods Received Vouchers and Claims. Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 5 of 27
Details of the Sales Representative can be entered into the Contact Person #1 and #2 fields. Select the ellipse button [ ] to open the Contacts window. Enter the required details into the appropriate fields and click on Save when done. Close will exit the window. Properties tab In the Properties tab the user can specify supplier specific settings pertaining to the relationship which the store has with the supplier. Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 6 of 27
The settings are as follows; Update Supplier Link No Placed Order GRV Invoiced Cost OKFD List Prices Trade Discount File Export Creditor Lead Time Method Manual Automatic Creditor Type Local Local Exempt Foreign Claims Submit First Process Claim Sets at which stage the Supplier Cost Price and Link for the product must updated No supplier product link update will occur This option will update the product with the Purchase Order Cost price This option will update the product with the GRV Invoiced Cost price Placed Order / GRV Invoiced Cost If the Update Supplier Link option is set to either of the above mentioned options, then a red label is shown above the grid with a prompt that the Buyers Group link will not be updated. This label will only appear if a Buyers Group exists. When placing a Purchase Order or accepting a GRV Invoice first verify that the Creditor setting and the Supplier Link Parent Buyers Group setting is set. Standing Discount offered by the supplier on all purchases Only complete this field if the supplier offers a set percentage discount. It will only be applied if there is no Buy In Promotion or Future Price in the system. It will automatically be applied to the Purchase Order and GRV Refers to the Pastel Export destination If the system is integrated to Pastel Evolution this field will point to the destination where the export data will be sent. Lead Time is the amount of days which will pass after a PO is placed before delivery occurs. It is used by Arch to determine the Suggested order. The lead time is specified by the user The lead time calculates an average of lead time days based on the delivery time of the GRV. Determines the suppliers tax status The supplier is a local VAT registered vendor The supplier is a local VAT Exempt vendor The supplier must have Import and Foreign Tax added to the GRV Invoice Determines how Arch handles claims which may arise for this supplier This option will save the claim allowing the user to confirm the claim with the supplier before processing. It will have to be manually finalized Deducts stock from the Stock on Hand quantity and update any cost adjustments automatically Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 7 of 27
Allow Stock Dumping No YES Overcharge Claim Setting Always Claim Claim only Confirmed Prices Ignore Overcharge Allow Orders only for None Supplier Products Override List Price NO YES Label Tag Transport Applicable NO YES Requires a Purchase Order in the system. If the setting is NO, the supplier will not be permitted by the system to deliver more stock than is indicated on the Ordered Quantity field of the GRV. Arch will automatically produce a Goods Rejected Claim for the overflow balance. The YES setting will permit the supplier to deliver more stock than the store ordered on the Purchase Order, and will permit the GRV to accept a quantity exceeding the Ordered Quantity column inherited from the Purchase Order. Requires a Purchase Order in the system. If a price difference occurs between the Purchase Order price and the GRV received cost, Arch will automatically claim the difference per quantity. An Overcharge Claim will only be generated if a pre-existing In Store Deal or Buy in Promotion exists in the system. Arch will claim the exceeding difference from the Supplier. The system will not generate an Overcharge Claim if the invoice price exceeds the order cost. Determines which products can be ordered from the Supplier. Any product in the system can be ordered from the Supplier. Only products which have been linked to the Supplier via the Supplier Link in the Product Maintenance Supplier tab can be purchased from this vendor. Permits the user to change the List Price as determined by the Purchase Order No one is allowed to change the list price of the items on the purchase order The list price on the Purchase Order or Claim may be altered Shelf Talker setting The Label Tag setting permits the user to add in extra information which must be printed on certain Shelf Talker formats in Arch. Determines whether the Supplier charges transport on deliveries. The GRV will not display the Sundries bar on the GRV The Sundries bar will be automatically displayed during the GRV process. Transport Costing Method Value Weight This setting determines how the transport component is calculated This setting will apply and divide transport into the cost of all the products on the Goods Received Voucher proportionally. Arch will distribute the cost of transport proportionally over weighed items only such as fresh fruit or meat. If non-weighed items are also on the GRV they will not be affected. This depends on whether the Influence Cost setting has been selected. Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 8 of 27
Enforce Order Size No Yes Allow Returns No Yes Group Currency VAT Registration Number Month End Date Notes Allow Back Ordering No Yes Swell Allowance % Swell to influence Cost No Yes Once minimum order qty has been set on a product in the Supplier Merchandise Manager, a minimum order will apply on the purchase order for the product. This setting is user permission driven. Minimum Order Qty will not be enforced for users with no permissions. Minimum Order Qty will be enforced for users with no permission to override the minimum order quantity or value. Creditor will not permit goods return claims. I.e. perishable goods. Creditor will permit goods to be returned, i.e. newspapers, returnable containers. To which Supplier Group does this creditor belong Select the appropriate creditor from the available list. What currency does the supplier s invoices get issued in. Select the correct currency in order to calculate the exchange rate for your local currency Enter the suppliers VAT or tax registration number in this field Supplier Month End Specify the month end date for the selected supplier. Information purposes only. Field for supplier specific notes Capture any additional notes about supplier here for future reference. Re-ordering of short delivered stock No back order will be generated. The system will generate a new purchase order for the stock which has been short delivered on the original order. Discount % given by suppliers for breakages allowance A set percentage discount can be set here which will be deducted from future GRV s in lieu of breakages. Usually this means that Allow Returns would be set to NO. Should the Swell Allowance influence the Landed Cost Select the appropriate option Select the appropriate option Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 9 of 27
Exclude from Schedule No Yes Settlement Days Allow Payouts No Yes Branch Assignment Block GRV without Order No Yes Claim Over charged Claim short delivered Claim Goods Rejected Override Preferred Order Pack No Yes Must the supplier be added to an order schedule Supplier will not be added to order schedule Supplier will be added to the order schedule Amount of days for settlement claims to be valid Enter the amount of days from the date of invoice for which the supplier will give a settlement discount. This is only for personal information. Payouts cannot be made to the supplier Payouts can be made at the cash register for the supplier. Note that no additional information is captured at the till such as payout reasons. Branch allocation Select which branches may order from this supplier Permit or Block GRV Invoice capturing without a pre-existing Purchase Order The supplier permits the capture of GRV without a Purchase Order A pre-existing purchase order must have been captured in the system which must be used to capture the GRV with. Minimum claim threshold Set the minimum amount before a claim is generated for over charge Minimum claim threshold Set the minimum amount before a claim is generated for short delivered stock Minimum claim threshold Set the minimum amount before a claim is generated for rejected goods Override the preferred pack size on purchase orders Preferred Ordering pack size will be forced on a Purchase Order for the supplier Preferred Ordering pack override will be permitted depending on User Permissions. If the user does not have the required permission, a prompt will appear asking the user for higher access authorization. Dynamic Pack Size loading will always be permitted if the product allows for Dynamic Pack Sizes. Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 10 of 27
Payment History The Payment History tab displays all invoices, payments & credits done on the suppliers account. A statement can be printed from this tab by selecting the Print Payment Advice button at the bottom of the screen. It will print a statement for all invoices, payments and credits for the last month. Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 11 of 27
Credit Terms Terms Choose the days Credit Limit Account Rating Active Suspended Closed Clear Balance Creditor No Yes Payment Advice Type Balance Forward Open Item Select the payment terms the supplier has given your store Current, 30, 60, 90, 120, 150, 180, 180 + days The amount of credit the supplier is willing to give your store Enter the amount of credit your store has with the supplier The account is open for purchasing at the supplier Your account has been suspended at the supplier. Purchase Orders will not be permitted but outstanding GRV and Claims will be permitted. Your account with the supplier is closed. The supplier can only be viewed from the Creditors module. No transactions will be allowed. Orders can be placed regardless of outstanding payments The outstanding balance must first be settled before ordering The system automatically allocates payments and credit notes to the oldest invoice first The user has to manually allocate payments and credit notes to the invoices Settlement Discount % Enter the percentage for settlement discount received from supplier Settlement Discount Influence Cost No / Yes Select if the settlement discount must influence the landed cost. Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 12 of 27
Rebate Schemes Rebate Schemes is used to allocate products to different rebate and advertising rates. All items that have not been allocated to group will be sorted under the Unbound scheme. Note that only items which have been linked to a supplier will appear in the rebate window. Creating a rebate scheme: Select the Add Scheme button to create a new scheme. The Creditor Rebate Schemes window will appear, allowing the user to specify the Rebate % and Advertising % received from the supplier. Click Apply to save the current scheme in order to add another scheme. Save will allow the user to exit without creating a new scheme. Click Close to exit. Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 13 of 27
Adding products to a rebate scheme: Next to the scheme that you created, click the white block under the Add column to open the list of products which have been linked to the supplier. A list of all products which have not been added to a scheme will be displayed. Select the required products which must be allocated to the scheme by using the [+] and [ ] keys on the numpad of the keyboard to select or deselect the items. Once all the products which must be allocated have been chosen, click on OK to exit. Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 14 of 27
Change Log The Change Log tab shows all changes which have been made to the creditor account. The fields include the following; The date and time of the change The user who made the change The field that was changed The old field value prior to the change The new field value after the change The change log must be checked by management on a regular basis as a means of controlling the creditor accounts. Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 15 of 27
Integrations The Integrations tab is where the electronic ordering settings for buyers groups such as OKFD are set. This allows the uploading and downloading of Purchase Orders to a centralized Distribution Centre (DC), as well as the future downloading of Goods Receive Vouchers from the DC after the order has been sent out to the store for delivery. Creditor Payments and Allocations In order to pay outstanding creditor balances, Arch has made provision to either enter payments directly on the creditor or to make bulk payment allocations to a Creditor Group. Before making payments to suppliers, it is a good idea to draw the required reports which show the creditor balances outstanding. Select Listings Creditors Age Analysis from the Arch Dashboard. As you can see, Arch displays all the creditor accounts in the database, including the zero-balance accounts. This report can be filtered to show the accounts with active balances at the top by filtering the In Arrears column by selecting it before clicking the A-Z Asc button on the dashboard. By so doing the report will be filtered by highest amount outstanding to the lowest amount outstanding. As you can see, the report still includes the zero balance accounts. Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 16 of 27
In order to draw a report which only includes accounts with balances owing, select the following report from the Arch Tree: Creditors Open Creditors Non Zero Balance This report only includes Creditor accounts with balances that are not zero. In this way it is easier to make payments and allocations to these accounts. Remember that to allocate payments to Balance Forward accounts; Arch will automatically allocate the payment to the oldest outstanding invoice in the system. If the statement type is Open Item, you will be required to manually select the amount and allocate it to the relevant invoice for payment. Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 17 of 27
Direct Creditor Payments Select the required Creditor account and right click using the mouse. The Creditor Payment window will open displaying the following information; Field Account Number Account Name Current Balance Payment New Balance Reference Number Post Close Local Currency Description The supplier account number in Arch The supplier account name in Arch The total outstanding amount as per the Ageing Period End date The amount of the payment which has been made The new outstanding balance after the payment has been made Enter a reference number for the payment, such as a EFT payment number etc. Press the Post button to commit the payment to the creditor account This button will exit the window This indicator shows which currency the supplier is linked to Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 18 of 27
Arch will post the payment after prompting if you are sure to debit the account with the payment. After you click OK the payment advice will be printed. Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 19 of 27
Bulk Creditor Payment Balance Forward Statement Type To allocate bulk payments open the Creditor Payment and Allocation window. Select Transactions Creditor Payment and Allocation from the Arch Dashboard. The Creditor Payments and Allocations Pre-Listing window will open. Field Pre-Listing Description Add Creditor Add Group Description Enter a unique description for this batch of payments Either select an individual supplier Or select a creditor group with multiple suppliers linked to it Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 20 of 27
Once the required supplier or group has been selected, click on the New Pay button to display the green New Payment line at the top of the window. Once the New Payment line has been selected press Enter on the keyboard. A bright green border will appear around the line, which indicates that the user can now start to select invoices for payment. Select the individual invoices and press enter on the keyboard to allocate the full amount for payment, or click in the To Allocate field and type in the amount that will be paid. Note that if a manual amount is entered, you can not change it. Clicking Process will finalize the allocation and payment schedule, and accordingly adjust the creditor balances. Field Account Number Account Name GRV Date Invoice Date Invoice Number Document Type Document Number Debits Credits Allocated Current Balance Description The creditor account number The creditor account name The date the invoice was captured into the system The date on which the supplier generated the invoice The supplier generated invoice number Invoice, Payment, Debit Note (claims, settlement discounts) System generated document number The value of debits payments, debit notes (claims, settlement discount) The value of credits money owed to the supplier The total of the balance for debits / credits before allocation Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 21 of 27
To Allocate New Balance The total of debits / credits which are being allocated to invoices The balance of the invoices, payments, and debit notes after allocation After allocating the invoices for payment, select the Print button to print a Creditor Allocation report. Once the report has been printed, select the Process button to finalize the Creditor Allocation. The bottom of the screen will display the totals for the transactions which have been processed. Tree Reports Creditor Reports Transactions Grouped by Creditor Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 22 of 27
When an Invoice or Debit Note is already allocated it will still remain in the list but when you click on it, it will warn you that it already has a saved allocation linked to it and display the reference of that allocation. You can then choose to allocate the remainder of the Invoice or Debit Note. A saved allocation can be removed by simply deleting the saved allocation o (Open > Select allocation > Delete). Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 23 of 27
Creditor Journal Postings Arch permits the posting of journal adjustments to the Creditor accounts. This can be used to correct any errors which may have occurred on the creditor account. Select Transactions Creditor Journal Posting Field Account Number Description Reason Current Balance Adjustment New Balance Contra Account Number Current Balance Adjustment New Balance Description The creditor account number The creditor account name Type a reason for the journal adjustment Balance before the adjustment The amount by which the account will be adjusted The account balance after the adjustment The contra account to which the adjustment will be allocated in the externally integrated accounting software package The current contra account balance The value of the contra account adjustment The balance of the contra account after the adjustment Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 24 of 27
Creditor Change Log The Creditor Change Log report can also be used to view changes on any creditor account. Tree Reports Log Creditor Change Log Field Date & Time User Workstation Number Creditor Changed Field Changed Old Value New Value Description The date and time of the change The name of the user who made the change On which workstation the change was made The name of the creditor account that was changed The setting in the account that was changed The value of the setting before the change The value of the setting after the change It is important for management to keep a close eye on this report in order to ensure that no unauthorized changes are made to the creditor account settings. Remember that the account settings are used to control how the system interprets and reacts to purchase orders; GRV s and claims etc. unauthorized changes can have a costly effect on stock and stock costings if not properly managed. Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 25 of 27
Reports Various reports are available in the Arch Tree Arch Tree > Accounting > Creditor ledger Arch Tree > Creditors > Open Creditors Arch Tree > Creditors > Closed / Suspended Creditors Arch Tree > Creditors > Creditor Reconciliation Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 26 of 27
Arch Tree > Reports > Sales Analysis > Sales by Default Supplier Arch Tree > Reports > Creditor Reports > Transactions Grouped By Creditor Arch Tree > Reports > Creditor Reports >Creditor VAT Report Arch Tree > Logs Creditor Change Log Document Version 1.1 Last Update: 2015/07/09 Table of Contents Page 27 of 27