You use this program to review, or adjust accrual promotion transactions and to issue Accounts Payable checks or Accounts Receivable credit notes for the values accrued to customers.
You can optionally include off invoice and free goods promotions in the review as well as zero balance accrual promotion transactions.
- Toolbar and menu
- Promotion Review Criteria
- Promotion Review
- Review Totals
- Adjust Accruals
- AP Invoice
- AR Credit
- Sales Order Credit Note
- Notes and warnings
| Field | Description |
|---|---|
| Start Review | Displays the promotions according to the Promotion Review Criteria selected. |
| Change Criteria | Enables you to change the Promotion Review Criteria. |
These criteria enable you to indicate the promotion transactions you want to view and optionally maintain.
| Field | Description |
|---|---|
| Customers | |
| Customer selection | Indicate the customer(s) for whom you want to view promotion transactions. |
| Salesperson | This displays the salesperson code defined against the customer (Customers) entered in the Customer field. |
| Area | This displays the geographic area code defined against the customer (Customers) entered in the Customer field. |
| Deductions | |
| Deduction selection | Indicate the deduction code(s) of the promotion you want to review. |
| Accrual types | |
| Accrual type selection | Indicate the accrual type code(s) of the promotion you want to review. |
| Promotions | |
| Promotion selection | Indicate the promotion code(s) for which you want to review transactions. |
| Invoices | |
| Invoice selection | Indicate the invoice number(s) for which you want to
review transactions. You must enter a customer code in the Customer field before you can search for an invoice. |
| Dates | |
| Date selection | Indicate the date(s) for which you want to review promotions. |
| Include/exclude options | |
| Include off invoice and free goods | Enable this to include off invoice and free goods
promotions in the review. You can view transactions for these types of promotions, but only Accrual type promotions can be selected and adjusted. |
| Include zero balance accruals | Enable this to include zero balance accrual promotions
in the review. Only accrued promotions with a balance are displayed when this option is not enabled. |
| Set all accruals as selected | Enable this to initially set all rows in the
Promotion Review listview to
Selected for posting once the basic
criteria are applied. If you selected to include All customers in the review, then you cannot deselect or select multiple lines in the Promotion Review listview. |
| Print requirements | |
| Print credit invoices | Select this use the Document Print program to batch print the
all credit invoices successfully generated from the
Post Detail Credit function when you exit
the Promotion Review program. The invoices can also be manually
printed and reprinted using the Sales Order Document Print process.
This option is disabled when the Online printing options is disabled for Invoices (Sales Orders Setup) or if you are not allowed to print credit notes. See Activity considerations in Notes and warnings. |
| Format | Indicate the document format to use to print the invoices (SO Document Formats). |
| Format name | This displays the description of the selected Format. |
The promotions are displayed in this listview when you select the Start Review function, according to the Promotions Review Criteria indicated.
To display details of transactions applicable to the promotion line, right-click on the listview line and select the Transactions option (see TPM Promotion Review Details)
When the Credit accruals from invoices option is enabled (Trade Promotions Setup) credit notes created from invoices against which Trade Promotions accruals apply, reduce the value of the accrual promotion for the original invoice based on the quantity credited.
| Field | Description |
|---|---|
| Select | This option is only enabled when reviewing promotions
for a Single customer or if you
highlight a line in the listview and select the
Show - Single Line
option. You can use the checkbox in the Selected column to manually select and deselect individual lines. |
| Include All | Select this to set all rows in the listview to selected for posting once the basic criteria are applied. A tick is placed in the Selected checkbox for all lines in the listview. |
| Include Highlighted Lines | Select this to set all currently highlighted rows in the listview to selected for posting once the basic criteria are applied. A tick is placed in the Selected checkbox for these lines in the listview. |
| Exclude All | Select this to deselect all rows from being posted. The tick is removed from the Selected checkbox for all lines in the listview. |
| Exclude Highlighted Lines | Select this to deselect all currently highlighted rows in the listview from posting once the basic criteria are applied. The tick is removed from the Selected checkbox for these lines in the listview. |
| Show | |
| Single Line | Select this to display only the currently highlighted line in the listview. This enables you to maintain the line when viewing promotions for all customers. |
| All lines | Select this to display all lines in the listview according to the Promotion Review Criteria indicated. This disables maintenance of lines when viewing promotions for all customers. |
| Adjust | Select this to adjust the accrued balance for the transactions currently highlighted in the listview (see Adjust Accruals). You must enter a customer code in the Customer field or select the Show - Single line option before you can adjust promotion transactions. |
| Post AP Invoice | Select this to post an Accounts Payable invoice for
an accrued promotion value and subsequently issue the
customer with a check for the value of the invoice (see
AP Invoice). You must enter a customer code in the Customer field or select the Show - Single line option before you can adjust promotion transactions. A customer/supplier link which is defined as having a TPM relationship must exist (AR Customer to Supplier Link). |
| Post AR Credit | Select this to process a credit note for all or part
of the accrued promotion balance (see AR Credit). You must enter a customer code in the Customer field or select the Show - Single line option before you can process a credit for promotion transactions. |
| Post Detail Credit | Select this to create a Sales order Credit note
containing a miscellaneous line for each accrual promotion
Selected for processing and to produce
a credit invoice from the credit note (see Sales Order Credit Note). You must enter a customer code in the Customer field or select the Show - Single line option before you can adjust promotion transactions. This option only applies in a SQL environment. |
| Field | Description | ||||
|---|---|---|---|---|---|
| Date | This indicates the invoice date. | ||||
| Original accrual amount | This indicates the original amount accrued. | ||||
| Current accrual amount | This indicates the current amount accrued. | ||||
| Outstanding invoice | This indicates the current balance against the invoice. | ||||
| Selected | A tick indicates that the line is included for
posting. All lines are included by default if you selected
the Set all accruals as selected
criteria. This only applies to Accrual
promotion lines. This checkbox is only enabled when reviewing promotions for a Single customer or if you highlight a line in the listview and select the Show - Single Line option. Once the item has been processed, or you cancel out of the required action, the listview displays the information according to your original selection. |
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| Tax code | This will be blank if tax has not been defined, or if
the Add accrual tax at time of option
(Trade Promotion Setup) is set to Review with no
tax code defined. If you have defined tax codes per
promotion, the tax code from the promotion will be displayed
here. If the Add accrual tax at time of option (Trade Promotion Setup) is set to Accrual then the default tax code will be displayed here.
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| GST code | This will be blank if GST has not been defined, or if
the Add accrual tax at time of option
(Trade Promotion Setup) is set to Review with no
GST code defined. If you have defined GST codes per
promotion, the GST code from the promotion will be displayed
here. If the Add accrual tax at time of option (Trade Promotion Setup) is set to Accrual then the default GST code will be displayed here.
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| Totals | Totals are displayed at the bottom of the listview. The Balance column total indicates the total of the items Selected when viewing promotions for a single customer or when a single line is displayed. | ||||
These totals relate to the lines displayed in the Promotion Review listview.
| Field | Description |
|---|---|
| Line count | This indicates the total number of lines in the listview. |
| Original accrual amount | This indicates the total original amounts accrued for the lines in the listview. |
| Current accrual amount | This indicates the total current amounts accrued for the lines in the listview. |
| Selected accrual amount | This indicates the total amount of the Selected lines in the listview. |
This is displayed when you select the Adjust function from the Promotion Review screen.
The options enable you to adjust the accrual balance for the selected customer.
Posting an adjustment has no effect on the Sales Analysis files/tables.
![[Note]](images/note.png)
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The transaction journal is automatically created when you post an adjustment. The corresponding General Ledger journal is created and posted according to your selections for Accounts Receivable in the General Ledger Integration program. Refer to Effect of automation level selected. Refer to Trade Promotions Integration for additional information on the journals created. |
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| Field | Description |
|---|---|
| Post | Select this to apply the adjustment to the customer's
accrued balance. A positive adjustment generates an adjustment transaction and increases the customer's accrued balance and original balance. A negative adjustment reduces the accrued balance of orders in the listview on a first in first out basis (i.e. beginning with the first order that has an accrual balance). When posting negative adjustments, the Promotions Review listview is automatically refreshed. When an order is reduced to zero it is no longer displayed in the listview. You need to select the option: Include zero balance accruals to redisplay these orders if required. |
| Change Period | Select this to use the Change Posting Period program to change the ledger period to which the adjustment must be posted. |
| Accrual balance | This indicates the current value of all accrual promotions displayed in the review. |
| Adjustment amount | Enter the amount by which you want to adjust the
accrual balance. Enter a positive amount to increase the accrual balance and a negative amount to reduce the accrual balance. A negative amount entered cannot exceed the current accrual balance amount. When adjusting down, the amount is applied to the existing selected accruals until depleted. A positive adjustment amount (i.e. an upward adjustment) is treated as a new entry and an invoice is produced with an _TP001, rather than adjusting the balance. This invoice can be matched with a deduction if required. |
| Promotion | Enter the accrual promotion code to adjust for a positive adjustment. This is not required for a negative adjustment. |
| Reference | Enter a reference for the adjustment. This field is mandatory. |
| Accrual GL account | Enter the General Ledger code which must be credited with the adjustment. This defaults to the Accrual promotion account defined against the promotion code (Promotion Code), but may be changed. This only applies to positive adjustments. |
| Expense GL account | Enter the General Ledger account for the expense. For positive adjustments, this defaults to the promotion expense account defined against the promotion code (Promotion Code), but may be changed. For positive adjustments, this account is debited. For negative adjustments, this account is credited. |
| Deduction code | This defaults to the deduction code defined against the
promotion code, but can be changed. This is only required for
positive adjustments. The deduction code is used to identify the adjustment entry as available for offsetting when you use the Deduction Review program. |
| Period | This indicates the accounting period and year into which the adjustment will be posted. |
This is displayed when you select the Post AP Invoice function from the Promotion Review screen.
The options enable you to create an invoice for all or part of the total accrued promotion balance and subsequently to process a check for this amount to the customer.
Posting an AP invoice has no effect on the Sales Analysis files/tables.
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| Field | Description |
|---|---|
| Post |
Select this to post the invoice to the supplier account. The invoice transaction is automatically attached to the first accrual promotion line in the listview. |
| Accrual balance | This indicates the current accrued balance for the customer. |
| Invoice amount | Enter the amount for which the invoice must be
generated. The invoice amount may not exceed the value displayed in the Accrual balance field. The amount you enter here must be the full amount of the invoice including tax if tax is applicable. |
| Invoice number | Enter an invoice number for the invoice you are generating. |
| Supplier | This indicates the supplier code (which is linked to the customer code) for whom you are processing the invoice. |
| Tax code | Indicates the tax code used to calculate the
Tax amount for the invoice. See Activity considerations in Notes and warnings. |
| Tax amount | This indicates the taxable portion of the
Invoice amount. This is calculated when the customer is defined as taxable (Customers) as well as when the Tax included in deductions and accruals option is enabled and Accrual is selected at the Add accrual tax at time of tax option (Trade Promotion Setup). See Activity considerations in Notes and warnings. |
| Calculate | Select this to recalculate the Tax amount when you changed the Tax amount manually and thereafter changed the Tax code. |
| QST code |
This indicates the tax code used to calculate the QST amount for the invoice and can be changed. This applies when using the Canadian tax system. See Activity considerations in Notes and warnings. |
| QST amount | This indicates the QST tax portion of the
Invoice amount and can be changed. This
applies when using the Canadian tax system. This is calculated when the customer is defined as taxable (Customers) and the option: Tax included in deductions and accruals is enabled (Trade Promotion Setup). See Activity considerations in Notes and warnings. |
| Calculate | Select this to recalculate the QST amount when you changed the QST amount and thereafter changed the QST code. |
This is displayed when you select the Post AR Credit function from the Promotion Review screen.
The options enable you to create a credit note for all or part of the total accrued promotion balance of the selected customer.
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| Field | Description |
|---|---|
| Post |
Select this to create the credit note and post it to the customer's account. The balance of the first accrual promotion line in the listview is automatically reduced by the value of the credit note. The original balance is not changed. |
| Accrual balance | This indicates the current accrued balance for the customer. |
| Credit amount |
Indicate the amount for which the credit note must be generated. The amount must be the full amount of the credit note including tax where applicable. |
| Product class | Indicate the product class to be used for the transaction. This field is mandatory. |
| Reference | Enter a reference for the credit note. This field is mandatory. |
| Customer branch | This indicates the branch defined against the customer (Customers). |
| Invoice terms | This defaults to the invoice terms defined against the customer (Customers). |
| Geographic area | This defaults to the geographic area defined against the customer (Customers). |
| Salesperson | This defaults to the salesperson defined against the customer (Customers). |
| Invoice number | |
| Tax code | Indicates the tax code used to calculate the
Tax amount for the credit. This can be
set to blank if no tax is applicable. The Tax amount is automatically recalculated when the Tax code is changed providing the Tax amount field was not manually changed. If the Tax amount was manually changed and you subsequently change the Tax code, then you must use the Calculate button to recalculate the Tax amount. See Activity considerations in Notes and warnings. |
| Tax amount | This indicates the taxable portion of the
credit note. This is calculated when the customer is defined as taxable (Customers) as well as when the Tax included in deductions and accruals option is enabled and Accrual is selected at the Add accrual tax at time of tax option (Trade Promotion Setup). See Activity considerations in Notes and warnings. |
| Calculate | Select this to recalculate the Tax amount when the Tax amount was manually changed and you then changed the Tax code. |
This is displayed when you select the Post Detail Credit function from the Promotion Review screen.
| Field | Description |
|---|---|
| Post | Select this to post the credit note. |
| Change Period | Select this to use the Change Posting Period program to indicate the period to which the credit note must be posted. |
| Accrual balance | This indicates the current accrual balance. |
| Credit amount | Enter the amount to credit. The message Credit amount invalid is displayed when this amount is more than the Accrual balance. |
| Product class | Indicate the product class to use for the credit note. |
| Customer purchase order | Enter the purchase order reference supplied by your customer. |
| Customer branch | Indicate the AR branch to use for the credit note. |
| Invoice terms | This default invoice terms held against the customer but can be changed. |
| Geographic area | This defaults to the geographic area applicable to the customer. |
| Salesperson | Indicate the code associated with the person in your company who was responsible for the sale. This defaults to the salesperson defined against the customer. |
| Sales order number | The order number is allocated according to the sales order numbering method defined in the Set Key Information program. You can only enter a sales order number when Sales order Numbering method is set to Manual. |
| Reason code | Indicate the reason code for the credit note. |
| Credit note date | Indicate the date for the credit note. This defaults to the system date but can be changed. |
| Tax code | Indicate the tax code (and associated percentage) that you want to apply to the credit note. |
| Period | This displays the period to which the credit note will be posted. |
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Promotion transactions are only displayed after a sales order has been invoiced.
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If the GL analysis required option is enabled for a ledger account used in this program (General Ledger Codes or GL Structure Definition) then the Capture GL Analysis Entries program is displayed when you post the transaction, so that you can enter the analysis details. For a sub module transaction, the sub module must also be linked to the General Ledger in Detail at company level (General Ledger Integration) or at ledger account code level (General Ledger Codes or GL Structure Definition). GL analysis entries cannot be entered from sub modules if the sub module is linked to the General Ledger in Summary at company level or at ledger account code level.
Note that the GL analysis required option is ignored for all GL codes which are defined in General Ledger Integration. This applies even when the GL code is manually entered in a posting program. Although GL integration programs may be entered manually, they may also be called automatically by other programs or may be automated, which means that they can never be stopped to allow GL analysis entries to be captured.
If the GL analysis code used does not exist in the GenAnalysisCat table, then a message to this effect is displayed and the program will not prompt for analysis again. The GL journal will be created but not posted until the GL code, GL analysis code and GL journal are corrected.
The Ask Me Later function is only available when the option: Force GL Analysis - GL journal posting is enabled for the sub-module (General Ledger Integration).
General Ledger analysis entries are always distributed in the local currency, regardless of the currency in which the original transaction is processed.
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Order type '{blank}' is invalid
This error can occur when posting a credit note when the Validate order type option is enabled (Sales Orders Setup). The Promotion Review program uses the default order type defined against the customer (Customers). If this is not defined, then it uses the default order type defined in (Sales Orders Setup). If this is not defined, then the above error is returned.
Multiple lines from various sales orders can be selected and a single credit note created from them, so the program cannot know which order type to use. A default order type must therefore be defined either against the customer or in Sales order setup when the Validate order type option is enabled.
Operator access to the following activities within this program can be restricted. You configure this using the Operators program.
| Activity | Description |
|---|---|
| SO Print credit note | Controls whether an operator can print a credit note using the Sales Order Entry or Document Print programs. |
| SO Change Trade Promotions AP tax in promotion review | Controls whether an operator can change the Tax code, Tax amount, QST code and QST amount fields when posting an AP Invoice in the Promotion Review program. |
| SO Change Trade Promotions AR tax in promotion review | Controls whether an operator can change the Tax code and Tax amount for an AR credit in the Promotion Review program. |
Inserting Application Help
You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.
Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.
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Open the program for which you want to insert application help into a customized pane.
This functionality is only available for a program that has panes.
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Right-click any form field.
You can also click the triangle menu icon that appears in the title area of a pane.
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Select Insert Application Help from the context-sensitive menu.
The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.
Removing the Application Help pane
If you no longer want to display application help in a pane for your current program, you can simply remove it.
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Select the Close icon in the right-hand corner of the application help pane.
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Confirm that you want to delete the pane.