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• Address Set Setup
  • If the sales program is assigned by address sets, then the address set setup is required. 

• Realized Gain Account and Realized Loss Account configuration in the Company Currency tableCurrencies list view.

  • Only applies to multi-currency transactions.

  • These accounts must be set in the database. 

Understanding the Data Flow

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• Seq: This field defaults to the next number in the sequence and is not immediately editable. However, once the Item Sets tab is saved, each Item Set can be dragged and dropped into the correct order of hierarchy.
• Item Set: Select the Item Set to assign to the brokerage. Duplicate Item Sets are not allowed to be assigned to the same sales program. This field will display a drop-down menu of all Item Sets assigned a ‘type’ of ‘Sales Programs’ or ‘All Modules’. This field is required.
  • To setup Item Sets, go to Inventory>Item Sets and click new. Enter the Item Set name and description and select the item set’s ‘Type’. By default, all new Item Sets include all items. To limit the items included in the item set, apply as many filters as necessary to include only the items meeting the filtered criteria. Filters can be placed on the following item values: Item Type, Item Class, Attribute Class, UOM Schedule and all Item Attribute Values. Items can be manually included and excluded if necessary. Saving the item set record updates the Items tab displaying the items assigned to the item set record. When a new item is added to NorthScope that fits the filtered criteria of an Item Set, that item is automatically added to the Item Set and therefore assigned to any sales program the Item Set is assigned to. 
• Calculation Method: Select the method by which the brokerage will be calculated. This field displays a drop-down menu of calculation methods including the following:
  • $/UOM: Calculates the brokerage based on the rate assigned to the item set for the brokerage and the UOM assigned to the item set for the brokerage. This calculation is the rate times the quantity (of the Brokerage UOM) that exists on the invoice for all items belonging to the item set. If this calculation method is selected, the UOM field is required.
  • % Gross $’s: Calculates the brokerage based on the percentage rate assigned to the item set for brokerage and the total dollars of all items on the item set. This calculation is the percentage rate times the sum dollar amount of all items belonging to the item set on the invoice.
  • % Net $’s: Calculates the brokerage based on the percentage rate assigned to the item set for brokerage and the total dollars of all items on the item set. This calculation is the sum dollar amount of all items belonging to the item set on the invoice less the charges from all other sales programs times the percentage rate.
• Rate: Enter the rate by which to calculate the brokerage. If the Calculation Method is set to $/UOM, the rate being entered must be a dollar amount to be charged/discounted per 1 unit of the selected UOM. If the Calculation Method is set to anything other than $/UOM, the rate being entered is a percentage to be charged/discounted. Note: The rate must be positive.
• UOM: Select the unit of measure by which to calculate the brokerage. If the Calculation Method is set to $/UOM, the UOM field is required and will determine the unit by which the rate is charged/discounted. If the Calculation Method is set to anything other than $/UOM, the UOM field is disabled and will display %.
• # Items: This field is never editable by the user and will automatically update once the Item Set is saved to display the number of items on the item set, which are now assigned to the Sales Program.

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The Customers tab will display all customer addresses with a check box, allowing the user to select the address(es) to assign to the brokerageprogram. Each column within the list is filterable, allowing the user to easily narrow down the addresses that display to select the appropriate address(es) addresses to assign. Once finding an address to assign to the brokerage, select the checkbox that corresponds to the address and click the save grid toolbar icon. This will sort the selected address(es) to the top of the list to easily identify the address(es) currently assigned to the brokerageTo assign addresses to a program, check the check box displayed before the Customer ID and click Mass Update.  This opens the mass update dialog, where addresses can be assigned. Set ‘Assign Addresses’ to ‘Yes’ and click Apply. Also the start date can be assigned on the mass update dialog, but this is not required. Multiple addresses can be assigned to the program simultaneously. To remove addresses from the program, check the check box and click Mass Update toolbar icon. Set ‘Remove Addresses’ to ‘No’ and click Apply. When an address is assigned to a program, the On Program column displays Yes. Addresses assigned to the program are displayed on top of the list view.

Step 2: Entering a transaction with the Brokerage

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• The Order date must be within the Brokerage Program date range.

• The Order date must be the Start Date or later if a Start Date is assigned to the address. 

• The Order Item must be included on one or more of the Item Sets assigned to the Brokerage Program.
• The Customer Address must be assigned to the Brokerage Program

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• The settlement date is entered, and the date resides within an open fiscal period
  • Fiscal period must be open to Sales when the batch type is Accounts Receivable.
  • Fiscal period must be open to Purchasing when the batch type is Accounts Payable.
• At least one payment or a write off has been recorded in the batch.
• Write off GL account and Write off reason code are selected when a write off is recorded in the batch.
• The Default Transaction Class is setup in the Sales Program Preferences. 

Validating the batch also updates the ‘Total Settlement’ amount in the header section and enables the Process toolbar icon.

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• Accounts Receivable Batch
  • Creates negative AR Sales transactions in NorthScope with Ready to Post status when the settlement amount is positive (the settlement was created from a sales order or a positive price adjustment transaction). The transaction is send to the Host system when the Host system integration is turned on for AR Invoice/Return transactions. 
  • Creates a positive AR Sales transaction in NorthScope with Ready to Post status when the settlement amount is negative (the settlement was created from a return or a negative price adjustment transaction). The transaction is send to the Host system when the Host system integration is turned on for AR Invoice/Return transactions. 
• Accounts Payable Batch
  • Creates AP Invoice transactions in NorthScope with Ready to Post status when the settlement amount is positive (the settlement was created from a sales order or a positive price adjustment transaction). The transaction is send to the Host system when the Host system integration is turned on for AP Invoice/Credit Memo transactions. 
  • Creates AP Credit Memo transactions in NorthScope with Read to Post status when the settlement amount is negative (the settlement was created from a return or a negative price adjustment transaction). The transaction is send to the Host system when the Host system integration is turned on for AP Invoice/Credit Memo transactions. 
• Write off
  • Creates a new journal entry with Ready to Post status to record the write off and sends the journal entry to the Host system when the Host system integration is turned on for Journals. The journal entry can be reviewed from the Sales Order transaction record.
• Removes the settlement batch from the Batch ID menu. Any settlement transactions that were assigned to batch but were not settled/written off can now be assigned to other batches.

Currency Gain/

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Loss

If the Sales Order transaction was created in other than the Company currency, the settlement processing verifies if the exchange rate has been changed between the original invoice date and the settlement processing date. If the rate has changed, the Settlement amount to pay is multiplied with the rate difference amount and the currency gain/loss is recorded in a new journal entry. The journal entry is created with Ready to Post status and it is send to the Host system, if the Host system integration for Journal is turned on. The Realized Gain and Loss accounts can be configured in the Company Currencies list view (Company → Company Currencies). 

Note: Be sure to post the settlement transaction batches in the Host system for all accounting to hit the GL.

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