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Multiple PO / Invoice Entry
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Last modified on 8/23/2011 7:52 AM by User.

Multiple PO / Invoice Entry


Overview

It is possible to mass enter POs and Invoices into OASIS. Care should be taken as the information injected into the OASIS database is in summary form only. Some details reports will not function as expected and resell invoicing may be affected (resell invoicing may still be possible, but some of the automated functions will not be available).

 Even with the restrictions, the multiple PO/Invoice entry screen is an excellent way to enter PO information from NEMRA compliant manufacturers, summary reports from other data systems, and bulk data entry from data sources outside OASIS. The result is the ability to use OASIS reports for all agency sales.

 Customer ID or Customer Numbers

To mass enter PO and invoice data into OASIS, one must either use the OASIS customer ID or the manufacturer’s Customer Number. If the manufacturer’s Customer Number is to be used, then all Customer Numbers for the manufacturer must be recorded in OASIS. (This is done from the Accounts tab in the Manufacturer editor.)

Examples

The data entry screen

Data may be copy/pasted from Microsoft’s Excel (or other spreadsheet application) or manually keyed directly into OASIS. If the column you are looking for is not available, go to File > Preferences and add or remove columns as needed. Columns can also be organized from the preferences screen, or by dragging and dropping columns in the data entry screen.

Common information

Manufacturer – the manufacturer is required.

For existing POs

  • Duplicate the PO# – if the PO # is already in OASIS, a new entry is added
  • Update existing PO – if the PO # is already in OASIS, it is updated (appended to)
  • Do nothing – (BEST) if the PO # is already in OASIS, no new entry is added or updated

For existing Invoices

  • Duplicate the Invoice# – if the Invoice # is already in OASIS, a new entry is added
  • Update existing Invoice – if the Invoice # is already in OASIS, it is updated
  • Do nothing – (BEST) if the Invoice # is already in OASIS, no new entry is added or updated

CSR – the user to assign as the CSR for the order.

Detail Information

Cust. Valid – the customer ID or manufacturer’s Customer Number was found

Customer ID – The OASIS customer ID.

Account ID – OASIS customer account code.

PO Create – Enough information is available to create a po

Invoice Create – Enough information is available to create an invoice

PO# - PO number to create, append and/or link invoice information to.

PO Date – PO date to use when creating POs

PO Sales – Total sale of the PO

PO Comm – Total agency commission for the PO

Invoice# - Invoice number to create, or append to.

Invoice Date – Invoice date to use when creating new invoices.

Inv. Sales – Total amount of the invoice.

Inv. Comm – Total estimated earnings for the invoice.

City, State, Zip – Customer sold to city, state and zip

Project – project name

Pay – DO NOT USE

Tag1, Tag2, Tag3, Tag4 – attachment tags to create for the po/invoice.

Processing the Data

Once the information is added to the screen, press the “Create Transactions” button to process the information. As rows are acted on, they are removed from the screen if all operations are successful. However, if any issue is found (e.g. not enough information is available to create the PO, the PO number already exists, etc.) the related row will not be removed from the screen. This allows the user to quickly identify problems and resubmit the data for processing.

When complete, a detailed report is printed showing the actions that were taken. Please note that blank rows are skipped and (in many cases) the last row will be blank:

Tips

This is a very powerful tool, and it is best to run a test first. Before adding hundreds of rows to the OASIS database using this tool, try adding a single PO with or without invoice. The PO will be immediately added to the database – open it and review the results. Once the results are acceptable, repeat with a larger set of data.

Considerations

Many OASIS features are enabled by recording data at the line level. Creating invoice information using this feature records data as a “lot value” and not at the line level. The following features (and reports) will not have the information necessary when lot values are used:

  1. Showing project status in the project or quotes screen
  2. Part number reporting
  3. Various shipping reports

Quick "LOT" Invoice Entry

Originally, this feature was designed for importing information from manufacturers in the electrical products industry. Lighting representatives have wanted an easy way to do the same – but with less information. The only required fields are shown below: PO#, Invoice, Invoice Date, Inv Sales and Inv Comm:

When configured in this manner, the PO is retrieved and a “LOT ONLY” invoice is created for the PO. If the PO is not found, the line remains on the screen and no action is taken.