Functional Overview Getting started with Sage ERP X3 Sales module

Overview OVERVIEW Subject Objectives Rules Agenda Expectations Sage ERP X3 Sales Module Objectives Functional presentation of the module Integration, Flows, Functions Rules No telephone No smoking Encourage team interaction Enjoy the training Any question is welcome Agenda Participants welcome and introduction 9:30 AM – 10:00 AM Concept presentation 10:00 AM – 11:30 AM Break 11:30 AM – 11:45 AM Demonstration 11:45 AM – 12:30 PM Questions and Answers 12:30 PM – 1:00 PM What will be doing during today’s presentation? Expectations What you expect from the training

Introductions Who are the individuals attending this presentation? What are their roles and responsibilities relative to the project?

Your expectations What are you expecting to take away from today’s presentation?

Concepts Let’s review and discuss of general ERP concepts and how these are represented in X3.

Goals Means Organize and improve the efficiency of sales operations Accelerate the flow of information to and from sales across the enterprise Reduce or eliminate potential for problems stemming from inaccurate and inconsistent data Means Enable sales processes specific to the type of customer order (e.g. standard order, contract order, counter sale, etc.) Automate data and process flows required for all stages of the sales cycle, from quotation and order through to delivery and invoice Coordinate activities and associated data across all functions affected by sales activity, including inventory/stocks, finance/accounting, and manufacturing/purchasing What are the objectives of the sales module (goals) and how are these objectives addressed (means)?

The roles and responsibilities in sales Module Business Prospect management Customer referencing Quote and contract management Administration of the price list database Sales administration Customer data base administration Order entry & monitoring Issue pro forma invoices Issue customer invoices Warehouse keeper Order preparation DN processing Loan monitoring Return management Customer accounting Invoice posting Credit memo recording Customer reminder What are the general roles and responsibilities of the job functions associated with sales? The roles and responsibilities in sales Sales

The sales functions (X3) by role Module Business Sales administration Prospects Customers Customers Price list database Quotes Price list database Orders Pro forma CRM functions Contracts Delivery request Customer invoices Warehouse keeper Customer accounting Allocations Reservations Reminder Credit memos Deliveries Returns Posting How do the general roles and responsibilities in sales equate to the functions in X3? Load preparation Inquiries Payments The sales functions (X3) by role Sales

Processing / Monitoring CRM Prospects Customers Flows Business Quotes Contracts Sales Contract quotes Price list catalogue Customer monitoring Price list update Sales Administration Order Delivery request Order Allocation Order acknowledgment Delivery Loan Warehouse keeper Preparation Return Load preparation Picking ticket Delivery note Load preparation list Invoice Processing / Monitoring What are the logical process flows encountered in sales? Invoice Credit memo Reminder Sales Administration Customer Accounting Posting Sales Logical flow

Sales Examples of flows Standard order Contract order Loan Flows Quote Contract Price lists Price lists Standard order Delivery request Loan order Allocation Allocation Load preparation Delivery Delivery Delivery Return Return Return What are some examples of these process flows? Invoice Invoice Invoice Credit memo Credit memo Sales Examples of flows

Integration within the ERP Stock / Prod. Mgmt Stock coverage Allocation Customer reservation Production direct order CRM Prospects Service contracts … Purchases Direct order Direct order received Integration Sales Analytical accounting Document (Invoice) General accounting Document (Invoice) FAE (Delivery note) AAE (Return) Open items - Pre-payment (Order) - Open item (Invoice) Provisional stock Forecasts (SOS) Planned order (SOP) Firm order (SOF) Actual stock Delivery (-) Return (+) Loan (+/-) Valuation Average price What other functions within the ERP are affected by activities conducted by sales? How are they affected? Sales Integration within the ERP

Price lists  Line condition Invoicing element  Footer condition Products Product category Coding Sales and packing units Account posting VAT determination Reference by customer Direct order and loan indicators Use by site Stock management rules Customers Manual coding Ordered BP Bill-to BP, Pay-by BP Transaction currency Payment method Posting: accounting code VAT management: tax rule Statistical groups Other BP: Sales representative, Carrier Data Common data Miscellaneous tables Product tables BP tables Transport tables Setups Structure code Price list reason Price list record Invoicing element Price lists  Line condition Management of a single pricing structure (price list structure) Structure: Gross price +/- setup discount or charge column Definition of the value of the price and discount/charge column on criteria Standard price list, grouped, on component or restriction Price list entry in price list grids generated by the price list setup Invoicing element  Footer condition Application on a customer or specifically on an order, DN, Invoice Receptacle of line conditions or invoice footer determined element Sales Common data

Sales representatives Quote By picking on an order By button from quote User Direct entry Contracts From Delivery request Function Common data Customers Sales representatives Carriers Products Price lists Sales order Delivery request Valuation Price lists Quotes, contracts Invoicing elements Order Setups Counters Transactions Type of order Price lists Invoicing elements Dimension / default Inquiry CSO Mandatory fields Inquiries Order situation Stock in progress & Customer risk Stocks Sales site Customer Quantity Price Shipment date Shipment site Product(s) Sales unit Line status Coverage Actions by type Global or detailed allocation Delivery Direct invoicing, pro forma Blocking / unblocking (in progress) Overview of the Order function in X3 Automatic loading Header : Quote, contract, customer Line : Quote, contract, product ARCCLIENT Sales Sales orders

Load preparation, Transport Orders Standard, contract, loan order lines Stocked or not stocked product Direct entry User Stocked products without order Function Common data Customers Carriers Products Packaging Delivery by picking Reconciliation criteria Sales site, shipment site Ship-to customer, product, order Delivery Setups Counters Transactions Shipment type Allocation engine Invoicing element Load preparation, Transport Inquiry CSD Entered fields Functions Manual or automatic Detailed allocation Order completion DN valuation (stock update) Pro forma, Invoicing Load preparation (manual or auto) Carrier management Shipment date Loading from orders Products Quantity (remainder) Order ref. Sales unit Stock rules Overview of the delivery (shipping) function in X3 According to product or group setup Mandatory detailed allocation Locations Lot no. Serial no. Inquiries Stocks Orders, Invoices BONLIV BONPRELIV Sales Deliveries

Sales representatives Invoicing: by picking or automatic Orders Direct invoicing Returns Credit memo on quantity Direct entry User Sales entry (product) A/P-A/R accounting entry (account) Receipts Standard, contract order Loan order Invoices Credit memo on price Additional invoices Function Common data Customers Sales representatives Products Accounting code VAT management Invoicing: by picking or automatic Reconciliation criteria Sales site, bill-to customer Delivery, order, return Invoices Entered fields Functions Manual or automatic Stock update indicator Sales representative commission Credit memo entry Open item generation Pre-payment recovery Validation Posting General accounting Analytical accounting Setups Counters Invoice type Transactions Invoicing element Automatic documents SIHI Inquiry CSI Auto: none Manual Customer, products (S) Quantity, price (S) Customer, account (A) Loading by original movement Type Invoiced quantity Price Document ref. Sales unit Overview of the Invoice function in X3 Adjustments Price GL / Analytical accounting postings Quantities SBONFAC Sales Customer invoicing

Sales invoice Accounting document Sales Accounting interface Default analytical dimensions Accounting codes Automatic documents Batch server Accounting task Integration Sales invoice Accounting document Common data Customers Products Accounting code SINVOICE GACCENTRY Customer Invoice no. Currency Invoice date Customer Invoice no. Currency Invoice date SINVOICED Debit Credit Setups Invoice type Batch server Accounting task Automatic documents SIHI Inquiry Documents Line Product Quantity Price Ex-tax amount Account VAT code Dimension Nature … GACCENTRYD Customer Account Amount inc tax By product account Line ex-tax amount By footer account Ex-tax amount By VAT account VAT amount Nature aggregation Dimension aggregation What are the various X3 elements that comprise transactions processed in the sales module? BALANCE SINVOICEV Tax excl. total Invoice footer VAT Tax incl total GACCENTRYA BALANA Sales Accounting interface

Break

Demonstration

Sales Demonstration of a flow example Data / Flows User Personal remarks Products Methods Example Customers Business Sales Administration Dealing with sales representatives Dealing with carriers Price list structure with price indication Product / supplier criteria Price lists Business Sales Administration Quote Business Price lists Sales Administration Orders Stocks Allocation Delivery Warehouse keeper Validation Stocks Invoice Sales Administration Credit memo Display of documents Customer accounting Sales Demonstration of a flow example

Questions Answers

Thank you for your attention Enjoy the Sales Projects