Bevica Excellar Order Processing

Set up and run Excellar (direct ship) orders in Bevica, including agreements, linked sales/purchase orders, posting, amendments, and returns.

Excellar ordering is the process of raising a purchase order for goods on the back of a confirmed sales order. When ready, the supplier sends the goods directly to the customer on your behalf. The supplier invoices you and you invoice the customer.

Excellar functionality lets you create a sales order, flag it as an excellar order, and automatically create a linked purchase order.

Prerequisites

Ability to manage items, normal sales, and purchase orders.

Excellar process

The excellar process can be managed in two ways within Bevica:

1. Using Bevica Reservations or Drop Shipment functionality within standard Bevica. See 'Excellar process using Bevica functionality' section below for more details.
2. Using enhanced Excellar functionality within the Bevica Excellar Extension. See 'Excellar process using the Bevica Excellar Extension' section below for more details.

Setup

Location

It is recommended that you create a specific location for these Direct Ship type sales. See Location Setup.

1. Excellar process using standard Bevica functionality

Within Bevica, you are able to create Excellar orders in two ways:

1. Using Drop Shipment functionality. See Drop Shipment (Excellar) Order Processing. This is Business Central's standard approach to linked sales and purchase orders. They do not support a scenario where the sales and purchase orders are a different Duty Status.
2. By creating a sales order and purchase order for the Direct Ship location and manually creating a Bevica Reservation on the sales line to reserve the purchase line. You will need to receive the purchase order before you can ship and invoice the sales order. This is Bevica's flexible approach, allowing sales and purchase orders to be easily linked and manipulated.

2. Excellar process using the Bevica Excellar Extension

The Bevica Excellar Order Processing functionality described below is in a different extension to the core Bevica product. Please speak to your Bevica team contact to find out more.

Setup Required

Navigate to the Sales Document Type Codes page and create at least one record where the Sales Identifier is Excellar and set its Default Location to your Direct Ship Location. See Sales Document Type Codes for more details.

Navigate to Bevica Setup. Populate the following fields on the Excellar FastTab:

1. Agreements No. Series. This number series will be used when creating Excellar Agreements. See Create a New Number Series for information on how to create a new number series.
2. Default Excellar Dimension. Populate this field if you would like to create a dimension value for each Excellar Agreement created for reporting purposes. If you need to create a new dimension code, search for Dimensions and create a new record. You do not need to create any dimension values - these will be generated by Bevica each time a new agreement is created.

Creating Excellar Agreements

Navigate to the Excellar Agreements page to create excellar agreements for a customer/vendor/item. Populate the following fields:

Field Name	Description
Code	The agreement number will be generated by the system from the number series you entered in Bevica Setup.
Customer No.	Enter the customer the agreement is for.
Vendor No.	Enter the vendor associated with the agreement.
Item No.	Enter the item associated with the agreement.
Unit of Measure	Select the item's unit of measure that the agreement is for.
Sales Duty Status	Select whether the sale is duty free or duty paid.
Sales Unit Price	Enter the agreed sales price. Note that this is the price per unit of measure entered.
Sales Currency Code	Enter the currency code of the agreed sales price.
Purchase Duty Status	Select whether you will be purchasing the item duty free or duty paid. Note that the purchase can only be set to duty paid if the sales duty status is duty paid.
Purchase Unit Price	Enter the agreed purchase price. Note that this is the price per unit of measure entered.
Purchase Currency Code	Enter the currency code of the agreed purchase price.
Start Date	Enter a starting date of the agreement. This is compared to the Order Date on the sales order. If this is populated, the Start Date has to be before the Order Date for the agreement to appear when running Get Excellar Lines.
End Date	Enter an ending date of the agreement. This is compared to the Order Date on the sales order. The End Date has to be blank or after the Order Date for the agreement to appear when running Get Excellar Lines.
Blocked	You are able to block Excellar agreements so they can no longer be selected on sales orders.
Note	You are able to enter a note against the agreement for internal information.
No. of Orders	The number of order lines which have been created for the excellar agreement. This column should be checked before you amend an existing agreement. You are unable to delete an excellar agreement if there are associated sales orders.

Create an excellar sales order

The process involves creating a normal sales order and selecting the relevant Excellar agreement/s. A function then creates a linked purchase order, reserving the purchase supply to the sales demand. When the goods are collected by the customer, the Sales Order is Shipped & Invoiced. This automatically Receipts the Purchase Order, applying costs from the purchase to the sale. The Purchase Order is then Invoiced as normal.

Create a sales order as normal but before entering line details:

• Set the Sales Document Type to your excellar code
• Select Prepare, Get Excellar Lines, select Edit List and enter the Quantity Selected on the relevant agreement lines to select the Excellar agreement/s you would like to add to the order. The following must be the same on all the agreement lines selected:

  • Customer No. (a filter is placed based on the customer entered on the sales order)
  • Vendor No.
  • Sales Duty Status (a filter is placed based on the duty status on the sales order to ensure this is set correctly before running Get Excellar Lines)
  • Purchase Duty Status
  • Sales Currency Code (if the currency code is not blank on the sales header the Get Excellar Lines list will be filtered by this Sales Currency Code)
  • Purchase Currency Code

Note

The Excellar Purchase Duty Status cannot be duty paid if the sales order is duty free. The following scenarios are allowed:

• Sales Order = Duty Free, Purchase Order = Duty Free
• Sales Order = Duty Paid, Purchase Order = Duty Free
• Sales Order = Duty Paid, Purchase Order = Duty Paid

Items must be Duty Controlled as Variants are mandatory for Excellar order processing.

Once the sales order is complete, before Releasing, you can create the Purchase Order. To do this, on the ribbon select Home, Create/Update Linked Order. When the Purchase Order is created, a pop message will give you the order number. You are able to see this order number and navigate to it using the Linked Purchase Order No. field on the Linked Orders FastTab.

Note

If you get an error 'Reserved Quantity cannot be greater than 0' when you try and create the linked PO, it is because you have released the sales order first, which has created an automatic reservation. To get past the error, reopen the sales order and cancel the reservation on the sales line. Select to create the linked order again and then release the order.

Once the Purchase Order has been created, you will see the 'Linked Order' fields populate as below:

Sales order showing Linked Order fields populated after creating a linked purchase order

If these fields are updated on either document, the change will flow through to the Sales Order and the Purchase Order.

Reservations

By using the linked order functionality, the sales and purchase documents are linked by reservation entries. You can see this by clicking on the Reserved Quantity field on the lines and navigating to the purchase document.

In addition, for reporting, the following linked document information is available:

Document	Field Name
Sales Order header	Linked PO No.
Sales Order line	Linked PO No. & Linked PO Line No.
Purchase Order header	Linked SO No.
Purchase Order line	Linked SO No. & Linked SO Line No.

The fields are also available on their respective posted documents.

Amending the Sales or Purchase Order

The Get Excellar Lines function can be run multiple times to add new lines to the Sales Order, each time new lines are added the Create/Update Linked Order routine will need to be run to update the linked Purchase Order.

Action	Result
Deleting the Purchase Order	The Sales Order remains but all references to the Linked Purchase Order are removed.
Deleting a Purchase Order Line	The linked Sales Order Line remains but all references to the Linked Purchase Order Line are removed.
Deleting the Sales Order	The linked Purchase Order is deleted.
Deleting the Sales Order Line	The linked Purchase Order line is deleted. If this was the only line on the Sales Order, the entire Purchase Order is also deleted.
Adding a new line	Run 'Get Excellar Lines' to select the new line. Once the line is on the Sales Order, select 'Create/Update Linked Order'.
Amending sales order line quantity	The quantity on the linked Purchase Order line is amended and the reservation entry is changed to reserve the new quantity.
Amending purchase order line quantity	You are unable to change the quantity if a purchase line is linked to a sales line.
Amending dates on sales orders	You are unable to amend the Shipment Date to a date which is before the Expected Receipt Date on the reservation entry. If you need to change the dates and you are receiving an error, either change the Expected Receipt date on the Purchase Order first (which will change the Expected Receipt Date on the reservation entry), or cancel the reservation, change the Shipment Date on the sales order and the Expected Receipt Date on the purchase order and re-reserve the sales lines.
Amending dates on purchase orders	You are unable to amend the Expected Receipt Date, Promised Receipt Date or Requested Receipt Date to a date which is after the Shipment Date on the reservation entry. If you need to change the dates and you are receiving an error, you will need to cancel the reservation, change the Shipment Date on the sales order and relevant date on the purchase order and re-reserve the sales lines.
Amending the Ship-to Code on sales orders	Amending the Ship-to Code on the sales order will update the Ship-to Code on the linked purchase order. You can only change it to a Ship-to Code with the same Duty Status.
Amending the Ship-to Code on purchase orders	It is not possible to amend the Ship-to Code on a purchase order. It can only be amended on the sales order.

Posting the sales order

When applicable, the sales order can be Shipped & Invoiced. This will Receive the purchase order automatically and Ship and Invoice the sales order creating the following records:

• Posted Purchase Receipt - creating Purchase Item Ledger Entries.
• Posted Sales Shipment - creating Sales Item Ledger Entries with the sales value and purchase order line cost.
• Posted Sales Invoice - creating a Customer Ledger Entry.
• GL and VAT Entries.

Posting the Purchase Invoice

When you receive the invoice from the supplier, create and process a purchase invoice document as normal.

Crediting an Excellar Order

If you need to credit an excellar order, you will need to manually create a sales return order and purchase return order. The Sales Document Type and Purchase Document Type fields are available on the documents. The return orders cannot be linked in the same way as an excellar order. Once you have received and invoiced the sales return order, you can reserve the resulting item ledger entry against the purchase return order line. The purchase return order can then be shipped and invoiced.

Part Crediting an Excellar Order

If you want to part return the quantity that was sold, follow the below steps:

1. Create Sales Return Order

   • Populate the Customer No.
   • From the ribbon select Prepare > Get Posted Document Lines to Reverse

     • Select the Lines you want to return and press OK (this will now generate your sales return lines)
   • From the Lines of the Sales Return Order amend the Quantity to be the amount you want to return.
   • Populate the Return Reason Code on the Lines.
   • Now Post the return.
2. Create Purchase Return Order

   • Populate Vendor No.
   • From the ribbon select Prepare > Get Posted Document Lines to Reverse

     • Toggle on Return Original Quantity (this is required as all the purchase entries have been fully applied against the sale transaction. By using Return Original Quantity it will force the system to un-apply these entries and allow them to be copied to the lines of the purchase return)
     • Select the Lines you want to return and press OK (this will now generate your sales return lines)
   • Amend the Quantity to the same amount as the sales return.
   • To the Lines of the Purchase Return, Personalise the page and add Appl.-to Item Entry

     • By default, the system will try to apply the return lines to the original Item Ledger Entry for the Purchase Receipt.
     • Click into this field and select the Item Ledger Entry relating to the Sales Return Order you just posted.
   • Populate Return Reason Code.
   • Now Post the return.

Permissions

This functionality has a specific permission set, see Bevica Excellar / Commission permissions