ioi Sales journal

Silicon ioi allows you to have several sales chains running in parallel, each of which can have its own flow gathering points at a defined stage. To sell, you need at least one sales journal per site.

All the characteristics of all the documents in the sales chain are defined here:

• Offers,
• Sales contracts,
• JIT master consumption plan (Master schedule),
• Orders (including forecast orders) with dynamic reservation process,
• Deliveries,
• Static reservations,
• Point-of-sales module (*POS),
• Invoicing,
• Credit notes,

To change sites, simply click on the site button.

Essential settings for a newspaper #

It must be positioned in the configuration:

• Define the division,
• Define the plant site,
• The main warehouse for this site (main sales warehouse),
• Default sales catalog,
• Default sales condition,
• Unit price decimal places for rounding.

You can also define the temporal succession of sales catalogs.

Setting VAT rates #

Miscellaneous #

Suggest a Sepa QRCode for payments :

Document prefixes #

In Silicon ioi, all numbering has a unique prefix, making it easy to identify what a number corresponds to. You’ll need to be creative and pragmatic when defining your 3 or 4-digit prefixes. In case of hesitation, use the prefixes suggested.

Example:

In the case of a mono-newspaper on sale. English or French-inspired prefix:

• QTS, OFR. Offers,
• SCON, CTR. Sales contracts,
• MSJ, PDC. Master schedule JIT,
• ORD, CMD. Orders (including forecast orders) with dynamic reservation process,
• DEL, LIV. Deliveries and static reservations,
• POS, VNT Point-of-sales module,
• INV, FAC. For invoices,
• CRN, NDC. For credit notes.

Example:

In the case of multiple sales journals. English or French prefix. A/B, understand A or B according to site/journal A or B:

• QTSA/B, OFRA/B. Offers,
• SCONA/B, CTRA/B. Sales contracts,
• MSJA/B, PDCA/B. Master schedule JIT (Master schedule JT),
• ORDA/B, CMDA/B. Orders (including forecast orders) with dynamic booking process,
• DELA/B, LIVA/B. Static deliveries and reservations,
• POSA/B, VNTA/B. Point-of-sale module (POS, point of sales),
• INVA/B, FACA/B. For invoices,
• CRNA/B, NDCA/B. For credit notes.

Document numbering #

Numbering fields are alphanumeric. This is why a number of digits is required to respect the numerical sorting order. Be realistic about the number of documents to be saved per document and decide whether the year should be set to 4 digits at the beginning (recommended).

Example:

Structured numbering, endorsements, additions #

The system uses alphanumeric numbering to manage structured numbers.

Examples:

• QTSB202200007
• QTSB202200007.01
• QTSB202200007.02
• QTSB202200008

To do this, define :

• The separator character. Ideally the dot .,
• The number of digits. Ideally 2.

Accounting requirements by document type #

In the sales chain, by document, you can define the minimum required to correspond to the accounting part. The closer you get to the invoice, the more accounting elements will be required.

Grouping certain documents by sales module #

For flow management purposes, certain documents are grouped together in the same module.

• Offer and contract module:

  • Offers,
  • Sales contracts.

• Delivery/reservation/point of sale module:

  • Deliveries,
  • Static reservations,
  • Point-of-sales module.

• Invoicing and credit note module:

  • Invoicing (and credit notes).

Activation and role requirements for a document #

• You can activate a document by log,
• You can restrict a document’s access to a specific role.

In-chain routing to another log #

You know how to route the rest of the sales chain to another journal.

At each stage:

Example:

1. Two logs for offers and orders for two separate sales departments,
2. Then route one of the two journals to the other so that there is only one journal for deliveries and invoices.

Type	Service journal A	Service journal B
Offer	OFR A	OFR B
Ordering	CMD A	CMDB
		Routing to A for deliveries, definition in orders
Delivery	LIV	XXXX closed / disabled
Invoice / NDC	FAC/NDC	XXXX closed / disabled

Approval signature per document #

You can request a set of approval signatures per document.

See the approval schema module for configuration.

Behavior with article memos and thumbnails. #

You can enable copying of the article memo into the document, along with its small image (thumbnail). This is for personalization purposes.

If no personalization is planned, do not activate. This will save you disk space and document reactivity time.

Automatic chaining #

When switching from one document to another, you can define the following behavior

This allows you to select or not the quantities and lines to be proposed in the following document.

This setting exists for the following chainings:

• Offer to order,
• Order to delivery,
• Delivery to invoice.

Special feature for offers #

You know how to set up the essential parameters needed to create an offer and monitor its progress.

These are initialization parameters that can be adjusted in the document:

• Maximum expected time to respond to a request for quotation,
• Default bid validity period expressed in days (lead time) or for a deadline,
• Minimum margin allowed.

Special feature for contracts #

These are initialization parameters that can be adjusted in the document.

Special feature for commands #

These are initialization parameters that can be set in the document.

“Min delivery days”: offer to deliver an order within a minimum period. Very important for the time vector.

This setting is fully explained in the time vector operation.

You know how to choose your product delivery policy.

The best method is “Fill Limited to available”. This method makes it possible to deliver without cannibalizing orders that were scheduled to be delivered earlier in the organized and planned schedule.

Special feature for deliveries #

Physical/static reservations #

“Delivery reservation Allowed”: allows you to make static/physical reservations for a customer. With an order (or not).

To prepare mode #

“Qty to prepare mode”: provides a procedure for checking quantities moved by operators on delivery.

How it works: Instead of pre-filling the quantities to be delivered in the fields provided (DeliveredQty). The system fills in a non-accessible field called “QtyToPrepare”. This is according to the predefined picking policy.

The operator must fill in the “DeliveredQty” field, either manually or ideally via a scanner. Unless the line-by-line quantity targets are met, delivery is impossible.

Returns management #

You can define which warehouse negative quantities should be returned to.

Visibility and non-existent price alert #

• You can define who can see prices,
• You can block a delivery if there is a quantity and no price.

Special features for invoices #

ou can ask the system to present you with a payment reference:

• According to the Belgian VCS standard: +++ /0000/000/0000 +++
• According to the European standard: RFXXXXXX

See also SEPA QRcode settings in general journal configuration.

Allow invoicing as proposal.

Transfer invoices to accounting #

1. Select the destination accounting journal,
2. Choose whether the invoice should be validated (or remain in draft form).

Automated invoice transfer to accounting (Back process) #

1. Check if you want automation.
2. Select the number of days when the automatism is paused at the beginning of the period. This is because the accountant wishes to close the previous period before dealing with invoices for the following period.
3. Choose the number of days between document date and transfer time. With 1 day, for example, you can be sure that the document will be reworked before transfer. And of course, only send invoices when they have been transferred.