How to enter a REPCHARGE order

REPCHARGE Order type is used when the cost of an item/order should be charged to the Sales Rep.

This process should be used to charge a sales rep's commission for COGS. This process consists of:

• Order Entry
• Quick Ship
• Commissions Management

Examples of when to do a REPCHARGE:

• Send to Billing Analyst if customer refuses to pay for an invoice. Rep is responsible for COGS on this order. 
• Non-returnable items that institute for a MA claim/credit to be issued to the customer. Rep is responsible for COGS on this order. 

REPCHARGE Order Entry

1. Go to Order Entry to start a New Order
2. Select the Sales Rep's Personal Customer Number as the customer. If one is not set up, use Quick Add to create one (terms of CC).
3. Select REPCHARGE as the Order Type.
4. Go to the Main Tab > Order Header Management and confirm the correct Sales Rep # is selected for this order. This should always be the Sales Reps ID number, not 6666.
5. Determining the Amount to REPCHARGE: 
   
   1. Run Review Customer Orders and Search for the original order.
   2. Select the Hamburger Menu and select Gross Profit Calculator.
   3. Using the Gross Profit Calculator, gather the below information to determine the QTY to enter for the REPCHARGE. Download this MA Calculator. <-- Click link to download excel document. 
      
      1. Order Value - The order value (selling price) for the order that the customer is receiving credit on. This is under the Sales column in Gross Profit Calc, totaled at the bottom.
         
      2. COGS - The total Cost of Goods Sold for the order that the customer is receiving credit on. This is under the Cost column in Gross Profit Calc, totaled at the bottom.
         
      3. Reduction Amount (CLAIM amount) - the total amount being credited to the customer using an MA claim.
6. Enter that above information into the MA Calculator.
   1. Order Value - from above screen shots, I would enter $175 in cell B2.
   2. COGS - from the above screen shots, I would enter $105 in cell B3.
   3. Reduction Amount (CLAIM) - from the above screen shots, I would enter $122 in cell B7.
   4. The Repcharge amount will appear in cell B11.
7. Navigate to the orders Main tab > Order Line Maintenance. Type REPCHARGE as the item number. Enter the dollar amount shown in cell B11 of your MA Calculator as the QTY, and leave the price as $0. 
   
   ONLY ONE REPCHARGE LINE PER ORDER, COMBINE ALL PRICING INTO THE ONE LINE. (REPCHARGE can't be found in style entry)
8. Click Save
9. Ensure the Customer PO number is entered as 'REPCHARGE' in the main tab or freight tab.
10. Add the claim number to the description field of the REPCHARGE order.
11. Add a comment with the original order number and the REPCHARGE order. 
    1. The comments should look like this:
       "REPCHARGE H0446362 has been entered to charge the rep for 10 of A136OR-OR that are unable to be returned from Original O# M0444955. MA Claim R5028640 was entered to credit the customer back the items. MA Calculator used, see attached screenshot in the Attachments section."
12. Review & Complete the order. If you get a remittance error for the CC method, update the remittance to Net30-CC.
13. Email the REPCHARGE order number to Lukas Eswein-Peterson to be reviewed, Quick Shipped and Invoiced. Please give a summary of what happened in your email. 

Below process is to ONLY be done by leadership staff

Quick Ship Instructions

1. Go to Quick Ship and enter the order number, including the BO # (If the order number is B0292474 enter it was "B029247400" as shown below.
2. Click Save and Complete and select the "Invoice Order" option on the Quick Ship screen then select Continue.
   
3. Go to Review Customer Orders and research the order to ensure it is in an Invoiced status. If not, it must be invoiced via Orders Shipped, Not Invoiced. Since it is a zero dollar invoice, no invoice will be sent to the customer. 

Commissions Management

At the writing of this article, these orders are not marked "Paid" due to being zero-dollar orders, but must be accounted for when calculating commissions. Please use Cyber Query to ensure all zero dollar orders with negative COGS are calculated in rep commission reports.

(Created 4/21/24)