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:

• 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 the Quick Add customer type to create one (terms of CC).
3. Select REPCHARGE as the Order Type
4. Go to the Main Tab > Order Header Management to confirm the Sales Rep # is selected for this order. 
5. From the Main tab > Order Line Maintenance, type REPCHARGE as the item and enter the Qty as the dollar amount needing to be charged against the rep's commission (Qty 100 = $100 from the vendor invoice needing to be costed to the rep)
   
   (REPCHARGE can't be found in style entry) 
   1. Determining the Dollar Amount to charge: 
      1. Open the order in Review Customer Orders.
      2. Select the Hamburger Menu and Gross Profit Calculator.
      3. You will want to calculate the qty for the REPCHARGE style number based on the COST showing in this tool. 
         
      4. Enter Cost from step iii. as the QTY for the REPCHARGE line. (Ex: Cost = $20.35, Qty on REPCHARGE would be 20). ONLY ONE REPCHARGE LINE PER ORDER, COMBINE ALL COSTS INTO THE ONE LINE. Note that the price in the Cost Column is for all quantities ordered, not for just one item.
      5. If the Sale Rep is only needing to take the hit on 70% of the COGS, you will want to take the cost in the column shown above and multiply by .70 to get the amount that needs to be entered as the QTY on the REPCHARGE.
6. Click Save
7. Ensure the Customer PO number is entered as 'REPCHARGE' in the main tab or freight tab.
8. Add a comment with the original order number and the REPCHARGE order.
9. Review & Complete the order. If you get a remittance error for the CC method, update the remittance to Net30-CC.
10. Email the REPCHARGE order number to Lukas Eswein-Peterson to be reviewed, Quick Shipped and Invoiced.

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)