5. Entering Invoices into RSA (Stock Receipts)

To enter in new stock from supplier:

For any new products these need to be created prior to entering the invoice.

IMPORTANT: ensure that any retail pricing factors in any shipping costs that may be incurred. This allows for the freight costs to be factored into the retail price instead of it being a separate stand alone cost. See shipping costs section below.

For guidance on product pricing click here.

To enter a credit click here

There are various ways in which freight costs from suppliers are factored into pricing and invoices.

1. No freight price shown on invoice. i.e. the supplier as factored in this cost in the price of the beer. Proceed as per below or above if creating new products first.

2. Large order of just one or two product lines, e.g. for 40 cases for beer club subscription packs. If freight is assigned as a separate line on the invoice or under the subtotal then factor it in before entering the invoice. i.e. total product cost + total freight costs divided by number of cartons.

3. Supplier has a separate line for freight on the invoice but the order has free stock as a result of a buying deal. E.g. 10 + 1 from Mornington. Allocate all the freight to the +1 case when entering the invoice, unless all the cases are the same, in which instance refer to point 2 above.

4. Invoice from supplier has more than 10 different product on the invoice AND they have itemised a separate freight cost on the invoice. To reduce headaches of having to divide total freight by number of cases and then add back to each line item the work around is to ensure that each retail sell price is at approx 46%, 36% and 26% (in increments shown on the pricing page) before any discounts are loaded in. Then when entering in the invoice add the freight as a separate line at the bottom of the invoice screen in RSA. The extra margin will then be aimed at covering the freight component of the invoice without the headaches of having to do 10+ separate calculations. Example of this is Australian Trade Partners (ATP)

5. Invoice from supplier has a discount (either total or per case) shown on a separate line AND also has freight costs shown on a separate line (based on a per case freight charge). First calculate cost per item based on normal price + freight component. Then when entering in the invoice factor in the discount and freight for each item.

6. Supplier has a flat rate shipping charge and offers a discount on the each line of the different beers (e.g. Feral). This flat rate can be applied to the product line that has the largest discount in their line on the invoice.

7. Supplier has a per case/ per keg delivery charge. Most often this is then itemised as at "total freight" line on the invoice (example is Sauce Brewing invoices). When entering the invoice split this cost out across each of the product lines and enter the cost of the products inclusive of the cost of delivery. E.g. price is $65 + $4 delivery = $69. Retail price of a product must be calculated based on the cost price inclusive of delivery.

To Enter An Invoice Follow These Steps

1. Go to RSAPOS MENU on the desktop and RSA Main Menu

2. Select ‘3. Stock’ on the RSAPOS homepage.

3. From the Supplier Dropdown box select the the appropriate Supplier and in the Stock Receipts box click Open OR Click Open on the Stock Receipt box enter the Supplier Name into the bottom right search bar and find and select the supplier.

4. Enter Invoice Number from the Invoice then press Enter key 8 times until you get to the Stock Receipts screen ready to enter invoices.

5. Enter in PLU and quantity(choose Single vs Case) – check that totals match those on invoice – if there has been a price change note this down. If totals are inclusive of GST then click the GST button.

5a. IMPORTANT:

5a. Ideally no invoice is entered into RSA until the invoice matches exactly what was received or relevant credits are received prior to entry, e.g. if incorrect stock was delivered or some of the products delivered were past their best before dates. Waiting for all correct paperwork/stock is the easiest method to ensure all is entered correctly and it is strongly recommended that holding off entry of the invoice is done. However, if you are needing to enter in an invoice (e.g. wanting to get some of the stock in the system before the weekend) and have not received the correct credit/stock then enter the out of date/incorrect stock under the PLU 2697 "Incorrect Stock Miscellaneous". This will ensure that the stock is not allocated to the online store when stock is updated and inadvertently sold. The out of date/incorrect stock should be set aside on the maroon shelves in warehouse until corrected/swapped/picked up. Ensure a note is written on it with date and reason for it being placed on the shelves.

6. If there is a freight charge, or discount applied to the invoice then if is relatively straightforward spread the cost of the freight over the cost of the products (see 4 Pines Example Below). For Suppliers such as ILG this is entered in the Freight line item (note need to use decimal place e.g. 5.00 rather than entering 500 as you would for the rest of RSA)

7. If there is an admin fee similar to ILG then this needs to be applied to the invoice (see ILG Example Below). Note need to use decimal place e.g. 5.00 rather than entering 500 as you would for the rest of RSA.

8. Total should match the Total Invoice cost inclusive of GST. The GST line in RSA should match the GST line in the invoice. If the GST line is different to the invoice update this in RSA and press Enter. This should then mean both GST and Total is the same both in RSA and the Invoice.

9. Check Totals and if all adds up select ‘Accept’

10. If prices changes occurred you will be taken to the PLU screen for each product where there was a price change. If the product pricing e.g. Single/ 4/6 Pack / Case pricing is updated then a new label will need to be created. Click Enter on the labels screen. Once labels have been printed out use this to guide changes to the pricing on the website.

11. Update the In Store & Growlers page on website with stock invoices entered

IMPORTANT: If any existing products had price changes these will need to be noted and the same changes made on the website.

EXAMPLES

4 Pines Example - Spreading Freight & Discount Over the Cost Of the Products

In this example 4 Pines have a discount of $3.50 per case while there is a freight charge of $8. As there are 16 cartons being deliver this freight charge works out as a cost of $0.50 per carton. This is added to the cost per case, while the $3.50 discount means the total discount to be applied after freight is $3.00 per case.