GSS Bill-Back tracking
Bill-Back tracking menu options
Overview
GSS Bill-back tracking system is an automated system for determining money owed based on items performance at store locations.
There are three kinds of bill-backs handled by this application:
- Bill-back money based on front-end scan movement
- Bill-back money based on purchases
- Flat (fixed) amounts
The basic elements of an entered bill-back are:
- Broker/vendor – identifies who is to pay the bill-back invoices
- Date range – identifies the period the bill-back is in effect for
- Amounts – An amount(s) keyed for each of the bill-back types
- Items – One or more items is entered for the purchase and scan bill-back types. A flat bill-back only requires a text description.
When items are entered for a specific bill-back, the user has the option to automatically include linked items. This can expedite entry and eliminate some potential mistakes. For example, if a bill-back is being keyed for 12 oz Gerber’s Baby Food, a single item can be entered and optionally all flavors of that product can automatically be included as well.
When calculating bill-back invoices, GSS scan item movement history is used to determine the amount owed for bill-backs based on front-end movement. Scan movement history is almost always updated via transmissions to the POS front-end. GSS also maintains separate item purchase history that is used to calculate bill-backs based on purchases. Purchase history is maintained in several fashions. If GSS DSD is being used for backdoor receiving, then all DSD purchases are automatically updated to GSS purchase history. If an alternate DSD system is used (TCI for example), then an interface program is provided to update the GSS purchase history from that system. Generally wholesaler purchases require an interface program to be written. The wholesaler electronically provides detailed invoices for each store, and the interface program extracts the item purchase information and updates that to GSS purchase history.
Once the step to print invoices is complete, the user has an option to transfer those invoices to Accounts Receivable (A/r). The A/r module is responsible for keeping track of payments made by the vendor/broker on the invoices.
Menu
Bill-Back tracking menu
This menu has all the options required for using the GSS Bill-back tracking system.
Bill-Back tracking menu options
Briefly, the options work as follows:
1. Enter/update bill-back requirements. Allows entry/update/delete of bill-backs requirements. This is the main data-entry program.
2. Inquire/update bill-back requirements by vendor/broker. This is similar to option 1, but is generally used for calling up and maintaining existing bill-backs.
3. Process bill-back requirements. This option uses scan and purchase movement to calculate bill-back invoices.
4. Transfer invoices to A/r. Moves the invoice information to accounts receivable for keeping track of payments on the invoices.
8. Enter/update week start dates. This allows entry of a table that identifies the beginning of each year. The invoice print program has an option to summarize totals by week number, and if this is used it’s necessary to know the starting date for the first week of the year.
9. Enter/update ledger accounts. This is a table identifying codes that are used to identify the type of bill-back to accounting. When entering a bill-back the user can optionally enter a ledger code, that can be transferred with the bill-back to accounting.
10. Enter/update broker table. This allows entry of valid brokers/vendors for the bill-back system. The broker/vendor code entered on a bill-back requirement is validated against this table.
11. Update purchase history. This option processes wholesaler invoice electronically received, converts them and updates the GSS purchase history from them.
12. Purge purchase history. This removes old purchase history from the systems to conserve space. A date is keyed, and any history prior to that date is removed.
20. Work with spool files. This is an IBM function, that allows the user to view their own print jobs.