The steps below cover setup items for easily and accurately tracking Builder Upgrades. This scenario assumes your customer is the Builder, but the Homeowner is responsible for paying for any upgrades over the Builder’s Allowance. The results of the setup will allow you to run the A/R Aging Report by Customer ID to see what just the Builder owes and whether the Homeowner has a balance, as each will appear under their own ID. You can also run the A/R Aging by Territory to total amounts due for each builder/homeowner or subdivision/ homeowner group. Finally, you can run a Sales Analysis by Territory to reveal all sales data for the Builder or Subdivision (including the homeowner’s portion.)
Below are the setup steps you need to complete:
- In the Territory Code Maintenance module, add a Territory Code for each Builder (or each builder’s subdivision if you prefer A/R reporting and Sales Analysis this way). We suggest using the Builder ID as the Territory Code. Use this Territory Code on both the Builder and Homeowner Customer Maintenance records.
- Open a Job using the Homeowner's Customer ID, and build the Job with the actual items and pricing that the homeowner has selected. Add two Special Charge lines (Factor 09), the first with a positive qty of “1” and the sale amount of the allowance the Builder has given the Homeowner. The second line will have a negative qty of “1” for the same amount as the first line. You must also put a cost equal to the sell so it will not have any margin impact. Note: Use the Qty field to make the line positive or negative, not the Cost and Sale fields.
- Post the Homeowner’s payment as a Deposit on the Job, being careful not to leave any overpayment.
- Create an Invoice to the Homeowner for all the lines except the two Special Charge lines. Keep the Job Open. Then go back into the Job and invoice the negative quantity Special Charge line. This will create a Credit Memo. During the Credit Memo process, you will need to enter the number of the first Invoice and apply the Credit Memo to the balance. Again, don’t close the Job.
- In the header of the Order Entry screen, change the Customer ID to the Builder’s. You will now Invoice the positive quantity Special Charge line. You can also now close the Job.