Applies to: RollMaster (RM) Core
Use this article as a reference for the Estimated COD Amt. Report module, including estimated retail C.O.D. financial ledger tracking that computes outstanding job balances based exclusively on deposit entries, custom financing splits, and required installer assignment verifications.
Does Not Cover: Retail Lead Management (RLM).
Menu Path: Sales Processing > Reports 2 > Estimated COD Amt. Report
For other Sales Processing programs, refer to the Sales Processing module documentation.
This is an estimated C.O.D. report that was developed for use primarily with retail jobs where a deposit is taken when the order is placed and the balance or C.O.D. is due upon installation and prior to invoicing. Jobs where the customer has a credit limit will not appear on this report. (If you do not see the “C.O.D. Customer!” prompt in the Order Entry screen, next to the Credit Limit field, the job will not appear on this report.) Also, a job will not appear on this report until a Work Order has been printed. An installer must be assigned to a job prior to printing this report if you wish to see an installer ID included.
This report is considered “estimated” because it is only updated through the Deposit option in the Order Entry module. Any credits or payments applied to a customer’s account through the A/R Post Customer Payments module will not be reflected in this report, and if a partial Invoice on a job is processed, any deposit that was taken will be removed from this report and it will appear that the full amount of the order is due. However, if a partial Invoice has been processed, the report will place an asterisk to the right of the C.O.D. amount prompting the user to check the customer’s account. Generally, partial invoicing on straight retail jobs does not take place, and credit balances will only be a factor for a small percentage of jobs. As a general rule, if you pull up the job through the Order Entry module, you can look to see if the customer has a credit balance in the A/R Due field of the Job Totals box. However, if the customer has a positive balance due, you will need the accounting department to give you a true C.O.D. amount to collect. When you enter this module, the system will place the cursor in a Select Option box as follows:
Using the options in the box, you can customize the report to include only those jobs that meet the parameters you have selected—you can set up more than one print option. When you enter this report module, you will note the addition of Region as an Option in the menu if you have enabled Region Reporting in the system, via the Company Control 2 level of the System Control Maintenance module. If enabled, this report will automatically group all Regions together and you will see the Branch ID at the top of each page. If you wish to limit the Regions, you can select this option and type in a Beginning and Ending Region ID to appear on the print out. The Branch option will allow you to print this report for only one branch, a range of branches, or all branches; the Job Type option will allow you to print this report for only one job type, a range of job types, or all job types; the W/O Date will allow you to print this report by a range of Work Order print dates; the Installer option will allow you to print this report for only one installer, a range of installers, or all installers; the Salesperson option will allow you to print this report for only one salesperson, a range of salespersons, or all salespersons; the Customer option will allow you to print this report for only one customer, a range of customers, or all customers; the Job Number option will allow you to print this report for only one job, a range of jobs, or all jobs; the Install Date option will allow you to print this report for one installation date, or a range of installation dates; the First Post Date option is tied to the Job Labor Mtc./Installer Payments module. When you post the first Installer Payment on the job, you can then customize this report by that date. The last option appears as follows: Sort By. When you hit enter on this option the system will prompt a Select Sort Order box as follows:
You will notice to the left of the Select Option menu that the Default Sort By is via Installer, Job Type; therefore, if you would rather sort the report by Job Type only, you can arrow down to that option prior to printing the report. Once you set the parameters, arrow down to the Print option and hit enter. The system will then prompt the following: Do You Want Jobs With Zero C.O.D. Amounts (Y,N) N. Hit enter to leave out jobs with no C.O.D. to be collected or type a “Y” at this prompt to include those jobs. Print Financed Jobs? This prompt is defaulting to “No”, so if you wish to include Financed Jobs on the print out, select “Yes” at this prompt. If you only wish to print out Financed Jobs, answer “N” to the Print Only C.O.D. customers prompt and “Y” to the Print Only Financed Jobs prompt. On the print out, you will now see an Initials and Financed Amt column on the report. Please note that if the Financed Amount on a job is $1,000 and the total job is $1,100, the report will print showing $1,000 in the Financed Amt column and $100 in the C.O.D. Amt column. In order for the Installer ID to print on this report, you have to select the option to Print Only C.O.D. customers and a Work Order must be assigned with an installer. If a job is Financed, the Work Order will print a Financed Amount under the C.O.D. Amount Due field.
When you have entered through the Financed options, the system will then prompt the following: Do You Want To Print Open And Closed Jobs? (Y,N) N. Hit enter to print only open jobs, or type a “Y” to include closed jobs. This prompt was added so that closed jobs could be included on the report at the User’s discretion. However, this also means that canceled jobs that still have order lines will also show on this report, which is why it is important to always delete order lines on canceled jobs. At the Eject Page prompt, hit enter and the system will place you back at the Sales Processing Reports menu.