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Bill & Ship Process

Distributor guide to the month-end Bill & Ship process in Encompass: book sales this month for delivery next month using Bill & Ship routes and the Month End Rebate Builder. Requires v23.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 23.01

Steps

What is a Bill & Ship?
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  • The salesmen will sell items to a customer on the last day of the month. The sales are counted as sales for the current month, but they will not actually be delivered till the next month. This allows for the customer to pay for pricing during the current month, when the invoices are delivered the following month.


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How does a Bill & Ship start?
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  1. The salesmen adds an invoice for a customer on his iPad, he selects a "Bill & Ship" Route and a delivery date equal to the last day of the current month (example invoice # 124-25 on 9/30) NOTE: The bill & Ship routes are titled like "Bill & Ship 2nd Tuesday". The date portion of the route name is important; it indicates when the invoice will actually be delivered.
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Then what?
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  1. When all Bill & Ship orders are entered, a user must make sure all of the load sheets with a Bill & Ship route are dated for the last day of the month.
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  2. Then the user goes to Control Panel, then searches for Month End Rebate Builder, and then clicks on the Bill & Ship Tab. From here you select the last day of the month and click process.
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What happens during the Month End Rebate builder?
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  1. We make a copy of all of the Bill & Ship invoices, and append an S to the front of the invoice number (example S124-25). Those Invoices are then verified - thus counting the sale under the current month.
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  2. We also reverse the S invoice, but attach a R to the invoice number (example R124-25), this invoice is put on a verified load sheet dated for the 2nd Tuesday of the next month (the second Tuesday date is determined by the date described on the Bill & Ship Route)
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  3. The Original Invoice is moved from the last day of the current month to the 2nd Tuesday of next month. The invoice is on New status load sheet, and the Route is Bill & Ship 2nd Tuesday

Best Practices

  • Bill and Ship can be run for an individual location by selecting it in the dashboard. To run Bill and Ship for All Locations, select All Locations.
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  • Ensure all loadsheets are in new status
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  • Bill and ship can be run after the last day of the month, just ensure you have not performed end of day for the last day of the month

  • If Bill and Ship has been run for a location already and there are additional invoices that need to have the bill and ship process run, please set all loadsheets to a new status to rerun the process for all loadsheets. Re-running the process will delete all S and R invoices that were already created.

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