The quantity and cost/price ledger tracks the inventory available to claim for your special pricing agreements (SPAs), and the into-stock costs used for calculations.
The ledger relies on a minimum of purchase order (PO) receipts and end-customer sale transactions imported into the channel. Returns transactions and distributor branch transfers can also be imported to impact the ledger.
Ledger calculations use either the Last In First Out (LIFO) or First In First Out (FIFO) accounting methodology, depending on your organization’s requirements.
This article will guide you through:
Looking for something else?
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Looking to import transactions to populate the ledger? Learn how to import sales transactions here, or how to import purchase transactions here.
How to access the ledger
To access the ledger in the Special pricing agreements app:
Step 1: Click on SPAs in the green banner at the top of the page.
Step 2: Click on Quantity and cost ledger or Quantity and price ledger in the drop-down menu.
Understanding the ledger results
To display ledger results, a Manufacturer or Distributor must be selected from the filter.
Each row within the ledger represents a transaction line.
The following columns are populated based on the data imported per transaction line:
- Manufacturer/Distributor: The trading partner associated with the transaction.
- Transaction type: The type of transaction, i.e. PO receipt or branch transfer in.
- Receipt date: The date the transaction occurred.
- Receipt number: Populated from the Invoice reference associated with the transaction imported.
- Distributor branch: The distributor branch associated with the transaction.
- Product name: The name of the product associated with the transaction.
- Product reference: The reference of the product associated with the transaction.
The following columns provide additional insight for each transaction line:
- Cost - Extended: The total value of the transaction.
- Cost - Into stock: The value per unit, calculated using the extended cost divided by quantity.
- Quantity at invoice date: The number of units sold on the transaction from manufacturer to distributor.
- Quantity to claim: Sales transactions for a branch that exceeds the units available to claim for the specified branch. The quantity available to claim will increase or decrease depending on end-customer sales, returns, and branch transfers imported into the channel.
Note: Your data may also be configured to consider branch override eligibility. This means that if sales transactions for a branch exceed the units available to claim for the branch, the units can be matched to an alternate branch within the same region or across regions. If your organization is a manufacturer, this is set at channel level. If your organization is a distributor, this is set per manufacturer via trading partner data.
To display additional insight into the transactions, click on a row in the ledger and click the View associated transactions button. The transaction types displayed here can also include end-customer sales, branch transfer outs, distributor returns and end-customer returns.
These associated transactions impact the Quantity to claim value, where by end-customer sales, distributor returns and branch transfer outs will deplete the to claim value, and the end-customer returns will increase it.
How to filter the ledger
Filters can be used to narrow down ledger results. The filters available are:
- Manufacturer/Distributor: Type to search based on trading partner name or trading partner reference associated with transactions. Click on a trading partner to select. A trading partner must be selected to display ledger results.
- Transaction types: Select one or more types of transaction, e.g. PO receipt, end-customer sale, or branch transfer in.
- Products: Type to search based on product name or product reference associated with transactions. Click on one or more products to select.
- Branches: Type to search based on branch name or branch reference associated with transactions. Click on one or more branches to select.
- Dates: Enter a From and To date to filter based on the receipt date of the transaction.
- View inelligible transactions: Toggle to view or hide branch transfers configured as ineligible when transferring between regions.
Click on More and a filter option below to display the additional filter above the ledger. Then click on the filter to apply additional context to your results:
- Extended cost: Enter a From and To cost to filter between a minimum and maximum cost.
- Into stock cost: Enter a From and To cost to filter between a minimum and maximum cost.
- Quantity at invoice date: Enter a From and To cost to filter between a minimum and maximum cost.
- Quantity available to claim: Enter a From and To cost to filter between a minimum and maximum cost. Tip: Filter this to 0 units available to claim to display PO receipts which have matched to a sale. Then, use the View associated transactions button to display the associated transactions showing when the units were claimed, resulting in 0 left to claim.
Alternatively, type in the Search stock records box to search by a receipt number.
To clear all existing filters, click Reset.
What’s next?
Interested in how much support your SPAs are earning? Learn how to generate the special pricing support report here.
Need to ensure that branch transfers are taken into account in the ledger? Learn how to import branch transfers here.