SCIS Fallback Transaction Reconciliation
Reconciliation is the process by which an administrator or SCIS Fallback Auditor edits an SCIS Fallback Transaction record to trigger the creation of a cash sale in NetSuite.
Typically, a scheduled script runs periodically to create a NetSuite cash sale for each SCIS Fallback Transaction. However, there are cases when a NetSuite cash sale transaction can't be created. Use the Fallback Transactions without Transaction saved search in NetSuite to identify SCIS Fallback transactions that require reconciliation.
To reconcile an SCIS Fallback Transaction record:
-
Go to Reports > Saved Searches > All Saved Searches.
-
Find the saved search named Fallback Transactions without Transaction. Click View.
-
Click Edit next to the Fallback Transaction you want to modify.
-
View the Error Log. Examine the data to identify errors.
-
Edit fields on the SCIS Fallback Transaction record as needed.
-
-
Click Save.
The transaction creation process is triggered for the SCIS Fallback Transaction.
If reconciliation is successful, a cash sale transaction is created in NetSuite and the Transaction status of the SCIS Fallback Transaction becomes Cash Sale created. The SCIS Fallback Transaction is removed from the saved search.
If an error occurs that prevents the cash sale from being created, the SCIS Fallback Transaction status doesn't change. The SCIS Fallback Transaction continues to appear in the saved search.
Cases when NetSuite Transactions aren't created and Reconciliation is Required
The following table describes issues that may prevent the creation of a cash sale from the SCIS Fallback Transaction. The table also shows how to fix these issues and trigger the creation of a cash sale transaction in NetSuite.
|
Case |
Solution |
|---|---|
|
Subsidiary doesn't exist (or it's inactive). |
|
|
Location doesn't exist (or it's inactive). |
|
|
Item doesn't exist (or it's inactive). |
|
|
Sales rep record becomes inactive, or the sales rep location changes in NetSuite. |
|
|
Payment method doesn't exist (or it's inactive). |
|
Cases when NetSuite Transactions are Different from Transactions Entered in Fallback
The Transaction Difference from Fallback field shows a value only if there's a difference between the sales transaction entered in Fallback and the final transaction created in NetSuite. This field appears on the SCIS Fallback subtab on the final transaction.
The following table describes data as it may appear on the final transaction with corresponding values in the Transaction Difference from Fallback field.
|
Data on the final transaction in NetSuite |
Values in the Transaction Difference from Fallback field |
|---|---|
|
Sales Rep is missing from the final transaction. |
|
|
The amount on one or more transaction lines is different from the expected amount. |
Transaction line was recalculated because of a different tax rate on the Fallback transaction. |
|
The discount amount on the final transaction isn't as expected. |
Order discount was recalculated because of a different tax rate on the Fallback transaction. |
Tax Calculation in Fallback
The default tax rate you specify on the SCIS Fallback Settings record is applied to all orders submitted using Fallback. You can specify a default tax rate for each location and subsidiary. For example, if you have a subsidiary with two locations, in New York and California, you can create two tax rates, one for each location. Alternately, you can define one tax rate for the subsidiary that would be inherited by the two locations.
It's recommended that tax rates you define in Fallback settings are the same as those defined in your NetSuite account.
Sales Tax Difference Between Fallback and NetSuite
The following are examples of how transaction amounts are calculated if the sales tax defined on the SCIS Fallback Settings record is different from sales tax items defined in NetSuite.
Example of Recalculation for a Transaction Line
A shirt was purchased using Fallback. The price (rate) of the shirt was $15.00 before tax. The default tax rate for Fallback was set to 6%. On the Fallback transaction, $0.90 was charged for tax, so the total amount for the transaction line in Fallback was $15.90.
However, the sales tax rate in NetSuite is 10%. In this case, the amount on the cash sale created in NetSuite must be modified to ensure the total amount for the transaction line equals $15.90.
Example of Recalculation Including an Order Discount
For accounting purposes, the total amount on the cash sale in NetSuite must be the same as the amount on the SCIS Fallback Transaction. To maintain the impact to the general ledger, a discount or markup is added when creating the cash sale from the Fallback transaction. This way, the difference in tax calculation is noted, but the total amount of the order stays the same in Fallback and SCIS.
For example, a shirt is purchased using Fallback for $9.17. The sales associate adds a $1.00 discount. With 8% tax applied, the total amount of the order is $8.82. However, in NetSuite, the tax code applied to the transaction is 10%.
After the NetSuite transaction creation process is complete, the NetSuite transaction has the following values in the item list on the transaction: The shirt has a rate of $9.00, but the amount shows $9.17, so that it's the same as on the Fallback transaction. A custom discount is applied for $0.98, and the Tax amount is $0.80 Tax. The order total is the same as the order total on the Fallback transaction, $8.82.
Prices Include Tax
Fallback supports the Prices Include Tax setting on item records. This setting enables you to save the item price as either tax inclusive or tax exclusive.
In Fallback, discounts are always added before tax.
If you change the Prices Include Tax setting on item records, you must log in to SCIS on each device to ensure the catalog of items is downloaded with the updated setting. Allow 5 to 10 minutes before going to Fallback to ensure that updated settings have been downloaded properly.