This tutorial covers the updated procedures for creating, shipping, & billing free samples orders.  It is important that all steps be followed closely, in order to ensure proper accounting & state tax remittance.

Important changes to previous procedures

• Free samplesbe put on their own standalone Sales Order if sample is shipping to Nevada & has Vapes on it.
• You will no longer use discount line items or other methods within the Sales Order to offset order $ amounts.  The AR Dept will handle processing Invoice/Credit Memos to “zero out” any account balance.

Sales Dept:  Creating the sales order

1. Create a new Sales Order in NS: 

1. Select the customer, shipping address, etc. per standard procedure
2. Add any Memo or Customer Notes re: free sample order (this is optional).  If shipping w/ a larger order, add notes to both SOs (per standard procedures)
3. Add line item “MISC - Sales Rep Samples” > verify the Amount = $0.00
4. Add item(s) to be sent as free samples > do not adjust price from WHSE (or Preferred if applicable)
5. Shipping tab > Select desired shipping Carrier / Method. Click calculate.
6. Billing tab > REMOVE ANY PAYMENT METHOD SETTINGS / CC INFO!  Instead, set the Terms dropdown to “Sample/Apply Credit”
7. **If the alert re: Excise/Vapor Taxes appears at top > you MUST click the “Calculate Vape Tax” button prior to saving  (this will add the appropriate state Vapor Tax line item to order, highlighted in green on screenshot below)

8. Mark RTF & Save

Your order should contain the full & correct amounts in order Summary:

• Sub-total of all items + any Vapor Taxes due, if applicable (highlighted in green below)
• Shipping Cost 
  
  

Ops Shipping Dept:  Shipping & invoicing the order

***Prior to invoicing, note the actual shipping cost on Item Fulfillment record > Shipping tab > “SHIPHAWK SHIPPING COST” field.  If orders is being shipped with a larger order, you would use $0.00

Proceed w/ billing out the order.  On the Invoice:

1. Update S&H costs:

1. SHIPPING COST = Enter the actual shipping cost (as noted above)  -or-  0.00 if shipped as part of a larger order
2. HANDLING COST = 0.00

2. Click the “Calculate Tax” button at top on invoice  (Note: it may take a few seconds to calculate, Tax amount will appear in Summary once completed)
3. Click Save
   
   

AR Dept:  Applying credit memo to invoice

NOTE:  An auto-email alert is sent to the accountsreceivable@afgdistribution.com email address anytime a Sales Rep Sample invoice is created.  It contains a link to the invoice.

1. Create a new Credit Memo.  
2. Assign to correct customer account, add any memos/notes, etc per standard procedures.
3. Use the following discount line items to credit the corresponding amounts:

• MISC - Sales Rep Samples = the summed amount of all items
• Free Shipping - Sales Rep Samples  = the shipping cost amount (if applicable)
• MISC - Tobacco Tax = the state vapor/OTP tax amount  (if applicable)

4. For each line item you will need to:

• Change “Price Level” = Custom
• Enter appropriate $ amount into the “Price” field  (NOT the “Ext Price” field)

5. Save & then apply CM to corresponding Invoice.