Greentree Tip of the Day
Posted by John Gabrys on January 24, 2017
What do you do when drilling around does not help you find what you are looking for?
Do you remember in your initial training on Greentree how we covered the Link Objects icon in the toolbar? Of course you DON’T. That was so long ago. However, do you recall making an entry to refund a customer, or adjust your inventory balance to synchronize with GL, or send material back to your supplier because of a customer return, etc., etc., etc.? If so, read on.
Every day we forget to work on minimizing or eliminating our NVT’s. What are NVT’s? Non Value-added Tasks. Today’s topic is just one more way to recapture YOUR valuable time.
How much time are you consuming searching for the source of why you made an adjustment to the system that isn’t captured in the ‘clever’ note you attached to your entry? More time than you would like I’m sure. As accountants, we are always backtracking, researching and explaining WHY the exception transactions occurred. Some have estimated we spend 10% of our time just doing this type of research and the ‘drill down’ functions software vendors have been delivering have helped but don’t always get to the heart of the matter.
This is one simple example of a customer refund for an item that was damaged on delivery. The customer needs to get a refund, and we need to get our money back from the supplier.
- The item sold is found on invoice 600015. In Greentree, click on the Create refund button to issue the refund to the customer. Remember, you don’t need to click on the Save button because Greentree assumes you are saving the source record (in this case the Invoice) first. Another keystroke saved.
NOTE: They could have just asked for credit and we could have issued a credit note too.
- Next, we create the refund entry.
At this point, you can also use the Process refund button to get the payment to the customer.
- Now we need to get our own refund from our supplier; in this case, Office Depot. Create the Payables Credit Note as shown below.
- Lastly, we need to ‘LINK’ these transactions since one or two are in AR and the other is in AP.
Click on the Link Objects button. It may look like two links from a chain link fence. Notice the last line of instructions telling you to open the screen with the record you want to link with, we’ll call it the target screen. In this example, it’s the AR Refund screen.
- Clicking the AR Refund’s Link button now binds the two records together forever, or you can have the link expire if desired. You will also notice a Notes field to add more text about why these are linked together.
- Because of this link, you can now click on the Link Object and you will see the ‘other’ record in the list along with the Notes nearer the top. If you want to see the linked record, just double click on it and you will be taken to the record.
NOTE: You can link an unlimited number of records to each other this way which is why in our example below you will see the Linked Records as a list screen.
You may not realize it, but if you have 5 of these interrogations to get through in a month, you are likely spending 2.5 hours of time per month tracking them down.
Let’s get rid of that NVT!
For more information and assistance with Greentree, email us at Support@Crestwood.com.