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Data flow in Streamline

The Snapshot
  1. Snapshots may be set to Manual or Automatic.
  2. They may run once or multiple times a day (multiple deadlines, by item)
  3. When set to automatic, snapshots trigger at the deadline. [Production / Snapshots]. 
  4. They generate Unprocessed Invoices [Finance / Invoices / Unprocessed], given a customer’s current price and quantity ordered
  5. Snapshots lock the order-line according to the item’s lead time
  6. [Items / Master Catalogue / Edit Item / Lead Time] and [ Batch Edit ]
    0 for next day,
    1 for day after, etc.
  7. NB: in Streamline some reports are sensitive to snapshots, meaning that they will not populate until after snapshot.
Unprocessed Invoices*
  1. Snapshots generate Unprocessed Invoices
  2. Customers, Cart and Standing Order can no longer make changes to items that have gone into production.
  3. Use [ Production / Late Orders ] to create an invoice for a customer who does not have an Unprocessed Invoice.
  4. You may use [Distribution > Pick & Pack] to amend Unprocessed Invoices.
  5. Use [ Finance / Unprocessed Invoices ] to add items to an existing invoice.
  6. Only items that are in production are in the Unprocessed Invoice.
  7. When an invoice contains items with different production times, it populates over time as items go into production.
Published Invoices
  1. On publish, invoices are removed from Unprocessed Invoices and  instantly posted to the customer’s invoice library and, simultaneously, exported to accounting, when using QuickBooks Online and Xero.
  2. Published Invoices may also be exported to accounting from [Finance > Invoices > Published > More > Export to accounting].
  3. No changes can be made to a Published Invoice.  This is prudent accounting: the customer has downloaded it and posted it to their books. Discrepancies between your books and your customers could lead to serious problems.
  4. Use credits or a new invoice [ Production /Late Order ] to make amendments to a Published Invoice.
Orderline & Deadline
  1. A generic Deadline must be set [ Production / Settings ]. This is the latest (generic) cut-off point in the day.
  2. The order line is open until deadline.
  3. Deadlines may be set individually by item, or item group.  If no individual deadlines are set, the generic applies.
  4. An item’s  individual deadline must be before the generic.  Therefore, the generic must be after all individual deadlines: [Items / Master Catalogue / Edit Item / Deadline].
  5. Before the deadline, Customers and you may use the Cart and Standing Order to place and amend orders. Not after the deadline.

*Unprocessed Invoices

Snapshots populate Unprocessed Invoices.

Items whose production time expires are added to the Unprocessed Invoice, using the valid price for the customer at the time of the snapshot.

Prices and quantity are subject to change at all times, therefore we use snapshot time (order deadline) to lock the two.

An Invoice may have two or more items with different production times, therefore, an Unprocessed Invoice is subject to change, from one day to another, as items with different production times are added on different days.

Example:

Monday’s snapshot locks production times and generates Unprocessed Invoices as follows:

0 for Tuesday

1 for Wednesday

2 for Thursday

So, an Unprocessed Invoice generated for Thursday on Monday only has the 2’s.  On Tuesday, we will add the 0’s and on Wednesday the 1’s.

To see what is locked from customers go to [ Finance > Unprocessed Invoices ].

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