Redistributing Lot Order Totals

While lot item orders are based on a special negotiated price, the overall lot price and cost may change if the needs of the job or project require it. To change the overall totals, use the Lot Totals screen to distribute the new order totals over all of the lot item and stock item generations on the order, even if the order is still in bid mode.

Do not redistribute totals once materials have shipped, because although distributing new totals does not affect invoiced shipments or canceled generations, invoiced amounts are taken into account during the redistribution.

If you are using material detail pricing for any lot items, you cannot redistribute order totals. If you attempt to do so, the system issues a warning and opens the Lot Totals screen in view-only mode.

A job has a $20,000 order total with three open generations of $5,000, $10,000, and $5,000. The architect reduces the size of the floor plan due to budgeting constraints, forcing the order total to be reduced to $17,000.

Before Distribution	After Distribution
Order Total = $20,000	Order Total = $17,000
Open Generation A = $5,000	Open Generation A = $4,250
Open Generation B = $10,000	Open Generation B = $8,500
Open Generation C = $5,000	Open Generation C = $4,250

When you enter the new lot total, the system distributes the difference across all three open generations.

To redistribute lot order totals:

From the Orders menu, select Sales Order Entry to display the Sales Order Entry screen.

Open a sales order or bid that includes a lot item.

Use the Totals hot key to display the Sales Order Entry Totals screen.

Use the Lot Tots hot key to display the Lot Totals screen.

Review the following fields, as needed:

Field

Description

Invoiced Amount

The amount already billed to the customer for all order generations.

Open Amount

The total unbilled amount for all order generations

Current Total

The sum of the invoiced amount and the open amount

Open Lot Amount

The total unbilled amount for all lot items on the order.

Billed Lot Amount

The amount already billed to the customer for all lot items on the order.

Total Lot Amount

The sum of the open lot amount and the billed lot amount.

Canceled Amount

The total amount of any stock generations that were canceled. This total does not include lot items unless a canceled invoice generation is the last open generation for a lot item.

Review the following for each order generation, as needed:

Column

Description

ShipDate

The date the order generation is scheduled for shipment to the customer. The system uses a ship date of 10/15/2241 to identify canceled generations.

Stat

The status of the order generation.

Valid values include:

D – Direct shipment
B – Bid
X – Canceled

Amount

The total price of the order generation. This does not include any tax, freight, or handling charges for lot items. Only one generation for a lot item displays an amount (and an L indicating that this is a lot item); the system uses *LOT* to identify other generations for the same lot item.

In the Last Total Amt field, enter the amount to distribute over all open generations. Confirm when prompted about prorating all open generations.

Once you confirm, the system determines whether the prorated amount exceeds your authorized minimum gross profit percentage and maximum discount from the standard price. Depending on your authorization level, the system may warn you about exceeding these values.

Press Esc to exit the screen.

Note: You cannot remove lot item totals from this screen. To remove a total, delete the lot item from the sales order, or cancel all open shipment generations (if the lot item has no invoiced generations).