The Pending file is used to handle several different business processes, which are briefly described below.
• Loaners: Loaners are used to send sample, demonstration and evaluation items to customers, sales reps, or trade shows at no charge. A Loaner (Type L) order can be entered for the customer or other entity, and when the order is completed, the system creates a Shipper type (no charge) invoice and it creates records in the Pending file for the items being sent to the customer. Loaner orders are normally entered manually, using a customer record. Loaner orders are normally placed on a Loaner Hold when they are entered since the customer will not be charged for the items.
• Returns to Vendors: The RTV or Return to Vendor System uses the Pending system to process items that are being returned to your vendors for credit or replacement. A Return to Vendor or RTV loaner sales order is created using a special customer (RETURN TO VENDOR), and a Shipto record that points to the vendor the items are being returned to. When the items are shipped to the vendor, records are created in the Pending file. The Pending records can be used to invoice the vendor (if the vendor credits you for the items), or return the items to inventory (if the vendor replaces the items). RTV items can also be written off as required.
• Ticket Billing: The Ticket Billing option can be used to convert type S or sales orders to Loaner orders as they are completed. This behavior is based on a flag in the customer file and it can be used to stage items in the Pending file when you need to consolidate the individual billings for the customer. Multiple shippers can be created for the customer during a period of time and then the records can be used to create one invoice for the customer at a later date. Ticket Billing is described in more detail in the documentation for the Accounts Receivable System
• Inter-Facility Transfers: The IFT or Inter-Facility Transfer system is used to move items between remote warehouse facilities. The IFT or Inter-Facility Transfer system uses a special Customer record and Shipto addresses to process transfers between your warehouse facilities. The IFT process is started by the destination location, which places a PO for the items to be transferred. This action causes the system to automatically create a Loaner sales order in the source location, specifying the items to be shipped. The items being transferred are tracked in the Pending file from the time they are shipped until the items are received at the destination facility.
• Returns and Repair Situations: The Ra System allows you to move items returned by customers directly into the Pending file so the items can be repaired or evaluated (this keeps the items from showing up in your inventory and being sold). When the Credit to Pending option is selected in the RA system, the RA system creates a credit for the customer, it returns the items from the customer into stock, and then it creates and invoices a Loaner sales order for the items being processed. As the Loaner sales order is completed, a Shipper type invoice is created, and a Pending record is created for each item being processed. The Pending records can be used to process repairs or returns for the items, once the disposition of the items is known.