National Account Sales

This help topic is applicable to the following TireMaster applications:

TireMaster Point of Sale

TireMaster Plus

TireMaster Corporate

National account customers have agreements with vendors to buy tires, and perhaps other items or services, from certain dealers. In these arrangements, the vendors set the prices. Typically, an item’s price is your cost for that item, or it might be a price established by a price level.

Note: If you don’t want to sell items to national account customers at cost, you can use price levels to establish prices. For more information, see Price Levels for National Account Customers.

When a you perform a national account sale, you sell items at vendor-assigned prices to a customer. At the end of the sale, the customer doesn’t pay you for the items and services; the customer pays the vendor instead. The vendor completes the cycle by giving you a credit and possibly a commission or handling fee.

Before you can perform national account sales, you need to do the following:

Add a reconciliation code for each vendor who does national account sales with you.

Assign at least one reconciliation code to each of the customers who have national account agreements with your vendors.

Assign a reconciliation code to each of the items distributed by your vendors.

When a tire is sold to a national account customer, it’s added to the work order at your cost, but you charge the regular price for the add-ons.

When you complete the sale, the invoice total posts to a holding account for expected credits instead of an accounts receivable or cash account. The remaining entries are similar to those for a regular sale (in TireMaster Plus and TireMaster Corporate).

When you receive an invoice from the vendor, it includes the amount of the actual credit and it might include a handling fee.

When you reconcile the vendor credit, the following entries post to the general ledger (in TireMaster Plus and TireMaster Corporate).

To ensure that sales to national account customers are handled correctly, you need to differentiate them your other clients by assigning the following:

The national account customer type

Note: If you want to use price levels for your national account customers, you need to enable price levels for that customer type.

At least one reconciliation code

The reconciliation code identifies the vendor with whom the customer has a national account agreement.

To add a national account customer

1. Add the new customer to TireMaster. For more information, see Add an AR Customer.
2. Enter the customer’s contact information.
3. To complete the customer’s account settings, do the following:
a. Clear the Taxable and Cash Only check boxes.
Note: If the control Sales Tax - Charge Natl. Customer is set to No, TireMaster does not calculate sales tax on national account work orders regardless of the customer’s sales tax settings.
Tip: If you want to include national account sales on your sales tax reports, select the Taxable check box and assign an exempt tax level to the customer. In this scenario, the control Sales Tax - Charge Natl. Customer needs to be set to Cust.
b. If you’ll perform any normal charge sales in addition to national account sales for the customer, leave the Statement and Finance Charge check boxes selected. If not, clear them.
c. To base pricing for the customer on a price level, click the Price Level field, press , and select a level from the list that appears. To sell items to the customer at cost, leave the Price Level field blank.
Note: To use price levels for national account customers, price levels must be enabled in the settings for the national account customer type. For more information, see Price Levels for National Account Customers.
d. Click the Type field, and press . Then select the national account customer type (N) from the list that appears.
4. Click OK to save the new customer.
5. To assign reconciliation codes to the customer, do the following:
a. Click Recon Codes. The Customer Recon Codes screen opens.
b. Click Add. The Recon Codes screen opens.
c. Select the customer’s reconciliation code and click OK.
d. If the vendor assigned identifying numbers, such as non-sigs, to the customer, type that information in the National/GS # field, Dealer # field, or both.
e. If the vendor wants prices, the title Delivery Receipt, or both to print on invoices, select the corresponding check boxes.
f. If you need to assign additional reconciliation codes, repeat steps 5b through 5e.
g. If multiple reconciliation codes are assigned to the customer, select the code that will be used most often and select the Default check box.
h. Close the Customer Recon Codes screen.
6. Add vehicles and shipping addressees for the customer if needed.
7. Close the Customer Maintenance screen.
Tip: For a list of all the national account settings assigned to a customer, print the Customer Recon Codes Report. For more information, see Customer Recon Codes Report.

The process of creating national account work orders is similar to the process for regular work orders. The only difference is that TireMaster prompts you to verify the customer’s reconciliation code.

To perform a national account sale

1. Start a work order as you normally would for a regular customer. For more information, see Create a Regular Work Order.
2. When the Customer Recon Codes screen opens, select the vendor’s reconciliation code, and click OK. The Invoice Entry screen opens.
Note: If this is an instance when you need to create a regular work order for a national account customer, click Cancel on the Customer Recon Codes screen.
3. Add items to the work order.
Note: If an item is noninventoriable, it’s added to the work order at its regular price. If an item is inventoriable, its selling cost is either its last cost or an amount established by a price level that has been assigned to the customer. For more information, see Price Levels for National Account Customers.
4. If you need to collect sales tax for an item, make sure the entry in the Tax field is Parts, Labor, or Both. If you need to change the entry, click the Tax field and press repeatedly to make your selection.
Note: A system control defines whether sales tax is calculated by default for national account invoices. For more information, see .
5. To finish the sale, click Complete. The Invoice Completion screen opens and the Charge field is selected.
6. Press to insert the invoice total in the Charge field.
Note: Charge is the only available payment type for national account sales. Do not collect any money from the customer. The vendor will send you a credit invoice for this charge.
7. Complete the invoice. For more information, see Complete an Invoice.
Note: Whether the invoice includes prices depends on the customer’s arrangement with the vendor.

If you don’t want to sell items to national account customers at cost, you can establish selling prices with price levels. To use price levels for your national account customers, you need to do the following:

Enable price levels for the national account customer type by selecting the Price Levels for National/GS check box on the Customer/Vendor Type Edit screen.

Assign price levels to one or more national account customers as needed.

If you’ve enabled price levels for national accounts and assigned a price level to a national account customer, the selling price for an item added to a quote or a work order for that customer will be based on the assigned price level.