Contingents Management

Contingents can be managed either for actual customer contacts or contacts that are not yet linked with a customer. Contingents are related to contacts, not the customer. Therefore, the contingency relationship is specified on a contact card which is linked to an actual customer or a virtual customer.

Contacts

To be able to send samples to a contact or to manage contingents for a contact, each contact must be assigned to a contingent group. The assignment must be done in the Contingent Group Code field on the General FastTab on the Contact Card.

Virtual Customer

Since Microsoft Dynamics 365 Business Central is only able to create sales documents (Sample Order = Sales Order) for customers and not for contacts that are not yet linked to a customer, a Virtual Customer is used in the sales header so that orders can be created for contacts.

A virtual customer must be created for every existing combination of country codes and currency codes. To do so, turn on the Virtual Customer toggle on the Shipping FastTab on the Customer Card.

Note

A default virtual customer can be assigned in the Virtual Customer field on the General FastTab in the Marketing Setup page.

If nonconformity is found, you will have to select an appropriate record from a list of virtual customers. For more information, see Contingent Management for a Contact.

Contingent Management for a Customer Contact

Sample shipments can be created for a customer contact directly in the Sales Order. Within the order, samples and regular items can be combined freely.

To ship an item that has been set up as a contingent item, the item number must be entered in the No. field on the sales line. The item's Contingent Type is automatically copied to the Contingent Type field on the line (this field is not automatically visible on the line). If no contingent type has been entered on the Item Card, you can manually enter or choose an appropriate type. The combination of item number and contingent type is used to check the Contingent Group (entered on the Contact Card) to determine if the maximum quantity to be shipped has been exceeded.

When the quantity or the contingent type is entered, the following conditions are checked:

  • Is the item released for contingents?

  • Is the contact assigned to a contingent group?

  • Is the item released for the contingent type in the contingent group?

  • Is the quantity in the sales line plus the quantity that has already been shipped within the predefined period of time less than the maximum quantity being specified in the setup?

    If this is not the case, an error message opens. This message displays the maximum permitted quantity, the shipped quantity within the time interval, the remaining quantity in other un-posted sales orders, and the quantity of the current document.

  • The Shipment Date from the sales header is used as the reference date.

If a sample is returned using a Sales Return Order, the amount returned will be added back to the contingent. Therefore, the order determines the total amount of delivery (negative) and return (positive) available for the contingent.

Contingent Management for a Contact

For a contact that has not yet been linked to a customer, you can create a sales order from the Contact Card by choosing Functions > Create Sales Document on the Actions menu. This process checks whether a Virtual Customer with corresponding country code or currency code exists.

Single Matching Record

If one matching record exists, you can specify the type of the document to be created in the Create Sales Document from Contact page.

If a customer relation with a contact already exists, the according customer number will be used as a default value. This number cannot be changed.

Multiple Matching Records

If there is more than one valid record, you are asked to select an appropriate one in the Create Sales Document from Contact page.

No Matching Customers

If a suitable virtual customer is not found, a warning message opens.

List of Shipped Contingents

The list of shipped contingents can either be accessed from the Contact Card or Customer Card by choosing History > Shipped Contingents on the Related menu.

The Posted Sales Shipment Lines page displays all sales shipments (Contingent Type <> <Blank>) for the respective contact or customer.

The related sales shipment can be accessed by choosing the Show Document action.

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