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E-Com Software: Hosting Edition Merchant Edition Snowbird Flyer
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Sales
Order Entry System
The order taker acknowledges the
identity of the selling division by entering a two character code. On entry of this code, the screen displays the selling
division's name. The order taker
can then select between inventory or noninventory sales.
If the item being ordered is a regular stock item, the selection is
"I'nventory". If the item
is a special order item that is not regularly stocked, or perhaps a
miscellaneous item that was never recorded as inventory (i.e., scrap merchandise
that came along with a group purchase), the "N'oninventory" selection
would be appropriate. During the
early stages of the computer system's implementation, you may want to regard all
items as noninventory. This would
allow use of the system before all of the inventory codes are assigned. While you check inventory items for
"in stock" status, the program keeps track of each item, the quantity
desired, and the price quoted. In
addition, as the quantity desired is indicated, it is reserved from the quantity
on hand at the warehouse. This
keeps the entire system updated on what is available in a realtime environment.
Other order takers will not see a quantity on hand that is greater than
what is actually available. If the customer account number is not
known, there is a look-up by name feature that can be conveniently used.
Once all items have been entered, the order taker asks for customer
information. At this time if there have been any notes stored about this
customer, they will appear on the screen. These
notes, which are shared with other programs of the A/R System, notify the order
takers to ask for money before shipping, or to take only COD from a customer,
etc. Credit limits are also checked at this point with a warning
message to the operator if this order will put the customer over the approved
credit limit. Method of payment,
sale tax status, and other information necessary to produce an invoice is
collected at this time. When all information has been
collected, the order taker selects to have a picking ticket printed. Now the screen is cleared and ready to accept the next order.
Variations of this process allow the order taker to place an order on
hold, void the entire order, delete or change specific items, or produce a
printed quote that can be stored for future reference. A person from the warehouse takes the
picking ticket and selects the items to ship.
The picking ticket can be separated for items that may be located in
different warehouses. The picking
ticket shows the quantity desired by the customer and allows a space for
quantity shipped to be written. If
the quantity in stock does not fill the order, the picker writes the quantity
actually picked for shipment in the space provided.
The picking ticket is then taken to a terminal where the shipping program
is used to note any changes to the order actually shipped.
Other information collected includes the way bill number of the carrier
and the number of boxes. The number of boxes indicates how many shipping labels to
produce. A packing list is also
printed and the order is passed to accounts receivable for invoicing.
The invoices show the carrier and waybill number for the customer's
convenience in tracing delayed shipments. Any
items that were not filled remain in the Sales Order Number File in a back order
status. Throughout the day, sales orders are
processed and invoice transactions are collected.
Periodically, once per day at a minimum, the invoices are printed and
posted. When getting ready to print
invoices, the operator is asked whether or not to print cash and credit card
invoices. We recommend that even
these invoices be printed and sent to the customer, but you do have the option
of excluding them. There is a field
in the Customer Master File that defines the number of copies of each invoice to
print. We have found that some
customers, typically governmental institutions, require more than two copies.
To keep you from having to use more expensive multiple part paper for all
invoices to accommodate the requests of a few, you simply tell the system to
always generate 2 or more copies for those certain customers and the system
takes care of it automatically. COD
invoices go into accounts receivable and are regarded as open items until the
payment from the customer is returned by the carrier. FAS Sales Order Entry also includes a
sales order invoicing program. The
primary purpose of the sale order invoicing program is to produce invoices for
the picker to pack with the merchandise. It
effectively combines the functions of the sales invoice entry and sales invoice
printing programs into one. Usually,
one or more workstations, running this program exclusively, are located in
shipping. The program allows you to
select the printer device name each time the program is started to accommodate
switching to an alternate printer when the counter printer is down.
Invoice numbers are assigned sequentially as the invoices are printed.
Messages that you want printed automatically on each invoice can be
defined when the program is started. These
messages are useful for informing the customer of advertising promotions or
payment terms. If the FAS Manifest
System is being used, the freight charges are automatically passed to this
program to be included on the sales order invoice. Additional Features:
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