Training Session #5A – Sales Order Processing

Purpose:  To gain a good, strong working knowledge of Sales Order Processing.

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

       View - the term VIEW is use to identify programs that display information for easy selection. Filters are used to limit the information shown.  For example, a Sales View will show sales orders for a specific time period.  The start and end dates are used to filter the information displayed.

       Regular Sales Order - is a customer sales order that takes products out of current inventory for delivery within the immediate future.

       Pre-Book Sales Order - is a future customer order that will not be delivered now therefore inventory is not reduced. A Pre-Book is an Advanced Order. Items selected for the Pre-Book will provide the Buyer with products he needs to buy.

•        Sales Back Orders are created when a customer Pre-book sales order is invoice and some items have not been received that are pending delivery to the customer.  Back Orders are identified in the SMARTSystem as Pre-book sales orders that have an order suffix that is greater than 0.  The order is no longer a backorder at the point in time that the Pre-book is converted to a sales order.

•        Open Orders are sales orders that have not been invoiced. Open Orders can include both Regular Sales Orders and Pre-book Orders.  There is an Open Orders sales report under the Sales Reports menu.

Training Areas for this Session:

Overview

The Sales Menu is used for Sales Order, Pick Ticket and Invoice Processing. Sales Orders can be initiated from several different menus that offer different views, including:

       View Sales Orders

       Create Orders by Customer

       Sales person Customer Call List

       Sales Order Entry

       Pre-Book Allocations

There are 2 types of Sales Orders:

       a regular Sales Order that reduces On-Hand Inventory and

       Pre-Book Sales Order that is a future order and does not affect Inventory.

Sales View

The Sales View is a power tool for managing sales information and status of orders.  Select the Sales View by using the following Menus:

                    SALES > VIEW SALES ORDERS

This View is normally displayed by Order# in descending sequence showing the most recent sales order at the top of the list.  The order at the top of list is sometimes referred to as the “Max Order #” because it is the highest number.  At the top of the screen there is a place to enter the max order number.

The following default setting:

•        Delivery or Ship Start / End Dates – you define the default number of days in System Control
•        Status: NOT CANCELLED means all orders that have not been cancelled and
•        ALL Sales Reps.

Sales information on this View can be filtered by 12 different or combined options:

•        Delivery/Ship Start Date
•        Delivery/Ship End Date
•        Order Group is user defined
•        Max Order # is the order number you want to appear at the top of the list
•        Type (Order) – regular order, pre-book or backorder
•        Status – active, invoiced or cancelled
•        Today’s Orders checkbox is based on Delivery or Ship Date
•        Tomorrow’s Orders  checkbox is based on Delivery or Ship Date
•        Customer Name
•        Rep (Sales Rep)
•        Ship Via
•        Invoice #

Each column can be sort in ascending or descending sequence by clicking the lower right corner of the column heading.

The default setting for Delivery or Ship Start / End Dates for all sales views is set in System Control by selecting the following Menus:

Control Info > System Control > Doc & Dir Config

You can turn off the Total Sales except for selected management staff by selecting the following Menus:

Control Info > System Control > Options

Notice that the column Cmnts show the Warehouse Comments and hovering with the mouse will display the entire text.

There are several options available to show different column headings for the Sales View columns.  These column options are:

•        Customer City
•        Ship To
•        Ship Via (Route)

Set your preferences with these check boxes in:

System Control > Sales Options Tab > Hide/Show Options (right side)

At the bottom of the Sales View you can PRINT all items selected that are showing on the Sales View. Clicking on NEW button will display Customer Information to begin a NEW Sales Order.  Click REFRESH to update the screen with orders being added by other sales staff or change to the filters.

On the Sales View, you can right click on a line to show several options. 

The Sales Summary Inquiry is an option used by the Sales Manager to check margins and who changed a line item on the order, date and time.

Sales Order Entry-Regular Order

You can select an existing Sales Order from the Sales View by double clicking the Order that you want view and the following screen will be displayed for that customer.  A NEW Sales Order can be created using the NEW button on the Sales View or anyone of the following sub-menus on the Sales Menu: 

•        Create Orders by Customer
•        Sales person Customer Call List
•        Sales Order Entry

The first screen display for a Sales Order is Customer Information:

You can have up to 9 tabs for Sales Orders depending on your settings in System Control.  These tabs are normally in the following sequence:

•        Customer Information
•        Quick Entry
•        Selective Ordering
•        Box Ordering
•        Summary
•        Shipping
•        Standing Order Info
•        Bill of Lading
•        $Contract Pricing

On all inventory screens (Quick Entry, Selective Ordering, Box Ordering, and Summary), the sales price displayed is based on the Customers Sales Price Level.

Options for the Customer Information screen show above include:

•        Market Day (Refer to training document #5F)
•        Discount % (Refer to training document #5F)
•        VIO (Very Important Order flag)
•        Save Ship To information by clicking the “Save Ship To” button
•        Entered by (Alternate Rep, if different from the default sales rep)

The Entered by option allows for an Alternate Rep entered.  Requiring this entry depends on the option set in:

System Control > Sales Options > General tab near the bottom

When the Alternate Rep is required and not entered, the following message will be display when pulling product from inventory:

There are several formats available for this screen:

•        The default screen as shown below and used for this documentation

•        Display products and provide selection by sub-categories

• System Control > Sales Options > Misc tab

Next is the Quick Entry inventory screen.   This screen will display one line for each inventory item with an On-Hand inventory.  It will automatically pull product from the oldest lot first to maintain proper rotation of inventory.

The Selective Ordering screen below will show each lot (purchase order) received with On-Hand inventory.  With this screen you can select product by a specific Farm.

Showing Inventory by Box is also an option available in System Control.

On the Quick Entry, Selective Ordering and Box Ordering screens, if Contracting Pricing exists the Contract Pricing will override the standard price.

The Summary Tab will show products selected for this Order: 

From the Summary screen you can:

•        Sell product
•        Edit line items by clicking the line
•        Edit Prices (select button)
•        Show Sub-Category Summary

You can edit a line by clicking on it to show the following edit screen:

The Shipping Tab is used primarily by growers when creating boxes with specific packing

Box charges can be created by the warehouse using the Warehouse Order Management program.

This feature is activated with the following checkbox: 

System Control > Options

To create a Standing Order, click the Standing Order Info tab.  Set the Start Date, End Date and one or more days of the week for this standing order.  Then click Update Standing Order.

When a Bill of Lading is needed, click the Bill of Lading tab and enter the additional information needed.

You can set the Bill of Lading form type in the Doc Selection tag in System Control:

Any Contract Pricing set for the Customer will automatically create a tab on the Sales Order for quick and easy reference.

The following is a sample Pick Ticket:

The following is a sample Delivery Label:

Pre-Book Order Sales Order Entry

A Pre-Book Sales Order will not reduce inventory and is designed for you to place orders when inventory does not exist now, for a future delivery date.

You can set the number of days between today’s date and the Delivery or Ship date for the Sales Entry program to automatically set the program to Pre-Book mode when an order is entered. To set the number of days for this feature, select the following Menus:

          Control Info > System Control > Sales Options

A Pre-Book Sales Order is highlighted with “Pre-Book” at the top of the screen and the checkbox:

You can have up to 8 tabs on a Pre-book Sales Order depending on your settings in System Control.  These tabs normally in the following sequence:

•        Customer Information
•        Inventory
•        Incoming Availability
•        Summary
•        Shipping
•        Standing Order Info
•        Bill of Lading
•        $Contract Pricing

All items in your Inventory Table, with or without an On-Hand quantity, are displayed on the Inventory Tab and can be selected for the Pre-Book Sales Order.

On both the Inventory and Incoming Availability screens, the sales price displayed is based on the Customers Sales Price Level.

The Incoming Availability screen below will show products On-Order and expected to arrive by the Delivery Date of this Customer Sales Order.

On either the Inventory or Incoming Availability Tab, if Contracting Pricing exists the tab will be displayed and will override the standard price.

Product costs can be displayed on both screens by pressing F3 or if the following checkbox is set in System Control, Sales Options

The Summary Tab will show products selected for this Order and color coded to show the inventory status of each item. 

The color coding on the Pre-book Sales Summary screen will provide the sales staff with an immediate inventory status of items on a Pre-book order as described below:

•        Black background and White letters indicates

• Product has been allocated to a Purchase Order, it has not been received and there is not enough On-Hand to fulfill this item.

•        Black background and Orange letters indicates

• Product is NOT allocated to a Purchase Order and there is not enough On-Hand to fulfill this item.

•        Gray background and Red letters indicates

• There is sufficient product in inventory to fulfill this item from current inventory.  This product can be converted to a Sales Order or Invoiced.

•        Green background and White letters indicates

• Product has been allocated to a Purchase Order that has been received. This product can be converted to a Sales Order or Invoiced.

•        Red background and White letters indicates

• Product that is allocated to a received PO but there is not enough product available to fulfill the line item.

On the Summary Screen, you can edit a line by clicking on it to show the following edit screen:

You can also, right click a line to delete the line item.

To create a Standing Order for this Pre-Book, click the Standing Order Info tab.  Set the Start Date to be next week’s delivery/ship date, End Date and one or more days of the week for this standing order.  Then click Update Standing Order.

See the sample Pre-Book Pick Ticket for a Sales Order below:

Pick tickets and Labels can be set to automatically print when invoicing the sales order. There are 2 checkboxes under the customer maintenance screen to allow this: