MTS #5E.1 - Advanced Shipping - Sales Orders for Staff

Purpose: To gain a good, strong working knowledge of Sales Order Processing using the Advanced Shipping option for Growers.

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 for programs that present information simply with options to filter that information for specific tasks. For example, a Sales View will show sales orders for a specific time period.
Regular Sales Order - is a customer sales order that takes products out of current inventory for Ship within the immediate future.
Pre-Book Sales Order - is a future customer order that will not be delivered immediately and inventory is not reduced. Items selected for the Pre-Book will provide management/buyer with products that will be needed.

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 sub-menus providing different views, including:

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

There are 2 types of Sales Orders:

a Regular Sales Order that reduces your On-Hand Inventory and
Pre-Book Sales Order that is a future order and does not affect Inventory.

Graphically, the customer is selected and then the decision for a regular sales order or a pre-book order.

Sales View

The Sales View is a powerful tool for managing sales information and the 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 with default settings for: Ship Start / End Dates, Status is NOT CANCELLED, ALL Sales Reps as shown below:

Sales information on this View can be filtered by:

Ship Start Date (see below for settings)
Ship End Date
Customer Name
Sales Rep (your staff)
Max Order # (the highest/specific order number to select)
Type (regular orders, pre-books, back orders)
Status (All sales orders, orders not cancelled, active/not invoiced, invoiced, cancelled)
Today’s Orders checkbox
Tomorrow’s Orders checkbox
Order Group
Invoice #

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

Notice that the column Cmnts is the Warehouse Comments and hovering over it 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)

At the bottom of the Sales View you can click the PRINT button for all items selected and showing on the Sales View. Clicking on NEW will begin a Sales Order displaying the Customer Information or click REFRESH to refresh the screen with orders being added by other sales staff. This screen does not automatically refresh to keep it from moving when clicking on it.

Customer Setup for a Sales Order

The Customer Type will affect how the program functions. This is set in two places:

Customer Type Table
Customer Table Maintenance

Customer Type Table

When the FOB checkbox is checked in the Customer Type, the sales program will not calculate packing/box charges. If it is not set, then packing/box charges apply.

Customer Table Maintenance

The Customer Type is set in the Customer Table. It is the Customer Type in the Customer Table that is used to determine if the sales order is FOB.

Inventory Setup for a Sales Order

Packing materials need to be setup as inventory items with the charges that apply for each price level.

Unit of Measure Setup for a Sales Order

For each Inventory Packing item there needs to be an equivalent Unit of Measure item associated with it to automatically create charges. The Inventory Packing items and the Unit of Measure items are linked together as shown below:

Sales Order Entry-Regular Order

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

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

The first screen display for a Sales Order is Customer Information. If the customer was not already selected, you can either enter the Customer # or Customer Name to select Customer Information. Customer information will populate the Customer Info screen as follows:

You can have up to 7 tabs on a Sales Order depending on your settings in System Control. These tabs are normally in the following sequence:

Customer Information
Quick Entry
Summary
Shipping
Standing Order Info
Bill of Lading
$Contract Pricing (optional)

If Contract Pricing exists, the Contract Pricing tab will show and those prices will override the customer’s price level. See screen below:

The Quick Entry screen shown below will display the sales prices for this customer’s price level which will be overridden with Contract Prices. This screen will display one line item for each inventory item with On-Hand inventory.

Enter the quantity per box (unit of measure) in the Qnty column, press tab to record the quantity for each product in the box. Then right click on a Qnty and select from the drop down “Add To New Box”

In the Add to New Box display, enter:

Number of Boxes (unit of measure)
SKU (optional)
Select the Box (unit of measure) from the drop down
Box Comments (optional)

Click OK and the Qnty enter times the number of boxes will be deducted from the On-Hand inventory and the Summary screen will show the result.

The Quick Entry screen is designed to pack the box (unit of measure), charge the packing charge assigned, except FOB and establish the warehouse information on the Shipping Tab by assigning a Box ID number to each box sold.

The Summary Tab will show products selected for this Order. If a Surcharge for drayage is needed, enter it on either the Quick Entry or Summary screen as shown below:

The surcharge for drayage will show:

Each line on the Summary screen can be edited by clicking the specified line to adjust. The edit screen will be displayed and additional comments associate with this line item, like colors can be entered for the box label:

Note: Any changes made to line items on the Summary screen may require shipping adjustments for the warehouse on the Shipping Tab. Make sure you review the Shipping Tab if you make changes to the Summary screen.

The Shipping Tab is also used to give a salesperson the option to establish the packing or the combining of items in a box.

When adding addition products using the Summary Tab, the Shipping Tab will contain the new entries. It will be necessary to assign these new entries to a box (unit of measure). The new entries can be associated with a new box or added to an existing box using the Box ID.

On the top portion of the Shipping screen, right click on the item(s) that do not have a Box ID and either Add New Box or Add to an Existing Box.

The Add New Box or Add to an Existing Box prompt will show.

Option to create a Standing Sales Order

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.

Option to print a Bill of Lading (BOL)

On the Bill of Lading Tab you can print the Bill of Lading and enter the additional information needed or the BOL can be printed using the Warehouse Order Management screen.

$ Contract Pricing Tab

Any Contract Pricing set in Customer Maintenance will automatically show on this tab for quick and easy reference. No changes can be made to this screen. It is for reference only.

The sample Pick Ticket below is Pick Ticket Type 2 for growers:

Box Label Setup for a Sales Order

Box labels are printed on a label printer using 6” x 4” labels.

The label type shown below is “G3” and set in the Ship Via Table Maintenance:

This is the “G3” Label format:

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 for a future Ship date.

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

You can have up to 7 tabs on a Pre-book Sales Order depending on your settings in System Control. These tabs are normally in the following sequence:

Customer Information
Quick Entry
Summary
Shipping
Standing Order Info
Bill of Lading
$Contract Pricing (optional)

All items in your Inventory Table, with or without an On-Hand quantity are available for display 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 using Purchase Order’s and expected to arrive by the Ship Date of this Customer Sales Order shown on the Customer Information screen:

On either the Inventory or Incoming Availability Tab, if Contracting Pricing exists the tab will be displayed and will override this customer’s price level.

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:

To create a Standing Order for this Pre-Book, 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.

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

Printing labels for a Pre-book at this time is optional:

This completes the Management Training #5A.2 for Sales Order Processing using Advanced Shipping Options.