Quick Sales Order Entry Access. Release 9.0.2

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1 Quick Sales Order Entry Access Release 9.0.2

2 Disclaimer This document is for informational purposes only and is subject to change without notice. This document and its contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is likely to be unique in their requirements in the use of such software and their business processes, users of this document are always advised to discuss the content of this document with their Epicor account manager. All information contained herein is subject to change without notice and changes to this document since printing and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage of the solution(s) described in this document with other Epicor software or third party products may require the purchase of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of platform and product compatibility in this document shall be considered individually in relation to the products referred to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible with both of the products running at the same time on the same platform or environment. Additionally platform or product compatibility may require the application of Epicor or third-party updates, patches and/or service packs and Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs released by third parties after the date of publication of this document. Epicor is a registered trademark and/or trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other trademarks mentioned are the property of their respective owners. Copyright Epicor Software Corporation. All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation. Publication Date: April 6, 2016

3 Table of Contents Sales Management Overview... 1 Flexible Searching... 1 Numerous Product Entry Options... 1 Bid Management... 1 Management of Everyday Events... 1 Quick Access to Related Features... 1 Payment and Credit Management... 1 Operational Excellence... 2 Quick Sales Order Entry Access Overview... 3 Set Up Requirements for Quick Sales Order Entry... 4 Control Maintenance Records... 4 Adding the Quick Sales Order Entry Widget... 5 Viewing and Searching for Orders Using Quick Sales Order Entry... 7 Searching for Orders... 7 Identifying Items and Additional Information... 7 Viewing Orders for Active and Inactive Customers... 8 Starting Sales Orders and Bids Using Quick Sales Order Entry... 9 Highlighting Orders in the Quick Sales Order Entry Widget Accessing Customer Information from Quick Sales Order Entry Index i

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5 Sales Management Overview Use Solar Eclipse to manage every aspect of a sale, from the moment it is quoted until the day it is invoiced. Important: A few areas of Sales Management functionality have not been incorporated into Solar Eclipse as of this release. Use the character-based system to complete these tasks. Flexible Searching Look up customers, vendors, transactions, and products by virtually any identifier. Find customers and vendors by any part of a company name, phone number, or keyword. Find transactions by order number, product, customer PO number, or shipping address. Find products by UPC number, product description, size, color, or manufacturer. Numerous Product Entry Options When entering products on sales orders, change your view to see any number of details about order items. Create non-stocks, access substitute and add-on products, or add recently ordered products to the current order. Robust product and pricing information are a keystroke away. Real-time inventory accuracy helps order writers fulfill inventory commitments, increasing customer satisfaction. Bid Management Use bid management features to create and copy bids, subtotal and reprice bid items, and convert bids into orders. Follow up on bids by creating bid reminders and reviewing bids that have not been converted into orders. Management of Everyday Events Use the system to handle everyday occurrences, like credit denials, product returns, credit and rebill transactions, and warranty tracking. Use reporting options to track trends in these areas, and reprint needed documents at will. Quick Access to Related Features Menu options throughout order entry give you instant access to product features, discounts, shipment history, pricing information, and accounts receivable balances. You can schedule blanket orders, conduct credit checks, review order commitments, and check inventory availability at other locations. Payment and Credit Management Review invoices or orders before sending them to your customers, print consolidated invoices, and review invoices that match the criteria you specify. Monitor a customer's credit status at every stage of the order, and establish credit, past-due, and per-order limits as you like Epicor Software Corporation. All rights reserved. 1

6 Sales Management Overview Rel Operational Excellence Use management tools to examine sales trends, and to list orders that meet the criteria you specify. Uncover issues that impact profitability, view changes to orders, track sales sources, and more effectively manage your sales force Epicor Software Corporation. All rights reserved.

7 Rel Quick Sales Order Entry Access Quick Sales Order Entry Access Overview Quick Sales Order Entry is a widget that you can add to the widget toolbar in Solar Eclipse. This widget offers quick access to sales order entry and orders and invoices for your customers. This widget is ideal for personnel that work at your sales counter, or your inside sales representatives, and is designed to put order entry information and order creation at your employee's fingertips. From the widget, you can do the following: Create new orders. Create new bids. View and access sales orders, bids, and invoices. You can set up widgets for default bill-to or ship-to customers. For example, if you have a customer that you use for all sales generated by walk-ins to your counter that do not have an account with you, you can set up a widget with that default customer. When you access the widget, the system opens sales order entry with the initial order entry information and the customer information already populated. See the following topics to start using Quick Sales Order Entry access: Set Up Requirements for Quick Sales Order Entry Adding the Quick Sales Order Entry Widget Navigating Quick Sales Order Entry Starting Sales Orders Bids Using Quick Sales Order Entry Highlighting Orders in the Quick Sales Order Entry Widget Accessing Customer Information from Quick Sales Order Entry 2016 Epicor Software Corporation. All rights reserved. 3

8 Set Up Requirements for Quick Sales Order Entry Rel Set Up Requirements for Quick Sales Order Entry The following are control maintenance records and other setup that is required to use Quick Sales Order Entry. Control Maintenance Records Limit QSOE Widget Search Size Before Error Limit QSOE Widget Search To Sales Orders Will-Call Order Definition Epicor Software Corporation. All rights reserved.

9 Rel Quick Sales Order Entry Access Adding the Quick Sales Order Entry Widget To use the Quick Sales Order Entry widget to access sales order entry details and create orders for customers, add one or more Quick Sales Order Entry widgets to the widget toolbar. The widget allows you to access order entry information and to create bids with pre-populated information. You can set up individual widgets for specific branch, location, and sales source combinations. Before you can add the Quick Sales Order Entry widget, set the Will-Call Order Definition control maintenance record. To add the Quick Sales Order Entry widget: 1. From the Solar Desktop, right-click and select Add Widgets to display the Widget Maintenance window. 2. In the Widget Look area, define how you want the widget to display on the Solar Desktop. 3. From the Base Widgets area, select Quick Sales Order Entry. The system does the following: Expands the window to display the Widget Parameters associated with the widget you selected. The parameters are the same as the header fields for the queue for which you are creating the widget. Enters the default widget title in the Widget Title field. The widget title is the text that displays above the widget in the widget toolbar. 3. In the Widget Title field, change the default title to one that is more descriptive, if necessary. For example, if you are adding a separate Quick Sales Order Entry widget for each branch, you can label each widget to indicate the branch or territory, such as Quick SOE Br1. 4. Define the widget details: select the size, background, icon, and category. 5. In the Use CONTROL-ALT field, select the function key you want to use to access this widget. If you are creating more than one Quick Sales Order Entry widget, using different key stroke combinations to launch the widget. The key combination to access each widget you add displays at the top of each widget. For example, if you select F3 in this field, the key combination to access the widget is Ctrl-Alt-F3. 6. In the Initial Order Information section of the window, enter the following information to determine how the system populates orders and bids that you start using the widget. Field Price Branch* Ship Branch Location Description Enter the branch, branches, or territories that receive credit for orders that you start using the widget. Enter the branch, branches, or territories to receive the shipping credit for orders that you start using this widget. Leaving this field blank creates orders by respecting control maintenance records and authorization keys that apply. Select the location, such as a branch location or sales counter that receives credit for the orders you start using the widget Epicor Software Corporation. All rights reserved. 5

10 Adding the Quick Sales Order Entry Widget Rel Field Sales Source Description Select the profit area within the branch for orders you start using the widget. This selection is optional. Note: This field is required if you use or want to create a widget for Quick Sales Order Entry. * Required 7. If you need to make all new orders bids, select Create all new orders as bids. 8. In the Customer field, enter the default bill-to or ship-to customer to use for orders created using the widget. Leave this field blank to create the widget without a default customer and continue with the next step. Your default customer can only be a Branch Cash or Bill-To/Ship-To customer. For example, if you have a customer that you use for all sales generated by walk-ins to your sales counter that do not have an account with you, you can set up a widget with that default customer. When you access the widget, the system opens sales order entry with the initial order information and the customer information already populated. Note: If you enter a bill-to customer that has more than one ship-to address, the system prompts you to select the one you want to use for the widget. If you enter a customer in this field, you are done entering parameters for the widget. Click Add This Widget to add the widget to the widget toolbar and close the window. Note: After the widget is created, from within the widget you can use the Search feature (click ) and select the All Customers tab. If the customer does not display, use Ctrl-W to create a new customer. 9. Set highlighting, as necessary. 10. In the Show Orders section of the window, select which orders you want to include in the widget. Open Orders - Lists all open orders for the customer you enter in the widget. Bids - Lists all bids created for the customer you enter in the widget. Lot Bids - Lists all lot bids for the customer you enter in the widget. A/R Orders - Lists all invoices for the customer you enter in the widget. Will-Call Orders - Lists all orders that meet a status that you have set as "will-call," such as pick up now orders, in the Will-Call Order Definition control maintenance record. 11. Click OK to add the widget to the widget toolbar Epicor Software Corporation. All rights reserved.

11 Rel Quick Sales Order Entry Access Viewing and Searching for Orders Using Quick Sales Order Entry The Quick Sales Order Entry widget offers quick entry access to sales order entry and orders and invoices for your customers. Use either the keyboard or mouse, or a combination of both to navigate through the data in the Quick Sales Order Entry widget. Searching for Orders When you enter text in the Quick Sales Order Entry widget to locate an order, enter at least three characters to start the auto-search for the term. For example, typing ecl initiates a search, but typing ec does not; typing 123 starts a search typing, but typing #12 does not. You can search for orders by customer number by staring with a period, for example,.1234, or enter.. to recall the last sales order in which you were working. As you move through the results in the widget, select orders and double-click them, as you would in other Windows applications. You can also use the keyboard: To... expand a list displayed with a plus sign collapse a list displayed with a minus sign. display an order close a counter order create an order (when a customer is selected) create a bid (when a customer is selected) Do this when item is selected... Right arrow or mouse click Left arrow or mouse click Enter or mouse click Ctrl+O Enter or mouse click Ctrl+B Use the Limit QSOE Widget Search To Sales Orders control maintenance record to indicate if you want to limit the searches from the widget in your order to sales orders only. If you leave this set to No, the system searches sales orders, purchase orders, transfers, payable records, and work orders for the information you require. Identifying Items and Additional Information The widget provides several icons and colors to help you identify the information displayed: Icon or Text Color Blue Text Indicates Bill-to customer. The internal customer ID also displays. Ship-to customer. Highlight the customer to see its bill-to customer at the bottom of the window. The internal customer ID also displays. Bill-to and ship-to customer. The internal customer ID also displays. Sales order. Highlight the order to see the order details at the bottom of the window. You must have authorization for the branch on the order to view the order details. The ship-to customer is active at the branch for which the widget is set to display data Epicor Software Corporation. All rights reserved. 7

12 Viewing and Searching for Orders Using Quick Sales Order Entry Rel Icon or Text Color Red Text Black Text Indicates The ship-to customer is inactive at the branch for which the widget is set to display data. The bill-to customer listed on an order. In addition, the bottom of the Quick Sales Order Entry widget provides additional details about the highlighted item in the results list. If the search you request has more than 100 results, the system prompts you to refine the search. When you highlight a customer, the bottom of the widget displays the following information: If you highlight an order in the list, the bottom of the widget displays information about the order generation. For example: Note: You must have authorization to the branch on the order to view the order details. Viewing Orders for Active and Inactive Customers When you use the Quick Sales Order Entry widget, the customers that have orders and invoices that match your search display in two tabs within the search results: Active in Branch # - Lists orders or invoices that match your search criteria for customers that are active in the branch for which the widget is set. If a bill-to is matched and active in the branch, the system also lists all the ship-tos for that bill-to that are active. If no ship-to customers match your search criteria, the bill-to customer is not included. If a ship-to customer does match and is active in the branch, the list also includes the billto customer for that ship-to. All Customers - Lists orders or invoices that match your search criteria, regardless of whether the customer is active in the branch. If you are assigned the CUST.BR.AUTH.ONETIME authorization key, you can activate an inactive customer for a one-time use in sales order entry. If a bill-to customer is matched, the list also includes all the ship-to customers for that bill-to. If a ship-to is matched, the list includes the bill-to customer, but does not include other ship-to customers for the bill-to customer unless they are directly matched Epicor Software Corporation. All rights reserved.

13 Rel Quick Sales Order Entry Access Starting Sales Orders and Bids Using Quick Sales Order Entry The Quick Sales Order Entry widget provides a quick way to create sales orders and bids that contain default customer information, as well as set branch, location, and sales source information the information that you typically enter in the Initial Order Entry window. The system populates the order or bid with the branch, location, and sales source information as it is defined in the widget parameters. To start an order using Quick Sales Order Entry: 1. From the Quick Sales Order Entry widget, type the customer for which you want to create the order. Press Enter, if necessary, to display the order information for the matching customer. 2. If the system returns multiple customers that meet your search criteria, highlight the customer in the displayed list. 3. Press Enter to create the new order. The system populates the order with the customer information from the customer you selected, as well as the branch, location, and sales source information as it is defined in the widget parameters. 4. Complete the order as usual. To start a bid using Quick Sales Order Entry: 1. From the Quick Sales Order Entry widget, type the customer for which you want to create the bid. Press Enter, if necessary, to display the order information for the matching customer. 2. If the system returns multiple customers that meet your search criteria, highlight the customer in the displayed list. 3. Press Ctrl B to create the new bid. The system populates the bid with the customer information from the customer you selected, as well as the branch, location, and sales source information as it is defined in the widget parameters. 4. Complete the bid as usual Epicor Software Corporation. All rights reserved. 9

14 Highlighting Orders in the Quick Sales Order Entry Widget Rel Highlighting Orders in the Quick Sales Order Entry Widget Depending on how you set up the Quick Sales Order Entry Widget, it can display a large amount of order information for a single customer. You can make the widget data easier to read and identify by setting up highlighting for the following categories: Bill-To - Highlights bids, orders, and invoices for which the customer you enter in the Quick Sales Order Entry widget is the bill-to entity. Ship-To - Highlights bids, orders, and invoices for which the customer you enter in the Quick Sales Order Entry widget is the ship-to entity. Bill-To and Ship-To - Highlights bids, orders, and invoices for which the customer you entered in the Quick Sales Order Entry widget is both the bill-to and the ship-to entity. Order - Highlights orders for the customer you entered in the Quick Sales Order Entry widget. To highlight orders in the Quick Sales Order Entry widget: 1. Add the Quick Sales Order Entry Widget or right-click an existing Quick Sales Order Entry widget and select Edit to modify it. 2. Click the highlight button for the item you want to set. For example, click Bill-To Highlight to select a color for all the bill-to results. 3. Select a color from the provided palette and click OK. The button highlights with the color you selected, so you can preview how it will look. 4. Click Add This Widget to add the widget to the widget toolbar or click OK if you are editing an existing widget Epicor Software Corporation. All rights reserved.

15 Rel Quick Sales Order Entry Access Accessing Customer Information from Quick Sales Order Entry The Quick Sales Order Entry widget provides a quick way to edit existing customers' information or create new customers when you are entering orders when using the widget. To edit a customer's information from Quick Sales Order Entry: 1. From the Quick Sales Order Entry widget, type the customer name or phone number for which you want to create the order. 2. If the system returns multiple customer that meet your search criteria, highlight the customer in the displayed list. 3. Press Ctrl E to display the customer's record in the Customer Maintenance window. 4. Make any necessary changes to the customer's information. 5. Save your changes and exit the window. To create a new customer from Quick Sales Order Entry: 1. From the Quick Sales Order Entry widget, type the customer name or phone number for which you want to create the order. 2. Press Ctrl W to display the New Customer window. The New Customer window populates with the information you entered in the widget. For example, if you entered a phone number, the system copies that number to the Phone field in the window. 3. Enter the customer's information in the fields provided. 4. Save your changes and exit the window 2016 Epicor Software Corporation. All rights reserved. 11

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17 Index C customers adding using Quick Sales Order Entry 11 editing using Quick Sales Order Entry 11 O orders sales searching for 7 starting 9 viewing with quick sales order entry 7 Q quick sales order entry access about 3 adding 5 highlighting orders 10 searching for orders 7 setting up 4 starting bids 9 starting orders 9 viewing orders 7 S sales management, about 1 sales orders quick sales order entry 9 starting orders or bids 9 W widgets quick sales order entry access about 3 adding 5 customer information 11 highlighting orders 10 new customers 11 searching for orders 7 setting up 4 starting bids 9 starting orders 9 viewing orders Epicor Software Corporation. All rights reserved. 13