Rev.2.0. p f W. 119th Street Chicago, IL

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1 Rev W. 119th Street Chicago, IL p f

2 Table of Contents I. Log on to Kwik Order... 3 II. Kwik Order Home... 4 III. Modules/Functions... 5 Place Sales Quote / Order... 6 Special Note about Stock Orders EXTRAS!! Approve Sales Quote Amend Order Ship Order Cross Shipment What you need to know about Cross Shipping! Item Listing Receive Stock Order REPORTING DISCREPANCIES! Add Items to Warehouse Show Items Not In Warehouse Create RMA Amend RMA Forms / Documents Reports Navigating Crystal Reports Sales Order Summary Report Sales Order Line Item Report Customized Kit Item Report Open Sales Order Report Shipment Report Customer Transactions Listing Warehouse Quantity Listing Inventory Transactions Listing Bill of Materials Report Using HTML Reports

3 Customer Listing Open Cross Shipments RMA Summary Report RMA Line Item Report Print Sales Order Print Pick List Print Packing Slip Print Invoice

4 Log on to Kwik Order Navigate to and click on Customer Service. At the top of the page, click the link to connect to Kwik Order. Save the link as a favorite place for quicker access. From the LOGIN Screen, enter your Login ID and Password. Save your user ID and Password for quicker access. 1 st Time User? You may need to disable Pop-Up-Blockers to use Kwik Order! Contact your IT department if you experience trouble. 3

5 Kwik Order Home Here you will find: Bulletin Boards: News from Mifab, Engineering and Customer Service. Customer Feedback / Comments: This area can be used to send feedback and comments and suggestions to Mifab. This function will not send an auto-acknowledgement at this time. We suggest you make a screen print copy for your records. Modules / Functions: Access to modules for Item Look-up, Sales Order Entry, Billing, Reports and more are located in a column on the left margin of your screen. Functional Modules are defined in the next section. 4

6 Modules/Functions The left column of the Kwik Order Home Page allows access to all of the functional areas. Kwik Order is a view into our database as well as a tool that directly manipulates the database through actions such as Create Sales Order and Ship SO. We are continually improving and adding to this system. Input from our Representative Partners is always welcome as we increase functionality. 5

7 Place Sales Quote / Order This module allows you to place a Sales Quote or Sales Order for: Direct shipment to your customer Stock J-Order Samples Literature To Get Started: 1 st Click on Place Sales Quote / Sales Order from the list in the LEFT COLUMN 2 nd select the WAREHOUSE that will ship the order. Enter the warehouse number or click the Magnifying Glass for a list. This EXAMPLE is a DIRECT SHIP to Kingsway Marketing s customer 3 rd select the appropriate CUSTOMER for the order. Enter the CUSTOMER NUMBER and hit for an exact match Enter a leading search string and hit SEARCH for a POP-UP window listing of accounts. OR - Enter the COMPANY NAME and hit for an exact match Enter a leading search and hit SEARCH for a POP-UP window listing of accounts. The Magnifying Glass tool will always provide a drop down menu of options or a window to more information. 6

8 Example of Customer Listing Leading Search: Double-click on the desired customer number: As soon as you have selected a customer number, you will be taken to the Select Item screen as below: Enter your first Item # and hit TAB or ENTER: (The Copy SO function will be covered in EXTRAS! beginning on pg.12) 7

9 The first item is a simple C10 with no KIT. After hitting the TAB or ENTER key, the Kwik Order system looks at our data-base and auto fills the following information: Rev: Any part can have multiple revisions or spec codes. When multiple revisions of a part number exist, the user is prompted to select a revision, otherwise the system defaults to 000. Qty: Kwik Order will automatically place a 1 in this field and your cursor will move to this position should you need to change the quantity. Description / Crate Quantity / Case Quantity / Weight: Information pulled from our database. Clicking on Description will open a window to more information about the item. See Item Listing for more detail. Warehouse: Displays the Name and Warehouse Number of the default warehouse. You can CHANGE the shipping warehouse on an order LINE-FOR-LINE by clicking the magnifying glass icon. Simply double-click on another warehouse and continue. (This is called a Cross Shipment. Please see the GLOSSARY for more information and guidelines.) We have selected Kast Marketing to ship this line item as there are none on hand in our warehouse. (When entering your NEXT ITEM, you must choose your default warehouse again.) B.O.M: Click on the word Preview to view the KIT or BOM if the item is an assembly. This window will display the KIT with the On-hand at the selected warehouse, the quantity available in the MAIN warehouse and the combined inventory at all other combined warehouses. (Using a custom BOM is covered in the EXTRAS! Section on pg. 12) 8

10 Clicking on the On-hand not in MAIN quantity for each component will open yet another window that will display all warehouses that carry that component and show inventory on hand as well as required quantities and quantities in transit. Current WHSE Available: Total Available: Shows on-hand quantity at the selected warehouse. Displays the GLOBAL on hand quantity. Booked Quantity: Displays the BOOKED quantity at the selected warehouse. The magnifying glass will open a window that allows you to view open orders for this item at the selected warehouse. Required Quantity: Displays the REQUIRED quantity at the selected warehouse. Required quantity refers to the quantity of a component needed to make an assembled item. For example: if you were selling 28) F , A1-3NH-7 and 5-1 would both show a required quantity of 28. The magnifying glass will open a window that allows you to view any open orders that require this item. The Magnifying Glass tool will always provide a drop down menu of options or a window to more information. List Price: Unit Price: Displays current LIST pricing. Displays the result of LIST times the multiplier that is coded for that customer and category. - OR - The special NET price that is coded for that customer for specific item number. (Special NET pricing will always over-ride LIST X Multiplier.) You can over-ride the pricing to be more than the default displayed if the system is using a LIST X Multiplier scenario. Contact your CSR if the price should be LESS than displayed. Edit Remark: This field can be used to place a TAG or REMARK on the individual line item. If pricing is changed to be LOWER than the system default, no other changes to the order can be made from Kwik Order. Contact your CSR for help with other changes. 9

11 Current Multiplier: Displays the current multiplier for the item based on the Unit Price entered (as above). You may also use this field to calculate the unit price. Enter the multiplier as it applies to your customer and have the system calculate the net price. Example: Your customer is entitled to a.15 multiplier. Leave the unit price blank and enter.15 in the multiplier field and hit enter. The system will show the result of LIST X Multiplier in the Unit Price field. Extended Price: Displays extended price. Unit price X Quantity. # of line item entered: Displays the number of line items already entered. Total Order Amount: Displays the running total of the order as items are added. If you navigate away from this page while entering an order, it will probably be lost. Always SAVE large orders as quotes as you are working to prevent this. You can have multiple browsers open to Kwik Order so you can perform other functions while entering an order! 4 th Check Out. After you have finished entering all of your items (make sure you SAVE your last item!), click the Check Out button: At Check Out you can save your work as a Sales Quote or a Sales Order. Save your work as a Quote if: a. You are entering a large order and need to walk away b. You are waiting for a PO from a wholesaler - OR - Save your work as an Order if: a. You are ready to ship the order b. If you are ready to send the order to MAIN or another warehouse for shipment 10

12 Editing at Check Out From the Check Out screen, the user can edit the Quantity and Unit Price (as per previously stated guidelines) or Delete the line item from the order. You may also add more items by clicking on Continue Shopping. REQUIRED TO SAVE AS A SALES QUOTE: Request date: Cannot be prior to current day. Click on calendar icon to use calendar tool. REQUIRED TO SAVE AS A SALES ORDER: Request date: Customer PO#: Ship Via: FOB: Cannot be prior to current day. Click on calendar icon to use calendar tool. System will not accept duplicate PO number for the same customer number. Click the magnifying glass for options. Click the magnifying glass for options. OPTIONAL ADDITIONAL INFORMATION: Contact: Shipping Address ID#: Contact name at customer. for contact at customer Click on the Magnifying Glass to open a list of saved Ship To addresses. See more in EXTRAS! Now that you have entered all of the required information, you may do one of four things: Once you have saved your Sales Order (or quote), you have the option to preview the Order and the Pick List. Selecting a preview of either the Order or the Pick List will allow additional options to Print or the document. You can also right click to save it as an HTML document. 11

13 At this point, you are finished creating your new Sales Order (or Sales Quote). This record is accessible and will remain in the system until it is completely shipped and invoiced or cancelled. Orders can only be cancelled by CSRs in Chicago. If you created a Sales Quote, you will need to convert it to a Sales Order by using Approve Sales Quote. 12

14 Special Note about Stock Orders ALL stock orders that have any order quantities over the 4EU (estimated usage in a 4 month period) will be sent to your RSM for review. There is a tool in Kwik Order, which exists ONLY for STOCK orders, that allows you to view these levels in real time. The tool will calculate on-hand quantities, quantities in transit, booked and required quantities and compare them to a calculation of 4 months usage. You can see this data, in real time, while you are entering your stock order. Max Ord Qty will reflect the quantity that should be ordered to keep your stock balanced to a level equal to 4 months of typical usage for your agency. For this reason, to reduce the possibility of delay, please try to have your stock orders complete at LEAST 48 hours in advance of your ship day. Any Max Ord Qty that appears negative means that you are carrying more than 4 months stock of that item. For this reason, to reduce the possibility of delay, please try to have your stock orders complete at LEAST 48 hours in advance of your ship day. If no items tip the balance over the 4EU mark, no review of this kind will be required. 13

15 EXTRAS!! Custom KIT (Bill of Material) A Custom Kit (Bill of Material) can be used to change the standard KIT for the order you are currently entering or amending. This can be done via Place Sales Quote / Order or Amend SO. An example of a reason to use a Custom Kit could be that your customer has ordered an F and you have no A1-3NH-7 bodies. You do have an A1-3NH-7-11 (epoxy coated) body. Since we would consider the epoxy coated body an acceptable substitute, you can replace the standard body in this way: Enter the F into the order as you normally would. From the check-out screen, click on Build Kit Select the Part Number and Quantity by placing your cursor in those fields and DELETE them. Simply enter the part number for the component you wish to use and click Continue. The system will recognize the new component in the KIT. 14

16 Click SAVE and the system will confirm the change. Confirm the change and continue as you normally would. Copy SO This function can be used to COPY a Sales Order in its entirety or just the open items. This can save time when entering a J-Order following entry of the Customer Order. Begin your order as you normally would by selecting your customer number. Instead of adding items, simply enter the SO# and click COPY SO. All of the unshipped items will be copied. If you need to copy ALL items, including items that have already shipped on the original order, select the box called Include History Items. Once the order is copied, you can go to Check-Out. **PLEASE NOTE! The warehouse information is also copied. If the warehouse needs to be changed on the new order, you must contact your CSR. Cancelling an Order You can delete all unshipped items but, orders can only be fully cancelled by CSRs in Chicago. 15

17 Items Not In Current Warehouse From time to time, you may need to order an item that does not exist in your warehouse. This only means that the Item Number is not one that you have used before. You will see this Pop-Up: Simply hit OK and the system will populate the item as a record that you can use from that point forward. It does not affect inventory, it just lets you use that piece of data. You will then see the following confirmation: Show Items Not In Warehouse If you are trying to use a part number that you feel should exist, but the system says it does not, you can enter the first few characters of the part and hit Show Items not in Warehouse. Scroll down the list in the Pop-Up window and select the item you need by double clicking on the Item Number. If the item does not exist here, contact your CSR or the TSR for part number creation. 16

18 Saving Ship To Information You can store Ship To information for future orders. You can select, add, edit or delete an address from this window. To add an address, simply assign an Address #, fill in the fields and click SAVE. 17

19 Approve Sales Quote If you created a Sales Quote, you will need to convert it to a Sales Order by using Approve Sales Quote. Click on Approve Sales Quote in the left column. Click on the Quote number you need to approve. Click Update PO#/Ship Via/FOB Complete the PO#, Ship Via and FOB fields and click Update. Click Approve Sales Quote. The quote is now a viable order. 18

20 Amend Order This module allows you to amend a Sales Quote or Sales Order. You may change any aspect of the order except for the CUSTOMER NUMBER or the WAREHOUSE. If the customer number is incorrect and needs to be changed, you will need to create a NEW order and delete the original. This is where the COPY SO function can be used. If you need to change the warehouse, either for the WHOLE ORDER or specific lines, contact your CSR. Click on the order number you wish to amend. The Amend Order screen is virtually the same as the Place Quote / Order Check-out screen If the pricing on the Sales Order has been dropped below the system default, amending the order will cause the pricing to revert to the system default. Contact your Mifab CSR for assistance. If the order has lines on the MAIN warehouse and has been released, you will not be able to use Amend Order. Contact your CSR for assistance. 19

21 Ship Order This module allows you to record a shipment of a Sales Order. The process creates an invoice and a packing slip, makes the inventory deduction from your warehouse and either closes the order or leaves a line item(s) on backorder, whichever is applicable. Please note that modifications cannot be made from the Ship Order Module except for the SHIP VIA field. Select the order you wish to ship. Enter the quantity to be shipped for each line item into the Ship Qty field. If the order is shipping complete and the items have no kit, you can use the Ship All button to auto-fill the Ship Qty field with the Open Qty amounts. For items with a KIT, click on Build Kit and enter the quantity to be shipped in the Ship Qty field and click OK. Repeat this process for all items that have a KIT. You may receive error messages during the Ship SO process which are usually the result of Inventory Discrepancies, REV level discrepancies or a KIT conflict. Please refer to the Custom KIT information in the EXTRAS!! Section first before contacting your CSR or Mifab Inventory Control. You may receive a message that No line on this Sales Order is to be shipped from this warehouse. Please check the Shipment Report to ensure that these items have not already been billed. Once you have entered all of the ship quantities, you will fill out the header information. 20

22 Enter the Waybill (tracking) and click NEXT The Waybill number must be entered along with the NEXT confirmation before you are able to enter any additional information including the Freight Amount. Ship Date: Skids: Waybill: Tag: Enter the date of the shipment Enter the number of skids or boxes or other shipping units PRO number, tracking number or other relevant information Option field for TAG information will apply to the ENTIRE order Ship Via: Freight Code: Invoice Remark: Can be changed for each shipment if necessary see Do not alter this code You may use this field to place any relevant information Subtotal: Sales Tax: Freight Amount: Total: SO Remark: Will calculate the subtotal for the material for this shipment USA not relevant Canada - Based on Provincial Tax Rates The system will REQUIRE a dollar value for freight when the order is marked P&C. The total of the invoice once saved This field carries over from Sales Order information and can only be edited from Amend SO Not ALL fields in this section are required. Required information is sometimes based on other related field such as; when P&C is the FOB on the order, Freight Amount is required. When you have finished filling out all of the necessary information, click Ship SO 21

23 You will be asked to confirm that you wish to continue Click OK The system will display the Invoice number you have created along with buttons that will allow you to preview the invoice, preview the packing slip or to simply return to the Ship SO main page. 22

24 Cross Shipment This module allows you to view and ship CUSTOMER orders that are placed in YOUR warehouse by other Reps. Mifab Reps have the ability to ship orders from the main warehouse in Chicago, your own warehouse or any other warehouse in the system as detailed in the Create SO section. When another Mifab Rep places an order to ship from your warehouse, it will appear in the Cross Ship module. After you have selected the Sales Order you wish to ship and bill, the procedure is exactly the same as the Ship SO module except that you will not receive an invoice preview at the end. When you have finished filling out all of the necessary information, click Ship SO You will be asked to confirm that you wish to continue 23

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26 What you need to know about Cross Shipping! Communication is the KEY. When your agency needs another Rep to ship for you, you MUST verify that the needed material is available to you. It s critical that no assumptions are made as to availability! Rep contact information is available at and over time, you will likely develop a network of other Reps in your region. Check your Cross Ship queue daily! Take a moment to check the queue to make sure you are not missing something. If you have any questions about an order in your queue; ASK! Call the Rep who wrote the order and clarify any concerns you have. Most Cross Ship requests assume the material will ship the same day. If there are any delays, try to alert the requesting Rep or the Mifab CSR assigned to that Rep. 25

27 Item Listing This module allows you to view the global distribution of Mifab Inventory and look up details about Mifab product. Place any Mifab part number into the Search box and click. The system will perform a leading search based on the item number that is searched. You can also search a range of items by part number or by Product Line or Item Class by selecting the appropriate code from the drop-down box. If you receive a large number of responses you can use the navigation arrows at the bottom right of the page to scroll through the list in order to locate the part number you need or to view other variations of the part you searched. 26

28 Once you have located the part number you wish to view, simply click on the Item Description. If the item you are viewing has a BOM (or KIT), you can view it by clicking on the word Preview. It s important to remember that almost ALL assembly items will show a Stock Status of Out of Stock. Make sure to click on the BOM Preview to check the stock status of the COMPONENTS! The BOM window will display the KIT with the On-hand at the selected warehouse, the quantity available in the MAIN warehouse and the combined inventory at all other combined warehouses. 27

29 Clicking on the On-hand not in MAIN quantity for each component will open yet another window that will display all warehouses that carry that component and show inventory on hand as well as required quantities and quantities in transit. The same information can be seen when searching a component item by clicking on Available Qty. 28

30 Receive Stock Order This module allows you to show Mifab stock as received and adds to your inventory. Anytime Mifab ships consigned stock to your warehouse on either a Stock order or J-Order, the items show In transit until they are received via this module. You may enter the SO# of the order you are receiving or you may click on the of Sales Orders that have shipped and have items in In Transit status. SeS to display a list Select the appropriate SO# from the list by clicking on the number. If there are multiple items, and all are received exactly as per the packing list simply click Receive All and then Save. 29

31 REPORTING DISCREPANCIES! If there are SHORTAGES, enter the actual amount received into the field called Rec Qty. If you receive MORE than the amount indicated on the Packing Slip, receive the same amount as per the Packing Slip. The system will not allow you to over-receive. If you receive the WRONG item(s), do not mark anything as received for that line item. If something arrives and it is DAMAGED, receive it in as you normally would. In ALL cases of discrepancies, you will need to send a Stock Order Discrepancy Form located under Reports in the left column. More detail is covered in the Reports section of this manual. 30

32 Add Items to Warehouse This module allows you to add part numbers to your warehouse so that you can view details and use them in Sales Order and Sales Quotes. This is not adding inventory to your warehouse. This is simply allowing visibility. This function is basically the same as the Items Not In Current Warehouse section. From time to time, you may need to order an item that does not exist in your warehouse. This only means that the Item Number is not one that you have used before. You will see this Pop-Up: Simply hit OK and the system will populate the item as a record that you can use from that point forward. It does not affect inventory, it just lets you use that piece of data. You will then see the following confirmation: Show Items Not In Warehouse If you are trying to use a part number that you feel should exist, but the system says it does not, you can enter the first few characters of the part and hit Show Items not in Warehouse. Scroll down the list in the Pop-Up window and select the item you need by double clicking on the Item Number. If the item does not exist here, contact your CSR or the TSR for part number creation. 31

33 Create RMA This module allows you to create an RMA. Please refer to Mifab s return policies before creating an RMA. The Mifab RMA function is driven by the INVOICE number relative to the original sale. Please remember that each shipment creates its own invoice so, multiple items being returned from one customer PO might require multiple RMAs. Begin by entering the Invoice number that corresponds to the return. Kwik Order will retrieve the Invoice header information automatically. The system will also recognize the WAREHOUSE that shipped the order as the default for the return. If you want to change the return warehouse, simply select it from the dropdown box. Use caution to select the correct warehouse and never return _material to another warehouse without permission from them. The system default Claim Person is MG. 32

34 Enter the Ship Via and Freight Terms. Enter Comments. (A comment is required.) Enter the amount you wish to credit for freight if applicable. Enter the restocking amount. Enter the item numbers to be returned. Enter the Rev # (revision). If the wrong revision number is selected, the system will advise you that the part number does not exist on the invoice. The revision number can be found on the original invoice. If the customer is returning COMPONENTS from an assembly, the revision number will not be on the invoice but normally, the Rev will be.000. Enter the Quantity to be returned. If a quantity greater than the invoice quantity is entered the system will display this error message. If you get this error, double-check the part number, quantity and Rev level on the subject invoice. If it is correct, it s likely that an RMA has already been issued for that item. You can run 33

35 an RMA Line Item Report based on the customer number to verify this. More about this report is available in the Reports Section. Next, click on Confirm Item. Once the line item is accepted, the system will populate a description, unit price and extended price. Be sure to use the drop down box to select the correct reason Code for the return. Once you have finished entering and confirming items to be returned, click on Calculate Charge. 34

36 If the items being returned have already been received, click the box called Received at the far right of the page. This will alert our RMA Claims Person to complete the RMA and issue credit. If the items are expected at a later date, you will mark the RMA as received via Amend RMA which is covered in the next section. If the items are being returned to the MAIN warehouse, they will be marked as received when they are checked in by Mifab personnel in Chicago. Click SAVE. The system will confirm that you wish to save the record. Click OK. The system will respond with the RMA number and will give you the option to preview the document. The Preview will provide additional options to Print and the RMA. 35

37 Amend RMA This module allows the user to edit an RMA if not yet received and also, to mark an RMA received. You may edit the existing line if it has not been received. You may add items that appear on the same invoice to the extent that you do not return more than was sold. Be sure to click Save before exiting. 36

38 Forms / Documents This section provides various forms, calculators, reference materials and training documents. Some forms are discussed in detail here. Stock Order Discrepancy Form: Essential to communicate to Mifab Inventory Control when there are errors made to your stock orders and J-orders. Reporting discrepancies as soon as you receive your stock orders is key to getting things resolved quickly. The form is self-explanatory but, for clarity: The Shipment No: is a unique number that can be found on your packing slip. It is different from the SO#. Code is defined under the blocks for part number detail. 37

39 Request for Credit Memo / Debit Memo: Used for all NON-RMA related credits or debits i.e. pricing or credits for freight. 38

40 The Non Training Documents include calculators, certifications, and other materials. The Training Documents section is where the Kwik Order Manual can be found for easy reference. Every effort will be made to keep the manual up-to-date. 39

41 Reports This section allows the user to run reports based on user defined criteria. There are far too many possible combinations of criteria and results to define here. Once you find the basic report, you should refine the view (Sort By) and criteria as needed until you find the reports that work best for your needs. Depending on the function of the user, the most used reports are, or should be, the Open Sales Order Report, the Shipment Report and the Open Cross Shipments report. Using the drop-down menu options, date ranges and other delimiters, the user can customize these reports as needed. 40

42 Navigating Crystal Reports Crystal Reports is the program that Kwik Order uses to compile the requested data. It s helpful to be familiar with the tools available in Crystal Reports. Sales Order Summary Report This report provides a summary of Sales Orders written for any number of criteria. Sales Order Line Item Report This report provides more detail based on the selected criteria. This example is by Part Number. 41

43 Customized Kit Item Report This report is Under Construction! Open Sales Order Report This report provides detail about your Open Sales Orders. Shipment Report This report provides detail about shipped orders. 42

44 Customer Transactions Listing This report provides detail about invoices. Warehouse Quantity Listing This provides an Inventory count in your warehouse. 43

45 Inventory Transactions Listing This report provides detail of sales based on part number. Bill of Materials Report This report will display the Bill of Material (KIT) for a Parent Part number (assembly) OR a list of assemblies that use a single component. 44

46 Using HTML Reports HTML Reports are more interactive than Crystal Reports and allow different functions and views based on the design of the report. Customer Listing This report provides a report of your customer database based on Customer Number or Customer Name. Open Cross Shipments This view displays orders belonging to other Reps that are being shipped by your warehouse. This queue should be checked daily, at a minimum. Please remember that these orders need to be billed/closed just like your own orders. RMA Summary Report This view displays RMA information based on the criteria you enter. 45

47 RMA Line Item Report This view shows RMA information based on the criteria you enter. Clicking on the RMA# will open the document in a printable and -able format of the RMA. 46

48 Print Sales Order This module allows you print Sales Orders based on a date range or an individual SO#. Click on the Sales Order number that you wish to print for a printable and -able format of the order. 47

49 Print Pick List This module allows you print Pick Lists based on a date range or an individual SO#. Click on the Pick List order number that you wish to print for a printable and -able format of the Pick List. 48

50 Print Packing Slip This module allows you print Pick Lists based on a date range or an individual SO#. Keep in mind that a packing slip is ONLY available after the order or portion of the order has been billed in SHIP SO. You can print a packing slip for ALL of your orders here, including orders that ship from other warehouses. Click on the Packing Slip order number that you wish to print for a printable and -able format of the Packing Slip. 49

51 Print Invoice This module allows you print Invoices based on a date range or an individual Customer PO#, Invoice # or SO#. It s helpful to make the Start Invoice Date further back in the past so that you are more likely to receive the record you need. When a date rage search is desired, simply click OK to receive a list of all invoices created in that range. Search by PO# Search by Invoice # Search by SO# 50