estelplan Sales Orders Release 4.0a

Transcription

1 Sales Orders Release 4.0a February 15,

2 Copyright 2016 Invera Inc. All Rights Reserved. Invera Inc. (hereinafter referred to as Invera) has prepared this document for use by its personnel, licensees and customers. The information contained herein is the property of Invera and shall not be reproduced in whole or in part without prior written approval from Invera. Invera reserves the right to make changes in specifications and other information contained in this document without prior notice, and the reader should in all cases consult Invera to determine whether any such changes have been made. The terms and conditions governing the licensing of Invera software consist solely of those set forth in the written contracts between Invera and its customers. No representation or other affirmation of fact contained in this document, including but not limited to statements regarding capacity, response-time performance, suitability for use, or performance of products described herein shall be deemed to be a warranty by Invera for any purpose or give rise to any liability of Invera whatsoever. is a Trademark of Invera Inc. Web: info@invera.com Phone: (514) Fax: (514) Invera Corp Luther Lane, #425 Dallas, TX U.S.A. Invera Inc St. Catherine Street West, Westmount, Quebec H3Z 1P9 Canada

3 Table of Contents 1. OVERVIEW... 1 MAJOR FEATURES PROVIDED... 2 ORDER TYPES... 4 Blanket Orders... 4 Normal Orders... 4 Release Orders... 4 Standard Orders... 5 Transfer Orders... 5 Quotation... 5 SELLING BRANCH Vs SHIPPING BRANCH... 6 ORDER STORAGE AND TRACKING... 9 ORDER STRUCTURE Order Header Information Order Detail Information ORDER PRINTING FUNCTIONS CREDIT, PROFIT, PRODUCTION AND SHIPMENT HOLD Credit Hold Profit Hold/Verification Production Hold Shipment Hold ORDER ENTRY OVERVIEW USER DEFAULTS ADDING A NEW SALES ORDER Adding an Order Header Orders without Items Order Defaults Window Job Defaults Window Freight Defaults Window Optional Customer Remark Window Restrictions Order Header Action Bar Order Header Fields Adding an Order Item Restriction Product Identifier Note Entry Ordered and Balance Quantities Enhanced Weight Weight Unit of Measure Order Item Charges Classification Information Order Item Action Bars... 39

4 Table of Contents Page ii Costing Verification Branch Direct Shipment Request Window Scheduling Order Items to the estel/cap-plan Schedule Printing an Amount on the Forms Workflow Interface CHANGING A SALES ORDER Workflow Interface Changing an Order Header Restrictions Changing the Ship-To Number Changing an Order Item Part Specs Product Product Description Classification Fields Taxes Restrictions Production/Shipping Hold Update Utility Restrictions Sales Order Production/Shipping Hold Update Screen Session Log Sales Order/ Transfer Order Status Update Utility Status Update Screen Status Update Deleting a Sales Order Deleting an Order Header Restrictions Deleting an Order Item Restrictions Workflow Interface COPYING AN EXISTING SALES ORDER Copying Order Header Information Defaulting the Ship Hold Work Order Date Default Copying Order Item Information Restrictions COPYING AN EXISTING ORDER ITEM Restrictions Copying a Blanket Item to a Release Order VIEWING ORDER TOTALS Totals Window PRODUCT SCHEDULE INTERFACE Book Cmn Schd Sch Trs AUTOMATIC PRINTING Profit/Credit Verification at Time of Order Form Printing Print Address Labels Window Display of the Print Address Labels Window Production Work Order Printing Override Printer for Forms Printing Credit Held Orders ORDER, INVOICE AND QUOTE ITEM CHARGES OVERVIEW... 69

5 Table of Contents Page iii Restrictions CLASSIFICATION OF REVENUE Sales Category Sales Type Charge Number Charge Quantity Type Changing the Charge Quantity Type Included and External Charges Markup/Markdown Percentage Charge Entry SALES TAXES CHARGE ENTRY Adding a Charge Line Changing a Charge Line Restrictions Deleting a Charge Line Restrictions Interface with estelprice and estelquote Default Material Price Freight-In BACK ORDER ITEMS LOT Charges on Backorder Workflow Interface CHARGE UPDATE IN BILL OF LADING AND INVOICING Examples CASE 1: CASE 2: CASE 3 Cannot Compute the Percentage of Shipped Vs Sold Quantity: CASE 4 USQ=Y, no Pro-Rated Pcs/Msr/Wgt: actual BL Shipped Quantity is passed as is to BL Charge Quantity Restrictions when USQ=Y INVENTORY RESERVATION OVERVIEW RESTRICTIONS Non-Specific Reservations Tag Master Required Products Warnings DEFAULT INVENTORY RESERVATIONS Sales Order Restriction Transfer Orders Invoice Entry Bill of Lading Outside Processing Purchase Orders Outside Processing Receipts estelquote estelman Default Reservations Product Item Tag Master Required Products Tagged (non-tag Master) Products Non-Tagged Products Restriction Interface with estelspec Default Reservation Pieces, Quantity and Weight Default Reservation Warehouse... 96

6 Table of Contents Page iv Restrictions STANDARD RESERVATION ENTRY SCREEN Header Fields Description Adding a Specific Reservation Defaulting the Reservation Warehouse Stock Available Window Displaying the On-Hand/Available Exiting the Entry Window Reservation Validations Interface with the Sales Category Adding a Reservation on a Transfer Order Adding a Reservation on an Outside Processing PO or an Inventory Receipt Adding a Reservation on a Bill of Lading Adding a Non-Specific Reservation Restriction Remarks Entry Window Restriction Completed Reservation Entry screen Scrolling Area Display Non-Specific Reservation Display Displayed Codes Changing a Reservation Deleting a Reservation RETURNS-TO-STOCK Restrictions BILLING WEIGHT Reviewing Billing Weight Billing Weight Computation Inventory Organization Not WT Inventory Organization = WT Enhanced Weight Factor BRANCH TRANSFER REQUEST Restriction Displaying Branch Transfer Request INVENTORY DE-ALLOCATION FUNCTION De-Allocating in Transfer Order De-Allocating in Transfer Bill of Lading De-allocating in Outside Processing Purchase Order Restrictions De-Allocation from Quote TRANSFER ORDER REQUEST CONFIRMATION RESERVATIONS UPDATE Major Features Provided Reinstating a Reservation Updating Non-Specific Handling Outside Processing Purchase Order Shipping a Transfer Order on a Bill of Lading RAPID RESERVATION Interface with Stock Available Rapid Reservation Window Standard Mode Rapid Reservation Window Bill of Lading Reserve Mode On-Hand and Available Fields Restrictions RESERVATIONS AGAINST INCOMING MATERIAL

7 Table of Contents Page v OVERVIEW ADDING NEW INCOMING MATERIAL RESERVATIONS Restrictions ADDING AN INCOMING RESERVATION IN ORDER ENTRY Warning Message Items Copied From Customer Part Specifications ADDING AN INCOMING RESERVATION IN PURCHASE ORDERS Incoming Reservation Inquiry TRANSFER REQUISITION FROM QUOTE & SALES ORDERS OVERVIEW Advantages of the Transfer Requisition Function Restrictions Calling the Transfer Requisition Function in Sales Order Entry Adding a Transfer Requisition Changing a Transfer Requisition Deleting a Transfer Requisition Manual Numbering of Transfer Orders Creating the Transfer Order Transfer Order Defaults Charges and Costs on the Quote or Sales Order Item Transfer Order Freight Information Specific Inventory Reservations Automatic Creation of an Incoming Reservation Combining Transfer Requisitions from Different Order Items FREIGHT CHARGES AND COSTING OVERVIEW Restrictions Outbound Freight Table Freight Responsibility Charge Freight Freight Included Delivery Method Common Carrier Our Truck ADDING FREIGHT CHARGES AND COSTS Freight Responsibility Included Restrictions Freight Responsibility Charge Delivery Method OT Delivery Method CC Foreign Currency s Freight Vendor Use of Outbound Freight Table CHANGING THE FREIGHT RESPONSIBILITY CODE Case 1: CHG to COL Case 2: COL to CHG Case 3: INC to CHG Case 4: COL to CP CHANGING THE DELIVERY METHOD CHANGING THE FREIGHT RATES AND UNIT OF MEASURE Change the Freight Charge Rate on the Header Change the Freight Cost Rate on the Header Change the Unit of Measure on the Header LOT FREIGHT RATE Freight-In Charges and Costs

8 Table of Contents Page vi 8. ADD-ON AND AUTOMATIC COSTS OVERVIEW Add-on Costs Restrictions Automatic Costs Restriction Product Installation Options COST ATTRIBUTION ENTRY SCREEN External Cost Attribution Entry Internal Cost Attribution Entry AUTOMATIC COSTING MATERIAL COSTS Specific Inventory Reservations Cost Average Costing Corporate Average Costing Specific Costing Non-Specific Inventory Reservations Purchase Order Reservation Costs Buyout Costs Un-Reserved Orders PROCESSING COSTS PWC Processing Cost Per Theoretical Weight Procedure to Calculate PWC Cost Changing the Item Applicability of the Cost per Theoretical Weight Feature Packaging and Skid Costing Packaging Cost Skid Cost FREIGHT COSTS ADMINISTRATIVE COSTS REMARKS PROCESSING OVERVIEW Restrictions MARKETING REMARKS HEADER REMARKS Restrictions ITEM REMARKS Defaulting Item Remarks Item Copied from a Customer Part Specification Item Created Manually ITEM REMARK TYPES Restrictions REMARKS ENTRY Copying Customer Remarks Adding and Changing Remarks Reviewing Remarks Copying Remark Template Replacing Remark Prompting Characters PRODUCTION SPECIFICATIONS OVERVIEW SPECIFICATIONS WINDOW Tolerances Restrictions Formula Used

9 Table of Contents Page vii Packaging Pcs/Tag Max Skd Wgt Skid Type Specifications DELETING A PRODUCTION SPECIFICATIONS RECORD ORDER LOOK-UP AND INQUIRIES OVERVIEW ORDER LOOK-UP Header Page Look-Up Detail Page Look-Up OPEN ORDER INQUIRIES Access to Other Branches Product Installation Option ORDER INQUIRY MENU Order Selections Item Selections Order Indexes Inquiry Information SUMMARY INQUIRY SCREEN Summary Inquiry Blank screen Order Selections Selection Area Cus/PO IS/Cus OS/Cus Cus/Type Order Summary Completed Sample SALES ORDER HEADER INQUIRY SCREEN ITEM INQUIRY SCREEN Item Inquiry Blank Screen Order Item Selections Selection Area Cus/Prod Cus/Part Product Order Item Inquiry Completed Sample Blanket and Release Items Inquiry screen SALES ORDER ITEM INQUIRY SCREEN Completed and Deleted Order Items ORDER ITEM STATUS INQUIRY SCREEN Completed and Deleted Orders Blanket Order Items Order Item Status Inquiry Screen Order Item Section Finished Reservation Restriction Production Status Section Production Display Shipping Status Section Manifest Status Section Order Balance Section CROSS-REFERENCE INQUIRY

10 Table of Contents Page viii OVERVIEW Restrictions Cross-Reference Inquiry Window GENERAL RULES ON HOW TO USE THE INQUIRY Displayed Codes Action Bar Options Extend Action Bar Option Inv Arc Action Bar Option Crd/Inv Action Bar Option Prf Action Bar Option ACCESS BY INVOICE/TRANSFER NUMBER ACCESS BY ORDER NUMBER ACCESS BY BILL OF LADING ACCESS BY CUSTOMER BY CUSTOMER PURCHASE ORDER NO ACCESS BY CUSTOMER BY CUSTOMER PART NUMBER ACCESS BY CUSTOMER BY PRODUCT SELECTION ENTRIES PRINTING ORDER FORMS OVERVIEW Sold To Name and Address Automated ing of Sales Acknowledgements Branch Used to Verify the Product Installation Options Product Installation Options Controlling the Printing of the Order Forms Print Shipping Order Form Print Order Form Print Work Order Form Product Installation Options for the Order Forms Printing Barcoding Number of Copies to Print Contact Information Job Number, Name and Address on Shipping Order Primary and Secondary Printers Item Due Company Name and Address Ship-From Address Printing Fuel Surcharge Heat Number on Shipping Order Printing Tax and Exempt License Number on the Shipping Form Credit Log Printing Back Order Printing based on Balance Quantity and Value Back Order Printing based on the Order Item Balance Weight Note Printing Extended Description Printing Certificate Remarks Back Order Printing by Item Due Date Printing a Specific Type of Order Form Profitability Section Printing Inventory Reservations Information Profit Hold Log Printing Order Value On-Hand Tag Weight Printing Product Item Remarks Printing on the Work Order Form Printing the Measure Shipping Remarks on Work Order Form

11 Table of Contents Page ix Printing the Theoretical Weight Printing an equivalent Charge and Unit of Measure Printing the Work Order Required Message Header Remarks on Work Order Form Decimal Gauge and Gauge Range Printing Salesperson Name Order Item Status Weight Printing on Shipping Order Range of Work Order Printing Dates Single/Multiple Items per Work Order Form Product Installation Options for Production Work Order Forms Printing Barcoding Number of Copies to Print Printing the Contact Information Printing the Job Number Print/Reprint function Name and Address Printing on the Form Minimum Amount Required for Printing an Item Print blank lines Extended Description Printing Certificate Remarks Printing of Incoming Product Information Printing of Inventory Location for Non-Specific Allocations On-Hand Tag Weight Printing Printing of non-specific Reservations Printing the Measure Order Item Shipping Branch and Production Sequence (PSQ) code Shipping Remarks Printing Percentage of Original Ordered Quantity for Printing and Item Salesperson Name Single/Multiple Items per Production Work Order Form Product Installation Options for Sales Acknowledgement Forms Printing Number of Copies to Print Printing the Color and Location of a Product Customer Currency Symbol Fuel Surcharge printing Printing the Company Name and Address Note Printing Extended Description Printing the Item Production Remarks Printing the Measure Printing an Equivalent Charge and Unit of Measure Printing the Salesperson Name Printing the Specification Printing the Order Amount Printing the Sales Acknowledgement Product Installation Options for Product Picking Ticket Printing Selecting the Zebra Printer Model FORMS DESIGNATION AND USAGE Sales Acknowledgement Sales Order Shipping Order Production Work Order and Work Order Product Picking Ticket

12 Table of Contents Page x Combinations of Forms that can be Printed PRINTER ASSIGNMENT Sales Acknowledgements Sales, Shipping and Work Orders Order Forms Printer Assignment and Display in CS/IRIS Multi-Warehouse, Branch Direct and Transfer Order Shipments Other Branch Shipments Branch Direct Shipments Order Item Printing on Separate Printers Sales Category Work Order Printing Reference Table Work Order Printing Work Order Form Restrictions FORM PRINTING CHARACTERISTICS Sold-By/ Ship-From Name and Address on Generic Forms Sold-To/Ship-To Section Ribbon Line Area Test Certificate Information Order Header Remarks Product Information Shipment Quantities Production Specifications Item Charge Table Charge Table Print Layout Profit Analysis Inventory Reservations and Shop Instructions Shipping Remarks and Standard Messages Order Totals C.O.D. Orders SELECTION ENTRIES Sales Acknowledgement Order Printing/Reprinting Restrictions Selective Order Forms Reprinting PRODUCTION WORK ORDER FORM PRINT Printer Assignment PWC Printer Form Printing Characteristics Printing Based on Order Item Shipping Branch Printing of Order Items Selection Screen Production Work Order Sample PRODUCT PICKING TICKET Printer and Stock Characteristics Product Picking Ticket Reference Table Printing Product Picking Tickets Printing Tickets from the Sales/Transfer Order and Credit Release Functions Selective Printing of Product Picking Tickets Conditions for Printing Product Picking Ticket Layout Body of the Ticket Ticket Stub Section Sample Product Picking Ticket Layout Product Picking Ticket with Barcoded Information

13 Table of Contents Page xi Product Picking Ticket without Barcoded Information WORK TAGS Printer and Stock Characteristics PRINTING LARGE-SIZED WORK TAGS Overview Conditions for Printing Restrictions Work Tag Printer WORK TAG LAYOUT Body of the Ticket Sales Order Information Remarks Sales Order Item Information Allocation Information Incoming Reservations Work Tag Sample PRINTING SMALL-SIZED WORK TAGS Restrictions Work Tag Format ORDER REPORTS OVERVIEW General Open Order Reporting Standards Revenue and Costs Profit Calculations SALES ORDER AUDIT REPORT Selection Screen Report Printing OPEN ORDERS BY BRANCH/SALESPERSON/CUSTOMER Selection Screens Report Printing OPEN ORDERS BY BRANCH/SALESPERSON/PRODUCT Selection Screens Report Printing OPEN SALES ORDERS BY PRODUCT Selection Screens Report Printing ORDER ITEM EXPEDITING REPORT Selection Screens Non-Specific Reservations Selection Insufficient Finished Goods Selection Insufficient Reservation Selection Report Printing Totals on the report ORDER PRINTING CONTROL Selection Screen Report Report ORDER FULFILLMENT REPORT Report Detail Product Lines Order Lines Examples Case A Case B

14 Table of Contents Page xii Case C Case D Case E Report EXECUTIVE OVERVIEW REPORT Overview Selection Entry Screen Report Sample Interface with esteloemtoll Restriction MATERIAL SOURCE EXCEPTION REPORT BILL OF LADING MILL/HEAT REPORT BOOKINGS OVERVIEW Restrictions SALES TARGET BY PRODUCT GROUP SALES TARGET BY SALESPERSON BRANCH SHIPMENTS SCORE INQUIRY STANDARD SELECTIONS BOOKING ANALYSIS Report Printing BOOKING TREND BOOKING BY SALESPERSON Reports DETAIL BOOKING Report Layout New Orders Profit Percentage DAILY OPERATING REPORT Features and Functions Gross/Net Profit Calculations Bookings Today s Order Section Month-to-Date Orders Section Year-to-Date Orders Section Restriction Sales Today s Sales Section Month-to-Date Sales Section Year-to-Date Sales Section Open Orders Restrictions Inventory Incoming POs Open Receivers Cash Receipts Open Bills of Lading Open Receivables Report Sample ORDER WEIGHTS OVERRIDDEN REPORT Restrictions Report Sequence Report Totals

15 Table of Contents Page xiii Report Field Description Report Sample COUNTER SALES PROCEDURES OVERVIEW GENERAL INFORMATION Prerequisite Reference Table Setup Delivery Methods Payment Terms Validation Credit and Profit Verification Profit Verification Reservation Verification Restriction Workflow Messages SUMMARY OF OPTIONS Miscellaneous Customer: Always a Cash Order with Customer Pick-Up Cash Order with Customer Pick-Up Cash Order with Material Delivered Account Order with Customer Pick-Up Account Order with Material Delivered ADDING AN ORDER THROUGH THE COUNTER SALES PROCESS Quote Entry Converting a Quote to Sales Order Counter Sales Order Header Order Header and Item Status Update Back Orders CASHIER PAYMENT PROCESSING Cash Register Unpaid Orders Cash Register Payment Cash Register Refund Paid Orders Cash Register Advance Payment Cashier Total Deleting an Order on the Cashier Payment Queue Cashier Payment Queue Cleanup CHANGING A SALES ORDER Restrictions Counter Sales Change Order Screens RETURN MATERIAL AUTHORIZATION FORM PRINTING Counter Receipt (orfcrp) Product Installation Options for the Counter Receipt Standard Messages Counter Receipt Printing/Reprinting Form Sample Pick Ticket (orfpkt) Printer Assignment Product Installation Options for the Pick Ticket Standard Messages Form Sample Work Order Form CASH REGISTER JOURNAL Selection Entry Screen Report Sample

16 Table of Contents Page xiv INVOICE AND GENERAL LEDGER UPDATE Cash Order with Customer Pick-Up Invoice Entry Generation and Modification Invoice Update Invoice Printing and Invoice Archiving General Ledger Update Cash Order with Material Delivered When the Order is paid in the Cashier Payment Queue When the Material is Shipped on a Bill of Lading Account Order with Customer Pick-Up Invoice Entry Generation and Modification Invoice Update, Invoice Printing and Invoice Archiving General Ledger Update Account Order with Material Delivered PERIODIC PROCEDURES ORDER COMPLETION AND DELETION UTILITY Order Completion Options Order Deletion Options Order Header Verifications for Completion Order Item Verifications for Completion Balance Quantity Verification Balance Amount Verification Order Header Completion Order Deletion Conditions for Deletion Restriction Completion or Deletion failure Deleting the Contact Information Record ORDER COMPLETION AND DELETION LOG Log Printing Restriction Log Sample ORDER CROSS-REFERENCE TABLE CLEANUP UTILITY RESERVATION CLEANUP UTILITY Restriction HIGH LINE NUMBER ALLOCATION REPORT INTERFACE WITH BOOKING Special Case Ensuring Correct Bookings Calendar Creation/Bookings Table Re-initialization Correcting Bookings Table Problems APPENDIX A USER MENU OPTIONS APPENDIX B COMPLETION AND DELETION ERRORS Completion Errors Deletion Errors APPENDIX C DISTINCTION OF MATERIAL ORIGIN OVERVIEW DISTINCTION OF MATERIAL ORIGIN Source Material Origin REFERENCE TABLES MATERIAL RESERVATION

17 Table of Contents Page xv Order Fulfillment Change Mode Restrictions Quote Entry Sales Order Entry Invoice Entry Index

18 Table of Contents Page xvi

19 1. OVERVIEW The Order Processing functions include all Sales Order processes required to enter and maintain Sales Order information including those Sales Orders converted from estelquote. These functions also cover Sales Order forms printing, reporting and inquiries. The functions include: Order Entry Includes: Adding new orders Changing and deleting of orders and items Copying of orders and items Immediate/Selective form printing Sales, Shipping, Work Order and Production Work Order printing Open Order Inquiries Open Order Reports Order Bookings Inquiries and Reports The Order Processing processes also include all common functions used in different programs such as estelquote, Bill of Lading Entry, Invoice Entry and Service Purchase Order Entry. These processes include: Item Charges Inventory Reservations Reservation against Incoming Transfer Requisitions Freight Charges and Costing Item Costing Remark Processing Production Specifications Periodic Procedures

20 1. Overview Page 2 MAJOR FEATURES PROVIDED Multiple Charges per Order Item with each one classified as a Material, Processing, Freight or Other Charge. Customer Charges broken down into different revenue classifications for internal sales accounting. For example, a total delivered price to the customer can be broken out into Material, Processing and Freight Revenue components for sales analysis purposes. Charging of each Order Item based on one of the following Charge Quantity Types: o Actual Weight o Theoretical Weight o Higher of the Actual or the Theoretical Weight o Enhanced Weight o Gross Weight For foreign customers, and foreign freight vendors, ability to select whether to use a Fixed or Variable Exchange Rate. Handling of Counter Sales procedures and immediate pick-up of material by the Customer. Possibility for each Order Item to be shipped by a different Branch from the Selling Branch to handle own Branch as well as cross-branch shipments. Ability to reserve material located in another Branch. This generates an Inventory Transfer Request to the other Branch. Ability to create and print a Transfer Order from within the Order Item through the Transfer Requisition function. Ability to select multiple Product Items from the estelview Stock Available screen and automatically reserve them to the Order Item. Verification of the Customer credit during Order Entry as well as when printing Order forms to help prevent loss from bad debts. Optional Profit Verification to ensure that customer orders are profitable to your organization. Ability for Salespeople to reserve inventory against specific inventory, Incoming Material Purchase Orders, Transfer Orders or Transfer Bills of Lading, as well as a non-specific inventory grouping so that the net material availability is updated. Automatic calculations of all figures for Revenue, Costs, Profit, Profit Percentage so that the Order and Invoice totals and profitability can be reviewed on-line by Sales or Order Entry personnel. Ability to restrict access to Cost figures in Sales Orders, based on the User Group. Availability of Order and Invoice accounting and management information for all Orders entered, shipped, billed and Open Order Status.

21 1. Overview Page 3 Order booking and shipment analysis information provided by Customer, Product, Branch and Company on a daily, monthly and year-to-date basis. Ability to interface with the Production Schedule. Distinction of Material Origin. Ability to restrict use of material based on the country or region of origin.

22 1. Overview Page 4 ORDER TYPES The following types of orders are handled by different functions. Sales Orders Reference Prefix SO B Blanket N Normal R Release S Standard Transfer Orders Reference Prefix TO T Transfer estelquote Reference Prefix QT Q Quotation All Order Types are stored in the same physical files and share the same forms printing, inquiries and report functions. All standard functions are discussed in the Sales Order manual, however any specific function is discussed in its corresponding manual. Blanket Orders Used to create a standing Order for a customer s Purchase Order that can be copied for individual Release Orders. This maintains a total of the shipments to date against the Blanket. (Details of the shipments and invoices are kept at the Release Order level.) Blanket Orders are not submitted for Credit Verification nor can they have Work Order or Shipping Order forms printed for them. Normal Orders Used to create a one-time Order for a customer s Purchase Order. This is the default Order Type. Release Orders Created by copying a Blanket Order. As shipments are made, the Blanket Order balance is updated to reflect the total weight and value shipped on the Release Orders.

23 1. Overview Page 5 Standard Orders Used to enter often-repeated orders which involve a standard product, remarks, charges and costs for items frequently purchased by the customer. It does NOT contain any reservations nor is it printed as a Work Order. There is limited availability of Standard Orders on reports and inquiries. Transfer Orders Created through the Transfer Order Entry program or automatically by using the Transfer Requisition function, Transfer Orders are used to move material from one Branch to another or from one Warehouse to another within the same Branch. Refer to the Transfer Orders manual for more information. Quotation Created using estelquote. The quote is used to enter customer inquiries about prices and inventory availability. Inquiries can be saved as a Quote and transferred to Sales Order. Refer to the estelquote manual for more information.

24 1. Overview Page 6 SELLING BRANCH Vs SHIPPING BRANCH Every Sales Order has a Selling Branch that is responsible for booking and invoicing the order. This is stored at the Order Header level. Each order item also has a Shipping Branch that is the Branch that actually ships the order to the customer. Normally, the Sales Order is shipped by the Selling Branch from its own inventory. If there is no stock available at the Selling Branch, the order or selected items from the order can be shipped from another Branch directly to the customer, or the items can be reserved from another Branch s inventory and transferred to the Selling Branch. The Selling and the Shipping Branches of a Sales Order normally default to the Branches defined in the User Defaults of the person entering the Order. The default Branches can vary, however, if you set the SBR=X Product Installation Option. If set to Y- Yes, the Selling and Shipping branches default to the Customer s branch as defined in the Customer reference table record. When the Selling and Shipping Branches of a Sales Order come from the User Defaults, they are allowed to be different. You can force the Shipping Branch to be the same as the Selling Branch, if you set the SHB=X Product Installation Option. If set to Y-Yes, the Shipping Branch defaults to the Selling Branch when a new Order is created. Both the Selling and Shipping Branch can be overridden if you have access to other Branch s transactions. (NOTE: If the SBR Product Installation Option is set to Y-Yes, then you can enter Orders for all branches regardless of your Branch Access rights). There can only be one Selling Branch per Order but there can be a different Shipping Branch for each Order Item. If a Customer s Order Item is to be shipped from two different locations, then you must create a separate Item for each different Shipping Branch. Example: An order contains three items. Items 1 and 3 are to be shipped from the Selling Branch while Item 2 is shipped from another Branch. You must override the Shipping Branch on Item 2 with the other Shipping Branch. When the Order Item is entered and the Shipping Branch is overridden to be different from the Selling Branch, then, based on the Product Installation Option DSR=X, a pop-up Branch Direct Shipment Request window is displayed and you can enter pertinent information about the Sales Order Item. You can print the Requisition for future reference or fax it to the Shipping Branch. The Sales Order can be reserved against the Shipping Branch s inventory so that material is reserved immediately for the item. The Shipping Branch can ship this material or substitute other material as appropriate to its inventory position and the customer s requirement. The Work Order Form is printed at the Shipping Branch so that the shipment can be prepared. The Sales Order itself, including the Branch Direct items, is still controlled and invoiced at the Selling Branch. If there are any changes to the Sales Order Item, the changes are made at the Selling Branch and a new Branch Direct notice is sent to the Shipping Branch showing the changes. This provides a cross-reference to the Shipping Branch in case there are any changes to the product or quantity ordered that need to be

25 1. Overview Page 7 changed at the Shipping Branch before the Order Item is shipped. When the Shipping Branch ships the Order Item, the Selling Branch s Order is updated to reflect the quantities shipped. The Item must be invoiced at the Selling Branch. The Accounts Receivable is updated using the Selling Branch s number. The Sales Analysis and Sales Journal files for the Order Item contain both the Selling and Shipping Branch numbers so that management reports can be obtained for cross-branch transactions.

26 1. Overview Page 8 Selling Branch Receives Order Selling Branch Enters Order Item entered with Shipping Branch Item reserved against Shipping the Branch's Inventory or Incoming PO Sales Printed Acknowledgement by Selling Branch Order reviewed for Credit at Selling Branch Branch Direct Shipment Request sent to Shipping Branch Credit OK - Print full Order Sales at the Selling Branch Shipping Order Printed at Shipping Branch Work Order Item Printed at Shipping Branch Order Item Shipped by Shipping Branch Order Item Billed byselling Branch Order Flow for an Order taken at one Branch and Shipped by Another

27 1. Overview Page 9 ORDER STORAGE AND TRACKING In order to provide management with the means to track order activity, a Sales Order is kept in the open order files until it is completed. An order can be completed by shipping and invoicing some or all items, by manually deleting the remaining items, or it can be automatically completed by the Order Completion Utility that is executed daily in the End of Day procedure. Credit control is integrated with the open Sales Orders so that the Credit Department can review orders on credit hold, release orders and add a Credit Status code to those orders that are still being reviewed. Refer to the Accounts Receivable manual for details on Credit Hold functions. While an order is open, it can be accessed using any of the Order Entry, Production, Bill of Lading or Invoicing functions. Order Status Inquiries and reports can be used to view the status of the item and to view the details of the order. Once an order is completed, it can only be accessed using the Order Inquiry functions. This helps management review the closed orders. Based on the Product Installation Option DAY=999, completed orders are deleted from the order files and are thus no longer accessible for inquiries and reports.

28 1. Overview Page 10 ORDER STRUCTURE This diagram shows the components and relationship of the information kept for an order. ORDER HEADER (1 per order) Order Header Information (1 per order) Header, Global Allocation and Shipping Remarks (3 types, 99 lines/type) Order Totals (1 per order) ORDER ITEM (999 per order) Billing Information (1 record per item) Order Item Totals (1 record per item) Cost Attributions (99 lines per item) Production Specifications (1 set per item) Item Remarks (Types D, I, O, P, W) Incoming Reservations (5 types, 99 lines per type) (99 records per item for PO) (99 records per item for TO) (99 records per item for Tfr BL) Transfer Requisition (1 record per item) Inventory Reservations (999 combinations per item) Non-Specific Reservations (1 per Item) Specific Reservations (up to 998 per Item) Transfer Order Req (1 per Item) Allocation Remarks (up to 5 lines/res)

29 1. Overview Page 11 All Orders share some common information and functions but have additional functional requirements to control the processing and information needs of the company. Order Header Information Order Header Header Remarks Global Alloc Rmks Shipping Remarks Order/Item Totals Contains the Customer and/or Branch, transaction classification information, various dates and reference information required to handle the order. Contains general remarks concerning all items on the order. Contains general work order instructions applicable to all items on the order. Contains general remarks concerning the shipping instructions for all items on the order. Contains the totals for revenue, Costs, Profit and Profit % plus sales taxes, etc. Order Detail Information Billing Detail Cost Attributions Item Remarks Production Specs Reservations Contains the basic Order Item information including the product to be sold or handled for the transaction. It also includes all fields about the Item including the Order Status, Product sold, Material Price, Misc Charges, Sales Tax and codes used to classify the type of sale, etc. Contains the detailed breakdown of costs for the Order Item. This is divided into Internal Costs and External Costs. Refer to the Add-on and Automatic Costs chapter for details. Includes the different types of remark lines based on where the information is to be displayed or printed. Refer to the Header and Item Remarks chapter for details. Identifies the detailed production specifications for the item that are printed on the Work Order and are used in the estelpro or estelman production applications. Refer to the Production Specifications chapter for details. Includes the inventory products reserved for the item. These are subdivided into specific and non-specific reservations as well as Allocation Remarks. Refer to the Inventory Reservations chapter for details.

30 1. Overview Page 12 Incoming Reservation Transfer Requisition Identifies the Purchase Order, Transfer Order and/or Transfer Bill of Lading Items that are reserved against the Order Item. Refer to the Reservations Against Incoming Material chapter for details. Contains the Transfer Requisition information used when creating a Transfer Order from Order Entry. Refer to the Transfer Requisition chapter for details.

31 1. Overview Page 13 ORDER PRINTING FUNCTIONS produces several forms that are related to the Order Processing functions. Some of these must be used in conjunction with each other as they require specific procedures to be followed and provide a tie-in to various computerized functions. All forms are designed for use with completely blank paper or with partially blank paper that has a preprinted company logo at the top. This methodology reduces the number of different kinds of forms that must be purchased. A definition of each type of form is listed below. Sales Acknowledgement Sales Order Shipping Order Work Order The form printed and sent to the customer after the order is entered to confirm the details of the order. The control document that contains all items on an order along with the prices and costs for follow-up in the Sales Department. The packing slip that contains all order items and is printed and distributed to the warehouse for use in the preparation of the order for shipment. It contains the full detail of the customer s order and shipping instructions for use in shipping the order. An optional form that contains the product, processing instructions and inventory reservations used to prepare the material for shipment. Based on a Product Installation Option, WKF=X, this form can print all items for the order or only one item per form depending on the arrangement of the Warehouse and Location of processing equipment. Bill of Lading Invoice A pre-printed, multi-part form used to ship a Customer s Order Items by common carrier. The Bill of Lading preparation requires the entry of the items that are to be shipped along with the detail of each product or tag to be shipped. Refer to the Shipping manual for details. The invoice to the customer for any shipments made from the Bill of Lading form or the Shipping Order form. Refer to the Invoicing manual for details.

32 1. Overview Page 14 Customer Inquiry Customer Order Entry Order Acknowledgement Form Sales Order Form Work Order Form (Option 1) Shipping Order Form (Option 2) Bill of Lading Entry Bill of Lading Form Work Order Form Work Order Form Work Order Form Forms Printing Options

33 1. Overview Page 15 CREDIT, PROFIT, PRODUCTION AND SHIPMENT HOLD provides a number of points at which orders can be held back from further processing, form printing, production or shipment due either to credit problems with the customer or to production related issues. Three separate sets of Order Hold codes are maintained for each order and operate independently of each other. Credit Hold The Credit Hold is an optional set of functions for those companies that require a detailed calculation of credit exposure for each customer prior to releasing an order for production. The Credit Hold functions are used to suspend processing of an order subject to credit review of the customer s account. Details of the criteria used to hold the orders are listed in the Credit Verification section of the Accounts Receivable manual. When an order is placed on Credit Hold, the Sales Acknowledgement can be printed but the Order forms cannot be printed unless the CRD Product Installation Option is set to print the forms regardless of the Credit Hold code. However, the order cannot be shipped using the Bill of Lading function, nor can it be invoiced, as the Credit Hold status prevents the action. For an order to be printed, it must be subjected to credit review. If the order exposure is accepted, the order will be printed. The order is subjected to a second credit review and may be held again if the value is later changed to be greater than the released value or is sufficient to place the customer s account over its credit limit. To release an order from Credit Hold, you must call up the Credit Release function and approve the order for printing. Information about the order, its credit status, the Hold and Release information is kept for Credit Department follow-up purposes. This information is available up to the time the order is deleted. Profit Hold/Verification A Profit Verification function that occurs at order printing time helps you to monitor and control the profitability of all Sales Orders as they are initially entered or later modified. A company-defined Net or Gross Profit Percentage is used to identify the Orders whose profitability is low. These Orders are put on Profit Hold until they are reviewed and released by the Sales Manager. This function is integrated with the Automatic Credit Verification function. Refer to the Profit Verification Function chapter of the Accounts Receivable manual for details.

34 1. Overview Page 16 Production Hold The Production Hold function is used to stop an order from being processed, produced or shipped if the order is not completely entered or the customer postpones delivery of the order to a later date or there is a problem with the order during the production cycle. An order can be placed on Production Hold at any time; it is not contingent on the Credit Department review of the order. All that is required to put an order on Production Hold is to set the Production Hold code to Y-Yes. Once the order is on hold, it cannot be printed, processed or shipped using the Bill of Lading functions. Shipment Hold The Shipment Hold function is used to stop an order from being shipped if the order is not complete or the customer postpones delivery or there is a problem with the order during the production cycle. An order can be placed on Shipment Hold at any time; it is not contingent on the Credit Department review of the order. All that is required to put an order on Shipment Hold is to set the Shipment Hold code to Y-Yes. Once the order is on hold, it cannot be shipped using the Bill of Lading functions.

35 2. ORDER ENTRY OVERVIEW The Order Entry function is used to add, change or delete Sales Orders and Order Items for customers up to the point at which the Order is shipped and invoiced. Orders are composed of a number of different screens, some of which are optional, that are used to enter the order information, reserve inventory, enter costs associated with the order as well as production specifications, transfer requisitions and remarks. Order Entry is composed of the following screens: User Defaults window Order Header Sales Order Defaults window Freight Defaults window Sales Order Header screen Header Remarks screen Order Totals window Order Item Order Item screen Sales Order Item Reservation screen Non-Specific Reservations Specific Inventory Reservations Item Remarks screen Reservations against Incoming material window Specifications window External/Internal Costs screen Item Totals window Transfer Requisition window Production Schedule window Transaction Scheduling screen

36 2. Order Entry Page 18 USER DEFAULTS The first time you access the Order Processing program, the following User Defaults window is displayed. User Defaults Sls Cat BS Source Status E Ref Brh PHI Ship Brh PHI IS Slspsn DG Buyer SO Date 12/07/04 Wrk Ord Dt 12/07/04 User Defaults window The User Defaults fields must be entered. They are stored permanently by Login ID for use in Order Entry each time the Order Entry function is called up. That way, they can be tailored to each person who is entering orders and thus save entry keystrokes and time. They are automatically applicable to all orders entered in each entry session unless changed. The User Defaults window only appears if the fields are blank and must be defined. To override any of the fields, once they have been saved, you must access the window again by pressing <Shift F7> at the Order number field. The changes are then again stored permanently. Field Name Default Validation Description Sls Cat Source Status Sales Category & Allocation Source Reference Order Status Ref Brh User s Brh Branch Reference Ship Brh User s Brh Branch Reference IS Slspsn Buyer Slsperson Reference The default Sales Category (Sales Allocation) used for all new Orders created in the session. The default Source code used for all new Orders created in the session. The default Order Status code used for all new Orders created in the session. The Branch responsible for making the sale. This is the Branch under which the Credit is reviewed and under which the order must be invoiced. Can be overridden if you have multiple branch access rights. The default Shipping Branch used for each order item to indicate who delivers the material to the Customer. The Inside Salesperson responsible for taking the order. The Product Installation Option, SLP=X, controls whether to use the Inside Salesperson entered in the User s default or from the Customer or Customer Ship-To account on the Order Header. Not applicable in Order Entry. Used in estelquote when converting a Buyout to a Purchase Order.

37 2. Order Entry Page 19 Field Name Default Validation Description SO Date System Date Valid Date greater than or Equal to System Date The default Sales Order Date to be used for all new Orders created in the session. Unless modified in the User Defaults window, if the current date is less than the System Date, the System Date is moved to the Order Date but can be overridden. Wrk Ord Date System Date Valid Date greater than or Equal to System Date The default Work Order Date to be used for all new Orders entered. Unless modified in the User Defaults window, if the current date is less than the System Date, the System Date is moved to the Order Date but can be overridden. Exception If the SBR=X Product Installation Option is set to Y-Yes, the Selling and Shipping branches default to the Customer s branch as defined in the Customer reference table record. If the SHB=X Product Installation Option is set to Y-Yes, the Shipping Branch defaults to the Selling Branch.

38 2. Order Entry Page 20 ADDING A NEW SALES ORDER The following screen is displayed once the User Defaults window is saved. You can access the User Defaults window using <Shift F7> from the Order number field. Type Sales Order Header SO No PHI- Sold-to Ship-to Slspsn IS- OS- Frt Resp Dlv Mth Trm Pymt Cry Frt Charge / Status Due Date Frt Cost / Prn Hold Order Date Vendor Ship Hold Wrk Ord Dt Ship Via Cr Hold - Promise Dt Route-Stop - Ship Brh Whs FOB Pt Cus PO No Tx Rgn Apl Licence No Release No 1 Job Number 2 Sales Cat Source 3 Bko Alwd Metric Mail 4 Test Cert Chem Phy Typ Shp Inv Frm Prt Ack Prt UD 1-Copy Order Blank Order Header screen Action Bar Copy Order Action Calls the Copy Order window. Refer to the Copying an Existing Order section for details. Adding an Order Header The Order Header information is used to identify the Customer, Shipping Address and other order information required for processing the order and allocating sales credit and accounting information. When the Header screen is displayed, the Branch defaults from the User Defaults. You can change the defaulted code to any valid Branch if you have multi-branch access, by pressing <Esc> from the Order number field. If you are using manual numbering (User Menu Option m ), you must enter the Order number to proceed with the entry. If you are using the automatic numbering system, simply press <Enter> from the Order number field and the Order number is automatically assigned from the Controlled Reference number table. As long as the Order Header has not been saved, you can cancel the Header page entry at any time by pressing <F4>. A message Do you really want to cancel entry? is displayed. Enter Y-Yes to cancel or