Order Management. Manage Inventory

Transcription

1 Configuring Settings DonorPerfect Online Order Management The product order module allows you to keep track of product orders associated with a gift. This module includes the ability to change inventory levels, enter in the product orders as well as report on transactions, inventory levels, and multi year sales trends. This is available as an additional module; contact your sales representative. This module allows you to go through the complete order process, which includes: Setting up your inventory. Entering in product orders and downloading. Reporting on the orders. Reporting on inventory and trends. Manage Inventory To manage inventory 1. Click Settings, and then click Order Management. The Order Management Screen appears. 2. Click Manage Items/Inventory. The Manage Items/Inventory Screen appears. Page 366 May 2011

2 DonorPerfect Online Configuring Settings Adding an Item To add an item 1. Click Add Item. The Product Order Item Screen appears. 2. Fill in any of the following information for the new item: Item Code Item Description Use Code Unit Price Serial Number Unit Weight Quantity Available Max Order Item Name Category Average Cost Bin Location Preferred Shipping Quantity Backordered Min Order This is the number assigned to the individual item. This code can be either numeric or alphabetic. This is a brief description of the item. This is what the item is used for. Each item can be used for orders, premiums, or both. This is the price of one unit of the item. This is the serial number of the item. This is the weight of one unit of the item. This is the quantity of units available for each item code. This is the maximum number of units that can be purchased for one order. This is the name of the item. This is the category in which the item is considered to be. This is the average cost of the item. If a system of bins is used for item storage, then this would be filled in with the location of the bin in which the item is located The preferred shipping method for the item. This is the quantity of units backordered for each item code. This is the minimum number of units that can be purchased for one order. May 2011 Page 367

3 Configuring Settings DonorPerfect Online Reorder Level When this quantity of units remaining in inventory is reached, more units must be ordered. Editing Items To edit items 1. Click the Edit link next to the desired item. Any field can be updated depending on desired inventory levels or other desired changes. The Product Order Item Screen appears. Deleting Items To delete items 1. Click the Delete link next to the desired item. A message appears asking if you want to delete the item. 2. Click OK. Enabling Product Order Entry In order to be able to enter product orders into the system, you must first enable the Order Entry feature. To enable product order entry 1. In the navigation bar, click the Settings button, then click User Security. Next to your User ID, click the Edit button. In the Entry Screens section, check the Order Entry option. Click the Save button. Log out, and log back into DonorPerfect Online. Entering Product Orders Product Orders are entered to keep track of items sold. Within these orders, several different items can be sold as well as several units of each item. To enter product orders 1. Find the donor for which you want to add a product order. 2. Click Gifts, and then click the Add Order button. 3. From the Gift List screen click Add Order. On the page that appears, find the Order Information section. Page 368 May 2011

4 DonorPerfect Online Configuring Settings 4. Enter the following information: Order Date: The date the order is made. Total Items: This field is filled in automatically after an order is entered. Order Terms: The terms of the payment of an order. Pre-Pay Backorder: If selected, an item on backorder can be reserved and paid for in advance. Order Type: Orders Only is automatically filled in. Ship Status: Usually, this field will be filled in automatically as Open. However, it can be manually changed once the order is shipped or if the item(s) is on backorder. Shipped Date: This will be filled in with the date the order is shipped. Backorder Date: This will be filled in with the date the backorder will be in stock. 5. To add items to an order, enter the appropriate number in the Rows to Add field, and then click the Add Product Detail button. 6. Enter the Item Code, or click the binoculars to look up an item in the database. When the binoculars are clicked, the Lookup Item Screen appears. Click the item you want to select. May 2011 Page 369

5 Configuring Settings DonorPerfect Online 7. Then, fill in the appropriate Solicitation, Media, Price Code, and Quantity. Note: To delete an item transaction, clear out the item code, and click Save Detail. 8. Click Save Detail to save your items. 9. After entering the order, click Save to return to the Gifts screen. If an item is out of stock, a message will say that the item is currently not available and will be placed on backorder. Product Order Reports A product order report can be used to determine which orders are still open and need to be shipped. Also, it can determine whether the ship status is closed or backordered. To run product order reports 1. Click Settings, and then click Order Management. The Order Management Screen appears. 2. Click Report/Download Orders. The Product Order Report Screen appears. Page 370 May 2011

6 DonorPerfect Online Configuring Settings 3. Fill in your desired criteria (for example, Ship Status = Open). 4. Click View Report. 5. You can also choose Download File. This file would include all the information you would see in the report, but you would be able to utilize it for such things as mailing labels and custom invoices. Updating and Filling Orders To update and fill orders 1. On the Product Order Report Screen select Open under Ship Status, and then click View Report to see a report of what orders are currently still open. 2. In order to fill and update an order, select Open under Ship Status on the Product Order Report Screen, then select Update Ship Status to Closed? and enter a date in the Update Ship Date to date box. Finally, click View Report to see a report of what orders have just been closed. Inventory Reporting Inventory reports can be used to check reorder levels, current inventory levels, inventory multi-year trend, and monthly sales. To view inventory reports 1. Click Settings, and then click Order Management. The Order Management Screen appears. 2. Click Inventory Reporting. The Inventory Reporting Screen appears. May 2011 Page 371

7 Configuring Settings DonorPerfect Online You can run any of the reports by selecting the report and clicking View Report. Reorder Levels The Reorder Levels Report is a listing of all the items that have a current inventory quantity that is below the reorder quantity. To view the Reorder Levels report 1. From the Inventory Reporting Screen, select Reorder Levels under Report Type. 2. Enter the date range. 3. Under Select Items to Report, choose which items you want to view in the report. 4. Click View Report. Current Inventory Levels The Current Inventory Levels Report is a listing of all the items that are currently in stock. Page 372 May 2011

8 DonorPerfect Online Configuring Settings To view the Current Inventory Level report 1. From the Inventory Reporting Screen, select Current Inventory Levels under Report Type. 2. Enter the date range. 3. Under Select Items to Report, choose which items you want to view in the report. 4. Click View Report. Inventory Multi-Year Trend Analysis The Inventory Multi-Year Trend Analysis Report is a listing of the total orders placed per month, per year, and a summary total of all orders placed within the past 5 years. For each of these three time periods, the total number of orders placed, the total dollar amount for all orders, and the average dollar amount per order is shown. May 2011 Page 373

9 Configuring Settings DonorPerfect Online To view the Multi-Year Trend Analysis report 1. From the Inventory Reporting Screen; select Inventory Multi-Year Trend under Report Type. 2. Enter the date range. 3. Under Select Items to Report, choose which items you want to view in the report. 4. Click View Report. Order Details by Buyer The Order Details by Buyer Report shows transactions grouped by the person who made it. For each transaction, the quantity and unit price is displayed. A sum of the quantity and total dollar amount of all orders for each person is shown. The total number of items and the total dollar amount of all orders placed for all people in the report is displayed at the bottom of the report. To view the Order Details by Buyer report 1. From the Inventory Reporting Screen, select Order Details by Buyer under Report Type. 2. Enter the date range. 3. Click View Report. Order Details by Item The Order Details by Item Report groups transactions by the individual item. For each transaction, the date, quantity, unit price, and extended price are displayed. A sum of the total quantity and total dollar amount of all orders for each item is shown. The total number Page 374 May 2011

10 DonorPerfect Online Configuring Settings of items and the total dollar amount of all orders placed for all items is displayed at the bottom of the report. To view the Order Detail by Item report 1. From the Inventory Reporting Screen, select Order Details by Item under Report Type. 2. Enter the date range. 3. Click View Report. Order Details Item Summary The Order Details Item Summary Report shows current inventory levels for all items. The quantity, unit price, and total price are shown for each item. The total quantity and total dollar amount for all items shown in the report appear at the bottom of the report. May 2011 Page 375