CHAPTER 4A SALES ORDERS MAINTENANCE

Transcription

1 CHAPTER 4A SALES ORDERS MAINTENANCE Chapter 4A Maintenance...1 Sales Order Maintenance...2 Sales Order Maintenance...3 Creating a New Sales Order...5 Manually Creating a New Sales Order...5 Copying an Existing Sales Order...6 Creating a Sales Order from a Job Estimate...6 Retrieving an Existing Sales Order...7 Quick Search...7 Deleting an Existing Sales Order...8 General Tab...9 Credit Status...16 Revision Maintenance...18 Sales Tax Information...20 Sales Order Line Item...22 Sales Order Detail Details Tab...25 Sales Order Detail Delivery Schedule Tab...31 Delivery Schedule Detail Update Mode...34 Invoices...37 Sales Order Monitoring...39 Sales Order Details Details Tab...43 Details Tab...43 Release and Shipping Activity Tab...44 Sales Order Change Order Maintenance...45 Add to Grid...48 Applying Releases for Blanket Orders...49 Standing Sales Order Maintenance...51 Weekly Customer Delivery Schedule Gantt Chart...52 Customer Delivery Schedule Gantt Chart...55 Customer Delivery Schedule Monitor...58 Sales Order Reports A-1

2 Chapter 4A SALES ORDER MAINTENANCE Visual EstiTrack s Sales Order Maintenance is fully integrated with the database to make an easy-to-use seamless and functional connection to all related business modules including Quotes, Inventory, Shop Orders, Shipping and Invoicing. Figure 4a.1 Visual EstiTrack s Order s Menu 4A-2

3 SALES ORDER MAINTENANCE Visual EstiTrack s Sales Order Maintenance is the tool used to enter and track orders received from customers. Orders can be taken for make items and/or inventoried stock items (i.e. product line, buy and sell parts, JIT stocked items). Each Sales Order can have an unlimited number of line items and each line item can have an unlimited number of scheduled ship dates (blanked order releases). The integrated point and click interface can save hours of typing time by automatically creating Pick Lists and detailed Sales Order Acknowledgments. The application contains many practical pre-configured reports and Gantt Charts to help monitor progress, track back orders and adjust for production requirements. In addition, a powerful Change Order Maintenance tool can assist you to quickly review and make additions, modifications or deletions to, line items and delivery schedules on the fly and across a specifically selected list of orders. Menu Selection Left click on the fourth menu heading labeled Orders Select Sales Order Maintenance from the drop down list. Shortcut: toolbar. Quickly enter this module by left clicking on the displayed Sales Order Maintenance icon on the Security The system administrator controls access to this menu item via User access Rights (see User Table). Careful consideration should be given regarding who is authorized to manage this menu option. 4A-3

4 Overview Sales Order Maintenance is fully integrated with Visual EstiTrack s database to make an easy-to-use, seamless and functional connection to related Visual EstiTrack components including Quotes, Inventory, Shop Orders, Shipping and Invoicing. Some key features: Estimated data and routing information flow directly into the order when sales orders result from a quotation. Shop Orders can be created automatically from line item entries and are linked back to the quote to carry over estimated production details (i.e. quantities, descriptions, materials, operations and one time charges). A Shop Order recapping feature allows instant up-to-the-minute review of related Shop Order costs. placed for finished good items can be allocated to related inventory, placing a demand on inventory that can assist to maintain sufficient on-hand quantities. are linked to shipping automatically creating detailed shipping documents. Shipments will automatically be tracked against order releases and line item quantities. Invoices can be created from the Sales Order (to invoice unshipped items) or indirectly from Sales Order information that is carried through to related shipments. Through the Sales Order Maintenance subsystem, the user may click-on any of three tabs to view and modify various aspects of the including adding, deleting and updating existing records. A summary of the included tabs are as follows: General The General tab is used to capture an overview of the sales order including: Sales Order Number, date, customer, customer credit status, mailing and shipping addresses, payment terms, contacts and due dates. Line Items The Line Item tab is used to add/maintain the various items included in the Sales Order. Invoices The Invoices tab is used to view line summaries of any invoices created against this Sales Order. Each of the above tabulations is further individually outlined in the Chapter below. 4A-4

5 Creating a New Sales Order can be created using three distinct methods. The first method allows the user to create an order directly by using the Sales Order Maintenance form displayed below. The second method allows the user to create a new sales order by copying an existing sales order and the third method provides the user the ability to create a sales order directly from the quotation. Each defined method is further outlined below. Figure 4a.2 Sales Order Maintenance General Tab Manually Creating a New Sales Order Activate the pushbutton ADD located at the bottom of the form. The Sales Order Maintenance form immediately refreshes for entry. A new sales order number is automatically generated and populated in the Sales Order Number field 4A-5

6 Copying an Existing Sales Order The second approach to creating a new sales order is to copy an existing record from the system. This can be done in the following manner: Retrieve the sales order to be copied from into the screen. The Search key is available for retrieval. Once the desired sales order is selected and retrieved, the COPY pushbutton found on the bottom of the screen can be activated. The Copy Sales Order pop-up displayed below is automatically retrieved. The YES pushbutton confirms the copy and automatically refreshes the Sales Order Maintenance form with a copy of the sales order and new generated sales order number. Creating a Sales Order from a Job Estimate The third and most convenient approach in creating a Sales Order allows the user to directly drag an open quote to the Sales Order Icon found in the tool bar. All items including their quantities and costs are immediately transferred to the Sales Order allowing for quick and accurate creation. The following steps are used in the process. Open the quote in the Job Estimating subsystem. Right click on the General Tab and drag it to the Sales Order Icon found in the menu bar. When performed correctly, a GEAR ICON replaces the standard arrow cursor. Once the gear is placed over the Sales Order Icon, the gear cursor is replaced with a DOCUMENT ICON. When the cursor is released, a Drag and Drop Sales Order Generator pop-up is retrieved. The user is then prompted to confirm the action. Figure 4a.3 Drag and Drop Sales Order Generator Once confirmed, the new Sales Order is retrieved and displayed in the Sales Order Maintenance subsystem. 4A-6

7 Retrieving an Existing Sales Order The pushbutton located at the bottom left corner of figure 4a.2 can be used to recall previously captured. Once activated, the Sales Order Search Criteria form is retrieved and can be used to locate existing sales orders. The Sales Order Search Criteria form is displayed below. Figure 4a.4 Sales Order Search Criteria form The fields displayed above can be used to filter the sales orders. Partial words/ numbers can also be used when searching for the order. Search results will be displayed on the bottom half of the screen. The results are automatically ordered by the Sales Order Number. The user can change the order of the search results by using the Order Search Results By dropdown menu located on the bottom of the form. Once a sales order is selected, double click on the entry to retrieve the order into the Sales Order Maintenance form. Quick Search Alternatively, the Quick Search is available when the user wishes to directly access a known Shop Order Number. Activate a Right Click on the search key located on the bottom left corner of the Sales Order Maintenance form. The Quick Search pop-up is retrieved for Sales Order Number entry. 4A-7

8 Deleting an Existing Sales Order To remove a sales order record from the system, retrieve the order into the Sales Order Maintenance form. Once the data is displayed, activate the DELETE pushbutton displayed on the button of the screen to retrieve the Delete this Record pop-up displayed in the figure below. After the delete validation is confirmed, the record is permanently removed from the system. Figure 4a.5 Deleting a Sales Order 4A-8

9 General Tab The first of the three Sales Order tabulations is the General Tab. The General tab is used to capture an overview of the Sales Order including the Customer, Contact, Shipping Means and dates. Additional information regarding all fields and functions are provided in the attached table below. Sect. 1 Sect. 2 Sect. 3 Figure 4a.6 Sales Order Maintenance General Tab 4A-9

10 Orders Sales Order Maintenance General Tab Sales Order Definition Sales Order Number YES DISPLAY The Sales Order Numbers are unique characters that identify a Sales Order as it is to be printed on the Sales Order Acknowledgement report. Date NO DATE The date is system generated and is based on the day the Sales Order is created. This date can be overridden by directly entering in a new date or by using the interactive date calendar. Quote NO CHECKBOX Activate checkbox to change the heading of the Sales Order Acknowledgement Report to Quotations. Proforma Invoice NO CHECKBOX Activate checkbox to change the Sales Order Acknowledgment Report heading to Proforma Invoice. Ship Complete Only NO CHECKBOX Activate checkbox to ship complete orders only. Therefore preventing any partial orders from shipment. Customer Notes N/A PUSHBUTTON These notes are shown within the Sales Order for reference and are maintained from within Customer Maintenance subsystem only. Customer NO DISPLAY Displays the customer code. Note: These notes may not be modified from Sales Order Maintenance. Credit Status NO PUSHBUTTON Used to view a customer s credit status. Pushbutton is only available when the Visual EstiTrack user is enabled to view a customer s Credit Status. If the user is not enabled, the pushbutton will not be displayed on the screen. Please refer to section Credit Status below for further specifics regarding this function. Status YES DROPDOWN Select Status from the drop down menu. The status aids in organizing the Sales Order records for reporting purposes. Note: Changing the Status to CLOSED automatically DELETES Inventory Allocation Records. Division NO DROPDOWN Select the company division that created this Sales Order 4A-10

11 Orders Sales Order Maintenance General Tab from the drop down list (if applicable). Ship To Ship To N/A PUSHBUTTON Activate pushbutton to retrieve a list of Customer Ship to Addresses defined for the customer. The user may select an alternative ship to address by double clicking an entry or by highlighting the entry and activating the SELECT pushbutton. Abbreviated Name NO ALPHANUMERIC If needed, the user can entered an abbreviated name for the customer ship to address. Address Fields NO TEXT Displays the customer ship to address. The fields maybe edited if necessary. The adjacent scroll bars can be used to scroll through all ship to addresses defined for the customer. Tax N/A PUSHBUTTON The Sales Tax information pushbutton is used to review or select another Tax Code to apply to this customer order. --- New Ship To N/A PUSHBUTTON Activate the pushbutton to create a new Ship to address for this Customer based on the shipping addressed entered into the Address Fields above. The Customer s Shipping Address Update Mode form is automatically retrieved for address confirmation and further shipping entries. Payment Terms NO DROPDOWN Select the Payment Terms applicable for this customer from the drop-down list. Payment Terms may be defined in the table: TABLES PAYMENT TERMS Type N/A DISPLAY This field is automatically populated with the Type specified within the Customer Maintenance Subsystem for the given Sales Order customer. Sales Representative NO DROPDOWN This field is automatically populated using the name specified within the Customer Maintenance Subsystem for the given Sales Order customer. The content of this field may 4A-11

12 Orders Sales Order Maintenance General Tab be modified by choosing another name from the attached drop-down list. Order Taken By NO DROPDOWN The system will automatically default to the name associated with the User ID when entering the system. This name may be over-ridden or left blank. Customer Contact NO DROPDOWN Select the contact name from the drop-down list. The system automatically defaults to the contact defined in the selected Customer record, but can be over-ridden, if needed. Contact NO PUSHBUTTON Select the contact name from the drop-down list. The system automatically defaults to the contact defined in the selected Customer record, but can be over-ridden, if needed. Phone NO DISPLAY Automatically displays the phone number specified within Customer Maintenance for the given customer contact. Fax NO DISPLAY Automatically displays the fax number specified within Customer Maintenance for the given customer contact. Last Printed NO DISPLAY The date automatically generated by the system based on the date a Sales Order Acknowledgement was last printed. Ship Via NO DROPDOWN Select the shipping method from the drop-down menu. Shipping Methods may be defined within the table: TABLES SHIP VIA. Due Date NO DATE Enter the Sales Order Due Date. This is helpful if the Sales Order has several Line Items that all share the same Due Date. When the Line Items of the Sales Order do not share the same Due Date, then leave this field blank and input the Due Date within the Delivery Schedule of the individual Line Item. Received Date NO DATE Enter the date the Customer PO number was received. Order Type NO RADIOBUTTON Select the Sales Order type from the available radio buttons displayed below: -- New -- Repeat -- Revision 4A-12

13 Orders Sales Order Maintenance General Tab P.O. Number NO ALPHANUMERIC Enter the Customer s PO number into this field. If additional PO Numbers are provided by the Customer for individual releases of the Line Items, these PO Numbers may be added within the Line Item Delivery Schedule. Sales Order Notes NO PUSHBUTTON Activate pushbutton to add any extended Sales Order to the free form text box provided. Revision Maintenance NO PUSHBUTTON Activate pushbutton to retrieve the revision maintenance subsystem where revisions to the sales order maybe maintained. Revision Number NO ALPHANUMERIC Enter in the number of revisions made to the given Sales Order. Shipment Note: The revision number entered is automatically printed on the sales order acknowledgment. Type NO DROPDOWN Select the Shipment Type from the drop-down menu. The following selection is available: -- Standard -- Package & Hold -- Consignment. Terms NO DROPDOWN Select the payment terms from the dropdown menu. The following terms are available for selection: -- Prepay -- Collect -- Prepay and Bill -- 3 rd Party Sales Order Maintenance information available in all three tabulations. 4A-13

14 Orders Sales Order Maintenance General Tab Total Amount Formula NO DISPLAY The pricing row displayed on the bottom of the form provides the total amount due from the customer and the figures used in the equation. The following equation is displayed: Gross Amount Discounts + Surcharges = Net Amount Net Amount + Taxes = Total Amount Currency NO PUSHBUTTON Activate pushbutton to toggle between Currencies. Search Key N/A PUSHBUTTON Activate search key to retrieve the Sales Order Search form used in aiding Sales Order retrieval. Add N/A PUSHBUTTON Activate pushbutton to add a new sales order to the system. The system automatically returns with a new unique sales order number and prepares the form for further entry. Save N/A PUSHBUTTON Saves any changes made to the form. Cancel N/A PUSHBUTTON Cancels any changes made to the form. Delete N/A PUSHBUTTON Deletes the current open Sales Order from the system. After the delete validation is confirmed, the record is permanently removed from the system. Copy N/A PUSHBUTTON Activate pushbutton to create a new sales order as an exact copy of the open record. Visual EstiTrack automatically opens the new record with the same information and assigns a new unique Sale Order to the record. Exit N/A PUSHBUTTON Exits the Sales Order Maintenance form to the main Visual EstiTrack menu system. Scrolls to First N/A PUSHBUTTON Scrolls back to first record. Scrolls Back N/A PUSHBUTTON Scrolls back one record. Scrolls Forward N/A PUSHBUTTON Scrolls forward one record. Scrolls to Last N/A PUSHBUTTON Scrolls to last record. Sales Order Detail Report N/A PUSHBUTTON Activate pushbutton to print a Sales Order Detail report. Key information taken from the General Tab is included along with Sales Order Releases, Shipments and additional 4A-14

15 Orders Sales Order Maintenance General Tab notes and logs. Print Acknowledgement N/A PUSHBUTTON Activate pushbutton to print the Sales Order Acknowledgement report. The sold to address, ship to address along with the items and prices are all included in the report. Print Pick List N/A PUSHBUTTON Activate pushbutton to print a Sales Order pick list for the given Sales Order. E-Advisory N/A PUSHBUTTON Activates the e-advisory subsystem. 4A-15

16 Credit Status The customer s credit status may be accessed from the general tab only when the user has been granted the rights to view a customer s credit limit status. This function can be enabled for the user under the menu path Tables Users User Information Tab Enable Access to Credit Limit buttons Checkbox. Once the user has gained access, the Credit Status pushbutton is available in section 1 of the General Tab. The following form is retrieved when the pushbutton is activated. Figure 4a.7 Customer Credit Limit Status 4A-16

17 Orders Sales Order Maintenance General Tab Customer Credit Status Customer Name No Display Customer Name Code No Display Customer Code defined in Manual Customer Record Entry Credit Card Number No Numeric(32) The customer s credit card number can be stored within this screen. Once the number is entered, the EXIT stores it into the system Past Due Invoices No Display Displays all unpaid invoices for customer. Current Invoices No Display Displays all current invoices for customer. Un-invoiced Shipments Un-shipped Sales Orders No Display Orders that have already been shipped but not yet invoiced. No Display Pending orders in process which will soon be shipped and become invoices once shipped. Less: Open Credits No Display Less any open credits do to the customer. Total Pending Balance No Display This is the total value of the five fields immediately above. Credit Limit No Display Open credit limit which has been assigned to this account. The credit limit is maintained in the Credit Limit field in the General Tab of the Customer Maintenance subsystem. Available Credit No Display Credit limit minus the total pending balance. Note: The formula for calculating the available credit is as follows: (credit limit) (total pending balance) = (available credit) If the Total Pending Balance exceeds the credit limit, the Available Credit will show up in red as a negative number and the OVER CREDIT LIMIT message will appear. If the credit limit has not been exceeded, Available Credit will be displayed as a positive number in the normal black font. 4A-17

18 Revision Maintenance The Revision Maintenance subsystem is a tool used to track any changes made to given modules. Within the Sales Order Maintenance module, Revision Maintenance tracks changes made to a given Sales Order. To retrieve the revision module, activate the revision pushbutton found located in the payment terms section of the General Tab (section 2 of figure 4a.2). The Revision Maintenance form is then retrieved displaying all the previous revisions made to the Sales Order. A further description regarding the module is outlined in the proceeding Revision Maintenance table guide. Figure 4a.8 Sales Order Maintenance Revision Maintenance 4A-18

19 Orders Sales Order Maintenance General Tab Revision Maintenance Order Number N/A DISPLAY Displays the sales order number. Revision Number N/A DISPLAY Displays the revision number. The revision number is automatically generated sequentially for each revision. Reason Code N/A DISPLAY The reason code describes the reason of the revision. The revision reason codes are maintained in the table: Tables Revision Reason Codes. Date N/A DISPLAY The date the revision was captured. Sales Person N/A DISPLAY Initials of the associate creating the revision. Description N/A DISPLAY The description of the revision made to the order. Add N/A PUSHBUTTON Used to add a new revision to the system. The Revision Detail form is retrieved for entry. Update N/A PUSHBUTTON Used to update the highlighted revision. The Revision Detail form is retrieved for update. Delete N/A PUSHBUTTON Deletes the highlighted revision. After the delete validation is confirmed, the record is permanently removed from the system Exit N/A PUSHBUTTON Exits form. 4A-19

20 Sales Tax Information The Sales Tax information pushbutton is used to review or select another Tax Code to apply to this customer order. If the tax code is unknown, the search key is available to search through the tax codes maintained in the system. Ideally, the sales tax information is maintained within the Customer Maintenance subsystem. Figure 4a.9 Sales Tax Information Orders Sales Order Maintenance General Tab Sales Tax Information Sales Order Number YES DISPLAY Displays the Open Sales Order Number. Ship To YES DISPLAY Displays the Sales Order Customer Ship to. Sales Tax Code 1 NO ALPHANUMERIC Enter in a defined Sales Tax Code or user the search key for selection. Sales Tax Code 2 NO ALPHANUMERIC Enter in an appropriate defined sales tax code or use the search key for selection. If the field is left blank, the default sales tax code defined in the General tab of the Customer Maintenance subsystem will be used on all printed documentation where value is used. Tax I.D. NO ALPHANUMERIC Enter your customer s tax ID number for this ship-to location. If this field is left blank, the default Tax I.D. from the General tab will be used on all printed documentations where value is used. Ship to State NO ALPHANUMERIC Enter in the abbreviated ship to state for this customer. 4A-20

21 Orders Sales Order Maintenance General Tab Sales Tax Information Tax Exempt No. NO CHECKBOX Activate checkbox if the customer is tax exempt. If the field is left blank, the default defined in the General tab of the Customer Maintenance subsystem will be used on all printed documentation where value is used. Tax Exempt No. NO ALPHANUMERIC Enter your customer s tax exemption number (if they ARE taxexempt only). Field is only made available if the corresponding checkbox is activated. Save N/A PUSHBUTTON Saves any changes made to the form. Cancel N/A PUSHBUTTON Cancels any changes made to the form. 4A-21

22 Sales Order Line Item The second Sales Order Tab, Line items, provides the user a means to add and maintain all items including in the Sales Order. Shop orders can also be created quickly and accurately with a click of a button. Additional information regarding the functions included in the within the tab provided in the attached table below. Figure 4a.10 Sales Order Line Item Orders Sales Order Maintenance Line Items Tab Sales Order Number N/A DISPLAY Displays the Sales Order Number. Date N/A DISPLAY Displays the date the Sales Order was created. Customer N/A DISPLAY Displays the Customer Name. Line Item Number N/A DISPLAY Displays the Sales Order Line item. 4A-22

23 Orders Sales Order Maintenance Line Items Tab Transaction Type N/A DISPLAY Displays the Sales Order Line item transaction type. Upon creation of a new Line Item, this field is auto-populated with the default Transaction Type for new Sales Order Line Items that was set within the Company Table. The User may override this default by selecting one of the types provided in the attached drop-down menu. Transaction Types are maintained in the table: TABLES COMPANY: QUOTE/SALES TAB Sales Order Defaults: Transaction Type Part Number and Description N/A DISPLAY Displays the part number and description of the sales order line item. Comment N/A DISPLAY An indicator indicating that additional information was provided in the Notes section of the Sales Order Detail form. Product Code N/A DISPLAY Displays the initial of the product code designated to the Sales Order Line Item. Ordered Quantity N/A DISPLAY Displays the quantity of the Sales Order Line item ordered by the customer. Quantity Shipped N/A DISPLAY Displays the quantity shipped to the customer. Back Order N/A DISPLAY An (Y Yes / N No) indicator indicating whether or not the ordered part is back ordered. Unit Type N/A DISPLAY Displays the Selling Unit type of the Sales Order Line item. USD Unit Price N/A DISPLAY Displays the currency type and the unit price of the Sales Order Line item. % N/A DISPLAY Displays the percentage of discount applied to the Sales Order Line item. Taxable N/A DISPLAY An indicator used to show if a Sales Order Line item is taxable. Add N/A PUSHBUTTON Activate pushbutton to add a new Sales Order Line item. Update N/A PUSHBUTTON Activate pushbutton to update/edit the highlighted existing Sales Order Line item. A double-click on the entry also retrieves the Sales Order Detail form in update mode. 4A-23

24 Orders Sales Order Maintenance Line Items Tab Delete N/A PUSHBUTTON Activate pushbutton to delete the highlighted entry. After the delete validation is confirmed, the record is permanently removed from the system. Move N/A PUSHBUTTON Activate pushbutton on the highlighted entry to reposition the Line item within the Sales Order line item. A Move Line Item popup window is automatically retrieved to allow the user to reposition the record above the selected line item. Generate Shop Orders N/A PUSHBUTTON Activate pushbutton to automatically create Shop Orders for each highlighted line item. Each line must refer to a template Quote number to be successful. Allocate Inventory N/A PUSHBUTTON Activate pushbutton to initiate a routine that will create allocation records for each line item of the sales order that references an inventory item. Allocations create demand in inventory so that the quantity needed will be reflected in an inventory item s make/buy requirements. Two options are provided during allocation via radio buttons - Allocate entire line item order quantity - Allocate only firm releases of the line item. Calculate Combined Discounts N/A PUSHBUTTON Activate pushbutton to calculate combined discounts for the sales order line item. Discounts are typically associated with the Product Codes assigned to an inventory number. If all of the line items included in the Sales Order are all assigned the same the same product codes, this utility determines the overall quantity discount that maybe higher than the individual discounts. 4A-24

25 Sales Order Detail Details Tab Sales Order line items are further be maintained with the Sales Order Detail form. The form can be accessed by highlighting the line item in the Sales Order Line Item tab and activating the update pushbutton. This form is also used when adding additional line items to the Sales Order. The form is divided into two additional tabs. The first tab, Details, is displayed in the figure below and captures the line items transaction type, part number, quantities and price. The fields and functions included within the form are further outlined in the corresponding table below. Figure 4a.11 Sales Order Detail Details tab 4A-25

26 Orders Sales Order Maintenance Sales Order Line Item Sales Order Detail Details Tab Detail Definition Transaction Type YES DROPDOWN Upon creation of a new Line Item, this field will automatically populate with the default Transaction Type for new Sales Order Line Items that has been set within the Company Table. Copy N/A PUSHBUTTON The User may override this default by selecting one of the types provided in the attached drop-down menu. Quote Number NO ALPHANUMERIC Enter the Quote number that reflects this Sales Order Line Item. Once entered, the system automatically fills several of the remaining fields with information from the quote. If the Sales Order was created via drag and drop from the Quote, this information will have already been populated. Quantity to Quote NO DROPDOWN Choose a quantity from the attached drop-down menu. This information will only be present if a Quote record is referenced in the Quote Number Field. Inventory Number NO ALPHANUMERIC Enter the Inventory Number of the item being sold to the Customer. If the Inventory item has Quote information within its record, the system will then prompt the User to overwrite the information that was manually entered or auto-populated from the quote. Note: This field is auto-populated, if a finished good inventory number is used within the entered Quote Number. Ship from Inventory/ Export Details N/A PUSHBUTTON Activate the pushbutton to retrieve the Ship from Information popup window. Enter the Inventory Location/Bin/Lot No. /Serial No. /Heat No. of the item being sold to the Customer. Update N/A PUSHBUTTON Activate pushbutton to open an Inventory Maintenance screen. Calculator N/A PUSHBUTTON A calculator is provided for on-the-fly length to weight conversions. Part Number NO ALPHANUMERIC Enter the Part Number of the item being sold to the Customer. Note: This field is auto-populated, if a part number is used within the entered Quote Number. 4A-26

27 Orders Sales Order Maintenance Sales Order Line Item Sales Order Detail Details Tab History N/A PUSHBUTTON Activate pushbutton to retrieve the Part History module. Any related information regarding existing quote numbers, sales orders and shop orders maybe reviewed within this form. Revision NO ALPHANUMERIC Enter the Revision of the item being sold to the Customer. Note: If the Quote Number or Inventory Number entered above contains the Revision, the information is auto-populated to the field. Product Description NO TEXT Enter the Product Description of the item being sold to the Customer. Note: If the Quote Number or Inventory Number entered above contains the Product Description, the information is autopopulated to the field. Shop Order Number NO ALPHANUMERIC Enter the Shop Order number of the order that produced the item being sold to the Customer. Note: If a Shop Order was created from the Sales Order, the information is auto-populated to the field. Recap N/A PUSHBUTTON Activate pushbutton to view the Shop Order Recap Summary form. This feature is reviewed further within the chapter. Extended Part Description N/A PUSHBUTTON Activate the pushbutton to retrieve a free form text box used to add any additional part descriptions. Product Code NO DROPDOWN Select the Product Code from the attached drop-down menu. The Product Codes Table is maintained in the tables: TABLES PRODUCT CODES. Non-Taxable NO CHECKBOX Activate checkbox to indicate whether or not this item is taxable or non-taxable. This checkbox is linked directly to the Product Codes table. Therefore, if the selected Product Code is defined as taxable or non-taxable within the Product Codes table, the checkbox will automatically reflect the definition. Division NO DROPDOWN Select the division from the dropdown menu. Contact NO DROPDOWN The primary contact for this Customer is automatically defaulted into this field. The User may override this at any time by selecting another contact from the attached drop-down menu. 4A-27

28 Orders Sales Order Maintenance Sales Order Line Item Sales Order Detail Details Tab Serialize NO CHECKBOX Activate checkbox to define a serialization of this sales order line item. Once activated, a Serialization dropdown menu replaces the checkbox providing the user a predefined list of means for selection. Do not ask about One Time Charges NO CHECKBOX Activate checkbox to prompt the system to not add any defined One-Time-Charges into the Sales Order as a separate line item. Therefore, the system ignores any defined One-Time-Charges defined in the Job Estimating subsystem. Requires Cert. of Conformance Requires Material Certification Requires Plating Certifications Requires Heat Treat Certifications NO CHECKBOX Activate checkbox if a certification of conformance is required. NO CHECKBOX Activate checkbox if a material certification is required. NO CHECKBOX Activate checkbox if a plating certification is required. NO CHECKBOX Activate checkbox if heat treat certifications are required. Quantities Quantity Ordered NO NUMBER This field will populate automatically if a Quote Number has been entered and a Quantity To Quote has been chosen. The User may enter the quantity manually. Quantity Shipped NO NUMBER Enter the quantity of the item that was shipped to the Customer. Note: If a Shipping record has been created from the Sales Order, this field will back-populate automatically. Back Ordered NO NUMBER Enter the quantity of the item that is on backorder to the Customer. Note: If a Shipping record is created from the Sales Order and the Company option to automatically calculate the backorder quantity is on, this field will back-populate automatically. Stock Unit NO NUMBER Displays the unit of measure the inventory number included in the sales order line item is stored in the system. Sell Unit NO DROPDOWN Select the selling unit from the dropdown list. 4A-28

29 Orders Sales Order Maintenance Sales Order Line Item Sales Order Detail Details Tab Unit Price NO NUMBER Enter in the Unit Price. Note: If the Sales Order was created from a Quote, this field is auto-populated with the Unit Price of the Quote for the quantity selected. Discount % NO PERCENTAGE Enter the discount percentage for the order. Note: If a Discount schedule has been assigned to this Customer from within Customer Maintenance, the appropriate percentage is automatically populated to the field. Discount Price N/A PUSHBUTTON Activate pushbutton to enter discounted price and calculate discount percentage. This can only be applied if a surcharge is not defined. Discount Price N/A DISPLAY The Discounted Price is defined as the Unit Price multiplied by the Discount %. Surcharge NO NUMBER The surcharge field provides the user a means to add an additional piece price Surcharge cost. The Surcharge Cost can be used to absorb any changes in fixed piece pricing for parts. Many companies choose to compensate material increases for fixed price parts with an added piece surcharge. The Surcharge field is displayed as a separate number on the Sales Order Acknowledgement report. Extended Price NO DISPLAY The Extended Price is defined as the Discounted Price multiplied by the Quantity Ordered. Decimal Places NO DROPDOWN Select the number of decimal places to apply from the dropdown list. Currency N/A PUSHBUTTON Activate the currency pushbutton to invoke the Visual EstiTrack currency exchange function. Currency may be toggled between the Company s base currency to a Customer s target currency. The Currency Table must be maintained with the rate change factor and can be found in table: TABLES CURRENCY EXCHANGE 4A-29

30 Orders Sales Order Maintenance Sales Order Line Item Sales Order Detail Details Tab Commissions Item is Commissionable NO CHECKBOX Activate checkbox to indicate that the item listed in the detail is commissionable and that the designated Sales Representative will receive a commission on the sale of the item Sales Rep1 NO DROPDOWN/ DISPLAY Upon checking the Item is Commissionable checkbox, the system will populate the default Sales Representative for the Customer into this field. The default Sales Representative is defined in Customer Maintenance. Commission % N/A DISPLAY Upon checking the Item is Commissionable checkbox, the system will populate the default Commission Percentage (%) for the Sales Rep. into the field. The default Commission Percentage (%) may be defined in Customer Maintenance or within the Employee Maintenance Table. If a percentage is not defined within Customer Maintenance, the system will use the percentage defined within the Employee Maintenance table. Customer Maintenance is located in the Customer drop-down menu. The Employee Maintenance table is maintained in the table: TABLES EMPLOYEE Amount N/A DISPLAY Upon checking the Item is Commissionable checkbox, the system will calculate the Amount of commission due for the Sales Rep. and display it in this field. The User may override this value at any time and upon doing so; the new commission percentage will be displayed in the previous field. Save N/A PUSHBUTTON Saves any changes made to the form. Cancel N/A PUSHBUTTON Cancels any changes made to the form. Save and Add N/A PUSHBUTTON Saves any changes made to the form and prepares the form for new line item entry. Scrolls Back N/A PUSHBUTTON Left click: Scrolls back one record. Right click:: Scrolls to first record. Scrolls Forward N/A PUSHBUTTON Left click: Scrolls forward one record. Right click: Scrolls to last record. 4A-30

31 Sales Order Detail Delivery Schedule Tab Visual EstiTrack is enabled with the feature to create multiple delivery releases of a Sales Order Line item. The Delivery Schedule Tab is the second tab of the Sales Order Details form. It is used to maintain and monitor the delivery releases of the item. Additional information regarding the fields and functions included within the form are provided in the corresponding table below. Figure 4a.12 Sales Order Detail Delivery Schedule Tab Orders Sales Order Maintenance Sales Order Line Item Sales Order Detail Delivery Schedule Tab Part Number N/A DISPLAY Displays the Sales Order Line item s Part Number. Quantity Ordered N/A DISPLAY Displays the total quantity ordered. Release Number N/A DISPLAY Displays the sales order line item s shipment release. Due Date N/A DISPLAY Displays the Sales Order Line item s due date to the customer. Promise Date N/A DISPLAY Displays the delivery date promised to the customer. 4A-31

32 Orders Sales Order Maintenance Sales Order Line Item Sales Order Detail Delivery Schedule Tab Status N/A DISPLAY Displays the status of the Sales Order Line item s release. Release Quantity N/A DISPLAY Displays the release quantity. Cumulative Quantity N/A DISPLAY Displays the cumulative quantity of the sales order releases. This quantity is calculated by adding the release quantity to the cumulative quantity. The value of the cumulative quantity is then carried over to the next shipping release and added to the next shipping release quantity to establish the new cumulative quantity for that record. Quantity Shipped N/A DISPLAY Displays the quantity shipped for the given release. Quantity Balance N/A DISPLAY Displays the balanced quantity for the given release. This value is calculated by the quantity shipped from the release quantity. F.P. N/A DISPLAY An indicator displaying if the Sales Order Release is either FIRM or PLANNED. Sales Order Releases are considered FIRM if a confirmation was given by the customer. Otherwise, the releases are considered as PLANNED. Totals Quantity Released Totals Quantity Shipped Totals Quantity Balance Do not ripple shipments across multiple releases override N/A DISPLAY Displays the total quantity released for the Sales Order Line item. N/A DISPLAY Displays the total quantity shipped for the Sales Order Line item. N/A DISPLAY Displays the total balance to ship for all defined Sales Order Line item releases. NO CHECKBOX Activate checkbox to override the default behavior set in the Company tables that ripples shipments across multiple releases. Reapply Shipments N/A PUSHBUTTON Activate pushbutton to initiate a routine that reapplies shipments in shipment date order across ALL open and closed delivery schedule releases. Drop Ship Address N/A PUSHBUTTON Activate pushbutton to override the defined ship to address for the given line item. A Drop Ship Address pop-up is retrieved allowing the user to enter in the new address. 4A-32

33 Orders Sales Order Maintenance Sales Order Line Item Sales Order Detail Delivery Schedule Tab Add N/A PUSHBUTTON Activate pushbutton to add a new shipment release for the Sales Order Line item. The Delivery Schedule Detail form is retrieved in Add mode for entry. Update N/A PUSHBUTTON Activate pushbutton on the highlighted record to retrieve the Delivery Schedule Detail form for update. Delete N/A PUSHBUTTON Activate pushbutton to delete the highlighted entry. After the delete validation is made, the record is permanently removed from the system. Save N/A PUSHBUTTON Saves any changes made to the form. Cancel N/A PUSHBUTTON Cancels any changes made to the form.. 4A-33

34 Delivery Schedule Detail Update Mode The Delivery Schedule Detail form displayed below is to either add a shipment release or maintain existing releases. It is accessed by ADDing a new release from within the Sales Order Detail Delivery Tab or can also be accessed by double clicking on an existing release. The Delivery Schedule Detail form is used to define and maintain the key definitions of the delivery release. Further information regarding the functionality and parameters included are provided in the proceeding table below. Figure 4a.13 Delivery Schedule Detail 4A-34

35 Orders Sales Order Maintenance Sales Order Line Item Sales Order Detail Delivery Schedule Tab Part Number N/A DISPLAY Displays the Sales Order Line item s Part Number. Release Number N/A DISPLAY Displays the Delivery Release number. Release Status YES DROPDOWN Select the release status from the dropdown menu. Specific statuses such as Open and Closed trigger specific actions within the Visual EstiTrack system. Additional statuses maybe defined in the table: TABLES STATUSES Readiness Status YES DROPDOWN Select the readiness status from the dropdown menu. Specific statuses such as Open and Closed trigger specific actions within the Visual EstiTrack system. Additional statuses maybe defined in the table: TABLES STATUSES Due Date (Customer Dock) YES DATE Enter in the Due Date specified on the Customers Purchase Order. The interactive calendar is available for date selection. Promised Date NO DATE Enter the date the product was promised to the Customer. The interactive calendar is available for date selection. Ship by Date NO DATE Enter in the Ship by Date. The interactive calendar is available for date selection. Release P.O. Number NO ALPHANUMERIC Enter the Customer s PO number into this field if the Customer has provided a PO number for each specific line item release. Firm NO CHECKBOX Activate checkbox to indicate that the Sales Order Release is considered FIRM. Therefore the release is confirmed by the customer as true. If left blank, the order release is considered as PLANNED. Reviewed NO CHECKBOX Activate checkbox to indicate that the Delivery Schedule was reviewed. This may be used to filter the records shown in the Weekly Customer Delivery Schedule Gantt Chart and the Customer Delivery Schedule Gantt Chart. Note: This box may be checked from within the Customer Delivery Schedule Monitoring. Reset Cumulative to Zero NO CHECKBOX Activate checkbox to reset the cumulative quantity to zero. 4A-35

36 Orders Sales Order Maintenance Sales Order Line Item Sales Order Detail Delivery Schedule Tab Reset Cumulative to: NO NUMBER Enter in the value of the new defined cumulative quantity. Quantities Release NO NUMBER Enter in the release quantity. Shipped NO NUMBER Enter in the number of the release quantity actually shipped. Balance to Ship N/A DISPLAY Displays the calculated balance to ship for the defined release. Current Cumulative NO NUMBER Displays the current cumulative quantity. The cumulative quantity is calculated by adding the current release quantity by the previous cumulative quantity. Previous Cumulative N/A DISPLAY Displays the previous cumulative quantity. Notes NO TEXT A free form text box is provided for any additional comments or notes. Save N/A DISPLAY Saves any changes made to the form. Cancel N/A DISPLAY Cancels any changes made to the form. 4A-36

37 Invoices The Sales Order Maintenance Invoice tab is used to view any associated invoices of the Sales order. Both the Balance to Invoice and the Total Received can be viewed by alternating the radio buttons provided in the form. Additional information regarding the fields and displays are further provided in the corresponding table below. Figure 4a.14 Sales Order Maintenance Invoices Orders Sales Order Maintenance Invoices Sales Order Number N/A DISPLAY The system will automatically populate the Sales Order number into this field. Date N/A DISPLAY The system will automatically populate the Date of the Sales Order into this field. Customer N/A DISPLAY The system will automatically populate the Customer name for this Sales Order into this field. Use Progress Payment Billing to Generate Invoices NO CHECKBOX Activate checkbox to use progress payment billing to generate invoices. Entry Date N/A DISPLAY Displays the Sales Order entry date. 4A-37

38 Orders Sales Order Maintenance Invoices Transaction Type N/A DISPLAY Displays the transaction type Reference N/A DISPLAY Displays the reference to the transaction type. In the example above, it references the Sales Order number. Sales Order Amount N/A DISPLAY Displays the Sales Order Amount. Invoice/CM Amount N/A DISPLAY Displays the Invoiced or Credit Memo amount. Invoice/CM Balance N/A DISPLAY Displays the Invoiced or Credit Memo balance. Balance to Invoice N/A DISPLAY Displays the Balance to Invoice. Display - Balance to Invoice - Total Received Totals - Invoice/CM Amount Totals - Invoice/ CM Balance Totals - Balance to Invoice YES RADIOBUTTON Radio button is available to view the display above with either the Balance to Invoice quantity or the Total Received quantity. N/A DISPLAY Displays the total Invoice/CM Amount. N/A DISPLAY Displays the total Invoice/CM Balance. N/A DISPLAY Displays the total balance to invoice. 4A-38

39 SALES ORDER MONITORING The following fields within the Search Criteria box are filters. The User may enter, for example, the first two digits of the Part Number. Upon clicking the Search button, the system will show all numbers that call out Part Numbers that begin with the two digits entered as the search criteria. The User may focus the search by specifying additional criteria. Figure 4a.15 Sales Order Monitoring Menu Selection Left click on the fourth menu heading labeled Orders Select Sales Order Monitoring from the drop down list. Shortcut: toolbar. Quickly enter this module by clicking on the displayed Sales Order Maintenance icon on the 4A-39

40 Security The system administrator controls access to this menu item via User access Rights (see User Table). Careful consideration should be given regarding who is authorized to manage this menu option. Sales Order Monitoring Table Additional information regarding the fields and functions provided within the form are further outlined in the corresponding table below. Orders Sales Order Monitoring Search Criteria Sales Order Number NO ALPHANUMERIC Enter the Sales Order Number to generate a listing of that Sales Order. Customer NO ALPHANUMERIC Enter the Customer Code to generate a listing of for the defined customer. Inventory Number NO ALPHANUMERIC Enter the Inventory Number to generate a listing of Sales Orders including the defined Inventory Number. Status NO DROPDOWN Select the status from the dropdown menu to generate a listing of that are currently assigned to the selected status. Exclude Closed NO CHECKBOX Activate checkbox to exclude all sales orders with the status Closed. Part Number NO ALPHANUMERIC Enter the Part Number or the first few digits of the Part Number to generate a listing of with Part Numbers that meet the search criteria. Due Date Range NO DATE Enter the Due Date Range to generate a listing of with Due Dates that fall within the specified range. Division NO DROPDOWN Select the division from the dropdown menu to generate a listing of that are currently assigned to the selected division. P.O. Number NO ALPHANUMERIC Enter the P.O. Number to generate a listing of with P.O. Numbers that meet the search criteria --- 4A-40

41 Orders Sales Order Monitoring Sales Order Number N/A DISPLAY Displays a listing of Sales Order Numbers for the records returned from the search. Date N/A DISPLAY Displays a listing of Sales Order Dates for the records returned from the search. Status N/A DISPLAY Displays a listing of Sales Order Statuses for the records returned from the search. P.O. Number N/A DISPLAY Displays the Purchase Order Numbers for the returned listing of. Customer N/A DISPLAY Displays the Customers for the returned listing of. Contact N/A DISPLAY Displays the Customer Contact name for the returned listings of. Phone Number N/A DISPLAY Displays the Contact s Phone number for the returned listings of. Line Number N/A DISPLAY Displays a listing of Sales Order Line Numbers for the highlighted Sales Order in the above Sales Order results box. Part Number/Revision N/A DISPLAY Displays the Part Number and Revision of the Sales Order line item. Product ID or Product Description N/A DISPLAY Displays the Product ID or Product Description of the Sales Order line item. Quantity Ordered N/A DISPLAY Displays the Sales Order line item s order quantity. Quantity Shipped N/A DISPLAY Displays the Sales Order Line item s shipped quantity. Unit Type N/A DISPLAY Displays the Unit Type of the Sales Order line item. Unit Price N/A DISPLAY Displays the Unit Price of the Sales Order line item. Options Search N/A PUSHBUTTON Activate pushbutton to generate a listing of using the definitions defined in the Search Criteria box. Clear N/A PUSHBUTTON Activate pushbutton to clear the form for new entry. 4A-41

42 Orders Sales Order Monitoring Exit N/A PUSHBUTTON Exit s form to the main Visual EstiTrack menu system. Drill Down Sales Order Detail N/A PUSHBUTTON Activate pushbutton to retrieve the Sales Order Detail form for the highlighted Sales Order. Additional information regarding the form is further provided in the chapter below. Shop Orders N/A PUSHBUTTON Retrieves the Orders Production Monitoring form for the highlighted Sales Order record. Inventory N/A PUSHBUTTON Retrieves the Inventory Monitoring form for the highlighted Sales Order Line Item. 4A-42

43 Sales Order Details Details Tab The Sales Order Detail tab Once the search criteria is used to retrieve a results list, the Sales Order Details form can be used to provides the user with an at-a-glance summary of the Sales Order and all Shipping Activity. It can be accessed by highlighting the retrieved Sales Order line item and by further activating the Sales Order Detail pushbutton. A double click on the line item will also directly retrieve the details form on the highlighted item. The form is broken down into two forms the Details tab and the Release and Shipping Activity tab. Each are further described and outlined below. Details Tab The Details Tab displayed below provides the user a summary of the Sales Order and the highlighted Sales Order Line item. The main Sales Order information is presented in the Sales Order Definition display box. The summary of the highlighted line item is shown in both the Detail Definition and Quantities display boxes presented below. Sales Order Line Item Line Item Qty. Figure 4a.16 Sales Order Detail Details Tab 4A-43

44 Release and Shipping Activity Tab The Release and Shipping Activity Tab provides the user an overview of the key elements supporting the release and delivery of the item. The form is divided into three main sections. The Shop Order Information display box provides the user the connection to the shop order used to manufacture the part. The Releases/Delivery Schedule display box provides both released and balance quantities for the item as well as the related shipping dates. Conclusively, the Shipping Detail display box provides the user the means used to ship the items, all related ship codes and invoices, and ship dates. Figure 4a.17 Sales Order Detail Release and Shipping Activity 4A-44

45 SALES ORDER CHANGE ORDER MAINTENANCE The Sales Order Change Order Maintenance tool provides a quick and accurate means to change, line items and any associated delivery releases from one convenient form. The Sales Order Change Order Maintenance form is divided into three parts one for each provision. The first of the three, (section 1 of figure 4a.18) identifies the within the system that met the search criteria entered by the user. The second division (section 2 of figure 4a.18) lists the Line Items included within the identified Sales Order. Finally, the last division (section 3 of figure 4a.18) displays a detailed view of the highlighted sales order line item s delivery schedule. Each of the sections is further defined in the chapter below. Section 1 Sales Order Section 2 Line Item Section 3 Delivery Figure 4a.18 Sales Order Change Order Maintenance Menu Selection Left click on the fourth menu heading labeled Orders Select Sales Order Change Order Maintenance from the drop down list. Security The system administrator controls access to this menu item via User access Rights (see User Table). Careful consideration should be given regarding who is authorized to manage this menu option. 4A-45

46 Orders Sales Order Change Order Maintenance Field Req. Field Type Description Search Criteria The Search Criteria is the first step used to retrieve the Sales Order for Update. Note: The following fields within the Search Criteria box are filters. For example, the user may enter the first two digits of the Part Number. Upon activating the search button, the system will retrieve all numbers including Part Numbers beginning with the two digits entered as search criteria. The User may focus the search by specifying additional criteria. Sales Order Number NO ALPHANUMERIC Enter the Sales Order Number to retrieve the Order and all corresponding items and deliveries into the screen. Inventory Number NO ALPHANUMERIC Enter the Inventory Number to generate a listing of Sales Orders with Inventory Numbers that meet the search criteria. Customer NO ALPHANUMERIC Enter the Customer Code to generate a listing of that meet the search criteria. P.O. Number NO ALPHANUMERIC Enter the P.O. Number to generate a listing of with P.O. Numbers that meet the search criteria. Part Number NO ALPHANUMERIC Enter the Part Number or the first few digits of the Part Number to generate a listing of with Part Numbers that meet the search criteria. Sales Order Window Add N/A PUSHBUTTON Activate pushbutton to add a new Sales Order. The Sales Order Maintenance form is retrieved for further entry. Update N/A PUSHBUTTON Activate pushbutton to update the highlighted Sales Order. The Sales Order Maintenance form is retrieved for update. Delete N/A PUSHBUTTON Activate pushbutton to delete the highlighted Sales Order from the system. After the delete validation is made, the Sales Order and all corresponding records are removed from the system. Sales Order Line Item Window Add N/A PUSHBUTTON Activate pushbutton to add a new Sales Order line item to the system. The Sales Order Detail in Add Mode is retrieved for further entry. 4A-46

47 Orders Sales Order Change Order Maintenance Field Req. Field Type Description Update N/A PUSHBUTTON Activate pushbutton to update the existing highlighted line item. The Sales Order Detail in Update Mode is retrieved for further update. Changes are permanently made after the update is saved in the system. Delete N/A PUSHBUTTON Activate pushbutton on the highlighted line item to remove it from the system. After the delete validation is confirmed, the record is permanently removed from the system. Delivery Release Window Changes in the Release Schedule of an item can be made directly in the release window. Activate the desired field and enter the change accordingly. The interactive calendar is available for date selection. Additional changes can also be made using the pushbuttons available below. Add to Grid N/A PUSHBUTTON The Add to Grid pushbutton is used to add one or more releases to the grid. Additional information can be viewed further in the chapter below. Add N/A PUSHBUTTON Activate pushbutton to add a new release for the sales order lien item. The Delivery Schedule Detail Add mode form is retrieved for entry. Update N/A PUSHBUTTON Activate pushbutton to update an existing release. The Delivery Schedule Detail Update mode form is retrieved for entry. Delete N/A PUSHBUTTON Activate pushbutton to remove the release from the line item. After the delete validation is confirmed, the record is permanently removed from the system. EDI N/A PUSHBUTTON Incoming EDI transactions can be imported including both DELFOR and 830/862 format transactions. The pushbutton retrieves the Locate EDI File window to retrieve the EDI file for import. or to automate the updating of the release schedule. Sales Order Change Order Maintenance Main Pushbuttons Search N/A PUSHBUTTON Activate pushbutton to generate a listing of that meet the search criteria entered above. Clear N/A PUSHBUTTON Activate pushbutton to clear the form for reentry. 4A-47

48 Orders Sales Order Change Order Maintenance Field Req. Field Type Description Column Display Order - Due Date, Promise Date - Due Date, Ship by Date NO RADIOBUTTONS The Delivery Release window (section 3 of figure 4a.18) is powered to display both the Due Date, Promise Date of the release as well as the Due Date, Ship by Date. Activate the radio button to display the desired column accordingly. Shipment Monitor N/A PUSHBUTTON Activate pushbutton to retrieve the Shipment Monitor. Note: The Inventory Number within the Sales Order is passed to the Shipment Monitor as Search Criteria. The user may override this at any time. Reapply Shipments N/A PUSHBUTTON The pushbutton is made available when a change is made to a Delivery Release. The pushbutton reapplies any changes to all defined releases. Exit N/A PUSHBUTTON Exits the form back to the main Visual EstiTrack menu system. Add to Grid The Add Sales Order Releases pop-up is retrieved when the Add to Grid pushbutton is activated within the Delivery Release section (section 3 of figure 4a.18) described above. The form can be used to add one or more releases for the Sales Order Line item. Multiple releases can easily be established by defining the release frequency, number of releases and by defining the start date and quantity. After the definitions are made, the releases are automatically added to the grid. Figure 4a.19 Add Sales Order Releases 4A-48

49 Applying Releases for Blanket Orders Releases for Blanket Orders can be created using the Sales Order Change Order Maintenance form. The following steps are used for applying releases: Retrieve the Sales Order Change Order Maintenance form via the menu path: Orders Sales Order Change Order Maintenance. Enter in the search criteria and activate the SEARCH pushbutton. Highlight the line item requiring release in section two of the Sales Order Change Order Maintenance form. Once the selected line item is highlighted, activate the ADD pushbutton attached to the Delivery window (section three of the form) to retrieve the Delivery Schedule Detail form in add mode. Enter in the release information into the form and save to complete the release process. Step 1 Step 2 Step 3 Figure 4a.20 Creating a Release for a blanket order using Schedule Order Maintenance 4A-49

50 Once the steps are complete, the release for the highlighted Sales Order Line number is added and is displayed in the figure below. Added release Figure 4a.21 An added release for a blanket order 4A-50

51 STANDING SALES ORDER MAINTENANCE The Standing Sales Order Maintenance form is a specialty form used by companies providing their customers with Month Club orders. Additional information regarding this optional sales method can be provided by a Henning Software representative. Figure 4a.22 Standing Sales Order Maintenance Menu Selection Left click on the fourth menu heading labeled Orders Select Standing Sales Order Maintenance from the drop down list. Security The system administrator controls access to this menu item via User access Rights (see User Table). Careful consideration should be given regarding who is authorized to manage this menu option. 4A-51

52 WEEKLY CUSTOMER DELIVERY SCHEDULE GANTT CHART The Weekly Customer Delivery Schedule Gantt Chart provides a graphical summary of for a customer and their corresponding Delivery Schedules. Section 1 Section 2 Section 3 Figure 4a.23 Weekly Customer Delivery Schedule Gantt Chart Menu Selection Left click on the fourth menu heading labeled Orders Select Weekly Customer Delivery Schedule Gantt Chart from the drop down list. Security The system administrator controls access to this menu item via User access Rights (see User Table). Careful consideration should be given regarding who is authorized to manage this menu option. 4A-52

53 Orders Weekly Customer Delivery Schedule Gantt Chart Section Section one is used to sort through the retrieved entries using the dropdown selection provided, select the customer to review or more specifically, a particular sales order number. The date range to review is also managed using the scroll bars provided above the chart. Sort By NO DROPDOWN The user may sort the displayed records by several methods. The following options are available: - Part No. /Due Date - Due Date - Sales Order/Part No. /Due Date - Customer/Part No. /Due Date - Days Late (Descending). Customer NO ALPHANUMERIC Enter the Customer Code to generate a listing of Sales Orders that meet the search criteria. Sales Order Number NO ALPHANUMERIC Enter the Sales Order Number to generate a listing of that Sales Order. Calendar Scroll Buttons NO SCROLL Click on the right or left single arrow to scroll forward or back one week. Click on the right or left double arrows to page forward or back through the weeks. Section Section two displays the retrieved list of parts and a graphical representation of their delivery dates. The deliveries are color coded representing the type of delivery scheduled (open, partial, late ). Section Section three provides the user the ability to further configure the chart according to the specifications applied. Additional information regarding fields and functions included within the form are provided in the table below. Radio Button Selection - Part/Rev - Description - Inventory Number - Days Late NO RADIOBUTTON Select the information type to display in section two. The default Part Number and Revision columns may be replaced by the selected entry. Late Only NO CHECKBOX Click this checkbox on to show only with late releases. Not Reviewed NO CHECKBOX Activate checkbox to view non-reviewed releases only. 4A-53

54 Orders Weekly Customer Delivery Schedule Gantt Chart Part Number NO ALPHANUMERIC Enter the Part Number or the first few digits of the Part Number to generate a listing of with Part Numbers that meet the search criteria. Inventory Number NO ALPHANUMERIC Enter the Inventory Number to generate a listing of Sales Orders with Inventory Numbers that meet the search criteria. Status NO DROPDOWN Enter the Status to generate a listing of with the chosen Status. Detail N/A PUSHBUTTON Click this button to enter the Customer Delivery Schedule Gantt Chart screen. The User may also double-click on a record or the record s corresponding graph element to access this screen. Additional information regarding the Customer Delivery Schedule Gantt Chart is provided further in the chapter below. Exit N/A PUSHBUTTON Exits chart back to the main Visual EstiTrack menu system. Reports N/A PUSHBUTTON Left Click: A left click retrieves the Customer Delivery Schedule Report. Right Click: A right click retrieves the Sales Order Release Summary Report. 4A-54

55 CUSTOMER DELIVERY SCHEDULE GANTT CHART The Weekly Customer Delivery Schedule Gantt chart can be used to review all deliveries by leaving the customer field blank or can be used to review a schedule for a selected customer. Information can be further detailed to a customer specific/ sales order specific Gantt chart. This can be accessed from the Weekly Customer Delivery Schedule form by double clicking on a particular entry. The form can also be directly accessed from the main menu bar. Figure 4a.24 Customer Delivery Schedule Gantt Chart Menu Selection Left click on the fourth menu heading labeled Orders Select Customer Delivery Schedule Gantt Chart from the drop down list. Security The system administrator controls access to this menu item via User access Rights (see User Table). Careful consideration should be given regarding who is authorized to manage this menu option. 4A-55

56 Orders Customer Delivery Schedule Gantt Chart Section Section one is used to sort through the retrieved entries using the dropdown selection provided, select the customer to review or more specifically, a particular sales order number. The date range to review is also managed using the scroll bars provided above the chart. Sort By NO DROPDOWN The user may sort the displayed records by several methods. The following options are available: - Part No. /Due Date - Due Date - Sales Order/Part No. /Due Date - Customer/Part No. /Due Date - Days Late (Descending). Customer NO ALPHANUMERIC Enter the Customer Code to generate a listing of Sales Orders that meet the search criteria. Sales Order Number NO ALPHANUMERIC Enter the Sales Order Number to generate a listing of that Sales Order. Calendar Scroll Buttons NO SCROLL Click on the right or left single arrow to scroll forward or back one week. Click on the right or left double arrows to page forward or back through the weeks. Section Section two displays the retrieved list of parts and a graphical representation of their delivery dates. The deliveries are color coded representing the type of delivery scheduled (open, partial, late ). Section Section three provides the user the ability to further configure the chart according to the specifications applied. Additional information regarding fields and functions included within the form are provided in the table below. Radio Button Selection - Part/Rev - Description - Inventory Number - Days Late NO RADIOBUTTON Select the information type to display in section two. The default Part Number and Revision columns may be replaced by the selected entry. Late Only NO CHECKBOX Click this checkbox on to show only with late releases. Not Reviewed NO CHECKBOX? How is this defined? 4A-56

57 Orders Customer Delivery Schedule Gantt Chart Part Number NO ALPHANUMERIC Enter the Part Number or the first few digits of the Part Number to generate a listing of with Part Numbers that meet the search criteria. Inventory Number NO ALPHANUMERIC Enter the Inventory Number to generate a listing of Sales Orders with Inventory Numbers that meet the search criteria. Status NO DROPDOWN Enter the Status to generate a listing of with the chosen Status. Detail N/A PUSHBUTTON Activate pushbutton to retrieve the Customer Delivery Schedule Monitor form on a highlighted entry. The form can also be accessed by performing a double click on the record. Additional information regarding the monitor is provided in the chapter below. Exit N/A PUSHBUTTON Exits chart back to the main Visual EstiTrack menu system. Reports N/A PUSHBUTTON Left Click: A left click retrieves the Customer Delivery Schedule Report. Right Click: A right click retrieves the Sales Order Release Summary Report. 4A-57

58 Customer Delivery Schedule Monitor The Customer Delivery Schedule Monitor provides an at-a-glance summary of an individual Sales Order Line Item Delivery Schedule. It may also serve as a launch pad for Sales Order Maintenance, Sales Order Monitoring, Production Monitoring, and Inventory Monitoring. The Reviewed checkbox displayed in the figure below is used to indicate that the release detail form below was reviewed by the user. Figure 4a.25 Customer Delivery Schedule Monitor Note: The color of the Monitor Header will reflect whether this Release is Open, Partially Shipped, or Late. If a Release has a status of Closed, it will not show on the Gantt chart. In the example below, the header is red, so we understand that this Release is Late. 4A-58

59 SALES ORDER REPORTS Figure 4a.26 Sales Order Reports Menu Selection Left click on the fourth menu heading labeled Orders Select Sales Order Reports from the drop down list. Security The system administrator controls access to this menu item via User access Rights (see User Table). Careful consideration should be given regarding who is authorized to manage this menu option. 4A-59