Creating a Sales Order

Transcription

1 Creating a Sales Order With Non-Stock Items If a customer requests a non-stock item, you will need to add its information into the system before it can be ordered. Start the order as usual, but when it s time to add the item, click on the button in your toolbar. The NonStock Product Entry screen will appear and prompt you for required information. In order to prevent creating duplicates, the system will force you to search existing items before adding a new one. Be prepared to provide detailed information: Product Description this field can be misleading, but this is where you will enter the product number followed by a short description Price Line Should ALWAYS be NONSTOCK. Purchasing will change these later if necessary. Buy Line Indicates where the item will be purchased. Select the vendor you used for pricing. Per UOM This is referring to what Unit of Measure is used when ordering each item. Most items are each (ea.) Per Qty This field refers to how many items are included in one unit of an order. This field is usually 1. Price Base This field is asking what price you ve found which we would classify as vendor price. NEVER USE VENDOR S LIST! Formula based on guideline sheet G/L Type Choose the most applicable category for your item. It s okay if you re unsure purchasing will review. Matrix Type leave this blank Keyword Use this field to enter any numbers or names that you d use to look this item up. Select Code leave this field blank Global Basis Information this section defines how the pricing structure will work on this item. Enter our cost in the DFLT-COST or VDR Cost field. Follow the guidelines below when creating a product description (part number) for a new NS item: Start with the manufacturer s product number (NOT the vendor s #) Follow with manufacturer (NOT vendor) name, then brief description (any sizes/types that would distinguish the item) When entering pricing information, follow pricing guidelines sheet to be distributed by upper management. See next page for information on formulas.

2 Formula Guidelines for Non-Stock Items When setting up pricing for a non-stock item, start from the bottom of the page, in the Global Basis Information section. There should always be a list price and some form of cost. 1. What information do you have? Start by entering the cost of the item in the COST field. List price should NOT be used to enter the vendor s list price. 2. How are you going to calculate a selling price? Select the Price Base, which will be applied to the formula in the next field. This field must match a basis selected in step 3. What markup do you want? Enter one of the formulas below to determine how your customer s selling price is calculated. The belt in the example above would cost a customer $1.15 Most Frequently Used Formulas To multiply your price base by a given number, enter an asterisk (*) followed directly by the multiplier in the formula field. Example: Use the global basis of DC Cost. If DC Cost is $1.00 and the formula is *1.35, the selling price will equal $1 X 1.35 = $1.35. To make a specific gross profit percentage, enter GP followed directly by the desired percentage in the formula field. Example: Use the global basis of DC Cost. If DC cost is $80 and the formula is GP25, the selling price will equal $80/( ) = $ The markup is $26.67 or 25%

3 Pricing Guidelines for Non-Stock Items Existing non-stock items in Eclipse will have a price, but because of frequent pricing changes, all Non-Stock pricing must be checked! Identify a non-stock by looking for the comment Special Order Item: Non-Refundable within a sales order, as well as the N flag on the far right during product searches. The ONLY exception to this is if the SAME customer has recently (past 2 weeks) purchased the same item product. You can check this within a sales order with the following procedure: With the line item highlighted, right-click (or select from the top menu) Inquiries > Inventory History Once the Inventory History window displays, click the magnifying class icon to change the view to show price: Use this view to confirm the date, customer and sell price of the product. If you determine that the pricing is not recent enough, you will need to call the vendor for updated pricing.

4 Using Line Item Sourcing While there are several ways to procure items, there is only one way to indicate a vendor that the item should be procured from. Any items that must be procured by purchasing MUST be done with line item sourcing. Where & How With your cursor on the item that needs to be procured, select line item > source (or cntrl + R keys) to open line item sourcing. Make sure you change the status of your order from bid before opening the sourcing window! Using this screen, indicate where and how you d like to get the product. First select a source from the Select Source column, using lead time and other available info. All available sources will display, including: Other Branches select to create transfer from another branch. Buyer Please Locate/See Notes select to allow the purchasing department to decide where to get the product. Use Buyer Please Locate See Notes if you have added special instructions for them. Only use this if a) the vendor has not been created or b) you have to discuss the item with purchasing before they order it. Distribution Centers All DCs that display have this item in stock. Other Vendor (specify)- preferred option When possible (this should be most cases), enter the vendor that you received pricing from this should be the same vendor in the buyline portion of the add/edit nonstock window (see previous page). Next, choose how you want the item to arrive by changing the ship via (far right column) for the source you ve chosen. Finally, indicate whether you want to ship to the customer or bring the item to the branch. Procure B/O Qty select to bring only the backordered quantity (what you don t have now) in to your branch from the vendor/branch. Procure Full Qty select to bring the entire quantity needed fill the order in to your branch from the vendor/branch. Ship B/O Qty select to ship the backordered quantity (what you don t have now) directly from the chosen source to the customer. Ship Full Qty select to ship the entire quantity need to fill the order directly from the chosen source to the customer.

5 Choosing a Source Plenty of information is provided within the Line Item Sourcing window to help you choose the best source for the product. Please consider all of this information before making your choice, so that we can prevent excess transfers and shipping fees. Considerations to take while choosing a source: How soon does the customer need this item? Be sure that you re clear on this, then choose the best option based on lead time listed in the 3rd column of the sourcing screen. Also keep the transfer/order cut-off times in mind. Surplus Qty The 2nd column from the right on the Line Item Sourcing window indicates how many items there are in addition to what that branch/source is expected to sell before the next replenishment in other words, how much there is to spare.