Order Management & Accounts Receivable November 15, 2016
What We Will See 2.9 Order Management and Accounts Receivable Script # Description 5.1 Demonstrate creating an Item Master Record 5.2 Demonstrate creating a Customer Master Record 5.3 Demonstrate the creation of a Special Pricing Agreement (e.g. Deal, contract) 5.4 Demonstrate Sales Order Creation and Management 5.5 Demonstrate how system calculates and show allocations of inventory 5.6 Demonstrate Accounts Receivable 5.7 Demonstrate how Customer Service will be able to use the system to answer customer inquiries 5.8 Demonstrate how the system processes product returns and credits 5.9 Demonstration Key Dashboards and Reports 2
Inventory 5.5 Demonstrate how system calculates and show allocations of inventory 5.5.1 Show how a CSR finds and allocates inventory across all warehouses for an order 5.5.2 5.5.3 Demonstrate how the system determines allocations based on available inventory at default warehouses and current transit schedules (projected inventory) Show how the system handles a lack of inventory at the default Delivering Warehouse and if the system can suggest the next most efficient warehouse. If possible, include the lead time for the new warehouse's delivery. 3
Stock Overview & Availability 4
Customer Master Record 5.2 Demonstrate creating a Customer Master Record 5.2.1 Show the use of multiple customer names and identify which name to use on all communications (e.g., DBA) 5.2.2 Show the ability to attach documents to the customer record; e.g., Cigarette Licenses Show the ability to assign one or more Cigarette License numbers (e.g. by state and type of license) to a customer for 5.2.3 reporting Show the distribution information that can be defaulted from the customer record. E.g. Carrier, Warehouse From, Days in 5.2.4 Transit 5.2.5 Show the communication methods identified for the customer. E.g. email, fax 5.2.7 Show the ability to identify the Duns # for EDI, ACH information for the customer 5.2.6 Show the ability to apply customer specific notes to a customer record; e.g., "No Friday Deliveries" and Billing Instructions 5.2.8 Demonstrate the system's ability to maintain customer specific Prices Lists and Product Lists, i.e. products the customer can order or can't order. 5
Customer Master Main Screen 6
Customer Master Payment Information 7
Customer Master Sales & Pricing Settings 8
Customer Master Sales & Pricing Settings 9
Customer Master Shipping Settings 10
Item Master Record 5.1 Demonstrate creating an Item Master Record Show how items can be categorized multiple ways and with multiple attributes, including, but not limited to, Company, 5.1.1 Brand Family, Package Type, and Product Style 5.1.2 Show how items can be assigned costing methods (std. and avg.) and Federal Excise Tax amounts at the SKU level 5.1.3 Show the use of aliases, search terms, abbreviations, etc. Does your system have the ability to map customer material numbers to Liggett item numbers? EDI orders are often received with Customer item numbers and must be translated to Liggett Item number for successful 5.1.4 order entry. 5.1.5 Show how the GL account assignment is defaulted in an Item Master Record 11
Material/Item Master Data Basic Data View 12
Material/Item Master Data General, Sales & Taxation 13
Material/Item Master Data Accounting View 1 14
Pricing 5.3 Demonstrate the creation of a Special Pricing Agreement (e.g. Deal, contract) 5.3.1 Show the support for Begin and End dates of agreements 5.3.2 Show the support for off-invoice and/or accrual structures 5.3.3 Show the support for discounts by product, customer 5.3.4 Show the flexibility in types of discounting supported 5.3.5 How does the system handle special terms based on specific Customer and UPC? 5.3.6 Does the system have the ability to hide certain discounts/deals on the invoice? 5.3.7 Can contracts be set up to increase the price, not only decrease the price? 15
Line Item Pricing 16
Pricing Definition (Customer + Material Specific Example) Pricing Key, Showing Conditions Met for Relavent Pricing (Key Combination Determines List Price in this Example) 17
Sales Promotion/Deal Definition 18
Sales Promotion/Deal Definition 19
(Quantity) Contract Agreement: Special Pricing and Terms Available to Customer 20
Order Creation & Management 5.4 Demonstrate Sales Order Creation and Management 5.4.1 Please note, demonstrate relevant background accounting as Sales Orders are confirmed, shipped, and paid. 5.4.2 Demonstrate how the EDI orders will flow-through without any manual intervention Demonstrate how an order screen would look for manual input of orders and what data could automatically populate 5.4.3 from master files. 5.4.4 Show how the system displays whether an Order was created manually or via EDI, generating a report. 5.4.5 Show how the system can split a Sales Order by Brand/Company. Scenarios: 1 - Create 1 Sales Order that is split at the time the order is saved. 2 - Create another Sales Order with multiple brands that is invoiced, payment received, and revenues are allocated across the companies (brands). - Include several times of pricing conditions and Deals (agreements) on each order. Can orders also be split by Terms (Payment terms, pricing) or Delivering Warehouse? 21
Order Creation & Management 5.4 Demonstrate Sales Order Creation and Management 5.4.6 5.4.7 At the time of order entry, show what tools are available to CSR s: - Customer order history - Customer discount history with effective pricing dates - Customer credit limit by Bill-To - Customer current promotional programs - Customer special notes from customer file - Available finished goods inventory - Notifications/alerts; for example, a pop-up when a Customer's license is expired When entering an order, can a field be locked from manual adjustment after defaulting from the master record? E.g. Ship-To and Bill-To addresses cannot be changed Show how the system assigns and displays Order Status; for example, booked, allocated, credit checked, credit hold, priced, BOL'd. 5.4.8 5.4.9 5.4.10 Can Liggett determine which statuses affect Finished Goods Inventory? Can certain order change types be locked after specific statuses are reached? Error handling. Does the system: - Release the order except for lines with errors - Hold entire order until all errors resolved or line items are cancelled Demonstrate how a CSR would see the orders on hold due to exceptions and what process has to happen before orders can be released by an authorized individual Show the ability to create multiple types of Orders, including Credit, Returns, etc. 5.4.11 Does the system allow for security around order types, i.e. only certain users can create Credits? Does the system support the ability to upload orders, e.g. Returns, credits/debits? Does the system allow for different status/order flows for each order type? Does each status change have a date and user stamp? 22
Order Entry 23
Customer 360 View 24
Document Flow & Line Item Independence (1 order, multiple deliveries based on line-item details) 25
Accounts Receivable 5.6 Demonstrate Accounts Receivable 5.6.1 Please note, the large majority of Liggett's A/R is handled via EFT with approximately 1-5 customers mailing checks. 5.6.2 Demonstrate the system's ability to execute automated payment applications from customers. Demonstrate how the system can distribute revenues/cash across companies based on Brands/Company; specifically when an order with multiple brands does not need to split at Order saving - scenario 2 in the Sales Order Management 5.6.3 section. 5.6.4 Show how to book miscellaneous deposits through A/R; not related to a Sales Order 26
Invoice (Based on Delivery/Shipment) 27
Accounting Entries Created Based on Invoice 28
Manual Posting of Payment (with or without reference to sales order) 29
Returns Processing 5.8 Demonstrate how the system processes product returns and credits Demonstrate how the system handles return authorizations (RGA's), different types of returns, and how they flow 5.8.1 through the order to cash process 5.8.2 How many different types of returns are available in the system? 5.8.3 Demonstrate basic RGA creation, close, credit memo & post to account. 5.8.4 Demonstrate notifications of order confirmation or RGA Demonstrate how the system can create a Tax Affidavit automatically for the customer's tax refund as a result of the 5.8.5 return 5.8.6 Show receiving the item, how it appears back in stock, quality disposition, and credit invoice process 5.8.7 Show how to handle credits, write-offs, short pay, discounts, other reductions as related to returns 30
Returns Order Entry 31
Returns Order Entry (with or without reference to original sales order) 32
Returns Order Entry (with or without reference to original sales order) 33
Credit Memo Creation 34
CSR Insight 5.7 Demonstrate how Customer Service will be able to use the system to answer customer inquiries 5.7.1 Demonstrate in the system how a CS or a customer could view the status of an order through shipment, invoice, payment 5.7.2 Demonstrate "drill down" capabilities of the invoice, actual order, and shipment Show what information would be available on line to a CSR to answer any customer questions such as historical account 5.7.3 information 5.7.4 Show how the system would escalate outstanding problems based on exceeding time to resolve 35
Open Sales Order Report 36
Drill down to view current status 37
Order Status, Drill into Current Stage to Resolve Any Issues 38
Analytics, KPIs and Dashboards 5.9 Demonstration Key Dashboards and Reports Please note, demonstrate the flexibility and usability of the system's reporting. These reports can be demonstrated at the 5.9.1 Vendors' preferred timing throughout the demonstration. 5.9.2 Customer Hierarchy flexibility 5.9.3 Show an Audit report displaying all manually priced sales orders 5.9.4 Customer Statement or Summary Dashboard with Order, Invoice, Payment history or Customer Trial Balance 4.3 Key Performance Indicators Title AR Invoice count and balances by aging group (current, 1-30, 31-60, etc.) AR Average days to receive payments for current year and last year. AR Year-to-date term discount taken amount for current year and last year. AR AR Top 10 customers - current year-to-date purchase amount (use finentity group) Top 10 customers - current year-to-date term discount taken amount 39
Strategic Analytics A/R Reporting 40
Strategic Analytics Discount Reporting 41
Embedded Analytics AP Aging 42
Embedded Analytics AP Aging 43
Embedded Analytics Select and Pivot Data down to Transaction Level Detail 44
Personalized, Interactive Dashboards based on Role 45