Sales Orders Release 4.0a February 15, 2016 2608
Copyright 2016 Invera Inc. All Rights Reserved. Invera Inc. (hereinafter referred to as Invera) has prepared this document for use by its personnel, licensees and customers. The information contained herein is the property of Invera and shall not be reproduced in whole or in part without prior written approval from Invera. Invera reserves the right to make changes in specifications and other information contained in this document without prior notice, and the reader should in all cases consult Invera to determine whether any such changes have been made. The terms and conditions governing the licensing of Invera software consist solely of those set forth in the written contracts between Invera and its customers. No representation or other affirmation of fact contained in this document, including but not limited to statements regarding capacity, response-time performance, suitability for use, or performance of products described herein shall be deemed to be a warranty by Invera for any purpose or give rise to any liability of Invera whatsoever. is a Trademark of Invera Inc. Web: www.invera.com Email: info@invera.com Phone: (514) 935-3535 Fax: (514) 935-3850 Invera Corp. 6125 Luther Lane, #425 Dallas, TX 75225 U.S.A. Invera Inc. 4333 St. Catherine Street West, Westmount, Quebec H3Z 1P9 Canada
Table of Contents 1. OVERVIEW... 1 MAJOR FEATURES PROVIDED... 2 ORDER TYPES... 4 Blanket Orders... 4 Normal Orders... 4 Release Orders... 4 Standard Orders... 5 Transfer Orders... 5 Quotation... 5 SELLING BRANCH Vs SHIPPING BRANCH... 6 ORDER STORAGE AND TRACKING... 9 ORDER STRUCTURE... 10 Order Header Information... 11 Order Detail Information... 11 ORDER PRINTING FUNCTIONS... 13 CREDIT, PROFIT, PRODUCTION AND SHIPMENT HOLD... 15 Credit Hold... 15 Profit Hold/Verification... 15 Production Hold... 16 Shipment Hold... 16 2. ORDER ENTRY... 17 OVERVIEW... 17 USER DEFAULTS... 18 ADDING A NEW SALES ORDER... 20 Adding an Order Header... 20 Orders without Items... 21 Order Defaults Window... 21 Job Defaults Window... 22 Freight Defaults Window... 23 Optional Customer Remark Window... 23 Restrictions... 24 Order Header Action Bar... 25 Order Header Fields... 26 Adding an Order Item... 32 Restriction... 32 Product Identifier... 33 Note Entry... 34 Ordered and Balance Quantities... 34 Enhanced Weight... 35 Weight Unit of Measure... 35 Order Item Charges... 35 Classification Information... 35 Order Item Action Bars... 39
Table of Contents Page ii Costing Verification... 40 Branch Direct Shipment Request Window... 40 Scheduling Order Items to the estel/cap-plan Schedule... 41 Printing an Amount on the Forms... 41 Workflow Interface... 42 CHANGING A SALES ORDER... 43 Workflow Interface... 43 Changing an Order Header... 43 Restrictions... 44 Changing the Ship-To Number... 45 Changing an Order Item... 46 Part Specs... 46 Product... 46 Product Description... 47 Classification Fields... 47 Taxes... 48 Restrictions... 48 Production/Shipping Hold Update Utility... 49 Restrictions... 49 Sales Order Production/Shipping Hold Update Screen... 50 Session Log... 51 Sales Order/ Transfer Order Status Update Utility... 51 Status Update Screen... 51 Status Update... 53 Deleting a Sales Order... 54 Deleting an Order Header... 54 Restrictions... 54 Deleting an Order Item... 54 Restrictions... 54 Workflow Interface... 55 COPYING AN EXISTING SALES ORDER... 56 Copying Order Header Information... 56 Defaulting the Ship Hold... 57 Work Order Date Default... 57 Copying Order Item Information... 57 Restrictions... 58 COPYING AN EXISTING ORDER ITEM... 60 Restrictions... 60 Copying a Blanket Item to a Release Order... 60 VIEWING ORDER TOTALS... 62 Totals Window... 63 PRODUCT SCHEDULE INTERFACE... 65 Book... 65 Cmn Schd... 65 Sch Trs... 65 AUTOMATIC PRINTING... 66 Profit/Credit Verification at Time of Order Form Printing... 66 Print Address Labels Window... 67 Display of the Print Address Labels Window... 67 Production Work Order Printing... 68 Override Printer for Forms Printing... 68 Credit Held Orders... 68 3. ORDER, INVOICE AND QUOTE ITEM CHARGES... 69 OVERVIEW... 69
Table of Contents Page iii Restrictions... 70 CLASSIFICATION OF REVENUE... 71 Sales Category... 71 Sales Type... 71 Charge Number... 71 Charge Quantity Type... 72 Changing the Charge Quantity Type... 72 Included and External Charges... 72 Markup/Markdown Percentage Charge Entry... 74 SALES TAXES... 77 CHARGE ENTRY... 78 Adding a Charge Line... 78 Changing a Charge Line... 81 Restrictions... 81 Deleting a Charge Line... 81 Restrictions... 81 Interface with estelprice and estelquote... 82 Default Material Price... 82 Freight-In... 82 BACK ORDER ITEMS... 83 LOT Charges on Backorder... 84 Workflow Interface... 84 CHARGE UPDATE IN BILL OF LADING AND INVOICING... 85 Examples... 85 CASE 1:... 85 CASE 2:... 85 CASE 3 Cannot Compute the Percentage of Shipped Vs Sold Quantity:... 86 CASE 4 USQ=Y, no Pro-Rated Pcs/Msr/Wgt: actual BL Shipped Quantity is passed as is to BL Charge Quantity.... 87 Restrictions when USQ=Y... 87 4. INVENTORY RESERVATION... 89 OVERVIEW... 89 RESTRICTIONS... 90 Non-Specific Reservations... 90 Tag Master Required Products... 90 Warnings... 91 DEFAULT INVENTORY RESERVATIONS... 92 Sales Order... 92 Restriction... 92 Transfer Orders... 93 Invoice Entry... 93 Bill of Lading... 93 Outside Processing Purchase Orders... 94 Outside Processing Receipts... 94 estelquote... 94 estelman... 94 Default Reservations Product Item... 94 Tag Master Required Products... 94 Tagged (non-tag Master) Products... 94 Non-Tagged Products... 95 Restriction... 95 Interface with estelspec... 95 Default Reservation Pieces, Quantity and Weight... 96 Default Reservation Warehouse... 96
Table of Contents Page iv Restrictions... 96 STANDARD RESERVATION ENTRY SCREEN... 97 Header Fields Description... 98 Adding a Specific Reservation... 98 Defaulting the Reservation Warehouse... 99 Stock Available Window... 100 Displaying the On-Hand/Available... 100 Exiting the Entry Window... 101 Reservation Validations... 101 Interface with the Sales Category... 101 Adding a Reservation on a Transfer Order... 102 Adding a Reservation on an Outside Processing PO or an Inventory Receipt... 102 Adding a Reservation on a Bill of Lading... 102 Adding a Non-Specific Reservation... 102 Restriction... 102 Remarks Entry Window... 103 Restriction... 103 Completed Reservation Entry screen... 104 Scrolling Area Display... 105 Non-Specific Reservation Display... 105 Displayed Codes... 105 Changing a Reservation... 106 Deleting a Reservation... 106 RETURNS-TO-STOCK... 107 Restrictions... 107 BILLING WEIGHT... 108 Reviewing Billing Weight... 108 Billing Weight Computation... 108 Inventory Organization Not WT... 109 Inventory Organization = WT... 109 Enhanced Weight Factor... 109 BRANCH TRANSFER REQUEST... 110 Restriction... 110 Displaying Branch Transfer Request... 110 INVENTORY DE-ALLOCATION FUNCTION... 112 De-Allocating in Transfer Order... 112 De-Allocating in Transfer Bill of Lading... 113 De-allocating in Outside Processing Purchase Order... 114 Restrictions... 114 De-Allocation from Quote... 115 TRANSFER ORDER REQUEST CONFIRMATION... 116 RESERVATIONS UPDATE... 117 Major Features Provided... 117 Reinstating a Reservation... 117 Updating Non-Specific... 117 Handling Outside Processing Purchase Order... 118 Shipping a Transfer Order on a Bill of Lading... 118 RAPID RESERVATION... 119 Interface with Stock Available... 120 Rapid Reservation Window Standard Mode... 120 Rapid Reservation Window Bill of Lading Reserve Mode... 121 On-Hand and Available Fields... 122 Restrictions... 122 5. RESERVATIONS AGAINST INCOMING MATERIAL... 123
Table of Contents Page v OVERVIEW... 123 ADDING NEW INCOMING MATERIAL RESERVATIONS... 124 Restrictions... 124 ADDING AN INCOMING RESERVATION IN ORDER ENTRY... 125 Warning Message... 127 Items Copied From Customer Part Specifications... 127 ADDING AN INCOMING RESERVATION IN PURCHASE ORDERS... 128 Incoming Reservation Inquiry... 130 6. TRANSFER REQUISITION FROM QUOTE & SALES ORDERS... 133 OVERVIEW... 133 Advantages of the Transfer Requisition Function... 133 Restrictions... 133 Calling the Transfer Requisition Function in Sales Order Entry... 134 Adding a Transfer Requisition... 134 Changing a Transfer Requisition... 136 Deleting a Transfer Requisition... 136 Manual Numbering of Transfer Orders... 136 Creating the Transfer Order... 137 Transfer Order Defaults... 137 Charges and Costs on the Quote or Sales Order Item... 137 Transfer Order Freight Information... 137 Specific Inventory Reservations... 138 Automatic Creation of an Incoming Reservation... 138 Combining Transfer Requisitions from Different Order Items... 138 7. FREIGHT CHARGES AND COSTING... 139 OVERVIEW... 139 Restrictions... 140 Outbound Freight Table... 140 Freight Responsibility... 140 Charge Freight... 141 Freight Included... 141 Delivery Method... 141 Common Carrier... 141 Our Truck... 142 ADDING FREIGHT CHARGES AND COSTS... 143 Freight Responsibility Included... 146 Restrictions... 146 Freight Responsibility Charge... 146 Delivery Method OT... 147 Delivery Method CC... 148 Foreign Currency s Freight Vendor... 149 Use of Outbound Freight Table... 149 CHANGING THE FREIGHT RESPONSIBILITY CODE... 151 Case 1: CHG to COL... 151 Case 2: COL to CHG... 152 Case 3: INC to CHG... 153 Case 4: COL to CP... 153 CHANGING THE DELIVERY METHOD... 154 CHANGING THE FREIGHT RATES AND UNIT OF MEASURE... 156 Change the Freight Charge Rate on the Header... 156 Change the Freight Cost Rate on the Header... 156 Change the Unit of Measure on the Header... 156 LOT FREIGHT RATE... 157 Freight-In Charges and Costs... 158
Table of Contents Page vi 8. ADD-ON AND AUTOMATIC COSTS... 159 OVERVIEW... 159 Add-on Costs... 159 Restrictions... 160 Automatic Costs... 160 Restriction... 160 Product Installation Options... 160 COST ATTRIBUTION ENTRY SCREEN... 162 External Cost Attribution Entry... 162 Internal Cost Attribution Entry... 164 AUTOMATIC COSTING... 166 MATERIAL COSTS... 168 Specific Inventory Reservations Cost... 168 Average Costing... 169 Corporate Average Costing... 169 Specific Costing... 169 Non-Specific Inventory Reservations... 170 Purchase Order Reservation Costs... 170 Buyout Costs... 171 Un-Reserved Orders... 171 PROCESSING COSTS... 172 PWC Processing Cost Per Theoretical Weight... 172 Procedure to Calculate PWC Cost... 172 Changing the Item... 173 Applicability of the Cost per Theoretical Weight Feature... 173 Packaging and Skid Costing... 173 Packaging Cost... 174 Skid Cost... 174 FREIGHT COSTS... 175 ADMINISTRATIVE COSTS... 176 9. REMARKS PROCESSING... 177 OVERVIEW... 177 Restrictions... 177 MARKETING REMARKS... 179 HEADER REMARKS... 180 Restrictions... 180 ITEM REMARKS... 181 Defaulting Item Remarks... 181 Item Copied from a Customer Part Specification... 181 Item Created Manually... 181 ITEM REMARK TYPES... 183 Restrictions... 183 REMARKS ENTRY... 184 Copying Customer Remarks... 185 Adding and Changing Remarks... 185 Reviewing Remarks... 185 Copying Remark Template... 186 Replacing Remark Prompting Characters... 186 10. PRODUCTION SPECIFICATIONS... 187 OVERVIEW... 187 SPECIFICATIONS WINDOW... 188 Tolerances... 188 Restrictions... 189 Formula Used... 190
Table of Contents Page vii Packaging... 191 Pcs/Tag... 191 Max Skd Wgt... 192 Skid Type... 192 Specifications... 193 DELETING A PRODUCTION SPECIFICATIONS RECORD... 194 11. ORDER LOOK-UP AND INQUIRIES... 195 OVERVIEW... 195 ORDER LOOK-UP... 196 Header Page Look-Up... 196 Detail Page Look-Up... 197 OPEN ORDER INQUIRIES... 198 Access to Other Branches... 199 Product Installation Option... 199 ORDER INQUIRY MENU... 200 Order Selections... 200 Item Selections... 201 Order Indexes... 201 Inquiry Information... 202 SUMMARY INQUIRY SCREEN... 203 Summary Inquiry Blank screen... 203 Order Selections... 204 Selection Area... 206 Cus/PO... 206 IS/Cus... 206 OS/Cus... 206 Cus/Type... 207 Order Summary Completed Sample... 207 SALES ORDER HEADER INQUIRY SCREEN... 210 ITEM INQUIRY SCREEN... 211 Item Inquiry Blank Screen... 211 Order Item Selections... 212 Selection Area... 212 Cus/Prod... 213 Cus/Part... 213 Product... 213 Order... 214 Item Inquiry Completed Sample... 214 Blanket and Release Items Inquiry screen... 216 SALES ORDER ITEM INQUIRY SCREEN... 218 Completed and Deleted Order Items... 218 ORDER ITEM STATUS INQUIRY SCREEN... 220 Completed and Deleted Orders... 220 Blanket Order Items... 220 Order Item Status Inquiry Screen... 221 Order Item Section... 223 Finished Reservation... 224 Restriction... 224 Production Status Section... 224 Production Display... 226 Shipping Status Section... 227 Manifest Status Section... 228 Order Balance Section... 229 12. CROSS-REFERENCE INQUIRY... 231
Table of Contents Page viii OVERVIEW... 231 Restrictions... 231 Cross-Reference Inquiry Window... 232 GENERAL RULES ON HOW TO USE THE INQUIRY... 233 Displayed Codes... 234 Action Bar Options... 234 Extend Action Bar Option... 234 Inv Arc Action Bar Option... 235 Crd/Inv Action Bar Option... 237 Prf Action Bar Option... 237 ACCESS BY INVOICE/TRANSFER NUMBER... 239 ACCESS BY ORDER NUMBER... 241 ACCESS BY BILL OF LADING... 243 ACCESS BY CUSTOMER BY CUSTOMER PURCHASE ORDER NO.... 245 ACCESS BY CUSTOMER BY CUSTOMER PART NUMBER... 247 ACCESS BY CUSTOMER BY PRODUCT... 249 13. SELECTION ENTRIES... 251 14. PRINTING ORDER FORMS... 271 OVERVIEW... 271 Sold To Name and Address... 272 Automated Emailing of Sales Acknowledgements... 272 Branch Used to Verify the Product Installation Options... 272 Product Installation Options Controlling the Printing of the Order Forms... 273 Print Shipping Order Form... 273 Print Order Form... 274 Print Work Order Form... 274 Product Installation Options for the Order Forms Printing... 275 Barcoding... 275 Number of Copies to Print... 276 Contact Information... 276 Job Number, Name and Address on Shipping Order... 276 Primary and Secondary Printers... 276 Item Due... 276 Company Name and Address... 276 Ship-From Address Printing... 276 Fuel Surcharge... 276 Heat Number on Shipping Order... 277 Printing Tax and Exempt License Number on the Shipping Form... 277 Credit Log Printing... 277 Back Order Printing based on Balance Quantity and Value... 277 Back Order Printing based on the Order Item Balance Weight... 277 Note Printing... 277 Extended Description... 277 Printing Certificate Remarks... 277 Back Order Printing by Item Due Date... 278 Printing a Specific Type of Order Form... 278 Profitability Section... 278 Printing Inventory Reservations Information... 278 Profit Hold Log Printing... 278 Order Value... 278 On-Hand Tag Weight Printing... 278 Product Item Remarks Printing on the Work Order Form... 279 Printing the Measure... 279 Shipping Remarks on Work Order Form... 279
Table of Contents Page ix Printing the Theoretical Weight... 279 Printing an equivalent Charge and Unit of Measure... 279 Printing the Work Order Required Message... 279 Header Remarks on Work Order Form... 279 Decimal Gauge and Gauge Range Printing... 279 Salesperson Name... 279 Order Item Status... 280 Weight Printing on Shipping Order... 280 Range of Work Order Printing Dates... 280 Single/Multiple Items per Work Order Form... 280 Product Installation Options for Production Work Order Forms Printing... 281 Barcoding... 281 Number of Copies to Print... 281 Printing the Contact Information... 281 Printing the Job Number... 281 Print/Reprint function... 281 Name and Address Printing on the Form... 281 Minimum Amount Required for Printing an Item... 281 Print blank lines... 281 Extended Description... 281 Printing Certificate Remarks... 281 Printing of Incoming Product Information... 282 Printing of Inventory Location for Non-Specific Allocations... 282 On-Hand Tag Weight Printing... 282 Printing of non-specific Reservations... 282 Printing the Measure... 282 Order Item Shipping Branch and Production Sequence (PSQ) code... 282 Shipping Remarks Printing... 282 Percentage of Original Ordered Quantity for Printing and Item... 282 Salesperson Name... 282 Single/Multiple Items per Production Work Order Form... 282 Product Installation Options for Sales Acknowledgement Forms Printing... 283 Number of Copies to Print... 283 Printing the Color and Location of a Product... 283 Customer Currency Symbol... 283 Fuel Surcharge printing... 283 Printing the Company Name and Address... 283 Note Printing... 283 Extended Description... 283 Printing the Item Production Remarks... 283 Printing the Measure... 283 Printing an Equivalent Charge and Unit of Measure... 283 Printing the Salesperson Name... 284 Printing the Specification... 284 Printing the Order Amount... 284 Printing the Sales Acknowledgement... 284 Product Installation Options for Product Picking Ticket Printing... 284 Selecting the Zebra Printer Model... 284 FORMS DESIGNATION AND USAGE... 285 Sales Acknowledgement... 285 Sales Order... 286 Shipping Order... 287 Production Work Order and Work Order... 288 Product Picking Ticket... 289
Table of Contents Page x Combinations of Forms that can be Printed... 290 PRINTER ASSIGNMENT... 291 Sales Acknowledgements... 291 Sales, Shipping and Work Orders... 291 Order Forms Printer Assignment and Display in CS/IRIS... 291 Multi-Warehouse, Branch Direct and Transfer Order Shipments... 296 Other Branch Shipments... 296 Branch Direct Shipments... 296 Order Item Printing on Separate Printers... 296 Sales Category Work Order Printing Reference Table... 297 Work Order Printing... 297 Work Order Form... 298 Restrictions... 298 FORM PRINTING CHARACTERISTICS... 299 Sold-By/ Ship-From Name and Address on Generic Forms... 299 Sold-To/Ship-To Section... 299 Ribbon Line Area... 300 Test Certificate Information... 303 Order Header Remarks... 303 Product Information... 304 Shipment Quantities... 305 Production Specifications... 305 Item Charge Table... 306 Charge Table Print Layout... 306 Profit Analysis... 307 Inventory Reservations and Shop Instructions... 307 Shipping Remarks and Standard Messages... 309 Order Totals... 310 C.O.D. Orders... 311 SELECTION ENTRIES... 312 Sales Acknowledgement... 312 Order Printing/Reprinting... 314 Restrictions... 314 Selective Order Forms Reprinting... 315 PRODUCTION WORK ORDER FORM PRINT... 321 Printer Assignment... 321 PWC Printer... 321 Form Printing Characteristics... 321 Printing Based on Order Item Shipping Branch... 322 Printing of Order Items... 322 Selection Screen... 323 Production Work Order Sample... 324 PRODUCT PICKING TICKET... 325 Printer and Stock Characteristics... 325 Product Picking Ticket Reference Table... 325 Printing Product Picking Tickets... 325 Printing Tickets from the Sales/Transfer Order and Credit Release Functions... 325 Selective Printing of Product Picking Tickets... 326 Conditions for Printing... 326 Product Picking Ticket Layout... 327 Body of the Ticket... 327 Ticket Stub Section... 328 Sample Product Picking Ticket Layout... 329 Product Picking Ticket with Barcoded Information... 330
Table of Contents Page xi Product Picking Ticket without Barcoded Information... 331 WORK TAGS... 332 Printer and Stock Characteristics... 332 PRINTING LARGE-SIZED WORK TAGS... 333 Overview... 333 Conditions for Printing... 333 Restrictions... 333 Work Tag Printer... 333 WORK TAG LAYOUT... 334 Body of the Ticket... 334 Sales Order Information... 334 Remarks... 334 Sales Order Item Information... 334 Allocation Information... 334 Incoming Reservations... 335 Work Tag Sample... 335 PRINTING SMALL-SIZED WORK TAGS... 336 Restrictions... 336 Work Tag Format... 336 15. ORDER REPORTS... 337 OVERVIEW... 337 General Open Order Reporting Standards... 337 Revenue and Costs... 337 Profit Calculations... 339 SALES ORDER AUDIT REPORT... 340 Selection Screen... 340 Report Printing... 341 OPEN ORDERS BY BRANCH/SALESPERSON/CUSTOMER... 342 Selection Screens... 342 Report Printing... 343 OPEN ORDERS BY BRANCH/SALESPERSON/PRODUCT... 345 Selection Screens... 345 Report Printing... 346 OPEN SALES ORDERS BY PRODUCT... 348 Selection Screens... 348 Report Printing... 349 ORDER ITEM EXPEDITING REPORT... 351 Selection Screens... 351 Non-Specific Reservations Selection... 352 Insufficient Finished Goods Selection... 352 Insufficient Reservation Selection... 353 Report Printing... 353 Totals on the report... 354 ORDER PRINTING CONTROL... 356 Selection Screen... 356 Report... 356 Report... 357 ORDER FULFILLMENT REPORT... 358 Report Detail... 358 Product Lines... 358 Order Lines... 359 Examples... 360 Case A... 360 Case B... 360
Table of Contents Page xii Case C... 360 Case D... 361 Case E... 361 Report... 362 EXECUTIVE OVERVIEW REPORT... 364 Overview... 364 Selection Entry Screen... 364 Report Sample... 365 Interface with esteloemtoll... 368 Restriction... 368 MATERIAL SOURCE EXCEPTION REPORT... 369 BILL OF LADING MILL/HEAT REPORT... 371 16. BOOKINGS... 373 OVERVIEW... 373 Restrictions... 373 SALES TARGET BY PRODUCT GROUP... 374 SALES TARGET BY SALESPERSON... 375 BRANCH SHIPMENTS... 376 SCORE INQUIRY... 377 STANDARD SELECTIONS... 379 BOOKING ANALYSIS... 380 Report Printing... 381 BOOKING TREND... 384 BOOKING BY SALESPERSON... 386 Reports... 387 DETAIL BOOKING... 391 Report Layout... 391 New Orders... 392 Profit Percentage... 392 DAILY OPERATING REPORT... 394 Features and Functions... 394 Gross/Net Profit Calculations... 395 Bookings... 395 Today s Order Section... 396 Month-to-Date Orders Section... 396 Year-to-Date Orders Section... 397 Restriction... 397 Sales... 397 Today s Sales Section... 397 Month-to-Date Sales Section... 397 Year-to-Date Sales Section... 398 Open Orders... 398 Restrictions... 398 Inventory... 399 Incoming POs... 399 Open Receivers... 399 Cash Receipts... 399 Open Bills of Lading... 400 Open Receivables... 400 Report Sample... 400 ORDER WEIGHTS OVERRIDDEN REPORT... 404 Restrictions... 404 Report Sequence... 404 Report Totals... 404
Table of Contents Page xiii Report Field Description... 405 Report Sample... 406 17. COUNTER SALES PROCEDURES... 407 OVERVIEW... 407 GENERAL INFORMATION... 408 Prerequisite... 408 Reference Table Setup... 408 Delivery Methods... 408 Payment Terms Validation... 409 Credit and Profit Verification... 409 Profit Verification... 410 Reservation Verification... 410 Restriction... 410 Workflow Messages... 410 SUMMARY OF OPTIONS... 411 Miscellaneous Customer: Always a Cash Order with Customer Pick-Up... 411 Cash Order with Customer Pick-Up... 411 Cash Order with Material Delivered... 411 Account Order with Customer Pick-Up... 411 Account Order with Material Delivered... 412 ADDING AN ORDER THROUGH THE COUNTER SALES PROCESS... 413 Quote Entry... 413 Converting a Quote to Sales Order... 413 Counter Sales Order Header... 414 Order Header and Item Status Update... 415 Back Orders... 415 CASHIER PAYMENT PROCESSING... 416 Cash Register Unpaid Orders... 416 Cash Register Payment... 418 Cash Register Refund... 419 Paid Orders... 420 Cash Register Advance Payment... 421 Cashier Total... 422 Deleting an Order on the Cashier Payment Queue... 422 Cashier Payment Queue Cleanup... 422 CHANGING A SALES ORDER... 423 Restrictions... 423 Counter Sales Change Order Screens... 424 RETURN MATERIAL AUTHORIZATION... 426 FORM PRINTING... 427 Counter Receipt (orfcrp)... 427 Product Installation Options for the Counter Receipt... 428 Standard Messages... 428 Counter Receipt Printing/Reprinting... 428 Form Sample... 430 Pick Ticket (orfpkt)... 431 Printer Assignment... 431 Product Installation Options for the Pick Ticket... 431 Standard Messages... 432 Form Sample... 433 Work Order Form... 434 CASH REGISTER JOURNAL... 435 Selection Entry Screen... 435 Report Sample... 437
Table of Contents Page xiv INVOICE AND GENERAL LEDGER UPDATE... 438 Cash Order with Customer Pick-Up... 438 Invoice Entry Generation and Modification... 438 Invoice Update... 438 Invoice Printing and Invoice Archiving... 438 General Ledger Update... 438 Cash Order with Material Delivered... 439 When the Order is paid in the Cashier Payment Queue... 439 When the Material is Shipped on a Bill of Lading... 439 Account Order with Customer Pick-Up... 439 Invoice Entry Generation and Modification... 439 Invoice Update, Invoice Printing and Invoice Archiving... 439 General Ledger Update... 440 Account Order with Material Delivered... 440 18. PERIODIC PROCEDURES... 441 ORDER COMPLETION AND DELETION UTILITY... 441 Order Completion Options... 441 Order Deletion Options... 442 Order Header Verifications for Completion... 442 Order Item Verifications for Completion... 442 Balance Quantity Verification... 442 Balance Amount Verification... 443 Order Header Completion... 443 Order Deletion... 443 Conditions for Deletion... 443 Restriction... 443 Completion or Deletion failure... 443 Deleting the Contact Information Record... 444 ORDER COMPLETION AND DELETION LOG... 445 Log Printing... 445 Restriction... 445 Log Sample... 446 ORDER CROSS-REFERENCE TABLE CLEANUP UTILITY... 447 RESERVATION CLEANUP UTILITY... 448 Restriction... 448 HIGH LINE NUMBER ALLOCATION REPORT... 449 INTERFACE WITH BOOKING... 450 Special Case... 450 Ensuring Correct Bookings Calendar Creation/Bookings Table Re-initialization... 450 Correcting Bookings Table Problems... 450 APPENDIX A... 451 USER MENU OPTIONS... 451 APPENDIX B... 453 COMPLETION AND DELETION ERRORS... 453 Completion Errors... 453 Deletion Errors... 454 APPENDIX C... 457 DISTINCTION OF MATERIAL ORIGIN OVERVIEW... 457 DISTINCTION OF MATERIAL ORIGIN... 457 Source... 457 Material Origin... 458 REFERENCE TABLES... 459 MATERIAL RESERVATION... 460
Table of Contents Page xv Order Fulfillment Change Mode Restrictions... 460 Quote Entry... 461 Sales Order Entry... 461 Invoice Entry... 462 Index... 463
Table of Contents Page xvi
1. OVERVIEW The Order Processing functions include all Sales Order processes required to enter and maintain Sales Order information including those Sales Orders converted from estelquote. These functions also cover Sales Order forms printing, reporting and inquiries. The functions include: Order Entry Includes: Adding new orders Changing and deleting of orders and items Copying of orders and items Immediate/Selective form printing Sales, Shipping, Work Order and Production Work Order printing Open Order Inquiries Open Order Reports Order Bookings Inquiries and Reports The Order Processing processes also include all common functions used in different programs such as estelquote, Bill of Lading Entry, Invoice Entry and Service Purchase Order Entry. These processes include: Item Charges Inventory Reservations Reservation against Incoming Transfer Requisitions Freight Charges and Costing Item Costing Remark Processing Production Specifications Periodic Procedures
1. Overview Page 2 MAJOR FEATURES PROVIDED Multiple Charges per Order Item with each one classified as a Material, Processing, Freight or Other Charge. Customer Charges broken down into different revenue classifications for internal sales accounting. For example, a total delivered price to the customer can be broken out into Material, Processing and Freight Revenue components for sales analysis purposes. Charging of each Order Item based on one of the following Charge Quantity Types: o Actual Weight o Theoretical Weight o Higher of the Actual or the Theoretical Weight o Enhanced Weight o Gross Weight For foreign customers, and foreign freight vendors, ability to select whether to use a Fixed or Variable Exchange Rate. Handling of Counter Sales procedures and immediate pick-up of material by the Customer. Possibility for each Order Item to be shipped by a different Branch from the Selling Branch to handle own Branch as well as cross-branch shipments. Ability to reserve material located in another Branch. This generates an Inventory Transfer Request to the other Branch. Ability to create and print a Transfer Order from within the Order Item through the Transfer Requisition function. Ability to select multiple Product Items from the estelview Stock Available screen and automatically reserve them to the Order Item. Verification of the Customer credit during Order Entry as well as when printing Order forms to help prevent loss from bad debts. Optional Profit Verification to ensure that customer orders are profitable to your organization. Ability for Salespeople to reserve inventory against specific inventory, Incoming Material Purchase Orders, Transfer Orders or Transfer Bills of Lading, as well as a non-specific inventory grouping so that the net material availability is updated. Automatic calculations of all figures for Revenue, Costs, Profit, Profit Percentage so that the Order and Invoice totals and profitability can be reviewed on-line by Sales or Order Entry personnel. Ability to restrict access to Cost figures in Sales Orders, based on the User Group. Availability of Order and Invoice accounting and management information for all Orders entered, shipped, billed and Open Order Status.
1. Overview Page 3 Order booking and shipment analysis information provided by Customer, Product, Branch and Company on a daily, monthly and year-to-date basis. Ability to interface with the Production Schedule. Distinction of Material Origin. Ability to restrict use of material based on the country or region of origin.
1. Overview Page 4 ORDER TYPES The following types of orders are handled by different functions. Sales Orders Reference Prefix SO B Blanket N Normal R Release S Standard Transfer Orders Reference Prefix TO T Transfer estelquote Reference Prefix QT Q Quotation All Order Types are stored in the same physical files and share the same forms printing, inquiries and report functions. All standard functions are discussed in the Sales Order manual, however any specific function is discussed in its corresponding manual. Blanket Orders Used to create a standing Order for a customer s Purchase Order that can be copied for individual Release Orders. This maintains a total of the shipments to date against the Blanket. (Details of the shipments and invoices are kept at the Release Order level.) Blanket Orders are not submitted for Credit Verification nor can they have Work Order or Shipping Order forms printed for them. Normal Orders Used to create a one-time Order for a customer s Purchase Order. This is the default Order Type. Release Orders Created by copying a Blanket Order. As shipments are made, the Blanket Order balance is updated to reflect the total weight and value shipped on the Release Orders.
1. Overview Page 5 Standard Orders Used to enter often-repeated orders which involve a standard product, remarks, charges and costs for items frequently purchased by the customer. It does NOT contain any reservations nor is it printed as a Work Order. There is limited availability of Standard Orders on reports and inquiries. Transfer Orders Created through the Transfer Order Entry program or automatically by using the Transfer Requisition function, Transfer Orders are used to move material from one Branch to another or from one Warehouse to another within the same Branch. Refer to the Transfer Orders manual for more information. Quotation Created using estelquote. The quote is used to enter customer inquiries about prices and inventory availability. Inquiries can be saved as a Quote and transferred to Sales Order. Refer to the estelquote manual for more information.
1. Overview Page 6 SELLING BRANCH Vs SHIPPING BRANCH Every Sales Order has a Selling Branch that is responsible for booking and invoicing the order. This is stored at the Order Header level. Each order item also has a Shipping Branch that is the Branch that actually ships the order to the customer. Normally, the Sales Order is shipped by the Selling Branch from its own inventory. If there is no stock available at the Selling Branch, the order or selected items from the order can be shipped from another Branch directly to the customer, or the items can be reserved from another Branch s inventory and transferred to the Selling Branch. The Selling and the Shipping Branches of a Sales Order normally default to the Branches defined in the User Defaults of the person entering the Order. The default Branches can vary, however, if you set the SBR=X Product Installation Option. If set to Y- Yes, the Selling and Shipping branches default to the Customer s branch as defined in the Customer reference table record. When the Selling and Shipping Branches of a Sales Order come from the User Defaults, they are allowed to be different. You can force the Shipping Branch to be the same as the Selling Branch, if you set the SHB=X Product Installation Option. If set to Y-Yes, the Shipping Branch defaults to the Selling Branch when a new Order is created. Both the Selling and Shipping Branch can be overridden if you have access to other Branch s transactions. (NOTE: If the SBR Product Installation Option is set to Y-Yes, then you can enter Orders for all branches regardless of your Branch Access rights). There can only be one Selling Branch per Order but there can be a different Shipping Branch for each Order Item. If a Customer s Order Item is to be shipped from two different locations, then you must create a separate Item for each different Shipping Branch. Example: An order contains three items. Items 1 and 3 are to be shipped from the Selling Branch while Item 2 is shipped from another Branch. You must override the Shipping Branch on Item 2 with the other Shipping Branch. When the Order Item is entered and the Shipping Branch is overridden to be different from the Selling Branch, then, based on the Product Installation Option DSR=X, a pop-up Branch Direct Shipment Request window is displayed and you can enter pertinent information about the Sales Order Item. You can print the Requisition for future reference or fax it to the Shipping Branch. The Sales Order can be reserved against the Shipping Branch s inventory so that material is reserved immediately for the item. The Shipping Branch can ship this material or substitute other material as appropriate to its inventory position and the customer s requirement. The Work Order Form is printed at the Shipping Branch so that the shipment can be prepared. The Sales Order itself, including the Branch Direct items, is still controlled and invoiced at the Selling Branch. If there are any changes to the Sales Order Item, the changes are made at the Selling Branch and a new Branch Direct notice is sent to the Shipping Branch showing the changes. This provides a cross-reference to the Shipping Branch in case there are any changes to the product or quantity ordered that need to be
1. Overview Page 7 changed at the Shipping Branch before the Order Item is shipped. When the Shipping Branch ships the Order Item, the Selling Branch s Order is updated to reflect the quantities shipped. The Item must be invoiced at the Selling Branch. The Accounts Receivable is updated using the Selling Branch s number. The Sales Analysis and Sales Journal files for the Order Item contain both the Selling and Shipping Branch numbers so that management reports can be obtained for cross-branch transactions.
1. Overview Page 8 Selling Branch Receives Order Selling Branch Enters Order Item entered with Shipping Branch Item reserved against Shipping the Branch's Inventory or Incoming PO Sales Printed Acknowledgement by Selling Branch Order reviewed for Credit at Selling Branch Branch Direct Shipment Request sent to Shipping Branch Credit OK - Print full Order Sales at the Selling Branch Shipping Order Printed at Shipping Branch Work Order Item Printed at Shipping Branch Order Item Shipped by Shipping Branch Order Item Billed byselling Branch Order Flow for an Order taken at one Branch and Shipped by Another
1. Overview Page 9 ORDER STORAGE AND TRACKING In order to provide management with the means to track order activity, a Sales Order is kept in the open order files until it is completed. An order can be completed by shipping and invoicing some or all items, by manually deleting the remaining items, or it can be automatically completed by the Order Completion Utility that is executed daily in the End of Day procedure. Credit control is integrated with the open Sales Orders so that the Credit Department can review orders on credit hold, release orders and add a Credit Status code to those orders that are still being reviewed. Refer to the Accounts Receivable manual for details on Credit Hold functions. While an order is open, it can be accessed using any of the Order Entry, Production, Bill of Lading or Invoicing functions. Order Status Inquiries and reports can be used to view the status of the item and to view the details of the order. Once an order is completed, it can only be accessed using the Order Inquiry functions. This helps management review the closed orders. Based on the Product Installation Option DAY=999, completed orders are deleted from the order files and are thus no longer accessible for inquiries and reports.
1. Overview Page 10 ORDER STRUCTURE This diagram shows the components and relationship of the information kept for an order. ORDER HEADER (1 per order) Order Header Information (1 per order) Header, Global Allocation and Shipping Remarks (3 types, 99 lines/type) Order Totals (1 per order) ORDER ITEM (999 per order) Billing Information (1 record per item) Order Item Totals (1 record per item) Cost Attributions (99 lines per item) Production Specifications (1 set per item) Item Remarks (Types D, I, O, P, W) Incoming Reservations (5 types, 99 lines per type) (99 records per item for PO) (99 records per item for TO) (99 records per item for Tfr BL) Transfer Requisition (1 record per item) Inventory Reservations (999 combinations per item) Non-Specific Reservations (1 per Item) Specific Reservations (up to 998 per Item) Transfer Order Req (1 per Item) Allocation Remarks (up to 5 lines/res)
1. Overview Page 11 All Orders share some common information and functions but have additional functional requirements to control the processing and information needs of the company. Order Header Information Order Header Header Remarks Global Alloc Rmks Shipping Remarks Order/Item Totals Contains the Customer and/or Branch, transaction classification information, various dates and reference information required to handle the order. Contains general remarks concerning all items on the order. Contains general work order instructions applicable to all items on the order. Contains general remarks concerning the shipping instructions for all items on the order. Contains the totals for revenue, Costs, Profit and Profit % plus sales taxes, etc. Order Detail Information Billing Detail Cost Attributions Item Remarks Production Specs Reservations Contains the basic Order Item information including the product to be sold or handled for the transaction. It also includes all fields about the Item including the Order Status, Product sold, Material Price, Misc Charges, Sales Tax and codes used to classify the type of sale, etc. Contains the detailed breakdown of costs for the Order Item. This is divided into Internal Costs and External Costs. Refer to the Add-on and Automatic Costs chapter for details. Includes the different types of remark lines based on where the information is to be displayed or printed. Refer to the Header and Item Remarks chapter for details. Identifies the detailed production specifications for the item that are printed on the Work Order and are used in the estelpro or estelman production applications. Refer to the Production Specifications chapter for details. Includes the inventory products reserved for the item. These are subdivided into specific and non-specific reservations as well as Allocation Remarks. Refer to the Inventory Reservations chapter for details.
1. Overview Page 12 Incoming Reservation Transfer Requisition Identifies the Purchase Order, Transfer Order and/or Transfer Bill of Lading Items that are reserved against the Order Item. Refer to the Reservations Against Incoming Material chapter for details. Contains the Transfer Requisition information used when creating a Transfer Order from Order Entry. Refer to the Transfer Requisition chapter for details.
1. Overview Page 13 ORDER PRINTING FUNCTIONS produces several forms that are related to the Order Processing functions. Some of these must be used in conjunction with each other as they require specific procedures to be followed and provide a tie-in to various computerized functions. All forms are designed for use with completely blank paper or with partially blank paper that has a preprinted company logo at the top. This methodology reduces the number of different kinds of forms that must be purchased. A definition of each type of form is listed below. Sales Acknowledgement Sales Order Shipping Order Work Order The form printed and sent to the customer after the order is entered to confirm the details of the order. The control document that contains all items on an order along with the prices and costs for follow-up in the Sales Department. The packing slip that contains all order items and is printed and distributed to the warehouse for use in the preparation of the order for shipment. It contains the full detail of the customer s order and shipping instructions for use in shipping the order. An optional form that contains the product, processing instructions and inventory reservations used to prepare the material for shipment. Based on a Product Installation Option, WKF=X, this form can print all items for the order or only one item per form depending on the arrangement of the Warehouse and Location of processing equipment. Bill of Lading Invoice A pre-printed, multi-part form used to ship a Customer s Order Items by common carrier. The Bill of Lading preparation requires the entry of the items that are to be shipped along with the detail of each product or tag to be shipped. Refer to the Shipping manual for details. The invoice to the customer for any shipments made from the Bill of Lading form or the Shipping Order form. Refer to the Invoicing manual for details.
1. Overview Page 14 Customer Inquiry Customer Order Entry Order Acknowledgement Form Sales Order Form Work Order Form (Option 1) Shipping Order Form (Option 2) Bill of Lading Entry Bill of Lading Form Work Order Form Work Order Form Work Order Form Forms Printing Options
1. Overview Page 15 CREDIT, PROFIT, PRODUCTION AND SHIPMENT HOLD provides a number of points at which orders can be held back from further processing, form printing, production or shipment due either to credit problems with the customer or to production related issues. Three separate sets of Order Hold codes are maintained for each order and operate independently of each other. Credit Hold The Credit Hold is an optional set of functions for those companies that require a detailed calculation of credit exposure for each customer prior to releasing an order for production. The Credit Hold functions are used to suspend processing of an order subject to credit review of the customer s account. Details of the criteria used to hold the orders are listed in the Credit Verification section of the Accounts Receivable manual. When an order is placed on Credit Hold, the Sales Acknowledgement can be printed but the Order forms cannot be printed unless the CRD Product Installation Option is set to print the forms regardless of the Credit Hold code. However, the order cannot be shipped using the Bill of Lading function, nor can it be invoiced, as the Credit Hold status prevents the action. For an order to be printed, it must be subjected to credit review. If the order exposure is accepted, the order will be printed. The order is subjected to a second credit review and may be held again if the value is later changed to be greater than the released value or is sufficient to place the customer s account over its credit limit. To release an order from Credit Hold, you must call up the Credit Release function and approve the order for printing. Information about the order, its credit status, the Hold and Release information is kept for Credit Department follow-up purposes. This information is available up to the time the order is deleted. Profit Hold/Verification A Profit Verification function that occurs at order printing time helps you to monitor and control the profitability of all Sales Orders as they are initially entered or later modified. A company-defined Net or Gross Profit Percentage is used to identify the Orders whose profitability is low. These Orders are put on Profit Hold until they are reviewed and released by the Sales Manager. This function is integrated with the Automatic Credit Verification function. Refer to the Profit Verification Function chapter of the Accounts Receivable manual for details.
1. Overview Page 16 Production Hold The Production Hold function is used to stop an order from being processed, produced or shipped if the order is not completely entered or the customer postpones delivery of the order to a later date or there is a problem with the order during the production cycle. An order can be placed on Production Hold at any time; it is not contingent on the Credit Department review of the order. All that is required to put an order on Production Hold is to set the Production Hold code to Y-Yes. Once the order is on hold, it cannot be printed, processed or shipped using the Bill of Lading functions. Shipment Hold The Shipment Hold function is used to stop an order from being shipped if the order is not complete or the customer postpones delivery or there is a problem with the order during the production cycle. An order can be placed on Shipment Hold at any time; it is not contingent on the Credit Department review of the order. All that is required to put an order on Shipment Hold is to set the Shipment Hold code to Y-Yes. Once the order is on hold, it cannot be shipped using the Bill of Lading functions.
2. ORDER ENTRY OVERVIEW The Order Entry function is used to add, change or delete Sales Orders and Order Items for customers up to the point at which the Order is shipped and invoiced. Orders are composed of a number of different screens, some of which are optional, that are used to enter the order information, reserve inventory, enter costs associated with the order as well as production specifications, transfer requisitions and remarks. Order Entry is composed of the following screens: User Defaults window Order Header Sales Order Defaults window Freight Defaults window Sales Order Header screen Header Remarks screen Order Totals window Order Item Order Item screen Sales Order Item Reservation screen Non-Specific Reservations Specific Inventory Reservations Item Remarks screen Reservations against Incoming material window Specifications window External/Internal Costs screen Item Totals window Transfer Requisition window Production Schedule window Transaction Scheduling screen
2. Order Entry Page 18 USER DEFAULTS The first time you access the Order Processing program, the following User Defaults window is displayed. User Defaults Sls Cat BS Source Status E Ref Brh PHI Ship Brh PHI IS Slspsn DG Buyer SO Date 12/07/04 Wrk Ord Dt 12/07/04 User Defaults window The User Defaults fields must be entered. They are stored permanently by Login ID for use in Order Entry each time the Order Entry function is called up. That way, they can be tailored to each person who is entering orders and thus save entry keystrokes and time. They are automatically applicable to all orders entered in each entry session unless changed. The User Defaults window only appears if the fields are blank and must be defined. To override any of the fields, once they have been saved, you must access the window again by pressing <Shift F7> at the Order number field. The changes are then again stored permanently. Field Name Default Validation Description Sls Cat Source Status Sales Category & Allocation Source Reference Order Status Ref Brh User s Brh Branch Reference Ship Brh User s Brh Branch Reference IS Slspsn Buyer Slsperson Reference The default Sales Category (Sales Allocation) used for all new Orders created in the session. The default Source code used for all new Orders created in the session. The default Order Status code used for all new Orders created in the session. The Branch responsible for making the sale. This is the Branch under which the Credit is reviewed and under which the order must be invoiced. Can be overridden if you have multiple branch access rights. The default Shipping Branch used for each order item to indicate who delivers the material to the Customer. The Inside Salesperson responsible for taking the order. The Product Installation Option, SLP=X, controls whether to use the Inside Salesperson entered in the User s default or from the Customer or Customer Ship-To account on the Order Header. Not applicable in Order Entry. Used in estelquote when converting a Buyout to a Purchase Order.
2. Order Entry Page 19 Field Name Default Validation Description SO Date System Date Valid Date greater than or Equal to System Date The default Sales Order Date to be used for all new Orders created in the session. Unless modified in the User Defaults window, if the current date is less than the System Date, the System Date is moved to the Order Date but can be overridden. Wrk Ord Date System Date Valid Date greater than or Equal to System Date The default Work Order Date to be used for all new Orders entered. Unless modified in the User Defaults window, if the current date is less than the System Date, the System Date is moved to the Order Date but can be overridden. Exception If the SBR=X Product Installation Option is set to Y-Yes, the Selling and Shipping branches default to the Customer s branch as defined in the Customer reference table record. If the SHB=X Product Installation Option is set to Y-Yes, the Shipping Branch defaults to the Selling Branch.
2. Order Entry Page 20 ADDING A NEW SALES ORDER The following screen is displayed once the User Defaults window is saved. You can access the User Defaults window using <Shift F7> from the Order number field. Type Sales Order Header SO No PHI- Sold-to Ship-to Slspsn IS- OS- Frt Resp Dlv Mth Trm Pymt Cry Frt Charge / Status Due Date Frt Cost / Prn Hold Order Date Vendor Ship Hold Wrk Ord Dt Ship Via Cr Hold - Promise Dt Route-Stop - Ship Brh Whs FOB Pt Cus PO No Tx Rgn Apl Licence No Release No 1 Job Number 2 Sales Cat Source 3 Bko Alwd Metric Mail 4 Test Cert Chem Phy Typ Shp Inv Frm Prt Ack Prt UD 1-Copy Order Blank Order Header screen Action Bar Copy Order Action Calls the Copy Order window. Refer to the Copying an Existing Order section for details. Adding an Order Header The Order Header information is used to identify the Customer, Shipping Address and other order information required for processing the order and allocating sales credit and accounting information. When the Header screen is displayed, the Branch defaults from the User Defaults. You can change the defaulted code to any valid Branch if you have multi-branch access, by pressing <Esc> from the Order number field. If you are using manual numbering (User Menu Option m ), you must enter the Order number to proceed with the entry. If you are using the automatic numbering system, simply press <Enter> from the Order number field and the Order number is automatically assigned from the Controlled Reference number table. As long as the Order Header has not been saved, you can cancel the Header page entry at any time by pressing <F4>. A message Do you really want to cancel entry? is displayed. Enter Y-Yes to cancel or