Sales Orders

The following commentary identifies a number of features that, hopefully, provides a sufficient degree of information for you to identify whether this free resource might be worthy of investigation. If you have any queries that you would like an answer to please send an email and you will receive a response.

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Customer Identification: Retains the legacy of an eight character identifier from the historic link with Sage Accounts as well as the ability to record associated tax codes, currency and multiple addresses for each customer.

Multiple Data Entry Methods: Recording customer sales orders is undertaken in any number of different ways. Initial orders may be identified by entering product requirements on a line by line basis with subsequent simplification being affected when users simply elect to Repeat a previous order to create a later order that may then be subject to individual item adjustments. Customers may be linked to a telesales activity by being associated with that activity for a particular day of the week) and users may elect to review past sales order and shipment details whilst recording details of a new customer order.

Product Pricing: Linked to an associated unit-of-measure with users able to denote a stated price relative to an associated quantity that is identified internally using the Roman characters I, V, X, L, C and M to denote their numeric values of 1, 5, 10, 50, 100 or 1,000. This expands the degree of precision associated with line price from four to seven decimal places, although this is a level of accuracy that is not regularly encountered.

Business Processes: Users are able to allocate current inventory, plan intended shipments and raise numerous documents such as a sales order confirmation or a picking note showing inventory details. The flexible mechanism that is used in the production of documents is reliant upon the availability of Microsoft Office and is an area in which there is usually a need for some site specific development that can easily be completed by somebody competent in using these tools.

Order Shipment: Users may select an individual order and elect to confirm the constituent items that reflect an individual shipment to the customer; having possibly preceded this activity and flagged a large, or even limted, order as eligible for automatic shipment in order to reduce keying where sufficient inventory may be available for any number of outstanding items. A traffic light feature (red/amber/green) on the Sales Order List window provides a clear indication to users of the inventory position for each order line as well as identifying the lowest line status for each sales order.

It is feasible that product shipment details can be driven by hand held scanning equipment and reduce the need for any form of manual entry. Inventory checking may be implemented as an optional check with users having the optional ability to override any warnings issued.

Inventory Transfer: A sales/return facility that mirrors much of the same activity as a sales order but without the generation of a shipment record that would be used to raise a chargeable invoice. The latter is performed at a later stage through user identification of items that have been "used" by the customer as a consequence of an inventory checking process.

Inventory Traceability: Shipped product that is flagged as traceable (either supply chain or individual batch) directs the user to confirm details of the specific inventory that has been despatched. This may be ignored at this stage and delayed until some later time. A traffic light feature (red/amber/green) on the Shipment List window provides a clear indication to users of those shipments that require attention.

Back To Back: When entering or maintaining sales order line details the user may elect to link the line to a purchase order line for the same item. At the point of supply chain delivery being recorded an advisory message would be issued to inform that the goods being received could enable onward shipment to one or more customers.

Exchange Rate: May be defined for each sales order that is recorded for any customer identified as trading in a currency that is not the defined base currency.

Cost Recording:Related sales order or shipment supply chain costs such as third-party delivery charges or subcontract warehousing charges may be linked to these elements with subsequent action being taken to have those costs confirmed and reflected in the purchase ledger.

Customer Invoicing: Either driven by the shipment process whereby the latter simply identifies a sales invoice OR a more complex scenario involving a consolidation activity in which the user is able to selectively identify items from multiple shipments, including partial quantities, that will constitute a requested payment from a customer.

Payment Matching: Payments received are matched to any outstanding invoices, down to shipment line level, enabling users to adopt relatively detailed credit control activity without recourse to their implemented "accounts" application.

Paperless: A flexible user defined "linking" feature permits any number of external files (PDF, workbooks, Word documents) to be associated with a sales order. Examples might include a copy of the originating customer order, associated correspondence and in fact any relevant paper based information that might be digitised.

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