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Table of Contents

Sales orders in General

A Sales order keeps track of:

• The amount the customer ordered
• Any promotions or discounts that were applied
• The amount that was picked
• It knows how the product is to get to the customer
• The amount that was despatched or delivered
• It links all the related financial documents together (invoices, credit notes, COGS (cost of goods sold) journals)
• It tracks when things happened, who did them and any changes that were made

Recommended Orders

The system can recommend order quantities using customer recent history of items they regularly purchase.

Sales Reps and Telesales entering Orders

To rapidly enter a sales order without distraction there two slightly different different businesses may use simplified order views (Recommended and History) that have common features :

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 A simple order screen example - and where values come from

1. Order number is created on saving the order (note that it currently has "AUTO" - indicating the next sequential number will be used when saved.
2. Totals - is the order total
   1. When the order is first opened it shows the $ if the recommended order amount was placed where a recommended order is used
   2. When you start entering order quantities - this value then shows the order value
3. Units is the number of cartons on the order - useful for organisations with limited storage space
4. Person Placing Order - can be a mandatory field - allows capture of the person who placed the order
5. Department - if the Company has departments - then they are available in this list.  Changing the department may change the contact referred to.
6. Contact, contact phone
   1. Default value
      1. If a customer department (eg Grocery) is chosen this is replaced with any contact on the debtor linked to the that customers department
      2. Otherwise default comes from the Company card details
7. Department - if the Company has departments - then they are available in this list.  Changing the department may change the contact referred to.
8. To : is the delivery address the product is to be delivered to
   
   1. The list comes from the list of addresses marked as delivery addresses on the Debtor - this the Customer this is the address details that show when you double click on one of the debtor .addresses
      1. 
9. Delivery by - is who provides how the goods are transported to the end customer
   1. Options in the list
      1. Our Vehicles - indicates our own trucks drop product directly at the customer
      2. Rep / Other Employee - indicates the order will be taken directly to the customer by an employee - normally a sales rep who will visit the store
      3. Buying Group - When a customer is part of a buying group - often you will deliver to the buying group DC (Distribution Centre), the buying group will then deliver to store.  This is common with very large organisations.
      4. Courier Pickup - when an external company will pickup the goods and take them to the customer
      5. Customer Pickup - when the customer will send their own vehicle to pickup the goods.
   2. Default
      1. The Debtor has The Customer has a default value that is showing in the screen.
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10. A new line can be added;. You can search for the item you want to add, then enter a qty and save to in order
11. Delivery Charge - is an additional charge on the sales order for delivery
    1. Auto -
       1. Company wide settings on Host Company
       2. Delivery Zone calculations for customers Delivery Zone
       3. a system calculated charge based on looking up a table by branch
       4. Setup delivery charges per branch (if using branches) on the Host Company
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    2. Manual - when a manual value is entered into the system
    3. None - when delivery charge is being waived
       1. note the customer can be flagged as "Never charge freight"
    4. Yes - when a delivery charge will apply but is not yet known

On the bottom part of the screen

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1. 1. Delivery charges are re-calculated with changes until Authorised status (and not after that - ie after short picking)

Managing the Sales Order

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1. Save button saves the order
2. Clear button clears the screen
3. Edit button has other actions that can be taken on this order
4. Status button allows for user to change to available statuses
5. The status is visible at all times (not note this image shoes it shows the order as "Not -submittedSubmitted")
6. Create Order button - saves the order as described and is only visible while the recommendations are still visible
7. Based on Cycle allows you to change the cycle and recalculate the recommended quantities to order
8. The promotion wizard allows you to review the promotions available to this customer and add items to the sales order

Gross Profit Calculation

Gross profit is only visible to users with secure feature "Sales Manager" - see Secure Features

The Gross Profit Calculation is as follows

GP = (Discounted Value of order - COGS) / Undiscounted Value of Order

Different Views in the Sales Order Grid

The Grids

There are a number of sales order screens in the system

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For different customers it may be appropriate to see different information in the sales order grid

Recommended Order Grid

Columns - product category, Item number, Item Description, Cartons per week for this customer, seasonal trend, Suggested order qty, $ each, Order Qty (touch friendly)

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For customers who do not have a system that tells them how much to order

For customers who order regularly

Helps to ensure that all products will run out about the same time - to avoid deliveries for a few products between

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ordersThe system recommends the qty of each stock line to purchase using

1. Rate per week (based on last 13 weeks or 5 orders)
2. Plus Trend
3. Time to next order (Order cycle)

Great when you want to change the order cycle and still ensure you get enough stock to last until the next order

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Historical Order

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Grid

Item Code, order qty (touch friendly), qty delivered 1 week ago (qty ordered if different), qty ordered 2 weeks ago (qty ordered if different), etc

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For customers who order frequently and have an internal system that advises them what to order

Shows history over previous weeks purchases

Helpful for showing customers their history as part of a discussion

How does the system decide which grid to show?

Sales Promotion Wizard

See Managing Price Promotions for Perishable Productsstock for how to setup and use promotions.

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Any line with a related promotion will have a reference to the promotion.  Removing a promotion (use right click on the line) will affect all lines linked to that promotion.

Tracking progress of a sales order

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Detailed Sales Order Form

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example

This can also be used for entering Sales Orders and keeping track of the sales order over time

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Order History

A Tab for historical order history - showing the quantities ordered over the last 13 weeks by this customer

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Journals and Audit Trails

A view of the Audit Trail and related financial documents

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Perishable Goods Invoices - promotions, discounts, rebates

Perishable goods invoices have the following journal lines for the sale of a Stock Article:

• Revenue related to selling the stock article (sell price)
• The promotion or discount related to that article GL account and impact (so can have a GL accounts that track discounts provided by promotions)
• Any Rebate expected to be claimed from a supplier from the promotion (so can raise a claim directly from this line)

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The customer does NOT see this detail - and the printed invoice document does not have all these lines - it has a single line.

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Sending emails and tracking correspondence

The ability to send emails using templates or track other correspondence relating to the order

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Crediting the Delivery Fee

After the Sales Order has been delivered and Invoiced (prior to this you can simply update the delivery fee on the order)

Use the Action menu on the order if you wish to credit the delivery fee

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Sudden Increase in Spend Orders onto Hold

When a sales order is more than 50% larger than the average of the last 6 orders - the order will be put on hold.

A sudden large increase in spend normally indicates another supplier has decided not to do business with this company or they may be at risk of default.