Perishable Goods Sales Order

Overview

To rapidly enter a sales order for customers eg Coles this screen is very similar to EDI Sales Orders

How to use Perishable Goods Sales Order

Finding an existing order

Enter the order number - or use Debtor Maintenance or Sales Order Register to find the order

Entering a new order

1. Find the customer name
2. Enter the Person Placing the order (mandatory field)
3. Save the Order - order will be in plan status
4. Use dropdown list of previously ordered products to quickly find items they have ordered in last 13 weeks - or search for an item
   
   1. Check on hand available quantity
   2. Enter Quantity for the order line
   3. Save Item to add to order line
   4. Repeat for more items
5. Review '''Order History Tab''' to see recent item quantity and dates to determine other items they may wish to order
6. When finished - Authorise order using '''Status''' Button
   
   1. Order may be on hold if Customers on hold applies.  
   2. A sales manager role is required to remove a customer on hold or progress an order that is on hold as it has the relevant secure feature.
7. Order will become Authorised

Exclusivity Audit

See 'Exclusivity Audit status' at the bottom of Exclusivity Audit.

Progressing Orders

1. Review status history on '''Delivery/Log/Financial/Order''' Tab and any related documents (invoice, credit note, journals)
2. Use Status button to progress to next status (note that options available depend on your role and the current state of the order)
3. Orders are commonly progressed using the Daily Sales Run process to mass Authorise and Mass pick the orders onto the truck

Detailed Fields on the Perishable Goods Sales Order Screen

Customer/Contact area

• Debtor Maintenance code can Search
• Terms will show from Debtor
• Address will show from Company
• Contact will show from Company
• Cash sale indicates an over the counter sale
• *Loyalty/Audit Button will open the Loyalty Audit screen
• Loyalty discount shows the discount that is applied before any other discounts and is based on the Loyalty Audit

General Area

• Order Number is unique ID and can Search. Will autocreate for new order
• PO Number is free text area to track your customers PO number
• Person Placing Order is customer contact
• Address 
• Delivery method
• Pack/Ship Date is when the order was packed and shipped
• Expected Delivery date from the customer

Status Information

• Status button allows next steps
• Adjacent field shows current status
• Sales Rep is from Debtor Maintenance
• Order Batch provides a list of active batches from the Daily Sales Run the order may be added to for picking and delivery
• Notes for general notes
• Delivery Charge

Order Lines

Double click to populate any line into the area to make changes and it will populate to the top line

• Choose an item using Search
• List of items this customer has ordered in the past is available to use
• Can add/change Quantity
• Unit Price is normal price for the item. Review Managing Pricing for general information
• Discount allows discounts to be added to the line item - and may be limited by Roles
• Value = (Quantity x Unit Price) based on the customers price
• Second Value = (Quantity x Value Price) where "Value price" is on Article and can be used as a reference price
• Promotions Wizard provides access to the Promotions that are available
  • Select the promotion to consider
  • Select multiplier if adding multiples of the promotion
  • If qualifying items are required - you can add them in the top part of the grid
  • Once bonus has been achieved you can select bonus items from the bottom part of the grid
  • OK- adds the lines to the sales order
• On hand, on order totals and ETA for new stock will show on RHS to provide visibility to stock available

• To create Credit Notes for lines on the order (only for invoiced orders and order lines that are not in Plan Status)
  
  • Rightclick on lines (CNTR-click or SHFT-click to select multiple) and then rightclick
  • Debtor Credit Note will be created
  • The total quantity and amount for each line will be populated
  • Adjust Quantity for each line - this will then multiply by the Amt. (price from the order) to update the total amount for the journal
  • Save once completed

In the Grid

• Code is Article unique identifier
• Name is name for the Article
• Order is quantity ordered
• Ship is quantity shipped
• Deliver is quantity delivered
• Price is final price
• Discount is discount provided
• Total is Quantity x (Price less discount)
• Notes for the line
• Use by dates that is tracked
• Status of the line
• Promotion that may have been used in the past

Order History Tab

Shows the history of all items ordered by this debtor over time

Log/Financial Tab

This is where any relevant journals will be visible

• COGS (Cost of Goods Sold)
• Credits created
• Refunds Created
• General journals reversing the original order lines that are being returned.
• Audit Area
  • Shows changes to fields that are Audit tracked - when they were changed and by whom