The Total Order Entry Solution

Notes

•Notes can be attached to customers, items, vendors, etc… which will pop up to alert the user of important information concerning these items.

transaction log

•On many functions a log is kept of any changes made to these transactions, the user, date and time. This can be easily viewed in most inquiry screens.

Multi currency Accounting

•Transactions can be entered in different currencies, which will be converted to your home currency.

Security

•Users or groups can be restricted from accessing or even viewing any function based on their security setting.

The Total Order Entry Solution

Inventory

•Items in inventory can be grouped by categories & report groups.

•Items can be made not active, which will not allow it to be invoiced or purchased.

•Multiple units of measures: - can be sold by piece, case, dozen etc….

Bill of Material

•Multiple Bills of Material can be set up for each item.

•When entering an order or when you inqure on invertory this feature will show quantity available to be assembled using the Bill of Material.

Pricing

•Quantity breaks: can be either by discount percentage, or fixed price, or discount amount.

•Sale price: if purchased with in a specified date range.

•Unlimited number of price lists, which can be attached to individual customer so that when we invoice this customer it is his price list that is utilized.

•Each price list can have its own unit of measure, its own pricing unit of measure, its own quantity breaks and its own sale price and its own description.

The Total Order Entry Solution

•Special pricing for individual customer: you can specify a particular item at a particular price for a particular customer regardless of the price list that he is on.

•We can also give a special discount for any category for a particular customer.

•When a price gets entered or modified on the order entry level a check box can be marked to add it to the customer’s special price.

•On inquiry of an item, can view open P.O.s on this item, with drill down to the original P.O.

•Can view open sales orders with drill down to individual orders.

•Can view a log with every transaction by date, inventory received, invoiced or adjusted with the user name date, time and balance of inventory at that time. This will allow you to analyze your inventory quantities if there is a discrepancy in the count.

•This log has a drill down feature to the invoices and receipts.

•Can view all sales history per item - year by year - month by month. With graph either by quantity or dollar amount.

The Total Order Entry Solution

Merge items

•This function allows you to merge duplicate items into one item, will automatically update in all modules. This is useful when two different item codes were used for the same item by error, or if you want to change the item code for this item.

Inventory locations

•Inventory can be kept in many different locations. Each location can have its own picking bin.

The Total Order Entry Solution

Order Entry

•Unlimited number of ship to addresses.

•Each ship to address can have its own tax group, price list and sales person.

•Customer billing info or a complete new customer can be automatically updated on the order entry screen.

•Can copy any existing order and then can make changes as needed

•Keeps log of all cancelled items due to zero inventory.

•Example, send me the same order as yesterday but add on two more cases of x.

View transactions

•Can see all orders, invoices, credit notes, payments, notes etc… for this customer - mixing accounts receivable with order entry.

•All unshipped orders.

•All with the drill down.

•When entering an item on an order, can view customer history for this item, quantity, price, etc.

•When entering an item on a order can view all purchase orders with expected receipt dates, sales orders etc…so that you can estimate backordered item and will be able to have available to promise.

The Total Order Entry Solution

View log

•Can view log of the order.

•Can see any changes that were made on that order, the user, function, date and time.

•Can see the amount of lines and dollar amount at time of saving.

•The log also tells you the status and status history of this order.

Credit cards

•Can accept all credit cards with any provider.

•Unlimited number of credit cards can be attached to a customer with name, address, and security code and expiration date.

•All invalid cards will show up as such.

•Default credit card can be marked.

•Automatic recognition of card

•At saving of order, option to authorize credit card and put a hold on the money.

•At the posting of the invoice the charge can be processed

The Total Order Entry Solution

Consolidated invoices

•This function allow the creation of a shipment from the order and then consolidate all shipments into one invoice.

Future orders

•Use this function to enter order to be shipped at a future date, does not affect inventory, no packing slip is issued, gets activated on the required date

Standing Order

•Use this function to set up a standing order with all the items and quantities usually ordered by this customer. This will not affect availability on sales and inventory but can be used as a template to make copies from.

Master orders

•Allows for a complete order for a season to be shipped as required. Each time orders are sent out they are deducted from master order. At any time you can see where you are standing and then can force customer to honor their original master order.

The Total Order Entry Solution

Credit Alert

•When entering an order for a customer and customer has overdue unpaid invoices, a credit alert will pop up, allowing you to view all their transactions, payment history, and collection notes. This gives you an option to put the order on hold, proceed, cancel or add to notes or process an immediate credit card payment.

•When entering an order for a customer, if an alert has been attached to this customer or item, the alert note will pop up. At the same time an alert note can be attached to item or customer when entering an order.

Order Status

•This system has an order status processing that follows the order from department to department, until it is delivered.

•Example: picking, packing, shipping, etc…. allowing you at any point to view this order status history, so you can trace each step of this order being processed.

•If a packing slip is being printed more than once, for example changes have been made, it will automatically have a log printed on the packing slip when it was printed previously and by whom., alerting you to replace the previous one with this packing slip.

•A user can view all their own unshipped orders that they have entered with full drill down, so that they can follow up on their own orders.

The Total Order Entry Solution

Back Order List

•When a purchase order is made or received, you can view all the outstanding sales orders for the items on that p.o.

•On the receipt of goods we can view and choose a list of purchase orders receipts and view all the backorders that have items on these receipts, allowing you to print packing slips for them. The picking slip will have highlighted these items on that purchase order receipts.

Shipping System

•Update the invoice with the tracking numbers for these shipments

•Ability to click on the view screen into tracking numbers to get proof of shipment

Credit notes

•Complete RMA (return merchandise authorization ) and credit note process available.

•A warning alert will pop up if more that one credit note is processed for the same invoice.

The Total Order Entry Solution

Accounts Receivable

Customers

•When entering a customer we have options to specify all credit cards used by this customer.

•Option to keep backorder for customer

•Option of which documents to print for customer. If you sell under more than one company name, your documents will reflect the proper name.

•Click on address will connect to google map. You can see actual business - street view.

•Option to email, fax or print invoices and statements.

•Option to enter automatic discounts.

Collections

•Credit card can be entered or charged by collections.

•Detailed history and log with the drill down to original documents and from there to the tracking, to get proof of delivery at any point can fax, email or print a statement for this customer with or without invoices attached.

•Able to add unlimited notes.

•Can record the conversation with this customer and view all previous notes with user names and dates.

•Can keep track of calls made by user & date & time.

•Can choose overdue accounts by amount and or overdue date.

•Can close the function and reopen next day at the same setting and place holder for user.

•Can issue automatic statements for all customers based on certain criteria… amount… number of days owing… terms etc..

•Can create bank deposit

•Can enter post dated checks - when you make deposit for that date will automatically add it to the deposit

Misc Cash Receipts

•Can enter cash receipts with no customer example government refunds, loans etc….

Sales Call Lists

•A sophisticated call list is available.

•Can request a list for all dormant customers by date.

•A list is formed and assigned to a user.

•User calls customers, can drill down on transactions to be able to have all their info.

•Can keep track of notes

•Can put a call back date

•Customer requests samples, can enter on a call list to call at a later date to see if he wants to place an order.

The Total Order Entry Solution

Purchase Order

•Can view all purchase orders for a particular vendor and all the receipts

•Can keep track of the vendor’s item number so we can print our item number and the vendor’s item number on the purchase order.

•Can issue returns on the receipt, before you even receive the invoice.

•Can inquire by purchase order document everything with the drill down feature.

Document groups

•Each vendor can get a different purchase order printed.

•Option of which documents to print for vendor.

•If you buy under more than one company name, your documents will reflect the proper name.

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The Total Order Entry Solution

Accounts Payable

•A complete A/P package is included

•Automated checks

•Check reconciliation

•Ability to import cleared transactions direct from Bank

•Can set up vendor with a separate payment name & address

•Can issue checks without a specific vendor. Example loans, donations, government remittances etc…

•Can apply checks to a purchase order, in order to be able to keep track of how much money was paid against that purchase order. When actual invoice is received, can transfer these payments from the purchase order to the invoice.

•Can add unlimited notes to vendors, with user & time recorded.

•Can inquire on any statistics of the vendors on any range of dates.

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