This video will provide an overview of how to create a ghost standing order in SMARTSystem. Click on the “Play” icon to start the video.
SMARTSystem Management Training Series
Training Session #6C – SMARTSystem PO Standing Order Processing
Purpose: To provide a good, strong working knowledge of PO Standing Order Processing.
Keywords: The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.
- PSO – Master PO Standing Order
- PSOC – is a “child” or “copy” of a master standing order
Overview:
Establish a PO Standing Order
The foundation of a PO Standing Order (PSO) is a real, live purchase order that is used as a template creating a master Standing Order. The PSO can be created from a regular purchase order that is In Process, Ordered, or Received. You can also create a new PSO from a “child” purchase order (PSOC).
To create a PSO do the following:
- Display a purchase order that has been entered and that you want to repeat
- Select the Standing Order Info tab, see example below
- Set the Start Date of the PSO. The start date would normally be next re-order date
- Set the End Date of the PSO. This can be one week, one month, one year, etc.
- Click the Day or Days of the Week that this PSO is re-ordered. At least one day or multiple days can be set.
CAUTION: This Purchase Order will now be used as a template and any changes to it will affect the “child” purchase order.
When the PSO parameters have been set, click the Update Standing Order button and the message “Recurring data has been saved” which indicates that the PSO has been saved. See example below:
Remember that this order is now a Master Standing Order and shown on the Purchase Order View with an “M” under the SO or Standing Order column. This order is the source of data for future PSOC’s when created.
When this Purchase Order is displayed after being set as a master PSO it will show “S/O Master” just below the Vendor Name. See below:
You can stop a master PSO by clicking on the Standing Order Information tab and click Stop Standing Order which turns off the PSO status and will be removed from the standing order view.
If Lock Standing Master Orders is set in System Control the PSO is now locked and will not allow changes. Refer to System Control section below.
Should you need to change a PSO, you can stop a master PSO by clicking on the Standing Order Information tab and click Stop Standing Order which turns off the PSO status and will be removed from the standing order view. This will allow you to make changes to your purchase order.
PO Standing Order Processing
Under the PURCHASE ORDERS Menu, select the sub-menu item View Standing Purchase Orders. The following screen will be displayed:
There are several options for this display of PSO’s:
- When the screen is first displayed the “Show orders to be processed on the following day of the week“ shows blank which represents the display “ALL” option.
- You can select a specific day of the week and the default shows all PSO’s for that day of the week:
The PO master standing orders that are displayed for a day of the week are based on the selection made in the PO on the screen below:
On the Standing Purchase Order screen you can double click a line and open that PO.
Also, you can print a list of the PSO’s selected using the Print button at the bottom left.
To begin the process of creating PSO’s you can highlight a specific PSO and click the “Process the Selected Order” button. Only one PSO can be processed at a time.
When you select “Process Selected Order” it will display the new “child” purchase order and the following message indicates that it was created successfully.
At the top of the screen it indicates that this PO is a “S/O Child” indicating it was generated from a Master.
You can change the “Child” Standing Order as needed without impact on the Master. Also, a new Master standing order can be created from a “Child”.
The new PSOC will have the Ship and Arrival dates automatically updated by 7 days.
After processing a Standing Order, the Standing Order View will be updated to reflect the “Next Order Date” and the date “Last Processed”.
System Control Options
PO Master Standing Orders are locked down with the same feature as used in Sales Standing Orders. Go to the System Control Table, Sales Options tab, General tab that locks the master Standing Master Orders to prevent them from being changed by accident:
If you need to change a PO that is set as a master standing order, PSO just click
Stop Standing Order which turns off the PSO status and will be removed from the standing order view.
Preparation to Go Live
Purchase Orders entered in the following manner will not be removed when test transactions are cleared from the SMARTSystem database before the Go Live event:
- Enter the PO as a real purchase order that will be the first one processed when we Go Live
It must stay in “IP” (in-process) status
- On the Standing Order tab, enter the Start Date of the recurring standing order after it has been processed for the first week
- Enter the End Date and the day of the week check box to order
Practice Drills
The purpose of Practice Drills is to get you more familiar with the SMARTSystem and comfortable using it.
- Login into SMARTSystem.
- Go to the PURCHASE ORDER MENU and VIEW PURCHASE ORDERS.
- Create a new Purchase Order and set it as a Standing Order.Exit the PO.
- See the View showing that PO is now a Master.
- Display the Standing Order View and check out the Standing Order you just created.
- Go through this training document and gain experience by trying different scenarios with PO Standing Orders.
Questions and Answers
If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306for assistance.
SMARTSystem Management Training Series
Training Session #5D – SMARTSystem Sales Standing Order Processing
Purpose: To provide a good, strong working knowledge of Sales Standing Order Processing.
Keywords: The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.
- SSO- Sales Standing Order
Training Areas for this Session:
Overview
The foundation of a Sales Standing Order (SSO) is a real, live sales order that is used as a template for the Standing Order. The SSO can be created from a pre-book, regular sales order or an invoiced sales order.
Establish a Sales Standing Order
To create a SSO do the following:
- Select the Standing Order Info tab
- Set the Start Date of the SSO. The start date would normally be next week or after the current order’s delivery date
- Set the End Date of the SSO. This can be one week, one month, one year, etc.
- Click the Day or Days of the Week that this SSO is delivered. At least one day or multiple days can be set.
When the SSO parameters have been set, click Update Standing Order and the message “Recurring data has been saved” to indicate the SSO has been saved.
Remember that this order is now a Master Standing Order and shown on the Sales View with an “M” under the SO or Standing Order column. This order is the source of data for future SSO’s when created.
When this Sales Order is displayed in after being set as a master SSO it will show “S/O Master” to the right of the Customer Information description.
Also, in the lower right of this Customer Information screen will show:
The purpose of locking this sales order is to prevent someone from accidently changing it because it is a template for future orders. There are two ways of changing this order:
- Click on the word LOCKED and you will be prompted for the Sales Managers password. The default password is “SALESMANAGER”. This will unlock the sales order and allow changes to it. Note: these changes will also be reflected in the future SSO.
- The second way is to go to the Standing Order Info tab and click Stop Standing Order which turns off the SSO status and allows changes to this sales order.
Standing Order Processing
Under the SALES Menu, select the sub-menu item View Standing Orders. The following screen will be displayed:
There are several options for this display of SSO’s:
- Select date to View: This date is used to select SSO’s between the recurring Start Date and End date of each standing order. This ensures that the date selected is a valid date for creating the standing order and that the recurrence will not have expired.
- Show orders to be processed on the following day: in conjunction with the “Select date to View” you can select “All” SSO’s or the specific day it is scheduled for processing as defined in the sales order. For example, Monday is the day defined for this SSO to be processed and it is listed below.
Next, set the Delivery Date you want to apply and appear on the orders you process:
It is recommended that you check the box “Create Orders as Pre-Book Orders”. When the “Child” standing order is created, it will not affect your current inventory. If this check box is NOT checked, creating the SSO’s will reduce inventory.
One advantage of creating SSO’s as Pre-Books is your option to process more than one week. This is valuable prior to a holiday so your buyer knows what products are needed for the next several weeks. Note: if you process past the “End Date” the standing order will be removed from the list automatically.
To begin the process of creating SSO’s you can
- Highlight a specific SSO and click “Process the Selected Order” or
- Click “Process All Orders” to all of the SSO’s listed.
You can also print a list of SSO’s selected by clicking the Print button.
From the View Standing Sales Orders screen, you can double click on a line and open the original sales order. When this occurs the “Modify Standing Order” message will be displayed below prompting you that it is OK to Open the Original Order.
System Control Options
The System Control Table, Sales Options tab, General tab have two checkboxes for SSO settings.
These two checkboxes for SSO settings are:
- Lock the master sales order to prevent it from being changed by accident:
- Automatically update Pre-Book prices to your current prices when processing your SSO’s
This setting in System Control will establish the default setting on the first checkbox on your View Standing Sales Orders checkbox below:
Preparation to Go Live
When Sales Standing Orders are entered as a Pre-Book for training and to simulate daily operations, there is an option when clearing these test transactions not to remove the Pre-Book Master Standing Orders as follows:
- Enter the Sales Order as a real sales order, in pre-book mode, to be the first one processed when we Go Live
- This first Sales Order must be entered as a Pre-book
- On the Standing Order tab, enter the Start Date of the recurring standing order after it has been processed for the first week
- Enter the End Date and the day of the week check box to order
Copy this Order Now Function
To copy a Sales Order for a repeat order that does not have a set day/date for something such as a delivery or planned pick up. You may use the Copy Button on the Standing Order Info Tab of the Sales order:
This copies the order exactly. The prices are Not updated.
It causes a Pre-Book Sales Order with a new Order number to pop-up which may need to be converted to a Sales Order by using the Convert to Sales order button:
If you choose to convert, there will be a pop-up that asks you if you want to update the prices.
If there are prices to update you will choose Yes, and the older prices will be updated to current price. If you chooseNo, whatever the prices are on that original order, that is what will be copied. You can change prices after you say No manually.
**You cannot copy anything on administrative hold or a blank sales order.
Practice Drills
The purpose of Practice Drills is to get you more familiar with the SMARTSystem and comfortable using it.
- Login into SMARTSystem.
- Go to the SALES MENU and select VIEW SALES ORDERS.
- Using an existing sales order or create a new sales order and set it as a Standing Order.
- Go through this training document and gain experience by trying different scenarios with Sales Standing Orders.
Questions and Answers
If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306for assistance.