SMARTSystem Management Training Series
Training Session #16A – Go Live Testing Protocol Checklist
Purpose: Provide a smooth SMARTSystem Go Live start-up by fulfilling the following checkout protocols.
Procedures:
Each test point is summarized below and should be worked by the manager of that are and the people doing the work. The objective is for each of your staff to do their daily work using the new system and to resolve any issues.
Testing Dialogue and Checklist:
Maintenance
There are 3 major tables which require knowledge and understanding:
- Customer
- Vendor
- Inventory
From these major tables there are numerous sub-tables that can be affected.
Normally, certain people within the organization are responsible for creating new entries and maintaining existing data, for example:
- Customer information is maintained by the Credit Manager or Accounting
- Vendor information is maintained by the Senior Buyer or Accounting
- Inventory information is maintained by person who coordinates the buying and selling of products. We call this person the Inventory Administrator
Product Ordering
Product can only be ordered using the Purchase Order process and this is usually done by the Buyer(s).
When a new item is establish the Vendor and Inventory items both need to be setup for the Buyer.
PO Entry and Receiving on the Purchase Order menu is used to create a purchase order and receive product.
Inventory Receiving
Purchase Orders or Inventory Receiving are used to add inventory to the SMARTSystem.
Purchase Orders in the “on order” status (OR) can be adjusted. Adjustments should always be done prior to receiving product.
You can create a Receiving Worksheet (W/S) for the warehouse either before or after the PO is received. Receive the entire purchase order.
Under other conditions where only some of the product can be received create a Backorder PO.
Inventory Receiving, the first sub-menu item under inventory is used to Receive product that is note purchase from a vendor. This can be used for creating bouquets internally or non-standard purchase of products.
Sales Orders
There are 2 types of Sales Orders to create:
- Pre-books which do not reduce inventory until converted to a sales order
- Sales Orders that do reduce inventory
Process these different orders and create:
- Pick Tickets
- Invoices
- Labels, if needed
Invoicing
Depending on who is responsible in the organization for invoicing there are several options to invoice sales orders and each should be used by the appropriate staff:
- Sales Order Entry provides a button to create and print
- Pick Ticket and
- Invoice
- Warehouse Order Management
- Pick Ticket
- Invoice and
- Delivery Labels
This process captures the number of pieces for delivery, updates the sales order and prints the number of pieces on the bottom of the invoice.
The Number of pieces entered above show on Route Reports.
- Sales Document Processing can be used to process a specific sales order or a batch of items by double clicking the heading above:
- Pick Ticket
- Invoice and
- Delivery Labels
Shipping
Pick Tickets sent to the warehouse are used to pick product, identify number of pieces, to print delivery labels and invoices (optional):
- Warehouse Order Management
- Pick Ticket
- Invoice and
- Delivery Labels
This process captures the number of pieces for delivery, updates the sales order and prints the number of pieces on the bottom of the invoice.
The Number of pieces entered above show on Route Reports.
The Pull List is also used by the warehouse to pull product for sales orders based on the Delivery Date, depending on how you are organizing the flow of information.
You can use the Load List for invoiced products to prepare for delivery.
Driver Check-in
Have the Drivers Check-in to record and verify the day’s activities.
Questions and Answers
If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306 for assistance.
SMARTSystem Management Training Series
Training Session #5A – SMARTSystem Sales Order Processing
Purpose: To gain a good, strong working knowledge of Sales Order Processing.
Keywords: The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.
- View – the term VIEW is use for programs that present information simply with options to filter that information for specific tasks. For example, a Sales View will show sales orders for a specific time period.
- Regular Sales Order – is a customer sales order that takes products out of current inventory for delivery within the immediate future.
- Pre-Book Sales Order – is a future customer order that will not be delivered immediately and inventory is not reduced. Items selected for the Pre-Book will provide the Buyer with products he needs to buy.
Training Areas for this Session:
Overview
The Sales Menu is used for Sales Order, Pick Ticket and Invoice Processing. Sales Orders can be initiated from several different sub-menus providing different views, including:
- View Sales Orders
- Create Orders by Customer
- Sales person Customer Call List
- Sales Order Entry
There are 2 types of Sales Orders:
- a regular Sales Order that reduces your On-Hand Inventory and
- a Pre-Book Sales Order that is a future order and does not affect Inventory.
Sales View
The Sales View is a power tool for managing sales information and status of orders. Select the Sales View by using the following Menus:
SALES > VIEW SALES ORDERS
This View is normally displayed by Order# in descending sequence with default setting:
- Delivery Start / End Dates
- Status is NOT CANCELLED,
- ALL Sales Reps.
Sales information on this View can be filtered by 12 different or combined options:
- Delivery Start Date
- Delivery End Date
- Order Group
- Max Order #
- Type (Order)
- Status
- Today’s Orders
- Tomorrow’s Orders
- Customer Name
- Sales Rep
- Ship Via
- Invoice #
Each column can be sort in ascending or descending sequence by clicking the lower right corner of the column heading.
The default setting for Delivery Start / End Dates for all sales views is set in System Control by selecting the following Menus:
Control Info > System Control > Doc & Dir Config
You can turn off the Total Sales except for selected management staff by selecting the following Menus:
Control Info > System Control > Options
Notice that the column Cmnts show the Warehouse Comments and hovering with the mouse will display the entire text.
There are several options available to show different column headings for the Sales View columns. These column options are:
- Customer City
- Ship To
- Ship Via (Route)
Set your preferences with these check boxes in:
System Control > Sales Options Tab > Hide/Show Options (right side)
At the bottom of the Sales View you can PRINT all items selected that are showing on the Sales View. Clicking on NEW button will display Customer Information to begin a Sales Order. Click REFRESH to update the screen with orders being added by other sales staff.
On the Sales View, you can right click on a line to show several options.
The Sales Summary Inquiry is an option used by the Sales Manager to check margins and who changed a line item on the order, date and time.
Sales Order Entry-Regular Order
You can select an existing Sales Order from the Sales View by double clicking the Order that you want view and the following screen will be displayed for that customer. A NEW Sales Order can be created using the NEW button on the Sales View or anyone of the following sub-menus on the Sales Menu:
- Create Orders by Customer
- Sales person Customer Call List
- Sales Order Entry
The first screen display for a Sales Order is Customer Information:
You can have up to 9 tabs on a Sales Order depending on your settings in System Control. These tabs are normally in the following sequence:
- Customer Information
- Quick Entry
- Selective Ordering
- Box Ordering
- Summary
- Shipping
- Standing Order Info
- Bill of Lading
- $Contract Pricing
On all inventory screens (Quick Entry, Selective Ordering, Summary), the sales price displayed is based on the Customers Sales Price Level.
Options for the Customer Information screen show above include:
- Market Day (Refer to training document #5F)
- Discount % (Refer to training document #5F)
- VIO (Very Important Order flag)
- Save Ship To information by clicking the “Save Ship To” button
- Entered by (Alternate Rep, if different from the default sales rep)
For the Entered by option for the Alternate Rep to be required, the checkbox is in
System Control > Sales Options > General tab:
When the Alternate Rep is required and not entered, the following message will be display when pulling product from inventory:
Next is the Quick Entry inventory screen. This screen will display one line time for each inventory item with On-Hand inventory. It will automatically pull product from the oldest lot first to maintain proper rotation of inventory.
The Selective Ordering screen below will show each lot received into the System with On-Hand inventory. With this screen you can select product by Farm.
On either the Quick Entry or Selective Ordering screens, if Contracting Pricing exists the Contract Pricing will override the standard price. The Summary Tab will show products selected for this Order:
From this screen you can:
- Sell product
- Edit line items by clicking the line
- Edit Prices (select button)
- Show Sub-Category Summary
You can edit a line by clicking on it to show the following edit screen:
The Shipping Tab is used primarily by growers when creating boxes with specific packing
Box charges can be created by the warehouse using the Warehouse Order Management program.
This feature is activated with the following checkbox:
System Control > Options
To create a Standing Order, click the Standing Order Info tab. Set the Start Date, End Date and one or more days of the week for this standing order. Then click Update Standing Order.
When a Bill of Lading is needed, click the Bill of Lading tab and enter the additional information needed.
You can set the Bill of Lading form type in the Doc Selection tag in System Control:
Any Contract Pricing set for the Customer will automatically create a tab on the Sales Order for quick and easy reference.
The following is a sample Pick Ticket:
The following is a sample Delivery Label:
Pre-Book Order Sales Order Entry
A Pre-Book Sales Order will not reduce inventory and is designed for you to place orders when inventory does not exist for a future delivery date.
You can set the number of days between today’s date and the Delivery date for the Sales Entry program to automatically set the program to Pre-Book mode when an order is entered. To set the number of days for this feature, select the following Menus:
Control Info > System Control > Sales Options
A Pre-Book Sales Order is highlighted with “Pre-Book” at the top of the screen and the checkbox:
You can have up to 8 tabs on a Pre-book Sales Order depending on your settings in System Control. These tabs normally in the following sequence:
- Customer Information
- Inventory
- Incoming Availability
- Summary
- Shipping
- Standing Order Info
- Bill of Lading
- $Contract Pricing
All items in your Inventory Table, with or without an On-Hand quantity are available for display on the Inventory Tab and can be selected for the Pre-Book Sales Order.
On both the Inventory and Incoming Availability screens, the sales price displayed is based on the Customers Sales Price Level.
The Incoming Availability screen below will show products On-Order and expected to arrive by the Delivery Date of this Customer Sales Order.
On either the Inventory or Incoming Availability Tab, if Contracting Pricing exists the tab will be displayed and will override the standard price.
Product costs can be displayed on both screens by pressing F3 or if the following checkbox is set in System Control, Sales Options
The Summary Tab will show products selected for this Order and color coded to show the inventory status of each item.
The color coding on the Pre-book Sales Summary screen will provide the sales staff with an immediate inventory status of items on a Pre-book order as described below:
- Black background and White letters indicates
Product has been allocated to a Purchase Order, it has not been received and there is not enough On-Hand to fulfill this item.
- Black background and Orange letters indicates
Product is NOT allocated to a Purchase Order and there is not enough On-Hand to fulfill this item.
- Gray background and Red letters indicates
There is sufficient product in inventory to fulfill this item from current inventory. This product can be converted to a Sales Order or Invoiced.
- Green background and White letters indicates:
Product has been allocated to a Purchase Order that has been received. This product can be converted to a Sales Order or Invoiced.
- Red background and White letters indicates:
Product that is allocated to a received PO but there is not enough product available to fulfill the line item.
On the Summary Screen, you can edit a line by clicking on it to show the following edit screen:
You can also, right click a line to delete the line item.
To create a Standing Order for this Pre-Book, click the Standing Order Info tab. Set the Start Date, End Date and one or more days of the week for this standing order. Then click Update Standing Order.
See the sample Pre-Book Pick Ticket for a Sales Order below:
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.
- Click NEW at the bottom of the screen.
- Enter the Customer Name and create a Sales Order.
- Do this same task and create a Pre-Book Sales Order.
Questions and Answers
If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306for assistance.