pre-book

John’s Journal is a newsletter to provide SMARTSystem™ Users with the latest software highlights and solutions to improve business operations.

In the latest version of the SMARTSystem, the color coding on the Pre-book Sales Summary screen has been revised to provide the sales staff with an immediate inventory status of items on a Pre-book order. See the following example with explanations:

          

• Black background and White letters indicates

Product has been allocated to a Purchase Order but 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.

Our goal is to provide you with software tools to make your job easier and improve your success with quality service delivered quickly. Your feedback is always welcome.

If you have any questions or need support, please contact us at Support@Floralcomputer.comor call 727-483-5306 for assistance.

John

SMARTSystem Management Training Series

Training Session #10 – SMARTSystem Pre-Book Allocations

Purpose:   The purpose of Pre-book Allocations is to assign product to advanced orders.

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

• Allocation – to set aside for a specific purpose; distribution according to plan.
• Pre-Book Allocation – is the assigning of inventory received or incoming to pre-book sales orders.  This action commits the product coming in to the specified sales order.
• Available Inventory-   On-Hand Inventory less On-Hold Inventory is the Available Inventory for sale.
• Pre-book Orders –   A Pre-book Sales Order represents product scheduled for future delivery to the customer. These products have not been removed from the On-Hand inventory in the computer.

Overview:

The Pre-Book Allocation program is designed to help you manage product allocations to advanced orders.

Select Pre-Book Allocations using the following Menus:

                   SHIPPING > VIEW PRE-BOOK ALLOCATIONS

                              

Click on the View Pre-Book Allocations and the following screen is displayed:

The selection criterion at the top of this screen includes:

• Order Delivery selection by
  • Start Date
  • End Date
• Customer Name
• Product Code / SKU
• Description Search
• Sales Person

There is a checkbox option on the upper right side of the screen to Show Unallocated Only products.

The information being displayed on this screen includes:

• Order Delivery Date
• PO Arrival Date
• Days to Delv (Delivery) – showing RED when past due
• Sales Order #
• Sales Order SFX (zero is main order, greater than 1 is a backorder)
• PO #
• PO Sfx
• Customer Name
• Product Code
• Product Description
• Net Available (On-Hand less On-Hold)
• Pre-Book Quantity Ordered
• Pre-book Quantity Allocated

This screen uses colors to represent specific product conditions and the color legend as at the bottom left corner of the screen:

Operation Steps:

You can perform a number of functions by clicking on a specific line item and right click to display a menu, as illustrated below:

The drop down menu options include:

• Open Sales Order
• Open Purchase Order/Receiving Lot
• Allocate Product
• Substitute
• Unallocate Product

Open Sales Order will display the Pre-Book Sales Order.

Open Purchase Order/Receiving Lot  will display the PO, if one is assigned.

Allocate Product will display the screen below which is divided into two parts:

• The top portion shows the Existing Purchase Order Details
• The bottom portion shows the Pre-Book Sales Order Detail Lines not yet Allocated

To Allocate product to a line item of a Pre-Book Sales Order:

1. Select the line at the top of the screen showing existing purchase order details.This will highlight the line you want to commit.
2. At the bottom of the screen
   1. Click the checkbox Add to PO on the line item to assign
   2. Click the blue button: Associate Selected Order Items with the selected PO Detail Line

The result is a link established between the Purchase Order, either received or incoming, and the Pre-Book Sales Order.  When the Pre-Book is converted to a Sales Order, the product allocated will reduce inventory on that lot.

The following message will display when the Allocation is successful.

         

Substitution will display like products, filtered by the same Category and Item,  that can be substituted:

To Substitute, click the line item you want and then the Substitute for Selected Product button.

Unallocate Product will display the following screen confirming that the allocation has been removed:

         

Sales Warehouse Allocation Chart:

Practice Drill

The purpose of Practice Drill is to get you more familiar with the SMARTSystem and comfortable using it. 

1. Login into SMARTSystem.
2. Go to the SHIPPING MENU and select View Pre-Book Allocations.
3. Walk through the Operational steps outline above.

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 #5E – SMARTSystem Sales Order Processing for Staff

Purpose:  To understand how to use Sales Order Processing effectively.

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 (future order) 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:

• Delivery Start Date
• Delivery End Date
• Customer Name
• Sales Rep
• Max Order #
• Type
• Status
• Today’s Orders checkbox

Each column can be sort in ascending or descending sequence by clicking the lower right corner of the column heading.

Notice that the column Cmnts is the Warehouse Comments and hovering with the mouse will display the entire text.

At the bottom of the Sales View you can PRINT all items selected and showing on the Sales View. Clicking on NEW will display Customer Information to begin a Sales Order or REFRESH the screen with orders being added by other sales staff.

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 from the NEW button on the Sales View or the following Sales sub-menus: 

• 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, the sales price displayed is based on the Customers Sales Price Level.

Next is the Quick Entry inventory screen.   This screen will display one line time for each inventory item with On-Hand 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. See screen below:

The Summary Tab will show products selected for this Order.

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.

The Shipping Tab is used to give a salesperson the option to establish the packing or the combining of items in a box. The top of the screen is each line on the sales order with a Box Id Number. By changing this Box Id to the same number that already exists on another line you can combine items in a box by clicking on Create Boxes.  The result shows on the lower screen.

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 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.

See the sample Pick Ticket for a Sales Order below:

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.

The number of days between today’s date and the Delivery date for the Sales Entry program can automatically set the program to Pre-Book mode when an order is entered.

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.

 

 

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. 

1. Login into SMARTSystem.
2. Go to the SALES MENU and select VIEW SALES ORDERS.
3. Click NEW at the bottom of the screen.
4. Enter the Customer Name and create a Sales Order.
5. 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.

 

SMARTSystem Management Training Series

Training Session #5C – SMARTSystem Sales Line Hold Processing

Purpose:  To provide a method of locking the sales prices on a Pre-Book Sales Order to prevent price changes using the automatic price update option.

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

• LH – Line Hold

• Line Hold – is a feature that locks the sales price on a Pre-Book Sales Order as it progresses from a Sales Standing Order, to a Sales Order and Invoiced so that the automatic price update options do not change the sales price.

Training Areas for this Session:

Overview

The Line Hold feature is activated by unchecking the box in System Control, Sales Options to “Hide Line Hold (LH) Column in Sales Summary”, as illustrated below:

          

Pre-Book Orders are advanced orders that are priced at the time that they are made.  These Pre-Book Orders can become Sales Standing Orders.

When it is time to create orders from the Sales Standing Orders or create a Sales Order from a Pre-Book or Invoice the customer order from a Pre-Book, the market prices may have changed and we currently provide a method of updating all the prices on the Order. For example, when a Pre-Book order is converted to a Sales Order or Invoiced the salesperson is promoted to “Update the Prices on this Pre-Book to the Current Prices?” as illustrated below:

There are two exceptions to updating line items in a Pre-Book order to current prices. These two exceptions are:

• line items with customer Contract Prices and
• line items which are classified as “Line Hold.”

The Line Hold feature works in conjunction with the following option in System Control (Sales Options) that will automatically respond to the above prompt with YES.  This option is:

See the LH check box below:

There are several rules associated with the Line Hold features that can be observed with the Edit Sales Order Item scree below, which include:

• Pre-books can be marked as Sales Standing Orders and these changes apply to the Master and Child Standing Orders.
• When the Standing Order is created as a MASTER or an order generated as a CHILD from the Standing Order, the Line Holds will remain and carry forward.
• Contract Pricing turned on or off does not affect this processing. Therefore, when a Pre-book is made weeks prior to a holiday and Contract Pricing is turned off for the Holiday, the original Contract Price still applies.
• The price on a line item can be from Contract Prices, which automatically implies a Line Hold, because when converted from a Pre-book to an Invoice it will not receive a current market price update.
• When a Contract Price is used, identify it in the sales detail line so that it can be bypassed when updating prices. This is also indicated on the Edit Sales Order Item screen below that it is a Contract Price.
• The actual price on any line can be changed as needed and marked as Line Hold which is done by the User as indicated.
• The Edit Sales Order Item screen below will show and provide the option to change (set/remove) the Line Hold before it is invoiced.

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. 

1. Login into SMARTSystem.
2. Go to the SALES MENU and select VIEW SALES ORDERS.
3. Click NEW at the bottom of the screen.
4. Enter the Customer Name and create a Sales Order.
5. 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.