SMARTSystem Management Training Series
Training Session #6A – SMARTSystem Purchase Order Processing
Purpose: To gain a good, strong working knowledge of Purchase Order Processing.
Keywords: The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.
- Allocation- is the assignment of product for Pre-Book Sales Orders to Purchase Orders.
- 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.
Overview:
The Purchase Order Menu is used for PO Entry, Receiving and related tasks.
Purchase Orders can be initiated from several different sub-menus providing different views, including:
- View Purchase Orders
- PO Entry and Receiving
- View Incoming Availability
- Purchase Order Document Processing
A Purchase Order progresses through three (3) phases or status conditions:
- In Process (IP) occurs when you create a PO, enter/change line items on the PO until it is ready to order product from the vendor.
- On-Order (OR) this phase occurs when the PO is placed On-Order, products On-Order can be viewed on the Incoming Availability screen and sales can be made against the incoming product.
- Received (RC) phase occurs when the PO is updated with actual quantities received and the product received is placed into inventory for sale. Product not yet received can be placed on Back Order.
Purchase Order View
The Purchase Order View is a power tool for managing buyer information and the status of orders from Vendors. Select the Purchase Order View by using the following Menus:
PURCHASE ORDERS > VIEW PURCHASE ORDERS
This View is normally displayed by PO# in descending sequence (the most recent PO at the top of the screen).
PO information on this View can be filtered by:
- Arrival Start Date
- Arrival End Date
- Max Order #
- Vendor Name
- Status
- Today’s Orders checkbox
The default setting for Arrival Start Date is 45 days prior to today’s date and the Arrival End Date is 10 days in the future.
The PO View column summary is:
- PO# – Purchase Order number assigned by the SMARTSystem.
- Sfx (Suffix) identifies a regular purchase order when zero suffix or a back order for any number greater than zero.The PO# remains the same for both regular and back order PO’s.
- SO – means Standing Order.There are two codes used in this column:
- M = Master Standing Order
- C = Child Standing Order
Blank means this PO is not a Standing Order PO.
- Ship Date – the date set by the Buyer for Shipment of product on this PO from the Vendor or Farm.
- Status – options are: ALL status, Not Cancelled (all active orders) , In Process, Ordered, Received.
- Buyer – Name of the person creating this PO.
- Vendor Name – Name of the Vendor.
- Ship Via – Transportation Carrier
- Arrival Date – Estimate Arrival Date set by the Buyer.
- PU/DEL – Pick-up or Delivery.
- # of Items – Number of line items in the purchase order.
- Qty Ordered – Quantity of all line items on the purchase order.
- Total – Total Landed Cost
- Email Sent – Date and Time a purchase order email was sent to the vendor.
The following setting in Control Info > System Control > Options > Purchasing Options is set to show the PO Ship Date or the PO Order Date on this View:
Each column can be sort in ascending or descending sequence by clicking the lower right corner of the column heading.
You can turn off the Total of PO’s except for selected management staff by selecting the following Menus:
Control Info > System Control > Options
At the bottom of the Purchase Order View you can PRINT LIST of all items selected items showing on the PO View. Clicking on NEW PO will display a new PO Entry screen or REFRESH the screen with orders being added by other buyers.
On the Purchase Order View, you can double click on a PO or right click to open the PO.
PO Entry and Receiving
You can select an existing Purchase Order from the PO View by double clicking the Order that you want view and the following screen will be displayed for that vendor. A NEW Purchase Order can be created from the NEW button on the PO View or the following Purchase Order sub-menus:
- PO Entry and Receiving
- Purchase Order Document Processing
The first screen display for a Purchase Order is Vendor Information:
There are 6 tabs on a Purchase Order. These tabs are normally in the following sequence:
- Vendor Information
- Product Information
- Quick Entry
- Special Order
- Standing Order Information
- Allocation
The initial entry of a PO gives it an IP (In Process) Status. The Status is shown above the tabs on the top right side of the screen.
Drop Ship orders can be generated by changing the ShipTo Address or establish ShipTo Addresses that can be selected with the Select ShipTo drop down.
The Ship Date always defaults to todays date and can be changed.
Using the Order Arrival Days from the Vendor record, as shown below, the estimated Arrival Date of the PO is calculated (Ship Date + Order Arrival Days). You can change the Arrival Date as needed.
The following setting in Control Info > System Control > Options > Purchasing Options will change the Arrival Date to the date the PO is received:
The Pickup / Delivery buttons above, between the Ship Date and Arrival Date default to Delivery. If this PO is a local Pickup, just click the Pickup button and enter the Pickup time.
The Vendor Type in the Vendor record defines the default Purchase Type in the PO:
PO default Purchase Type:
Using the default Purchase Type in the PO a link is created to capture the PO Type information and the G/L account for Current Other Vendor Charges:
The Current Other Vendor Charges are entered and allocated to each line item entered based on the setting in System Control.
On the bottom of the Vendor Information tab the following information can be entered:
- Purchase Cost % for Landed Cost can be stored in the Vendor record and default to this field.The Purchase Cost % is often used for Hard Goods delivery charges, like 18% of product cost for the trucking fee.
The Vendor record, Purchase Info tab at the bottom is the place to set the default Purchase Cost % of Landed Cost for this Vendor:
- Checkbox to Add Percent to Surcharge is used for US Customs or other surcharges. The additional surcharge on flowers from Ecuador is 6% and by checking this box the calculated amount is captured as a Surcharge for each line item entered.
- Vendor Invoice # is optional and can entered in this field.
- Current Other Vendor Charges are used for box charges and other Vendor Charges on the vendor invoice. These charges are used to verify the vendors invoice (Vendor Chgs:) entered into the PO, to calculate a landed cost and be transferred to the Accounting System for a complete PO.
- Total Other Import Charges represent freight or clearing charges that are billed to you separately and not part of the Vendors invoice. These charges do not go to the Accounting System as part of the purchase order since they are billed separately. But, these charges are important to calculate the landed cost of the products.
- Pickup/Delivery Instructions in the Vendor record on the Purchase Info tab can be set as default.
PO instructions will show on the PO Vendor Information screen and can be changed.
The following setting in Control Info > System Control > Options > Purchasing Options will allocate Charges by stems or boxes as defined by this checkbox:
At the bottom of the screen is a running total from left to right:
- # Ordered
- # Received
- Vendor Charges (should always equal the vendors invoice)
- Total Product cost
- Total Other Charges
- Total Landed Costs
Product Information Screen
The next tab is the Product Information Screen which provides additional features, such as, entering Mixed Boxes. This screen will be address later after the simpler Quick Entry screen is reviewed.
Quick Entry Screen
The Quick Entry is used to simplify the entry of a purchase order. The entry fields for this PO screen are:
- Qnty is the number of boxes, cases, bundles, etc. being ordered.
- Pack specifies the number of units per quantity (Qnty). For example, 1 box of 125 stems.
- UofM is the unit of measure for the Qnty.
- Product Code can be entered or is optional if the product name is selected in the Description.
- Description of the product you want is selected by typing in part of the name and pressing enter or selecting the drop down menu to display products similar to the name entered.
- Item Cost is automatically displayed from the last purchase price of the product selected.
- Other Item Charges field is used if an additional cost is associated with the line item being entered.
- Landed Cost is calculated using the:
- Item Cost
- Allocated portion of the Current Other Vendor Charges
- Allocated portion of the Total Other Import Charges
- Allocated portion of the Purchase Cost %
- Freight charges calculated based on the Ship Via
- Sales Price is calculated based on the Margin/Markup for this Product Type.
- Internal Comment is used by the buyer to provide information for salesperson using the Sales Selective Ordering screen.
- Landed Margin shows based on Sales Price
Price Level 1 at the top of the screen shows the Price Level 1 sales price.
You can delete a line by right clicking and selecting delete.
To change a field, click the cell and enter the new value. Tab to the next cell to record the change.
Add Unallocated Items
Unallocated Items are Pre-Book sales products needed for purchased to fulfill the sales order.
Special Order Information
This tab is used to enter additional information regarding this purchase order.
Allocation Tab
The Allocation tab will show a number after the word when product is on the purchase order and there are Pre-Book items that could be added from the Unallocated Items list.
Print PO
This is the PO document that can be emailed to the vendor. There are various options associated with content of this document. Only Total Product Cost is shown on the emailed PO document.
Print W/S (Receiving Worksheet)
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 PURCHAE ORDER MENU and select VIEW PURCHASE ORDERS.
- Click NEW PO at the bottom of the screen.
- Create a purchase 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 #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.
- 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.