sales document processing

Purpose:  To email invoices at end of day to all or specific clients.

Keywords: 

How to email invoices at the end of day:

1. Go to Sales Menu then Sales Document Processing:

1. Choose the orders you wish to send Invoices to at end of day. Click on the heading if you wish to select all invoice check boxes.

1. Double click the Invoices heading and you need to select which box Un-invoiced Only or All button:

   

2. If you choose All every Invoice box will be checked

   

3. Click the email Invoices button:

You will get a pop-up showing that emails are being processed and the Sales Document Processing list will show a darker highlight as they are being sent.

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.