sales order

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

 

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

Farm codes identify the Vendors farm for products listed on the Sales Order Entry Selective Ordering screen.  Changes to the Farm code when it is in use can cause unpredictable results.  Therefore, the Farm Maintenance program has been revised to make sure the code you change or delete is not actively being used. You can still ADD new Farm Codes at any time.

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.com or call 727-483-5306 for assistance.

Sincerely, John Henderson

SMARTSystem Management Training Series

Training Session #7A – SMARTSystem Inventory Reconciliation

Purpose:   How to use Inventory Reconciliation.

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

Inventory Reconciliation – A process of updating the computer with physical inventory counts.

Data Grid – Is a type of display screen used with Inventory Reconciliation.

On-Hand Inventory – Inventory in the computer that represents what is in the cooler/warehouse. On-Hand includes the On-Hold quantity.

On-Hold – An inventory quantity set aside in the computer and removed from the Available Inventory for sale by the sales staff.

Available Inventory – On-Hand Inventory less On-Hold Inventory is the Available Inventory for sale.

Sales Orders – A Sales Order contains product scheduled for delivery to the customer.  All products on a sales order have been removed from the On-hand inventory in the computer and ready for delivery/shipping.

Pre-book Orders – A Pre-book represents product scheduled for future delivery and these products have not been removed from the On-Hand inventory in the computer.

Invoiced Orders – Sales Orders invoiced for delivery to the customer.

Pre-packs – Products in the cooler that have been packed and staged for delivery/Shipment. This needs to be counted if using the “Subtract Open Orders from Quantity” option in Inventory Reconciliation.

Cooler Count – Quantity of product in the cooler that is not invoiced and would not include Pre-packs.

Open Orders – Products on Sales Orders (not invoiced) that have been removed from the On-Hand Inventory Balance.

Quantity – Cooler count quantity used on the Inventory Reconciliation Screen which is uploaded from an Excel spreadsheet or scanning device or entered by hand.

Net Avail – Net Avail (Available) is the Cooler Count, less Open Orders. This is will be the new On-hand Inventory quantity after reconciliation.

Auto-Hold – This is a special Growers process usually run by the Sales Manager to reserve products for fulfillment of Pre-book orders. This is reserved by putting the products On-hold through the date selected in the program. Wholesalers use Pre-Book Allocations to obtain this result.

SMARTScan – Is a specially written series of programs that run on the Motorola MC-3190 hand-held barcode scanner below.  These programs directly integrate with the SMARTSystem and can operate in a wireless environment.

Overview:

The purpose of this document is to detail how to create multiple Excel worksheets that can be used for physical inventory cycle count without causing conflicts during the reconciliation process.

Note: This process is designed to work with a handheld scanner and this procedure defines how to use it manually without the scanner.

Select Inventory Reconciliation by using the following Menus:

                   INVENTORY > INVENTORY RECONCILIATION

Creating Worksheets for Inventory Counts:

To create a worksheet of inventory records, open the Inventory Reconciliation program and click the Manual Reconciliation check box:

After the Manual Reconciliation box is checked ALL of your inventory products are automatically selected and displayed or you can identify specific products from the options provided (Category, Item, etc.):

Confirm selection for specific products then click the Find button to populate the data grid.

 

After you have clicked the Find button, click the Create Excel Worksheet button to create the spreadsheet that will be used for entering your physical inventory counts.

When you click the “Create Excel Worksheet” button the following screen will appear:

NOTE: The “Export to Excel” button will only appear if your computer has Microsoft Excel installed.

Click the “Export to Excel” button to save the Excel Worksheet to your hard drive. 

The Excel file is created as an Excel file in XML format.  Older versions of Microsoft Excel may not be able to read this format.

You are now ready to enter your inventory into your new spreadsheet.

Capture you inventory count for this cycle and when complete go to the next step.

Safely Recording Inventory Data:

This section will describe how to safely import the Inventory Records using Inventory Reconciliation and the Excel spreadsheet created using the procedures defined in “Creating Worksheet Records” above.

Before executing this procedure, please confirm that there is no inventory receiving activity being run on any other workstation.

To safely reconcile the inventory data follow these steps:

Make sure that the Excel Spreadsheet containing the data you intend to bring into Inventory Reconciliation is copied onto the computer that is going to run the Inventory Reconciliation before you start this procedure.

Open the Inventory Reconciliation program and click the Manual Reconciliation check box:

After the Manual Reconciliation box is checked select the inventory being processed from the options below, as done in the create worksheet section above:

Confirm selection for specific products then click the Find button to populate the data grid.

Click the “Get Data From Excel” button to select the Excel or Excel XML file that contains the inventory data to be reconciled.

The file selection dialog will allow you to navigate to the file containing your inventory records.  If you are importing from an Excel XML file you will need to change the file type to “Excel XML all version” in the file type selection drop down in the file selection window.

Select the file you want to reconcile and click Open:

After you click Open, the following screen will be displayed indicating how many records were found in the file you selected.

If there is a product code in the import file that is inactive or invalid in the SMARTSystem inventory table the following message will be displayed:

All products that are inactive or invalid in the SMARTSystem will be added to the exception report that is displayed after the file is completely loaded.

After the file is completely processed an exception report will be displayed along with a dialog box indicating how many records were processed. The number of records processed includes records on the exception report and records that were successfully matched to the active inventory.

 

The exception report shows all of the products found in the file that could not be found in the SMARTSystem database. These products will need to be corrected (modified) in order for them to be reconciled.

After the import process is complete you can easily check the quantities that were imported by sorting the inventory data grid by the Quantity column in descending order.  To do this, click the Quantity Column Header twice to bring all of the numbers to the top of the list.

Once you are satisfied with the inventory quantities, and you are 100% sure that no one is running Inventory Receiving or Reconciliation. Click Save to reconcile the values in the list.  Blank Quantities are ignored.

Once the Excel Spreadsheet has been imported into the Inventory Reconciliation program you must click SAVE to update the inventory quantities. If you do not click save, no adjustments will be made to your inventory.

When SAVE is selected a copy of the data before processing will be saved on an excel spreadsheet.  The spreadsheet will be saved automatically in C:\WFSDATA\Excel with a file name

Inventory Reconciliation – MM-DD-YYYY_HH-MM.xlsx

Note: Excel is installed on the PC you are using

Subtract Open Orders from Quantity:

This feature was added to provide a way to compensate for product that is in the cooler and being counted, but already sold on sales orders.  The reason this was done is that when a Sales Order is created in the SMARTSystem the product is immediately removed from inventory; however, some of our users do not pick the order the same day it is entered.  This creates a condition where some of the inventory in the cooler is not shown in the SMARTSystem.

To handle this condition the “Open Orders” column was added to show the quantity of each product that is currently on Sales Orders that have not yet been invoiced.  The “Subtract Open Order From Quantity” feature was added to subtract the quantity of product on sales orders that have not been invoiced from the physical count entered into the Inventory Reconciliation program.

This feature is selected by checking the “Subtract Open Orders From Quantity” box:

When this box is checked a new column is displayed to show the New Available quantity that inventory will be set to after subtracting out the Open Orders. This will become the new “On Hand” quantity when the Save button is clicked and the inventory is reconciled.

Explanation of this example:

There are currently 10 on hand and 16 on open orders.  This means that there 10 units available for sale before the reconciliation and 16 items that have been sold but are not yet invoiced.  When the “Subtract Open Orders From Quantity” box is checked the value of 16 will be subtracted from the quantity entered into the Quantity box to yield the correct New Quantity Available to sale (26 – 16 = 10).

Add Quantities to Available Balance:

This feature was added to allow the Inventory Reconciliation program to be used for bulk inventory receiving.

Effective June 13, 2013 you are allowed to enter a negative quantity, for example “-25”

To use this feature check the “Add Quantities to Available Balance” box:

When this is checked all quantities entered will create new receiving lots for the product.  After checking the box simply enter the quantity of each product that needs to be added to inventory and click SAVE.  This will increase the available quantity by the amount entered into the quantity box.

“Subtract Open Orders from Quantity” feature is disable when “Add Quantities to Available Balance” is checked.

Manage Staged SMARTScan data:

This feature was added to provide a way for SMARTScan users to preview and modify the data collected by the SMARTScan software before reconciling it into the live inventory.

This feature is now a mandatory step between retrieving the data from the SMARTScan devices and reconciliation. 

The SMARTScan procedure has been changed as follows:

1. Cradle the SMARTScan device.
2. Click the “Get Data from SMARTScan” button
3. Respond to this prompt

   

   1. Clicking “No” will cancel the operation
   2. Clicking “Yes” will cause the SMARTSystem to communicate with the SMARTScan device and retrieve its Inventory Data.
   3. This step can be repeated for each SMARTScan device and all of the data from the SMARTScan devices will be stored in the Staged SMARTScan Data table to be managed when you are ready
4. After the SMARTScan data is collected from the device it is then stored in a Staging area to be reviewed and edited before being reconciled.

   

   1. This data can be edited, saved and recalled at a later time.
   2. All fields on this screen can be modified by the user.
   3. Rows can be deleted by selecting the row and pressing the delete key.
   4. ONLY the rows that are marked as “Selected” will be brought into Inventory Reconciliation.
   5. After making changes the user can choose from the following buttons:
      1. “Save Changes” to save the work they have done
      2. “Exit” to exit the program without saving changes
      3. “Export to Excel” to create an Excel Spreadsheet from the Staged SMARTScan Data in its current form.
      4. “Move Selected Items to Inventory Reconciliation” to import all “Selected” records into the Inventory Reconciliation program to be reconciled when the user clicks the “Save” button in the Inventory Reconciliation program.
         1. Note – this process purges the Staged data at when it is clicked clearing the system to be ready for the next Inventory Reconciliation Cycle
         2. The user is presented with a final opportunity to modify the data in the Inventory Reconciliation program before clicking “Save” to reconcile the inventory from the SMARTScan devices.

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 #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. 

1. Login into SMARTSystem.
2. Go to the SALES MENU and select VIEW SALES ORDERS.
3. Using an existing sales order or create a new sales order and set it as a Standing Order.
4. 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.

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.