This video will provide an overview of how to create a ghost standing order in SMARTSystem. Click on the “Play” icon to start the video.
SMARTSystem Management Training Series
Training Session #6C – SMARTSystem PO Standing Order Processing
Purpose: To provide a good, strong working knowledge of PO Standing Order Processing.
Keywords: The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.
- PSO – Master PO Standing Order
- PSOC – is a “child” or “copy” of a master standing order
Overview:
Establish a PO Standing Order
The foundation of a PO Standing Order (PSO) is a real, live purchase order that is used as a template creating a master Standing Order. The PSO can be created from a regular purchase order that is In Process, Ordered, or Received. You can also create a new PSO from a “child” purchase order (PSOC).
To create a PSO do the following:
- Display a purchase order that has been entered and that you want to repeat
- Select the Standing Order Info tab, see example below
- Set the Start Date of the PSO. The start date would normally be next re-order date
- Set the End Date of the PSO. This can be one week, one month, one year, etc.
- Click the Day or Days of the Week that this PSO is re-ordered. At least one day or multiple days can be set.
CAUTION: This Purchase Order will now be used as a template and any changes to it will affect the “child” purchase order.
When the PSO parameters have been set, click the Update Standing Order button and the message “Recurring data has been saved” which indicates that the PSO has been saved. See example below:
Remember that this order is now a Master Standing Order and shown on the Purchase Order View with an “M” under the SO or Standing Order column. This order is the source of data for future PSOC’s when created.
When this Purchase Order is displayed after being set as a master PSO it will show “S/O Master” just below the Vendor Name. See below:
You can stop a master PSO by clicking on the Standing Order Information tab and click Stop Standing Order which turns off the PSO status and will be removed from the standing order view.
If Lock Standing Master Orders is set in System Control the PSO is now locked and will not allow changes. Refer to System Control section below.
Should you need to change a PSO, you can stop a master PSO by clicking on the Standing Order Information tab and click Stop Standing Order which turns off the PSO status and will be removed from the standing order view. This will allow you to make changes to your purchase order.
PO Standing Order Processing
Under the PURCHASE ORDERS Menu, select the sub-menu item View Standing Purchase Orders. The following screen will be displayed:
There are several options for this display of PSO’s:
- When the screen is first displayed the “Show orders to be processed on the following day of the week“ shows blank which represents the display “ALL” option.
- You can select a specific day of the week and the default shows all PSO’s for that day of the week:
The PO master standing orders that are displayed for a day of the week are based on the selection made in the PO on the screen below:
On the Standing Purchase Order screen you can double click a line and open that PO.
Also, you can print a list of the PSO’s selected using the Print button at the bottom left.
To begin the process of creating PSO’s you can highlight a specific PSO and click the “Process the Selected Order” button. Only one PSO can be processed at a time.
When you select “Process Selected Order” it will display the new “child” purchase order and the following message indicates that it was created successfully.
At the top of the screen it indicates that this PO is a “S/O Child” indicating it was generated from a Master.
You can change the “Child” Standing Order as needed without impact on the Master. Also, a new Master standing order can be created from a “Child”.
The new PSOC will have the Ship and Arrival dates automatically updated by 7 days.
After processing a Standing Order, the Standing Order View will be updated to reflect the “Next Order Date” and the date “Last Processed”.
System Control Options
PO Master Standing Orders are locked down with the same feature as used in Sales Standing Orders. Go to the System Control Table, Sales Options tab, General tab that locks the master Standing Master Orders to prevent them from being changed by accident:
If you need to change a PO that is set as a master standing order, PSO just click
Stop Standing Order which turns off the PSO status and will be removed from the standing order view.
Preparation to Go Live
Purchase Orders entered in the following manner will not be removed when test transactions are cleared from the SMARTSystem database before the Go Live event:
- Enter the PO as a real purchase order that will be the first one processed when we Go Live
It must stay in “IP” (in-process) status
- 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
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 PURCHASE ORDER MENU and VIEW PURCHASE ORDERS.
- Create a new Purchase Order and set it as a Standing Order.Exit the PO.
- See the View showing that PO is now a Master.
- Display the Standing Order View and check out the Standing Order you just created.
- Go through this training document and gain experience by trying different scenarios with PO 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 #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.
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.