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