Sales Orders
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Overview
The Sales Orders user section consists of five main parts.
- The Price Lists section allows you to assign merchandise (finished goods and parts) to a pricing structure set by the Administrator.
- The Sales Orders List section allows you to enter and process customer orders.
- The Reports section generates various sales and order reports.
- The Preferences section allows you some control over how Sales Orders appear on your home screen.
pERP will require some changes in how you think about price lists. The printed price lists we're accustomed to will be more for internal use. You can still print them out and give them to a dealer or to the sales team, but they will no longer be necessary for that purpose.
Definitions
It may be helpful to first explain some terminology. The pricing section in Administration allows control over the pricing structure for the sale of products and services. These fields must be set by an Administrator with high level access.
Here is a definition of the main fields in this section.
- Sales Areas might be better named Price Areas. This field permits definition of geographical areas where a particular pricing structure is in effect, such as US West, US East, US Mid-west, and US South. This will allow for four different price lists, one for each area. Or you might define two sales divisions, "Corporate Stores" and "Independent Dealers" with differential pricing for each division.
NOTE: Sales Area has nothing to do with physical territories covered by sales agents. These are called Sales Territories. You might have a dozen agents in California, Washington, Nevada, and Arizona, all using the same US West pricing structure.
- Sales Types again might better be named Price Types. This field allows you to set different pricing levels, such as Dealer, Wholesale, High Volume, Factory Discount, and MSRP. Each price type can vary within a Sales Area. The four sales areas given above, multiplied by the five sales types here, can give a total of up to 20 different price lists that could go into a national sales agent's price book.
- Sales Category (or Price Category) allows you to specify pricing for different product lines. Suppose that Sample Manufacturing Company begins producing a line of high-end luxury super-widgets. They might then have a Standard Widget Price Book, and a Super Widget Price Book. Each of these price books could have a different price list for each area and type. However, they could also just have a single Widgets category and expand it to include both widget types. FK Spa Manufacturing might have the categories Spas, Bathtubs, Parts and Accessories. Fresno Computers might use categories of Sales, Service, and Consulting.
You can see that these three fields have the flexibility to meet the needs of any business, retail or wholesale, from providing an extremely simple structure (Canadian, Dealer and MSRP, one product line) to handling the needs of a complex international pricing structure such as that used by Blue Falls Manufacturing.
Chronology
Chronology is important in pricing. Users always see the current price list. Any orders, sales, etc. that come in will always use the current price list, that is, the list that is in effect on the date of the order.
A current price list is one that is in effect, and has an Effective From date that is equal to or before today's date and an Effective to date that is blank or is after today's date. A price list becomes current at 00:00:01 (one second after midnight) on the Effective From date and will remain current until 24:00:00 (midnight) on the Effective To date.
When you edit a current list and save your edits, pERP will automatically close out the price list you edited and create a new one with your changes. Unless you specify otherwise, the new price list will become effective 24 hours from the time you save your edits. It is important to pay careful attention to the dating whenever you edit a price list. If you want prices to come into effect immediately (not advised), you must give yourself enough lead time to complete all the edits.
The chronology can be turned off, and this is recommended for the startup. However, once you have pERP configured and your people trained in its use, you should consider turning this back on for proper maintenance of pricing records.
Setting Pricing
The pERP Price Lists section is a major application that allows pricing to be set by sales area, sales category, and product.
Sales Orders
Once pricing has been set, the main part of the Order Entry module is the Sales Orders section. Generate or edit sales orders, schedule shipping.
Scheduling a Customer Shipment
An order once received can be placed for shipment immediately or can be deferred. This is a pending shipment.
A pending shipment means that pERP will check that each item is in stock in the designated inventory location. If not, it will search for alternate locations. If it is in another location, the user can then arrange to transfer stock. Either way, user can cancel the item and adjust the order, put the item on Back Order.
Pending shipments may need to be approved [LINK]
- Prepayment may be required
- Necessary paperwork may need to be done in advance such as brokerage, permissions, or licenses
Once a shipment has been approved, it can be fulfilled
- Goods are picked from the warehouse
- Items are packaged
- Necessary paperwork can be generated (Packing Slip, Bill of Lading, Commercial Invoice etc.)
Once a shipment has gone, the entire Order Entry process is completed.
Invoicing a Sales Order
Receiving Payment for a Sales Order
- Receiving payment for an order
Sales Reports
- Sales Reports > 9.4.5
Setting Preferences for Order Entry
- Order Preferences > 10.5.6
- FAQ
FAQ
See HowTo/Add_Parts
- Tom 17:35, 12 September 2008 (UTC)
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