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Order Entry Options
Sales may be one of two types:
Immediate Invoicing with one-step Direct Sales Entry or later invoicing with two-step
Order Entry and Confirmation. Direct Sales Entry is normally used when shipping COD, when
product is in inventory or when the customer is at your sales counter and is taking the
merchandise with them. Two-step order entry is used when the taking of the order and the
shipping are different processes within the company. Orders may also be created from two
other methods; order from customer invoice history and order from quote. In both cases, Profi’C has been designed to take into consideration the real
business world, you may change, modify or delete any information for a particular order.
For new customers placing orders,
the customer master file record will be created at the same time as the order. Current
customer orders will automatically fill-in with the pertinent data from the customer file,
eliminating the need to input standard information. Order date, customer Purchase Order
number, acknowledgement, anticipated delivery date and ship date are inclusive. Customers
may have multiple shipping addresses which can be recalled for any order, special terms
and pricing consideration designated by you to speed order processing. Inventory
availability is verified as soon as the item number is entered. Back-orders may be created
during order entry or over-allocation may be allowed. Free-form comments may be added as
multiple line items or attached to the product description. Partial shipment of orders is
allowed, as well as partial billing. New items may be added before the order is sent to
the warehouse for shipment or added when invoiced. Confirm to ship the entire order with
one keystroke or review the order in detail. Freight charges are added when confirming the
order for shipping. Picking Tickets may be printed for all open orders or selected for
individual orders by several methods including requested date. Canceling orders is a
simple deletion and the system prompts you to print the Order Cancellation Register for
accuracy.
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Credit Line
Checking
Profi’C checks all customers, new and
established, for their credit rating. If it finds that the customer has exceeded their
credit limit, the order is entered and placed on credit hold until an override is
initiated to release the order. You may, at any time, request reports showing orders or
customers that are on credit hold.
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Inventory
Integration
Integrated with Profi'C Inventory
Control, your company may sell
inventoried items or it may sell one-time, non-stocked product or a combination of both. Profi’C accommodates the mixing of inventory and non-inventory items
on an order as well as designating from which location each item will be shipped. Items
are committed in the inventory the moment the item is ordered and while processing the
order Profi'C shows
you the quantity currently on hand and available. Once invoiced the items are deducted
from Inventory. Stock or Drop type shipments are handled and maintained.
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Back Orders
Back Orders may be created during
order entry when the inventory quantity reflects zero or a negative amount or when the
order is confirmed. All back orders appear as open orders on reports/inquiries and this
information is passed to Inventory Control. The back order item(s) is referenced on
packing slip and invoices displaying the product as backorder status.
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Pricing Options
Applicable when using Profi'C Inventory Control pricing may be changed for an
individual order, but the system will warn you if you are selling below cost. Items
ordered may be taxable or non-taxable independent of the Customer taxing authority.
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Quote Processing
One of the most exasperating
aspects of business is to forget what has been quoted to a customer or to lose track of a
quote. With Profi’C you
will have a record of every quote, by every salesman, to every customer. With Profi’C
Inventory Control, quotes are not limited to one line product
description. An expanded, unlimited description entered in the inventory product file is
available and will print automatically when entering product numbers. Free Form Text
Comments may also be used. When the quote becomes an order, Profi’C will convert the quote and assign an order number without
re-entering any information.
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Inquiries
At any time you may inquire as to
the status of an order by customer, inventory item, required date, credit status, or order
number. Since Profi’C is
an on-line system, you will always have access to open order status and may query the
system by customer, product, branch, item type, required date, or order date.
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Invoicing
Confirming the order creates the
customer invoice. Direct Sales Entry creates the invoice without an order. Printed
Invoices will include all details collected at order entry. Add special comments if you
want, such as "Thank you for your business" for the personal touch. Total list
Price, your cost, freight charge and total invoice amount will display when completing the
invoice for your reference. You may print the invoice at the time of creation or at a
later date. Invoices may be reprinted in the event of a change or printer problem. Unlike
many systems, Profi’C allows invoices to be viewed and even
changed by adding new items, deleting items, and also voiding the entire invoice up until
the time you update the Daily Invoice Register. And, the final invoice stays in the
history file for viewing until you decide you no longer need it. Profit percent and dollar
amount will display on invoice registers.
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On-Line Update To
Accounts Receivable
As soon as the order is invoiced,
the information is posted to Accounts Receivable and General Ledger, keeping the
customer’s Accounts Receivable balance current with invoicing and providing
management with actual financial data.
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Copyright © 1997 MBS Industries, Inc. All rights reserved.
Information in this document is subject to change without notice.
Other products and companies referred to herein are trademarks or registered trademarks of
their respective companies or mark holders.
