Enterprise 6 is a flexible system, and as such, allows several ways of processing orders. The method discussed in this section of the Tutorial assumes that a sales person is responsible for entering new orders onto the system and that an Order Processor takes over from that point. The Reference Manual discusses each method in more detail.
Before you start on this tutorial, you should have first completed the tutorial chapters in the Core Data and Diary Manager manuals and the first chapter of the Core Functions manual. This tutorial should be read before the Purchase Order Processing, Stock Control and Sales Ledger tutorials.
This part of the Tutorial uses the Diary Manager and EnquiryWriter Companion Volume. Further on, you will need access to the Sales Orders volume.
Our example data tracks the continuing commercial saga of the Apple Pie Trading Company. Things are going well! Your quotation was well received by Safemarkets and they have placed a small order.
Safemarkets want to order several apple products ready for collection by next Tuesday. Let’s enter this order on to your Enterprise 6 system.
The illustrations in this section are taken from the EnquiryWriter companion. Select the Diary Manager volume menu before proceeding. Choose ‘Enter New Orders’ from the EnquiryWriter menu. The Orders screen appears.
If you do not have access to the EnquiryWriter companion, you can follow this section using the ‘Enter Sales Orders’ function in the Sales Order Processing volume. These screens will be described later in the chapter. Access to the EnquiryWriter is granted to all members of Personnel in the Tutorial data.
This is exactly the same environment used in the Diary Manager Tutorial for entering Enquiries, which can then be subsequently upgraded to a New Order. If you have run through that section, you are already aware of much of what follows here.
In the Company field, enter the Company Code - by entering the first few letters of the company name (up to a maximum of four). Enter “Safe”.
You may see a dialogue box saying, “Safemarkets Plc has no Credit Account”.
Ensure that Credit Checks are not enforced in the Preferences of the Data Manager volume, or you will not be able to enter any orders. They are not enforced in the Tutorial data. Contact your System Administrator for further details.
Enterprise 6 carries out a number of other credit checks. If you set up a Credit Account for Safemarkets in the Companies tutorial chapter, you will see a dialogue box appear advising the limit.
Enterprise 6 will also point out if a customer is over his credit limit, and the state of the company’s account - on hold.
Enterprise 6 will default to the principal contact. See the Core Data tutorial chapter for advice on how to change the default contact, or how to choose another contact in the company.
Enterprise 6 creates an Order Code for you. This is your Internal Order Number (picked up from the Preference settings in the Data Manager). Taken By is the name of the person who took the order - it will normally be automatically filled in with your details. Person is the ‘field sales’ representative (normally) responsible for this order. Order Date is normally filled in with today’s date, but you can change this if you want. Enterprise 6 will automatically set the Required Date (the date the goods or services are to be supplied) according to the setting in Preferences in the Data Manager volume. In this case, Safemarkets want delivery by next Tuesday, so amend this field accordingly.
Source is used to record the source of a given enquiry or order. See the Sources section of the Data Manager manual for more information on how to use this function.
If Safemarkets supply an official Order Number with this order, enter it in the box ‘Your Order No’.
The Included List entitled Items is used to enter the ordered Products. Click the [+] button in the Buttons Palette to add a new Order Item (or hold down the <Command> (Macintosh) or <Control> (Windows) key and press
In the next column (Quantity) there are two figures. The top figure is the number you require (in this case 50 - enter this).
The section on Entering Enquiries in the Diary tutorial contains full details on how to quickly assign product information. If you have covered this chapter, you will recognise the ‘Add Product Items’ function described below.
Select the ‘Add Product Items’ function on the Functions menu.
A dialogue box appears.
To list your entire range of products, just hit <Return>.
You can now <Command>-click (Macintosh) or <Control>-click (Windows) multiple items. Select FLNAPT001, PIEAPT003, PIEAPT004 and PASSFM001. (Note: PASSFM001 was a product that should have been entered if the Products tutorial chapter was followed. Do not worry too much if it does not appear in the list.)
Click [Accept] or hit the <Enter> key.
Enterprise 6 will ask, “Do you want to insert 4 Products into the Order?” Click [Yes].
The additional items will be entered. The order quantity will default to one of each, so all you now need do is specify the quantities ordered if more than one is required of anything. Change these quantities now to those shown in the illustration below.
This intuitive method is a productive, minimum-typing way of entering orders for processing by Enterprise 6.
If you wish to enter any special comments regarding this Order, click [Page 2] and move to the Comments field as shown below. Comments 1 should be used for comments to be printed on paperwork (such as the Invoice) and is duplicated in the Desc. field on the first page, while internal comments only should go into the Comments 2 field.