This section requires the Sales Orders volume.
An order has now been entered on to the system, for Safemarkets. The Sales Order Processor can now use Enterprise 6 to track that order and allocate products, if the Stock Control Volume is present.
All the Sales Order Processing functions are found under the Sales Orders option of the Volumes menu. Choose this now - the screen background changes to the Sales Orders logo.
There is an Sales Orders menu here, which contains all the Sales Order Processing functions.
Select ‘View Sales Orders’.
The standard Quick Search dialogue box appears. Again, there is a full range of search options available, similar to other functions in Enterprise 6, if you just click the [More Choices] button. You will see the Comprehensive Search dialogue (see the Core Functions tutorial section and ‘Getting Started’ for more information).
This box allows you to search on almost any piece of information, but the option that interests us here is viewing New Orders. There is an area on this dialogue showing each of the File States for Orders, such as New, Confirmed, and Cancelled. These indicate the status of orders in the system - when they are entered in the Diary Volume using the ‘Enter New Orders’ function on the Enquiries menu they are automatically flagged as “New”. For this reason, it is better practice to enter orders in the Diary Volume than the Sales Orders volume - where orders can immediately be set to ‘Confirmed’ status.
Check ‘New Order’ on the dialogue, so that a bullet appears beside it:.
Click [OK].
A list of orders appears, including the one you have just entered.
Double-click the order from London Pride (rather than the one you have just entered for Safemarkets).
A more comprehensive view of the order now appears on screen. This is very similar to the screen you used to enter the order, offering a more detailed summary view of the order and its current status:
The first step is to upgrade the status of this order from ‘New’ to ‘Confirmed’, by clicking the upward arrow at the top left. This action will trigger the Credit checking window that you have already seen, so that you have all the information you need when deciding whether to Confirm the Order.
To take a detailed look at the first line of the order, first ensure the Itemsx included list is in Selectable mode. There is a small Mode button in the top left hand corner of the list.
Click on it and hold the mouse button down. A small pop up menu appears. Choose ‘Selectable’.
Once you have become used to the Editable and Selectable modes, you won’t need to hold the mouse button down over this button. Quickly clicking the button will toggle between the two modes.
Now, double click anywhere within the first Item in the list. You will see a screen giving full details of the Item.
You can see virtually all this information without double-clicking - and for speed, you will normally process from the list. But this is a close-up view of the Order Item and its attributes.
Notice that Enterprise 6 has chosen a recommended supplier: Pie Products Partnership. This was chosen because Enterprise 6 knows that, of all the possible Suppliers for this Product, Pie Products was the able to offer you the best Cost Price. You are going to override this recommendation. Highlight the Supplier Code in the supplier box, and type “FL” as an abbreviation of the code of an alternative supplier.
When you press <Tab>, you will notice that the Cost Price alters. Changing the Supplier brings in the Cost Price that Enterprise 6 knows Flans & Pies Partnership can offer.
Flans & Pies Partnership have confirmed, however, that they will be able to match Pie Products Partnership’s price, not just for this Order, but as a general rule. Therefore, you feel that their Supplier record for this product should be altered accordingly. You don’t have to go to the Product screen to do this. Simply go to the Cost Price field, double-click and type “2.00”.
The following window appears when you press <Tab> if your Personnel record in the Data Manager Volume allows you to update product pricing, and if the Product record has the “Allow price updates from other files” check box switched on. Both these options are on in the Tutorial data, but see your System Administrator about this if you have any queries.
Enterprise 6 already has this supplier listed for that product. But not at the Cost Price indicated.
Click [OK].
Enterprise 6 will update the information held in the table shown on the Products screen.
Check this now, if you like, by viewing the product data in another window.
If you were to add a code for a company which was not ‘attached’ as a potential supplier for this product, Enterprise 6 would ask whether you wished to add this Supplier to the Product for future reference. Thus, Enterprise 6 allows you to make dynamic changes to the supplier information and cost price as you work with an Order.
Don’t change the purchase supplier information now. Leave it as Flans & Pies Partnership if you are using the Tutorial Data supplied.
Press [Accept] to return from this Order Item screen to the main Sales Order screen.
The order processor can specify the terms of payment. You may remember from earlier that London Pride do not yet have a Credit Account with us - they will be required to pay immediately for this batch of goods. Click in the Terms field and a pop-up selection box appears. Choose Pay on Invoice. Then, move on to specify Delivery Method. If the options provided are not suitable, you can modify or add to them. Now you need to look at the Order Items themselves. For each Item, several prices are shown. In your real data, you will be able to use the ‘Definitions’ option on the [Editable/Selectable mode] button if you do not wish to display them all. In the Tutorial data, all figures are shown and they are described in groups below. The first figure is the Retail Price per Item (before any discount or uplift). The second is the Sales Price per Item (after adjustment from retail) which was entered on the order (in other words, the cost agreed with the customer, not necessarily the list price). This is the figure which will appear on the invoice and any other related paperwork. Below that is the buy-in Cost per Item to Apple Pie Trading. Enterprise 6 will choose the lowest-cost supplier and enter their cost, although in the case of the first Order Item you have already modified this. If for any reason you need to override this setting, you can just choose the company code for another supplier, or you can simply alter the Cost Price, whichever is appropriate. The final figure is the % Margin. The next three figures are the following: The VAT Code of S indicates that this item is charged at the Standard VAT rate (which is set up in the Data Manager Volume), and then next to that is the total cost to the customer including VAT. Normally all these three figures are calculated automatically. However, entering a Total Amount, for example, will cause Enterprise 6 to calculate a Sales Price, Amount and VAT depending on the Quantity. The next columns are concerned with Ordering and Invoicing. Enterprise 6 can handle Partial Orders and Split Suppliers - you can freely allocate items to different Order Numbers and Suppliers. When issuing back-to-back orders, remember the following rules:
- If two or more items on an order come from the same supplier, and you want to place them on the same Purchase Order, Enterprise 6 will automatically handle this when printing a Purchase Order - if you have the Purchase Order Processing volume.
- If two or more items come from the same supplier, but you wish to produce separate Purchase Orders, give them different Order Numbers.
- Items from different Suppliers must not and cannot have the same Order Number.
- The Order Date is automatically set to today’s date when you print the Purchase Order - but you can change this (if you wish to post-date the order for example).
Choose an alternative supplier by typing in the first few letters (up to a maximum of four) of the Supplier Code, or an @-sign in the Supplier field. Remember that Suppliers are entered in a table on the Products screen. Finally the following information is shown: The Invoice Number field is closely related to Invoice production and the Sales Ledger - this is covered in detail later in this Tutorial. The Serial Number field requires the Stock Control volume together with the Serial Number Tracking companion to be present.
To send an Acknowledgement Form to Safemarkets, select ‘Order Acknowledgement’ from the Print menu.
Enterprise 6 allows you to bulk buy, and to batch up orders, if you have the Purchase Order Processing Volume. Back-to-back buying is like cooking to order. Rather than buying in quantity and selling from stock, you specifically purchase items to fulfil sales orders. We will now create a back-to-back purchase order. You will need to have access to the Purchase Order Processing Volume to follow this section. You can either use your own, manual, purchase order numbering system, or you can let Enterprise 6 create Purchase Order Numbers automatically. In the example currently on screen, only one Purchase Order will be created, because all the items can be purchased from the same supplier. If this were not the case, Enterprise 6 would create as many Purchase Orders as necessary. You do not need to enter any Purchase Order Numbers - Enterprise 6 will place its own Purchase Order Number in this field once the Purchase Order has been created. Enterprise 6 will create as many Purchase Orders to different suppliers as required. To print a back-to-back purchase order, select ‘Items by Purch Ord No’ from the Purchase Order section of the Print menu. This function requires the Purchase Order Processing Volume to be present. A dialogue box will appear, asking which Purchase Order number to print. You can enter a specific number, if you have entered a number or numbers into each of the Order Items. Usually, as in this case, you would leave it blank and hit <Return> or click [OK]. Enterprise 6 then asks for confirmation.In our example, there is only one Purchase Order to be required. However, if the Sales Order Items came from different Suppliers, Enterprise 6 would create as many Purchase Orders as necessary, with the quantity in this dialogue box changing accordingly. If you used your own manual system, you would have to create and print the Purchase Orders individually. Click [Yes] and Enterprise 6 then asks whether you want to check the Purchase Order.When you use Enterprise 6 regularly, you won’t need to check the Purchase Orders. For this example, however, click [Check]. You will now be dropped into the Purchase Order screen, as shown below: If necessary, you can change details such as the Purchase Order Date. Choose ‘Print’ from the Functions menu. You will now be presented with the standard Page Setup and Print Settings dialogues. If you Preview the Purchase Order on screen, you can zoom in to view it more closely. Move the dotted box around on screen and zoom into different areas for a close look at the whole form. Click [Next Page] when you’re finished (do not press [Stop Printing], or you will interrupt the procedure). If you have the Stock Control volume, you will now be asked whether or not you wish to Post this Purchase Order as a Stock Movement. See the Stock Control tutorial or reference manual for more information on this - for now answer [Yes]. You will then be offered the chance to view the Stock Movement before Posting it. Answer [Post Now] for now. Finally, press [Accept] when you return to the Purchase Order screen. When you return to the Order screen, you will see that the Order Items now have an Order Number in the Purchase Order Number box. This is the same order number as was printed on the Purchase Order form itself. If it is necessary to create further Purchase Orders, repeat the process described above. For this example, no further action is required, so press [Accept] to return to the main splash screen. The basic back-to-back Purchase Order process can be enhanced if additional sophistication is required. For example, you can manually select the Order Items against which you wish to raise Purchase Orders. You might want to do this if you know the lead times for the items differ. With the Order Items included list in Selectable mode, select the appropriate Order Items by clicking. Hold down the <Shift> key while clicking to make a continuous selection, or the <Command> (Macintosh) or <Control> (Windows) key to make a discontinuous selection. Then, select ‘Purchase Order Selected Items’ from the Print menu. The appropriate number of Purchase Orders will be created according to the items selected. You can also use the ‘Batch Purchase Orders’ function to create Purchase Orders from multiple Sales Orders. The function will search through Sales Orders for Items to order and will create the appropriate number of Purchase Orders. These can then be batch printed. If you have two or more Sales Orders for the same item, or for items from the same Supplier, these will be placed on the same Purchase Order, possibly gaining you some quantity discount. Full details of this function can be found in the Purchase Order Processing tutorial.
