Order Entry
|
CSS designed our order entry system to be used in the wholesale distribution environment. This system is fully integrated with most of the other modules in our system and can handle any number of users giving each the ability to enter orders, take payments, check the status of an open order, credit and re-bill an order or do any other needed transaction while talking to the customer on the phone. The system is responsive and easy to use, it comes with all the functionality you would expect from systems costing thousands more. We handle multiple locations, multiple ship to addresses and much more. Users can set the system up to print picking ticket and invoices on demand or by batch. There is a credit approval and credit hold facility as well.
User Defined Transaction Codes
Our order entry system is designed to give you all the flexibility you need by offering you a full compliment of system and user-defined transaction codes that can be used to handle any type of transaction. Using these powerful transaction codes will allow you to customize the order entry system to your specific needs. Users can setup transaction codes to perform any function inside the order entry system as well as transaction codes that will take them to any other programs within the system. All sales, inventory and general ledger reporting can be tracked by transaction codes.
Rental Contracts, Maintenance Contracts and Repair Orders
This order entry system comes with the ability to setup rental contracts for clients wanting to allow rent to rent or rent to own leasing. Contracts can be created with user defined terms and payment methods. Recurring billing can be setup for monthly billing. Credit card payments can be generated automatically as well. The system will track all payments and can add late fees or other charges to contracts if needed. There is a rental credit facility to allow rental credit accumulation and application. Users can setup warranty or maintenance contracts for any purchased item. Maintenance contracts can be setup for automatic monthly billing and credit card payments if desired. The order entry system has a built in repair order system that is capable of taking in items to be repaired, printing repair orders and allowing repair parts and labor to be tracked through the repair and billing process.
Integrated Credit Card Processing
For customers requiring interactive credit card and debit card processing during the order entry process, CSS offers our order entry system with a fully integrated credit card processing software option. Our credit card software will provide quick authorization and approvals of any type of credit or debit card in an online environment. This feature is optional and is not required to be purchased to use our order entry system. Having trouble meeting the new government requirements for accepting and storing customer credit card numbers? With all the new laws concerning the electronic tracking and storing of consumer credit cards, many companies are in danger of receiving large fines or other penalties for failing to meet all government requirements. Our credit card software lets you collect and store any number of credit cards for a customer. The system will store all credit card information using the encryption methods required by the government. Your customer's credit cards are safe with our software.
Serialized Inventory Option
This system comes with an integrated serialized inventory system that is capable of tracking and allocating any type of serialized or non-serialized inventory. All serialized inventory is tracked and allocated through our fixed asset system that can be purchased with this module. The system tracks on hand quantities, on order, committed, backordered and available quantities for all items. You may generate new purchase orders for any backordered item automatically. Picking tickets and order confirmations can be generated and printed or emailed as desired.
Faxing, Emailing and Archiving
One of the best features of the order entry system is the ability to fully integrate with our other modules. Often times, important information such as picking tickets, shipping conformations and invoices need to be quickly distributed to customers, managers or shipping agents. By adding our faxing and email modules, you can get your information to the people that need it in a quick, efficient and secure manner. This integrated package provides the ability to email any O/E report generated by the system. It will be sent as a PDF attachment. You may also fax reports without leaving your desk. The archive system will allow you to automatically save reports such as month end aging and check registers to a folder on your iSeries that can be backed up in your nightly save routine.
Additional Features of the Order Entry Module top
|
Order Entry System Requirement top
All CSS software is currently compatible with OS/400 V4R5M0 V6R1M0. As new releases are installed older ones will be replaced. CSS will always ensure that our software remains compatible with any OS/400 operating system IBM is shipping.
There are several features in our software that will not work on machines below V5R3M0. Some of these features include:
|
Order Entry System Compatibility top
The Order Entry system is designed to integrate with several other modules. Clients wanting to interface this module with existing in-house systems can do so. Contact our office for more information.
The Order Entry system requires that you purchase the following modules:
|
Optional modules you may want to consider:
|
Here is a summary of how this module interfaces with our other modules:
| Accounts Receivable | The O/E requires the A/R module. |
| Accounts Payable | The O/E requires the A/P. |
| General Ledger | The O/E requires the G/L module. |
| Cash Reconciliation | The C/R module interfaces with the O/E system but is not required. |
| Fixed Assets | The O/E requires the F/A module. |
| Payroll | The P/R system does not interface with the O/E system. |
| Human Resources | The H/R module does not interface with the O/E system. |
| Inventory Control | The O/E requires the I/C module. |
| Inventory Purchasing | The I/P module interfaces with the O/E system but is not required. |
| Sales Analysis | The S/A module interfaces with the O/E system but is not required. |
| Point of Sale | The POS module interfaces with the O/E system but is not required. |
| Manufacturing | The M/N module interfaces with the O/E system but is not required. |
| Faxing System | CSS has integrated our faxing software with the O/E module to allow faxing of any system generated reports. The faxing is outbound only and requires a dedicated phone line. |
| Email System | CSS has integrated our emailing software with the O/E module to allow emailing of any system generated reports. The document will be sent as a PDF attachment. This email system is for outbound emailing only. |
| Archiving System | Interfacing with this module will allow the ability to archive all O/E reports and postings to the iSeries IFS. |
Order Entry Menu Summary top
The Order Entry System has two menus. The first or main menu contains the most used programs. The following is a summary of each menu option available to the order entry user. You can find more detailed information for each option in our software users manuals.
|
ORDMENU1 Order Entry Select one of the following: 1. Enter / Update Orders 13. Customer Master Maintenance 2. Print Picking Tickets 14. Customer Master Inquiry 3. Print Invoice Edit 15. 4. Print Invoices 16. Open Order Detail Inquiry 5. Close Orders 17. 6. Post Orders 18. Salesman Master Maintenance 7. Print Posting Reports 19. Sales Rep Master Maintenance 8. Print Quotes 20. Terms Code Master Maintenance 9. Print Daily Payment Report 21. Ship Code Master Maintenance 10. Inventory Master Maintenance 22. Sales Tax Master Maintenance 11. Inventory Master Inquiry 23. 12. Inventory Quantity Inquiry 24. Additional O/E Procedures 30. Display O/E Documentation Selection or command 90. Signoff ===> ___________________________________________________ |
O/E Menu 1 Option 1 Enter / Update Orders
This procedure allows the order entry user to enter and maintain all orders, invoices, credits and quotes. From this one procedure all order entry and billing functions are performed. Extensive searches are built into this function such as, open orders, customers, ship to, terms, shipping methods, salesmen, items, and item substitutions.
O/E Menu 1 Option 2 Print Picking Tickets
This option will print picking tickets for any orders that are flagged to print. This is the batch printing function. The system also supports on-line printing of picking tickets.
O/E Menu 1 Option 3 Print Invoice Edit
This procedure will produce an edit listing of all invoices that are flagged to print. This procedure will allow the order entry user to review invoice information prior to the actual printing of the invoices.
O/E Menu 1 Option 4 Print Invoices
This procedure will print all invoices that are flagged to print. Any printed invoice can be flagged to reprint prior to posting. Until invoices are posted, no updating occurs.
O/E Menu 1 Option 5 Close Orders
This procedure will close all open orders that were closed at the picking ticket and receipt level and release them for final posting.
O/E Menu 1 Option 6 Post Orders
This procedure updates all files with information from the printed invoices. During the post, various reports are produced and files are updated. This procedure creates records for the accounts receivable, inventory control, sales analysis and general ledger systems. Once an invoice is posted, the invoice is removed from the order entry files.
O/E Menu 1 Option 7 Print Posting Reports
This procedure will allow printing of the posting reports generated each time the system posts orders. You may see the current post or any date range of posts.
O/E Menu 1 Option 8 Print Quotes
This option will allow printing of any quotes that have been flagged to print.
O/E Menu 1 Option 9 Print Daily Payment Report
This procedure will print the daily payments made in the order entry system.
O/E Menu 1 Option 10 Inventory Master Maintenance
This procedure allows the order entry user to perform maintenance to the inventory item master file. This procedure allows any maintenance to be performed to the item master and item location records.
O/E Menu 1 Option 11 Inventory Master Inquiry
This procedure allows the order entry user to perform inquiries into the inventory item master file. All pertinent information relating to an item is available for viewing. Pricing, inventory levels, and item activity are all displayed for the user to view.
O/E Menu 1 Option 12 Inventory Quantity Inquiry
This procedure provides a quick access to inventory information specifically related to quantities on hand, committed, on order etc.
O/E Menu 1 Option 13 Customer Master Maintenance
This procedure allows the order entry user to perform maintenance to the customer master and ship to files. Customer and ship to information can be added or maintained as needed.
O/E Menu 1 Option 14 Customer Master Inquiry
This procedure provides the order entry user with extensive information regarding a customer. Various searches are available to locate the desired customer. Once located, the user can view all information in the customer record including credit information, aged balances and other activity. The user can view and maintain comments for the customer. All open invoices can be viewed in summary form as well as in line item detail form. In addition, the user can view closed invoices in summary and detail form for all invoices in the history file. The user can view all cash receipts and adjustments for the customer.
O/E Menu 1 Option 16 Open Order Detail Inquiry
This procedure will allow the order entry user to display all open order information for a specified item number. All orders containing the item are displayed along with customer and pricing information.
O/E Menu 1 Option 18 Salesman Master Maintenance
This procedure allows the order entry user to enter and maintain salesman information into the system.
O/E Menu 1 Option 19 Sales Rep Master Maintenance
This procedure allows the order entry user to enter and maintain sales rep information into the system.
O/E Menu 1 Option 20 Terms Code Master Maintenances
This procedure allows the user to enter and maintain terms code to be used by the order entry module. The terms code will provide information necessary to determine due dates for invoices.
O/E Menu 1 Option 21 Ship Code Master Maintenance
This procedure will allow the order entry user to enter and maintain shipping code to be used by the system.
O/E Menu 1 Option 22 Sales Tax Master Maintenance
This procedure will allow the order entry user to enter and maintain information in the sales tax master file. This file is used to tax rates for a specified tax code. These tax codes are then entered into the customer master record.
O/E Menu 1 Option 24 Additional O/E Procedures
This option will take you to the second O/E menu.
Order Entry Menu2 Summary top
This is the second Order Entry menu. It contains the least used maintenance programs. You may run the system reports from this menu. Here is an example of the menu followed by a summary of each menu option:
|
ORDMENU2 Order Entry Select one of the following: 1. Build Sales Files for Query 13. Salesman Sales Inquiry 1. Location Master Maintenance 13. Order Entry Listings 2. Transaction Code Maintenance 14. 3. Payment Type Maintenance 15. Recurring Order Maintenance 4. Payment Plan Maintenance 16. Recurring Orders List 5. 17. Recurring Orders Load 6. Blanket P/O Maintenance 18. 7. 19. Print Recurring Orders 8. Contract Bid Maintenance 20. 9. 21. Rental Returns 10. Pooled Order Priority Maintenance 22. 11. 23. 12. O/E System Parameters 24. O/E Period End Processing 12. Inventory Quantity Inquiry 24. Additional O/E Procedures 30. Display O/E Documentation Selection or command 90. Signoff ===> ___________________________________________________ |
O/E Menu 2 Option 1 Location Master Maintenance
This procedure allows the order entry user to enter and maintain location master records. Each inventory item is assigned at least one location. When an order is entered, the location determines where the inventory is relieved. In addition, each customer is assigned a default location.
O/E Menu 2 Option 2 Transaction Code Maintenance
This procedure provides the ability to enter and maintain transaction codes. Transaction codes are used by the order entry system to identify the type of transaction. Information relating to a transaction such as whether its an invoice or credit, if inventory is affected as well some general ledger account numbers are required for each transaction code.
O/E Menu 2 Option 3 Payment Type Maintenance
This option will allow entry and maintenance on the system payment types. You may setup as many payment types as you need.
O/E Menu 2 Option 4 Payment Plan Maintenance
This system is capable of allowing a payment plan to be setup and used in the order entry system. Users will enter and maintain all payment plans in this program.
O/E Menu 2 Option 6 Blanket P/O Maintenance
The system will allow entry and maintenance to blanket purchase orders created for any customer. The system will keep track of all activity against that purchase order.
O/E Menu 2 Option 8 Contract Bid Maintenance
This procedure allows the order entry operator to enter and maintain contract pricing for the customer. The system will allow the user to enter specific prices for a customer for specific items.
O/E Menu 2 Option 10 Pooled Order Priority Maintenance
This option will give you the ability to change the priority order of printing batched or pooled picking tickets.
O/E Menu 2 Option 12 O/E System Parameters
There are several parameters that are used by the order entry system. Each of these parameters affects how the system will perform. This procedure allows the user to maintain these parameters.
O/E Menu 2 Option 13 Order Entry Listings
This option will allow you to select from a list of all available order entry report options.
O/E Menu 2 Option 15 Recurring Order Maintenance
Users may setup orders that are to be billed regularly. This option will allow entry and maintenance to the recurring order master file.
O/E Menu 2 Option 16 Recurring Order List
This option will print a list of all active recurring orders in the system. You may select from several different parameters.
O/E Menu 2 Option 17 Recurring Order Load
This procedure creates the new orders from the recurring master order. You may run this procedure as many times as you want and at anytime you want. You may generate an order automatically by week, month, semi-monthly or annually.
O/E Menu 2 Option 19 Print Recurring Orders
This option will print the orders that were selected and loaded in the previous option.
O/E Menu 2 Option 21 Rental Returns
The order entry system allows you to setup and maintain rent contracts for any sales order. This option will allow the processing of rental returns.
O/E Menu 2 Option 24 O/E Period End Processing
This procedure performs the various functions that are needed to close the current period and prepare the files for the new period. This procedure should be performed after all invoicing is completed for the period.