Sales Order Processing

Transcription

1 Windows Print Management System Sales Order Processing

2 Sales Order Processing Contents Sales Order Processing Contents Sales Order Processing Contents Introduction to SOP Stock Type Stock Item SOP Service Login User SOP Welcome Window Welcome Page - Images & Logo s Customer Services Request Account SOP Account Request Sales Order Processing Existing Orders Your Account New Order Show Products Order Summary: Help Log Out Sales Order Processing Summary Placing an order as an internal user Add Items Product Details Save Order Details Placing an order as an external user Add Items Product Details Save Order Details Approving a Sales Order Allocating, Picking and Delivering a Sales Order Invoicing a Sales Order SOP Reports SOP Order Analysis SOP Margins Shuttleworth Business Systems Limited 1.1

3 Introduction to SOP Introduction to SOP The Sales Order Processing module can be used by internal and external users and allows users to create orders for finished stock. Internal Users :- Are employees working in your Company (known as The Company ). Please Note:- The Company must have a web server to operate this module. External Users:- Are your customers. Please Note:- External users must have access to the internet or a similar web access facility to raise orders via SOP. Once the system is set up internal and external users raise orders via the web browser in exactly the same way. There are several files that need creating before you can raise SOP orders. System Control Record When the SOP system is set up the pathing and routing details on the Sales Order Processing tab will be entered by the engineer. Please Note:- Do not amend the pathing and routing details unless instructed to do so by a Shuttleworth employee. You can add or change the addresses and change the options for the Stock Levels displayed if required. You will also find some extra options relating to SOP on the Stock General, Orders and Deliveries tab in the System Control Record. For help on filling out these fields please use the context sensitive help by clicking on the button or press F1. Shuttleworth Business Systems Limited 2.1

4 Introduction to SOP Please Note:- You can override some of the settings on the System Control Record at Customer level if required. Stock Type File In order to create retail items from your Stock file you must activate the appropriate Stock Types. On opening a Stock type you will find 2 additional settings relating to Sales Order Processing. Product may be for retail Retail item as default The first option at least must be activated for all stock types you wish to sell via the SOP system. Stock Item File Once a Stock Type has been ticked as Available for Retail you will then need to mark the individual items in the Stock file that are available for retail and add the additional information which will be displayed on the SOP web page. SOP Services These are additional charges that can be added to an order and/or item. They can be linked to individual items, customers or orders. Please Note:- Be careful with these, if services are added at item, customer and order level, they will be added together. Services cannot be changed by an external user, only an internal user may amend, add or remove the services on an order. Refer to the SOP Service section for further information. Login User File You will need to amend Login User File. Internal Users - You will need to ensure that internal Login Users have the Sales Order Processing Module activated together with the relevant file permissions. External Users - You will also need to create new login users for external users and assign a password to the user. Shuttleworth Business Systems Limited 2.2

5 Introduction to SOP Day to Day Functions Once the SOP files have been set up then you are all set to use the Stock system. Basic day to day functions include:- Entering SOP orders. The procedure is similar for internal and external users. Approving an SOP order. Allocating, Picking & Delivering a Sales Order. You can raise an Invoice for a Sales Order manually or automatically. Receiving Account Requests. Shuttleworth Business Systems Limited 2.3

6 Stock Type Stock Type The stock type file contains user definable stock types which can be used for searching and reporting purposes. You will need to ensure that you have all the stock types entered applicable to finished stock. You must also activate the retail toggle box for all stock types that you wish to sell via SOP. To amend the Stock Type File:- From the toolbar select Open. Select the Stock Type file. Highlight the record required and select Open or double click. On opening a Stock type you will find 2 additional settings relating to Sales Order Processing. Product may be for retail Retail item as default You must activate the Product may be for retail option to make the stock items available to order via SOP. Tick Retail Item as Default if you wish all new stock items entered for this stock type to me marked for retail via SOP. The Stock Items tab will display a list of all stock items associated with the Stock type you are in. For further details on the information displayed on this tab please use the context sensitive help by clicking on the button. Shuttleworth Business Systems Limited 3.1

7 Stock Item Stock Item Providing the Stock Item you are viewing has a stock type with the Product may be for retail toggle box activated, you will then be able to activate individual stock items available for retail via the SOP module. There are a couple of ways to access the Stock Item file:- Via the Stock Type File:- From the toolbar select Open. Select the Stock Type file. Highlight the record required and select Open or double click. Click on the Stock Items tab. Highlight the stock item required and click on the Open button. Via the Stock Item File:- From the toolbar select Open. Select the Stock Item file. Highlight the record required and select Open or double click. Highlight the stock item required and click on the Open button. Whichever method you are using, from this point onwards the instructions will be the same. On the Stock Item file to activate the stock item for retail via SOP click on the Retail Item toggle box. The Product tab will be available where you can add additional details which will display on the SOP web page. However there are other area s within the Stock file that you will also need to check. Shuttleworth Business Systems Limited 4.1

8 Stock Item Image Tab You can click on the Images tab where you can add and image and/or additional text in the specification editor box. This information can be viewed on the product window when placing a sales order by clicking on the Stock Description and will be available as an image on the Product Details tab. Product Tab Click on the Product Detail 1 tab. The Catalogue Item toggle box is only available if your company own the stock otherwise this toggle box will be greyed out. Only tick this toggle box if the stock is available for all companies to buy, otherwise if left blank you will need to update the Owners tab and add customers that are able to purchase the product. You can also select an image which will display as a thumbnail on the Product window on the SOP web page. If you have an image attached to the Stock Item there is an option to have the image the Same as the Stocked item. (If an image is selected this will be displayed at the bottom of this window.) Product Detail 2 tab. You can select a detailed imaged which can be the same or different from the thumbnail image. Quantity Pricing tab. If you have a pricing structure based on quantity then you can enter the Price Break Quantity details. Owners Tab On the owners tab you can click on the Properties button where there is an option - All Other Sites Of This Company use stock if ticked all sites can order the item. In the Company Site Stock file you can also click on the Product tab where you can override the price for that particular site. If you sell this product to other companies then you can click on the Users tab then the Add/Remove button to associate companies & sites to the product and you can then click on the Properties button to override the price for each site if you wish. For help on filling out these fields please use the context sensitive help by clicking on the button or press F1. Shuttleworth Business Systems Limited 4.2

9 SOP Service SOP Service You can create a list of additional charges that can be added to an item or an order. These charges can then be linked to individual items, customers or orders. If charges are set at all levels the charges will be added together. Services cannot be changed by an external user only internal users can change the service charges on a sales order. To set-up a SOP Service From the toolbar select New. Select the SOP Service file. Enter the code and description of the Service i.e. Code DEL, Description - Delivery. Enter the Default Sales Value and tick the toggle box to add the charge to the appropriate companies and select an image if appropriate. You can also set default Vat and Nominal codes to tie up with your accounts system if exporting the invoice details. Click on the Apply button to save the details to the database. You can then click on the Products & Company Sites tab. Products & Company Sites These tabs enable you to associate products and/or company sites with the SOP service(s). You can also override the values at product and site level if you wish. Note: SOP services cannot be controlled by order value. Fill in the fields as applicable. For help on filling out these fields please use the context sensitive help by clicking on the button or press F1. Shuttleworth Business Systems Limited 5.1

10 Login User Login User You will also need to amend the Login User File. You will need to ensure that internal Login Users have the Sales Order Processing module activated and check the permissions. You will also need to create new login users for external users and assign a password. To amend an existing Login User:- From the toolbar select Open. Select the Login User file. Highlight the record required and select Open or double click. Click on the Modules tab. Click on the Add/Remove button. Select the Sales Order Processing module then click on the single arrowhead to send the module over, click OK to save and exit. Click on the User tab the Sales Order Processing fields will be displayed at the bottom of the window You will need to select a company and site name. If the User is to be an internal user then you must select your/ The Company name and site together with a default contact name and invoice address. You can then click on the Sales Order Processing tab where you can assign which sites the user can process orders for. If the user can process orders for all companies/sites then click on the All Companies toggle box, this will ensure that any new sites entered will automatically be included, otherwise you will need to manually amend the logins when a new company or site is added to the system. If the user is an external user then select the company/site name, you can then click on the Sales Order Processing tab where you can assign the sites the user can order for. Note: You must have a password which is at least 6 characters in length for users to log into the SOP module. The system will warn you if a password has not been entered or does not have enough characters. Shuttleworth Business Systems Limited 6.1

11 Login User Tip: Once you have setup one login user remember you can use the copy icon to copy the login user and permissions over. To set-up a new external user From the toolbar select New. Select the Login User file. Enter Complete the name, description and password fields. The language will default to English. Leave the employee and purchase order fields blank. Click the Apply button. Click on the Module tab. Click the Add/Remove button. Select the sales Order Processing module by either double clicking or highlighting the item and clicking on the single arrowhead. Click on OK to save and exit. You will need to select a company and site name. If you are setting up an external user you must select a customer name and site together with a default contact name and invoice details. Note: The contact name is important as this is where the system picks up the address from. You can then click on the Sales Order Processing tab which will display a list of sites associated with the company selected on the User tab, you can add/remove sites as required. Fill in the fields as applicable. For help on filling out these fields please use the context sensitive help by clicking on the button or press F1. Note: You must have a password which is at least 6 characters in length for users using the SOP module. The system will warn you if a password has not been entered. Once a login has been created you can click on the Send Account button which will send an to the address associated with the contact and confirm the account and password details. Once this has been done the user can then access the SOP web page. Shuttleworth Business Systems Limited 6.2

12 SOP Welcome Window SOP Welcome Window When an external user logs onto SOP a welcome window will be displayed. Customers will have the facility to view details of your services, log in if they do not currently have an account with you they can request an account via the New Account option on the title bar. Welcome Page - Images & Logo s The Shuttleworth images and logo s supplied with the system will automatically be displayed. The Shuttlworth SOP logo displayed at the top left corner can be replaced with your own Company logo. Please note the colour scheme on the title bar and windows are not user definable. At the top of the window is a title bar displaying the options available. If the user already has an account with you they will be able to enter their Login Name and Password and click on the Login button or press the Enter key to access the Sales Order Processing web If the user has forgotten their password they will be able to request it, this will send an to the Inbound Notification Password Request section on the Sales Order Processing tab on the System Control Record. They will then be able to open the Login User file and click on the Send Account Detail button which will automatically send an with the password details to the user. Customer Services There is a Customer Services area where you can enter details of your Company and create Hyperlinks into your own web page if you wish. Note: The changes to the introduction pages need to be done on the web server, you will need to locate the custom directory. For example:- D:\Intpub\wwwroot\sop\custom. You will need to copy the and replace the Welcome.jpg with your logo. You can also change the Customer Services text by amending Service.htm which is also located in the custom file. Shuttleworth Business Systems Limited 7.1

13 SOP Welcome Window Request Account Customers must have an account to place an order. If a customer does not have an account with you, potential customers will be able to request an account via the SOP system. To do this they will need to access your Welcome page and click on the New Account option displayed on the title bar and complete the relevant fields. There are several fields that are marked with red asterisk s that are mandatory, all other fields are voluntary, however the system will insist that the password is at least 6 characters. The user will then need to click on the Request Account button. Note: The text entered into an editor box on a web is always in Times New Roman and cannot be changed. New account request notifications are sent to the address selected on the Inbound Notification section on the Sales Order Processing tab on the System Control Record. The new account request details can then be viewed via the SOP Account Request file and the status changed accordingly. SOP Account Request Once an account has been sent you can then open the SOP Account file. The selector will be displayed where you can use the Login Name Filter and status combo box to locate the account required. Note: The selector will automatically display outstanding account requests. You can then click on the View button to open the account request. You will then need to make a decision on the action required:- Outstanding - You can leave the status as outstanding to action at a later stage. Denied - If the account request is denied you can click on the Request Account Denied button which will automatically send an to the sender and change the status to Denied. Accept If the account request is accepted you will then need to create a New Company. To do this we recommend that you cut and paste the details into the company file and complete additional fields as required. Unfortunately there is no facility to automate this process. Shuttleworth Business Systems Limited 7.2

14 SOP Welcome Window Note: If the Account Request is accepted you will also need to create an external login user and password, we would recommend that you create the Company first as you will need to select the company and contact details in the login file. Once the login has been created click on the Send Account button and providing the contact details have been created with an address notification will be sent to the contact confirming details of their account and confirm the password. Shuttleworth Business Systems Limited 7.3

15 Sales Order Processing Sales Order Processing An external user will login to Sales Order Processing via the Welcome window, however an internal user can access the Sales Order Processing web pages via the Shuttleworth toolbar. Note: Users will require internet explorer or a similar web access facility to place a sales order. Accessing the SOP module via SBS From the toolbar select the New or Open icon. Select the Sales Order Processing file. Enter The Existing orders window will be displayed. Note: The system will display a list of orders and will remember the last filter used. Existing Orders From the existing orders window:- You can use the combo box to select the status of the orders displayed. Sort the orders by clicking on the heading required. Click once to display the list in ascending sequence, click again to display descending. Use the search facility to locate the order required. Select the search field required from the combo box and then enter the characters. Click on the Go button to activate the search. (The system will also automatically sort by the selected field.) Note: Please note that the search facility only searches on the first few characters. Shuttleworth Business Systems Limited 8.1

16 Sales Order Processing You can view further details of the order by clicking on the Order Number. Or you can click on the title bar to choose another option. Tip: You can go into Your Account User Preferences to set the number of orders displayed on the screen. Your Account Click on Your Account on the title bar to display the company details assigned to your login user. Note: If you amend the details on your account when you save the details the system will always ask you to confirm the password for security purposes. Account details can be maintained from within this area. Login Name: Password: Confirm Password: First Name: Surname: Address: The login name description will be displayed for information purposes only. This field cannot be amended from this area of the system. You can amend your password. If you amend your password the system will ask you to enter the new password in the password field and then to confirm it. You will then need to click on the Save button, the new password will apply next time that you login to the system. The name which will be used as a contact for the order. The address which will be used to confirm details of the order. Address: Telephone Number: The account address which cannot be amended from this area of the system. The telephone number which can be used for order queries. Shuttleworth Business Systems Limited 8.2

17 Sales Order Processing The default invoice address will be displayed. If you have multiple invoice addresses you can click on the 'Invoice details' button to select a default invoice address, although you can change the invoice address on each order. For security, if you amend your account details the system will ask you to confirm the password. This is to ensure that you are authorised to make changes to the account. User Preferences: You can change the maximum number of items displayed on the following pages:- Existing Orders Per Page: Addresses Per Page: Order Sites Per Page: Products Per Page: If any of these fields are left with '0' the items will all be listed on one page. Show Browse Images: Charge codes per page: This toggle box is ticked by default which means that images will be displayed against items where applicable. You can untick this toggle box to view a text only listing of the products. This field is only available if the charge code option is activated in the Sales Order Processing tab on the System Control Record. Shuttleworth Business Systems Limited 8.3

18 Sales Order Processing New Order Click on New Order a list of customer/sites that you can create an order for will be displayed. If internal or external users only have access to order for one site the system will automatically display the order header. Otherwise you will need to select the company/site required. You can use the search facility at the left hand side of the window to select the search field and enter the text required and then click on the Go button to locate the record required. Tip: You can assign sites to your login on the Sales Order Processing tab in the Login file. You can also go into Your Account User Preferences to set the number of orders sites displayed on the screen. Click on the site required, to display the Order header. Enter details as required. It depends on the login permissions and settings activated in the Sales Order Processing tab in the System Control record as to which fields are available and whether the reference field is mandatory. From here you can press the Save button which will display the order summary window or click on the add items button to view the products available. Show Products If you choose to click on the Add Items button to include items on the order the Show products window will be displayed. You can use the combo boxes to select catalogue, services or items that are owned by the site. There is a second combo box where you can select the product/stock type required. You can also use the search facility at the left hand side of the window to locate the item required. To do this select the search field required from the combo box. You can then enter all or part of the characters relating to the description or code required. Click on the Go button to activate the search. (The system will also automatically sort by the selected field.) If images are linked to the stock item they will appear as thumbnails on the left hand side of the product details. You can click on the image to show an enlarged image and view any additional information added to the specification field from the Images tab in the Stock Item file. Shuttleworth Business Systems Limited 8.4

19 Sales Order Processing Note: Please note that the search facility only searches on the first few characters. Once you have located the item required enter the quantity and click on the add button. A summary of the order details will be displayed at the left hand side of the window. Repeat this process until all items have been included on the order. Once you have included all items on the order you can click on the Detail button located at the left hand side of the window to display the order summary. Note: If you click on the Show Products option on the title bar the window is slightly different. The functionality is the same as accessing this window from within an order, however the following fields and information will not be displayed:- Add Items field and button. The Order Summary is not displayed at the left hand side of the screen. The combo boxes where you can select catalogue items or services, the options available will be dependent on your login permission. If your login permission only has access to raise orders for one site then you will be able to view items that are owned by the site. If you have permission to raise orders for more than one site then only catalogue items will be displayed. Order Summary:- The order summary is slightly different for internal and external users and the users functionality is dependent on the login permissions. External Users Providing the external user does not have permission to approve an order, the order is given a Not Posted Status. External users do not have access to amend service details. Once the order is completed the user will need to click on the Post button to send the order to the supplier, the order will then be given a Posted Status. Internal Users Internal orders and external users with approval permissions are given a Posted Status straight away. The service details can be amended by an internal user. Providing the user has permission on the login the order can also be approved. Shuttleworth Business Systems Limited 8.5

20 Sales Order Processing From the existing order summary you can:- Enter or amend the required date and time (if activated) together with a reference/order number. (If you have the charge code option activated you will also be able to enter the charge code). If you have multiple delivery address or need to enter an ad-hoc delivery address you can click on the Deliver To button. If you have multiple invoice addresses you can click on the Invoice details button to select an alternative invoice address for this order. Press the Cancel button to cancel the whole order and change the status to cancelled. If charge codes are activated and the site has multiple charge codes you can click on the charge code button. To add items to the order:- If you know the code enter the code and press your Tab key to display the description and enter the quantity required. If the description is not known you can click on the add items button to display the products window and enter the quantity required. You can also click on the icon to display a text field. Then click on the icon to close the text fields. The arrow key changes from black to red to indicate that extra text has been added. You can cancel items from the order. To do this you need to select the items to be cancelled by ticking the toggle box next to the item at the left hand side of item and then to remove these items from the order click on the Cancel items button. Internal Users Internal Users can amend the services added to the order. Internal users can click on the approve button which will automatically create a Sales Order in the Stock Order file. Shuttleworth Business Systems Limited 8.6

21 Sales Order Processing External Users Once all items have been included on the order, external users will need to click on the Post button to send the order for purchasing or if the external user has approval permissions they can click on the approve button at this stage the system automatically generates a sales order for each item line on the order. Note: You can amend external login user permissions to include the approval of sales orders, however this is not normally recommended. If the approval option is activated on an external user the status of the order will be Posted until you click on the Approve button. Please note external users with Approval permissions cannot amend service details or item values. Help You can click on the help option on the title bar which will display the online help included with the module. Log Out To exit the SOP module click on the Log out option which will return you to the welcome login window. Shuttleworth Business Systems Limited 8.7

22 Sales Order Processing Summary Sales Order Processing Summary Placing an order as an internal user. Click on the new Icon on the Shuttleworth Toolbar, select the Sales Order Processing File. The Existing Orders screen will be displayed. On the title bar click on New Order. A list of sites that you can create an order for will be displayed. You can use the search option by selecting the field and entering the characters required then click on the Go button to locate the site. Click on the site name to display the New Order header window. Complete the fields as required. From here you have 2 options:- If you do not know which products you wish to order you can click on the Add Items button which will enable you to view product details. If you know the code of the items that you wish to order you can click on the Save button. Shuttleworth Business Systems Limited 9.1

23 Sales Order Processing Summary Add Items Product Details The Product Details window will be displayed where you can use the combo boxes to select catalogue items or products applicable to the site. You can also use the combo box to select the product type. You can use the search facility located on the left hand side of the screen. To do this select the search field required and enter the search characters. Click on the Go button to activate the search. Once you have located the item required enter the quantity required in the box at the left hand side and click on the Add button. A summary of the items included on the order is displayed at the left hand side of the window. Repeat this process until you have selected all the items required on the order. Note: You can view a summary of the order at any time clicking on the Detail button (see the next section). Shuttleworth Business Systems Limited 9.2

24 Sales Order Processing Summary Save Order Details If you have added items from the Product window you can click on the Detail button to view a summary of the order. The order details will also be displayed if you click on the Save button from the Order Header. To add items to the order from this window you can enter the product code and press your Tab key to validate the search or click on the Add Items button to select from the product window. The status of the order will be Posted. Whilst the order has a posted status you can amend or add further items to the order. You can also change the Delivery and Invoice addresses if required. As an internal user you can also change the service details on the order. You can also click on the icon to display a text field. You can then click on the icon to close the text field. The arrow key changes from black to red to indicate that extra text has been added. Once you have included all items on the order, the next stage is to approve the order. To do this you will need to have the Approve facility activated on your login permissions. Click on the Approve button. (Please refer to the Approve section for further details.) Shuttleworth Business Systems Limited 9.3

25 Sales Order Processing Summary Placing an order as an external user. Access the SOP web page. If you have a login enter your login name and password. If you do not have an account click on New Account to request account details. Once you have logged in successfully a list of orders placed previously will be displayed. Click on New Order on the title bar at the top of the window. If you have more than one site you will be able to select the site required by clicking on the Site Name to display the Order Header. If you only have one site the Order Header will be displayed automatically. Complete the fields as required on the Order Header. From here you have 2 options:- If you do not know which products you wish to order you can click on the Add Items button which will enable you to view product details. If you know the code of the items that you wish to order you can click on the Save button. Shuttleworth Business Systems Limited 9.4

26 Sales Order Processing Summary Add Items Product Details The Product Details window will be displayed where you can use the combo boxes to select catalogue items or products applicable to the site. You can also use the combo box to select the product type. You can use the search facility located on the left hand side of the screen. To do this select the search field required and enter the search characters. Click on the Go button to activate the search. Once you have located the item required enter the quantity required in the box at the left hand side and click on the Add button. A summary of the items included on the order is displayed at the left hand side of the window. Repeat this process until you have selected all the items required on the order. Note: You can view a summary of the order at any time clicking on the Detail button (see the next section). Shuttleworth Business Systems Limited 9.5

27 Sales Order Processing Summary Save Order Details If you have added items from the Product window you can click on the Detail button to view a summary of the order. The order details will also be displayed if you click on the Save button on the Order Header. To add items to the order from this window you can enter the product code and press your Tab key to validate the search or click on the Add Items button to select from the product window. The status of the order will be Not Posted. Whilst the order has a not posted status you can amend or add further items to the order. You can also change the Delivery and Invoice addresses if required. You can also click on the icon to display a text field. You can then click on the icon to close the text field. The arrow key changes from black to red to indicate that extra text has been added. Note: External Users are unable to amend service details on the order. Once you have included all items on the order click on the Post button to send the order for processing. A notification will be sent by and the order status will change to Posted. At this stage the order cannot be amended although you can open the order and request to Unpost or Cancel the order if necessary. Note: You can amend external login user permissions to include the approval of sales orders, however this is not normally recommended. If the approval option is activated on an external user service details cannot be amended. Shuttleworth Business Systems Limited 9.6

28 Sales Order Processing Summary Approving a Sales Order You will need to approve both internal and external sales orders. To approve an order you must have the Approve facility on the Sales Order Processing option in your login permission activated. Providing you have permission on your login the order can be approved as it is being raised. If an order has been posted externally the system will automatically send an e- mail to the notification address entered in the Post Order field on the Sales Order Processing tab in the System Control Record. To approve a Sales Order:- Click on the open Icon on the Shuttleworth Toolbar, select the Sales Order Processing File. The Existing Orders screen will be displayed. You can change the status of the orders listed by using the combo box displayed below the title bar. Change the status of the orders to Posted. You can also use the search facility located on the left hand side of the screen to locate the order required. To do this select the search field required and enter the search characters. Click on the Go button to activate the search. Note: If you use the search facility the system will automatically sort the orders by the search field, alternatively you can click any of the headings to re-sequence the orders. For Example:- If you wish to sort by Required date, click on the required date, the system will sort in ascending sequence (the most recent first), click again the system will sort in descending order. To view further details of the order click on the order number required. The order details will be displayed. Whilst the status is posted you can:- amend or cancel items on the order, change the delivery & invoice address, cancel or deny the order and as an internal user you can also amend the service details. Once all the details have been checked you can click on the Approve button at this stage the system automatically generates a sales order for each item line on the order. Shuttleworth Business Systems Limited 9.7

29 Sales Order Processing Summary Allocating, Picking and Delivering a Sales Order From this point onwards it depends on the settings and the automation activated on the Stock Orders tab in the System Control Record. As SOP orders are approved a Sales Order for each item line will automatically be created. Note:- If you require a SOP Pick you must ensure that you set a default SOP Pick list. To do this on the Shuttleworth Toolbar click on Reports Maintenance Open the Stock Pick list or you can create a new Pick List if required. Make sure that the Default for SOP Pick list toggle box is ticked. You will need to Allocate and Pick the Stock Items as normal, although bear in mind the processes may be automated. Once the stock items have been picked you will need to deliver the order to the customer. The delivery process can be automated and if the delivery is automated there is an option you can set where you can open the delivery as the stock pick list is complete. You can then print out a Delivery Note and/or labels as required. If the delivery is not automated you will need to create a new Stock Delivery in the normal way. Once all items are delivered on the order the system will automatically mark the SOP order as complete and enter the despatch date. The system will automatically create a prepared item ready for invoicing on all dispatched deliveries. Shuttleworth Business Systems Limited 9.8

30 Sales Order Processing Summary Invoicing a Sales Order Once an SOP order has been delivered the system automatically generates prepared items ready for invoicing. To manually raise an invoice for SOP orders:- Click on the new Icon on the Shuttleworth Toolbar, select the Invoice/ Credit file. The invoice header will be displayed. Select the Company/site the system will automatically display the number of prepared items at the bottom of the window. Complete the fields as required then click on the apply button to save the details. The system will allocate an invoice number and give the invoice a pending status. Click on the details button a list of all prepared items will be displayed. The invoicing procedure can then take place as normal you can open and amend prepared items and then batch or individually approve the invoice(s). (Refer to the Invoicing User Guide for further details) To automatically raise invoices for SOP orders:- Click on the open Icon on the Shuttleworth Toolbar, select the Invoice/ Credit file. The selector will be displayed. You can click on your right mouse button and select Automatic SOP. The system will advise the number of invoice items that will be created. Click on OK and the invoices will automatically be raised and displayed on the selector as pending invoice. The invoicing procedure can then take place as normal you can open and amend prepared items and then approve the invoice individually or en-block. (Refer to the Invoicing User Guide for further details.) Shuttleworth Business Systems Limited 9.9

31 SOP Reports SOP Reports The system will come with Standard Reports already created, however you can amend or create variations on these reports providing it is within the parameters of the system. Below you will find a list of Standard Reports that are applicable to the Sales Order Processing Module although also refer to the Raw Stock Reports as there are switches in some of the reports to include or exclude SOP Stock items. SOP Order Analysis You can print out stock details within a date range and there are various sort criteria s available, the standard report sorts by customer:- Standard By Customer A report listing by customer the Order Number Date and reference together with the Customer and Stock Code, site & product description, Contact, Login User, Quantity, charge Code (is applicable), Price per, total value Status of order together with the invoice status. SOP Margins Reads all SOP Orders between two order dates (and/or Order Numbers) and processes each Sop Order Item with a non-zero dispatched quantity (ignores services). The report outputs a line for each outgoing stock movement associated with the order item. There can be several deliveries for the item and each delivery can have several outgoing movements. Shows, SOP No, Batch, The movement type Qty and Pro-rata Order Value, Movement cost, Pro-rata actual production cost, variances with percentages, Optional style to breakdown costs. Shuttleworth Business Systems Limited 10.1