Doc # WI-EOE01 Quality System Documentation Release # A Revision # 2 EPICOR ORDER ENTRY

Transcription

1 Doc # WI-EOE01 Quality System Documentation Release # A Revision # 2 EPICOR ORDER ENTRY Being a detailed Work Instruction level documentation of the Wacom Quartz implementation of the ANSI/ISO/ASQ Q Standard, paragraph 7.1 Approved By: Dan Lee President John Smalling Quality Manager Tim Fitzgerald Sales Manager Carol Stewart Customer Service James Roeger VP-Sales Gary Fuller Internal Auditor Released: 8/31/2013

2 Table of Contents Changes in This Revision: Purpose and Scope Definitions Procedure Order Preparations Order Entry Order Records Quality Records & References Quality Records 6 Order References 6 None 6 Page 2 of 6

3 Changes in This Revision: Paragraph All Title page Prior Text or Intent Release A, Revision 1, 6/1/09, Initial Release Revision 2, 8/31/13. Approved by names updated. Page 3 of 6

4 1.0 Purpose and Scope This work instruction details the procedure for creating an Order in Wacom Quartz Corporation s Epicor Vista computer system. This procedure can only be performed by Sales, Customer Service, or other personnel with an Epicor account and password having the correct rights assigned within the system. 2.0 Definitions Epicor Vista Enterprise Resource Planning software and database used at Wacom Quartz to control Sales, Purchasing, Production and Inventory data. 3.0 Procedure 3.1 Order Preparations Orders (sales orders) can be created semi-automatically by being converted from a quote, (see WI-EQOC01 Epicor Quote to Sales Order Conversion ) or they can be entered manually by sales or customer service personnel. For the later, open the Order Entry program found in the Epicor main menu at: Sales Management -> Order Management -> General Operations-> Order Entry This process should only be used for repeat business from existing customers ordering the existing parts that already have pricing, method of manufacture and lead times established in the Epicor system It is the responsibility of the sales engineer or customer service person that enters an order via this method to insure its accuracy by matching part/drawing number and revision, quantities, prices and lead times against the customer s written or verbal purchase orders. 3.2 Order Entry Once the Order Entry screen is open to the Summary tab: Click on New icon - New Order In ID Field, key in Customer ID or click on ID to search for the Customer o Enter/Review Header Section o Purchase Order o At Customer By date/ship by date o Ship Via o Terms Click on Header Tab, and then click on Credit Card Tab. Clear all the credit card related fields. (Wacom Quartz does not accept CC payments.) o FOB Page 4 of 6

5 o Discount Click Save icon Switch to the Header tab and fill in the following fields as needed: If there are Miscellaneous Charges associated with this order, enter them in the Order Misc. Charges tab Review Salespersons and select the sales engineer assigned to the customer If you need to enter Comments, click on Header Tab, and then click on Comment Tab. Click Save icon Populate the line items for the new order by doing the following: Click on New icon - New Line Click on the Line Tab Key in P/N or Search for the part number (for existing parts only) Enter the Customer Part Number in the Customer Part Number field (for first order, otherwise it will default in if previously entered) Enter Quantity & Price Review rest of information on screen The system will default entire quantity on one Release. To review this information, click on Release Tab on the middle top part of the screen. If this Line requires multiple releases, click on New icon New Release. Enter the appropriate information for the release(s). Click Save icon Repeat above step for as many lines as needed to enter Customer s PO Click Save icon Preview or print the order by doing the following: Click on Printer icon To Print Preview click on Magnifying Glass icon To Print Form click on Printer icon. 3.3 Order Records The order number (and associated lines/releases) becomes a unique record in the Epicor database. It is searchable via the customer name, sales person, associated job(s) and many other fields When saved the status of the order is Open. Once all lines and releases have been shipped and invoiced, the status of the order changes to Closed automatically. This status can be changed back and forth from open to closed manually on the Actions menu of the order entry screen Closed orders are kept available in the Epicor system indefinitely. They can be accessed for reporting purposes or to copy into new orders using the tools in the database Inform the sales engineer assigned to the customer via of new sales order numbers created using this procedure. Page 5 of 6

6 4.0 Quality Records & References 4.1 Quality Records The following table lists records generated and maintained during the Procedures section of this controlled document. Next to each record is show the paragraph number of this or other controlled document where the specific procedures for Identification (I), Collection (C), Indexing (X), Access (A), Filing (F), Storage (S), Maintenance (M), and Disposition (D) of said record can be found. Record Name I C X A F S M D Order References The following table lists reference materials mentioned in this controlled document along with their probable accessibility. Unless otherwise noted, these are documents NOT controlled by Wacom Quartz. Note* All references listed with the name in the format FORM #xxx are controlled forms; a complete list of which can be found in the Control of Quality Records Procedure, document # SOP #CQR01. None Name Description Accessibility Page 6 of 6