Who should complete this module?

All members of the sales team should be assigned this module. Not every member need complete each lesson within a topic; this will be dependent on individual management requirements. However if each lesson is completed it will allow the user a greater understanding of the setup and workings of that topic.

What this course aims to achieve:

This Sales Order Processing module aims to provide an introduction into the Sales Order Processing menu option. The module will give an understanding of the creation and amendment of sales orders within the system, as well as other available functions, including picking goods, delivering goods, quotations, directs, and transfers.

Front Office Sales

This topic is centred on the creation of sales orders. Sales orders can be created from the Sales Order Processing menu option. In this topic you will learn how to create the commercial document issued by a sales user to a customer, indicating types, quantities, and prices for products or services. The process will deal with creating and amending orders from your branch to an external customer.


Back Office Sales

This topic will run through the creation of sales orders, dealing specifically with goods that are not in stock, needing to be purchased. In this topic you will learn how to create and process an order for the following situations:

-         Stock Back Orders

Stock back orders are used when stocked items are out of stock. Sales lines are moved through to the Stock Back Order (SBO) status, with the order assuming that you will be ordering stock in regularly and that when the stock arrives it will be enough to satisfy the order.

-         Non-Stock Orders

Non-Stock Orders are used when you require an item that is held on your Central Product File but you do not stock in your own branch. The Product will need to be ordered in especially for the customer.

-         Specials

It is not advisable or manageable to keep a product file with all products from all of your suppliers. Specials are a way around this, allowing you to create one off products for Customers using a generic product code that will stay with the product throughout the entirety of the sale until all transactions are completed.


Price Negotiation

In the Price Negotiation lesson we will be looking at changing prices in the Sales Order Processing (SOP) menu option. You will see how to review prices, and amend prices on a line by line basis or on the order as a whole.


Raising an Inter-branch Transfer (IBT)

In this topic we will be looking at raising an Inter-Branch Transfer (IBT) from the Sales Order Processing menu option. Inter-Branch Transfers (IBT’s) are raised when a Customer is looking for a product that you do not currently have in stock. Rather than purchasing these goods from a supplier, you can source the product from another branch.

 

Price Enquiries and quotations

The Quotation option is used to provide prices to a customer for specific products. Quotes are identified by the customer account code, therefore you must create each quote with the appropriate account number.

The creation process allows you to either save the quotation or print it immediately. You can then search for a saved quote using the customer account number and, when re-loaded into the Sales Order Processing form, you can edit it or Convert the Quotation to a Sale without having to key the prices in again.


Edit/confirm Picking Notes

Edit/Confirm Picking Notes are going to be addressed in this topic. Once a picking note has been printed for a sales order, you must confirm that all or part of the order has been picked and is ready for collection/dispatch; this in turn will produce an advice not for the customer. The Confirm Pick functionality allows you to edit and confirm individual picking notes, or picking notes from multiple orders.


Edit/Confirm Deliveries

In this topic we will look at the Edit/Confirm Deliveries functionality. Once goods have been picked and an advice document/delivery note has been produced on the system, we are able to deliver goods. The document accompanies the goods to your customer, and once we have proof of delivery, we can use the Edit/Confirm Delivery functionality to confirm the delivery has been complete, and push the order through for invoicing.

Direct Sales

In this topic we will cover the scenario where a customer requires goods that you can order and have the supplier either deliver the goods directly to the customer, or the customer collect the goods from the supplier. At no point in this process do the goods come to your premises, however we still need to produce the relevant paperwork to process the order through.