1. Sales Order form Overview

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Sales Order Form Overview

Introduction

The Sales order form is also the quote form and the invoice form. It has been designed for your industry and provides an excellent platform for your recording of customer orders and has many facilities to make the job quick, easy and dynamic.

Hot Keys for the Sales Screen

Hot Keys have been added to the sales screen to help you work faster. Throughout the program screens you will see letters on buttons with underscores.

These are hot keys. Use the Alt key in conjunction with the under scored letter to activate the button

Some of the Hot keys set on the sales screen are:

Alt n - To Start a new quote or Order

Alt s – Save the Sales Screen

Alt p – Opens the payment screen

Alt i – Opens the Invoice Job screen.

Alt a – opens add item screen (you can also just press a to do the same thing)

Alt m – opens the Modify product screen for the selected line

Alt u – Duplicates the selected line item

Job Status

You can change the status of a job from Quote to Order to Invoice or to Lost Quote.

Warning: Do Not Set jobs to Invoice from here. Always use the Invoice Job facility

To change a quote to an order change the Job Status to Order

· This will instantly activate Stock management and place required stock on Pending Order.

· The job becomes part of the Work Schedule system

· The Job Value is added to Sales Forecast

Changing an Order Back to a Quote

· This will remove any stock requirement from Pending Supplier Orders.

· If some stock has been ordered or received you will be prompted with the Sales Order Change screen so that you can cancel, return or add the stock to inventory.

· The Order will be removed from the Work Schedule System.

Changing a Quote to Quote Lost Status

This will remove the quote from the quote register and place it in the Lost Quotes Register

The Quote Value will be removed from the Sales Forecast

Changing the order status to Invoice

This should not be done from this drop down.

To Invoice a Job use the Invoice Button on right hand side of screen.

When you Invoice the Job or Quote via the Invoice Job facility the Job Status field will show the status as invoiced.

Page Colours.

Each Job Status has a page colour to help identify the status of the job.

Quotes are Pink

Orders are Blue

Invoices are Green

Lost Quotes are Grey

Duplicate Job

Duplicates the Job on screen. A very handy function allowing you to Duplicate a job or quote turning it into a new quote. As many of your jobs are the same or similar, you can duplicate them each year and then work on the new quote, adjusting it to suit this year's requirement.

· The entire job, notes, attachments and all are brought across to a new quote.

· You can then change anything on the new quote to suit the new quote's needs.

· Prices adjust according to the current prices.

· Once the quote has been tweaked to the new requirement you can turn it into a job.

Great for Corporate jobs that are always the same and great for Sports club jobs that have the same format each year. You can duplicate the club order, then change the participation to this year's choice etc. All the specialised 5 Years service awards that have edits and special instructions specific to the customer stay in, tacked on the new quote.

Sales Person

· The logged in Users name will automatically appear here

· You can change the Sales Person to any other user. This is handy when you are:

1. Getting an assistant to write your orders

2. Using the Showroom Computer when the last user had not logged out.

Organisation (Customer)

· Start typing an Organisation's name to use type assist to find the organisation in you Customer List or

· Use the drop down arrow and scroll to find the customer

· To Create a new customer press the New button on the right of the Organisation field.

· To open the Customer Card - double click on the Organisation name.

Tip

When you first import your customer data base you will have Created AwardPro Customer Cards. These cards will probably not have all the detail for the customer. You can tidy your customer data base up as you go simply by double clicking on the Customer name in the Sales screen organisation field and filling in the detail there and then as you use the customer for a sale.

By doing this instead of just filling out the blanks on the sales screen you will be securing correct information for next time you use the customer.

Don't be lazy and just fill in the sales form with the missing detail. Open the card and make your data base powerful, efficient and fast to use.

Contact

· Each Customer Card can have more than one contact person

· If there is more than one contact person you will be shown a list of all contacts for the customer and be prompted to choose one for the sale.

· You can create a new contact here by pressing the New button to the right of the Contact Field.

Shipping Address

· The customer's default shipping address will appear here.

· You can change this to any address in the case of different shipping requirements.

Job Reference

By adding a Job Reference to jobs you provide a "description", "identifier" for the job, so when you are working in the Outstanding Job Schedule you can see at a glance what the job is about.

Customer PO:

Add a Customer Purchase order number here. It will be shown on the customers invoice

Vendor Number

If the customers card has a Vendor Number it will be displayed here. You can add it at the sales screen but this will not save to the customers card. A Vendor number on a sales screen will be printed on the customers Invoice.

Shipping Button

A short cut to the Shipping Log.

Delivery Method - Payment Terms

· This information comes from the customer card and can be changed for the individual Job.

· If the field comes up blank it will be because the Customer's details have been imported into the system and have not been updated with all details.

· Double click on the Organisation Name to open the card so that you can add permanent notation.

· Just adding the detail from the sales screen will not make a permanent entry to the customer card

Date Ordered

· Automatically set to the day the Quote or Order was created.

· If you change a quote to an order the date will change to the date ordered.

Date Required

· The day the customer requires the goods in hand

· Ship and Finish dates will react with this date to schedule work for on time delivery.

Ship Date

· The Ship date is set to automatically be 1 day prior to the Date Required

· This can be changed to any date by using the drop down calender

· The finish date on the Job Schedule will be at least 1 day before the ship date by default

· You manage the Finish days Prior to Ship from the System Set Up facility - Order Set Up

Presentation Date

· The Presentation date is non-mandatory and is there as a marker for the Production Management to know when the actual presentation date is.

· This does not appear on the job sheet or anywhere else except for the Sales Order screen.

Details Promised by

· When you take an order and the customer does not have the details at the time, ask them what day they will provide the details by and record the information here.

· Shows on the Job Sheet and Order Confirmation so that the staff and the customer know when the details are expected.

Details Received

When you do receive the details mark the date received here so that:

· Everyone knows the details have been received and when they were received.

· The Outstanding Job Schedule has the Info box ticked so that Imprint staff can see at a glance which jobs have all details and are ready for type setting.

Imprint Forwarded

Everyone has a slightly different way of lodging electronic data for production. For example, you might email the files to the art department or save the files in the customer's folder. However you deal with the customer's electronic information, once you have done it you must:

· Mark the Imprint Forwarded with the date you made the action so that everyone knows when the files were lodged

Production Days

Enter the amount of days required to complete the order after the customer has given final sign off.

This important time frame is printed out on quote and order confirmation forms and informs the customer clearly that you require this amount of days to complete the job after they have signed off. It ensures you have clearly stated manufacture time. Each job sheet has a "required by" date which can become very tight when customers do not sign off on time, so this is your safe guard to ensure the customer is aware of how much time is required to manufacture after sign off.

You do not have to add in a value here if you do not wish to but it is a handy way of ensuring your manufacturing time frame is clearly stated.

Production days also appears in the Sign Off System and the Quotes Register

The value gets added to the sign off form email and in the quotes register a column shows the value so you can keep your eye on the production days required in comparison to the required by date.

Departments

AwardPro works out which departments are involved in the order based on component types and Processes involved in the order. The Department drop down shows you which departments are involved in the job and allows you to edit the selection. You can add or remove departments to fine tune production allocation.

On the job screen you can drop down the ‘Department Allocation” selector and see all departments.

· Any departments automatically allocated will be shown as ticked.

· Un-check any to remove from the job schedule

· Check any to add to the schedule.

The selection is transfered to the Outstanding Job Schedule

Cartons

This is a place to record the amount of cartons being shipped top the customer. It will then be added to the customers invoice.

Invoice Centre

When you want to create an invoice for the job press the Invoice Centre Button.

The Invoice Job Screen appears and if all settings are correct press the Invoice Job Button to register the job as invoiced

If you are invoicing the job but it is not finished (still in production) un-check the Job complete so that the job stays on the Production Plan.

Once a job has been invoiced the date of invoice appears next to the Invoice Job button on the sales screen

For full details on invoicing please see the Invoicing System help document.

Job Complete Check Box

· When the box is ticked the job is removed from the Outstanding Job Schedule

· When the box is not ticked the job appears on the Outstanding Job Schedule.

When you invoice a job the Job Complete box is automatically ticked. You can un tick it if you want to keep the job in production.

Payment Method

Payment Method is set as default from the Customer Card but can be changed to any payment method in the system or you can set up a new payment method from the Sales Screen by clicking New next to the Payment Method field.

See Also: Payment Methods in System Set Up

Payments

To Record a Customer Payment click on the Payments Button.

The Payments screen appears

Click Add Payment and follow the Prompts to record a payment

For full Payment System Documentation please go to Customer Payments Help.

Attachments

You can attach any type and any number of files to quotes and jobs. Files that can be set to print with Job Sheets or Quotes and Order Confirmations, files that are relative and important to the job.

· Click on the Attachments Tab to do so

The idea is to attach relevant documents so that they are connected to the job and can be quickly printed with the job or opened and viewed. They will also be attached for future referral such as next year when the job is required again.

For full instruction on Attachments please see Attachments in Getting to Know AwardPro.

Internal Notes and Job Notes

These are Note Pads that serve 2 purposes. Both of these Note Pads can be opened to full screen and have Rich Text capabilities.

You can type information directly into the note pad or copy and paste to it. Customers' emailed instructions can be copied directly to Job notes so that the staff have verbatim instruction.

You can copy images such as jpegs into note pads, however this does use up memory and a lot of image pasting will result in a slowing of the program's performance.

Job Notes

· A note pad that records Job information

· Job Notes get printed out with Job Sheets, Quotes and Order Confirmations. So staff see these notes and so do customers.

· A great place to copy in detailed instructions

Internal Notes

Internal notes can be used to create a powerful communication line between all staff. If used as intended you will find that this simple note pad will keep everyone informed of job status and make the process of managing a job easier. It will reduce the number of interruptions in your business; Staff will not have to come to the production or stock manager to find out whats happening. In our business this simple feature has reduced the mistake rate and interruption dramatically.

· Internal notes do not get added to a job sheet and customers do not see these.

· The internal Notes can be seen at the Outstanding Job Schedule and added to there.

· If you have added Internal Notes to the Customers Card they become Permanent Notes and will be seen here every time you add the customer to a quote or sales order.

· So you can add specific, important information about the customer to the Customer's Card Internal note pad so that you see the info whenever they place orders.

· The info could be:

· Owes $50.00

· Perpetual plate is silver sublimation 100 x 30mm

· Player of the Year is XT304 with Blue colour fill

· You can add information to Internal Notes from the Sales Screen.

· These notes, added from the sales screen do not get added to the Customer's permanent notes on their card. (You would have to open their card to add permanent notes)

· These notes get saved with the Order and can be seen whenever you call up the Job record.

· So adding Internal Notes at the Sales order screen is about communication notes that are not needed on a job sheet and should not be seen by the customer.

Sales Items

· The Sales Items grid is where you place items the customer is purchasing.

· You can add Products, Components and Processes as Sales Items.

· To add an Item to the Sale, Click the Add button to open the Job Item Screen.

· To edit any Sales Item detail double click on the Sales Item to re-open the Job Item Screen.

· To Modify the Sales Item (Product style) Bill of Materials click Modify Product

Sales Item Utility Bar

Add

This is how you add items to an Order

See Add an Item to a Sales Order

Duplicate (Duplicate Line Item)

Duplicates a selected Line Item. Very handy for when the customer wants the same thing with a slight change or you want to add the same thing but for a different purpose.

This is an ideal tool for splitting the same product into male and female figurines such as when a club order 160 participation trophies which are an assembly style trophy that has a figurine on top.

· Start by adding the product to the order

· make any changes to the base or colour etc that the customer wants

· Add the figure for one gender

· Clarify the price to sell for

· Save the job

· Then, while the line item is selected, press the duplicate button.

· An exact copy of the original line item will be made directly under the original.

· You can now change the gender to the opposite sex and you have created a male and female entry with all the same modifications made once only.

Another example of where this becomes a handy tool.

We have a School that orders about 150 of the same small trophy that always has a 1" centre. But then they want 2 for Hockey, 12 for soccer, 6 for Public Speaking etc. Here you could duplicate the line for each one and add the correct centre making it clear to assembly staff.

Modify Product

Allows you to change the components in a product on the Sales Order.

Select the Sales Item you want to modify and press Sales Order.

To Modify a Product

· Remove any components or Processes that you don't want in the Item

· Add replacement or additional components or processes by clicking on a new line and add the requirement.

· Making modifications automatically adjusts the price accordingly

For full instructions of Modify Product see the Modify Product Help document

Value Add

If a product has had a Value Add form attached to it you can re-access it from here to add relative processes to the product.

· When you select Processes from the Value add list they get added to the Products Process section of the Bill Of Materials

· The charges for the processes get added to the sale

· You can edit or delete these Value added Processes by opening Modify Product and selecting the Processes tab.

For full instructions of Value Add see the Value Add Help document

View Base Product

Select a Product that has been added to a Sales Order and click view Base Product to open the Products editor. You can make changes to the Product from here but the changes will not reflect on the sales order.

This facility is used for:

· When you have added a Product to a Sales Order and you can see a mistake. It allows you to go directly to the Product base and correct the mistake.

· When you want to look at the full detail of the Product you have added to an order.

If you made changes and then wanted to add these changes to the Sales order you can remove the product from the sales order and then re-ad it. This will refresh the Sales Order with the updated product.

Potential Value

Only relevant for Quotes. Sometimes a customer asks for a quote for 5 different styles of Product and they will only go with one of the 5 options. The total on the quote may say $5000 but the real potential is $1000.

Potential Value lets you add in a realistic value of the quote. This will be reflected in the Quotes Register so as to not provide false values of Quotes.

Analyse Sales Performance

A handy Sales Analysis tool that shows you the profit being made in the job. It will also work in conjunction with the Operating Cost Centre to show you the net Profit before tax after taking into account the hourly cost base of wages and overheads.

See Analyse Sales Performance Help document for full details.

Job Stock

Once a quote becomes a job the Job Stock will show you all the components required for the order.

It will show you:

· The components list for the order

· how many of each are in stock

· How many are required to order.

· Who the supplier is

· When the the Purchase order was placed

· When the stock is due

· and when the stock was received

You can even make stock adjustments here.

See Job Stock Help document for full details.

Job Management

Job Management brings together all the management features to one screen.

· You can check off department tasks and record notes about each task

· You can see which team member from which department checked it off and when they checked it off.

· You can record time taken for each department and get a tally of time for the whole job.

· You can see contact notes and Job Status notes.

· You can create or view a Job Plan

See Job Management Help Document for full details

Contact Log

Contact Log provides a record of contact with the customer. All staff can use the contact log system to record specific discussions, agreements, attempts to contact so that a permanent record exists of events that you can relate back to. The contact Log has a Job Number recorder if required so you can reference a contact to a specific job and then sort the log by the number.

· To access the contact log system press the Contact Log Button.

· To create a new contact press the New button.

· To open any recorded contact log double click on it.

See Contact Log Help document for full details.

Product Info

This button essentially takes you to the Product Type list. In each Product type you have an Information Note Pad. This is where you record Product Information.

The Product Information houses information the business has created to help Sale and Manufacturing staff understand the product possibilities and nuances.

· Sales Staff can find specific instructions on how to sell, where to obtain information, what to be aware of when selling specific products

· Stock Managers can find specific instructions about the product and its suppliers

· Manufacturing Staff can find out information regarding specific manufacturing needs.

The product Information System can become a very powerful facility if you fill in the information.

See Product Information Help document for full details

Forms

Here is where you print or email forms from

Tabbing

When you first open the sales screen the Organisation field is active. You can immediately start typing the organisation name. If it is a new customer then simply press 'ctrl n' to open a new customer card.

The Sales Screen is set with tabbing so that once you have entered the organisation name you can tab to the next most likely field that would be required. This allows quick and efficient data entry reducing the need to use the mouse.

The red arrows in the above diagram show the tabbing sequence