Sales order processing

The Sales Order Processing module of our software handles all customer sales transactions and customer contact. Automating the flow of a transaction from initial entry to dispatch and completion.

All Sales Transactions regardless of source (i.e. Mail Order, Telephone Order, eCommerce Order) are managed through the same order processing workflow, ensuring maximum efficiency. From within the Activity Container, the user is able to raise a sales order. During the order entry process, the user is able to capture:

  • The customers address details
  • Any alternative delivery address details
  • Promotion and Chanel Analysis details
  • Products Required
  • Order Related Notes
  • Dispatch Requirements
  • Payment Details
  • Any other Related Data

Sales Order Entry

The user is guided through the entry of the order, via the Transaction Wizard. Each of the steps are shown below:

Address Selection

Customer Address and Alternative Delivery Address details, are captured on the Transaction Address step. The customers name and address details will already have been selected / created as part of the Activities system. Previously used Delivery Addresses are available for selection, or new alternative delivery address details can be created from within this step.

Transaction Address

Sales Order Analysis Information

This step can be used to store any additional information which may be required against the order for analysis / reporting purposes. As standard simple Channel and Promotion selections are available. The screenshot shows the Transaction Header step of the wizard, with the Channel and Promotion selection boxes, along with a screen shot of a simple promotional sales analysis report.

Transaction Analysis

Adding Items to the Basket

The Transaction Line Step of the Wizard, allows the user to use an advanced product search tool to find the items the customer requires. Once the item has been found, the user is able to instantly see the stock position for the product, along with any other product details that may be relevant, utilising the user definable data displays. The instant a product is added to an order, the stock for the required product is reserved. As a line is being added, predetermined pricing discounts can be automatically applied, or the user can enter a manual discount percentage or value. The screen shot shows the order line entry, with the Product Search launched.

Transaction Line

In addition to the Standard Product Search, our standard software system incorporates Quick Launch facilities which allow the user to launch alternative menu options which are normally found in other areas of the system. This negates the need for the user to navigate away from the Transaction Line step of the wizard. The circled icon below show the Standard Transaction Line Quick Launch facility which includes Transaction Origin Tracking, Stock Movement Enquiry and Product Forecast Enquiry as standard options.

Also on this step of the Standard Software system is the Transaction Line Product Enquiry Quick Launch facility. The circled icon below show the Standard Transaction Line Product Enquiry Quick Launch facility which includes Open sales Order Line Enquiry and Open Purchase Order Line Enquiry options as standard options. The software can be configured to allow multiple Quick Launch groups and additional menu options to be added to existing Quick Launch options, this would require a change request.

Further details on the Enquiry facilities within our software system can be found within Stock Enquiries.

Sales Order Notes

The Transaction Notes step is skipped when entering an order, but can be reached at any point by simply clicking on the step in the wizard. These notes are meant for internal use only and by default, they will not print on any Documentation. They are known as Transaction Origin Notes. This is because the notes are always recorded against the Transaction Origin, rather than the specific transaction. This means that should an order be split (part shipments etc), all the notes related to the order will always be visible, regardless of which part of the order you are viewing.

As Transaction Origin Notes are saved, the system will automatically assign a User and Date Created / Modified.

Transaction Origin Notes

Sales Order Summary Step

The Transaction Summary step, will allow the user to apply a dispatch charge to the order. As standard, the system will give the user the option to apply a single pre-set charge or select free shipping. The user can override the dispatch charge at any time.

The system can be configured to handle incredibly complex Dispatch and Carrier Charging methods. For example, the system can allow for level break pricing, i.e. Up to £100 = £5 carriage, £100 – £200 = £2.50 Carriage, Over £200 Free. Carriage charges can be calculated using item quantities, order values, weights and even volumetric information. It is also possible to create a full range of carrier services, including costs and area inclusions / exclusions. The system can ultimately analyse the contents of an order and determine the best carrier to use in order to always ensure the cheapest cost / best service. Any amendments to the Dispatch / Carrier service systems would be considered a change request.