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ORDERS AND INVOICING

The order taking process has to be fast, flexible and friendly to give the customer the service that they expect and the staff member the information that they need to successfully complete the transaction. SERENADE has outstanding flexibility in order taking and point of sale. Immediate requirements can be met with point of sale and despatch based service by the order processing. Both can be used simultaneously.

Overview

The Orders and Invoicing module allows you to:

  • Supply orders
  • Print despatch documents (optionally)
  • Generate the Invoice when the order is despatched
  • Print invoices and credit notes and reprint later if required.
  • Items may be entered by scanning their bar code or their 'in-store' code in any of the order entry/invoicing programs. This requires a 'wedge' scanner used in conjunction with the keyboard. If there is no scanner available then you may enter the item 'bar code' from the keyboard.
  • Make immediate ‘over the counter’ sales using the Point of Sale process
  • Take orders or produce quotes from the Point of Sale process.
  • Track sales of serially numbered or batch numbered items.

Orders may be placed from

  • The order acceptance program
  • The Point of Sale process
  • Accepted quotations
  • Order pre-processor

Item sales may be of 'kit sets' where one item is charged but it may actually comprise several items each of which may be sold separately or be of ‘parts lists’. e.g. a personal computer is usually sold as one item but you receive a machine, screen and keyboard.

Despatch documents may be printed immediately or in bulk. Partial deliveries are allowed, any number of despatches may be made for any one order and may be viewed when an order is selected for further processing. Invoices may be generated immediately or in batches, and they may be printed immediately or in bulk. The system normally generates one invoice per order, but it is possible to generate one invoice per customer from all the despatches that need to be invoiced. This allows sales to a customer to be accumulated for the week/month and invoiced as one document. Invoices may be reprinted for as long as the system is instructed to retain the details.

The system caters for invoices generated from other than the order processing system, and for credit notes. These may be entered as a batch (and listed as such). As individual lines are entered, the screen displays the difference between their cumulative total and the total value of the credit note, to ensure accuracy as the information is entered.

Orders and Invoices may have negative quantities entered so that credit items may appear with the debits. This is useful when items are being exchanged or traded-in. If the nett value of the document ends up as a credit the document will still be regarded as an invoice (albeit with a credit value).

You may keep Invoice and Credit Note sales details for a variable number of periods, and reprint and view them as often as necessary. This is very useful when dealing with account settlement problems.

Features
  • Credit Control
  • Full customer look-up and wild card searches.
  • Unlimited 'invoice-to' and 'ship-to' addresses.
  • Foreign currency pricing and invoicing.
  • A very easy to use Point of Sale process that includes scanning and integrates with the debtors accounting modules and will price and discount ‘on account’ sales.
  • Up to 4 tender types in Point of Sale.
  • Control of till totals and account sales.
  • Records of which operator did which transaction.
  • Short and long search options for stock items with access to full search.
  • Stock details and wild card searches.
  • Scanning of bar codes and serial numbers.
  • WIP jobs created on 'Made to order' stock items.
  • Alternative products automatically displayed if necessary.
  • Additional sales items displayed when appropriate.
  • Superseded parts will automatically offer replacements.
  • Kit-set have components retrieved and may be amended.
  • Serial/Batch numbers displayed for selection when required.
  • Lost sales may be processed at order entry or at point of sale.
  • Orders may be taken and quotes produced from Point of Sale processing.
  • Back and forward order quantities may be entered on normal orders.
  • Back and Forward order are automatically filled (orders made current) when stock is available.
  • Back orders may be linked to purchase orders.
  • Order history retained for a variable number of periods.
  • Special message text of 9,999 lines per order item or general.
  • Free format Despatch Notes, Picking Slips, Invoices and Credit Notes.
  • Printing of Despatch Labels.
  • Orders may be amended prior to despatch.
  • Transfer processing allows orders to be placed on and be supplied from another branch if no stock locally.
  • No need to stop invoicing if period end not run.
  • Invoice orders through point of sale option.
  • Flexible discounting and pricing facilities by customer, groups by Part or groups.
  • Discounts may be given as rebates on prompt settlement.
  • Immediate or bulk printing of Despatch Notes, Invoices etc.
Order taking

This module has a number of ways of generating invoices and/or options taking orders. You may use any or all of the combinations.

  • A quotation can be converted to an order.
  • There is an enquiry/order facility that allows you to check the stock holdings for parts by location (without knowing who the customer is) and to make a possible sale entry for an item at a location. This may then be turned in to an order or cancelled if required.
  • Sales orders can be entered as normal.
  • The point of sale process can be used to create an order for items that are not immediately available. This also allows items to be taken and invoiced later. (Running invoices).
  • Customers can enter the system and enter their own orders.
Invoicing

There are a number of ways of generating invoices. You may use the system to enter just invoice values to post to the debtors ledger or supply full item details. Invoices may be hand written (say - if sales are made from a salesman when visiting customers) and just the totals entered or the full details. If stock levels are to be maintained or sales analysis is required full item details must be entered.

  • The point of sale process will generate invoices and accept cash or charge an account.
    A selected order may be invoiced from:
  • The order despatch program (possibly done in the despatch area)
  • The order take process
  • A bulk invoicing process.
  • The bulk despatch will generate invoices from indicated orders.
    The indication may be set by:
  • Individual retrieved order
  • Selecting orders from a display OR entering a range of numbers.

Credits can be entered as order items. These should be entered as negative quantities on the order and may be mixed with sales items. A normal credit note may be supplied in which case the quantities should not be negatives.

Remote Sites
You may handle sales from remote sites in two ways:
 EITHER, enter them as orders that have been despatched immediately,
 OR just enter them as invoices.

Invoices generated either way may still be printed.

Consignments

Stock items that are 'consigned' to you for 'sale on behalf of' are indicated as such on the stock record. When the item is sold (or used), the owner will receive a credit note from the debtors system (which is necessary for tax reasons), and a posting will be made to the creditors system, to pay the vendor who is shown on the holdings record.

Note: if the item is a FIFO, Batch or Tracked part, the amount paid to the vendor will be the actual cost. Otherwise, the amount paid will be the normal cost less any associated commission.

Interaction with Stock and Debtors

As soon as an invoice is generated,

  • Stock levels are updated, and
  • Customer account balances are amended.

The invoice indicates the source location of the sale, and it updates the stock for that holding area. This can be a van that sells directly or stock consigned to a customer that is not paid for until sold.

Standard Comments

All documents can have a virtually unlimited amount of comment on them. These comments can be supplied as general comments relating to the whole document or just for specific items or a combination of both. They can be:

  • Standard comments, or
  • Specific for that document, or
  • A mixture of both.
Document Formats

The Invoice, Credit Note and Despatch Note are all 'free format' documents (within some minor limitations).

  • You can have 36 formats in total, and for each of the three types of document, you can have:
  • A default format
  • A range of other formats, including formats that are specific to a particular customer.

Note: the Debtors module allows you to specify which formats to use for a particular customer. If you use that option, the system will automatically use the specified format whenever printing for that customer.

Pricing / Discounting

The system uses the accounting structure set in the Debtors system and the customer and stock discount groups to access the discounting arrangements. The sale price of an item is taken from one of the 5 prices for the part. Each customer is appointed to one of these lists, and you may also assign a default discount percentage to each statementable account. The system has outstanding capability to maintain special terms and tax over-rides for selected customers or groups of customers for selected items or groups of items.

Note: these special terms are associated with the customer invoice or statement accounts, not the accounts (if different) that receive the despatch. (See Debtors module).

Special terms allow you to set up to 10 sale (break) quantities, and give you the flexibility to:

  • Associate a date range with the special terms so they only apply for a limited time; and/or
  • Take a price from a different list than the customer's normal one; and/or
  • Give a percentage or amount off, and treat this as a price adjustment, discount or rebate
  • Give a special (perhaps contract) price.

Note: you may have multiple sets of the same special conditions all in the system concurrently but each must have a different finishing date. The one selected in each case will be the one with the ending date soonest after the invoice or order date.

If none of the special terms are applicable then the default discount from the statement account will be used.

The special terms are searched in the following order:

  1. Specific Invoice Customer and Specific Part
  2. Specific Invoice Customer and Part Discount Group
  3. Specific Statementable Customer and Specific Part
  4. Specific Statementable Customer and Part Discount Group
  5. Statement Customer Discount Group and Specific Part
  6. Statement Customer Discount Group and Part Discount Group
  7. Specific Part
  8. Specific Part Discount Group

If a match is found but the document date does not fall within the date range then the match will be ignored.

Rebates

A rebate is a credit that is applicable only if the customer settles the account on or before the due date.

The General Ledger holds these potential credits in a separate account and only transfers them to Discount and Tax if they are allowed.

Rebates are entered in the same special terms table as discounts, but the system treats them differently. Unlike discounts, rebates are not included when the value of the invoice is calculated. Therefore, the tax calculated for the invoice is on the unrebated value. Later, when the rebate is credited, the relevant tax value is also credited.

Note: for convenience, the Debtors system shows the total rebate credit as the tax-inclusive amount, but it can also identify the amount of tax.

Locking a Price and Discount

The system always prices and discounts each order as it is entered, and allows you to indicate that the order is fixed at this value. Otherwise, the price and discount will be recalculated when the order is despatched.

Tax

The system normally calculates the tax for an order at the end of invoicing the items. It can calculate and print the tax for four different tax rates per invoice. It does this when invoices are generated by: deciding the code for each item, accumulating the taxable total for each code, then summing the accumulated amounts at the end.

There is an alternative facility that will let you have the tax calculated on each invoice line item. This can result in a few decimal positions of rounding errors against the previous method but it allows you to amend the tax code applicable to an individual item on an order. To set this option, you must set the relevant indicator on the control record.

If the tax-per-line option is on, you may retrieve order items and reset their tax code manually. When invoicing, the system will use the item's code if it was saved with the order item, or will reset it if it was not saved.

The tax code is set when the order is placed and not when the invoice is generated but the percentage rate for the code used is the one applicable at the invoice date.

The system arrives at the tax as follows:

  • Takes the Tax code for the item from the stock record.
  • If the customer has an over-ride it uses that.
  • If the discount structure has an over-ride that will be used.
  • If the first discount structure found that is applicable has an over-ride code it will use that.
  • If you select to use 'line item' tax (on the control record) you may over-ride the eventual tax code at order placement time.
  • When the invoice is generated, the tax percentage used to calculate the tax amount is the one applicable to the tax code and invoice date.
Tax on Retail Sales

Retail sales have tax included in the price. This is allow for by processing as follows:

  • The stock system lets you set five prices for each item. Make one of those prices in every case the retail price, inclusive of tax.
  • Set up a customer type code with a tax code over-ride of 0%. Give this code a description that indicates a tax inclusive price.
  • Give retail customers the retail type code, and allocate them to the tax inclusive price list.
 

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