Sales Order Unique Features
Import orders from other sources (eg Web Store)
The VizBiz can import virtually any data into Sales Orders provided it arrives in XML form. Unique maps can be created to handle the different formats used by different sources . The system will try to identify existing accounts on the basis of matching Postcode and Company names, and create new accounts if they don’t already exist in the data
Collated and Contract Invoicing
Single Invoice from Multiple Orders (eg a month’s worth of orders can be converted to a single invoice, optionally separated by Order number)
Contract Invoicing (similar to above but more comprehensive) allows the user to create a single monthly invoice for multiple ordering/delivery sites to a single head office whilst preserving the identity of the ordering site and order number
Conversion of Sales Order to Purchase Order/s
One button converts a Sales Order to a related Purchase Order (or multiple Purchase Orders if different suppliers are involved) together with option to instruct Supplier/s to deliver goods on your behalf.
A variation on the above allows Multiple Sales Orders to be converted to however many Purchase Orders are required to fill the orders
Assembly on Despatch
Particularly useful and powerful tool for small scale manufacturers
(see Bill of Materials and Assembly Management for more detail)
If line items are “assembled”, then rather than assembling them one stock code at a time in the Stock Control module, the Sales Order Despatching system permits “Assembly On Despatch” which will down-date all component stocks into their relevant sub-assemblies and finished products, which are then (optionally) despatched as normal (or, if preferred, left Assembled but un-despatched – useful for maintaining Stock Control mid manufacture)
Back Order and Picking Lists
Picking lists can be printed based on user defined criteria (eg select only orders which can be met in full, or those on a delivery route) Back order reports can highlight oldest outstanding orders, be printed in data order etc
Comprehensive Multiple Status Options
CONFIRMED - Standard Order
CONSIGNED - Consigned Orders are a form of "Sale Or Return" where you ship goods but retain ownership until the goods are paid for or returned.
APPRO OPEN - initiates the "Goods Supplied On Approval" procedure whereby, typically, if goods are not returned within (your time limit) they are expected to be paid for.
APPRO CLOSED - Optional marker for Approval Orders now completed.
EXCHANGE - if you operate an exchange policy, you can mark those orders which represent Exchanges (rather than new orders) and use the data in conjunction with Invoice Credit rules (eg to ensure that an exchange is not issued until the original goods have been returned).
QUOTATION - Create a Quotation by using the Sales Order Process. Print it using an appropriate template. If you set non standard prices and the customer accepts the Quote, change the Status to Confirmed and despatch the Order. If you've applied "History based pricing" to the account, the non standard prices now become their defaults.
WARR'Y OPEN - if you permit Warranty Replacements, the distinction between WARR'Y OPEN and WARR'Y CLOSED allows you to send out the replacement before receiving the damaaged goods back from the customer. This can be invoiced as normal but with a note advising the customer that they'll receive a Credit as soon as the damaged goods have been returned. When those goods are returned, the Status is changed to WARR'Y CLOSED and the credit can be raised.
WARR'Y CLOSED - marks the Warranty Transaction complete.
WARRAP OPEN - WARRAPs (Warranty On Approval) deal with those situations where the original goods are either unsuitable or no longer available and the customer is willing to try an alternative on approval.
WARRAP CLOSED - signals the Warranty Replacement On Approval process is complete.
PROVISIONAL - Order cannot be despatched until Status changed to CONFIRMED.
PROFORMA - Order cannot be despatched until paid for.
TRANSFER - Order is not a Sale. Typically used to transfer stock to Sales Reps in the field.
NOEXCHANGE - Goods on Order can not be exchanged (typically used for special offers when getting rid of old stock at reduced prices).
STOCK - Order is not a Sale. Used by small manufacturers to trigger the Assembly process and put finished products into Stock