Order Entry Features and Objectives:
The primary objective of the Order Entry System (OE System) by Legler Systems
is to process customer order and billing information in an online environment,
so specific online procedures are performed in seconds rather than the hours
required by traditional batch methods of computer processing.
This OE System performs the basic order entry objectives by providing a
complete and accurate record of all sale transactions billed from each
customer order. Customer invoices are printed by online procedure OE05.
Specific order entry features and objectives of this business software
application are highlighted below:
The Order Entry System keeps track of all sales orders and of the status of
each order. A separate procedure (OE02) is available for changing the
Order-Status code, as well as entering final quantities and prices. This same
procedure automatically computes the total value of the sales order, including
applicable state sales tax, for review prior to printing final customer invoices.
- Maintain Customer Order Record on the products and services
ordered by customers where a single customer order can contain multiple
products or items.
- Maintain a Product Master Record on each product and service
offered by the company, including unit price (list and dealer)
and cost. Information from these master records appear on the
Order Confirmations and customer invoices.
- Maintain a Customer Master Record on each customer the company does
business with and can be invoiced by the company. Information
in the Customer Master Record includes name, address, discount terms
and standard general ledger revenue account codes. This same
master record is referenced in the AR System.
- Automatic order number assignmentis done when new sales transactions
are added to the OE System for positive control and audit trail.
This order entry feature can be overridden by the setting of
- Automatically print customer invoices for orders that have been
processed by the OE System when the Order-Status code is 30.
An invoice can contain either a single order or multiple orders,
depending on the Print-Invoice flag in the Customer Master Record.
- When final customer invoices are printed by online procedure OE05,
Customer Invoice Records are automatically created and added to the
online database for use by the Accounts Receivable System to track
customer payments, as determined by System-Option-21 (DB03).
- Print accounting reports, such as Order Status Report, Sales
Analysis Report and others, to provide an audit trail of sales data
entered into the OE System.
- Handle multiple locations through the use of a separate location
code defined by the user in Code Definition Records (DB01).
- Allow for the receipt of partial payments (deposits) when a sales order
- Calculate state sales tax when applicable based on (1) the Tax-Code
(non-taxable or taxable) of a specific product or service and (2)
the Tax-Code of the customer without resale license.
- Automatically extend order pricing based on unit price and quantity
ordered to compute the item amount.
- Handle separate Ship-To name and address fields for each order, as
well as provide for special notes or comments to be printed on the
Order Confirmation and customer invoice.
- Provide customer credit checking at the time an order is entered
into the computer based on total order amount and the unpaid
balance for that customer. This order entry objective enables the
user to define a separate Salesman code of each sales representative
in the company.
- Handle multiple Salesman codes at the order level for better
management control, where each representative is defined by a
separate Salesman code (Code Definition Record).
- Automatically determine unit price based on quantity ordered,
Price-Code, prior price (history) and any Discount-Factor associated
with each customer and product.
- Provide online inquiry capability to (1) query all data elements
about a single product (OE09) or customer order (OE01), and (2)
display all historical orders for a customer.
- Handle many multiple items per single sales order by assigning an order
sub-number to each group of ten products or items ordered.
- Define an Active-Flag for each code to prohibit online entry of an
inactive GL account code, product code or customer number, yet keep
those old codes for historical reporting purposes.
- Provide source document control over input sales transactions to the
computer by assigning a batch number to a group of order transactions.
This batch number control feature aids in providing a complete
audit trail of order documents processed. If no batch number is
entered, the system date (YRMODA) is assigned to the OE batch number field.
- Automatically update the Customer Master Record with the invoice amount
for the latest year with automatic internal rollover from one year to
the next, so special year-end clerical procedures are avoided.
- Provide the capability to create custom OE reports where the user
defines the data fields to be selected, sorted and printed (DB12).
- Display a detail record (screen OE01 or screen OE09) when
function key F7 is pressed from data entry procedure OE01 and
from inquiry procedure OE10 and procedure OE14. This order entry
objective enables the operator to quickly drill down to more information.
- Automatic customer number lookup occurs whenever the customer name initials
are entered as the customer number for fast customer number lookup.
Customer name initials are manually or automatically set in the
Customer Master Record when it was created to aid in finding or
looking-up a customer number. For customer number lookup by name,
enter the "#" character as the customer number and when prompted,
enter the customer name or telephone number.
- Automatic product number lookup occurs whenever the product name initials
are entered as the product number for fast product number lookup.
Product name initials are manually or automatically set in the
Product Master Record to aid in looking-up or finding product numbers.
For product number lookup by name, enter the "#" character as the
product number and when prompted, enter the product name or
manufacturer serial number.
- Prepare written customer Quotations to selected customers detailing the
products and services to be performed.
- Print Order Confirmations to be mailed to selected customers documenting
the specific products and services ordered.
- Handle any fiscal year for accounting purposes, even one different
from the calendar year, through the use of a separate accounting
period number (YRMO) field.
- Automatically update an Order-Status code as various OE procedures
are completed to reflect the current status of each customer order.
- Provide system options in the Company Control Record to handle
6-digit dates and 8-digit dates for data entry and reporting purposes.
- In addition to online processing, batch job processing is supported where
multiple OE report requests are entered online for later batch processing.
- Provide the capability to search for any text entered by the user and
display matching Ship-To names on the screen. Both uppercase letters
and lowercase letters are tested by procedure OE14 and procedure OE94.
- Easily enter notes or comments on a specific customer (OE11), customer
order (OE01), product (OE09) or contact name (OE19) when the Trans-Code
is set to "N" to automatically link to procedure DB17
(General Notes Record) in the DB System.
An important design feature of the Order Entry System and Inventory
Management System is the use of an Order-Status code to track the sales order
through various stages of completion. Each Order-Status code is defined by
a Code Definition Record, which allow the user to add new codes. The
Order-Status code is automatically changed when various order entry procedures
are executed as follows:
Procedure OE01 and procedure OE02 are used to manually change the Order-Status code.
Inventory Management System procedure IM05 and procedure IM12 also change this
- Procedure OE01 (online entry) sets the Order-Status code to 10,
when no value is entered.
- Procedure OE12 (customer Quotations) changes the Order-Status code
from 05 to 06.
- Procedure OE12 (Order Confirmations) changes the Order-Status code
from 10 to 12.
- Procedure OE05 (customer invoices) changes the Order-Status code
from 30 to 50.
- Procedure OE15 (purge) deletes old Customer Order Records with a
Order-Status code greater than 70.
Customer invoices, customer Quotations and Order Confirmations are printed on
letter-size page for direct mailing to customers with the company heading
format specified by System-Option-12. When customer invoices are printed, any
sales tax is automatically computed and added to the invoice amount.
The OE System procedures that can be run by the user are identified in the
Order Entry Menu document.
Customer Order Record:
Information on each sales order is stored in the Customer Order Record.
Online procedure OE01 is used to add, change (modify), query and delete
Customer Order Records. For all new customer order entries, the order number
is automatically assigned using a sequence number counter in the
Company Control Record (DB03). These transaction records identify the products
and services ordered by the customer.
The primary key of the Customer Order Record (COR) is the Record-Type code,
order number and order sub-number. Five alternate keys are defined for rapid
access to different groups of COR data.
Product Master Record:
Each product the company sells or service it performs is defined by a separate
Product Master Record that identifies list price, cost, description and other
data. For new products or services, automatic item number assignment is
done by the OE System when the product number item number field is blank.
Information from the Product Master Record appears on the customer Quotation,
Order Confirmation and customer invoice.
The primary key of the Product Master Record (PMR) is the Record-Type code and
product number (item number). Five alternate keys are defined for rapid access
to different groups of PMR data.
Customer Invoice Record:
Data that appears on each customer invoice sent to the customer is stored
in the Customer Invoice Record depending on the setting of System-Option-21.
The AR System applies customer payments online to these invoices printed by the
OE System or imported into the AR System from an external billing system.
Alternatively, procedure DB18 can be used to export an ASCII file of
comma separated values (csv) containing data fields from these
Customer Invoice Records.
The primary key of the Customer Invoice Record (CIR) is the Record-Type code,
customer number and voucher number. Five alternate keys are defined for rapid
access to different groups of CIR data.
More Information on the OE Software:
For additional information on this online Order Entry software and a free
CD-ROM demo, e-mail
Bill Legler in the SF Bay Area, California
or go to the Order Entry System main page.
Version 11.7 (2017). All rights reserved by Legler Systems Company.