Order Entry Features:
The primary objective of the Order Entry (OE) System from Legler Systems is to
process customer order information in an online environment so that specific
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
transactions affecting each customer order.
Specific Order Entry features and objectives are highlighted below:
- Maintain Customer Order Record on the products and services
ordered by customers where a single order can contain multiple
products or items.
- Automatically assign order numbers to each input transaction for
positive control and audit trail. This order entry feature can
be overridden by the setting of System-Option-22 (DB03).
- Automatically print customer invoices for orders that have been
processed. An invoice can contain either a single order or
multiple orders, depending upon the Print Invoice flag in the
Customer Master Record.
- Automatically create Customer Invoice Records for use by the
Accounts Receivable System in tracking customer payments, as set
by System-Option-21 (DB03).
- Print accounting reports, such as Order Status Report, Sales
Analysis Report and others, to provide an audit trail of data
entered into the OE System.
- Maintain Product Master Records on each product and service
offered by the company, including unit price (list and dealer)
and cost.
- Maintain Customer Master Records for each customer that is
invoiced by the company. Information in the Customer Master Record
includes name, address, discount terms and standard general ledger
distribution account codes.
- 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 an order
is taken.
- Calculate state sales tax when applicable based upon the Tax-Code
(non-taxable or taxable) of a specific product or service and that
of a customer with or without resale license.
- Automatically extend order pricing based upon unit price and
quantity ordered.
- Handle separate Ship-To name and address fields for each order, as
well as provide for special notes or comments.
- Provide customer credit checking at the time an order is entered
into the computer based upon total order amount and the unpaid
balance for that customer. This order entry objective enables the
user to define a separate code of each salesman in the company.
- Handle multiple salesman codes at the order level for better
management control, where each salesman is defined by a
Code Definition Record.
- Automatically determine unit price based upon quantity ordered,
Price-Code and any Discount-Factor associated with each customer
and product.
- Automatically calculate product amount by multiplying quantity by
unit price.
- Provide online inquiry capability to (1) query all data elements
about a single product or order, and (2) display all historical
orders for a customer.
- Handle multiple items per single order by assigning an order
sub-number to each group of ten products or items.
- Define an Active-Flag to prohibit online entry of an inactive
account code, product code or customer number yet keep that code
for historical reporting purposes.
- Provide source document control over input transactions to the
computer by establishing batch numbers.
- Automatically update the Customer Master Record with invoice
amounts for the latest two years with automatic 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 and printed (DB12).
- Automatically display a detail record (Customer Order Record or
Product Master Record) when function key F7 is pressed while in a
data entry procedure OE01 and in inquiry procedure OE10 and
procedure OE14. This order entry objective enables the operator
to quickly drill down to more information.
- Automatic customer number assignment whenever the name initials are
entered as the customer number. Name initials are manually or
automatically set in the Customer Master Record.
- Automatic item number assignment whenever the item name initials
are entered as the item number. Item name initials are manually or
automatically set in the Product Master Record.
- Prepare written quotations to selected customers detailing the
products and services to be performed.
- Print confirmation notices 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).
- Automatically update an Order Status code as various OE procedures
are completed to reflect the current status of each order.
- Provide system options in the Company Control Record to handle
6-digit and 8-digit dates for Y2K compliance.
The Order Entry System keeps track of all 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 cost of the order, including
applicable state sales tax, for review prior to printing of invoices.
An important design feature of the Order Entry System and Inventory
Management System is the use of an Order Status code to track the 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 (entry) sets the Order Status code to 10
if not entered.
- Procedure OE12 (quotations) changes the Order Status code
from 05 to 06.
- Procedure OE12 (confirmations) changes the Order Status code
from 10 to 12.
- Procedure OE05 (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.
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
Order Status code.
Customer invoices, quotations and confirmations are printed on
letter-size page for direct mailing to customers with the company heading
format specified by System-Option-12. When invoices are printed, any sales
tax is automatically computed and added to the invoice amount.
Customer Order Record:
Information on each customer sales order is stored in the Customer Order Record.
Menu procedure OE01 is used to add, change (modify), query and delete
Customer Order Records.
Product Master Record:
Each product the company sells or service it performs is defined by a separate
Product Master Record that identifies price, cost, description and other data.
Information in the Product Master Record appears on the customer order and the
customer invoice printed by procedure OE05.
OE System procedures that can be run by the user are identified on the
Order Entry Menu document.
More Information on Order Entry Objectives:
To receive additional information on this online Order Entry software,
please e-mail Bill Legler in the SF Bay Area, California
or go to the Order Entry System page.
Version 7.10 - Copyright 2010 by Legler Systems Company. All rights reserved.