ORDER ENTRY FUNCTIONAL FEATURES:
The primary objective of the Order Entry System 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 system performs the basic order entry
functions by providing a complete and accurate record of all transactions
affecting each order.
Specific functional features of this online Order Entry System are
highlighted below:
1. Maintain Customer Order Records on the products and services
ordered by customers where a single order can contain multiple
products or items.
2. Automatically assign order numbers to each input transaction for
positive control and audit trail purposes.
3. 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.
4. Automatically create Customer Invoice Records for use by the
Accounts Receivable System in tracking customer payments, as set
by System-Option-21 (DB03).
5. 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.
6. Maintain Product Master Records on each product and service
offered by the company, including unit price (list and dealer)
and cost.
7. 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 general ledger
distribution account codes.
8. Handle multiple locations through the use of a separate location
code defined by the user in Code Definition Records (DB01).
9. Allow for the receipt of partial payments (deposits) when an order
is taken.
10. 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.
11. Automatically extend order pricing based upon unit price and
quantity ordered.
12. Handle separate shipto name and address fields for each order, as
well as provide for special notes or comments.
13. 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.
14. Handle multiple salesman codes at the order level for better
management control, where each salesman is defined by a Code
Definition Record.
15. Automatically determine unit price based upon quantity ordered,
Price-Code and any Discount-Factor associated with each customer
and product.
16. Automatically calculate product amount by multiplying quantity by
unit price.
17. 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.
18. Handle multiple items per single order by assigning an order
sub-number to each group of ten products or items.
19. 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.
20. Provide source document control over input transactions to the
computer by establishing batch numbers.
21. 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.
22. Provide the capability to create custom OE reports where the user
defines the data fields to be selected and printed (DB12).
23. Automatically display a detail record (Customer Order Record or
Customer Master Record) when function key F7 is pressed while in a
data entry procedure OE01 and in inquiry procedures OE10 and OE14.
24. 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.
25. Automatic item number assignment whenever the item name initials
are entered as the item number. Item initials are manually or
automatically set in the Product Master Record.
26. Prepare written quotations to selected customers detailing the
products and services to be performed.
27. Print confirmation notices to selected customers documenting the
specific products and services ordered.
28. Handle any fiscal year for accounting purposes, even one different
from the calendar year, through the use of a separate accounting
period number (YRMO).
29. Automatically update an Order Status code as various OE procedures
are completed to reflect the current status of each order.
30. 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 as well as entering final quantities and prices. This same procedure
automatically computes the total cost of the order, including applicable
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. Order Status codes are defined by
Code Definition Records, which allow the user to add new codes. The Order
Status code is automatically changed when various order entry procedures are
executed as follows:
1. Procedure OE01 (entry) sets the Order Status code to 10
if not entered.
2. Procedure OE12 (quotations) changes the Order Status code
from 05 to 06.
3. Procedure OE12 (confirmations) changes the Order Status
code from 10 to 12.
4. Procedure OE05 (invoices) changes the Order Status code
from 30 to 50.
5. Procedure OE15 (purge) deletes old order records with a
Order Status code greater than 70.
Procedures OE01 and OE02 are used to manually change the Order Status code.
Inventory management procedures IM05 and IM12 can change the 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-01. When invoices are printed, any sales
tax is automatically computed and added to the invoice amount.
MORE INFORMATION:
To receive additional information on this online accounting software,
please e-mail Bill Legler or go to the Order Entry System page.
Version 7.3 - Copyright 2000 by Legler Systems Company. All rights reserved.