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 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 affecting each customer order.

Specific Order Entry features and objectives of this software are highlighted below:

1. Maintain Customer Order Record on the products and services ordered by customers where a single order can contain multiple products or items.

2. 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 System-Option-22 (DB03).

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. When final customer invoices are print by procedure OE05, Customer Invoice Records are automatically created in the Accounts Receivable System to track 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 sales 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. Information from these records appear on customer invoices.

7. Maintain Customer Master Records on each customer that is invoiced by the company. Information in the Customer Master Record includes name, address, discount terms and standard general ledger revenue 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 a sales order is taken.

10. Calculate state sales tax when applicable based upon (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.

11. Automatically extend order pricing based upon unit price and quantity ordered to compute the item amount.

12. 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 confirmation notice and customer invoice.

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. This order entry objective enables the user to define a separate Salesman code of each sales representative in the company.

14. 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).

15. Automatically determine unit price based upon quantity ordered, Price-Code, prior price (history) and any Discount-Factor associated with each customer and product.

16. 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.

17. Handle many multiple items per single sales order by assigning an order sub-number to each group of ten products or items ordered.

18. 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.

19. Provide source document control over input sales transactions to the computer by establishing batch numbers.

20. 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.

21. Provide the capability to create custom OE reports where the user defines the data fields to be selected, sorted and printed (DB12).

22. Display a detail record (Customer Order Record or Product Master Record) 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.

23. Automatic customer number assignment whenever the name initials are entered as the customer number for faster customer number lookup. Name initials are manually or automatically set in the Customer Master Record.

24. Automatic item number lookup occurs whenever the product name initials are entered as the item number for faster item number lookup. Product name initials are manually or automatically set in the Product Master Record.

25. Prepare written quotations to selected customers detailing the products and services to be performed.

26. Print confirmation notices to selected customers documenting the specific products and services ordered.

27. 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.

28. Automatically update an Order-Status code as various OE procedures are completed to reflect the current status of each customer order.

29. Provide system options in the Company Control Record to handle 6-digit and 8-digit dates for user preference.

30. In addition to online processing, batch job processing is supported where OE report requests are entered online for later batch processing.

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:

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 Customer Order Records with a Order-Status code greater than 70.

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 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 is the Record-Type code, order number and order sub-number.

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. For new products or services, automatic item number assignment is done by the OE System when the item number field is blank. Information from the Product Master Record appears on the customer order confirmation printed by procedure OE12 and the customer invoice printed by procedure OE05.

The primary key of the Product Master Record is the Record-Type code and item number.

More Information on Order Entry Objectives:

For additional information on this online Order Entry software, please e-mail Bill Legler in the SF Bay Area, California or go to the main Order Entry System page.

Version 7.11 - Copyright 2010 by Legler Systems Company. All rights reserved.