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The Order Entry System (OES) from Legler Systems is based on the client-server model and supports many special features for handling the customer order entry and invoicing functions in small businesses and midsize companies. This customizable customer billing module can be run as a stand-alone accounting application or integrated with other financial modules, such as the Inventory Management System and Accounts Receivable System. The Order Entry System identifies each product or service by item code being ordered by the customer. The Legler Order Entry software utilizes a character-based user interface with mouse support for fast data entry and optimum performance.
The 2012 OE software includes a new inquiry procedure OE96 (Inquire Latest OE Changes), tacking e-mail sent to customers and contacts plus other enhancements. The 2011 OE software update provided a real-time Cash Management Dashboard that shows the current cash account balance from the last GL closing, as described in the Version 10.2 Summary. The 2010 order entry update included real-time dashboards for customer order transactions and separate report windows that enable the user to view a report at the same time as performing data entry operations in the original window, as described in the Version 10.0 Summary. The 2009 order entry software update included mouse support (left mouse button) and large character-based window (80x50) support as described in the Version 9.0 Summary document. This order entry system can function with or without a mouse for greater user flexibility and productivity. The newest features of this order entry software execute faster when running Microsoft Windows XP or Windows 7.
Custom versions of the online OES software have been in day-to-day operation in small businesses in Northern California for over 25 years.
The online order entry (OE) user procedures are identified on the Order Entry menu as shown below. Before any online OE procedure can be run, the user must first sign-on by entering a valid User-ID and password. To display the Order Entry menu, enter only "OE" on any financial menu. To start a specific OE procedure, enter the 2-digit number associated with that online procedure or single-click the left mouse button when pointing to the procedure name on the menu.
---------------------------------------------------------------------------- | ORDER ENTRY SYSTEM MENU (2011) 11-04-2011 13:24 | |============================================================================| | | | No Procedure Name No Procedure Name | | -- ---------------------------- -- ------------------------------- | | 01 - Enter Customer Orders 11 - Enter Customer Master Records | | 02 - Update Order Status 12 - Print Confirmations Or Quotes | | 03 - Print Order Status Report 13 - Print Shipping Labels | | 04 - Prepare Orders For Invoicing 14 - Inquire Orders By Ship-To Name | | 05 - Print Customer Invoices 15 - Purge Old OE Records | | 06 - Print Product Master List 16 - Update Orders With Postage | | 07 - Print Sales Analysis Report 17 - Inquire Item History By Month | | 08 - Print Sales Tax Report 18 - Print Product History Report | | 09 - Enter Product Master Records 19 - Enter Bill-To and Ship-To Names | | 10 - Inquire Customer Order Status 92 - Redefine System Printer | | 94 - Search OE System | | 96 - Inquire Latest OE Changes | | 99 - End OE Menu | | | | Enter OE Procedure Number.......[ ] | | | |============================================================================| | F1=Help F2=Enter F9=Print F10=Exit | ----------------------------------------------------------------------------
Data entry procedures OE01, OE09, OE11 and OE19 display fields that comprise each record and perform online file update functions (add, modify and delete). A Customer Master Record (name and address information) and Product Master Record (item code and description) must be entered into the OE System before new customer orders are processed. Procedure OE02 is a mass update of the Order-Status code. Procedure OE16 is used to quickly update orders with any postage or shipping charges.
Inquiry procedures OE10 and OE14 display each customer order and Ship-To address information for a specific customer and time period. Inquire Item History (OE17) shows a one-screen summary by month for 5 years of customer order history.
Online reporting procedures OE03, OE06, OE07, OE08 and OE18 print management reports on a line printer (computer-size paper) or a laser printer (letter-size paper). Customer invoices (OE05), Quotations (OE12) and Order Confirmations (OE12) are printed on preprinted forms or blank letter-size paper. Shipping label forms are required for printing mailing labels by procedure OE13. Each online reporting procedure displays a screen for the user to enter report selection parameters, such as dates, codes, report formatting and sorting options. Procedures OE02, OE04 and OE15 print a one-page control report showing the number of records processed for audit trail purposes.
The online OE procedures identified on the Order Entry menu are described in more detail in the OE Menu Procedures document.
In addition to the operational, security and technical features mentioned in the Accounting Software Summary, some key functional features of this order entry software are highlighted below:
1. Handle a customer deposit at the time a sales order is entered into the system by procedure OE01.
2. Calculate sales tax based upon the item code (e.g. no sales tax for handling) and the customer (e.g. no sales tax for resellers) at the time customer invoices are printed by procedure OE05.
3. Any comments entered with the order are printed by procedure OE12 (print confirmations) and procedure OE05 (print customer invoices).
4. Provide online credit checking against preset customer dollar limit for unpaid invoices in data entry procedure OE01.
5. Automatic GL revenue account assignment occurs when customer invoices are printed by procedure OE05. The GL revenue account codes in the Customer Master Record and/or Product Master Record are moved to the new Customer Invoice Record that is written to the online database. Recording revenue account data follows the standard GL account structure of either a 4-digit account code only or 6-digit account code plus department number (set by System-Option-26 in procedure DB03).
6. Flexible online reporting capability allows the user to request and print 42 different order entry reports, including customer invoices by procedure OE05, by specifying various report selection parameters.
7. Print the customer address from Customer Master Record on customer invoices, confirmations and quotations. The Bill-To and Ship-To addresses (optional) can appear on customer invoices.
8. For real-time List Dashboard (No. 4), the oldest ten open customer orders are shown under the order entry menu. Up to 4 different real-time dashboards can be displayed: two real-time Bar Chart Dashboards and two real-time List Dashboards.
9. Enable Bill-To and Ship-To contact name lookup by entering "#" for the Bill-To-ID or Ship-To-ID number and then enter part of the contact's name (or phone number) when prompted.
10. Support batch job processing (optional), where report selection parameters are entered online for later batch processing by a separate job script.
11. In the OE system, special notes (comments, instructions, etc.) can be entered and displayed from data entry screens OE01, OE09 and OE11 by dynamically linking to procedure DB17 using function key F7 or the mouse.
12. Enable item number lookup by product name by entering "#" for the item number and then enter part of the product's name, Mfg-Part number or description when prompted. When only one matching product is found, the associated item number automatically replaces the "#" character, so the user does not have to enter the item number. This item number lookup procedure can be done at any time where the Item-No prompt appears.
The online OE software references three records in the Database Control System (required) to control basic system functions (Company Control Record), to verify User-IDs (User Control Record), and to validate salesman codes and other user definable codes (Code Definition Records).
Procedure OE05 formats and outputs Customer Invoice Records to either an export Transfer File for input to another computerized AR system or directly into the Legler Accounts Receivable System (optional).
The OE System updates the quantity on-hand field in the Product Master Record for inventory control by the Inventory Management System (optional).
The OE software supports dynamic linking between data entry procedures (such as OE01 to OE09) with a single key stroke (function key F7). Dynamic linking to existing "NOTES" (DB17) on a customer order or product (item code) is done with one or two key strokes (F7) or double-click of the left mouse button.
The Order Entry System operates on any x86 personal computer (pc) in the Command Prompt window using Microsoft Windows XP, Windows 7, Windows 98 or Windows 3.1. The pc can be connected in a local area network (LAN) with complete flexibility in specifying the disk location of master files on the client or server. Additionally, the OES software can be run on a single stand-alone pc or on a UNIX based computer, such as the IBM RS/6000 with IBM 3151 terminals using the AIX operating system. In addition to the standard screen size (80x25), a larger character-based window of 80 characters wide by 50 rows is now supported for greater usefulness.
The Run Time Environment for Micro Focus COBOL support is included at no extra cost with the OE executable programs. The Windows order entry programs are the same as the DOS order entry programs for compatibility. For data archiving and historical reporting, the same OE executable programs can be run from a removable disk, such as a CD-ROM or USB flash drive; thereby eliminating the need to restore old sales data and programs to a separate hard disk drive.
The Database Control System from Legler Systems Company is required to support the OE System and is included with the Order Entry software. The OE source programs are written in COBOL, the most widely used business programming language. Each OE procedure identified on the Order Entry menu corresponds to a separate COBOL program.
The OE System software cost is identified in the Software Price Sheet.
To request sample management reports and screen formats, General Information Manual or free pc demo on CD-ROM of this OE System, please e-mail Bill Legler in the San Francisco Bay Area.
Legler Systems Company, developer of the online Order Entry software, is located in the East Bay of the SF Bay Area in Northern California and provides local on-site OES software support in Alameda County (major cities are Fremont, Oakland, Hayward and Berkeley), Contra Costa County (major cities are Concord, Walnut Creek and Antioch) plus other counties in California (CA). Free e-mail and telephone support is available throughout the United States (USA).