Sales Order Processing, Distribution & Trade Counter From MSD
Customer Database - An Overview The MSD Customer Database contains all the relevant information in relation to each customer on the system. The information held in the Customer Database will be used by the system when progressing the sales orders through the selling cycle. The MSD Customer Database will hold the delivery address details for "Multi-Drops" on the sales order line. Each specific customers prices are held against their record in the database along with their individual product portfolio.

General Information & Invoice Templates
In addition, each customer can have their own layout for invoices. The template for this will be held on the customer's record in the MSD Customer Database. The system will produce delivery labels per location for multi drops. A customer table can hold unlimited branch (delivery) addresses. Labels and delivery note templates can be held at the branch (delivery) level for use by the Sales Order Processing for "multi-drop" purposes.

Notepad
The user can add comments for each customer or branch via a notepad. The system will diarise all comments entered and by use of the follow up date will prompt the user when certain functions should be carried out.

User Defined Codes
Each record within the customer database including the branch (delivery) record has three user definable type codes. These can be used to group records together for example AREA or REP CODE. If each record within the customer database has a rep code attached then this field will be used to group together records for calculating each individual representatives commission.

Mailing Labels
Mailing Labels can be produced for mail shots for sending catalogues to customers et cetera.

Enquiries
There are full enquiry options with "drill down" on the MSD Customer Database. Enquiries can be made from the MSD Sales Ordering System to the MSD Customer Database.

Products
By Customer A link has been provided between the Sales Ordering System and the Sage Line 100 Stock Control to allow the user to build up by product group or product line the items usually sold to a customer or customer's branch. This will allow the attachment of pack sizes and selling prices for each customer, as well as providing the basis of the customers products for quick ordering. The user will be able to compare pack sizes and prices between each customer.

Sales Ledger Link
This switch can be set to allow new customer accounts to be set up in the MSD Sales Order Processing Module when an order or sales invoice is being produced this information will be sent to the Sage Line 100 Sales Ledger.

Sales Order Entry - An Overview
The MSD Sales Order Processing comprises several elements which go to make the total sales ordering and invoicing solution for the company. In conjunction with each customer's individual price list or the price banding set up on the stock table. The MSD Sales Order Processing System comprises of the following modules to give the user a complete solution in relation to customers orders and shipments. The system handles pack sizes, and cost margin calculations, per customer per product. In addition, the module includes a costing system so that a standard cost can be calculated for each individual product line.

Customer Additional Information
When a product is supplied to a customer the system can hold all the sales marketing material to go out with the sales order. This will be customer specific and the user will be prompted at despatch time, on the sales order entry program, which information needs to be sent.

Sales Order Production
This will allow the entry of orders or scheduled orders for a customer. The system will also allow the copying of a customer's order if this is relevant. An order can be copied from the current or order history file. The system will also allow the entry of internal memo text on a customers order. This information will print on the Internal Order Copy but, not on the Customer's Order. There is a facility to handle Free Format non stock items for example, carriage, freight or other delivery charges. A version of MSD Sales Order Processing Module is available which will allow the user to process Text With Price Items if stock control is not a requirement. The system allows multiple text lines on the sales order screen. Standard order messages can be set up in the table provided for the user to select a message to attach to a sales order. The order lines are built up using the order menu bar which is activated from anywhere in the order entry screen. All the sales order lines are displayed on one screen and the user will be able to move backwards and forwards through the order lines to make any amendments. All prices used on the sales orders will be customer specific.

Deliveries & Multi-Drops
The system will allow the user per order line to select to despatch the order line over multiple branches. In the case of scheduled orders if the user does not know the delivery drops at this stage, this can be amended and added at a later stage through the order amendment program. The user can part ship and invoice orders for a customer.

Credit Checking
In conjunction with the MSD Credit Control Database (see separate overview) all orders entered on the system can go through the credit checking procedure. The credit check will take account of how many orders are currently on the system for this customer, how many invoices are outstanding for payment and their due date. Based on this information the system will mark the order either "Credit Stopped or Held". The user will have been able to enter the order, but, this will need to be released by an authorised person prior to any despatches being allowed. In the case of multiple deliveries per order line the user will be able to specify which quantities are to set to each customer's branch (delivery address). The system will use the information set up on the MSD Customer Database to be displayed for the user to make their selection. The user will be able to designate the quantities per stock item for each "drop". The system will then produce separate delivery notes for each location (multi-drop) specified on the order. The invoice produced will be "global" for all the items despatched on the order irrespective of the multi-drops. The invoice could be produced in location ("drop") order if required.

Invoice Production
The system will automatically produce invoices for each despatch sent out, providing the credit checking is met. The user will run the invoice production routine and the invoices will be spooled.

Order Priority
Each customer can have their own order priority flags and the system will use this information when releasing back orders.

Back Orders
When orders are entered on the system and the product line required is not in stock then the user will have the option of placing the order line on back order status. The program will then process this line as a back ordered product. The user will have the option to globally release all back orders waiting for a product line when the goods have been booked into stock. If order priority levels are used then back orders can be released via priority status.

Q.A. Database
If relevant, before stock is despatched to a customer it could be booked into a quarantine area on the system, the system will generate a goods in quarantine number if required. A despatch note will be produced when all the quarantine conditions have been met. This process is controlled by a parameter switch and can be de-activated if not required.

Invoice Posting
There is a full invoice posting routine to the Sage Line 100 Sales Ledger with full audit trails. The system will automatically work out which periods the sales invoices are to be posted to. Any invoices which are not in the current period will be held in a "deferred" posting file and then can be posted to the Sales and Nominal Ledgers after the month end process has been run. Both the current and deferred posting files have full drill down and reporting facilities. This will get over the "bottle-neck" at month end and allow the user to carry on entering invoices and credit notes, without waiting for the Accounts Office to close down the Sage Line 100 Sales Ledger. Individual sales invoices or credit notes can be released from the Deferred File if relevant.

Enquiries
There is a full enquiry option with drill down to the order lines for handling telephone enquiries.

Authorisation
Full sales order and invoice authorisation is catered for. Order authorisation for a customer is calculated using the parameters outlined in the credit checking section. The system will automatically "HOLD" sales orders if the order being entered for the customer fails the credit checks. The order will then need to be released by a user with the authority to do so.

Global Price Changes
There is a routine for changing the prices on both the stock line and the each customers' individual price list. The user will be able to up-lift the prices by a percentage. In addition, the user will be able to enter a date that the price change is effective from. This will allow the user to enter price changes well in advance of the date when the prices will become effective.

Quantity Per Pack
This will allow the sales of stock of items in customer specific pack sizes. The system will carry out the conversions to the Sage Line 100 Stock Control Item Line for the normal selling unit automatically. The system will accommodate all the pack sizes both for purchasing and sales.

Status Codes
This will allow the user to monitor the progression of a Customers Sales Orders.

MSD Sales Order Processing Reports
There are comprehensive management reports which include:- Full Sales Statistics with export templates into Microsoft Excel Goods Despatched Not Invoiced Report Goods Returned Not Credited Report Scheduled Orders Report Picking List Print Internal Order/Collection Note Copies Despatch/Collection Note Invoice/Credit Note Status Reports

Sales Order/Returns Enquiry Options
There are also comprehensive enquiry facilities which include:- Outstanding Orders/Returns Only Historical Orders Abandoned/Cancelled Orders Orders By Item/ Customer Display All the enquiry options have extensive "drill down" and printing capabilities.

Returns Processing
The returns maintenance programs operate in exactly the same way as sales order processing except for the following:-

Returns Entry
There will be a field on the returns header to enter the original Sales Order Number and date. In addition, there will be the option to call up the original sales order and select the items from the order the customer is sending back. The system will also insert the customer or branch details from the original sales order, as well as inserting the original sales order number and date. In addition, if the appropriate flag is set the system can generate the next Returns Reference and print the appropriate labels for this customer for this return.

Reason For Return
There will be a table so Reason For Return Codes can be built up. This will pop up at the end of the returns order line for the user to attach a code. This will enable the user to run management reports by returns code, either by Return Code or Customer to analyse why items are being returned.

Collection Note Print
The system will generate a collection note. When the goods are received back the user will have the option to book the goods back into stock, or, if badly damaged write these items off.

Credit Note Production
The system will automatically produce credit notes when the goods have been received from the customer. The user will run the credit note production routine and the credit notes will be spooled using each individual customers template.

Credit Note Posting
The credit note posting routines are the same as specified in the invoice section, but, making the necessary postings as a credit note to the Sage Line 100 Sales Ledger.

Enquiries & Reports
Credit Note and Returns Enquiries are the same as in the invoice section.

Authorisation
If required credit notes can be held for authorisation.

Utilities Options
The system has several utility programs which allow the user more control over the sales ordering system. For example:- Clear Sales Order History Clear Cancelled & Abandoned Orders

Authorisation Procedures
There will be a facility for the user with the correct password access to authorise; Sales Orders Customer Returns Sales Invoices Sales Credit Notes

Posting Procedures
The following procedures are available for posting purposes:- View Deferred Postings Update Deferred Postings Prove Order File Balances Amend Orders Despatched

File Maintenance Facilities
There are extensive housekeeping routines which will assist the user to keep the files in perfect working order.

Sales Management Reports
The sales management reports database will allow the user to print reports by the following criteria:- Customer, Customer/Branch, Turnover, Date Range, Period Range, Calendar Month, or any combination of customer and data. The user will set up parameters within the reports database so reports can be generated simply to meet the user's company preferences. The following reports are a few of the reports available, there are many more! Turnover Report, Daily Trading Report, Stock Line Report, Agents Commission Report, Labels, & Stock Valuation

MSD Trade Counter
If this aspect is used then this will allow the production of delivery notes and invoices at the trade counter. Cash Sales can also be handled if required. A stock 'look up' facility is available which shows both trade and retail prices when the customer makes enquires, this information can then be printed off to be handed to the customer if required.