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A smooth running
operation is the cornerstone of a successful Wine and Spirits Distribution
business. An efficient flow of information from Order Entry through Cash
Receipts is the key to maintaining a smooth running operation. The WSDS provides
you with simple and effective systems that ensure accuracy and reliability, and
enable you to achieve the high levels of service that keep your customer’s
ordering from you.
The typical flow of an order is as follows. An order is placed by either a
salesman or by the customer themselves. The order is entered immediately onto
the computer. In fact the order can be entered onto the computer as it is taken
over the phone! As each item is entered into the order, the available inventory
is immediately checked. If enough inventory is available then it immediately
gets “set aside” for this order. The correct pricing category is automatically
found for the given type and location of the customer, the specific products
ordered, and the quantity of the products ordered. At this time a picking ticket
can be printed (in the warehouse, if you like), or the invoice can immediately
be printed. If the quantity shipped of any product does not match the quantity
that the WSDS thinks is shipped, than an adjustment can be made on the picking
ticket, or, if an invoice has already been updated, a credit memo can be issued.
When the invoice is updated, all appropriate files are accessed and updated,
including those files that keep track of taxation and gallonage. Finally, cash
is received and applied toward the invoice.
Several files are kept throughout the process. Of great importance are the
“sales history” files. It is from these files that all sales and tax reports are
generated. Additionally, information is maintained so that old orders and
invoices can be viewed OR EVEN PRINTED at any time.
4.1 ORDER ENTRY / INQUIRY
The first screen in the daily process is the Order Entry / Inquiry Screen. It is
through this screen, of course, that orders are entered. There is considerable
information that is maintained for each order including Customer, Bill to (if
other than the customer), Attention, Special Instructions, Comments, Salesman,
Warehouse from where this order will be shipped, Order Type (Priority, Regular,
Credit Hold, or Co-op), Order Date, Cancellation Date, Requested Ship Date,
Terms, Who placed the order (Salesman or Customer), Pricing Type.
Some of the information on the Order comes directly from the Customer File when
the customer number is entered (or cross-referenced!). This is automatically
read in, however, it can be overridden if necessary. Also, as soon as the
correct customer is entered, all appropriate accounting information is read and
the customer’s credit profile is checked. If , in fact the customer exceeds his
credit limit as the order is entered, the operator will be notified and the
order can be terminated.
At the time of Order Entry, you can choose whether or not a backorder should be
generated. If “NO” is chosen, then the remainder of the order will be canceled
if it is not shipped.
Also available are drop shipment orders directly from your vendor to your
customer. A Purchase Order can automatically be created from the order. NOTE:
Only one vendors products can then be on the order.)
The body of the order can be entered very quickly. Since the part numbers are
cross-referenced, there are no difficult numbers to remember or cumbersome lists
to sort through. Simply enter the first three letters of any word within the
parts description and choose the part number from the selections offered. All
that needs to be entered then, is the UOM and the Quantity Ordered. Pricing is
automatically calculated based on the computer, product, and quantity, however,
that too, can be overridden. Additionally, if group discounts apply, then the
price is adjusted accordingly.
Orders that have already been shipped can also be viewed, but not altered. In
this case, the quantity shipped will be displayed along with the original order
quantity.
4.2 OPEN ORDER REPORT
This report is a detailed listing of all orders that have not yet been
completely shipped. Any items that have been shipped will appear on the listing
with the quantity shipped and balance due.
4.3 INVOICE ENTRY / MAINTENANCE
On the WSDS most of the information needed for invoicing has already been
entered in Order Entry. At the time of invoicing, any changes to the order that
have been noted on the completed packing list can be made (E.g., change terms,
add parts, delete parts) and the actual ship date, quantity shipped, and freight
charges (if any) are entered. Price changes can also be entered at this time.
The important task of proper tax calculation occurs at this time. All factors
that effect taxation (E.g., Customer type, Product type, State, Size, etc.) are
considered and the total taxes are calculated and stored.
Old invoices are also maintained on the system. This enables you to view an
invoice, JUST AS IT WAS ORIGINALLY ENTERED. Old invoices can also be reprinted
through the Invoice Reprint.
4.4 CREDIT MEMO ENTRY
There can be several different reasons for issuing a credit memo to your
customer. The WSDS has one simple entry screen to handle credit memos. If the
Credit Memo applies to an existing invoice, the invoice number in entered. If
not, the correct customer number is entered. The credit memo type is then
selected (E.g., Customer Return, Price Adjustment, Misc Credit). In order for
the Credit Memo to be a Customer Return, the products must have been received
through the Goods Received Entry. This ensures that correct credits are given.
Additionally, the following information can be entered: Warehouse, Comments, and
Freight. The body of the Credit Memo, which includes parts, Misc charge or
comments is then entered. NOTE: The WSDS automatically assumes that credits are
negative so their easy to enter.
4.5 PACKING LIST DELETION
The WSDS provides you with a quick way of deleting Packing List from the system.
This “housekeeping” is important to keep your system running efficiently.
LISTING AND
REPORTS
4.21 PACKING LIST
PRINT
After orders have been entered, packing lists are printed. Since these are for
internal use only, no special forms are needed. All the order information is
printed on the packing list in an easy to read format so the product can be
picked efficiently. Space is left on the forms for any last minute adjustments
that can only be made as the order is being shipped. Additionally, an area for
the packers initials is included.
4.22 PRE-UPDATE EDIT LISTING
The process of updating invoices effects several critical areas of the system.
It is very important, therefore, that the invoices are completely correct before
they are updated. (Of course, correction entries can always be made, but this is
cumbersome and time consuming.) The Pre-update Edit listing gives you a detailed
listing of all yet-to-be-updated invoices and all critical information so you
can see, at a glance, if there are any errors. The corrections can then easily
be made and the invoices will update correctly.
4.23 INVOICE PRINT/UPDATE
All unprinted invoices, or just selected invoices can be printed on invoice
forms. Of course, all mandated taxation information is included on the invoice
when it is printed.
The Update is the culmination of the ordering procedure. All sales history files
(product, customer, salesman, etc.) are updated as well as all critical tax
reporting files. Additionally, all accounting records (A/R, Commission, GL,
etc.) are updated.
4.24 DAILY SALES REPORTS
Although there is no formal end -of-day routine needed (since all critical
fields are permanently maintained), several Daily reports can be generated which
are useful.
Invoice Register
List all of the invoices that have been updated since the last report was run.
Sorts the invoices by day, and lists all of the day’s totals. Information listed
includes Invoice #, Customer #, Net Invoice Amount, Freight, Sales Tax,
Gallon/Liters Tax, Invoice Total. NOTE: If a new invoice has been updated for a
date that has already has an invoice register printed, then the entire days
invoice register will be reprinted. This ensures that all of your paperwork
matches the data on the computer.
Profit Register
Summarizes the profit from each of the invoices updated during the day. The
total cost for the invoice is calculated using the most recent costs for all of
the products. Information listed includes Invoice #, Customer number, Net Sale,
Net Cost, Total Profit.
Daily Activity Reports
Similar to the Invoice Register, the Daily Activity Report list pertinent sales
information about all of the invoices that have been updated since the last run.
This report sorts the invoices by salesman.
4.26 SALES
INVOICE REPRINT
Old invoices are stored on the computer in their original form so they can be
reprinted at any time.
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