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sales orders & back order control
   Distribution & Sales Order Management  
   

Invoices and sales orders can generate back orders which appear automatically in the Back Order Control Centre, a central repository for managing the back order process in CAPITAL's business software. Here invoices, delivery dockets, purchase orders, consignment notes, shipping labels and other documents are generated, without the need to re-key data. Sales order entry permits the production of sales order acknowledgements and picking lists.

  
       
sales order and back order control centre, click to enlarge

Orders can be held indefinitely, forward dated, allocated stock only on condition that the entire order can be shipped, selectively converted into invoices, and invoices can be viewed and edited before printing. Multiple sales orders can be consolidated onto a single invoice. Floor stock can be reserved to ensure that showroom merchandise isn't sold.

The sales order processing system is tightly linked to the Back Order Control Centre, so operators are advised if pending orders are in the system in order to intercept duplicated customer orders. Unfilled orders can be inspected, deleted or transferred into a new order during order entry. Customers who do not accept back orders can be reminded to re-order those items they did not previously receive.

  
     
  In conjunction with CAPITAL's Electronic Data Exchange component, sales order acknowledgements can be emailed, printed or faxed automatically to your customers, as soon as they are entered into your system. Once sales orders are picked and ready to be shipped, notification of the sale order's status can also be automatically emailed, printed or faxed.

CAPITAL's Back Order Control Centre also fully integrates into the CAPITAL Warehouse Manager, an advanced order receiving and dispatch system for volume warehousing. At a glance operators can determine which back ordered items have been picked by warehouse staff using PC's, caddy based or RF mobile data collectors and bar code scanners.

The customer order template feature allows you to add or remove regularly sold items to a customer's account. Templates can be automatically or optionally loaded when a new sales order is opened for a customer. This can save a great deal of time on searching for and entering product codes for repeat sales. Templates are easy to maintain and multiple items can be added or removed from a template with the press of a few keys.

Powerful search functionality allows operators to locate product items by product code, description, bar code, the customer's code,  key words and user definable criteria. Description keyword searching is instantaneous regardless of the size of the product file and items can be located by matching one or more words in any part of the first 40 characters of the product description.

Sales orders can also be assigned automatically to delivery zones, based on the customer's delivery address or other characteristics of the sales order or product items being ordered. Once a delivery zone has been assigned to a series of items, a carrier can also be automatically allocated to items, based on the zone. Carrier and delivery zone assignments can be edited an unlimited number of times before goods are picked, packed and dispatched.

Check customer prices (including special pricing) for items on back order, as well as expected availability. Customer Price Check will list all undelivered purchase orders pending, all customer back orders that remain unfilled, and if possible determine whether an item can be reasonably expected to be filled ex stock, or if not, when that sales order is likely to be filled. (Based on expected delivery dates and lead times.)

  
     
 Features  Description  
       
Customise Resize, rearrange, add or remove unwanted sales order columns. For example: list price, reserve stock and cost columns can be added or removed from the transaction entry screen. Each user may have a unique input lay-out. Columns can also be customised, i.e., if your customer requires a 'permit' to purchase certain items, the permit or permission status of the customer in relation to the item could be displayed against each product entered.  
       
  Account Details One button press account summary page with current outstanding balances and graphical ageing status.  
       
Credit Limit Check Optional screen warning for when customer credit limits are exceeded.  
       
  Rapid Data Entry Product item entry input screens follow the 'Excel' style data entry model, for very rapid input with a minimum of keystrokes or mouse clicks required.  
       
Full Release Sales Orders can be held until the entire order is fully allocated.  
       
  Partial Release Sales Orders may be partly released.  
       
GST Inclusive and exclusive GST tax automatically calculated.  
       
Advanced Searching Locate accounts by account code or account name. Locate products by product code, multiple bar codes, supplier product code, key word, product group, supplier, description, location, and user defined fields. Multiple fields can be searched and matched simultaneously. Users can nominate which database fields to search on and CAPITAL will automatically include them as optional search criteria.  
       
  Integrated Fully integrated with stock, back orders, customer accounts, purchasing, general ledger and all other interconnected systems.  
       
Custom Forms All forms such as sales order acknowledgments and pick lists can be fully customized using visual editing tools. Any combination of forms can be set-up for printing. Users can be prompted for the number of copies to print.  
       
  Bar Codes Read bar codes or print bar codes on forms. Any field that can be printed can also be bar-coded.  
       
Back & Forward Date Sales Orders can be back or forward dated (security access permitting). Stock allocation/reservation does not begin until forward date is reached.  
       
  Multiple Delivery Addresses Account, shipping and "bill to" addresses are managed for each invoice. Multiple delivery addresses can be kept on file.  
       
Consolidate Orders Multiple invoices can be generated from a single sales order, and multiple sales orders can be consolidated into a single invoice.  
       
  Copy Sales Orders

Copy an existing sales order into a new sales order or selected parts of one or more orders, using the 'tagging' feature.

 
       
Quick Amendments Sales Orders may be amended directly inside the Back Order Control Centre without needing to raise or edit an existing sales order.  
       
  Manual Allocation Allocate available stock manually or override automatic allocations. Stock may be directed to other customers when necessary.  
       
  Automatic Allocation

Stock may be allocated to sales orders automatically based on:

  • Longest Waiting To Most Recent
  • By Date Range
  • By Transaction Number Range
  • For a Product Code
  • For Pending Sales Orders Only
  • For Pending Invoices (with back orders) Only
  • For Sales Orders Only Where Floor Stock Is Not Used
  • Excluding Forward Dated Sales Orders
  • Excluding Orders On Hold
  • Only Allocate (reserve stock) if Entire Order Can Be Allocated.
  • Based on customizable criteria set-up by a consultant, the manufacturer or yourself (script)
  
       
  Selective Release Release items for a transaction, a single account, all accounts, or for particular (marked) products only.  
       
Batch Printing Transactions can be optionally batch printed or re-printed by transaction number or date range as well as by selected accounts or categories. Further print conditions can be set using the visual report builder.  
       
  Multiple Units of Measure Stock may be sold in different pack sizes. I.e., cartons, cases, packs, each's, etc.

Ideal for the timber and metal industries, stock may also be ordered in unit of measure that differ from the units of purchase or units of holding. For example, items may be invoiced, ordered or purchased by square metre, cubic metre, sheet, length, tonne, crate, kilo, etc.		  
       
Customer Special Pricing Price group, product group, discount and other relevant details are automatically selected from clients account information. Special price rules and sales tax considerations are applied where necessary.  
       
Telesales Assistant Access note, reminder and sales history information while in the midst of ordering. View sales history and select from the "sales history list" items for inclusion on the current order. Ideal for organizations that encourage customers to "top up" or reorder similar goods periodically.  
       
Add Accounts New accounts may be created during ordering.  
       
  Add Stock New stock items may be created during ordering.  
       
Salespersons & Commissions Salesperson codes can be entered for commission and sales tracking.  
       
  Insert Remove Insert and remove lines anywhere on the transaction.  
       
Product Code Replacement Obsolete codes can be swapped with alternative codes automatically.  
       
  Profit Calculation Shows profit margin and/or mark-up statistics (if security permits). Users are warned of profits below specified margins or unusually high margins for selected product groups.  
       
Multi-line Description Product descriptions can be of any length up to the transaction size limit (4000 lines).  
       
  Code Short-Cuts Automatic expansion of a single "short-cut" product code into multiple product entries for fast input.  
       
Invoice Preview Invoices generated from the Back Order Control Centre may be viewed on-screen before saving. Invoices may be amended or additional sale items or comments added.  
       
  Transfer Quotes

Quotations can be moved directly into sales orders.

  
       
Order Hold For partial sales such as lay-bys or advance purchasing plans or orders that have long lead times before delivery, back ordered stock can manually or automatically be placed on hold.  
       
  Weight & Volume Optionally display weight and/or volume for each item when invoicing. Total order weight and/or volume can be calculated and displayed. (Or use Visual Builder to add custom calculations.)  
       
Unlimited Editing Sales orders or back orders  
       
  Unpaid Invoices All unpaid invoices may be listed at any time.  
       
Item Marking Stock items may be individually marked for automatic purchase order generation, for release onto invoices or may be held from release.  
       
  Update Pricing Invoices can be based on original (agreed) price and cost at the time of order, or re-costed based on current pricing.  
       
Cancellations All or part of an sales order can be cancelled at any time, even if partly delivered. Cancelled orders can be reinstated.  
       
  Foreign Currencies Sales orders can be in foreign currencies.  
       
Line limit:
$999,999,999,999.99

Large line item cost and sell amount sizes. (Very useful with foreign currencies.)

  
       
Kit Picking Stock kits may be listed as regular items or as a series of components on pick lists. The kit an item belongs to or a summary of the kits on the pick, may be shown on the pick list. Kit expansion on pick lists may be set by individual kit.  
       
  Last Price Paid Easily determine the last price paid for a stock item for a particular customer whilst invoicing.  
       
Serial Batch Number Tracking Fully integrated with the Serial Number & Extended Stock Property Tracking System. Enter serial & batch numbers before, during or after ordering.  
       
  Size/Colour/Style Invoice by size, colour, style or any combination of up to 250 unique properties per stock item. (Requires Serial Number & Extended Stock Property Tracking System).  
       

Special Instruction & Comment
Tracking

Detailed notes of unlimited size can be recorded against orders and back ordered items. These may include special delivery instructions, general comments, and information on when items are expected to be delivered. Special instructions and comments may be queried even after the order has been dispatched.  
       
  Delivery Zones The CAPITAL Delivery Zone Table allows you to assign delivery zones for back orders. This is very useful if you need to pick, pack and delivery goods according to specified delivery areas. Order items are automatically classified by CAPITAL into delivery zones based on variable criteria such as postcode, suburb name, state, region, category, weight, volume, number of packages, or customisable criteria (script).  
       

Carrier Assignment

Carrier codes, names, contact details, comments and delivery areas of operation (zones) are managed by the order entry system. A preferred carrier can be assigned to an order based on the delivery zone classification of the order.  
       
  Customer Price Check Check customer prices (including special pricing) for items on back order, as well as expected availability. Determines if the selected item can be shipped ex stock and if not, offers an expected fulfilment date based on lead times and expected arrival dates.  
       

Warehouse Manager Integration

Fully integrates into CAPITAL Warehouse Manager, an advanced order receiving and dispatch system for volume warehousing.  
       
  Bulk Clear Unfilled Orders Back orders that could not be filled after picking can be bulk cleared from the Back Order Control Centre for customers who do not accept delayed back orders.  
       

Automatic Purchase Order
Generation

Purchase orders for suppliers may be created automatically based on unpicked back orders held in the system. Purchase orders may be reviewed and edited before saving.  
       
 

Automatic Order
Fulfilment

Report on available stock for picking based on new arrivals into inventory. System can automatically allocate back orders based on received goods.  
       
 

Customer Order Templates

Easily manage customer regular purchases. When entering an order for a customer, manually or automatically load the customer's regular purchases and users can then just fill in the quantities. Zero order quantity items can automatically be stripped from the final order. Eliminates the need to hunt for product codes for regularly sold items.  
       
  Pick Lists

The sorting of pick-lists may be customised. Some sorting combinations include:

  • Invoice Number
  • Location
  • Bin
  • Stock Group
  • Supplier Group
  • Product Code
  • Delivery area (for picked orders)
  • Account
  
       
Comprehensive Reporting
  • Back Orders List By Customer (including allocations, sales orders on hold, available stock and forward date)
  • Back Orders List By Product
  • Back Orders List By Stock Group
  • Back Orders List By Movement (track invoiced goods back to originating order)
  • Back Orders List By Contact (used to produce delivery run-sheet and customer contact/follow-up lists)
  • Pick Lists in Report Format
  • Sales Orders (including currently on order) - delivered, cancelled, partially complete, suspended or any combination).
  • User definable reports
  

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