ORDER INVOICING SYSTEM INVOICING ORDER · PDF fileINVOICING SYSTEM The ORDER/INVOICING ......

INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006 Page 27Ver 2.22

ORDERINVOICING

SYSTEM

The ORDER/INVOICING SYSTEM is used to post and print Order/Invoic-es at a point of sale terminal/printer.

A typical order is posted to the system as an Open Order, no invoice date is given at that time, and an un-priced Delivery/Shipping Ticket is printed. After delivery is made, the original Order is pulled up on screen and edited for corrections; (enter additional quantities Shipped or Returned…). The Order is then automatically priced and invoiced and the final Invoice is printed. Stock is automatically committed or relieved in the Inventory Control System, Cylinder Activity records are automati-cally posted in the Cylinder Control System and serial number activity is recorded in the Serial Number database. Invoices are batched daily to an Invoice Journal, and then updated to Accounts Receivable.

ORDER/INVOICING• ThePOST ORDERSprogramisusedtopostneworderstothesystem.ViewScreensareavailabletoviewandselectreferenceinfor-mationfromrelateddatabases.

• ThePOST SHIPPING LABELSprogramprints5”widex4”highshippinglabelsusedonpackagesshippedtocustomers.

• TheOPEN ORDER REPORTshowsonlyopen(notfinalizedorinvoiced)orders.

INVOICING• ThePOST INVOICESprogramisusedtofinalizeordersintoinvoices,andprint,faxoremailtheactualInvoice

• TheINVOICE JOURNALprogrampro-ducesajournallistinginnumericalorderofselectedinvoices.

•TheINVOICE BATCHprogramsprovidean alternativetoprinting,faxingoremailingas theinvoicesarefinalized.

• TheUPDATE INVOICES TO A/Rprogramisusedtoauto-maticallycreatetheappropriatetransactionsintheReceivablesDatabaseforabatchofinvoices.

• TheINVOICE EXCEPTION REPORTprogramlistsinvoicesinnumericalorderrestrictedtoonlythosewhichcontainexcep-tionorerrorconditions.

•TheSALES TAX REPORTlistssalestaxliabilitiesbystate,county,cityandotherlocaljurisdictionformonthlyorquarterlyreportingprocedures.

AUTOMATIC FILLING•TheORDER PICKING REPORTlistsopenorderswhichcan

QUOTATIONS• ThePOST QUOTATIONSprogramservesthesalesforcewithquo-tationgenerationinOrder/InvoiceformatwithoutcompromisingPostOrdernumberingsystemorviewingdisplay.

ORDER/INVOICINGMENU

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1729 Gateway Circle, OH 43123 • Grove City, OH 43123 • Phone 614-875-2006www.infonetx.com • e-mail: info@infonetx.com • Fax 614-875-7761

SALES ANALYSIS• TheSALES ANALYSISprogramsgeneratemonthly,detailedorcomparativespreadsheetanalysesofsaleshistory.Eachanalysiscanberankedfromhighesttolowestbygrosssales,volumecost,profitormargin.

MISCELLANEOUS• TheMOVE INVOICES TO ARCHIVEprogramisusedperiodi-callytomovecurrentinvoicesintotheArchiveDatabase.Theorderscanstillbeaccessedon-lineandareavailableforreferenceandsalesanalysispurposes.

• ThePURGE INVOICES FROM ON-LINEprogramremovesinvoicesfromtheonlinedatabase.UsedONLYwhenpermanent removalofanorderfromOn-Linememoryisdesired.

ORDER INVOICING SYSTEM

ORDER/INVOICING MENU

bepulledfordeliverybasedoncurrentinventoryquantities.•ThePRINT PACKING SLIPSprogramprintsopenorders whichcanbepulledfordeliverybasedoncurrentinventory quantities.

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POST ORDERS

ThePOSTORDERSprogramisusedtopostneworderstothesystem,finalizeordersintoinvoices,andprinttheactualOrder/Invoice.Itisalsousedtoviewcustomers’names,addresses,contactandtelephone#,order/invoicehistory,InventoryPartfileandcurrentstockquantities,partsaleshistory,cylinderbalancesandserialnumbers.• DataassociatedwitheachOrder/Invoice: – Order Number – Customer/Ship-ToID – Sold To Name and Address (canbe overriddenoneachOrder/Invoice)

– Ship-To Name and Address(alsocan beoverriddenonindividualOrder/ Invoice)

– CustomerContact Name,Telephone Number,Type Classification, Comment,Current A/R Balanceand Credit Limitdisplayedforreference

– DatesOrderedandInvoiced, •CustomerWantedandactualShippedDate,andDatePayment Due

– Purchase OrderandJob/ReleaseID’s – WarehouseorstoreID – Salescategory;Cash/Will Call,Cash/Delivered,Charge

Will Call,orCharge/Delivered – Operator/Account RepID – Route/territory – Tax Jurisdiction(SetAutomaticallyfromCustomerFile) – Prompt Pay Discountcalculation• Dataassociatedwitheachlineitemonorder: – PartID – Description(canbechanged/overriddenoncertainitems) – Cylinders Shipped/Returnedfor“GAS”products – Quantity Ordered, BackorderedandSoldforregular hardgoods/supplyitems

– Serial Number ShippedandSerial Number Returnedfor bothcylindersandhardgoods

– Unit PriceandExtendedPrice – Sales Taxstatusforeachitem – Unit Costcanbechanged/overriddenoncertainitemsonly

Automatic Features And Warnings;aseachOrder/Invoiceisentered,thefollowingchecksandbalancesareperformed:• Over Credit Limit;Thisorderwouldpushcustomer’sAccountsReceivableovertheircreditlimit.

• C.O.D. Warning;CustomerhasbeenflaggedasCashOnDelivery,butOrderismarkedas“Charge”.

• Inactive Account;Customer’saccounthasbeenclosed(usuallyasalastresort)andshouldnolongerbeused.

• Old Unpaid A/R;Warnsifacustomeraccountisgreaterthan60daysold.

• P.O. Required;Customerrequirespurchaseorderoninvoice,butnonehasbeenentered.

• Stock Below Minimum/Out Of Stock;Theproductbeingcom-mittedwillfallbelowitsre-orderpointormayactuallybeoutofstock.

• Cylinder Out Of Balance;Customerisnotcurrentlycheckedoutwiththenumberofcylindersheistryingtoreturn.

• Serial Number ExceptionalertssuchasNewOrUnknownSe-rial#,DoubleShipped,DoubleReturned,ReturnedFromWrongCustomerorShip-Toaddress,andChangeInPartID.

• Automatic Pricing;4levelsofpricing;Quantity discount-ing,Dated Special Customer Gas Pricing,andDated Special Customer Supplies Pricingbyeitherproduct group, manufac-turerorspecific item,andGlobal Sale Pricing.

• Special pricing highlightedonscreenforeasyidentification.• IssuesandtracksMaterial Safety Data Sheetsasnecessaryperitemforeachcustomer.

• ProvidesoptiontoapplyHazardous Material SurchargetoanyitemrequiringMSDS.

• Automatic Delivery Charges;Calculatesdeliverychargeasaflatchargeperorder(eachCustomer/Ship-Tocanhaveitsownrates).

• Automatic Drayage Charge;Cancalculatedeliverysurchargeforeachcylindershipped.

• Automatic Foreign Service Surcharge;Cancalculatesurchargeforeachforeigncylindershipped.

• Automatic Taxes;Calculatesapplicablesalestax/non-taxablesubtotalsforappropriatetaxjurisdiction.

• Inventory Control;Commits/relievesstockasOrder/Invoiceisposted.

• Cylinder Control;PostsCylindersShipped/ReturnedtoCylinderActivityfile.

• Serial Number;PostsSerialNumbersShipped/ReturnedtoSe-rialNumberActivityfile.

• Accounts Receivable;InvoicesarepreparedforUpdatingToA/Rindailybatches.

EDITINGSCREEN:POSTORDERS

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VIEW SCREEN: ALL ORDERS FOR A CUSTOMER

ViewOrders,eitherchronologicallyforaselectedcustomer,orforallcustomers.

ViewCustomerName&Address.LocateviaCustomerID,AlphabeticallybyName,orAddressorCity/State.

ViewCustomer’sBlanketPurchaseOrdersonfile.

VIEW SCREEN: CUSTOMER NOTES

CompletecustomernotesfilecanbeviewedfromanyofthePostOrdersdatesfieldsforinformatioonmanagementatpointofsale.

VIEW SCREEN: INVENTORY PART FILE

ViewPartFilesnumericallybyPartIDorpartialPartID.

VIEW SCREEN: INVENTORY PART FILE

ViewPartFilesbyDescriptionoranyportionofDescription(exampleshown:viewingby“6011”).

POST ORDERS

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VIEW SCREEN: SALES TOTALS

Viewcustomer’ssaleshistorybypartdis-playingLatestOrderNumber,Date&UnitPriceaswellasMonth-To-DateandPeriod-To-Datequantities&prices.

VIEW SCREEN: CYLINDER BALANCES

ViewCustomers’CylinderBalancesforeachspecificgas/size;Beginning,Shipped/Returnedthismonth,Ending,numberofserialnumbersonfileandCustomerOwnedorLeased.AlsoshowsGasPricesandRentRates.

VIEW SCREEN: ITEM INVENTORY HISTORY

ViewTransactionDates,Quanties,Invoice/PurchaseOrderNumberandCustomer/Vendorbywarehouse/storeforselecteditem.

OpenOrders/P.O.’sareindicatedvisuallybyparanthesis.

VIEW SCREEN: STOCKING INFORMATION

ViewPartStockingQuantities;OnHand,Available,OnOrderandBuyPointsforeachwarehouse/store.

POST ORDERS

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VIEW SCREEN: QUANTITY PRICING

ListsquantitypricebreakpointsforcurrentpartdisplayingpartID,breakpointquanti-ties,flatprice,discountrateandeffectivepricebyquantitybreakpointasrecordedforthispartin“EditInventoryPartFile”pro-gramintheInventoryControlSystem.

VIEW SCREEN: LISTING OF ALL SERIAL NUMBERS IN SYSTEM

Listsallserialnumberscurrentlyinthesysteminnumericalorder.

VIEW SCREEN: LISTING OF ALL CUR-RENT SERIAL NUMBERS FOR SELECTED

CUSTOMER

Listsallserialnumberscurrentlyrecordedcheckedouttotheselectedcustomerinchronologicalorder.

POST ORDERS

Page 32 Ver 2.22 INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006

ORDERINVOICING

SYSTEMPOST ORDERS

TypicalOrder-Entry/Invoicing Processing Cycle;

• Orders are postedtothesystemasOpen Order,noinvoicedateisgivenatthattime,andanunpriced Delivery/Shipping Ticketisprinted.

• Afterdelivery is made,originalorderispulleduponscreenandedited for corrections;(enteradditionalquantitiesShippedorReturned…).Theorderisthenautomatically pricedandinvoiced(InvoiceDateentered)andfinal Invoiceisprinted.

• Daily,Invoicesarebatched and balancedtoanInvoiceJournal,andthenUpdated To Accounts Receivable.Thisprovidesareliablecontrolpointforverifyingaday’sactivity.

SAMPLEOUTPUT:ORDER/INVOICE

INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006 Page 33Ver 2.22

ORDERINVOICING

SYSTEMPOST SHIPPING LABELS

EDITSCREEN:POSTSHIPPINGLABELS

SAMPLEOUTPUT:SHIPPINGLABEL

ThePOSTSHIPPINGLABELSprogramprints5”widex4”highshippinglabelsusedonpackagesshippedtocustomers.

• Shippingaddressislinked to the informa-tion in the customer databaseormaybeentered from the keyboard.

• Usesattractivedouble-high double-wideprinterfontforeasyreading.

• Canbeprintedonpre-printed custom label stockoronblank stock.

• Outputcanbedirectedtothescreen,.PDFpreview,anyprinter,fax,emailoranet-workedharddriveontheserver.

Page 34 Ver 2.22 INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006

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The OPEN ORDER REPORT, INVOICE JOURNAL and INVOICE EXCEPTION REPORT programs share the same setup screen but vary by their default restrictor field settings in accordance with the information they are designed to provide.

The OPEN ORDER REPORT program lists all open (without Invoice Date) orders. Identifies old or accidently uninvoiced orders for consideration.

The INVOICE JOURNAL program lists invoices in numerical order with sales totals. Used primarily as a daily sales report to balance the day and to balance charge sales and cash drawer, it also can analyze specific order/invoice data through various restrictor fields.

The UPDATE INVOICES TO A/R program creates transactions in the Accounts Receivables System for charge invoices. Used primarily to batch update day’s charge sales.

The INVOICE EXCEPTION REPORT program lists invoices in numerical order restricted to only those which contain exception or error conditions.

The SALES TAX REPORT lists sales tax liabilities by state, county, city and other local jurisdiction for monthly or quarterly reporting procedures.

The ORDER PICKING REPORT lists open orders which can be pulled for delivery based on current inventory quantities.

• Reportscanbegeneratedindetailed modeshowingallinforma-tioncontainedintheorder,orinsummary modeforjusttotals.

• Informationshowncanincludecustomer IDandname,datesor-dered,invoiced,wanted,shippedandpaymentduedate,purchaseordernumbers,andothercodes,andeachline item with pricing.

• Orderstobeincludedcanberestrictedbynumber,date,andcustomer.Forexample:

– Openordersonly(noinvoicedatefilledin). – Ordersplacedduringaspecifieddaterange. – Ordersshippedduringaspecifieddaterange. – Ordersinvoicedduringaspecifieddaterange

• OrderscanbefurtherrestrictedtothoseforcustomerswhichmatchCustomer Flagsettings.

• Exception Checking Optionsallowthereporttohighlightmiss-ing orders,ordersthatmayhavehadcustomer A/R information changed,orderswithlineitemsthatdonothavetheappropriate

ORDER INVOICING REPORTS

SETUPSCREEN:OPENORDERREPORT

INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006 Page 35Ver 2.22

ORDERINVOICING

SYSTEMORDER INVOICING REPORTS

SAMPLEOUTPUT:INVOICEJOURNAL

Page 36 Ver 2.22 INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006

ORDERINVOICING

SYSTEMSALES ANALYSIS

SETUPSCREEN:SALESANALYSIS

SALES ANALYSES are generalized reports in which order/invoices are sorted by various criteria. Data analyzed in the sort processes are compiled and can be displayed in three formats; 12 monthly subtotals spread across the report, month to date and year to date side by side and full detail formats. Ranking for user desig-nated number of top or bottom performers is also available. Orders can be sorted by the following keys:

– Customer – Customer/Part – Customer/Type – Customer/Manf – Customer/Account – Part

– Product Type – Manufacturer – Account – Operator – State – Category – Route

• Categoriescanberanked from highest to lowestandrestrictedtoatop or lowest numberbyQuantity,Volumn,SellingPriceorCost,ProfitandMargin(%).

• Numerousrestrictionfieldsandrangesforin-depthanalyticalreview.

• Variousformats:Fullyear speadsheet,one monthandyear-to-dateandfull detail.

• Outputcanbedirectedtothescreen,.PDFpreview,anyprinter,fax,emailoranetworkedharddriveontheserver.

SAMPLEOUTPUT:SALESANALYSIS:CUSTOMER

INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006 Page 37Ver 2.22

ORDERINVOICING

SYSTEMSALES ANALYSIS

SAMPLEOUTPUT:SALESANALYSIS:PART

SAMPLEOUTPUT:SALESANALYSIS:ACCOUNT

Page 38 Ver 2.22 INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006

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