Applied GCE ICT Unit 2: How organisations use ICT

Sales Order Processing1. To study how a Sales Order Processing

System works2. To draw an information flow diagram of the

subsystems involved

3. To list personnel involved in processing sales

4. To examine the role of ICT in the Sales Order Processing System

Applied GCE ICT Unit 2: How organisations use ICT

How is an order processed

• Customer places order through the sales order processing subsystem

• Information about the products and quantity required is passed on to the Stock Control subsystem

• Invoice and despatch notes are printed in the Packing and Despatch subsystem

•Accounts subsystem receives the invoice from the Sales Order Processing subsystem

• the Marketing Department uses information about who has purchased goods, say for the last two years so that to see which information should be sent

Applied GCE ICT Unit 2: How organisations use ICT

Sales Order Processing

AccountsPacking and

Dispatch

Stock Control Marketing

Customer Name and

Address, item, quantities

Customer Credit rating

Customer details, date, amount owing

Customer details,

Dates and size of orders

Stock sold

Stock availability

Despatch date, document number,

Carrier reference

Applied GCE ICT Unit 2: How organisations use ICT

Placing an order

An order from a customer may be placed in one of several ways:

1. The order is telephoned and the Sales Order department would type it in into the computer without any paper record of the transaction

2. The order is posted on own order form or on a form printed in the manufacturer’s catalogue

3. An order may be faxed4. A salesman may visit retail stores in his area, take

orders on a laptop and transmit them directly to the Sales Order Processing system

Applied GCE ICT Unit 2: How organisations use ICT

Inputting an orderOnce the purchase order is received, it is input into a Sales Order screen on the computer. A screen form similar to the one below may be displayed

Applied GCE ICT Unit 2: How organisations use ICT

Processing the order

in a typical system, orders are entered as they come in by mail, phone , fax or e-mail.

Maybe once or twice a day, a batch of invoices are printedThese are then sent to the Packing and Despatch

Department who pack the goods and enclose the invoice in a sealed pouch on the outside of the box

Once the invoices are printed1. The stock figures are automatically adjusted by the

computer system2. The customer’s records are adjusted to show the total

amount outstanding

Applied GCE ICT Unit 2: How organisations use ICT

Receiving payments

At the end of every month, statements will be printed for each customer with an outstanding balance

The customer will then pay either by cheque or by BACSThe Accounts Department will be able to look up any

customer’s accountA report of overdue accounts will be printed at any time

and customers who have not paid their bills will then be chased up

This is the job of the Credit Control Department