12
INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006 Page 27 Ver 2.22 ORDER INVOICING 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 The POST ORDERS program is used to post new orders to the system. View Screens are available to view and select reference infor- mation from related databases. The POST SHIPPING LABELS program prints 5” wide x 4” high shipping labels used on packages shipped to customers. The OPEN ORDER REPORT shows only open (not finalized or invoiced) orders. INVOICING The POST INVOICES program is used to finalize orders into invoices, and print, fax or email the actual Invoice The INVOICE JOURNAL program pro- duces a journal listing in numerical order of selected invoices. • The INVOICE BATCH programs provide an alternative to printing, faxing or emailing as the invoices are finalized. The UPDATE INVOICES TO A/R program is used to auto- matically create the appropriate transactions in the Receivables Database for a batch of invoices. The INVOICE EXCEPTION REPORT program lists invoices in numerical order restricted to only those which contain excep- tion 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. AUTOMATIC FILLING The ORDER PICKING REPORT lists open orders which can QUOTATIONS The POST QUOTATIONS program serves the sales force with quo- tation generation in Order/Invoice format without compromising Post Order numbering system or viewing display. ORDER/INVOICING MENU TM 1729 Gateway Circle, OH 43123 • Grove City, OH 43123 • Phone 614-875-2006 www.infonetx.com • e-mail: [email protected] • Fax 614-875-7761 SALES ANALYSIS The SALES ANALYSIS programs generate monthly, detailed or comparative spreadsheet analyses of sales history. Each analysis can be ranked from highest to lowest by gross sales, volume cost, profit or margin. MISCELLANEOUS The MOVE INVOICES TO ARCHIVE program is used periodi- cally to move current invoices into the Archive Database. The orders can still be accessed on-line and are available for reference and sales analysis purposes. The PURGE INVOICES FROM ON-LINE program removes invoices from the on line database. Used ONLY when permanent removal of an order from On-Line memory is desired. ORDER INVOICING SYSTEM ORDER/INVOICING MENU be pulled for delivery based on current inventory quantities. The PRINT PACKING SLIPS program prints open orders which can be pulled for delivery based on current inventory quantities.

ORDER INVOICING SYSTEM INVOICING ORDER · PDF fileINVOICING SYSTEM The ORDER/INVOICING ... • The SALES TAX REPORT lists sales tax liabilities by state, ... system in numerical

Embed Size (px)

Citation preview

Page 1: ORDER INVOICING SYSTEM INVOICING ORDER  · PDF fileINVOICING SYSTEM The ORDER/INVOICING ... • The SALES TAX REPORT lists sales tax liabilities by state, ... system in numerical

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

TM

1729 Gateway Circle, OH 43123 • Grove City, OH 43123 • Phone 614-875-2006www.infonetx.com • e-mail: [email protected] • 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.

Page 2: ORDER INVOICING SYSTEM INVOICING ORDER  · PDF fileINVOICING SYSTEM The ORDER/INVOICING ... • The SALES TAX REPORT lists sales tax liabilities by state, ... system in numerical

Page 28 Ver 2.22 INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006

ORDERINVOICING

SYSTEM

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

Page 3: ORDER INVOICING SYSTEM INVOICING ORDER  · PDF fileINVOICING SYSTEM The ORDER/INVOICING ... • The SALES TAX REPORT lists sales tax liabilities by state, ... system in numerical

INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006 Page 29Ver 2.22

ORDERINVOICING

SYSTEM

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

Page 4: ORDER INVOICING SYSTEM INVOICING ORDER  · PDF fileINVOICING SYSTEM The ORDER/INVOICING ... • The SALES TAX REPORT lists sales tax liabilities by state, ... system in numerical

Page 30 Ver 2.22 INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006

ORDERINVOICING

SYSTEM

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

Page 5: ORDER INVOICING SYSTEM INVOICING ORDER  · PDF fileINVOICING SYSTEM The ORDER/INVOICING ... • The SALES TAX REPORT lists sales tax liabilities by state, ... system in numerical

INFONETICS, Inc. • 1729 Gateway Circle • Grove City, OH 43123 • 614/875-2006 Page 31Ver 2.22

ORDERINVOICING

SYSTEM

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 6: ORDER INVOICING SYSTEM INVOICING ORDER  · PDF fileINVOICING SYSTEM The ORDER/INVOICING ... • The SALES TAX REPORT lists sales tax liabilities by state, ... system in numerical

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

Page 7: ORDER INVOICING SYSTEM INVOICING ORDER  · PDF fileINVOICING SYSTEM The ORDER/INVOICING ... • The SALES TAX REPORT lists sales tax liabilities by state, ... system in numerical

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 8: ORDER INVOICING SYSTEM INVOICING ORDER  · PDF fileINVOICING SYSTEM The ORDER/INVOICING ... • The SALES TAX REPORT lists sales tax liabilities by state, ... system in numerical

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

ORDERINVOICING

SYSTEM

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

Page 9: ORDER INVOICING SYSTEM INVOICING ORDER  · PDF fileINVOICING SYSTEM The ORDER/INVOICING ... • The SALES TAX REPORT lists sales tax liabilities by state, ... system in numerical

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

ORDERINVOICING

SYSTEMORDER INVOICING REPORTS

SAMPLEOUTPUT:INVOICEJOURNAL

Page 10: ORDER INVOICING SYSTEM INVOICING ORDER  · PDF fileINVOICING SYSTEM The ORDER/INVOICING ... • The SALES TAX REPORT lists sales tax liabilities by state, ... system in numerical

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

Page 11: ORDER INVOICING SYSTEM INVOICING ORDER  · PDF fileINVOICING SYSTEM The ORDER/INVOICING ... • The SALES TAX REPORT lists sales tax liabilities by state, ... system in numerical

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 12: ORDER INVOICING SYSTEM INVOICING ORDER  · PDF fileINVOICING SYSTEM The ORDER/INVOICING ... • The SALES TAX REPORT lists sales tax liabilities by state, ... system in numerical

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

ORDERINVOICING

SYSTEM