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Quantum VS Help: Sales Desk |
If a customer wants to place a one-off order for goods you will typically create a Sales Order. However, if the customer wants to place a regular - repeating - order for those goods you will need to create a Standing Order.
A Standing Order is a type of Sales Contract representing a non-binding commitment to order a certain quantity of goods on a regular basis.
For example: you sell food, which you deliver to your customers. A customer rings up and wishes to place a standing order for a weekly delivery of certain food items. To do this you will need to create a Standing Order. This involves raising a Sales Contract and checking the Standing Order field in the header section, as described below. You will also need to enter the products and quantities required by the customer for each delivery.
Once a Standing Order has been created and Completed you will need to run a process to generate Sales Orders from your Standing Orders. You may also print a report showing daily/weekly deliveries to be made, if required. These are described below.
Note that a Standing Order is NOT the same as a:
Sales Order: which is used for one-off orders only; or a
'Forward' Sales Order: in which a total order Quantity may be split into multiple lines in a repeating schedule; or a
Sales Contract: which is a document providing a commitment to supply a Customer with specified goods at a specified price for a specified period.
If you will be making deliveries based on Standing Orders (and associated Sales Orders) you may optionally use the Route/Round field in the header of the 'Standing Order' Sales Contract to select a specific delivery for this customer/order. Alternatively, you may leave the field blank to allow the system to automatically select the next available Route Round delivery, based on the Required Date. This enables you to tell the customer which delivery they will be on and when you will next be able to deliver the goods.
Note: If you are providing a delivery service - and therefore intend to use the Route Round Maintenance features in Quantum VS - you will need to enable the Optional Enhancement Price Book 714 (Route Planning) and have the requisite User Permissions/system settings enabled - see Configuring Quantum VS For Route Round Maintenance. You will need to create Route Round records using Route Round Maintenance and then subscribe customers to an appropriate Route Round delivery using Customer Route Round Drop Sequence Maintenance. For further details see Route Round Deliveries And Standing Orders: Overview.
The procedure for working with Standing Orders is as follows:
1. Create A New 'Standing Order' Sales Contract.
A Standing Order is a type of Sales Contract for which the 'Standing Order' check box field has been enabled. Therefore, to create a Standing Order you will need to create, and then modify, a Sales Contract.
There are two ways of creating a new Sales Contract. You may either:
Create a new blank Sales Contract document on your desktop. Or:
Create a new Sales Contract by duplicating an existing Sales Order, Quote, Sales Contract or Credit Note.
See Creating A New Standing Order.
2. Enter Header Details. In the header section of the Sales Contract you must check the Standing Order field to create a Standing Order.
You must then enter the Customer, Payment Type, Delivery Type and 'date' information. Additional payment options are available for Standing Orders when you select 'Cash' as the Payment Type.
For 'Standing Order' Sales Contracts you will need to consider the following additional header fields:
Making a selection in the Standing Order Schedule field is mandatory. This allocates the Standing Order to a Standing Order Schedule, used when generating Sales Orders from Standing Orders.
The Route/Round field is relevant only if delivery will be required. If so, you may either:
leave the Route/Round field blank: to automatically select the next Route Round delivery to which the Customer/Customer Site is subscribed; or
select from one of the available options in the Route/Round menu: to manually select one of the available Route Round deliveries to which the Customer/Customer Site is subscribed.
The Drop Sequence field shows the shows the default 'drop' position of this Customer/Customer Site in the selected Route Round. You may enter an alternative value if necessary.
The Prepay check box is available on 'Cash Deposit' Standing Orders. Selecting this option allows the customer to use any positive account balance as payment against Sales Orders generated from this Standing Order.
See Entering Standing Order Header Details.
3. Enter Product Line Details. In the lines section of the 'Standing Order' Sales Contract you must specify each Product and Quantity the Customer requires per delivery. There is an additional option to enter a 'temporary' quantity which applies for the next delivery only.
At this point you may:
View price and stock details for a product.
Enter Text, Manual and Special lines as well as standard Product lines.
View and enter additional details relating to the Standing Order in the Properties section.
Review Product and Customer details, and also view the Product Catalogue.
Cancel lines on the Standing Order, or cancel the whole Standing Order.
Right-click on a Product line to carry out a variety of useful operations, including copying and pasting Products and inserting lines.
Work with Auto Add-ons, Top Sellers And Associated Products - facilities for offering Product recommendations to boost Customer sales.
Add Timber, Sheet Material, Packs and Kits to the Standing Order.
Select alternative stock units/quantities.
See Entering Standing Order Product Lines.
4. Review/Enter Details In The Available Sales Document Tabs: A series of additional tabs display within sales documents at an appropriate point within the document's progress.
You may wish to review - and, if necessary, enter - details by selecting the following tabs within the 'Standing Order' Sales Contract:
Diary: To view a list of Tasks for the selected Customer. You may also view, Complete, edit and delete individual Tasks, and also create Tasks.
Notes: To view Notes for the selected Customer. You may also view, edit and delete Customer Notes, and also create Customer Notes.
Documentation: To view default header and trailer text defined for this customer, which will be printed on the completed document, and if necessary select alternative header or trailer text for this document/customer.
User Defined Fields: Click the User Defined Fields tab to view User Defined Fields which have been defined for this document type. In the available fields you may enter data, or select from a series of menu options.
See Additional Sales Document Tabs.
5. Review/enter details in the Properties area: When a sales document is open you may use the Properties area - to the right of the screen - to review and edit additional details relating to the current Document, Customer and Product.
This might involve specifying 'Complete Delivery' options, and more.
See Understanding The Properties Area.
6. Complete The Sales Contract. This involves marking the 'Standing Order' Sales Contract as 'complete'.
On Completion - as with standard Sales Contracts - the 'Standing Order' Sales Contract is automatically 'printed' (i.e. printed as a hard copy, emailed or faxed to the customer, and/or saved to disk, depending on the specified print location). You have the option to re-print the Sales Contract and also change the default print location for the Sales Contract.
Once the 'Standing Order' Sales Contract has been Completed, a Tracking tab is created automatically, which enables you to view/open all documents relating to the 'Standing Order' Sales Contract after Completion.
See Completing And Printing Standing Orders.
Note: 'Standing Order' Sales Contracts can be viewed in and retrieved from the Sales Contracts Finder - see Finding Sales Contracts.
You will periodically wish to review new and lapsed 'Standing Order' Sales Contracts. See Reviewing Completed Sales Contracts.
The main tasks after Standing Order Completion are as follows:
Run the Create Standing Order Sales Orders process to generate Sales Orders from your Standing Orders. Note that: (1) On the generated Sales Order you may amend the customer's Route Round and/or Drop sequence position. (2) Following Completion of a Cash Sales Order generated from a Standing Order, Customer payment must be taken. (3) Following Sales Order Completion, Picking, Despatch and Invoicing will take place as per a standard Sales Order.
If delivery is required: run the Route Listing report to generate 'Driver Lists' showing the 'Customer Route Round Drop Sequence' for all relevant Route Round deliveries for a given day or week, so your delivery drivers know where to deliver to.
See Processing Standing Orders After Completion.
You may retrieve and edit an existing 'Standing Order' Sales Contract - for example, because the customer wishes to temporarily or permanently alter the quantity of goods delivered. See Editing A Standing Order.
When necessary you may either cancel the whole 'Standing Order' Sales Contract or amend its Lapse Date, depending on whether or not Sales Orders have been raised against the Sales Contract. See Cancelling A Standing Order.