Understanding the Flow of Furniture
In Furniture Order Entry, you begin by selecting the customer for whom you are creating a quote or an order. A quote is an estimate or a formalized bid for a customer's order. A quote does not affect your on-hand quantities, accounts receivable balances, or sales history. If the customer decides to order these items, you can turn the quote into an order by releasing the quote to an order. While you create a quote using the Quote pay code, you create an order using the Order action code.
After you select the customer and begin placing the quote or order, you must decide whether to use a new project, existing project, or general project number.
Next, you set the profile settings. This lets you specify date information and the information to print when the job's completed. You also determine whether to view tag and sort information, and so on.
Once the profile settings are specified, you can begin placing items on the order or you import them as a SIF file from almost any CAD/specification system. When you do, you can release the file as an order within the project. From there, you can change any imported item as you normally would.
After you have the items on the order, you can automatically build the purchase order when the order is ended. This eliminates the need to create a separate P/O in the Purchase Order Entry window. You do this by selecting the Build P/O option in the Order Totals tab. Nearly all furniture tasks can be accomplished without leaving order entry. When you create the P/O, the system moves the ticket to a status 7.
When you're ready to receive the purchase order, you do so using the Change or Initial Verify action codes in the Order Entry window. Once you retrieve the order, click the Ship box for each item on the order and enter the shipped quantity. Doing so marks the item as shipped, flushes, and receives it against the P/O, thereby updating the P/O. You also have the ability of importing SIF files when changing orders.
You final-verify the order in O/ E using the Final Verify action code and move it to a status 8 or a status B (invoice). If you choose to end the ticket at a status 8, you retain the ability to change or delete items from the order without doing a credit return. For example, once the items are delivered to the customer's site, if an item is damaged or the wrong color, you can easily go back to the order and make any necessary changes. Once the order becomes an invoice, you must perform a credit return instead. You can final-verify the order and move it to a status B (invoice) at a final date when all items have been approved by the customer. If the (L1) screen is set to print online, the ticket prints when the order is final-verified.
You can also print A/R Deposit Information while verifying orders in Furniture Order Entry. To do so, click the Order Totals tab. In the Format Type Invoice box, type FD. This prints the regular invoice format, with one exception: any deposit information you have specified in the A/R Deposits dialog box for the ticket prints on the invoice. To have the system default to the FD format in the Order Totals tab, go to the (LGC) Furniture Order Entry Parameters screen and set the Invoice Format field to FD. For more information, see In the ( LGC) Screen.
If you need to re-print the order, you can do so in the O/E History window.
Order flow benefits:
Look up existing customers by name, telephone number, or account number.
Create orders using new projects or general projects, or you can use an existing project.
Create proposals/quotes in your choice of specifier, or directly in the system.
Item lookup by number, manufacturer, description, keyword, or past purchases.
Specifier accepted proposals or quotes can be imported as a SIF file from almost any CAD/specification system and released as an order within the project.
Limit to SIF files when building purchase orders, and import SIF files when changing orders.
Order acknowledgments are sent to the customer for final review and signature.
Customer deposits (if required) are entered and posted to G/ L as liabilities.
Create P/ Os for vendors automatically while placing the order, or once the order is completed using the Change action code. Special order entry comments or instructions automatically transfer to P/Os and you can easily add special text lines for comments or instructions. A complete selection of purchasing reports provide all levels of detailed information and sorting capabilities.
Create multiple P/Os from a single ticket (sales order). You can use the ticket number, followed by a three-digit manufacturer code, and an alphanumeric counter to keep track of each P/O you build. The system increments one digit each time a P/O is entered for the manufacturer against the ticket in Furniture O/E. This helps your receiving department quickly match each P/O directly to the ticket.
P/Os are transmitted via fax, proprietary EDI, by our own PSN program, or through Order Messenger.
Vendor acknowledgments can be received automatically or entered manually.
Vendor invoices are received and posted against specific P/Os for proper reconciliation.
Project management system tracks every aspect of job flow. Easily create customized analysis reports with exactly the information you need. For example, you can view all projects with delivery dates in the next week or month, all items that have been delivered by a specific vendor or any items a vendor has not delivered, and so forth.
Print delivery and/or installation tickets. The system automatically updates the current product status.
Invoices are created using a variety of selectable formats.
Customer invoice deposits are automatically applied.
Receive and apply payment to a single ticket, multiple tickets or across a project. When applying by project, remaining balances are left in deposits for later application.
Vendor invoices are paid taking into account available discounts.
Full-featured accounting package allows reconciling G/L accounts and provides detailed day-end information, and month- and year-end financials.
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