Creating a Line Order
The process of Line Order Entry is to be utilised when a sales order has been placed and it is required to be entered into the system for processing. This document will outline the basics of completing a line order for advanced ordering use this document alongside the document Advanced Line Order Entry.
1. Go to Order Processing
2. Select the Line Order menu then Order Entry.
3. Select the Season.
4. Select the Company Account. There are two ways to locate an account. Use the drop down menu or use the search button (preferable).
In the search function:
- choose the parameter to use for the search.
- if the ‘Contains’ tick box is checked, when searching it will locate words that contain the letters typed into the search bar.
5. To begin a new order Click New Order.
To add to an existing order either select the order number or enter the customer PO number if it has been supplied. Click Edit Order (the dropdown Order menu will show all orders for the chosen account, the search function will display all orders for the season)
6. In the shipping tab of the order:
a) Enter the order date, a Customer PO reference if required and the shipping date of the order.
b) Tick the invoice date box if a different invoice date is required, this is usually used for seasonal items that may be picked early.
c) Tick FOB box if required.
d) Select a shipping method from the dropdown list or search menu. To clear the method click:
e) Enter the freight value for the order, if a freight allowance has been allocated enter the monetary value of the allowance.
f) Tick Add Point of Sale to Order at Process if required.
Optional categories (company request):
Some companies request additional information to be entered for example:
- Order Taker (record of the person who took the order)
- Order Source (record of how the order was taken)
g) Click Apply
Note: for more advanced order details using the other available tabs see document ‘Line Order Entry Advanced’
7. Select Order details (this will open a screen to enter the items for ordering)
8. To enter orders choose the appropriate method (enter each design separately, paste a spreadsheet of the order, import a standing order)
Enter designs separately
- Select the correct season. ( This option may not be enabled)
- In Design click the search button to enter from the inventory or type the design code in the box (the arrow keys can be used to scroll between codes)
- When on a design to order, enter the quantity and click apply. For quicker entry of orders when on the design press enter (keyboard), quantity value and enter again (keyboard).
Note: If there is an issue with a design or its licence a message will appear in yellow.
Paste: This is to be used when the order has been entered into a spreadsheet.
- Highlight the design and quantity columns in the spreadsheet
- Copy the order
- In the Card Manager software click Paste and the items will appear in the order. Any issues with stock will appear in a pop out box.
Import a Standing Order: This is to be used when a Standing Order has been created previously.
- Click Import Standing Order
- Locate the order to import
- Click OK
- When import is complete, check for any issues, Click Close
9. Once all designs are entered click Close.
10. The following pop up box will appear. If the order is complete Click Yes if the order requires additional items adding or changes to be made at a later time Click No.
11. If allowable by the Company there may be the option to Process the order immediately. If so Click Process Order (this will only process the order that has just been selected and completed). If this step is not applicable go to the Process Line Order section of this document to process any orders.
Delete a Line Order
To delete an order complete the following:
- Go to Order Processing
2. Select the Line Order menu and Delete Order
3. Select the Season and Account (process outlined in Line Order Entry information).
4. Select the order to delete
5. Click Delete Order
6. Click Delete All
Process a Line Order
Processing Line Orders allocates stock to the order and creates picking/shipping records. During the processing there is an option to either cut or back order stock that is not available. It is normal practise to cut greeting card orders and back order giftware.
Processing the order will perform credit checking. Orders for customers on hold, set to always hold or where the balance of the order plus the estimated value of the new order is over the credit limit, will be credit failed. Credit failed orders can be released, the release flag will allow the order to bypass credit checking. A released order that becomes backlogged will be subject to credit checking on subsequent processing runs.
1. Go to Order Processing, select the Line Orders menu and Process Orders
2. Select the season to process orders for
The processing dialogue is now presented for order selection. For normal day to day processing the dialogue is ready to go, all orders ready to ship today will be displayed.
3. Check that the correct Service groups have been selected. Default setting is All. To change untick All and use the dropdown list to select the appropriate group.
4. Check the Cut/Back order selection is set correctly to make sure the normal required setting is remembered
If cut is selected all product with not enough stock will be cut unless the items product group is set to never cut.
If back order is selected all product with not enough stock will be back ordered, the order will be reprocessed daily until the stock arrives.
Orders with future dates can be found by setting the Due for shipment date forward.
5. If not all orders are to be processed it is possible to select specific orders for processing.
- Check the Selected only option (the orders will move from the Orders to be actioned section to Orders available).
- Select orders from the left side and transfer to the right hand side. This can be done by either double clicking or by using the Add button. Orders can be unselected by selecting on the right side and clicking Remove.
6. When the right hand box has all the orders that are required to be processed, click the OK button to process.
7. After the process run has completed the system will produce an audit log. It is recommended that this report is printed and acted upon. It is key to making sure orders are processed and not missed.
The audit report will:
- Show all the orders that have been processed and the outcome of the process.
- Show all orders that have been back ordered or cut.
- Indicate any customers or stock items that require attention.
8. Orders are now ready for picking.