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OrderS
Order Entry Side Menus
Additional broker menu items are highlighted in light blue.
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The distributor menus have additional items highlighted in yellow.
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Order Entry Browse Table
The orders are shown in a browse table.
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This table contains the header information for the order.
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This tables holds the related product information for the order.
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This is the right hand task panel which initiates order browse changes etc.
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Order Entry Header
All Customer Purchase Orders should be entered in the Sales Order entry area of Naviteer Programs.
When the PO is received, verify that it has all of the information needed to create an order.
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Minimum Required Information:
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Customer
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Name of customer. If customer is not in system check with Accounting that the customer has been approved.
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P.O. Number
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Purchase Order number. Sometimes a customer will use a date. This is may be acceptable as long as it is tied to purchase agreement (i.e. An email, text, fax, phone call or other communication).
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Due Date
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Due Date.
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Date to Ship
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Date to Ship/PU.
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Addresses
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Make sure the correct Billing and Shipping addresses are selected.
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Products
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Enter requested products in the Product table.
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Attachments
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Scan PO (if available) and attach to the order.
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Payment Terms
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Terms are explained in more detail below.
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Order Entry Product
Select the Product from the entry form. (8)
Press the Contract button to link the selected product to a contract. (9) The linked contract shows in the upper right of the form. (10)
Enter the quantity of product. (11)
Enter the Customer Product Code if necessary. (12)
Enter Notes for Principal and Customer. (13)
Save entry.
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Print Notes
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Notes that are to print on the Sales Memo are entered here. These notes are specific to the product line entry.
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Product Code
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Start entering the Product Code and the program will select the closest match. Us buttons next to the Product Code to select from all products or products linked to this customer.
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Contract
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Link the order to a Contract by selecting contract from the pop up list.
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Contract Number
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The contract number selected will show in this display field area.
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Customer Product Code
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Add a customer product code here.
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Quantity
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Enter the quantity that the customer ordered here.
The Quantity Ordered is the amount from the customer PO that is being ordered. The Quantity Shipped will automatically fill in equaling the Quantity Ordered. The Quantity Shipped can be changed to show a product is either short or over shipped. All calculations of commissions and weights are based off the quantity shipped. If a substitute product is shipped the original product ordered can be entered in the Order Quantity and the Quantity Shipped set to zero (0). The actual replacement product would be entered in Shipped Quantity and the Order Quantity set to zero (0). Either Quantity Ordered or the Shipped Quantity can be set to zero but not both.
Tabbing to enter orders works in the same fashion as before. The tab will jump from the Quantity Ordered to the Sell Price and then to Save.
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There is a Calculate Sale Total Using Net Weight check box option, selecting this box will use the Net Weight to calculate the sale total. In the above example, checking the box calculates the sales gross total as $21,805.00. If the box is not checked the total is 10 (Qty) x $6.23 = $62.30 even though the price is set per LB.
The calculated Net Weight (now shown on the sell price line) can be changed if necessary. If you want to do this, just change the price in the entry field. The lock insures that the weight will not change if the quantity is modified. This tells the system to not use the calculated weight but, use the weight you specify. The lock option for the Sell Price is now a button to the left of the Sell Price prompt. Both of these lock options will show a lock icon if locked and an unlock icon if not locked. An example is shown in the above screen shot.
Please note that the Deductions will now calculate via the Net Weight if the new option is turned on. The customer order print options now show the is per UOM next to the unit price IF one has been specified.
The example below has an order of 100 cartons but the price show is per LB, not Carton.
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Commission
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Update the commission by %, amount per quantity sold, a fixed amount or none.
The Commission section has a new option: Calculate Commission Via Net Weight.
This option causes the commission (if any) to be calculated via the Net Weight (times the unit price which would be in pounds for example) of the order item. The net weight is calculated via the Net Pack Weight located on the Packaging tab and values inherited from the product record.
This allows for selling a quantity via Pack Type but where the Sell Price is per LB (or other UOM).
You can now specify the precise Pack Type or UOM for the quantity and price.
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% Loss (Spoils)
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Spoils can be entered here. If the Principal record has a % Loss (Spoil) it will carryover to this field.
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Discount Percent and Amount
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A discount in % and amount can be entered here. This will also carryover from the products linked to a customer.
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Posting
Orders can be posted individually, tagged or tagged as one invoice.
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1) Invoice and Post will post the selected invoice. In the above graphic the order number 3688 would be posted.
2) Post Tagged will post all of invoices that are tagged (see column 1 in the top table outlined in red) for payment. Each order is posted separately. This is a multi-user option where another user can post different invoices at the same time.
3) QBO ONLY - Posted Tagged as Single is similar to Post Tagged except all of the tagged invoices are posted as one entry. Please note, this will only work if Principal is the same for all of the tagged orders. If QuickBooks Online is installed the posting will also post the Account Receivable record to Quickbooks. See QBO processing HERE.
For additional information on Tagging see Table Tagging.
It may be easier to post multiple records by filtering the order list first. The learn how to filter a list visit Common Functions (Search Wizard) HERE.
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Printing
Orders can be printed or emailed to the Principal and Customer through the Sales Order.
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Order Selection
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Select the Order to Print
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Print Sales Memo
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Print the Sales Memo/Order Confirmation
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Picking Ticket
A picking ticket is used for the warehouse to pull product for shipping.
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Bill of Lading
Bills of lading are only printed for distributor orders.
See link under warehousing.
Proforma Invoice
A proforma invoice is a preliminary bill of sale sent to buyers in advance of a shipment or delivery of goods. It will typically describe the purchased items and other important information, such as the shipping weight and transport charges.
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A/R Detail, G/L Detail and Commission A/R - Broker Only
The accounts receivable and general ledger details can be viewed from the order entry area for posted orders.
Here is an A/R detail for a posted record.
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Here is a G/L detail for a posted record.
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A G/L detail for a posted broker record only records the commission associated with the sale.
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The broker commission A/R for a posted record shows the expected receivable for the sale.
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