Order documents can be used to handle back orders of product that are not available for delivery to the customer, lay-away situations where the customer may pick up the item at a later date or make payments or track service that is to be performed.
Searching for orders is easy - simply scan the barcode at the bottom of a customer document, search by any piece of customer information, or something you know about the order itself.
When you bring up a list of orders in the system, you can easily view key information about them, click on the titles at the top of the colums to sort, re-size the window for larger screens and even save your view settings on a per-machine basis (these are common features on many of the output list screens).
If you are completing an order, you simply highlight the order and click 'invoice selected'. Even faster, you can simply convert the order using the 'convert order' function in the program - a two step process (locate-invoice).
There are also functions available to print or email the order document, generate various reports or labels, including the ability to create your own customized output.
If you need to modify an order to add or change items, apply payment or other, simply double click on the line in the list.
The order input or entry screen is displayed when you double click on an order document. This is the same screen you see when you create a new order.
The background colors of most screens such as this can be customized by you - a simple example, invoices can be blue, orders green. Most windows such as the order screen can be resized allowing you to see many more items at the same time.
Orders are similar to invoices, you can add items, specify shipping (even international or define your own methods!), tax calculations (based on ship address), discounts, however an order document is normally used when you intend to leave the document open for some reason. For example if the items are not in stock.
Specify the location for the document, or even specify that each line item is shipping from a differenet location.
Support for multiple user-definable languages - for example, define spanish or french language text for your documents and specify that the customer or document is to use that language set. This can also be used to customize the text for field titles or on documents - one example, if you want to show "Fees" instead of "Handling".
Various special informational and categorization field are available - pop open a window with user customizable field titles to track special information for the customers order - anything from vision presciption information to club membership information and more. All fully searchable and report enabled.
The order can have a bill-to and ship-to address. The bill-to and ship-to may be the same, or the customer may have multiple ship-to's and you can easliy cick through and select the proper one. It is even possible to specify a different ship-to address for each line item, for example if items are being purchased as gifts and are to be shipped to different addresses.
Third party billing or Drop Shipments is supported where you are specifying one customer is the bill-to customer, and a different customer is the ship-to customer. Later it is possible to quickly view from the ship to customer the products that were shipped to that customer, and from the bill-to customer all the product that that customer was billed for.
Multiple payment types, partial payments, combinations of payments are possible. Pay half by cash, half by credit card. Pay using 3 different credit cards. Pay half by check, a week from now pay half by credit card.
Full support for Accounts Receivable (A/R) in the system - invoice an order and auto-pay by A/R to the customer account. Support for terms, finance charges, statements, reports and more.
Similar to invoices, support for serial numbers (visual indicator on the document that serial numbers are required), service or repair orders,
While on a document you can view the customer previous purchase history with clickable sorting and drag and drop the items to the order, for example 'I want to purchase that widget I bought last time'. See the last date and price they paid.
Specify an order cancel date if the customer will not accept the order unless delivered by a certain date.
Ability to automatically calculate payment required on only this shippable product.
Quickly change between an order, quote/proposal or invoice.
Support for multiple printers and printer switching - laser, ink jet, receipt printer, custom printers. Orders can be sent to one printer, pick lists to another, pack lists to a different printer, invoices to another, etc. For example, orders printed in the sales department, pick lists printed in a warehouse.
Drill down capability to quickly access the customer or inventory item as well as quick item view capability with simplified information.
Additional Order Processing Example Scenarios:
Photo processing and framing - A work order can be created for a customer that would like a photo enlargement and framing service. The service and frame and any other required items for tracking can be added to the document. You may choose to have the order paid in full, or pay a partial amount up front such as 50%. As parts arrive or service is performed, items can be made shippable, optional notes added with any important details to the individual lines. Pick lists and reporting can be used for documentation for the employees doing the work. When the job is complete, the customer can pay the order balance and the order can be invoiced. There are also other variations to handle this scenario - for example, the program supports full service order capability and even has a specialized picture framing calulator to calculate materials required for framing.
There are many other POS/OE 4 features and information on this site!
To learn more, click the links on the left to browse our site and view addtional screen shots and information.