What do the Column Headings Mean in Process Orders?
This article explains the column headings that you see when you are processing a sales or purchase order.
When you process a sales order, there are four column headings on the screen whose meaning is not immediately obvious. These represent the processes through which a sales order must go before it can be invoiced - in other words, all the asterices on the right hand side of the screen must have disappeared before the item can be invoiced.
They are :
- "Cf" - Confirmation.
- Do you wish to produce a confirmation of the sales order placed by your customer? This can be printed, faxed or e-mailed depending on your system hardware and configuration. This can be useful if you are dealing with customers abroad or customers where orders have been a problem in the past.
- "Pi" - Picking List.
- Do you wish to print a picking list for the items on the order? Obviously this is for the benefit of the pickers in the warehouse (if you have one!).
- "Cp" - Completion.
- Do you want to book the item out of stock? Until this process has been done, the stock is only allocated to the customer and has not been removed from the shelf stock quantity.
- "De" - Delivery Note.
- Do you want to produce a delivery note? This can be printed, faxed or e-mailed as per the confirmation. Use this if you want a despatch note to go with the goods instead of the invoice.
When you process a purchase order, there are five column headings whose meaning is not immediately obvious. These represent the processes through which a purchase order should go before it is archived into the order history.
They are :
- "P" - Print.
- Do you wish to produce a purchase order? This can be printed, faxed or e-mailed depending on your system configuration. We do recommend that you keep a hard copy of the order that you have placed.
- "E" - Electronic Data Interchange.
- Do you wish to place an order electronically with this supplier? This option only works with a certain set of suppliers, and requires an extra Platinum module to be used. For the suppliers concerned, please contact the Sales department.
- "C" - Confirmation of EDI.
- Can your EDI supplier provide a confirmation file of what is being sent? This option is linked to the previous EDI option and they have to work together.
- "R" - Receive.
- Have you received these goods? This is the point at which the goods are booked into stock. You can produce a Goods Received note and labels for the items at this point if required. We recommend that a Goods Received note is produced and attached to the supplier's paperwork that came in with the goods.
- "I" - Invoice Received.
- Have you checked the order items against the purchase invoice that you have received? This is an important audit check that should be done wherever possible. You are checking that you have received the items for which you have been charged, and that they are at the right price.
You can decide on a standard set of processes for sales orders and purchase orders separately. This is done in the Parameters of each system. Your system will have been installed with the standard processes that we consider that you should use, but you can change these if you so wish.