Order Processing (OP)

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Order Processing (OP)

The StreamV Order Processing System allows you to quickly create and modify Quotes, Sales Orders, Service and Parts Orders, and Loaner Orders. The Order Processing system also reserves and allocates inventory to open and backordered order lines, so that orders can be invoiced, and the items can be shipped out to your customers. The Order Processing System supports multiple order fulfillment methods and item types, and it automatically creates PO requisitions when they are required for specific sales order lines.

The StreamV Order Entry and editing process is fast and efficient. New Sales, Service or Parts Orders, Quotes, or Loaner Orders can be created for the selected company by hitting a single button. This action loads the billing and default shipping information for the selected company into the Sales Order Entry Program, so you can enter the items being ordered by the customer. Multiple line entry options, such as browse and grid based item entry, a fast item entry option, and order line import options allow operators to create new orders using the easiest method based on each situation. Web and XML Based Order Creation are also supported.

The Order Entry program gives you instant access to the various pricing options, ShipTo addresses, comments (notes) and other information associated with the customer being processed. The Order Entry program also includes several different inventory search options and lookups, which display current inventory availability (in multiple inventory locations if necessary) as each order is being entered.

The Order Processing system automatically calculates the best or “target” price for the selected customer and item combination, and it automatically places orders on hold when required, based on your company polices.

The Order Processing system supports several different Order Processing options. Warehouse Shipments, Vendor Shipments, Special Order Processing, and other options such as Kit, Broker, and Nonstock Items, allow you to complete your customer orders using the most efficient order fulfillment method.

Powerful lookup programs such as Sales Order Management, and the Customer Order Lookup program allow you to quickly view the current status of each order or order line, and to view (and optionally clear) any holds that have been placed on the order. Open orders can also be loaded for editing by hitting a single button. The lookup programs automatically block you from editing orders that are being picked by the warehouse, or credit card orders that have been authorized.

Standard reports and SQL Query programs allow you to quickly check the status of your open orders, and report on your order intake, backorder and other order related information. The SQL Query programs allow you to run standard queries, or to quickly generate customized SQL reports.

Order Processing – Business Processes

The following Primary Business Processes are performed using the StreamV Order Processing System. These tasks or processes are described in detail in later sections of this document.

Creating Sales, Service and Parts Orders

The Order Entry program allows you to quickly enter a new sales order, service order or parts order into the system.

Several document types and subtypes, and multiple order fulfillment methods are supported by the system and are described in this document

Creating Quotes

The Order Entry program allows you to enter a quote into the system, and to create one or more orders from the quote when appropriate.

Creating Loaner Orders

A Loaner Order is used to ship inventory to a customer or vendor at no charge, and for other situations where goods are being shipped, but the title to the goods is not being changed (items sent to customers on loan or for evaluation, goods sent to trade shows, rep samples, items being sent back to vendors for credit, items in transit between inventory locations, etc).

.Viewing and editing existing Orders, Quotes, and Loaners

The Order Processing programs can be used to edit quotes, loaners, and orders. Order that are not in the process of being edited, or shipped can be modified, based on the status of each order and order line. Orders that are being prepared for shipment can be reset when required, to allow operators to cancel or modify the orders prior to shipment.

Converting Order Documents

The Order Processing System allows you to convert a quote to a sales order or a sales order to a quote. Converting a quote to an order causes the system to reserve and allocate the inventory required to complete the sales order. Once the order is converted, the sales order is completed in the normal manner. Sales Orders that have not been shipped out can also be converted to quotes. This action de-allocates any inventory that has been assigned to the order, and prevents the order from being shipped. The conversion options allow you to quickly ship items to customers who decide to purchase from a prior quotation, or to avoid reserving and allocating inventory to orders that may never or should not ship.

Reconciling Inventory Quantities

The StreamV Order Processing System includes routines, and utilties that are used to update and reconcile or recalculate the Reserved, Total Reserved, Allocated and On Order Amounts that are maintained for each inventory item in each location. The System maintains these quantities on an on-line real time basis, and the system also contains an Inventory Reconciliation process. The Reconciliation procedure rebuilds the inventory quantities based on the current open sales, shop orders, and purchase orders for the item, and the backordered sales orders for the item. The reconciliation process also handles scheduled shipments that are becoming current (i.e. it reserves inventory for order lines that were entered for future shipment and that are now due to be shipped).

Inventory Allocation

The Order Processing System automatically allocates (assigns) available inventory quantities to open and backordered sales order and open shop order lines. Inventory Item flags, Maximum Allocation Quantities, and Safety Stock options allow you to manually override the automatic allocation for scarce inventory items when required. A Manual Allocation and De-allocation process is also supported to allow you to ensure that the desired sales or shop order receives the available item quantities (options allow you to over-ride the automatic allocation that is performed by the system).

Defining Safety Stock

Safety Stock consists of on hand quantities that are reserved in the system for specific customer and item combinations. Safety Stock allows you to prevent the system from automatically allocating below a specific quantity for an item so that the item is always available for one or more particular customers. Safety Stock can be defined for specific customers and items using the Order Processing system and programs in the Warehouse Management System.

Order Reporting

The Order Processing system allows you to produce reports on Open and Backordered Sales Orders, Quotes, and Loaners. The Order Processing system also includes reports that allow you to determine your daily or other Sales Order Intake. Total sales, margin, and order status information are all available using standard reports. The Order Processing system also allows you to use SQL reports and queries to obtain current order information.
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