Customizing Users, Customers, Vendors, Etc.

Order Numbers And Inventory Lot Numbers Can Be Defined To Use Ranges

The ability to separate EACH TYPE of Sales Orders and Purchase Orders into separate sections by customers, ship to’s, vendors, receive from, contracts, departments and salesperson / buyer, is extremely helpful for most produce companies. This allows the purchase orders of major suppliers and the sales orders of major customers to be sequential, in order, making things much easier to track. Most companies will not want separate number series for each salesperson or buyer, but for produce companies that pay their salespeople on commission, that might be helpful. Mandatory number ranges include:

1) General Purchase Orders for each Purchase Site (Type PPO)

2) General Sales Orders for each Sales Site (Type SSO)

3) Purchase Orders Manual Number Range for each Purchase Site (Type PPM), if Manual numbers are allowed.

4) Sales Orders Manual Number Range for each Sales Site (Type SSM), if Manual numbers are allowed.

5) Sales Orders for Accounts Receivable Adjustments (Type SAR) The Range reverts to the general sales order range if a specific SAR range is not found for the site.

6) Memos, if the company uses Memos (Type MME)

7) Memos Manual Number Range for each Memo Site (Type MMM), if Manual Memo numbers are allowed.

8) Inventory Lot Number Range For Each Product Code Site, if Inventory Lots are used for Product Code Site. Optional number ranges include:

9) Repack Purchase Orders, if company uses Repacks (Type PRP). The Range reverts to the general purchase order range if a specific Repack range is not found for the site. It is usually much nicer to separate Repack Purchase Orders into a specified range or numbers.

10) Sales Orders for Sales to Repacks, if company uses Repacks (Type SRP). The Range reverts to the general sales order range if a specific SRP range is not found for the site. Since these are sales at cost, it is usually nicer to separate these special sales orders into a specified range of numbers.

11) Scale Ticket Purchase Orders, if company uses Scale Tickets (Type PST). The Range reverts to the general purchase order range if a specific Scale Ticket range is not found for the site.

Default Sales Order Number Series for Customers or Customer – Ship To’s

Each Customer or Customer/ShipTo combination can have their own series of Sales Order numbers. This can be extremely helpful for larger customers that want detailed reports. Having their orders all listed sequentially on the various screens and in reports, makes it very easy to verify things. Produce companies that try to compete on price alone can never survive in this business.

You have to be able to offer Customers better service than your competition or you will lose the business. Sequential number series for customers is a value added service that Customers greatly appreciate and definitely increase customer loyalty because other suppliers do not give them services like that. Customers are usually willing to pay more for product when they get better service. Normally, only larger Customers have their own series of Sales Order numbers, but any Customer or Customer – Ship To combination can have their own series of sales order numbers.

In a new sales order, before the order number has been assigned, a “hot key” can be pressed on the Site field (or double click the mouse) to choose the desired Customer or Customer – Ship To number series from the selection list. Selecting a Customer or Customer – Ship To combination series does these steps:

1) Assigns the next sales order number in that series and increments the next number in the series.

2) Fills in the Salesperson code (from the Salesperson code in the user’s default file).

3) Fills in the Department (from the user’s default department).

4) Fills in the Employee code that entered the order (from the user’s default file.

5) Fills in the Creation Date and Time.

6) Fills in Planned Ship Date (as today’s date).

7) Fills in the Customer Code for the selected Customer.

8) Fills in the Ship To Code if one was selected, or if the Customer has a default Ship To Code. The cursor is then on the Ship To field if that is not filled in yet or if the Ship To is filled in, the cursor moves to the PO1 field. All of the information on the Sales Order Header Screen can be filled in up to the Customer’s Purchase Orders with two key strokes.

Those two key stokes are:

1.  A “hot key” to display the selection list of Customer / Customer Ship To order series.

2.  ‘Enter’ or ‘double click’ to choose the selection. The default information that filled in such as Planned Ship Date can be changed by moving to that field with the back arrow, or mouse.

If the Customer or Customer – Ship To combination has a default order, the default line items and default pricing will be displayed when the user goes to the line item screen. The quantities for each of the desired line items can be input and the prices verified. The unused lines are deleted upon exiting. Simple!

Default PO Number Series for Vendors or Vendor–Received From’s

Each Vendor or Vendor – Received From combination can have their own series of numbers just like the Customers and Customer – Ship To combinations.

Use of Purchase Order number series is the same as for Customers and Customer – Ship To combinations and is explained in that section.

Normally, only larger Vendors have their own series of Purchase Order numbers, but any Vendor or Vendor – Received From combination can have their own series of Purchase Order numbers.

Default PO Number Series for Vendor Contract Packouts and Repacks

Each Vendor – Received From combination is a Contract. Each of these combinations can have their own series of Packout and Repack Purchase Order numbers, just like other series of numbers.

Use of Purchase Order number series for Packouts and Repacks is essentially the same as for Customers and Customer – Ship To combinations and is explained in that section. Packouts and Repack Purchase Orders are created by going into the new Packout / Repack Purchase Order Program.

In Packouts and Repack Purchase Orders, pressing F5 on the Site field before the Purchase Order number is assigned, displays the series for Packouts / Repacks.

Normally ALL Vendor Contracts (Vendors – Received From combinations) that have Packouts / Repacks, should have their own series of Purchase Order numbers for Packouts / Repacks. That makes it very easy to account for each Packout / Repack for that series.

Default Number Series for Packouts and Repacks Input Sales Orders

Each Packout or Repack Purchase Order needs a Sales Order to provide the input product to the Packout / Repack. Since each Packout or Repack needs Sales Orders for the input, the Vendor must be set up as a Type of Either Customer or Vendor.

The Sales Orders for Packouts / Repacks can have a default Sales Order number series for each Vendor / Received From Contract. These are special Sales Orders, since the product is sold at cost to the Packout / Repack. The purpose of these special sales orders is to remove the quantity from Inventory in the Original Inventory Lot and to provide the product and product cost to the Packout / Repack. The sales to Packout / Repack Purchase Orders are not included in sales reports, because the product on these special Sales Orders will be sold again after they are repacked.

The regular number series for sales to Repacks (SRP) is used when there is no series for the Vendor / Received From contract for Sales Order to Packouts / Repacks. A number series for sales to Repacks (SRP) is optional and if it is not created, the regular Sales Order number series is used. Since these are special orders that are not included in sales reports, it is obviously better to separate them from regular Sales Orders by giving them a different number series.

Packout and Repack Costs and Sales are tracked back to the Original Inventory Lot, to show the profit / loss for the Original Inventory Lot. The Sales Orders for input to Packouts / Repacks are created automatically when a Packout / Repack is created and there is nothing for the user to select. It is best to assign a number series for Sales Orders to Packouts / Repacks for at least the larger Contracts to keep them separate for reporting purposes. Reports and displays for larger Contracts are nicer if they are sequential.

Default Purchase Order Number Series for Vendor Contract Scale Tickets

Each Vendor – Received From combination is a Contract. Each of these combinations can have their own series of Scale Ticket Purchase Order numbers, just like other series of numbers.

Use of Purchase Order number series for Scale Tickets is essentially the same as for Customers and Customer – Ship To combinations and is explained in that section. Scale Ticket Purchase Orders are created by going into the New Scale Ticket Program.

In Scale Tickets, pressing a “hot key” on the Site field before the Purchase Order number is assigned, displays the series for Scale Tickets.

Normally, ALL Vendor Contracts (Vendors – Received From combinations) that have Scale Tickets, should have their own series of Purchase Order numbers for Scale Tickets. That makes it very easy to account for each load that is received.

Master Repack Purchase Order Number For Scale Ticket Contract Range

Vendor Contracts are tracked through the Vendor / Received From combination. That combination is the Contract code. Master Manifest Purchase Orders can be set up to be used in conjunction with Scale Ticket Purchase Orders. This allows Scale Ticket receipts to be combined to one Master Inventory Lot in the Master Manifest Purchase Order.

So, Repacks can be done from the one Original Inventory Lot. That makes it much easier and more meaningful to track the results for that contract. This way, the entire vendor contract is tied to one original Inventory Lot, the Master Inventory Lot for that Contract. The original Inventory Lot can be repacked any number of times into any number of generations and still tie back to the original Inventory Lot. Scale Ticket receipts are automatically combined to the Master Lot and Master Manifest Purchase Order through the Repack process. A BLEND type of repack is used, so the Scale Ticket is not the Original Lot for the product. Using a Blend (multiple lots into a Repack) stops the link back to the original lot. So the Master Lot becomes the Original Lot which is more advantageous for tracking purposes.

A new split line is created in the Master Manifest Purchase Order for each Scale Ticket that is added to the Master Lot in the Master Manifest Purchase Order. That makes it simple to verify that each scale ticket is included in the Master Lot total.

Each Master Manifest Purchase Order has one Master Sales Order that stores the repack sales from the Scale Tickets to the Master Lot in the Master Manifest. A new split line is also created in the Master Sales Order for each “sale” from Scale Ticket Inventory Lots to the Master Manifest Purchase Order. That is how the product is “sold” from each Scale Ticket Inventory Lot to the Repack Master Lot in the Master Manifest Purchase Order.

Since each scale ticket has a separate split line item in the Master Manifest Purchase Order and in the Master Sales Order, that makes it simple to verify that each scale ticket is included in the Master Lot total. The Vendor Contract range of Scale Ticket Purchase Orders can be printed, as well as the Master Manifest Purchase Order and Master Sales Order, to show that everything is accounted for. Then reports are printed on the costs and sales of repacks for the Master Inventory Lot.

Master Sales Order Number For Input to Master Repack Purchase Order

Each Master Manifest Purchase Order has one Master Sales Order that stores the repack sales from the Scale Tickets to the Master Lot in the Master Manifest. A new split line is also created in the Master Sales Order for each “sale” from Scale Ticket Inventory Lots to the Master Manifest Purchase Order.

That is how the product is “sold” from each Scale Ticket Inventory Lot to the Repack Master Lot in the Master Manifest Purchase Order. Since each scale ticket has a separate split line item in the Master Manifest Purchase Order and in the Master Sales Order, that makes it simple to verify that each scale ticket is included in the Master Lot total.

Master Inventory Lot Number For Each Scale Ticket Contract Range

Master Manifest Purchase Orders can be set up to be used in conjunction with Scale Ticket Purchase Orders. This allows Scale Ticket receipts to be combined to one Master Inventory Lot in the Master Manifest Purchase Order. Repacks can then be done from the one Original Inventory Lot.

That makes it much easier and more meaningful to track the results for that contract. This way, the entire vendor contract is tied to one original Inventory Lot, the Master Inventory Lot for that Contract.

The original Inventory Lot can be repacked any number of times into any number of generations and still tie back to the original Inventory Lot.

Inventory Lot Number Series For Vendors Or Vendor – Received From

For larger suppliers, it is often advantageous to use sequential Inventory Lot numbers. This makes it easier to account for all of the Inventory Lots and makes your reports more meaningful.

When an Inventory Lot number series is assigned to a Vendor or Vendor – Received From combination, the Inventory Lots numbers are assigned automatically as always for each line item on Purchase Orders, but the Inventory Lot number comes from the Inventory Lot number series for that Vendor or Vendor – Received From combination.

Default Orders, Purchase Orders, Comments, Pricing And Promo Pricing

Most of our customers set up default orders, default comments, default pricing and promo pricing for their main suppliers and main customers. Different default Sales Orders can be set up for each Customer or Customer – Ship To combination for each day of the week and for each Department / Warehouse.

Some produce companies separate Customer orders by Department / Warehouse, which requires default orders for Departments / Warehouses. Different default Purchase Orders can be set up for each Vendor or Vendor – Received From combination for each day of the week and for each Department / Warehouse. Any number of Comments can be entered in each Sales Order or Purchase Order. These comments can be designated to print on a specific document. Default comments for the various document types can be set up for the entire company for all Sales Orders or Purchase Orders, or for specific Customers, Customer – Ship To combinations, Vendors or Vendor – Received From combinations. Promo pricing for specific Customers, Customer – Ship To combinations, Vendors or Vendor – Received From combinations are tied to a date range and over-rides regular other default pricing when the date falls within the date range of the promo period.

The name of the promo is displayed as the order is being input and is inserted into the reference field so the customer is reminded that is a promo item and so they can see the promo pricing was used. Default prices and promo prices are displayed in Yellow, so the user knows they are default or promo pricing. A Promo Price is displayed for promo pricing and a Default Price is displayed for default pricing.

Default Sales Orders and Default Purchase Orders can also contain default pricing / costs for the various products in the line items. Default and Promo pricing for Sales Orders use the following priority (the highest items have the highest priority):

1) Promo pricing in the specified date range and for that Customer – Ship To.

2) Promo pricing in the specified date range and for that Customer.

3) Default pricing for that Customer – Ship To.

4) Default pricing for that Customer.

5) Default pricing in the default sales order for the day of week, department and Customer – Ship To.

6) Default pricing in the default sales order for the day of week, department and Customer.

Default and Promo costs for Purchase Orders use the following priority (the highest items have the highest priority):

1) Promo costs in the specified date range and for that Vendor – Received From.

2) Promo costs in the specified date range and for that Vendor.

3) Default costs for that Vendor – Received From.

4) Default costs for that Vendor.

5) Default costs in the default Purchase Order for the day of week, department and Vendor – Received From.

6) Default costs in the default Purchase Order for the day of week, department and Vendor.

Using Default Sales Order and Default Purchase Orders

To use a default order, the user goes into a new Sales Order or Purchase Order and does these steps:

1) Press Enter on the site field to get a new order number. The salesperson code, Department, Entry Date, Entry Time and Planned Date to Ship are filled in and the cursor moves to the Customer / Vendor field.

2) Input the Customer / Vendor code or a partial code and press Enter to display the selection list.

3) Input the Ship To / Received From Code or a partial code and press Enter to display the selection list. In many cases, the Ship To / Received From Code is defaulted in the Customer / Vendor Record so it is automatically inserted and the cursor moves to the PO1 field from the Customer / Vendor field.

4) Input the customer PO numbers if there are PO numbers

5) Press the “hot key” to go to the line item screen

6) The default line items and pricing for that day of the week and department are copied to that order and will be displayed. The user just needs to fill in the quantity and verify the price is correct and they are done.

7) Press a “hot key” or Esc to exit from the line item screen and return to the order header screen. The order could not be done with any fewer keystrokes, except if a default number series is selected as explained in that section.