Order Entry

Customer Orders

Obviously, the Customer Orders window is where you will record all your sales transactions. You can also get to your Invoices, Picking Slips, and Packing Slips from this window by way of the navigation buttons at the top.

There are a couple of special features in ordering that is worth mentioning before we begin. When you select the product your customer is ordering and enter the quantity, the application will check the inventory level for that item. If there is not enough inventory to fill the order, a pop-up message will appear advising you of the situation. The message will also give you the negative balance caused by the order. This allows you to adjust the quantity ordered and place the balance on backorder.

If the quantity ordered places your inventory balance below the reorder level, the application will also send you a message advising you of this, as well.

Instructions For Entering Customer Orders:

1. The current date will automatically display when you select the NEW ORDER button.
2. The CUSTOMER # field is a drop-down list of your customers. When you select the desired customer, the number will display in this field. The Customer's name and address will also display in the Customer panel and also in the Ship To panel.
Important: If you are shipping to a third party, rather than the customer placing the order, use the drop-down Alternative Shipping list and select the name of the party the order will be shipped to. This feature will only work if you have set up the Third Party Shipping section of the application.

3. The ORDER NUMBER has been set up as an automatic number. If you do not wish to go with the autonumber, you can change it to whatever numbering system you wish to use. The Packing Slip, Picking Slip, and Invoice numbers are set to default to the automatic order number. If you prefer using different numbers for these documents, you can simply change the numbers.
4. Using the DELIVERY DUE field in combination with the SHIPPED DATE field will allow you to use the On-Time Delivery function offered by the application. The SHIPPED DATE is located in the Order Status and in the Order Tracking views.
5. The name of the customer representative who is placing the order can be entered into the CUSTOMER REP field. This is optional.
6. The NO field is a drop-down list where you can select the item being ordered. Products are listed by name for convenience. Once selected, the product code will display in this field and the product name will display in the Item field. The price and unit information for the item will also be displayed.
7. Next enter the quantity being ordered in the QUANTITY field next to the product name. When you press enter of tab out of the field, the application will perform several tasks. First, it will check to see if the quantity being ordered is in stock. Next it will deduct the quantity ordered from your inventory. Finally, it will check to see if the quantity ordered reduced your inventory below the reorder level. If there is sufficient inventory and the new balance does not put the inventory level below the reorder point, nothing will happen beyond the quantity you entered being displayed in the QTY OUT field and the subtotal for the order is calculated.
• If there isn't enough inventory in stock, a message will display advising you of this and allowing you to adjust the quantity ordered and set up a back order for the balance of the product.
  If your current order reduces the product inventory below the reorder level, a message will display advising you of this.
8. If your customer is ordering more items, repeat steps until the order is complete.
9. Once you have entered all the products that your customer is ordering, you can go on to the bottom of the order form and enter the transportation company that you will ship the order with by selecting the company from the drop-down list in the TRANSPORT CODE field. The supplier number will display in this field and the name of the shipping company will display in the field above the shipping address in the top right of the screen.
10. Set any shipping charges and taxes that apply to the order. There are also two fields for naming the tax you are charging. (for example: Federal and State for U.S., GST and Provincial for Canada, and the equivalent for other countries)

Once your shipping charges and taxes are entered you are finished, Built For Business will calculate the total for the order.

If you need to print a Picking Slip for filling the order, you can go to the Picking Slip directly from this window. You will find the Picking Slip button at the top of the order form. You can also access your Invoices and Packing Slips from this window as well.