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Order Entry and Invoicing
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The Order Entry and Invoicing module of IMAS handles all customer order processing from the original order to the point of invoicing. Fast, efficient and responsive order processing is essential for competitive business performance. With the Order Entry and Invoicing module, you can check a customer's credit limit, item availability, prices, special promotions, customer contract arrangements, and other details without interrupting the ordering process.
Once orders have been entered, picking slips can optionally be produced and invoices and credit notes can be printed or distributed electronically. Furthermore, you have complete control of all customer orders via the Order Management function.
You can call up details of any current order, backorder or forward order whenever you need to, and you can call up details of any customer or item.
The module improves the efficiency of your order entry, warehouse and accounting personnel. It can also enhance your customer service, and help improve profitability.
The major features of Order Entry and Invoicing include:
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Stock for Orders |
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When an order is taken, the required stock is immediately and automatically allocated to the order. If an item is not in stock, the system offers operators a variety of options.
You can: |
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Fill the order from one of your other warehouses |
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See whether the item is due in shortly |
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Substitute another item |
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Backorder |
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Substitute items
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You can record a substitute for each item in your inventory. If there is insufficient stock for an ordered item, the operator can immediately suggest the substitute, or simply use it to fill the shortfall quantity. At the same time, the module records the total order quantity as demand for the item originally ordered |
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Automatic Backordering |
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You can set the system to generate backorders automatically for all short-shipped lines or for certain items and customers.
Backorders and forward orders can be priced when they are entered or when they are released for processing
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Managing Forward Orders |
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Forward orders can be entered as soon as they are received from customers and released for processing at the appropriate time. |
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Demand Recording |
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IMAS records quantity ordered as well as quantity sold. You can record the sales you miss as well as the ones you make |
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Cash Sales |
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Cash Sales can be accommodated and are highlighted on audit reports |
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Credit Checking |
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If the order exceeds the customer's credit limit, a warning message is displayed |
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Profit Checking |
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You can set a range of acceptable profit percentages. Order Entry and Invoicing issues a warning message if the profit for a particular order line is not within the defined range |
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Flexible Pricing |
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An order can be priced in virtually any way you desire. Apart from standard list price, you can have special pricing for individual customers or the negotiated contract price. Apart from the standard list price, you can also specify quantity break prices, discounts or mark-ups for any item. In addition, you can offer special pricing for individual customers and implement price according to negotiated contracts.
You can also use promotional pricing for a specified period |
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Pricing Structure |
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You can define an appropriate pricing method for individual customers and items. For example, your customers might include |
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Established major customers who receive: |
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Contract prices on specified items. The contract prices will apply until the contract is renegotiated |
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Special prices on high volume items |
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Discounts on certain classes of items |
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New major customers who receive |
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Promotional prices on new lines |
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Quantity break prices on other sales |
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Some low volume customers who: |
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Are charged list price on normal sales
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Are excluded from all promotional pricing |
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Have signed costs plus mark-up contracts on specified items. The contract is in effect for a specified period |
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Order Entry and Invoicing determines the price for each order line. If necessary you can override
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Unit price |
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Unit cost |
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Discount rate |
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Discount amount |
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Mark-up rate |
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Mark-up amount |
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Global Price Changes
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IMAS provides a single step procedure for changing the list price of a number of items |
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Sales Commission |
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A salesperson can be assigned to each customer for whom orders are processed. Commissionable sales are accumulated and commission is calculated for each salesperson |
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Picking Slip |
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Once the order is complete, a picking slip can be printed in the warehouse. The picking slip can be printed according to order line sequence, bin location, sequence or route sequence |
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Production Invoices |
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Invoices and credit notes can be printed for shipment with the goods or for posting to the customer |
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Customer Terms |
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Each customer can be assigned a settlement terms description, a period for which terms apply, and a terms discount that applies to payments received within the time specified by the terms period. |
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Electronic orders and invoices |
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If you have the IMAS Utilities module installed, you can accept electronic orders from your customers. You can also transmit invoices and credit notes electronically. (This saves time and paperwork, improves cash flow and leads to stronger customer relationships.)
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Recalling Information |
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You can call up details of customers and items including contract arrangements and promotions, even while you are entering orders. |
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Checking Customer Orders |
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Current customer orders can be displayed on the screen at any time. Details of items ordered, pricing and likely date of availability can all be checked instantaneously. Invoices and picking slips can also be reprinted |
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Units of measure |
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With IMAS you can use three different units of measure to hold, sell, and price your stock. For example, you can stock and sell copper wire by the meter, but price it by the kilogram. You can also sell and price items from broken packs. |
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Sales Tax |
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IMAS provides six sales tax categories, for each of which you can establish two percentage rates. You can identify the individual customer as exempt from sales tax, or as quoting a sales tax exemption number |
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Multiple Currencies |
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Order Entry & Invoicing can accept orders in your selected local currency or in any other currency. You can enter, review, and invoice orders either in your local currency or in any foreign currency. You can use a fixed or variable exchange rate for foreign currency orders |
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The Integration of the Order Entry & Invoicing Module |
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In a fully integrated IMAS system, the Order Entry & Invoicing module exchanges information with other IMAS modules, so the system always reflects the true state of your business.
Here is how Order Entry and Invoicing communicates with the other IMAS modules |
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Stock quantities and demand details are updated in Inventory & Purchase Order Management |
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Invoices and credit notes automatically update customer account balances in Accounts Receivable |
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Sales details are passed to Sales Analysis |
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Sales revenue, cost of goods sold, and sales tax summaries can be posted to the General Ledger automatically or manually |
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