Sales Order Processing
 

Manufacturing and Distribution

Sales Order Processing

Overview

GBMS Sales facilitates the entire order processing life cycle and its related functions, such as: prospect and customer information management, proposal & quote creation, sales pipeline monitoring, multiple pricing models, sales orders, inventory allocation, shipping, manifesting, invoicing, customer returns (RMA), integration to financial systems and GBMS eCommerce.

Completely integrate the sales module with manufacturing, purchasing, inventory, and eCommerce to eliminate errors and increase business process efficiency. This integration allows support for purchase-to-order, build-to-order, configure-to-order, B2B, and B2C.

  

Features & Functions

  • Orders — Submit pricing, terms of sale, and descriptions of goods and services offered to prospects and customers. Easily convert quotes to orders. Quickly generate shipments, invoices, pick lists, PO’s and work orders. Drill down to related documents directly from the sales order screen. More...

  • Multiple Catalog System (MCS) — If there is one area in your business that you would like to make simpler to decrease order entry problems, would that area be sales order entry? One of the biggest problems in order entry for companies today is the complexity of product numbering systems. If you only use one numbering system, your own, that is hard enough. However today many companies are often shipping direct from suppliers to lower their inventory levels and costs associated with slower moving items. If your customers like to order via OEM, (original equipment manufacturer), part numbers, this can add a great deal of complexity to order entry. The solution would be to have a cross-reference system to allow customers to order via any number they wish to, and let the system validate the number instead of order entry having to check catalogs to find the right number.
    With our new Multiple Catalog feature, we allow you to set up multiple catalogs for order entry. This allows companies to let their customers order via their part numbers, OEM part numbers or any part numbering system they wish. This simplifies order entry at the line item level and helps prevent mistakes which increase overheads.

  • Sales Quantity Multiple (SQM) — Another problem is getting order entry to enforce quantity multiples in which a product can be sold. Inventory is often kept in a unit of measure like each. But when you sell the item, and want to sell the item in multiples like 3, 6, 9, or 5, 10, 15. Our Sales Quantity Multiple feature (SQM) allows you to set up a multiple in which a product is sold and is enforced that policy at time of order entry. Again, we are enforcing your policies to eliminate time consuming problems or shipment mistakes caused by order entry.

  • Ship To Lookup (STL) — The company that is placing the order may be one of a hundred branches. The answer is STL feature of GBMS (Ship To Lookup) order entry. This feature allows you to create orders based on the ship to address and automatically provide the bill to information. After all, a branch office person usually knows where they are ordering from, but may not know where or who the main office is. In addition, the system allows you to set a default ship from warehouse per ship to in order to help you minimize shipping charges in a multi-warehouse environment.

  • Sales Commistion — You can define the commission plans that apply to your organization. An unlimited number of plans may be defined. Then, you can fill out the required parameters:
    • Plan Name
    • Rate Source (Item Master or Commission Plan)
    • Commission Rate (required when the Rate Source is Commission Plan)
    • % of (slaes or profit)
    • Earning Event (approval, shipping, or both)
    If the Rate Source is Commission Plan, you have the option to indicate if any conditions apply to the commission calculation. Conditions could be:
    • Sales Order dollar amount (or profit) above a specific amount, and/or
    • Period Sales (or profit) above a specific amount. If this applies, then indicate if your period is:
      • – Weekly,
      • – Monthly,
      • – Bi-Monthly (1st through the 15th, and 16th through the end of the month), or
      • – Quarterly
    If the Rate Source is Item Master, then the rate that is on General Tab of the Item Master screen will apply to each sale. Sometimes, it is necessary to split the order or to assign it to another rep. GBMS has functionality to support for changing the commission assignment through commission split feature.


  • Commission Calculation — Commissions are calculated when:
    1. An order is approved (where applicable),
    2. A shipment is processed (where applicable), and
    3. A user clicks the [Calculate Commission] button in the Commission Split screen. This button is used when commission changes are made after an order is approved or shipped.
    A commission report can be made available from the shipping screen in addition to the Report Menu.
    If your organization has one or more commission plans that are contigent upon period sales (or profit), then you should run the report from the Report Menu at the end of each period.


  • Configure-to-order — Make convenient, order-specific changes to the bill of material and routing configuration of built, assembled and kit items during order entry. For example, edit sub-assembly items and quantities. More...

  • Customer Management — Enter and maintain detailed billing and shipping information about your customers. Track information, such as address, sales history, terms of payment, sales tax, contacts, and customized fields. More...

  • Return Material Authorizations (RMA), Credit Memos, & Debit Memos — Integrate with sales orders to allow for quick approval. Locate the originating order and return specific order lines, or create returns without requiring back-up documents. Also, issue credits or debits without inventory transactions. More...

  • Invoicing  — Create invoices directly from the Shipments screen, or use a batch invoice feature to generate invoices for all closed shipments based on date range, bill-to customer, ship-to customer, and shipment ID range. More...

  • Recurring Invoices  — Recurring invoices for customers can be created. The invoice may be based on:
    1. A fixed amount
    2. A stored procedure that performs a calculation (based on customer inventory, for example).
    3. A dollar amount owed. Example: As soon as shipments total $5000, an invoice is created.
    4. A weekly, monthly, or quarterly schedule (every 1 week, 2 weeks, 1 month, 2 months, etc.)
    All of these options will support auto-generation and emailing.
    Also system can create Invoice-On-Demand, where a user will create an invoice with non-inventory items on it. The invoice will support a partial payment schedule with auto-invoicing capabilities.

  • Invoicing Options — For consolidated shipments, the system will generate either:
    • – One Invoice per Shipment,
    • – One Invoice per Order, or
    • – One Invoice per Pick List
    Depending on your selection, one or more invoices will be generated when you click the [Invoice] button in the shipping screen.

  • Account Reps & Sales Territories — Track account information for sales reps and organizations. Group customers and account reps into sales territories. More...

  • Pricing Models — Store each item’s SRP and cost, as well as create multiple cost schedules, item price lists, and discount schedules that can be assigned. More...

  • Consignment Warehousing — Ship goods to customers’ consignment warehouse and effectively track inventory levels.
 


Image 1: Orders—Header tab

In the Header section, store the general order information, including billing and processing details.
(Click here for more examples.)

 

See GBMS in action...

Watch this summary demo to discover how the SOP features will help streamline your business. View Demo


Image 2: Sample sales report

 

Documents & Reports

  • Quotes Report / Quotes Report with Detail

  • Sales Order / Sales Order w/ Freight Information

  • Customer List

  • Sales Booked

  • Sales Booked Detail

  • Sales Invoiced

  • Customers Missing Resale Certificate

  • Shipping Summary

  • Return / RMA document

  • Invoice Document
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