1. General description
2. Scenarios - step by step
2.1 Order -> Warehouse issue -> Invoice
2.2 Order -> Invoice
2.3 Invoice (no order)
2.4 Warehouse issue -> Invoice
2.5 Closing orders
2.6 Deleting orders
3. Sale of services
4. Reports
5. Related topics
1. General description
Processing sales orders involves the following actions:
a) Receipt of order: who ordered what, how many items and when is the
order due.
One item can be listed several times with a different processing date.
The processing date is understood as the date of issue (dispatch) from
the warehouse.
NOTE: Sales orders can be downloaded automatically from on-line orders
e.g. in EDI format or created based on sales offers.
b) Issue of items: how many, which order, identify restocking needs
c) Issue of invoice: which order
The above-mentioned activities will affect stock levels. Example below:
Order Date Order Issued Invoiced To issue
------------- ------- ----- ------ -------- --------
COMEX ZA12/113 2009/01 45 20 20 25
COMEX ZA12/113 2009/02 20 5
COMEX ZA12/113 2009/03 20 5
--o---
Items issued from warehouse ------o
(documented with a posted dispatch note)
During the processing of an order, three statuses are observed: ordered,
issued and invoiced.
The process can be run according to various scenarios described in the
scheme below.
o-------------o o-------------o
| | | |
| Sales | | Sales | <-- (2.5) Closing
| offer o-----------> | order | order
| | converting | |
o-------------o o------o------o
|
|
(2.2) | (2.1)
o-----------------o-----------------o
| |
| |
V V
o-----o-------o o------o------o
| | posting | Warehouse |
(2.3) | Sales o------------------> | issue |
| invoice | | (dispatch |
| | <------------------o note) |
o-------------o generating o-------------o
(2.4) v
Shipment
2. Scenarios - step by step
2.1 Order -> issue from warehouse -> invoice
--------------------------------------------
* Sales order, order reserves warehouse items
* Creating an issue document based on a sales order
1. Serial registration after marking items for issue
2. Automatic registration according to GS1-128 label information
3. Automatic registration according to records in CSV file
The number of issued items is recorded. Reservation is released.
NOTE: Currently it is possible to create a single dispatch note for
multiple sales orders.
Ultimately, each order will require a separate dispatch note in order to
preserve unambiguous numbering: order number --> dispatch note number
--> invoice number.
* Issue of a sales invoice to a dispatch note
The invoiced quantity will be recorded
NOTE: Currently one can create a single invoice for multiple dispatch
notes.
Ultimately, each dispatch note will require a separate invoice in order
to preserve unambiguous numbering: dispatch note number --> invoice
number.
NOTE: Dispatch note and invoice must be from the same month.
2.2 Order -> invoice
--------------------
* Registration of an order in Receivables. Order reserves stock items.
* Issue of a sales invoice in Receivables for sale from warehouse.
The invoiced items are recorded.
An invoice can be prepared in two ways:
1. By converting an order into an invoice (all or selected items)
NA > Orders > Converting
2. By entering items from orders when creating an invoice
* Posting of an invoice will record the warehouse issue and create
a dispatch note. Reservation will be released.
2.3 Invoice (no order)
----------------------
* Issue of a sales invoice. The invoiced amount is recorded. The invoice
reserves stock items.
* Posting of an invoice will record warehouse issue and create a dispatch
note. Reservation will be released.
2.4 Warehouse issue -> invoice
------------------------------
* Creating a dispatch note (without an order). The quantity is recorded.
* Issue of a sales invoice to a dispatch note. The invoiced quantity is
recorded.
NOTE: Currently it is possible to create a single invoice for multiple
dispatch notes.
Ultimately, each invoice will require a separate dispatch note in order
to preserve unambiguous numbering: dispatch note number --> invoice
number.
NOTE: Dispatch note and invoice must be from the same month.
2.5 Closing orders
------------------
Closing an order means that its processing has ended.
There will be no more shipping. Closing released any previous
reservation.
An order is closed when the ordered quantity has not been processed in
full but there will be no more shipping, e.g. when it is not viable to
organize transport for the remaining quantity.
The software will show a warning when order is closed and the warehouse
issue quantity is different from the invoiced quantity.
A closed order can be re-opened.
2.6 Deleting orders
-------------------
Processed or closed orders can be deleted. In terms of data integrity,
there is no justification for keeping them, since all the sales
information is already saved in sales invoices and warehouse issue
information is saved in dispatch notes.
3. Sale of services
Services are intangible commodities which can be sold or purchased.
Examples include house painting, advertising, house heating, legal advice,
accounting etc. In Trawers software, sales documents (invoices) can also
include sales of service items.
A sale of services will not cause a warehouse issue and is therefore
processed according to one of the following scenarios:
2.2 Order for service -> invoice
2.3 Service invoice
4. Reports
* Orders remaining for processing - according to days/weeks
* Invoices issued to sales orders
* Items in need of restocking - according to orders
* Ready to ship items according to orders
* Issues for processing orders
* Delivery notes
5. Related topics
* Closing sales orders: manual, item after item
* Closing sales orders: serial for expired orders
* Deleting processed and closed orders
* Copying offers and sales orders
* Creating invoices based on sales orders
* Sending orders by electronic mail with attachments
* Creating dispatch notes based on sales orders
* Creating sales invoices based on orders, item after item
* Downloading sales orders from external systems via SOA
* Creating sales invoices based on purchase invoices
* Creating sales invoices based on dispatch notes
* Creating sales invoices based on recurring invoices
* Notifying users of due and overdue orders