EX*IN*CO Systems
Order Entry System
The Order Entry System is designed for better, faster customer service as well as increased efficiency. This is accomplished by the highly interactive way the system responds quickly to changes and additions to customer orders, will-call orders, cash invoices, and a short time frame between the time an order is placed and when it needs to be extended and invoiced. This unique capability is made possible by storing extensive ordering and pricing information for every customer, thus making billing as automatic as possible and minimizing manual entry and time. The System can be operated interactively as a full order processing system or a direct billing system from order to order. Invoices can be processed and printed in selective batches, or run in a direct print mode, depending upon the nature of the individual order. What this provides is a system that is simple, fast, and flexible. It works in the way your business works, not forcing a rigid method of billing. THE RESULT IS HIGHER CUSTOMER SATISFACTION ALONG WITH REDUCED COSTS DUE TO ERROR REDUCTION. 

System Features 

  • A Pre-Order document can be printed geographically by Salesperson and by order cycle. This document shows products that a customer has purchased historically. It is a valuable marketing tool because it calls attention to the market potential of every customer, and could be used as a sales route book. This document can also save time in the order-writing function since it can be simply filled out with ordering quantities and then entered on the computer. The same buying history can be optionally shown on the screen when entering the order to aid customer service. 
  • A picking list/packing slip can be printed for every order, individually or batched. Picking lists allow quantities shipped to be entered and, if needed, shipping weights by line item on the order. 
  • All orders can be maintained...items, prices, and quantities can be added, or changed as needed. Items can also be deleted. In preparation for invoicing, orders can be changed as needed, or shipped complete as an intact order, minimizing operator time and errors. Non-stocked items can also be invoiced. 
  • Invoices are automatically produced by batch, or individually. Invoices can be costed, showing profit and profit percentage by line item and/or by invoice. Line item random weights, shipping weights, add-on charges and promotional discounts can be shown, if needed. 
  • The Order Entry System offers the ultimate in pricing flexibility yet is simple for the user to maintain. This offers the capability to manipulate prices as needed to maximize market penetration and profit. If desired, special sales programs and bids are allowed. Pricing changes can be made in advance of their effective dates. 
  • Line item pricing options include: 
    • Dollar volume discounts 
    Case volume discounts 
    Individual line item discounts 
    Cost plus pricing 
    Unique bid pricing 
    Discount by product group 
  • Plus pricing can be overridden by: 
    • Promotional pricing by line item by customer class or for each customer 
    Broken case prices 
    List Price - multiples optional by line item 
    Free goods pricing 
    Manual override pricing 
  • Order entry is fully integrated with accounts receivable, sales analysis and inventory. 
Audit Features
  • On line verification of all data entered: 
    • Range checking 
    Readable error messages 
    Reasonability tests on prices, weights, quantities 
  • Daily status reports to insure control. 
Inquiries
  • Order/Backorder Inquiry - Shows each order a customer has in system. 
  • Pre-Order Inquiry - Shows what each customer has historically bought. 
  • Inquiry on orders entered in past several months. 

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    NOTE: Inquiries show heading information and all line item detail in inventory item order and may be accessed by customer number or name reference. 

Reports
  • Order Status Report - Shows basic order information by order including order stage (e.g., ordered, shipped or invoiced). 
  • Daily Temporary Out Report - Line items not shipped referencing inventory item, price, customer and order number. This could be considered a back order list. 
  • Ordering Review Report - Normally run prior to invoicing. This shows any line items that were not shipped or short shipped by order and customer. 
  • Daily Route Sheets - Lists invoice amounts and add-on charges by order and customer. Could be used as a delivery manifest for driver deliveries. 
  • Invoice Register - Shows invoice amounts and add-on charges in invoice number order. 
  • Customer Name and Address List - Also includes common ordering and special pricing information for each customer. 
  • Load sheet with all items combined for a route. 
  • Backorder Report by customer. 
  • Backorder Report by salesperson. 
  • Order guides. 
  • General order guides for selected customer types.