Requirements – Sales Order Processing (SO)
Blog: Biz-Performance, David Brown
Sales Order Processing (SO) |
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1.1 General requirements |
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(a)
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The following order types will be supported:
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(b)
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The following data will be stored for each customer:
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(c)
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Stock will be held in multiple warehouses.
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(d)
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Each customer will allocated to a particular warehouse at delivery address level, and which can be over-ridden during order entry.
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(e)
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Each warehouse will have multiple bins, with some stock being at more than one bin location.
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(f)
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The system will maintain a customer/ product discount matrix.
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(g)
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The system will maintain a file of promotional prices, being customer/ product discount matrices for specific time periods.
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(h)
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It will be possible to override the prices displayed when the order is input.
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(i)
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It will be possible to override the line discount percentage when the order is input.
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(j)
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It will be possible to suppress printing the discount on invoices, i.e. show the net price only.
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(k)
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It will be possible to bar customers from buying certain product ranges (to prevent customers buying another customer’s own brand goods).
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(l)
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An expected delivery date will be held for each order line.
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(m)
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It will be possible to add the following to invoices:
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(n)
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It will be possible to suppress the printing of the above.
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(o)
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It will be possible to suppress the printing of lines containing components on invoices.
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(p)
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Foreign currency will be supported by the system. The unit price will be converted to the foreign currency at the current exchange rate.
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(q)
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There will be no restriction on the number of lines on an order.
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(r)
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The field size for unit prices will be 999,999.99.
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(s)
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The field size for quantities will be 9,999,999.
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(t)
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Sales order processing will have links to the following systems:
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1.2 Order input |
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(a)
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Multiple order lines will be contained on a single screen.
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(b)
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To assist with input there will be an alphanumeric search facility on customer name.
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(c)
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To assist with input there will be an alphanumeric search facility on product description.
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(d)
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If it is possible to create a new customer record during order entry, their credit limit will default to zero.
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(e)
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During order entry it will be possible to make enquiries on customers and products.
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(f)
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The field for the customer’s own order reference will be 30 alphanumeric characters and be printed on delivery notes and invoices.
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(g)
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There will be a field for comments on the order entry screen, but these will not appear on documents.
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(h)
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There will be an option to allocate less stock than is ordered even if there is stock available.
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(i)
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If a particular order line is out of stock, the system will offer:
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(j)
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The system will allow for the allocation of stock that is not yet available, thus creating negative free stock.
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(k)
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If insufficient stock is available, there will be options to:
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(l)
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If an item is out of stock it will be possible to select an appropriate message to appear on output documents.
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(m)
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As order lines are input it will be possible to monitor the weight/volume of the order.
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(n)
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There will be a field for the input of delivery instructions. These may be customer delivery address specific.
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(o)
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It will be possible to combine multiple deliveries on one order.
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(p)
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The number of labels required for delivery documentation will be input at the end of the order.
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(q)
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User-defined analysis codes such as sales representative or customer type will be picked up at order entry time from the customer record, and applied to each order for sales analysis purposes.
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(r)
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During order input it will be possible to insert/amend/delete/add lines.
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(s)
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It will be possible to record item serial numbers against each order line after picking as a means of tracking individual stock items so that returns under warranty can be validated.
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(t)
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A customer record can be set to accept no new orders.
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(u)
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The order will be stopped at the start of the order entry if the outstanding balance and existing orders exceed the credit limit.
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(v)
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The order will be stopped if the outstanding balance, existing orders and the new order together exceed the credit limit.
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(w)
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Only the credit controller will be able to release stopped orders for further processing.
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(x)
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When credit notes are input, the operator will be able to select whether:
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(y)
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Forward orders, repeat orders and call-offs will be automatically released as current orders based on due date.
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(z)
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Quotations and pro-formas will be converted to current orders when accepted.
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(aa)
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Back orders will be released when stock becomes available, using the following methods:
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(ab)
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It will be possible to put orders and order lines on hold to prevent further processing.
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1.3 Sales order cycle |
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(a)
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The following processing cycle will be followed, but may be customised if required:
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1.4 Data output |
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1.4.1 Enquiries |
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(a)
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Screen enquiries will be made on orders by the following routes:
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(b)
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In each instance, enquiries may be restricted to individual or combinations of transactions.
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(c)
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It will be possible to enquire on the status of each order line as it passes through the system, and to review the documents printed to date.
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1.4.2 Documents |
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(a)
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The following user-definable documents will be printed by the system:
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(b)
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The delivery note reference will appear on labels.
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(c)
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Picking lists may be printed for single or multiple deliveries.
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(d)
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Picking lists will group stock requirements by product for multiple deliveries.
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(e)
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Picking lists will be printed for stock transfers and issues.
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(f)
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Picking lists will be printed at the relevant stock location.
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(g)
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Picking lists will be sorted by bin location.
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(h)
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Invoices will be printed with standard user-definable messages.
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(i)
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It will be possible to reprint all of a document print run, or ones for individual orders.
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1.4.3 Reports |
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(a)
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Outstanding order reports may be selected and sorted using the following fields:
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(b)
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The information appearing on order reports will include:
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(c)
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The content of reports on orders will be user-defined and may be changed at run-time.
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