Order Processing with Systemize!
Main features of the order processing module include:
- Create Quotes, Order Acknowledgements, Dispatches, and Invoices.
- Handle regular sales orders, and rentals and demos - and track demos out in the field.
- Integrates seamlessly with inventory control and the accounting modules.
- Create custom sales reports, track outstanding orders, and maintain a custom approval flow with the Databuilder®
- Manage order returns through the order RMA functions.
- Quotes can be turned into orders with the click of a button.
- Approved orders automatically appear in the shipping manager's screen to prepare for shipment, and shipped orders automatically appear for invoicing.
- Process credit cards directly using the Credit Card Processing function.
Logical Workflow with Customizable Approvals
The order flow is logical and allows the flexibility for partial dispatches and invoices, while the system keeps track of outstanding balances automatically to make sure that everything is accounted for properly. Using the file attachment system you can attach customer purchase orders, tax certificates, and delivery notes to any record in the process. Each step in the process takes just a couple of minutes to fill out, but the difference to your company is huge! Use the DataBuilder® to construct custom reports on anything you can conceive, allowing reporting on anything from outstanding orders grouped by date, to order intake, to commission values by distributor. Credit cards can be authorized, and payments can be processed, from Systemize! using the built-in Credit Card Processing.
Seamless integration with the Inventory Control module helps you maintain highly accurate stock levels. Every time an order is dispatched, stock levels
Quote
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Quotes can be raised in any currency, but still be reported on in your local currency, making international sales simple.
Multiple price lists can be utilized, even on the same quote, allowing you to maintain pricing in a variety of organized lists.
Discounts and tax can optionally be entered, along with myriad other information.
Just like every record in Systemize! files can be attached, for example - you may wish to store a PDF of the customer's tax certificate. Filing cabinets full of sales documentation can be a thing of the past! Learn more about document attachments.
Professional quotations can be printed with the click of a button, with your companies logo and address. They can even be exported as a PDF, Excel, or Word file.
Acknowledge
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Orders can be acknowledged either from scratch, or by importing a quote. When imported, all the information that you've already entered will be automatically filled in, along with the line items that you choose to import.
Additional data is also available to be optionally filled in on the order, such as sales rep/distributor commission, end user information, and a credit card can be authorized for later charging using the credit card handling function - without having to store any card details after entry.
Dispatch / Fulfill
An order can be dispatched across multiple dispatch notes, or all on one. Parts are automatically issued from stock when the dispatch is posted, meaning no more forgotten stock transactions when sending out orders - which will save countless hours when stock check time hits.
As many partial dispatches can be created as required, and all outstanding quantities left to dispatch on each order is automatically updated.
If a serialized part (any part can be flagged as requiring serial numbers), then the serial numbers being dispatched are looked up from the dispatch from available serial numbers in stock-on-hand.
Invoice
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Invoices are generated against dispatches, with the ability to have multiple invoices generated against a single dispatch. This is great when you wish to allow your customers to stagger payments. All outstanding balances are kept up to date automatically.
Values from the dispatch and order acknowledgment are automatically filled in for you when the dispatch to invoice is selected.
Additional financial values are also selected, including tax values (with support for taxing some lines and not others, and selection of taxing shipping and/or handling).
U.S. Tax rates can be automatically looked up with the click of a button. The different tax rates, based on the delivery date, are then caluclated into the invoice, and broken down - for example state tax, county tax, city tax, etc.
The printed invoice is designed for easy mailing, with addresses aligning with appropriate standard E6 envelopes.
Reporting
Only Systemize! features the custom reporting power of DataBuilder® technology, offering the most flexible means of getting the information you need available. The order processing module comes with several built-in reports to get you started, including order intake, distributor commission, sales tax, orders by product, and many more. But your business is unique, and you can now create reports drawing on data throughout Systemize!, to truly take your business to the next level.