Jewel - Sales Order & Invoicing

This module is used to prepare / generate documents like quotations, orders, invoices, credit invoices, memos, memo returns, export invoices and in a nutshell process the order received. Owing to its interface with the inventory and accounts receivable all sales orders received from a client will find corresponding entries / changes in these modules like a reduction in available inventory and in an increase in the amounts to be collected from customers.

Tracking systems have been made available to monitor the status of customers corresponding to each salesperson. A list of pre- defined comments is also provided available for use in printed documents like quotations, sales orders and invoices. Ready formats are available for generation of detailed as well as summary reports.

Module Highlights

• Auto calculation of the sales tax, insurance and discount rates
• Provision to set price levels & payment terms for each customer as well as for customer categories
• Provides automatic indication when a variant price level is entered for a customer
• Provision to hold transactions for a customer category or a customer if need arises
• Customer categories can be set up to avoid repetition
• Facilitates addition of new customers and inventory items while making entries in sales order

Set ups

To avoid repetition of commonly used data and to enable faster preparation of sales related documents the module has a “Set-up facility” that provides for:

• Customer Category
  Defining a “customer category” so that customers that have similar requirements and are applicable for similar discounts can be grouped together in this screen. This also stores details about the number of days permissible for credit to this category along with any special terms if applicable.
• Customer
  The customer can be defined here with the association of its ID can be generated. This Id stays unique to that particular customer. Related details like the contact person and the customers telephone number and address can be stored. This is useful in other modules like stages like “packing” & receivables wherein the documents like labels, invoices, receipts would require these details to print alongside the other details.
• Payment Terms
  Each individual payment term can be related to a unique ID. This ensures that while preparation of the invoice the user does not have to type out the terms again, since he has to just pick the appropriate “payment term” from the ones entered earlier in this feature.
• Message
  The standard messages that may need to be sent along with the documents can be entered using this screen. Similar to the above features each message has a different ID and any message can be inserted from here in any document as long as it has been entered initially using these screens.
• Ship Via
  This contains a list of the mode of shipment to be used for delivery of the consignment to the customers.
• Salesperson
  The entire list of salespeople in the organization along with their commission structures and contact details can be made available via these screens.
• Customer Special Price
  Some customers may be eligible for a special price on certain items .The set for this contains the special prices for each items related to each customer. This feature is particularly useful when the invoice is the prepared for a customer for this special price. In that case the system will automatically pick up the right (special price for this item) based on the details entered.
• Item Synonym
  Few items may have a commonly used synonyms associated with them. Users may sometimes use these synonyms on account of their frequent usage in the industry. This facility enables users to use these terms since the system would recognize the actual linked terminology that has been entered into the system.

Transactions

All day-to-day sales related transactions are recorded using this “Transaction” feature. By its very name, it indicates that a user will need to use it “to transact” within departments or with entities external to the organization.

• Sales Quotation
  Using this feature quotations that need to be sent to clients can be prepared within a matter of minutes. The system already has a list of items, styles and the corresponding prices that have been “set up” earlier. Using this feature making a quotation is an easier & more accurate process since details do not have to be manually entered or prices do not need to be manually calculated. The system takes care of the calculations according to the quantity being quoted for and the description of the items.
• Sales Order
  This screen is used to record the details of the sales orders received. The sales order details are entered corresponding to the invoices given to customers .In this simple & easy to use screen, we have made provisions for viewing the general ledger & the invoice directly via links in the same screen. The user avoids going to another module and unnecessarily opening multiple screens simultaneously
• Sales Invoice
  Invoices are prepared using the details entered earlier like the contact address, item type, corresponding prices of those items and the applicable discounts. The system automatically picks up the relevant details about price calculations from the data available in the set up modules.
• Sales Credit Invoice
• Sales memo
  When goods are given to customers with the understanding that they will be invoiced / billed if they are re-sold to other clients, in such a case they would be sent on “memo”. This can be recorded and a memo can be raised using this screen provided.
• Sales memo Return
  Clients sometimes return items that have been sold via by memo, if the entire quantity of goods is not sold. These returns can be facilitated and the corresponding changes in inventory and related accounts can be transacted using his screen.
• Sales order Edit
  At times, details of sales orders received need to be edited to incorporate additions, deletions suggested by clients. This screen enables a user to record these changes and since this is lined with the related modules like inventory and accounts these changes are directly reflected in the modules.
• Sales order quantity change
  The customer that has placed the order may want to change the order quantity. This change can be incorporated in the system by using this screen
• Make Transaction View Only
  To ensure that no further modifications are made to the sales orders, and other related documents. This can be done for a transaction or a range of transactions or a range of transactions.

Reports

• Sales Order Register
  This report generates a detailed list of the sales orders received for a range of dates, i.e. for a week, day or month etc .The report clearly shows the tally of the item quantity ordered and the order value summary.
• Sales Invoice Register
  This would display the total number of invoices received for a given range or accounting period.
• Sales Memo Register
  A report of goods sold on memo basis is obtained here. This summarizes the total number of memos issued along with the summation of price and quantity. This report cab be obtained for a range of value or accounting period
• Sales Memo Return Register
  This report would give the management an insight into the total number of returns in a day, or in a particular period, along with the quantity and total value. This report would help the management pin point the items being returned frequently, or ascertain the customers whom they would need to be extra cautious about quality. This report would help to calculate the value of the goods returned .
• Sales Memo Return (Open) Register
  This would give details similar to those of the sales memo register, except that the details are generated for open memos
• Open sales Order Report
  This gives a summary of the open orders received with respect to item type and value of the open orders. Changing the parameters like customer type, casting, stone, salesperson & transaction date can customize this report. This gives the management a tool to analyze the various aspects of open sales orders generated.
• Open Sales Memo Aging Report
  This report would give the management the status of payments due & the duration since when they are due (referred to as aging).It segregates the payments due into various sections like :less than 90 days, between 90-270 days , more than 360 days etc .This will help the management to know at a glance which customers would require a greater follow up & will also help them to set revised terms and conditions for some customers.
• Sales Order Status Report
  This report would give the completion status of an order. It may be quite possible that the ordered quantity for a particular quantity may differ from the invoice quantity. This report would help the management spot this and take corrective action.
• Sales Analysis Reports
  This would provide you an analysis of the average price of an item sold. Depending on the specific terms and conditions of the sale it may happen that the price of the item sold varies from customer to customer. The sales analysis report would give the average rate for a particular item over a range of values
• Sales Summary by Item / Lot- Sublot
  This would give a summary of the sales that have been made with respect to each item , each lot & sub lot .This would enable the, management to analyze which items are getting them greater business and help the focus more on those.
• Sales Summary by Category / Lot#
  Similar to the above report, it would give a sales summary with analysis of an entire category of items.
• Sales Summary by Lot Group
  It gives the total number of sales obtained from a particular lot group
• Sales Summary by Customer
  This would help to identify the higher value customers and also help in segregating them into categories based on the relative value they bring to the organization.
• Sales Summary by A/C period
  Would help to compare the sales made in a given accounting period with those in another one .Its very useful to get the values of goods & compare monthly sales of previous years. This would help to spot trends & help predict jumps in business.
• Sales Register by Sales person
  This would give a complete list of salespeople with their corresponding sales made , with values and items sold .
• Profitability Report
  This would give the management an insight into their profitability taking into consideration the cost of production. This can be obtained item wise, accounting period wise etc.