e-DISTAC Order Entry Features

>> Order Entry

e-DISTAC is the most comprehensive yet flexible Order Entry System on the market today. A single screen does it all. Only one screen to learn and the user can create an order, a quotation, a picking list, a shipping ticket, or a sales confirmation. Credit Memos, as well as all types of adjustments to the inventory and receivables, are entered through this same “Single” Order Entry screen. Every piece of data or data field on this screen may be initially entered, changed and changed again without limitation or having to go to any other screen. With the multi-window capability, the customer as well as the inventory Databases, may be used to make Order Entry even more simple.

This is no ordinary Order Entry screen. It is a special layout designed specifically for the transactions encountered in the distribution business.

Order Entry Features

	Sales Quotations and Picking Lists can be printed with or without prices.
	All sales transactions can have unlimited quantity of pages.
	A single invoice can have unlimited line items.
	Order Entry is accomplished via one screen that contains three windows, one for the invoice itself, a second for customer information and the third for Inventory information.
	The sale invoice heading information and bottom line totals are always displayed with correct totals, even though changes are made to one or more of the seven detailed items displayed at one time. All stock detail items may be viewed simply by continuing the search of a given invoice with the SCAN function key. Scanning of detail may start at any line items number and stop at any other number.
	Sales transactions may be open account credit, cash, COD, credit card and credit memo.
	All sales invoices are numbered by the system.
	All that is necessary to create a Sales Invoice is the customer name or account number and the first line of description or the stock number for each being purchased. The system does the rest including item pricing, line extensions and invoice totals.
	Line item pricing defaults to Inventory Price1, or may be directed to “Specials”, Customer Quotation, Matrix Pricing or Price 2,3,4, or manual entry override.
	System allows unlimited tax collection. Tax for three taxing authorities may be collected through the use of a single tax code.
	Tax is calculated by line item, which allows an invoice to contain both taxed and non-taxed items.
	Discount can be by line item and/or trade discount calculated at the bottom of the invoice.
	Line item discounts and trade discounts are in addition to the different pricing methods available via the Inventory Control and Customer databases.
	Preparation of invoice is assisted by multi-windows; one is to search for customer information and a second for searching the inventory database.
	Selection by function key causes an Inventory Stock item displayed in the inventory window to be added to the invoice, thereby eliminating the need to enter stock numbers for each invoice line item.
	A price code field displays the source of a line item price, such as “S” for the Specials pricing, “C” for Customer pricing, etc.
	A line item code is used to indicate special activity such as item backorder, create a stock number for an item, and place it in an inventory file, or return an item, and place it in an inventory file, or return an item to stock on a Credit Memo.
	Special invoice add-on charges include Tax, Freight, Insurance, Special Handling and Misc. Add-on.
	For special orders or non-stock items, the system will automatically create a stock number, as well as entering the item into the Inventory Database. This eliminates the need to go to some other screen to handle special orders.
	When directed by function key, the system places all special order items into the Purchasing Reorder file ready for issuing a Purchase Order. It also places these special order items on open invoices waiting for the ordered items to be received. When the ordered items come in the open invoice can be completed.
	Each customer can have 99 different addresses with each having separate tax codes, salesman commission rates, freight rates, trade discounts, invoice terms and zone freight.
	For each customer address there can be separate shipping or delivery instructions.
	Each line item can have five lines of description and only the actual quantity of lines used are displayed or printed on the invoice.
	Comments can be entered at any line item position and there is no limit to the quantity that can be used on a sales transaction.
	If neither the customer’s name or account number is known, the partial key search provides assistance by allowing a continuous search of the Customer Database via the customer window. Enter as much of the name or account number known. The system will start at that point and allow continuous searching until the correct information is displayed. All of this on the same screen as that used to create a Sales Invoice.
	When the stock number and the key line of description are both unknown, the key name and partial search features assist through the use of the inventory window to display the appropriate information. By entering as much known of either the stock number of the key line of stock description, the partial search will start with the given information and continue until the exact information is located.
	Any invoice, either posted or open, can be recalled at any time and used as the copy for a new invoice.
	Orders can be recalled and changed any time prior to being posted.
	Customer credit is automatically checked and when preset limits are exceeded, a warning message is displayed.
	A customer’s purchases can be reviewed in detail by stock item or in summary. When a stock item is reviewed in detail, every sale of that item is given with the invoice number, date of sale, quantity purchased, price each and facility where purchase was made. When purchases are displayed in summary, the sale of each stock item is summarized showing quantity of times item purchased, average price paid, total quantity purchased and date of last purchase.
	By selection, orders having Quotations or orders having Sales Confirmations can be displayed.
	Customer standard terms of sale can be modified, as needed for any given invoice; this includes discount quantity of days discount applies and net payment days.
	The function keys supporting the order entry screen include: SEARCH SALES INVOICE, SCAN SALES INVOICE, ENTER ORDER, CHANGE ORDER, PRINT ORDER, PRINT SCREEN, DELETE ORDER, SEARCH CUSTOMER Database, SEARCH INVENTORY Database, CHANGE ACCOUNT NUMBER, BACK ORDER or SPLIT INVOICES, ADD INVENTORY FROM WINDOW.
	Sales Invoices can be printed separately, by range of invoice numbers, all open orders, all orders marked and by invoice date range.
	A customer quotation is converted to a sales invoice or sales confirmation notice by function key selection, the sales invoice maintains the same identification numbers as the quotation.
	Quotation listed items can be selected separately to be copied to a sales invoice, which is then processed in the normal manner. Items so directed are marked on the quotation as having been shipped.
	Edit produces a warning if an item is priced below the preset profit margin.
	When an invoice is posted, all associated databases through the General Ledger are updated. This includes the Inventory , Accounts Receivable, Sales Journal and the General Ledger, databases.