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Main Menu > Sales Ordering > Reocurring Sales Order Entry/Maintenance |
The Reoccurring Sales Order Entry/Maintenance program allows users to create and edit sales orders that automatically reoccur at a given interval (eg. weekly, fortnightly, monthly etc). This feature works in a similar way to the Periodic Billing system. Please refer to Periodic Billing Maintenance for more information.
 Reoccurring Sales Order Maintenance - Header Information Screen
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 Reoccurring Sales Order Maintenance - Line Items Screen
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 Reoccurring Sales Order Maintenance - Total, Messages & Freight Screen
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 Reoccurring Sales Order Maintenance - Recurrence Details Screen
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Creating Reoccurring Sales Orders
To create a new RSO click the New Reoccurring Order button.
The Header Information screen allows users to select the customer, delivery code and other sales order header details, including the ship type, etc. Users can select to automatically pick up the addresses and sales rep code from the customer masterfile and delivery address masterfile, which will ensure that if the details are altered in the masterfile then the reoccurring sales order is automatically updated. Alternatively, the addresses, rep code and ship-type can be specified on the reoccurring order.
Many pricing options exist to allow users to select the correct pricing from the various pricing levels within BBS. The Line Items screen allows users to specify the line items for the reoccurring sales order, and specify the quantity required, as well as line and purchasing comments. Users can also select to enter a specific price (this price will need to be reviewed manually on an ongoing basis), ‘Customer Default Price’ which will select the price for the product that would be offered automatically when entering a manual sales order for this customer for this product. There are other options available including Standard Sell Price and Alternate Price.
The Total, Message & Freight screen allows users to specify a freight amount, as well as messages for sales orders. Messages can contain automatically calculated dates that can be inserted using the ‘Auto Date’ drop-down.
The Recurrence Details screen allows users to select the interval which the order should automatically reoccur. The recurrence selections specify the 'Pick Date' on the sales orders automatically created, and therefore users should think about the date which they want the goods to be picked and delivered, rather than the date they want the order created. The ‘Days in Advance’ option allows users to specify the number of days prior to the pick date that they want the order to automatically create in the system, to ensure enough time to purchase any goods that are out of stock.
Users can specify to have an order reoccur multiple times a week on certain days, or on one day in a week every week, fortnight, three weeks etc. Users can also specify that an order should reoccur on a specific date every month, every second month, every third month, etc, or on a single day every year, every second year, every third year, etc. Users can also specify a start date and the ‘Next Occurrence’ date will be calculated and displayed automatically to ensure the selections are correct. Users can specify that a reoccurring order should automatically expire after a certain number of recurrences, or by a certain date.
Once all entries are complete, users must click the Save Changes button before the entries are saved. All sales order restrictions including minimum order value, minimum order value for freight free threshold and minimum G/P% are checked and if any restrictions are breached, an override password will be required. The reoccurring sales order system records which restrictions an override password has been entered for so these breaches are not reported as warnings when the orders are created. Please refer to Generate Reoccurring Sales Orders. |
