Order Entry Features and Objectives:

The primary objective of the Order Entry System (OE System) by Legler Systems is to process customer order and billing information in an online environment, so specific online procedures are performed in seconds rather than the hours required by traditional batch methods of computer processing. This OE System performs the basic order entry objectives by providing a complete and accurate record of all sale transactions billed from each customer order. Customer invoices are printed by online procedure OE05.

Specific order entry features and objectives of this business software application are highlighted below:

1. Maintain Customer Order Record on the products and services ordered by customers where a single customer order can contain multiple products or items.

2. Maintain a Product Master Record on each product and service offered by the company, including unit price (list and dealer) and cost. Information from these master records appear on the Order Confirmations and customer invoices.

3. Maintain a Customer Master Record on each customer the company does business with and can be invoiced by the company. Information in the Customer Master Record includes name, address, discount terms and standard general ledger revenue account codes. This same master record is referenced in the AR System.

4. Automatic order number assignmentis done when new sales transactions are added to the OE System for positive control and audit trail. This order entry feature can be overridden by the setting of System-Option-22 (DB03).

5. Automatically print customer invoices for orders that have been processed by the OE System when the Order-Status code is 30. An invoice can contain either a single order or multiple orders, depending on the Print-Invoice flag in the Customer Master Record.

6. When final customer invoices are printed by online procedure OE05, Customer Invoice Records are automatically created and added to the online database for use by the Accounts Receivable System to track customer payments, as determined by System-Option-21 (DB03).

7. Print accounting reports, such as Order Status Report, Sales Analysis Report and others, to provide an audit trail of sales data entered into the OE System.

8. Handle multiple locations through the use of a separate location code defined by the user in Code Definition Records (DB01).

9. Allow for the receipt of partial payments (deposits) when a sales order is taken.

10. Calculate state sales tax when applicable based on (1) the Tax-Code (non-taxable or taxable) of a specific product or service and (2) the Tax-Code of the customer without resale license.

11. Automatically extend order pricing based on unit price and quantity ordered to compute the item amount.

12. Handle separate Ship-To name and address fields for each order, as well as provide for special notes or comments to be printed on the Order Confirmation and customer invoice.

13. Provide customer credit checking at the time an order is entered into the computer based on total order amount and the unpaid balance for that customer. This order entry objective enables the user to define a separate Salesman code of each sales representative in the company.

14. Handle multiple Salesman codes at the order level for better management control, where each representative is defined by a separate Salesman code (Code Definition Record).

15. Automatically determine unit price based on quantity ordered, Price-Code, prior price (history) and any Discount-Factor associated with each customer and product.

16. Provide online inquiry capability to (1) query all data elements about a single product (OE09) or customer order (OE01), and (2) display all historical orders for a customer.

17. Handle many multiple items per single sales order by assigning an order sub-number to each group of ten products or items ordered.

18. Define an Active-Flag for each code to prohibit online entry of an inactive GL account code, product code or customer number, yet keep those old codes for historical reporting purposes.

19. Provide source document control over input sales transactions to the computer by assigning a batch number to a group of order transactions. This batch number control feature aids in providing a complete audit trail of order documents processed. If no batch number is entered, the system date (YRMODA) is assigned to the OE batch number field.

20. Automatically update the Customer Master Record with the invoice amount for the latest year with automatic internal rollover from one year to the next, so special year-end clerical procedures are avoided.

21. Provide the capability to create custom OE reports where the user defines the data fields to be selected, sorted and printed (DB12).

22. Display a detail record (screen OE01 or screen OE09) when function key F7 is pressed from data entry procedure OE01 and from inquiry procedure OE10 and procedure OE14. This order entry objective enables the operator to quickly drill down to more information.

23. Automatic customer number lookup occurs whenever the customer name initials are entered as the customer number for fast customer number lookup. Customer name initials are manually or automatically set in the Customer Master Record when it was created to aid in finding or looking-up a customer number. For customer number lookup by name, enter the "#" character as the customer number and when prompted, enter the customer name or telephone number.

24. Automatic product number lookup occurs whenever the product name initials are entered as the product number for fast product number lookup. Product name initials are manually or automatically set in the Product Master Record to aid in looking-up or finding product numbers. For product number lookup by name, enter the "#" character as the product number and when prompted, enter the product name or manufacturer serial number.

25. Prepare written customer Quotations to selected customers detailing the products and services to be performed.

26. Print Order Confirmations to be mailed to selected customers documenting the specific products and services ordered.

27. Handle any fiscal year for accounting purposes, even one different from the calendar year, through the use of a separate accounting period number (YRMO) field.

28. Automatically update an Order-Status code as various OE procedures are completed to reflect the current status of each customer order.

29. Provide system options in the Company Control Record to handle 6-digit dates and 8-digit dates for data entry and reporting purposes.

30. In addition to online processing, batch job processing is supported where multiple OE report requests are entered online for later batch processing.

31. Provide the capability to search for any text entered by the user and display matching Ship-To names on the screen. Both uppercase letters and lowercase letters are tested by procedure OE14 and procedure OE94.

32. Easily enter notes or comments on a specific customer (OE11), customer order (OE01), product (OE09) or contact name (OE19) when the Trans-Code is set to "N" to automatically link to procedure DB17 (General Notes Record) in the DB System.

An important design feature of the Order Entry System and Inventory Management System is the use of an Order-Status code to track the sales order through various stages of completion. Each Order-Status code is defined by a Code Definition Record, which allow the user to add new codes. The Order-Status code is automatically changed when various order entry procedures are executed as follows:

1. Procedure OE01 (online entry) sets the Order-Status code to 10, when no value is entered.

2. Procedure OE12 (customer Quotations) changes the Order-Status code from 05 to 06.

3. Procedure OE12 (Order Confirmations) changes the Order-Status code from 10 to 12.

4. Procedure OE05 (customer invoices) changes the Order-Status code from 30 to 50.

5. Procedure OE15 (purge) deletes old Customer Order Records with a Order-Status code greater than 70.

Customer invoices, customer Quotations and Order Confirmations are printed on letter-size page for direct mailing to customers with the company heading format specified by System-Option-12. When customer invoices are printed, any sales tax is automatically computed and added to the invoice amount.

The OE System procedures that can be run by the user are identified in the Order Entry Menu document.

Customer Order Record:

Information on each sales order is stored in the Customer Order Record. Online procedure OE01 is used to add, change (modify), query and delete Customer Order Records. For all new customer order entries, the order number is automatically assigned using a sequence number counter in the Company Control Record (DB03). These transaction records identify the products and services ordered by the customer.

The primary key of the Customer Order Record (COR) is the Record-Type code, order number and order sub-number. Five alternate keys are defined for rapid access to different groups of COR data.

Product Master Record:

Each product the company sells or service it performs is defined by a separate Product Master Record that identifies list price, cost, description and other data. For new products or services, automatic item number assignment is done by the OE System when the product number item number field is blank. Information from the Product Master Record appears on the customer Quotation, Order Confirmation and customer invoice.

The primary key of the Product Master Record (PMR) is the Record-Type code and product number (item number). Five alternate keys are defined for rapid access to different groups of PMR data.

Customer Invoice Record:

Data that appears on each customer invoice sent to the customer is stored in the Customer Invoice Record depending on the setting of System-Option-21. The AR System applies customer payments online to these invoices printed by the OE System or imported into the AR System from an external billing system. Alternatively, procedure DB18 can be used to export an ASCII file of comma separated values (csv) containing data fields from these Customer Invoice Records.

The primary key of the Customer Invoice Record (CIR) is the Record-Type code, customer number and voucher number. Five alternate keys are defined for rapid access to different groups of CIR data.

More Information on the OE Software:

For additional information on this online Order Entry software and a free CD-ROM demo, e-mail Bill Legler in the SF Bay Area, California or go to the Order Entry System main page.

Version 11.7 (2024). All rights reserved by Legler Systems Company.