Allocation, Despatching and Invoicing
Posted: 02 Dec 2008, 14:04
I have a problem that I am hoping that the 'great minds' using this forum will help me to bottom out
The Company I work for distribute electrical products to established customers throughout the UK. All our orders are received either by fax, email or telephone and then manually entered into Sage Line 50. Some order are for stock items, some non-stock and some a mixture of both.
My problem centers around the order allocation through to invoice process.
Currently the process we follow is thus;
1. Customer order loaded onto the system
2. Warehouse staff conduct a simple search for outstanding orders and then allocate stock against all showing as outstanding.
3. All the allocated orders are then Despatched (but not invoiced) and delivery notes are printed
4. The warehouse pick and pack the orders from the delivery notes.
5. At end of day, all the orders that have been allocated through the day are invoiced.
Note : The reason we don't invoice as we go is that it is very common for customers to change their orders (eg change a quantity) and it is much easier for us to accommodate that if the order can simply be amended.
OK, onto the problem...
1. Once the warehouse has done its allocation of orders (step 2 above) if any other goods are booked in (goods received) during the day, we have to produce a report for each of the received items to check if there are any outstanding orders against them. If there are we then go in manually and allocate and despatch them. We think we have to do it this way because if we simply re-allocate against ALL outstanding orders we will then not be able to tell which orders have just allocated and which ones were done earlier in the day therefore risking duplication of deliveries.
In an "ideal" world if we could identify any one of the following things we wouldn't have a problem doing multiple allocations throughout the day.
a) Whether a delivery note has already been printed.
or
b) The time the order was allocated
or
c) The time the order was despatched
Is it possible to get any of these details from Line 50?
All comments and help appreciated
We are using Sage Line 50 Financial Controller version 12.01.0034
The Company I work for distribute electrical products to established customers throughout the UK. All our orders are received either by fax, email or telephone and then manually entered into Sage Line 50. Some order are for stock items, some non-stock and some a mixture of both.
My problem centers around the order allocation through to invoice process.
Currently the process we follow is thus;
1. Customer order loaded onto the system
2. Warehouse staff conduct a simple search for outstanding orders and then allocate stock against all showing as outstanding.
3. All the allocated orders are then Despatched (but not invoiced) and delivery notes are printed
4. The warehouse pick and pack the orders from the delivery notes.
5. At end of day, all the orders that have been allocated through the day are invoiced.
Note : The reason we don't invoice as we go is that it is very common for customers to change their orders (eg change a quantity) and it is much easier for us to accommodate that if the order can simply be amended.
OK, onto the problem...
1. Once the warehouse has done its allocation of orders (step 2 above) if any other goods are booked in (goods received) during the day, we have to produce a report for each of the received items to check if there are any outstanding orders against them. If there are we then go in manually and allocate and despatch them. We think we have to do it this way because if we simply re-allocate against ALL outstanding orders we will then not be able to tell which orders have just allocated and which ones were done earlier in the day therefore risking duplication of deliveries.
In an "ideal" world if we could identify any one of the following things we wouldn't have a problem doing multiple allocations throughout the day.
a) Whether a delivery note has already been printed.
or
b) The time the order was allocated
or
c) The time the order was despatched
Is it possible to get any of these details from Line 50?
All comments and help appreciated
We are using Sage Line 50 Financial Controller version 12.01.0034