Automated sales order processing for Security
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Automated sales order processing for Security
Automated sales order processing for Security
With airSlate SignNow, you can easily manage and track the entire sales order process, providing peace of mind and security for your business. Take advantage of our cost-effective solution today and experience the benefits of automated sales order processing for security.
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FAQs online signature
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In what ways did the automated order processing system enhance the company's operations?
Among the most significant advantages of automated order processing are: improved accuracy, increased productivity, expanded visibility, decreased costs, and an elevated customer experience.
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What is sales order automation?
It's a technology that streamlines and automates the sales process from order capture to delivery. By leveraging SOA, businesses can enhance the efficiency and effectiveness of their sales teams and improve the overall customer experience.
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How to automate the sales process?
Let's dive into how to automate the sales processes for your team. Define your sales processes. ... Automate prospecting and lead generation. ... Automate lead enrichment. ... Manage leads with CRM tools. ... Use еmail тemplates. ... Automatic outreach and call recording. ... Schedule calls automatically. ... Automate proposal and document creation.
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How do you automate a purchase order?
6 Steps To An Automated Purchase Order Process Step 1: Create The PO Request. The first one of the purchase order process steps is, as expected, creating a PO request. ... Step 2: Design The PO Workflow. ... Step 3: Send A Dispatch PO To The Vendor. ... Step 4: Receive Your Order. ... Step 5: Receive The Invoice. ... Step 6: Process The Payment.
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How do you automate a sales order?
Sales order automation software uses machine learning algorithms to analyze and extract data, predict future sales trends, and auto-generate sales orders, performance reports, and dashboards, providing real-time insights into sales activities and trends.
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What is automated order entry system?
Order entry software allows you to automate the entire customer management experience. Since the order entry software links with your distribution facility, the status of the order is always available online.
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What is order processing automation?
Automated order processing is technology and systems put in place to process orders faster by eliminating manual work. With automation, order processing can help reduce human error, improve operational efficiencies, and ultimately speed up the fulfillment and shipping process.
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What is automated order taking?
Automated order-taking refers to technology, operating systems, or software that take orders from customers and respond to them automatically. The drive-through voice ordering system is a well-known example of automated order-taking.
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she said my name is Megan bellows I'm a Firefly and I'm going to show you some of the valuable sales order features included in a key matica we're going to look at sales ordered invoice and some variances on that process we're also going to touch on quotes and drop shipments and then I'll end with discounts and some of the discount capabilities within the system all right so we're going to get started I mean everything you'll see today is out of the box functionality I'm not I'm not including any customizations or third-party products and currently I'm logged in as the admin within the system so this is the super user each user within your system would have access to only the screens and items that they need to perform their job based on role based setup so like I said first I'm going to walk through a complete process to enter a new sales order prepare the shipment and create an invoice and omission a couple of different examples the first one will just walk through the web screen and kind of look at some of the other features within a queue matica as well and in the second demonstration I'm actually going to enter the sales order from the mobile app and then manage the pick pack and ship with a warehouse mobile scanner and we'll notice when we get in there that the mobile application for a climatic ax is Android or i/o operation system and so these scanners are also Android operating system so it's the same application whether you're downloading on your phone or a tablet or on the warehouse scanner okay so first of all we're going to notice here on the left that we have the workspaces within a queue matic death these are like modules what you're used to seeing within the workspace we have menu tiles at the top and all of the other menu options here at the bottom you can choose to see a full list of menu options or you have the option for a quick menu which is a condensed list of what you would normally use for daily work and each again each user will have access to different workspaces and menu items based on roles and permissions so we're going to go into a new sales order and all transaction screens within a queue matica are laid out similarly the top is your header or summary information and at the bottom is going to be your line items or details you're always going to see this header options appear the notes are header level notes so a schematic of being an integrated CRM product this information is attached throughout the system to transactions for all users with proper permissions to access the activities is going to capture email sent for the transaction we'll see that as we go through and activities can also be tasks or events that you set up that are associated files is going to capture anything that you attach to that transaction which can be a customer Pio we're going to see that as well and notifications are used for preset emails to be sent out based on different conditions and those emails can go to internal or external recipients we also always see the actions drop-down and these are processes a queue matica will enable the different processes based on the status of the transaction the details within it and the use of permissions and the reports will be our forms that we can print from those transactions alright so we're going to start our sales order first we need to enter our customer so we have a few options for lookup you can use the f3 button as well as the magnifying glass to pull up a list of options a queue matica also has type-ahead functionality so if I start typing it's going to find anything that matches either the customer ID or the customer name and so I'm going to choose my customer there I mean like I mentioned we can drag and drop files into our transaction so here I have the customer purchase order I can pull that here and you will see that saves that now we have one file attached to our transaction all right so we're going to drop down into the line item and we see we have an option to add a stock item so from this pop-up window you have a few different capabilities you can search for alternate IDs within the system which are unlimited you can add connected to each item and then you also have an option to see historical sales for the customer within this which is very helpful for customer service to use for upsell and cross-sell directly from your order screen so if I have a customer on the line that doesn't remember what the products called and I don't know the Product ID but they know that it's an aspiring a prop I can save that as an alternate ID and then it will have it will bring up automatically my inventory ID also I can use this sold sense so I can pull up sales for the customer that's chosen on the sales order back to a certain date so let's just go to March of 2018 and so now we're going to see a list of every item that they purchased since that date to current and it's going to tell me okay the last sale for each product and how many and what was the quantity that was ordered what they were charged in the date and so maybe they want to order this computer again I can check that directly from the screens they add and close and it will automatically put that on my sales order so we'll notice it's brought in our quantity of one it's automatically pulled in a unit price that's that's saved in the system based on the customer and the item and maybe they decide I think I need three instead of one so if we update our quantity to three and tab we can see that now our unit price is updated to four seventy five so it was the quantity break in the system and this is a Q Matic that automatically updates that price based on that quantity break we also notice here at the bottom we have real-time inventory information for the line item that we're on don't have to navigate away from the order to know that I have 276 computers available for shipment you can also pull up more detailed availability information using inventory summary and that's going to give you quantities for each different step of the process within item grid and in any screen you can manipulate the columns you can also change which columns you see on the screen and in what order if I use this column configurator I can say maybe I don't need these I need to see them after my discount information and maybe I have something else here these thresholds I don't really need I can move them off of my visible columns and each column configuration is going to be saved per user so that they can see what is important for them to do their job you'll notice here that we requested on and ship on date our per line item so you may have 10 items that I'll need to ship at different times you can set those per line item within a queue matica ok we save my order we're going to take a look at shipping a queue matica has integrated carrier shipping from UPS USPS and FedEx and so what it does is it live pings the shipping website based on the setup on the customer in order and it's going to give you automatic freight costs back and this can be based on your shipping carrier account or your customers this skills are stored in the system and this is an included a queue matica feature that comes with the sales orders so if I click here on shop for rates for shipping and refresh that's when it's doing the ping to the carrier sites and it's going to bring back based on my order which options I have and how much where the cost is going to be for those so say we want ups ground that's also going to populate a box based on the setup on the item in order that should be used for shipping if I say okay it's going to add those options to my order down here Louise we see shipping terms this is where we can use shipping terms to add a handling fee or a shipping markup and these are set up and can be linked to the customer or added manually here so I'm going to add cost and freight plus handling which adds a $10 handling charge so if we save that and take a look over here on totals we're going to notice that our cost that came in from our UPS site is $45 39 cents but our Freight price that we're going to charge to our customers 55:39 so that includes that handling fee okay another feature within the Accu matica sales order and invoices credit card processing directly from the screen so if I go into payment settings I can change my payment method to visa and to this functionality is a standard feature and it is PCI compliant authorize.net creates the and adds it to the customer master file and so you're not storing any of the customer customer credit card information that's all ized by your processing company so directly within this order screen I can either use a card that's already on file or I can click here on new card and create a new one here in a queue matica click create new and I would enter the card information and the expiration date [Applause] let's see one button save that card and now that card will be used within a Connecticut or this order and here within the screen I can also authorize my credit card payments or you have the option to capture it immediately so if you have counter sales or low volume point-of-sale you can charge that card immediately and then you can create the invoice here and that's going to ship that would be the end and the invoice would already be paid in a queue matica also accommodate cash check and wire transfer payments so we're going to go ahead and authorize our cards you and safe okay we're going to pop back to document detail so we've we've gotten their shipment information their payment information so maybe our customer says well I don't want this ship today I need it I need it shipped at a later date so we can actually change our requested on and ship on date and a queue matica has functionality to audit those changes and that's for all fields on many of the different transaction screens and so if I change the date and I click Save under tools up here on the right I have audit history and there's also reports that show this information but you have every change that was made on the sales order so here you can see my dates were 626 now I updated them to 627 you have date and time that this was performed in which user made the change so very specific audit history okay so our order is complete now we want to send email our customers a sales order confirmation that directly from this screen and once that sends that email is going to be recorded under our activities here so we can drill in and see the email that was sent as well as the sales order confirmation file that was attached data and future if it needs to be recent okay so we've sent out the sales or confirmation now we want to go ahead and process this for shipment so we're going to go under actions and create shipments they changed we're going to process that shipment so once the shipment is created it that is sent to the warehouse in real time for fulfillment so now we can go in as our warehouse manager so this would be his dashboard out in the warehouse or on a tablet or whatever he's using and you can see that oh I have shipments to pick you'll notice on the dashboard that it's a central location where each employee can manage their tasks so again this is the warehouse manager and these are all designed around the users roles the colors are used to bring issues to your attention so you know we have late shipments it's something that they need to do right away and the dashboard widgets all have build own capabilities that give actionable insight so again we have shipments to picks our order that we just created a shipment for if we drill into that number we can see the list of orders that make up that total and then additionally within an inquiry screen where you have a list of Records you can open a side panel that's going to give you the details of that of the whichever shipment you have highlighted so here I have shipment 24 28 that we just created and I can also expand that side panel but I haven't navigated away from my list of orders or shipments so from here now my warehouse manager could go in and print his pick list there's pick list with barcodes if necessary and then I can go back in so then he goes to the shelf he pulls the items practice them in a box and then when he's finished he will come in and confirm the shipment so that just says okay I'm everything's ready I'm ready to send this out if I confirm shipment and I click over to my packages tab here's that medium box that was automatically created in the beginning of the sales order and now I have my UPS tracking number automatically back from UPS and the UPS label is attached to the package line so I could print that from there so this is all the integrated shipping you can get prices from your sales order and you can get your tracking and your labels back from the carrier automatically within a queue matic and without having to go to any other software and we can from here once our shipment has been confirmed and sent we can actually drill back to our sales order and see that it now has been changed to a completed status so that's the end of the shipping process I will go through invoicing once we go through our next example of sales order ok so like I said this next example I'm going to start the sales order in the mobile app so maybe you have sales people in the field somebody in the field taking orders they can have a tablet or even a phone to enter the orders that will in real time be in a queue matica for processing so I'm going to switch over here those are extra windows ok so i've logged in to the a queue matica mobile application and if we scroll down I see sales orders here and so in the mobile app you're going to see the same list of sales orders and like I said you can also add them just like you would in the web screens I'm going to hit new sales order similarly pick the customer active staffing I can pick if they have a preference in shipping I can pick that here and so that's the summary section then I'll click over to the details tab and here's where I'll add my items I can use the lookup you can search within the lookup list as well I'm going to add a Lego set and they want ten of those you can see it's automatically pulling pricing for Mathematica and they also want to order one other item so I'll hit the plus again look up an inventory or this little tikes table and one of those alright so that that'll complete the entry of the order in the field and then it can be processed from there at the office or in the warehouse so I will save and once it's a now it's available within a queue matica so I'm going to switch back to our mobile screen and I'm going to use a Q Matic ha's Universal search in this tool you can search within it most anything in the system so I'm looking to process an order I can type in a word or words and it's going to start searching as I type and you can see there's four different screens with different information you can choose menu items transactions and profiles will give you data within the system help topics are general help articles that can be used when training and files it's going to search filenames of anything that's been attached in this system and then like I said as I type it's going to continue decreasing the list to match my search so I want to process that order that I just served that was just created by my salesperson in the field so I can choose create shipment and we can see this sales order 4844 that was created in the mobile app and you can use the dates here at the top to adjust the list of items that you see so if because I have orders that are in the system that are set to ship after today if I want to see those I could adjust this date and you're going to see additional items pop on so you can use the parameters to limit your list you also have an option any of the process screens or inquiries you can filter the list and you can actually save those filters to be used over and over again so it's something that you need to use every day or every week you can set that as a saved tab and it will make your work each day even easier so let's say we only want to see the orders that have requested shipment dates this week we have some older things in here that we know have issues and we're way on things so we don't want to really want to see those we only want to see if it's set to or set to ship this week so I can click the filter and add a row to add criteria so I want requested on this week and I can save that and name it and I can also share it so it may be something that only you use and you don't want to share it but it may be something that your whole team could use so if you click Share then everybody would have access to the tab that we're going to see so if I hit apply you're going to notice that requested this week is going to pop up here and this will be here every time you log in so now I only see my one that I just created that's what I want to process and so I can processes manually or I have the option to use this icon up here and create an automation schedule the little clock icon and you can see it in most of the process screens and so I drop that down and click Add here I'm able to set all of the criteria and details for that automation if you want it to go answer every week on what schedule the frequency at a time and then I can also set conditions to reduce that list so it's including my tab condition of requested on this week okay so we're just going to process this one manually and I only want to process what's on my requested this week tab so I'm going to hit process all okay so the process my one order so now I'm going to go into process shipments so now my shipment has been created and again I can print my picot the same way that I've done again this process can be put on an automation schedule so if you want your pick tickets to print automatically when your shipments are created for a certain criteria dates or or other data in the system we can do that and it can print the pick tickets directly to your warehouse printer alright so now our shipment is created our order is ready for picking and now we're going to move back to the warehouse scanner and we're going to actually use the scanner to pick pack and ship this order really quickly I want to show you a feature that we're going to use during this pick pack and ship so if we go into our Lego item the items all have this cross-reference option and so if you remember we ordered 10 our customer ordered 10 items 10 each's of the Legos well with the Lego set up we have a barcode for each of the items and we also have a second barcode that is actually for a box of 10 so within the warehouse scanner we can actually scan this single barcode and it will recognize that it's 10 each's to fulfill our order and we'll see that when we get into the scanner and so these can are unlimited you can set up as many as you want so if you have different units scans for different items then those can be added within a Q Matic unmanaged alright so now like I said we're going to go pick pack and ship here get back to my main screen and again this is the same app that we use to create a sales order we scroll down we see warehouse management that's going to include all of our scanner screens so I'm going to go pick pack and ship and it's going to prompt me for that shipment number and so on the pick ticket you have the shipment barcode you would scan that and that's going to load now if we hit this little review button we can see over here that we have ten Legos to pick and one Little Tikes table and I'm going to scan that barcode for the box of ten Legos except I scan the wrong thing first we're going to scan the location of so we've walked onto the warehouse to pull our items we're standing in front of the shelves and we scan our bin location that's better now our item or box of ten and so now if we hit review we did one scan what you're going to notice on our first item that we now have picked in so that's where that alternate barcode comes into play okay now we have our other item to pick we're going to scan the location scan the item so now it knows everything that was on the shipment is already picked so now I can go and take what I've picked and put it in boxes so I can switch the mode to pack and it's going to ask me to scan the box so I would have barcodes for the different sized boxes so I have a medium box and I'm going to put that case of ten into that box and so that's all that will fit I'm going to hit OK to confirm the package and then it wants the ways you can mainly type this in you can have scans for it however you wanted to do that and now it's saying okay I still have items so scan another box so this one needs a large box and I'm going to scan my little tikes item and then hit OK to confirm the package so that's everything packed then you enter the weight of your package and now it says my shipment is packed so it's ready to go so from the scanner I can at the top confirm shipment which is going to do the same thing that we saw within the web screens and that's going to pay UPS and get my tracking numbers and get my labels so I'm going to pull back up the web and we will go to our shipment and so here's our shipment that we just picked and packed with the mobile scanner and if we go to our packages tab we see we have our attached labels we have our tracking numbers and something that the this packing feature within the scanner can do is I have my medium box I can see down the bottom contains my ten LEGO sets and if I click to the large box I can see it contains the one Little Tikes table so it can actually store which products went into which box okay so that's all shipped and finished so now we can go and create invoices so I'm going to navigate back to the process shipment screen and if we drop this down we're going to see we have prepare invoice another option if your company doesn't invoice right away or you have a process invoice at the end of the day but you want your on-hand inventory to reflect the quantities that have shipped throughout the day or been taken off the shelf and packaged up you can run a process to update inventory for any confirmed shipment and this can be done manually again or as an automation and it's going to remove those item quantities from inventory and then later when you're when you have time or when you are scheduled to do it you can create the actual customer invoice and that's another way to give you insight into real time inventory so for this example we're going to go ahead and prepare invoices and I'm going to go ahead and process all of these they're all done ready to invoice and then we're going to go into an invoice and review the link between the two and how that impacts the GL okay so our four invoices have been processed now I need to go and view the invoice you can use my universal search again and see here is the invoice for the order that I created these can be reviewed these can be emailed to the customer you you click try one of these okay these are automatically releasing so once the invoice is released we can see the releases what actually allows the journal to be created and records this to the GL so if I go to financial details I can see I have my GL batch link here and I can drill into that and see what happens when I created and release that invoice so real-time journal entries and financial management are the backbone of vacuum Attica alright so we've seen that acting Beca offers flexible time-saving options for sales order processing and those can all be configured to best meet your needs that's the sales order process I'm going to touch briefly on quotes I'm just going to pull up one that we already have in the system I go to transactions I can see there is my - marina golf club and quotes like this one can be entered as a QT type order and then it will be copied to a sales order when that customer is ready to purchase the items quotes can also be managed with opportunities in the CRM module and so with that a Q Matic allows you to document and track when your quotes are converted to orders in both situations so here are their actions I can see I have a copy order if I do that it's going to take all the details within that quote and create an Esso type order and then I can save that and the order would be ready for processing and if we take a look at in financial settings tab we can see down here at the bottom that we can see which closest was created from if we need to track back but the system is storing that it that quote was copied and converted to an order basically the quote Mathematica also easily handles dropship and special order items so I'm going to show you the process flow from the sales order to creating a purchase order for a drop ship and then invoicing the customer when that dropship has been sent to them so we're going to go back into sales orders and create another sales order basic entry will be the same I'm going to add an item and I'm going to add the quantity and you're going to notice that it's going to alert me that you don't have any of these in this warehouse you can see at the bottom that is all zeros so I have this box here to mark for pio so if I click that it's going to open up the source box and I can see if I drop that down I have an option to dropship or purchase to order where you would order it specifically for the sales order but receive it in your warehouse and then ship it to your customer we're going to go through a dropship today they're very similar so I'm going to select dropship here and save it so now directly from the sales order I can go to create purchase order so it's going to link the two and it's going to pull up my line item from the sales are just creative so I can process that and this can be done in batches or on an automated schedule as well see that there I'm just going to process this one and within that screen a queue matica uses the default vendor from the item for the order but you can change it at that point if you wanted to come from some another vendor so it's going to automatically take us to the purchase order screen you can tell the type for the purchase order is dropship so you can differentiate these in the system so I'm going to confirm yes I want to send the one to my customer I'm going to take it off hold if we take a look at shipping instructions we can see that our customer information is what's included here not our warehouse information so it's going to populate that from the sales order and then we can also see on other information that we have the link back to our sales order that created this pio again we can use actions to email the purchase order to the vendor and that's going to attach the activity and so that's been sent off and now we get the invoice back from our vendor so we assume from that that the product has been shipped to our customer that's all completed so we're going to go into the PIO and we're going to enter a Pio receipt and with the Pio receipt it's going to create the invoice so it's going to do it all in one step so even though we're not actually receiving this how you manage it in the system so we have this create bill checked in that because the best going to automatically also create your vendor invoice and we're going to put in our vendor invoice number and we're going to release that and so once that has been created we can click on this purchase order tab to navigate back to our Pio which in turn we can see the sales order demand that originally created that Pio here on this tab so everything's linked together you don't to go search for everything you can see within the different screens what was created and linked to the PIO in the sales order so we open up our original sales order that created we'll see now that once that vendor invoice is entered and released that our sales order automatically gets completed so you don't to go back and finish your sales order it's done and from here we can prepare the invoice so the system knows that a dropship you don't have a situation where you need to ship to your customer so you just immediately prepare the invoice to the customer and that will launch that and the invoice can be released into the dropship is completed alright let me get back to some of my extra screen okay the last thing that we're going to see is discounts Mathematica offers an extensive extensive options for our group pricing discounts if we use our search again we'll take a look at how those are set up so first we look at discount codes and so you can see in discount type that we have three different ones you can do a entire document discount a group as its defined by the code configuration or a document line and so within for the group you can make it applicable to individual items or paired combinations as you see here so I have customer and item is a lot of different options there of how to set them up and then for each discount code you can select some other options so manual just tells it whether I can manually choose this or whether it's going to use it in an automatic search for the best available discount for the line discounts you have the option to exclude the line from a discount Abul amount so if there is a line discount and you don't want it to be included in the total for either a group or a document discount you can check this here and that would eliminate it and then for group you have the option to skip document discounts so if I have a group discount then I don't want to apply any document discount you can check that box and then these discount codes are used to create different discounts that are that are utilized in the sales orders so we're going to take a look today at a group discount where we're getting different percent discounts based on break quantity and so we've added the code that is a group discount buy items and then you can either do a discount by percent amount or free item this is a free item and we'll see it when we go in our sales order is if I purchase a specific item I'm going to get another item free and it's going to automatically add on to my sales order your break buy can be either by quantity or amount you can also define the discount as promotional so it would be for a limited period of time and that'll that's all set up in these discount configurations so here on the discount break points we see that if we order a quantity of 1 of any of this group of items we get a 5% discount if we order two or more we get a 10% discount and the items that are included in the group are here on the items tab so any of these items if there's a quantity of one you get a 5% quantity of two or more you get temperatures okay so let's see how that works in a sales order going to again create a new sales order so I'm going to add one of our industrial items in a quantity of 1 and if I flip over to this discount the tails tab we're going to see that we have our G RPI discount and we have a quantity of 1 and we're showing a 5% discount if I click back to the details and add another item and again this is the item that has a free item discount associated as well when I add this item with the quantity of 1 we're going to see that we another item added on at zero cost and if we click back to discount details we're now going to see that we have our original percent discount is now ten percent based on the two quantity and we have our free item discount it's stacked on top of that so they can work together or not depending on the setup of the codes and so for the group and the document discount you're going to see those here in this discount details tab you're also going to see the discount total up here in the header for line item discounts which we don't have here you would see the information here in line and it would just be reflected with the order total okay so that's discount options in a queue medica so as you can see a queue matic includes many valuable features to streamline the sales order process and it has flexible configuration to meet your company's needs that's it question
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