Sales order system for Human resources

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[Music] good morning everyone this is James from leverage technologies today we are going to be talking about sales orders and the features surrounding sales order entry and maintenance so what we want to do today is create some awareness of some of the not so well known features so you can become more effective leaders of SOP Business one so we'll go through a range of topics today around the or the entry of the order some customer related areas and looking at the whole supply chain and how supply and demand and one another in order to service your customers all right so from here what I'll do is just recap the topics that we're going to cover today so as I've mentioned what we're going to talk about is the effective ways of raising a sales order so if you're already an SOP Business one user and you raise orders they already know how to navigate some areas of the system to raise a sales order but I just want to create a bit of awareness of some other techniques of raising a sales order and potentially you can incorporate that as part of your knowledge of SOP Business one the next area is just maintaining the customer information and then obviously King content into the sales order and you know methods of handling that and in showing you some not so well known areas of the system so you can take away and start using that from they will look at you know looking at customer history there existed their current account balance their sales history if they have any special pricing or priceless and that we need to look into before we raise an order we'll look at that and then all and then we'll drill into some tools and features around inventory availability from there we'll look just have a I will have a discussion around due dates and why when we're talking about inventory in perpetual inventory why do dates are important in order to better service your customers and provide insight for your users to you know make the right decisions for your customers and give that exceptional service from their fee from the at the end of the session we'll have a Q&A session what I would like to ask is if you use the chat box within the go-to meeting if you have any questions and just put them in the chat box as they come up and we'll address them or try and answer them at the end of the session okay so from here what we'll do I'll jump into sa P business one and what we have here is the SQL version of sa P business plan for those sites our leverage customers that are using Hana we'll be covering today as applicable for the Hana version as well so it shouldn't be too bad we just a different user interface that you're used to if you're on the hunt environment this is also on the latest version of sa P business one so if you find any features and functions that I've demonstrated today there's not on yours you might be on a later the feature might be a later version other later feature sets so talk to our support team about options of giving access to the latest version of s AP Business one all right so from there what I like to go into is you know the methods or techniques of raising a sales order so what you're probably familiar with is using the modules screen so using the module screen you can go into sales AR and then simply click on a sales order and it opens up the sales order screen so that's probably what your one method that you're used to the other option is using the drop down menu going to modules sales AR and sales order which is perfectly fine gets you to we're going I guess and what I want to show today is a few other ways if you're a frequent user that you know a user that frequently open sales orders you know let's try and find ways of making so you don't have to make it many clicks in order to get to the area of the sales order so the first option is to modify your cockpit so first of all to have the speech you have to have the cockpit hit enabled in your system which is a fairly straight 40 exercise so if it doesn't enable talk to our support team and no enable it for you but from there what you need to do is go to the widget gallery and look for a common functions so what you need to do here is simply click and hold and drag and what that does is open up the new window in the area of this of the screen now is currently blank what you need to do is then populate it with the shortcuts that you would like so since we're talking about sales or sales orders today I'll go back to my module screen sales AR and then find sales orders and it's the same steps again if you click and hold and then you drag it across and then sales orders becomes an option under common functions so when you first log on in the morning on your home screen of your cockpit you'll see this option here sales order I can click on that and now attacked me to the sales order screen this is applicable to all modules or all screens in the system so if you want to go to business partners or incoming payments or inventory you can just do the same thing time time again so that's the first option the next option is to use the search bar at the top right here so typically it will default to searching the system for either master data or all documents in the system there is an alternate alternate search here so if you hit the magnifying glass and hit change it to search menus you can change that to look at the menu and you can start type in sales order and then you can find that sales orders appear here you click on that and again or open up the sales or the screen so that's another approach once you do that you can then simply just click on that screen there and then you can have sales order again so the system will what your common searchers are and that will draw through to the sales order again another technique is using the function buttons so function buttons are widely used throughout the system and you can create custom function buttons so we're talking about the if keys up on top of your keyboard a finally of two or three or four what we can do is set that that function button to a shortcut to access a particular screen and si P so to access that screen you go to tools my shortcuts and then you go to customize so what you have here is a customize screen and what you first need to do is nominate a function button that you would like to use to exit sales orders so I'll choose it since and then what I do on the bottom here is then I click on sales AR and then on the right hand side I go sales order and then I go allocate now if six has been allocated to sales orders so if I go OK on this now I can then go if sex on my keyboard and then opens up there so again this is for sales orders but you can do as a pro purchase orders business partners all the areas of the system so trying to use the keyboard as much as possible rather than keyboard and mouse so there's a great option the the last option is to actually drill it into the customer itself so if I look for a customer using the search key at the top here so I want to search for topic where I press Enter what I can do once I'm in the actual customer record there's an option down the bottom right record you can also so I see all the options that I have available there and I can also create a sales order so what that will do is when I do this it will pre populate the fields within the sales order so that will save a couple of steps there if you first drill into the customer so before I actually go into keying in the sales or let's talk about you know the customer itself so if you receive the purchase order from your customer a phone call and it's always probably a good idea just to look at the customer record just to look and form yourself about the customer what the current status is so if you're an existing Sapa business phone user this is all pretty straightforward information on the general tab so obviously we've got the name and the ABN information phone numbers and emails this is all pretty standard stuff that you would expect in any system and then you also have access to drill into their account balance so I have a summarized totals at the top here for account balances deliveries and orders I can then drill through to the account balance and then I can see the full history as far as accounts receivables concern for this particular customer I can always hover over the transaction so you will see golden arrows throughout the system and the option to hover before you drill through gives you a bit more information and this can be configured alternatively you can drill through to the source transaction and find more information around that particular transaction more options on the screen at the top right you can check to change the display to show and reconcile items only so those are the open items so invoices that haven't been offset by a credit or a payment you know anything that's got an open balance do so I have the hundred and 24k outstanding which is displaying at the bottom at the moment and that gives me an idea of where the topic where's existing or current position I've also got options down the bottom right to do internal reconciliations so that's when I want to reconcile a payment when a voice or a credit to an invoice those sort of things I've also got the ability to quickly run a age aging report as well so this will go into the customer receivables aging report and pre populate the code so the customer code for topic where I can run there and then it will give me the aging breakdown for that follows me to killer customer so that it's pretty easy to find out more information regarding the customer you know from the customer I can drill through and find out more information I can see now I'm back at the business partner I can drill through to see what open deliveries there are and is currently one I can then again hover over it and find out more information so sorry guys just mute yourselves if you just joined and just so we don't having any interference Thanks so I can see delivery information I can also drill into orders so I can see what existing open orders are already there before I start keying a new one just so if you're having a conversation with a customer we can discuss the existing open waters and give them back order updates if need be and then we have other information other key areas is obviously addresses so on the purchase order and there's a particular address that doesn't exist in how it's a business one system quite yet be a good idea to update this and against the customer before going ahead and and creating the new sales order so if I quickly create one now say warehouse on die so I'll call it a high street good if I could spell so that was fairly straightforward I update that against the customer record and now that's permanently there they were just streamlined sales order entry in the future if it's a set up against the master data rather than manually caring it out every time we could receive a new purchase order from our customer next area is obviously payment terms so just quickly checking and things like the credit limit so at the moment this customer has 150k credit limit and they've got hundred and twenty four K outstanding it's good to be aware of that and then they have a commitment level of two hundred and ten so they're all within that guideline so we should be fine too raise this order without any credit issues so that's that other areas is obviously sales analysis so you've got the grass here that allow you to drill through and do sales analysis another option is to use what we call drag and relate which is a tool that sometimes gets skipped or overlooked so what dragon or relate is is being able to combine a bit of information from the screen against a transactional document in the NS AP business one in order to do that you go to your main menu and you'll see on the left hand side here I've got dragon relate so I'm going to click on that it gives me another menu structure and what I want to do is compare topic where I just want to quickly look at topic where's sales history and to do that I can click and hold the card code or the customer code and then the field will highlight and then I drag that across to the particular document I want to analyze so if I click on AR invoice that will show me all the previous a our invoices for topic where alternatively if I want a bit more detail I can go into AI invoice detail so that will display the actual content of the order so the products that were on those invoices that were before so I can look at this I can obviously export to spreadsheets I can do filtering there's a whole bunch of options here so that can sometimes be a good feature on the fly to quickly run a report uh but you know card code information and I want to discreetly see the sales history other things that I'll need to create awareness of is just the right-click contextual search or contextual options I should say so when I right click I have a few other options I've got the option to remove the business partner or duplicate it but I also have the ability to look at special prices that have already been set up against the customer so if I click on special prices I see the list of items that we have special prices forth so we can't really have 25 items that have special prices and I can see the discounts that have been applied and other things here so obviously this is something that can be maintained in the future or going forward based on those commercial agreements that you have of your customer so this is a good area to keep updating rather than ad-hoc discounting you set predefined discounts in that makes order entry a whole lot quicker other things that can really help sometimes customers will see in purchase orders with their own order numbers sorry product codes and item codes and what have you and what is AP can do is actually capture that information so you can if they say a widget and you call it a thingamabob you can set that up in the system so there's no confusion in order to do that you just do the right-click and then you drill into business partner Kellogg numbers so I have a few of these set up in the system so we call the enjoyer wheel I am one zero nine one but they call it this reference here so that will really help entry there's no confusion if if this is all set up in the system data entry accuracy those sort of things one last thing which can which can be very handy are these four fields down the bottom of the screen which can be contextual based on the sales order and so what does that all mean so well this allows me to do is select fields from the customer record or the business partner record and drag them into the four fields on the bottom of the screen or on the footer of si peepers Aswan so to show that I could similar to click and drag I click and hold the field and then I drag it down on top of the fear that I'd like and then I can see that the field that value that I've clicked and dragged which was the account balance now appears uh appears on the footer of the screen so this can be handy during sales order in such as the remarks so this remarks field is a short 100 character remarks field the reason for this is so it can be populated in this on these fields here so I can click and hold this and then I will drag that down to the four fields down the bottom of the screen and then I can see that information there so I've got up to four options so maybe I want the email address the accounts email address as well click and drag on that now that appears there so there's that can be handy bits of information so especially the remarks field so if there's every time you raise an order and there's some sort of note that the customer sorry the safety business one user needs to be aware of it's a good idea to use that field and then they see the information appearing there okay so from here what we'll do is actually raise a sales order so what I'll do is create sales order from the business partner record and then I'll start King in order so obviously I've got the customer information pulling through and then I have the contact person so I've got Peter and Tom but I've just received this order from German I would it's always recommended that you keep the contact information any say peepers this one as up-to-date as possible so people from your customer come and go make it send them to an active in those sort of things and it's a fairly straightforward exercise to update so I can draw I can hover over the contact person it gives me information over about Peter I can obviously then draw back into the record and then fill in a new context so I've got Jim Jones so I can then go through and pull out as much information I have at this point in time but as an email address then I can update that in the system one thing to be aware of is that when I do add that it doesn't appear automatically on the drop-down what you need to do is hit this button on the right-hand side and then I can then add Jim Jones to the sales order so Jim Jones comes through from the Army during the purchase order number purchase auto one two three four and then I I typically recommend that you enter in the header information so make sure that you've got all the right address information correct first so we entered in that new address so I'm going to use the warehouse and Bondi for the address first and then I'll say yes I do want to update the existing records so that speeds that entry up if there's any remarks so I'm keying in the order and there's some special notes that need to be relayed to your warehouse well it's just sixteen down the bottom right of the logistics tab is the pick and pack remarks so always a good idea to enter information here for dispatch accounting so again this is information drawed from the business partner records so they had 90 day payment terms so that pulled through if I can override that if necessary at a document level with some unique circumstances and then I have more information here I've also got the ability to attach the purchase order so if they've given you an electronic copy via email or some other means you can always attach the sales bear purchase order to our sales order and that's a fairly straightforward exercise what I can do is browse the network for the order so I've got topic where purchase four one two three four here I can attach that and then you know that hard copy or that document that we've seen received from our customers then attached to the record and si always a good idea to do this stuff so that's all I'm fairly straightforward so from there we'll start keying information against the order so what I'll do is I see on the order that I've got a white helmet so I can under the item description I can type in white and then it'll come up with anything with the phrase white within the description of the item and then I've got the white helmet there so that's one way of searching the system for products I've also got the ability to search by item code or bar code um or the business partner Kellogg code which just haven't exposed here the next is obviously typing in the quantity the pricing is being pulled through from the customer record based on the price they're attached to and then the warehouse is defaulting to Sydney because me as the user I've been set up as the Sydney's default if from time to time you are drawing inventory from different warehouses if you have a company that has multiple warehouses sometimes a good idea before you do the data entry is to go up the top here to form settings and change your default from Sydney to one of the other warehouses that we've set up so rather than retyping like overriding at a line level the warehouse you can do it at a header level and then that default through you'll also see a through other document options here for sales employees and commissions so these can be the header defaults before you start and what the document defaults before you start keying the content of the order all right so what I have here is a white helmet I've got a point of view of 20 but then I see that the we've only got 16 on hand and we've got or you've got 96 committed and we've got 120 coming in on order so on a purchase order or production or whatever is going to replenish the stock what I can do is if I do a ctrl tab on the warehouse so I've got my cursor in the way I took a ctrl tab it will then show me all the other stock availability in the system so I can see that Brisbane has 10-hour distribution center has 40 and Sydney has 40 as well so I can override that if necessary so I can just slip slip the warehouse I want to change it to and then go choose and that will be pulled through another thing is the delivery date so it's always a good idea to set the delivery day to something reasonable other than just putting in today's date and the system can assist you with that information with setting that date so with this particular example it's pretty straight for this forty on hand is nothing method so this could be dispatched immediately so I can put into today a quick queen for that this is typing D for today or day and then now all three so I can continue putting in the information so the next item is a cafe city bike and he wants ten of those and I can see that this the font on the unit price is set to blue so there must be a special price behind this so that's being pulled through by the special prices behind at business park that I showed earlier so that's pulling through but if you know Jim he's asking for a better price on this particular Cafe City bike what you can do is on the unit price to a control tab again and then it will show me all the previous prices that were given to them so this is if you're an organisation that you know every order gets negotiated or now you have some flexibility with the pricing the last prices report can be quite handy it will show you all the previous prices that were given for this item for that customer and it also shows you know special prices that also apply so at the moment we're just giving him a one percent discount on this item so that might give us some flexibility there and if we want to give an additional discount maybe before we give them any additional discount we can drill into the gross profit section of the system so I can right click on the screen and go into gross profit and see the margin that we're making on particular items so we're making a pretty healthy merging on the cafe City bike so maybe we can give them an additional discount so you know quickly making decisions on the fly and that information is already a handed within the sales order so ten of that and I'll just leave that against a certainty warehouse and then he wants some wheels as well so if I type in well it will come up everything through again he wants five over those and that's pretty straight obviously there's a lot of information that can be exposed on the sales order if you're familiar with form settings so I can right click on the the gridding change the film settings so this is a the ability to add additional columns to the screen so I have more information at hand so you're seeing that there are tens and tens or of fields that can be pulled through as a default for you as the user otherwise the alternative is just a one-off you can do a quickie of ctrl L and that will show me all the information that can be exposed on that particular sales order line so I can see the the length and dimensions the weights volumes you know things like the dimension settings so this is relating to financial information this is all being you know being feed into the sales order but currently suppress from the user interface so control hours a useful way of finding out more information other right-click options are available to promise so when I click on that I can see all the supply and demand within the system for this particular item behind that warehouse so I see that I have 24 available on hand I see that there's another customer water and for 36 and then we have a purchase order here for buy Tigers coming in a couple of days ago so this is all important information if you are communicating with your customer giving them the right information and giving the right expectations when the orders will be dispatched in those sort of things so available to promise is a very important part of the system one last thing is that you can also add text so any information that you want to relay back to the customer and thanks for your order or anything more important you can add a text line from the type column and then that will draw through so from there I can then look at the summary information so I can see that by default there was $10 Freight but you know based on the the the weights and dimensions of the particular order that might need to be changed so to do that I can right click and look at the volume and weight calculation of of this particular order so I've received behind the item masters were filled in this information of the volume in the weights so I can see that this order is one point four six cubic meters in a waiter of 140 kilograms 160 sorry and so that might tie into what Freight we may need to charge the customer to get it to their location so that's good information I can then drill into the freight section so the substance disorders you know of a significant size we can't use standard Freight we have to use Bob freight and then I can just put in the value that oh we need to change charge the customer to get the goods to their doorstep so I can update that and that comes through on the screen against the order here I can then add this to the system and then press ok oh and I haven't populate delivery date so I'll update that so say that this is going to be dispatched in the 30th and then I go add so this will be added to the system and then it will put the commitment in into the system so other things that are good idea are previewing will sending a order confirmation to the customer so I can preview the order here and send it through and just as some sort of means of communicating a we've received this order and as a crystal report so that can be customized other good ideas as if you've interacted with the customer is new activity so if you're given them a back order update or anything like that it's always a good idea to the system viral activity for their communication so you can set up okay I had a phone call with Jim and it was regarding backorder so contacted Jim regarding water or backwater so that's set up in the system and this gives some history around the interactions with the customer always a good idea so I can add that and then that's fine so from there obviously the dispatcher or the supply chain will continue so depending on the setup of the SOP system you'll you might raise a a picklist or to notify the warehouse that an orders come in you can also convert it to a delivery immediately and the goods go out and then that will obviously decrease the stock on hand and those sort of things so those are the areas that I wanted to cover today hopefully there was some good information there for you to use take away and incorporate as part of your use of SOP business one so at this point in time we'll probably just look at the chat box so if you're got any questions just please enter a something in the chat so I can respond to it so I've got a question here about the function keys so about as it's it across the system or for each individual user so that's it per individual user so every individual user can set up their own function keys based on their preferences so you know if if six I think was for sales order for my particular user but that won't then apply to someone else in a system so it's a user-defined feature I hopefully that answers that so the next question is setting up discounts so set up discounts for a particular visitors partner without setting up a price list yes you can you need at least one priceless in the system but when you actually configure a special price so I've going back into the business partner record and go into special prices everything on this special prices area is referencing the retail price list if you air and change this to without priceless that won't reference a priceless so this'll just be a net price it won't be a discount percentage it would just be the net price that you're going to give that customer so hopefully that answers that question and the next question is I get regarding business partner Kellogg numbers and the report or is it a variable field can we use the business partner Kellogg number and the report or is it a variable value it is a variable value because it combines both the customer and the product to then get to that result it obviously can be displayed on the sales order or an invoice because the to the combination of the customer and the item obviously exists I guess it depends on the reporting if the logic the air of the combination of the customer and the product exists you could bring through the business partner catalog number on reports in forms so that should be that should be fine and so the next question do I have a summary guide on on the training just performed so what I've done is recorded the session and we'll be posting that on to YouTube shortly so if any people weren't able to attend today we'll send an email out with the information to access at YouTube clip so hopefully that will be sufficient there's obviously plenty of standard guides available which you can contact our support desk for but for this year we're just going to hit with recording this particular session all right so there's a few more questions here just notice that we've run over time what I'll do is if you don't mind if you've got a lot more questions just contact me directly or through the support desk our contact information is on the slide here so we've got the one 300 number we've also got the email and website so if there's any more information or like or any hands-on assistance please contact our support desk and they will be able to help you out all right so I guess I'd like to thank everyone for attending today and hopefully that was again useful and you can take some something away from the study minute session and hopefully become an effective a more effective user of EAP Business one all right so how everyone has a good day and yeah thank you don't forget to subscribe to our channel to learn new smart ways to grow your business you can also check out our blog and follow us on Twitter to learn more and stay up to date thanks for watching and see you next time [Music]