Introducing the Sales order system for Supervision

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[Music] what are you selling to whom so who's buying what and for what price and when do they need it and you know what's interesting and i can't tell you how time and again clients will come and say you know i just want to know like what's it what did this customer buy last year so getting access to that information makes a huge difference for organizations also knowing you know not only the pricing but those items and when do those items need to be delivered or shipped to meet that customer demand so todd did you want to jump into and just show a section yeah i want to show a little example i mean i love powerpoint but i'd love to uh just show you a couple little examples um you know just uh hopefully can you see my screen yeah okay just want to make sure so this is the sales order list okay i talked about access to information so i only have a few orders in here but even just in think of this like a spreadsheet you know rows and columns so the the highlighted order i have there you know just in the line you can see what the what the date it was in the order status is open it hasn't been completely shipped um you know what what is the way it's shipping fedex dhl zip code all that information but look at what we call the fact box to the right and this is all through our system this is saying customers statistics so think if you're on the phone with this customer i'm only highlighting one of their orders but look at the fact box i have their customer number i have their balance i have what their sales are payments outstanding orders all of these are links if i want to see their outstanding orders i click on that it'll take me they only have one outstanding order but you get the idea all the customer details everything all every single number is a link for you to drill into that you know you've got balance i can click on the balance there and you're gonna see it's only one invoice but so if you think about being on the phone with a customer and i can remember i always pull from my own experience but we would get questions about availability or questions about whether or not we can book an order and we'd have to have them wait we would have to talk to production and verify are these numbers even correct you know because our our inventory was all in spreadsheets of production and we were trying to keep up with it but the sales orders are in a different system so you don't have access to this information and i'm going to use the sales order as an example of just how easy it is to get information in here so i want you to think about this for a second so we got an order here i have nothing in here again just real quick you can see the fact box to the right all that same information when you're inside the order just a click away you can attach their original orders you can even drag the an email that you got inside of the system and keep track of all that but in my what i mostly see in the small growers is they'll send out their inventory maybe every monday once a week or something so they they're counting getting it all in a spreadsheet to send out this is what our availability is and it's really uh wrong as soon as they send it out you know as soon as they put in one order because that inventory is not in quickbooks or whatever system they're using so i'm going to use the sales order as an example but what i'm going to show you right here can be done in you know purchase orders in sales orders item ledgers everything across the system because remember this is fully integrated with microsoft office and really who doesn't use microsoft office these days right so let's pretend i got this spreadsheet emailed to me and so what i have here is just a little bit of information i have what the item number is i have what the item description is and here is the quantity that i want to order the unit of measure is pieces and i want it delivered on 9 1 of 2022. so what we've done for a lot of several of our customers is that we've formatted their availability spreadsheet that they send out to have room for the customer to enter the quantities and enter the shipping date they email that to you i'm going to go ahead and just copy all this i'm going to say control c i'm going to open up my browser and i'm going to say control v right into this order drum roll please see i just pasted all those lines into the system so think about you got a spreadsheet you gathered all of your inventory well let's come paste it in to the physical account worksheet right how easy is that you didn't have to collect the information on a piece of paper or a napkin and then have somebody else put it in the excel spreadsheet we actually can let you still do that process that's you know with your spreadsheets or that but easily be able to update this system and then like i said once you have your inventory maybe you get that you on monday you gather that sheet well we update this system even though you're not growing your production in here we update the system with that availability and then as the orders come in it's deducting from it you really don't have to keep counting and keep trying to match quickbooks to your spreadsheets i know that you all know what i'm talking about so all i did is paste in the item and the and the quantities in that and look at the prices all of that information just pulled from the system like it's not going to let you just paste anything in here if one of these item numbers were wrong or any of that it would you know because it's actually doing error checking as it comes in but that's a perfect example of of the close relationship that office 365 has with this and how they're trying to make it so you know they know how much how powerful in that excel is so they're trying to make it to where you know you really can have the best of both worlds so just remember i just pasted that in here and like i said you think about the spreadsheets of your production and you have separate tabs to try to figure out all the purchasing you don't need to do that have your purchase order spreadsheet as long as the column order you know like my spreadsheet is just the column order of these first four columns and you can paste it really almost anywhere in the system okay so that's a little bit of real world example we showed this to a client one time and he like i mean it was literally dropped the mic moment they dropped the mic he's like he got walked out of the room he said do you know how long it takes me to put it in order you know so that's that's a you know and what i like to call this is the poor man's edi right maybe you know you're dealing with all independent garden centers you're not dealing with some big box or something where you're using electronic ordering or all that maybe you know that's just not you're not into that part of the industry well you can still email out your availability have the customer fill it out send it back and you paste it in then if one of these quantities is wrong you didn't do it they then you attach that original spreadsheet they sent you to this order so you have the original order and when the customer says hey i didn't order 500 or 50. you pull up the spreadsheet they sent you and go i'm sorry but you put in 500 right and it saves you a lot of time [Music]