USER GUIDE
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OTHER TRADEMARKS
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USER GUIDE
CONTENTS
SALES ORDER PROCESSING SYSTEM
1.GETTING STARTED......
1.1HOW TO USE THIS MANUAL......
1.2THE TITAN SYSTEM PROFILE......
1.3SALES ORDER PROCESSING......
1.4CONCEPTS AND FUNCTIONS......
1.5THE SALES ORDER PROCESSING SYSTEM MENU......
2.SET-UP AND RUN......
2.1SETTING UP THE SYSTEM......
2.2SYSTEM PARAMETER MAINTENANCE - SP00......
2.3FINANCIALS - SP01......
2.4PROCESSING & BACKUP CYCLES......
2.5PERIOD-END MODULE......
2.6PERIOD-END SEQUENCE......
2.6.1DAILY PROCEDURES......
2.6.2MONTH-END- PROCEDURES......
2.7UPDATE ORDERS WITH SUPERSESSIONS - SP90......
2.8UPDATE ACCOUNTS RECEIVABLE & SALES ANALYSIS - SP91......
2.9CASH UP - SP92......
2.10CONSOLIDATION OF BACK ORDERS - SP93......
2.11DELETION OF ORDER HISTORY - SP94......
2.12DELETION OF ORDERS - SP95......
2.13INVOICE HISTORY TRANSACTION DELETION - SP96......
2.14DELETE EXPIRED TIME DEPENDENT DISCOUNTS - SP97......
2.15DELIVERY ADDRESS CHANGES CLEARDOWN - SP98
2.16CLEAR INVOICE ANALYSIS FILE - SP99......
3.INPUT MODULE......
3.1THE INPUT MODULE MENU......
3.2SUPERVISOR ORDER REVIEW - SP09......
3.3ORDER ENTRY - SP10......
3.4ORDER REVIEW - SP11......
3.5PICKING LIST PRINT - SP12......
3.6INPUT PICKED DETAILS - SP13......
3.7ORDER RELEASE - SP14......
3.8BATCH INVOICE ENTRY - SP15......
3.9DEMAND INVOICE ENTRY - SP16......
3.10BATCH CREDIT NOTE ENTRY - SP17......
3.11CREDIT NOTE SUSPENSE ENTRY - SP171......
3.12CREDIT NOTE SUSPENSE RELEASE - SP172......
3.13DEMAND CREDIT NOTE - SP18......
3.14CREDIT NOTE SUSPENSE RELEASE & PRINT - SP182......
3.15DEMAND ORDER INPUT - SP19......
3.16BRANCH ORDER ENTRY PROGRAMS......
3.16.1BRANCH ORDER ENTRY - SP20......
3.16.2BRANCH ORDER REVIEW - SP21......
3.16.3REVERSE A TRANSFER OUT - SP22......
3.16.4PRINT IN TRANSIT INFO - SP23......
3.16.5BRANCH ORDER RELEASE - SP24......
3.16.6BRANCH ORDER TO ORDER - SP25......
3.16.7RECEIVE INTER BRANCH TRANSFERS - SP26......
3.16.8INTER-BRANCH STOCK BALANCING - SP27......
3.16.9Branch DEL. NOTE PRINT AND RELEASE - SP28
3.17BATCH ORDER UPDATE - SP40......
3.18BACK ORDERS TO PURCHASE ORDERS - SP41......
3.19FLAT FILE TAKE-ON FOR SP32 - SP42......
3.20BATCH INVOICE UPDATE - SP45......
4.MAINTENANCE MODULE......
4.1THE MAINTENANCE MODULE MENU......
4.2INVOICE MAINTENANCE - SP30......
4.3DELIVERY ADDRESS MAINTENANCE - SP31......
4.3.1ADDING DELIVERY ADDRESSES......
4.3.2AMENDING DELIVERY ADDRESSES......
4.3.3DELETING DELIVERY ADDRESSES......
4.4DISCOUNT/PRICE MATRIX - SP32......
4.4.1PRODUCT/CUSTOMER DISCOUNT......
4.4.2PRODUCT QUANTITY DISCOUNT......
4.4.3VALUE DISCOUNT......
4.4.4OVERALL DISCOUNT......
4.4.5TIME DEPENDENT DISCOUNTS......
4.4.6PRICE MATRIX......
4.4.7QUANTITY PRICING......
4.5ALTERNATE SEQUENCE MAINTENANCE - SP33......
4.6CREATE STANDING ORDERS - SP34......
4.7REVIEW STANDING ORDERS - SP35......
4.8RELEASE STANDING ORDERS - SP36......
4.9COPY STANDING ORDER TO ORDER - SP37......
4.10STANDING ORDER PRINT - SP38......
4.11DELETION OF STANDING ORDERS - SP39......
5.ENQUIRY MODULE......
5.1THE ENQUIRY MODULE MENU......
5.2ORDER ENQUIRY - SP50......
5.3ORDER ENQUIRY - HISTORY - SP501
5.4DELIVERY ADDRESS SCAN - SP51......
5.5ORDERS SCAN - SP52......
5.6DELIVERY ADDRESS SCAN - SP53......
5.7DISCOUNT/PRICE MATRIX SCAN - SP56......
5.8INVOICE ENQUIRY - SP57......
6.PRINT MODULE......
6.1THE PRINT MODULE MENU......
6.2INVOICE PRINT - SP70......
6.3CREDIT NOTE PRINT - SP71......
6.4NON-STANDARD DISCOUNT/PRICE REPORT - SP72......
6.5CREDIT LIMIT/TERMS EXCEEDED REPORT - SP73......
6.6OUTSTANDING ORDERS REPORT - SP74......
6.7UNRELEASED CREDIT NOTE REPORT - SP741......
6.8DELIVERY ADDRESS PRINT - SP75......
6.9DISCOUNT/PRICE MATRIX PRINT - SP76......
6.10CUSTOMER/GROUP PRICE LIST - SP761
6.11CUSTOMER ORDER PRINT - SP77......
6.12DEMAND ORDER RELEASE - SP78......
6.13ORDER ANALYSIS - SP79......
6.14INVOICE PRINT FROM HISTORY - SP80......
6.15CREDIT NOTE PRINT FROM HISTORY - SP81......
6.16LABEL AND MANIFEST - SP82......
6.17RELEASE PICKED QUANTITY AND PRINT DELIVERY NOTE - SP83......
6.18RELEASE DELIVERED QUANTITIES TO INVOICE - SP84......
6.19RELEASE DELIVERED QTY AND PRINT INVOICE - SP85......
6.20CUSTOMER RELEASE PICKED QTY AND PRINT INVOICE - SP86......
6.21CUSTOMER RELEASE PICKED QUANTITIES TO INVOICE - SP87......
6.22DELIVERY ADDRESS CHANGES PRINT - SP88......
6.23DISCOUNT/PRICE CHANGES PRINT - SP89......
7.BACK ORDER MODULE......
7.1BACK ORDER MODULE MENU......
7.2BACK ORDER DELETE OR AMEND - SP61......
7.3NARRATIVE COPY PROGRAM - SP62......
7.4BACK ORDER REPORT - SP67......
7.5BACK ORDER RELEASE - SP69......
APPENDIX A......
A.1. ORDER AVAILABILITY/MESSAGE SYSTEM......
A.2 ORDER ANALYSIS......
A.3 SUPERSESSIONS......
A.4 POINT-OF SALE......
A.5. AUTO ORDERING FOR BM COMPONENTS IN SP......
A.6 SUSPENSE CREDIT NOTE FEATURE......
APPENDIX B......
B1. DEFINITION OF FORM TYPE IV......
B2. DEFINITION OF FORM TYPE SP......
B3. DEFINITION OF FORM TYPE OA......
B4. DEFINITION OF FORM TYPE SL......
B5. DEFINITION OF FORM TYPE......
INDEX......
SP - Getting StartedJULY 20061 - 1
USER GUIDE
1.GETTING STARTED
1.1HOW TO USE THIS MANUAL
Each chapter in this manual leads logically through the important steps to install and maintain your system.
Chapter 1 - Getting Started, describes the hard/software requirements and special features of the TITAN systems.
Chapter 2 - Set-up and Run will take you through the sequential steps required to run the program effectively.As each program has a System Parameter File Program (SU00, AP00 etc.) and usually a Period End Module (SU9, AP9 etc.) these are combined in this chapter to ensure all the set-up data is understood.
The following chapters are the same for most systems.They start with the Input Module, then the Maintenance Module which helps you set up and maintain your file requirements.Then the Enquiry Module which helps you search for data in your files.After that specific modules such as Report Management, Interface to Other Systems will follow.The last chapter deals with the printing of reports.
If there are specific examples required these are entered in the Appendix.The Index provides a reference to the actual screen prompts as well as key words.
Screens are provided as a guide to the fields to be entered.Each screen prompt will be indented and bold with the field length and further information on that field for example,
BATCH #:6 digits
When entering a new batch, press [Enter] for the next sequential batch number.
When information is accepted and another screen appears this will be shown in the manual as Level 1, Level 2 and so on.
When multiple choices appear and these have to be described individually, the first level will be the major input screen.
1.2THE TITAN SYSTEM PROFILE
Please refer to the Systems Utilities Manual for a profile of the TITAN system, which consists of the following modules:
Application Builder / Accounts PayableAccounts Receivable / Bank Link
Bill of Materials / Cashbook
Chart Writer / Electronic Data Interchange
Fixed Assets / General Ledger
Instalment Sales / Inventory Control
Job Costing / Monthly Payroll
Purchase Ordering / Point-of-Sale
Report Writer / Sales Analysis
Sales Order Processing / Systems Utilities
Weekly Payroll
1.3SALES ORDER PROCESSING
The Sales Order Processing integrates with the Inventory, Accounts Receivable and Sales Analysis systems to form an integrated solution to invoicing requirements.
The system may be integrated further with the addition of the General Ledger system to become a fully integrated distribution and financial package.
The Sales Order Processing will achieve the following results;
- Eliminate repetitive manual billing tasks, such as writing or typing out invoices, looking-up prices and discounts, extending prices, etc.
- Eliminate losses caused through incorrect pricing, discounts and extensions.
- Reduce bad debt risk by only supplying goods and services to authorised, credit worthy customers.
- Increase the level of client service.
- Provide simultaneous capture of vital customer, inventory and sales analysis transaction information for use in these systems.
- Provide multiple billing methods, for example on-line order entry, demand (cash sale) invoices, batch and inter-branch/warehouse invoicing.
SYSTEM FEATURES
- On-line order entry, demand or batch invoicing
- User-defined order of entry
Through the use of 'jump tables', it is possible to define the order in which data is entered into the system.This facility displays all standard information, while automatically placing the cursor at the first position where the entry of new data is required.
- Customer credit checking
Customer credit worthiness is checked before, during and after order/invoice entry.
- Supervisor password protection
Credit limits, prices and discounts may be supervisor-password protected.
- Product status
During order entry a product status is advised, for example on hand, allocated, reserved, on back-order or on order and the lead time.
- Non-stock and narrative invoicing
Charges for buy-out items and services are provided for within the invoicing process.These options may also be protected by passwords.
- Instalment Customer invoicing
Customers purchasing on budget accounts can be invoiced across a number of instalments.
- Automatic or manual numbering
The method of invoice numbering can be user-defined, either system generated or manually entered.
- Multiple prices
The system will pre-select prices according to a pricing matrix available, or accept manual or alternative pricing input.
- Multiple discounts
Discounts are supplied by the Inventory and Accounts Receivable files and may be changed if required at input time.
- Discount matrix
Standard discount rates can be set up within the system.This enables automatic generation of discounts by customer, type of customer, product, quantity, time-dependent or overall value.
- Multiple delivery addresses
Each customer may have multiple delivery addresses which can be selected during order entry.
- Financial Exception Reporting
All customers who exceed their credit limits/terms during order entry or invoicing are reported.
Any discount and price entered or selected that is not standard for a customer, is listed in this report for control purposes.
- Order enquiries
Orders on file may be viewed in any of the following sequences;by order number, customer number, due date, customer order number, product number or warehouse/bin number sequence.
- Unit of issue
All quantities are shown in the unit of issue - but with full access to unit of purchase and unit of hold.
- Extensive order status reporting
- Lost order report
MODULE REVIEW
The Sales Order Processing system has the following functional modules, each comprising a number of programs. They are ; Input, Transfer, Maintenance, Interface, Enquiries/Scans, Print and Period-End.
INPUT MODULE
Use this to perform the following functions;
- On-line order entry with order review, amendment, cancellation and release facilities.
- Input of picked items and the printing of a picking list.
- Demand (Cash sale) invoicing for immediate invoice production.
- Batch invoicing to cater for delivery note and second stage order input.
- Credit note entry.
- Demand order or invoice/credit note input with immediate print.
TRANSFER MODULE
Use this module for on-line entry of inter-branch or inter-warehouse transfers, with review, amendment, cancellation, release and printing facilities.
MAINTENANCE MODULE
Use this module for delivery address and discount matrix maintenance.These programs allow customer delivery addresses and customer discounts to be added, amended and deleted.
The standing order programs also form part of this module.
INTERFACE MODULE
Use this module to 'take-on' orders or invoices into the Sales Order Processing cycle which have been produced remotely, off-site.
ENQUIRIES / SCAN MODULE
Use this module to view the orders file; by order number, customer, delivery date, customer order number, bin location or product sequence.The delivery address and discount files may also be scanned.
PRINT MODULE
All the programs in this module are exception-based, using a series of prompts to select the range of data for printing.
- Invoice and credit note print
- Financial Exception reporting
- Order status reporting
- Delivery address print
- Discount file print
- Order print
- Order release and print
PERIOD-END MODULE
This module is used at period- and year-end to update the Accounts Receivable and Sales Analysis files.
1.4CONCEPTS AND FUNCTIONS
Please refer to the Systems Utilities Manual for a complete explanation of the concepts and functions used throughout the TITAN system.
1.5THE SALES ORDER PROCESSING SYSTEM MENU
To select the system from the main menu, enter SP.The following modules and programs form part of the Sales Order Processing system.
TITAN SALES ORDER PROCESSING MENUSP1 - INPUT MODULE
SP09 / SUPERVISOR ORDER REVIEW / SP16 / DEMAND INVOICE ENTRY
SP10 / ORDER ENTRY / SP17 / CREDIT NOTE ENTRY
SP11 / ORDER REVIEW / SP171 / CREDIT NOTE SUSPENSE ENTRY
SP12 / PICKING LIST PRINT / SP172 / CREDIT NOTE SUSPENSE RELEASE
SP13 / INPUT PICKED DETAILS / SP18 / DEMAND CREDIT NOTE ENTRY
SP14 / ORDER RELEASE / SP182 / CREDIT NOTE SUSPENSE RELEASE & PRINT
SP15 / BATCH INVOICE ENTRY / SP19 / DEMAND ORDER ENTRY
SP2 - TRANSFER MODULE
SP20 / BRANCH ORDER ENTRY / SP25 / BRANCH ORDER TO ORDER
SP21 / BRANCH ORDER REVIEW / SP26 / RECEIVE INTER-BRANCH TRANSFERS
SP22 / SP27 / INTER-BRANCH STOCK BALANCING
SP23 / PRINT IN TRANSIT INFO / SP28 / BRANCH DEL NOTE PRINT AND RELEASE
SP24 / BRANCH ORDER RELEASE
SP3 - MAINTENANCE MODULE
SP30 / INVOICE MAINTENANCE / SP35 / REVIEW STANDING ORDERS
SP31 / DELIVERY ADDRESS / SP36 / RELEASE STANDING ORDERS
SP32 / DISCOUNT/PRICE MATRIX / SP37 / COPY STANDING ORDER TO ORDER
SP33 / ALTERNATE SEQUENCE / SP38 / STANDING ORDER PRINT
SP34 / CREATE STANDING ORDERS / SP39 / DELETION OF STANDING ORDERS
SP4 - INTERFACE MODULE
SP40 / BATCH ORDER CAPTURE / SP45 / BATCH INVOICE CAPTURE
SP41 / BACK ORDERS TO PURCHASE ORDERS
SP5 - ENQUIRY/SCAN MODULE
SP50 / ORDER ENQUIRY / SP53 / DELIVERY ADDRESS SCAN
SP501 / ORDER ENQUIRY - HISTORY / SP56 / DISCOUNT/PRICE MATRIX SCAN
SP51 / DELIVERY ADDRESS SCAN / SP57 / INVOICE ENQUIRY
SP52 / ORDERS SCAN
SP6 - BACK ORDER MODULE
SP61 / BACK ORDER DELETE OR AMEND / SP67 / BACK ORDER REPORT
SP62 / NARRATIVE COPY PROGRAM / SP69 / BACK ORDER RELEASE
SP7 - PRINT MODULE
SP70 / INVOICE FORM PRINT / SP80 / INVOICE PRINT FROM HISTORY
SP71 / CREDIT NOTE FORM PRINT / SP81 / CREDIT NOTE FROM HISTORY
SP72 / EXCEPTION REPORTS / SP82 / LABEL AND MANIFEST
SP73 / CREDIT LIMIT/TERMS EXCEEDED / SP83 / RELEASE PICKED QTY AND PRINT DEL NOTE
SP74 / OUTSTANDING ORDERS REPORT / SP84 / RELEASE DELIVERED QUANTITIES TO INVOICE
SP741 / UNRELEASED CREDIT NOTE REPORT / SP85 / RELEASE DELIVERED QUANTITY AND PRINT INVOICE
SP75 / DELIVERY ADDRESS PRINT / SP86 / CUSTOMER RELEASE PICKED QTY AND PRINT INVOICE
SP76 / DISCOUNT/PRICE MATRIX PRINT / SP87 / CUSTOMER RELEASE PICKED QUANTITIES TO PRINT
SP77 / ORDER & DELIVERY NOTE PRINT / SP88 / DELIVERY ADDRESSES CHANGES PRINT
SP78 / RELEASE PICKED QUANTITY AND PRINT INVOICE / SP89 / DISCOUNT/PRICE CHANGES PRINT
SP79 / ORDER/SALES ANALYSIS
SP9 - PERIOD-END MODULE
SP90 / UPDATE ORDERS WITH SUPERSESSIONS / SP95 / DELETION OF ORDERS
SP91 / INTERFACE TO AR AND SA / SP96 / INVOICE HISTORY DELETION
SP92 / CASH UP / SP97 / DELETE EXPIRED TIME DEPENDENT DISCOUNTS
SP93 / CONSOLIDATION OF BACK ORDERS / SP98 / DELIVERY ADDRESS CHANGES CLEARDOWN
SP94 / DELETION OF ORDER HISTORY / SP99 / CLEAR INVOICE ANALYSIS FILE
As you can see these modules are organised into functional groups, for example SP1 - Input Module contains all the programs that are concerned with data input.
The menu system has pre-loaded the SP mnemonic and all that is required is to enter the relevant module number, for example 1 for the input module.
Enter [M] to select the main menu.
SP - Getting StartedJULY 20061 - 1
USER GUIDE
2.SET-UP AND RUN
2.1SETTING UP THE SYSTEM
This section sets out the sequence of procedures that must be followed for setting up the Sales Order Processing system.
Some of the programs are contained in this system while others, which are common to most programs, will be found in the Utilities System.
Sales Order Processing system program numbers are preceded by SP.System Utilities programs are preceded by SU.
Should any difficulty be encountered during this set up procedure please contact the Dealer or Distributor immediately.
After installing the system please follow this SET UP procedure.
STEP / PROGRAM / FUNCTION AND PROCEDURE1. / Both the Accounts Receivable and the Inventory system must be set up.
Please refer to these User Guides for detailed instructions.
2. / SP00
Mandatory / The System Record Maintenance program contains various essential parameters that are used by the Sales Order Processing System (refer to Part 2 - Set-up and run - section 2.1.2 of this guide for details.
3. / SU30
Mandatory / The Installation Maintenance program Option 4 must be called up and the user defined terminology fields must have the correct terminology for the following:
Field 1 : 'Post Code'
Field 2 : 'Reference'
Some people prefer, for instance, to use 'ZIP CODE'.
You may also change option 4 in the Accounts Receivable system. If you enter your own terminology for ‘Salesman’, then the first 3 characters will be used on the Order/invoicing header screen.
Field 3 to 5 are optional an are for use in the body of the invoice.
4. / SU31 / The Descriptions File Maintenance program is used to set up the descriptions required by Sales Order Processing. Description file data must be entered for the following description types if these options are to be used;
DI
Optional / Delivery instructions.
Enter and define the delivery instructions to be used in the Orders/Invoicing programs, for example;
0010 By rail,
0020 By truck, etc.
D1 - D7
Optional / Shipping details codes 1 - 7.
DS
Optional / Discount reference.
Enter and define the discount reference to be used on Orders/Invoicing programs.
PM
Optional / Payment method.
Enter and define the methods of payment to be used, for example;
0001 - Cash on Delivery,
0002 - On account, etc.
Also set up references for alternate range of invoice numbers per payment method (optional).
In addition if you wish cash payments to be rounded down to the nearest 5 cents, you will have to add .05 on all cash type codes. SP10/SP14 will then do the rounding and add the difference to the discount.
RC
Optional / Route code.
Enter and define the route codes to be used, for example;
1000 - Southern suburbs,
2000 - Northern suburbs, etc.
SC
Optional / Sundry charges.
Enter and define the standard sundry charges to be included on the invoices and orders, and how the charge is to be calculated for example;
0200 - Railage,
0300-Postage, etc.
You must also specify whether the calculated values are inclusive or exclusive of VAT
S1
Optional / Sales Analysis code 1.
Enter and define the first user-defined Sales Analysis code to be used in conjunction with the Sales Analysis system, for example;
SS01 - Local sales,
SS02 - Foreign sales, etc.
S2
Optional / Sales Analysis code 2.
Enter and define the second user-defined sales analysis code to be used in conjunction with the Sales Analysis system and set up overrides and set messages to be ignored.
NOTE
This may also be used to identify an operator. If the option is selected in program SP00 - System Record Maintenance, the first four characters of the USER NAME will be defaulted to the operator field.
5. / SU32
Mandatory / The Numbers File Maintenance program will set up and maintain the Sales Order Processing audit numbers in the system.
Enter the next credit note number under reference code 'C', the next invoice number under reference code 'I' and the next order number '0'.
If interfacing from the Job Costing system enter the next Job Costing invoice under 'i', and the next credit note under 'c'.
SP20 - Branch Order Entry uses type ‘n’ for orders.
1 to 9 / These references are optional and you need only complete them if you specified in program SU31 - Description Type Maintenance, type [PM], that you wish to have alternate invoice ranges by Payment Method.
C / For the next credit note number.
I / For the next invoice number.
N / For the next delivery note number.
O / For the next order number.
T / For the next temporary stock number.
c / For the next Job Costing credit note number if you are interfacing from the Job Costing system.
i / For the next Job Costing invoice number if you are interfacing from the Job Costing system.
If Clients want to identify which invoices are from orders, which direct and which from JC costing.
To solve this we will be using the following SU32 references:
JC13 - "i" or "c"
SP15 - "i" or "c"
SP10 - "o" - this will be retained as inv no. If SP00 is set to use order# as inv#
NB: the user 'must' separate the ranges within the three different series otherwise duplicates can occur. When a duplicate invoice is detected the system will append lines to the original invoice.
6. / SU33
Optional / The Narrative File Maintenance program maintains a general narrative file which is described in more detail in Appendix A1.
7. / SU35
Mandatory / The Customised Forms Maintenance program will set up and maintain the invoice/credit note print layout.
Set up the invoice layout (form type IV), and the order confirmation/picking note (form type SP). Please refer to Appendix B for further information.
8. / SU71 / The Description File Print program prints the details entered into the descriptions file.
Check the report against the data entered. Correct any errors using program SU31 - Descriptions File Maintenance.
9. / SU38
Mandatory / The Password Maintenance program is used to set up and maintain user names and access permission for all programs in the system.
Use the "Super User" logon (SYSADMIN) to gain access to this program.
Protect all programs with passwords and ensure that the "Super User" (SYSADMIN) is given password protection.
10. / SP31
Optional / The Delivery Address Maintenance program allows you to enter up to 9999 different delivery addresses per customer.
11. / SP32
Optional / The Discount/Price Matrix program allows you to define various levels of discount. It also has a separate function which allows you to enter a selling price matrix.
12. / SP33
Optional / The Alternate Sequence Maintenance program is used on the Back Order system SP6
As the system is a multi-company and multi-branch system, this sequence of SET UP procedures needs to be repeated for each company/branch combination to be used.