Sales Order Processing

The 3EX.NET Sales Order Processing module handles all customer sales transactions and customer contact. Automating the flow of a transaction from initial entry to dispatch and completion.

All Sales Transactions regardless of source (i.e. Mail Order, Telephone Order, eCommerce Order) are managed through the same order processing workflow, ensuring maximum efficiency. From within the Activity Container, the user is able to raise a sales order. During the order entry process, the user is able to capture:

• The customers address details
• Any alternative delivery address details
• Promotion and Chanel Analysis details.
• Products Required
• Order Related Notes
• Dispatch Requirements
• Payment Details
• Any other Related Data

Sales Order Entry

The user is guided through the entry of the order, via the Transaction Wizard. Each of the steps are shown below:

Address Selection

Customer Address and Alternative Delivery Address details, are captured on the Transaction Address step. The customers name and address details will already have been selected / created as part of the Activities system. Previously used Delivery Addresses are available for selection, or new alternative delivery address details can be created from within this step.

Sales Order Analysis Information

This step can be used to store any additional information which may be required against the order for analysis / reporting purposes. As standard simple Channel and Promotion selections are available. The screenshot shows the Transaction Header step of the wizard, with the Channel and Promotion selection boxes, along with a screen shot of a simple promotional sales analysis report.

Adding Items to the Basket

The Transaction Line Step of the Wizard, allows the user to use an advanced product search tool to find the items the customer requires. Once the item has been found, the user is able to instantly see the stock position for the product, along with any other product details that may be relevant, utilising the user definable data displays. The instant a product is added to an order, the stock for the required product is reserved. As a line is being added, predetermined pricing discounts can be automatically applied, or the user can enter a manual discount percentage or value. The screen shot shows the order line entry, with the Product Search launched.

In addtiion to the Standard Product Search, the standard 3EX.NET system incorporates Quick Launch faciities which allow the user to launch alternative menu options which are normally be found in other areas of the system so negates the need for the user to navigate away from the Transaction Line step of the wizard. The circled icon below show the Standard Transaction Line Quick Launch facility which includes Transaction Origin Tracking, Stock Movement Enquiry and Product Forecast Enquiry as standard options.

Also on this step on the Standard 3EX.NET system is the Transaction Line Product Enquiry Quick Launch facility.  The circled icon below show the Standard Transaction Line Product Enquiry Quick Launch facility which includes Open sales Order Line Enquiry and Open Purchase Order Line Enquiry options as standard options.  The 3EX.NET system can be configured to allow multiple Quick Launch groups and additional menu options to be added to existing Quick Launch options, this would require a change request.

Further details on the Enquiry facilities within the standard 3EX.NET system can be found within 3EX.NET Stock Enquiries.

Sales Order Notes

The Transaction Notes step is skipped when entering an order, but can be reached at any point by simply clicking on the step in the wizard. These notes are meant for internal use only and by default, they will not print on any Documentation. They are known as Transaction Origin Notes. This is because the notes are always recorded against the Transaction Origin, rather than the specific transaction. This means that should an order be split (part shipments etc), all the notes related to the order will always be visible, regardless of which part of the order you are viewing.

As Transaction Origin Notes are saved, the system will automatically assign a User and Date Created / Modified.

Sales Order Summary Step

The Transaction Summary step, will allow the user to apply a dispatch charge to the order. As standard, the system will give the user the option to apply a single pre-set charge or select free shipping. The user can override the dispatch charge at any time.

The system can be configured to handle incredibly complex Dispatch and Carrier Charging methods. For example, the system can allow for level break pricing, i.e. Up to £100 = £5 carriage, £100 - £200 = £2.50 Carriage, Over £200 Free. Carriage charges can be calculated using item quantities, order values, weights and even volumetric information. It is also possible to create a full range of carrier services, including costs and area inclusions / exclusions. The system can ultimately analyse the contents of an order and determine the best carrier to use in order to always ensure the cheapest cost / best service. Any amendments to the Dispatch / Carrier service systems would be considered a change request.

The summary step also allows the user to enter other information which may be relevant to the order. The user can place the order on manual hold, for further review. This will effectively move the order to a Held For Credit area of the system. The user can also enter Discounts / Surcharges against the order and can enter text which will be printed on the Picking Note and Dispatch Note. At this point the user will also be able to view the full value of the transaction.

Sales Order Payment Details

Multiple payment lines can be created against an order. I.e. a customer could choose to pay the order using multiple credit cards, or perhaps pay part by Cheque and part by Credit Card. As standard on the system, the user can select either a Cheque / Postal Order or a PDQ Credit Card payment. The 3EX.NET system will allow Credit Card payments to be authorised online, with payment taken either immediately or at point of order dispatch via a secure embedded Commidea or SagePay (immediate payment option only) payment portal, this would require a change request.

Once the order is saved the system will automatically apply checks to ensure that the order has been paid in full. This will take into account Credit Limits and other outstanding orders on the system for the specific customer. If the order is considered to be under / over paid, the system will place the order on hold and this will be moved to a "Held For Credit" area for review by a customer service supervisor. 

Automated Order Processing

Once the order has been created, the system will apply pre-defined logic to move the order or parts of the order through the sales order processing workflow. The standard system configuration includes the following pre-defined logic:

Credit Management

Should there be a problem with payment or with the customers account, the order will be held and moved to a "Held For Credit" area or "Stage", which again can be analysed and reported on. Once the credit issue has been resolved and assuming the order has sufficient stock, the system will move the order into the Picking Process.

Back Order Management

Where an item has been added to the order which does not currently have stock, the system will automatically move the item to a "Back Order" stage. The Back Order stage can then be analysed and reported on to help with purchasing decisions. As stock for the product is received, the system will automatically move the item out of the Back Order area and into the Picking Process.

By default, where multiple lines have been added to an order, the system will always move only the out of stock items to back order. Any items which are in stock will be moved into the picking process. It is possible to hold an entire order at back order or to define complex rules for back order stock release, this would require a change request.

New logic and stages can be added to the system at anytime by way of Change Request. The system can analyse any information captured against an order, or against a product place on and order to determine the path the order should take in order to complete the process from initial entry to dispatch. This can allow business decisions to be fully automated, minimising staffing overheads order turnaround.

eCommerce Order Management

Orders taken via the 3EX.NET eCommerce Web Platform will automatically be created in the Web Order Entry Stage. The system will apply the same logic to these orders as it would to any other sales order. I.e. Assuming the items on the order were in stock and there were no issues with the customers payment, the system would move the web order into the normal picking process. 

3rd party web sites can be integrated with 3EX.NET using SQL Integration Services. This will allow for orders to be automatically brought into 3EX.NET and for Stock and other product information to be fed to the 3rd party eCommerce platform, however this would require a change request.

Drop Ship Order Management