Order Types Explained

Summary

This article explains the order types within the Sales Ordering and Purchase Ordering modules of Platinum and how they can be configured

More Information

The order types define what processes need to be completed for an order to be considered finished within Platinum. These can be configured depending on your needs and how much paperwork you wish to produce.

Sales Order Types

To configure the Sales Order types go to " Order Processing Sales Ordering Maintenance Options General Order Parameters". You will see five lines of Order Types and four options for each. The options on here are Confirm, Picking, Complete and Delivery Note. Where there is a 'Y' under a heading it means that process needs to be completed for each order.

• 'Confirm' - Defines whether you want to print an Order Confirmation for the Sales Order. This can be printed, faxed or e-mailed to your customer as confirmation of their order details.
• 'Picking' - Defines whether you want to print a Picking List for the Sales Order. This can be of benefit to the pickers in your warehouse.
• 'Complete' - Defines whether you need to complete an item before it is booked out to the customer. Until this process has been done, the stock is only allocated to the customer and has not been removed from the shelf stock quantity.
• 'Delivery Note' - Defines whether you want to print a Delivery Note for the Sales Order. This can be printed, faxed or e-mailed as per the confirmation. Use this if you want a despatch note to go with the goods instead of the invoice.

The "Default Order Type" can then be set to your preferred order type, this will then be used with every new Sales Order that is created, unless there is an order type specified against the customer account.

Changing a Sales Order Order Type

When editing or creating a Sales Order it is possible to change the Order Type from the default by clicking on the "Order Type" drop down and choosing from one of your five defined order types. This will only affect items that are added to the order after this point.

Changing the Default Order Type on a Customer

Go into " Maintenance Customer File Maitenance Add or Edit Customers".

• Type in the customer's account code if known, or search for a customer.
• Click [Edit] and click on the "Ordering" tab.
• Change the "Order type" drop down to one of your five defined Order Types.
• Click [Done] and [Accept] to save the changes.
• Any Sales Orders created for this customer after this point will then use this new order type.

Purchase Order Types

To configure the Purchase Order types go to " Order Processing Purchase Ordering Order Type Parameters". You will see five lines of Order Types and four options for each. The options on here are Print, EDI, Confirm, Received and Invoice Received. Where there is a 'Y' under a heading it means that process needs to be completed for each order.

• 'Print' - Defines whether the purchase order needs to be printed, this can be used to fax or email the order to the supplier.
• 'EDI' - Defines whether the order can be submitted electronically to the supplier. For details on which suppliers can be submitted to electronically click here.
• 'Confirm' - This defines whether the EDI can provide a confirmation of what has been submitted. This can only be used with in conjunction with the EDI flag.
• 'Received' - This defines whether you need to receive the items to book them into stock and is recommended to be left as 'Y'. You can produce a Goods Received note and labels for the items at this point if required. We recommend that a Goods Received note is produced and attached to the supplier's paperwork that came in with the goods.
• 'Invoice Rec.' - This defines if you need to receive the Purchase Invoice against the items on the order. This is an important audit check that should be done wherever possible. You are checking that you have received the items for which you have been charged, and that they are at the right price.

Changing a Purchase Order Order Type

When editing or creating a Purchase Order it is possible to change the Order Type from the default by clicking on the "Order Type" drop down and choosing from one of your five defined order types. This will only affect items that are added to the order after this point.

Changing the Default Order Type on a Customer

Go into " Maintenance Supplier File Maitenance Add or Edit Suppliers".

• Type in the supplier's account code if known, or search for the supplier.
• Click [Edit] and click on the "Ordering" tab.
• Change the "Order type" drop down to one of your five defined Order Types.
• Click [Done] and [Accept] to save the changes.
• Any Sales Orders created for this customer after this point will then use this new order type.