The Sales Invoicing/Distribution System is responsible for all aspects of requests for product delivery, the incoming order, customer issues such as customer status and credit checking, product availability, product picking, the delivery of the product and all associated documentation. The ERP software is designed to allow a wide range of facilities and options. These are not compulsory, and the user need only use the facilities they require.
Macro 2000 Sales Invoicing and Distribution software
The system interfaces (optionally), to the Debtors, Customer Order, Stock Control and WMS. The system can be set up to handle different scenarios ranging from simple post-dispatch invoicing to multi-process invoicing involving more than one country and currency.
The invoicing program is fully integrated to the customer order system to obtain all information required for the delivery process.
It is also integrated to the Electronic Data Interchange and Internet B2B systems to allow Third Party delivery requests to be processed in a controlled manner.
The system has full on-line search and look up facilities for all data items such as Customers, Rep Codes, Stock Codes, Stock balances etc.
Automatic Invoice Delivery Initiation
This method is used where orders are in the system awaiting credit clearance, delivery dates, or stock availability.
It is also used where customer orders are submitted electronically, or via the Internet.
The system will approach delivery either on an order by order basis, or on a product availability basis.
The first method delivers orders according to a set of business rules.
It is used where product is made to order or stock holdings are such that delivery from stock is the preferred method of delivery.
Delivery on a product basis is used where product is received in large batches. The system will find all orders for a product, which are undelivered and due for delivery and generate picking slips automatically until the available stock is fully used. Picking slips are printed and the invoice file is loaded automatically. Once the goods are packed, differences (if any) are input to the system and the dispatch documentation and the invoice are produced.
Dispatch documentation can include Invoices, Dispatch Notes and Waybills/Rail notes etc.
Automatic delivery is simple and effective. but is only suitable only in certain environments
Orders are loaded prior to delivery. The user decides which orders to meet. The program accesses the requested order(s), which contain all information necessary for invoicing. The system automatically initiates delivery exactly as for Automatic Delivery Initiation.
The system business rules relating to credit checking, pricing, stock availability etc apply.
On Demand Invoicing
This method is used to initiate delivery as needed.
The Order is subject to exactly the same business rule as any of the other methods.
This method is used where orders are received by telephone, fax, or on paper, and the product is expected to be delivered out of stock.
All information necessary for the invoice is entered. The invoicing system allows a delayed invoice print facility. This allows the picking slip to be produced first. This is sent to the dispatch department who pack the goods, noting any changes due to shortage of stock on the picking slip. The amended picking slip is returned to the invoicing department who advise the computer system of all changes prior to production of the invoice, and other dispatch documentation.
Simple Invoicing is used in a cash and carry environment. It is not a point of sale system, although product scanning is supported.
The invoicing system integrates with the Debtors system, the Customer Order system, the Stock Control system, and the warehousing system.
When the invoice is produced a transaction is generated for the Debtors and Stock systems. Invoicing information will also be transferred to the Sales Analysis and Rep Commission Analysis Reports.
Invoice and Dispatch notes and other Dispatch documentation such as Route Lists, Cash Collection lists, Rail labels, Consignment Notes, Postage labels, Waybills etc, can be produced by the system.
Credit limit checking is available at invoicing time (also available at order entry).
Credit checking is rule based, and looks at customer status, account status, balances, and payment terms.
Credit failures are advised immediately. A Credit over-ride facility is available
Stock and Availability
The system has full support for defining the rules for Stock and Availability. Usually dispatch requests are accepted only if stock is available.
The term available can include factors such as stock on hand, outstanding orders, outstanding purchase orders, work in progress, reservation etc
Electronic Data Interchange
Customer Orders may be received electronically.
Customer Delivery instructions may be received electronically
Dispatch Notes may be sent to customers electronically
Invoices may be sent to customers electronically
Customer Orders may be placed over the Internet
Customer Delivery instructions may be submitted over the Internet
Confirmation of Order and Invoicing may be sent to the customer electronically
Order and Delivery History is available over the Internet
Summarised Picking Process
The system is able to select orders which can be grouped together and produce summarised Picking and Dispatch documentation. This can be useful where say a days orders are processed and packed together for dispatch the next morning.
The Dispatch and Invoicing system has full support for multi-currency sales.
Export Invoices can also provide for used defined shipping information to be captured, so that export invoices and documentation can be produced.
Price File Facility
The system provides a sophisticated Price File Facility. Prices can be loaded per product, per customer, per customer/product. Promotional prices are supported as are price expiry dates, Quantity break pricing and pricing based on discounts rather than price.
System rules determine if automatic prices can be overridden.
An optional facility is available to scan product bar code labels packed for dispatch, as a double check on dispatch quantities. The system will not produce dispatch documentation if the scanned quantities do not match the operator entered dispatch quantities.