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Introduction to Orders
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Last modified on 6/1/2016 8:44 AM by User.

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Introduction to Orders

 

 

 

Overview

In OASIS, orders can be created from quotes. The first section below, will instruct you on how to convert a quote to an order then the second section will show you how to create an order when there is no quote in the system.
If you are creating Stock orders or an order where there is no Quote in the system, skip to Section 2

 

Section 1 - Converting from quote

Open the Quote / Project.

  • Make sure you have selected a winning customer.
  • Once this is done, and all overage and lot lines have been assigned to a manufacturer you are ready to convert to an Order.
  • Change option package code from Option to Winning Option for those items being ordered and Pending Option for those items that will not be ordered at this time.  
  • Click on the "green" Create PO button  on the toolbar, or go to File, then "Create PO".
  • If you have entered a "Lot Price" in Customer tab, you must "$0.00" out the Lot Price and make sure your Bill of Materials matches or is priced as you want. Also, the Markup section must be resolved as well, before converting to an Order(s).
  • OASIS may open a window and ask if you want to change the status from Order Pending to Ordered. If you are ready, click Yes.  The Create PO’s screen will appear.

Manufacturer’s Tab

There will be an entry for each manufacturer on the quote. If there are quote lines marked as "Resell", one entry for those items will appear at the bottom of the Create PO’s screen Manufacturer’s tab.

  • View the total price and earnings for each manufacturer.
  • Freight terms may be manually selected from this screen.
  • Enter the PO#.
  • Enter the Manufacturer’s Quote number.
  • View the total order amounts and associated earnings for items previously ordered off from this quote for this manufacturer.

Bill of Material Tab

View and manage items being ordered from that manufacturer.  Users may sort the bill of material by line number, fixture type or manufacturer (Only for combined Parent/Child orders).  Items may be removed from the order at this stage by unchecking the line so that it does not flow through the order. 

 

Order Entry/Addresses

Enter the Order Entry and address information which will flow through to all orders created from this screen. 


 

 

 Shipping Tab

Ship to

Enter all necessary shipping addresses – this will show on all orders created

Call Before

Text entered here will show in the header area on the PO

Mark

Text entered here will show in the header area on the PO

CSR

By default, if you are a designated CSR, your name will appear, however you can enter an order for another person

Lot Net Billing

Check here if you want the Manufacturer to Lot Net Bill the customer

Req on site

Check and enter the date if needed to show on the PO. If not needed, leave un-checked

Don't Ship Before

Check and enter the date if needed to show on the PO. If not needed, leave un-checked


Shipping tab Ship to Enter all necessary shipping addresses – this will show on all orders created Call Before Text entered here will show in the header area on the PO Mark Text entered here will show in the header area on the PO CSR By default, if you are a designated CSR, your name will appear, however you can enter an order for another person Lot Net Billing Check here if you want the Manufacturer to Lot Net Bill the customer Req on site Check and enter the date if needed to show on the PO. If not needed, leave un-checked Don't Ship Before Check and enter the date if needed to show on the PO. If not needed, leave un-checked

Notes Tab

Notes tab Notes Any notes printed here will show below the BOM on all orders created from this quote

 

Notes tab

 

Notes

Any notes printed here will show below the BOM on all orders created from this quote





Next, highlight the mfg you want to create the order for and Click "Create PO" at the bottom of the screen. The Question (Status) window will appear asking to change the status of the order from Order Pending to Ordered. These are the default statuses OASIS moves the quotes and orders through. Select Yes.

Next, a window will appear asking if this is a Release order or not.

Select Yes - to create a Release Order
Select No - to create a Hold for Release or a Partial Released Order

NOTE - If partially ordering items for one manufacturer, OASIS will remember the previous quantity ordered, will ask me and not allow more to be ordered without a warning.

The next screen will work just like creating an order where there is no quote in the system except that the information from the Quote will flow into the PO.
 

 

Section 2 - Creating an Order - NOT resale, resale is covered in other areas

For creating an Order when there is no PO in the system (generally Stock Orders):

  • From the Home screen, click the next to right most button on the toolbar
  • Or, go to Orders and select the New button

A Question window will appear and ask if this a Released or Hold for Release (or Partial) order

Select Yes - to create a Release Order
Select No - to create a Hold for Release or a Partial Released Order

A "Message" window may appear as shown below - this just a message particular to this mfg - these are created in the mfg editor called "New Order Message" - for the CSR

Hit OK

From Section 1
The PO Editor window will appear.

One of the most important features of this screen is the icon in upper left corner of the screen. This is an indicator of the state of the order. When trouble shooting with our customer service staff, they will ask what the state of the order is by asking what the icon looks like.

 

Order Icon Chart

Header area

 

The "Rel/Change" indicates "new" in the example above, however as this Hold order is released it will indicate the number of releases. Also, if an order has changes using the Change Order system, the number of Change orders created for this order will be shown as well - these will be highlighted in red.

 

Quoter

By default this is the person who created the Quote - if this was not generated from a quote, quoter will be blank

CSR

By default this is the person logged in if they are a designated CSR - but you may enter another CSR

 

Order area

General tab

 

Manufacturer

Begin typing the manufacturer or use the menu by clicking the Ellipse button. Select the contact at the manufacturer to access email and fax information to send out the order

Customer

Begin typing the customer or use the menu by clicking the Ellipse button. Select the contact at the manufacturer to access email and fax information to send out the order.

PO Number

Generally the Customer PO number (if converting from a quote and you have entered the PO number in the Create PO's screen the number will show here)

Project

Enter the Project / Job name if needed (if converting from a quote the Project and Phase/Job name will appear

Order Type

By default if converting from a quote it will show Project

If creating a PO with no quote it will default to Stock. There are also EDI, Daily, Sample, etc

Stamp

These are configurable (make you own list), They will show at the top of the PO in large print

Lot Net Billing

Check to notify the mfg to Lot Net Bill your customer

Ship Together

Check to notify the mfg that you wish to have the ordered items shipped together.

End User PO

Store the contractor’s PO number in this space.

Freight Type

Select the Freight Type - by default OASIS has several Freight Types but they are configurable to add others

Don't Ship Before

Check the box and enter the date to notify the mfg that you do not want the ordered items shipped before the date.

Est. Date

Check the box and enter the estimated ship date.

Req. on Site

Check the box and enter the date to show the mfg. when the items are required at the job location.

MFG Quote

If this was entered on the Create PO's screen it should appear here

NOTE - MFG Quote numbers entered at the line level in a Quote will appear at the line level in the PO as well

Our Quote

OASIS generated quote

Account

Account number for this customer for this manufacturer

PO Status

The status of the PO - OASIS moves the status along as needed but may be manually over-ridden

Entry Date

Date PO was created - may be altered

Architect, Engineer, Contractor, etc

If the PO was generated form a quote, all the specifiers on the quote should appear. If not, enter specifiers as needed by clicking the Ellipse button or begin typing the name

Commission Accounts

Type person (account name - salesperson or branch) that gets credit for the PO - some agencies have a "House" account setup, some have sales folks, and others have branch offices. The accounts may be split but must equal 100%.

 

Items tab

Below is a list of the most common used columns and a brief explanation. There are more columns available that may be added by using File and Preferences. The columns are configurable so your column settings maybe changed as needed.

 

 

Qty

Quantity of the item ordered - if converted from a quote, it should match.

Rel.

Quantity of items that are being or have been released - running total

Rel Now

The quantity of fixtures being released on this order

Type

Fixture Type

MFG

Manufacturer

Part

Part or Catalog Number

Description

Part Description - maybe shown or NOT shown in output documents

Note

Line Item note - will show immediately under line item

Net

Net  - before Overage or Markup

Comm

Commission for the part

Over

Overage per item for this line

Sell

What I am selling this for  - What the Mfg sees

%Over. Split

My overage split with the Mfg

 

Note lines are italicized and one font size larger than the standard font size as shown below.

 

Addresses tab



 

The "Sold To:" and "BillTo:" information will automatically populate once the Customer is selected on the General tab.

The "Ship To:" will as well, however, you do have the opportunity to change if the shipping address is different.

Mark

Text entered here will show on the order just above the Bill of Materials

Call

Text entered here will show on the order just above the Bill of Materials

Original Customer

Just FYI information letting you know who the end customer is on this job

Notes tab - External

Notes tab - Internal


Attachments tab


Printing the Order- Email, Fax, etc

Click "Print" at the bottom of the screen

NOTE - If you have set this customer as to requiring a "Customer Copy of the PO" a window may appear reminding you that this manufacturer requires a copy of the customer’s order. If you have scanned or attached the file in the Attachments tab, then in the screen below you can go to the Attachments tab and select (highlight) the file, then click print - the last page(s) will be the customer purchase order. This works whether printing, emailing or faxing from OASIS

Output to - you may:

  • Print Preview, then Print
  • Print to Local Printer
  •  
  • Print to PDF file
  • Send Message (email a pdf copy)
  • Or other print options
  •  - By default, "Office Print" is checked (can be set uncheck), this allows you to print or view an "draft" of the document before printing - it must be un-checked to produce the live document.

 

Detailed Explanation

 

Customer Print

Must print Manufacturer Print first. Customer version without the commission dollars.

Customer Shipping Status

Customer’s copy of shipping information for this order.

Manufacturer Print

Manufacturers copy of the order. ( you can send a copy, create an internal change or create an office copy)

Office Print (Preview)

By default, this may be set to be checked - Office Print will print a Draft Copy for the users review for actually printing the "live" copy of the order.

Suppress "reprint" message

If an order ("live copy") has been previously printed, use this check box to print the "live" order again. Otherwise, it will print the order but with the words "Reprint of Existing Order - Do Not Duplicate" across the top and bottom of the order.

Send as new order

Send a copy of the order electronically as a new order.