Table of Contents
This document exists to define terms and processes used in OASIS – but confined to order entry. As such, a few select quote and invoice concepts are also covered.
These terms and processes are for OASIS Version 2.7.0 and may not define processes for previous versions of OASIS.
The following terms describing profit are defined for OASIS users:
|Commission||Money paid by a manufacturer as a percentage of the net price – the price of the product not including any overage. (Example: the net price for a product is $100 and the commission is 5%, then the commission (in dollars) would be $5.)|
|Overage||Money paid by a manufacturer as a split of the difference between the net price of a product ant the actual sales price. OASIS identifies the percentage of the take paid by the manufacturer. (Example: Assume the manufacturer identifies the “overageable price” of an item to be $100 with a commission rate of 5%. If the product is sold for $150 with an overage policy of 75%, then the commission is $5, the total overage is $50 and the overage paid is $37.5 for a total amount paid by the manufacturer to be $42.5.)|
|Margin||When buying and selling products, the difference between the sell price and the buy price is the margin – also called “profit”.|
|Landing Factor||When importing, the exchange rate, tariffs, shipping and other costs must be accounted for. The net result is that a product costing $1 USD may cost $1.40 CAD when importing into Canada. This would be a landing factor of 1.4. Starting in V2.6.4, each manufacturer is assigned a currency and an import factor. The import factor should not account for exchange rates. OASIS will calculate the load factor from the import factor and the current exchange rate.|
The following order transactions are defined:
|Sell Order |
(a.k.a. Customer PO or “Red Screen”)
|This is a customer order where the OASIS user is selling goods from one or more manufacturer. The goods are first purchased through a Vendor PO. The OASIS user will bill the customer. All Sell Order are in the currency of the customer.|
|Vendor PO (a.k.a. “Green Screen”)||this is a vendor PO where material is purchased for later resell. Vendor POs are available in three forms: “buy order” for a “Sell Order”, inventory stock order, and a “combined buy order” for multiple customers. The manufacturer will bill the OASIS user. All vendor POs are in the currency of the manufacturer.|
|Commissioned Orders (a.k.a. Customer PO or “Grey Screen”)||This is a customer order entered with the manufacturer on behalf of the customer. The manufacturer will bill the named customer. All commissioned orders are in the currency of the manufacturer.|
|Project or Quote||for this document, a quote is typically used to convert to an order. Once converted, order entry “change orders” must be initiated from the quote or the order (never both). It is suggested that OASIS uses decide whether change orders must be quoted first – if so, change orders from the quote are recommended. In all other cases, change orders using the OASIS order entry system should be used.|
|Customer Invoice (a.k.a. a “Red Invoice”)||an invoice created by the OASIS user and sent to the customer. Only ONE OASIS PO may be billed at a time. A statement may be used to show the amount owed on multiple POs.|
Reporting in OASIS makes a number of assumptions. Some OASIS users may have business needs beyond what is described here. Customization of OASIS is possible, but the following assumptions are made for standard OASIS reports.
Bookings reports may be run with the perspective of the customer (Sales Reporting) or the vendor (Purchases). In all cases, the order is considered “booked” in OASIS once the order is created. The order “entry date” identifies what day/month/year the order’s values appears.
For resell orders, bookings reports may vary – that is a customer centric bookings report will show the sell price and order margin (in addition to any commission or overage). However, resell orders will only report the “cost” when run from the perspective of the vendor (with any commission or overage).
Sales Reporting (Bookings) – Only shows the customer sell price – any margin is factored in, even when run by manufacturer.
Purchases (Bookings) – Only shows the vendor cost. Please note that if the vendor under or over invoices for a product, OASIS will NOT adjust the profit margin for the order. It is up to the user to identify the issue and apply the proper change order to OASIS.
Backlog is defined as booked orders that have not been fully invoiced and fully “paid” (that is the invoices have not been fully paid). If payment is not expected on an order due to no profit (margin, commission or overage) then it is removed from the backlog. Orders where no more payments are expected (and earnings were expected) should be corrected (if the transaction in OASIS is not correct) and/or the order should be closed. (Later a report may be run to show orders closed where payment was expected.)
Aged invoices are typically customer invoices created by the OASIS user. However, the report may be run to show the agency copy of invoices sent by the manufacturer. Invoices may be reported on the date of the invoice (invoice date) or on the expected date of payment.
Vendor invoices to be paid by the OASIS user. Only the unpaid invoices are shown. The report may only be run by the invoice date.
Earnings reporting in OASIS is based on the date of the payment. The amount credited to a sales person is based upon the terms of the PO at the time of the payment and only for the items invoiced. Please note that if the vendor does not invoice as expected by OASIS, then the earnings may be skewed for against the sales person.
The following business actions are defined. The order in OASIS is considered to be “current”. When one of the following actions is applied to the OASIS order, the state of the order is changed to reveal the new order state. Additionally, documentation is created in the OASIS order attachments to show how the order was changed.
|Hold Order||A standard customer order (red or grey screen) where all the release quantities are zero.|
|Partial Order||A standard customer order (red or grey screen) where some of the release quantities are zero or are not equal to the number of items ordered.|
|Initially Released Order |
(a.k.a. Sales Order)
|A standard customer order (red or grey screen) where all the release quantities are the same as the number of items ordered.|
|Change Order||Typically, change orders are initiated from the customer order in OASIS (never the vendor PO). Once a change order is initiated, the change(s) to each line (or lines) are identified. After which, the vendor POs are updated (for a sell order)|
|Project (quote) Change Order|
This is a change order initiated from a project. This is accomplished by first creating the orders from the project. Then making any and all changes to the project as requested by the customer change order (the use of options allows the user to quote the value of the change before finalizing the change order).
When the project is updated to resemble the corrected bill of material (or simply setting the appropriate option to “Win Option”) the order conversion process is attempted again. OASIS will create the appropriate change order.
This is a document created in OASIS to identify the items on a hold order that should be released at this time.
Additionally, OASIS may identify any manufacturer for “agency hold orders”. When configured in this manor, the manufacturer is assumed to not accept hold orders. A new sales order (completely released order) is created for each release in OASIS, using a –R# suffix to identify the release of the order.
|RMA Request||Within an order, an RMA request may be initiated. The action is similar to a change order and the intent is to document the line or lines on the order where the request is being made. The request by itself is little more than a note on the order.|
|RMA Response and Customer Notification||An RMA response may be recorded in OASIS. This identifies the terms for return or the manufacturer’s intent to decline the RMA request. The customer may be notified at the same time – and for Resell transactions it is recommended that the customer be notified of any terms (e.g. restocking charges).|
|RMA Credit and Customer Notification||When the credit for the RMA is received, the customer may be notified at the same time. This is the only indication within OASIS that the customer has returned the material. This process is changing in V2.6.4. The only method will be for one vendor RMAs at a time.|
|Recording Agency Invoices||Agency invoices are applied to vendor POs. Items identified on the invoice are used to estimate the earnings for the invoice.|
|Recording Vendor Invoices and Billing Customers||When a vendor invoice is received, the customer invoice may be created at the same time. This process is changing in V2.6.4 allowing this to be one action. The older process will be supported, allowing for the application of vendor invoices and billing to be accomplished at different times. However, the new methods are more accurate.|
|Deposits (non invoice related)||A deposit may be made on a PO that has yet to be invoiced. The advantage: tax status. Invoices imply tax. A deposit defers the tax until time of invoice at which time the tax should be withheld from the deposit and paid to the appropriate government agency.|
|Deposit Invoices||Unlike deposits, a deposit invoice identifies the order, and the tax associated with the invoice. Tax liability withholding begins when the payment is received for the invoice.|
|Admin Changes||Admin changes are not recommended. Most internal OASIS errors are traceable back to using the admin function in OASIS to “adjust” the order. Great care should be utilized anytime the admin function is utilized.|