Orders and Quotes
Customer Orders and Quotes are used to track customers awaiting goods delivery and potential customers. The benefits of using these documents are manyfold but here are a few:
Ease of retrieval.
Keeps you in touch with the customer.
Keeps you informed of what is required when and by whom.
Saves re-entry of details at point of sale.
Records quoted prices and expiration dates.
Informs the purchasing system that stock is required.
Can be used as a picking slip.
Tracks back ordering where customer receives partial delivery.
Tracks revisions of printed documents.
Keeps notes on progress of a sale.
Can track deposits (Lay by, Rental, etc).
Informs other sales staff of product requirements.
Is available at any location where Acumen is in use.
By entering a quote or order into the Acumen system you are not just using a typewriter to produce a sheet of paper. The document is made available to all sales staff and is accessible by code, customer name, staff member, priority, status, reference etc. Thus you can refer to received orders, salesperson X's quotes, or customer Y's orders with ease.
When a customer who has received a quote approves of the prices and wishes you to go ahead and order the goods, you need only change the status of the document and make any alterations the customer desires. There is no need to go scrounging around for the original quote and re-entering the same information, ensuring that the prices are still correct and putting it all on an order. When it comes time to invoice the goods, again you save time as the sale can be loaded with all of the details from the customer order including loading those order lines now ready for delivery.
Not only do these documents save you from re-entering details but because they are accessible to Acumen's Purchasing System they can be automatically notified when goods are received and are ready for delivery. This means that a daily report can be produced showing customer orders with goods now available for delivery. These orders can be printed as a picking slip as the quantities received from the purchasing system are automatically entered as the pick quantities on the customer orders. The salesperson can then pick the stock and raise a sale. When the Sale document is raised the lines are built on the sales document with the pick quantities already entered. The salesperson adjusts for any stock not retrieved and that's it.
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