Advanced Order Entry: Improving Delivery Efficiency Jeff Van Grootel jvangrootel@commandalkon.com +1...

Advanced Order Entry: Improving Delivery

Efficiency

Jeff Van Grooteljvangrootel@commandalkon.com+1 (905) 697-2893

Advanced Order Entry: Improving Delivery Efficiency.2

• This session will review COMMANDseries V3 order entry tools that are available to enhance your daily operations and improve operational efficiency. Features such as journeys, economic sourcing, and cash management will be discussed.

• This session will also provide a sneak peak at the changes to Order Entry in CS08 V3.10:

Multi Product / Multi Schedule!!

Session Objective

Topics Covered

• Order Entry• Scheduling an Order • Economic Sourcing• Default Schedule & Pricing Plants in Order Entry• Standing Order Entry • Contract Integration in Order Entry• Cash Sales Management• Pricing Authority - Display Percentage Discount• Journeys• CS08 V3.10 - Multi Product / Multi Schedule

Order Entry Overview

• A lot of information is contained on the Orders screen, so it’s a good idea to be familiar with the layout.

1. Header – Together, the Order Code and Order Date uniquely identify each order in your system. Because these two fields are central to keeping database references intact (generally referred to as “referential integrity”), when you <Tab> out of the Order Code field, these two fields will become inactive. Also found in the header is the Item Group. The item group governs all items on the order in terms of how they will be transacted. The primary product on the order must be in sync with the Item group.

2. Order Information – This section contains order delivery information.

3. Order Information Buttons – Additional order related information is accessible through these buttons. The Haul, Pricing, and Other buttons have a number of fields which generally do not have to be entered manually – the values default from the project or customer record. If the current order is a COD order, the COD Calculator button will display, giving you access to the total order price.

4. Order Line Information – The items on the order are entered here. Each item will have a set of buttons associated with it. These buttons affect only that line item.

5. Schedule Information - This section contains scheduling information, Order Value Summary for Cash Sales, Payment Button & Ticketing Button.

Order Entry

• COMMANDseries provides multiple options for order entry. In addition to the standard Order Entry screen, you can also enter orders through the ticketing and dispatch screens. Standard orders can be entered for any day, and are also known in the industry as daily orders or regular orders. Use the orders screen to enter daily/regular orders.

• Orders do not have to be associated with a project. COMMANDseries accepts stand-alone orders. For example, you might have a one-time FOB order that is not a part of a project.

Order Entry

• To enter an order:• Order Entry screen {Dispatch > Orders}.

• Date Field Shortcuts:• <Tab> through the field to enter the current date.• The days of the week are numbered 1-7, with 1 being Monday.

Entering a number between 1-7 will enter the next occurrence of that particular day.

• Enter the first three letters of the day. The system will enter the next occurrence of that day.

• Enter +1 for tomorrow’s date, +2 for the day after tomorrow, etc.

Order Entry

• The next field is the Order Code. If this is a new order, tab through this field and COMMANDseries assigns the next number available. To look up an existing order, enter the Order Date and Order Code. Pressing the <Enter> key while in the Order Code field will display a list of orders entered for the specified.

Order Entry

• The Item Group drop-down list is locked and cannot be changed at this point. When you tab out of the Order Code field, the top part of the form becomes unavailable; this header information is now locked, to prevent another user from attempting to make an entry using the same order date/order code combination. If either field is incorrect, the entire form must be cleared and entered anew. The Item Group drop-down list is now active, however, and defaults to CONCRETE in COMMANDconcrete and AGGREGATE in COMMANDaggregate.

Order Entry

• Enter a Customer Code -or-Detail and then press <Enter> to access the Customer Lookup Choices screen

Order Entry

• Enter a Deliver To Code -or-Detail and then press <Enter> to access the Deliver To Lookup Choices screen

Order Entry

• Enter a Project Code -or-Detail and then press <Enter> to access the Project Code Lookup Choices screen

Order Entry

• The Haul button to the right of the delivery information pertains to all products on the order.

Order Entry

• The Pricing button to the right of the delivery information pertains to all products on the order.

Order Entry

• The Other button to the right of the delivery information pertains to all products on the order.

Order Entry

• Enter a Product Code -or-Detail and then press <Enter> to access the Product Code Lookup Choices screen

Order Entry

• The H button (HAUL) to the right of the product information pertains to only the specific product on the line.

Order Entry

• The O button (Other Information) to the right of the product information pertains to only the specific product on the line.

Order Entry

• The I button (Inventory Inquiry) to the right of the product information pertains to only the specific product on the line.

Order Entry

• The A button (Associated Products) to the right of the product information pertains to only the specific product on the line.

Order Entry

• Multiple Products can be entered into an order that will be shipped together under the same schedule.

Order Entry

• By clicking on the Product Description field, you can bring up the Alternative Items editor.

Order Entry

• A configuration option can be selected to enable Order Level Mix Design functionality.

Order Entry

• By clicking on the quantity field, the user can bring up a Volume Calculator to help determine the correct quantity. Most helpful with COD Orders.

Order Entry

• Enhanced Prefix / Order Lookup

Order Entry

• Enhanced Prefix / Order Lookup

Order Entry

• Automatic Caller ID– Works with the Contact File

– When a customer / contact calls into dispatch the Prefix screen is used to load up information pertaining to this customer / contact:

• Project / Contract Records• Deliver To Record• Existing Orders• Previous Orders• Etc.

– By having this information populated, it allows the dispatcher to react / take an order much quicker!

COMMANDseries CS08 V3 Overview.33

Scheduling an Order

• When taking an order, the initial scheduling information can be entered on the main part of the Order Entry screen with out the need to open up the advanced scheduling editor.

• If advanced or additional scheduling options are required, the user may click on the Schedule Loads button.

Scheduling an Order

• By clicking on the Schedule Loads button, an advanced scheduling editor will open.

Schedule an Order

• By clicking on the Loads Button, the user can manually manipulate the delivery schedule load by load.

Economic Sourcing

• Economic Sourcing is a tool that runs throughout the application:– Jobs– Quotes– Projects / Contract– Orders

• Economic Sourcing helps the user by determining the most desirable location / plant that will maximize the margin and profitability:– Sales Price vs. Material & Transport Cost

• If for some reason the user overrides the most Economical Source, the system will prompt for a reason code.

Economic Sourcing

• In Order Entry, you will see a “$” button, next to the scheduling plant or if you open the Schedule Loads, you will also see the “$” button.

Economic Sourcing

Default Schedule & Pricing Plants in

Order Entry

Default Schedule & Pricing Plants

• You can establish default hierarchies for loading the Schedule Plant and Pricing Plant in Order Entry.

• To Setup: User Schedule Plant Default– Two different areas must be configured for this

feature– User Schedule Plant Default– {Configuration > Dispatch Tab}

• A new form, Schedule Plant Default for Order Entry (EDTSPDO), has been added to {File > System Information > User Schedule Plant Default}.

• To enter a default sequence:– Enter a User ID or a Group ID– If the Do not Default checkbox is selected, no schedule

plant will default in Order Entry for the selected user/group. The user/group will have to enter the schedule plant manually. Checking this box will also deactivate the Priority fields.

– Select up to four levels of Priority. Options are:• User login Plant• Economic Sourcing• Customer/Project• Deliver To

Standing Order Entry

• Some customers get the same material every single day. To avoid having to re-enter identical orders day after day, COMMANDseries offers support for Standing Orders. A standing order contains all relevant order information except for the order date and the delivery schedule.

• Instead of entering in a specific order / delivery date in to the Order Entry editor, an “S” is entered to represent “Standing”.

• Typically a name is given to the Standing Order

instead of a number.

Contract Integration

• In CS08 3.X, the concept of a contract has been introduced.

• Contracts are very similar to a project with a couple of key differences:– A project contains both commercial terms and delivery

information for a single delivery point.– A contract contains only the commercial terms– A new entity has been introduced called “Deliver To”– A contract can now govern many different delivery points

(Deliver To’s)– A “Deliver To” can be associated with more than 1 contract.

Cash Sales Management

• The Cash Management option provides a means for managing COD payments. It has several key features: – Quick Customer creation

– Payment Entry integrated with both order entry and ticketing

– Automatic and manual allocation of payments to tickets

– Cash Reconciliation

– Reporting

• Cash Sales Management– Ability to record the details around Cash Sales

– Ability to reconcile Cash Sales

– Ability to allocate payments to orders and tickets

– Ability to handle prepayment

– Ability to record deposit details

– Ability to share information with other users – Head Office

Quick Customer

• Quick Customer– Create a customer on the fly (Quotes, Orders, etc.)

– Collect Cash Sales customer data

– Allow you to take cash payments much easier against a quick customer – much easier tracking and reconciliation of cash sales

– By using a Quick Customer Template, consistent pricing rules and conditions can be established

– Unique / Different customer number sequence

Quick Customer

Pricing AuthorityDisplay Percentage

Discount

User Price Authority

• User Price Authority

Display Percentage Discount

• Currently, when an order taker exceeds the pricing discount authorization set in COMMANDseries, the Pricing Authority form indicates how much the user has exceeded the discount. Since the user typically also needs to see by what percentage discount has been exceeded, the Pricing Authority form has been updated with two new fields: Extended Price Percentage and Minimum Allowed Price Percentage.

• The Extended Price Percentage displays the amount entered by the user, and the Minimum Allowed Price will display the minimum price (either [item price - trade discount] or [item price - user discount], whichever is less, or [item price - trade discount - user discount] for users who have the Configuration flag noted below set to Enable) that can be given to this customer. Percentages will display next to these numerical values.

• Note: If you have set the Compute User Price Latitude after Discount flag to Enable on the {Configuration > Projects/Quote tab}, the user discount is computed after the Trade Discount/Zone Adjustment. The entered discount is calculated against the Adjusted Price. If you have set the Compute User Price Latitude after Discount flag to Disable, the user discount is not computed after the Trade Discount/Zone Adjustment. The entered discount is calculated against the Item Price.

Journeys

• A journey represents a grouping of deliveries to multiple orders in one truck / delivery cycle.

• Originally, the journey logic was only available for mortar deliveries. The logic has been extended to other Item Groups in CMDseries like Concrete, Blocks, etc.

• Journeys must occur from the same originating plant.

• Mixed products must be compatible to be put on the same truck.

• Hauler can be paid for each individual load or for the accumulated journey.

Journeys

CS08 V3.10 Order Entry Preview

Multi Product / Schedule

• Order Entry has been enhanced to allow for Multiple Primary Products from the same Item Group be placed on a single order.

• Each Primary Product can have its own Delivery Schedule.

• Each order is restricted to a total of 10 primary products.

• Each primary product / schedule will create a separate line item in tracking and scheduling.

• The tab header in the product / schedule are of the form is configurable.

Question & Answers

Evaluation

Please Complete Your Evaluation

• Be sure to circle the session you are evaluating on the back of your card– GS3– GS3-004– Advanced Order Entry: Improving Delivery Efficiency

• All breakout session materials can be accessed at:

www.commandalkon.com/cc2010/update/index.htm

• Thank You!

Advanced Order Entry: Improving Delivery Efficiency Jeff Van Grootel jvangrootel@commandalkon.com +1...

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