Handling Showroom Orders

Overview

This document will describe the standard operating procedure for using the Savance Enterprise software for your Showroom business from the beginning of the quote/order phase to shipping material to your customer.

Entering Quotes

The first step in the ordering process is entering a quote with Savance Enterprise (SE). This process can be simply entering the customer details and material within our software, using a third-party design tool to copy and paste the material information into our software, or finally utilizing a third-party integration to simply import the quote details into our software. This section below will go into detail on how to enter a quote within our system.

Choosing to Create an Account for a Customer or, Using a Generic Showroom Account

Before you begin entering material a customer would like to get quoted and or purchase you have to determine whether you wish to set this customer up with a customer account in the system, or simply choose a generic Showroom account.

This decision is based on whether you believe the customer will do future business with you or is simply a one-time purchase. The section below will go through both options.

Using a Generic Showroom Account w/ Customer Contact

• Either select New Quote on the Navigation Widget within the Dashboard or navigate to Order > New > Quote/Order

  

• Enter the generic Showroom Account that was created in the customer field in the header.

  

• Next, enter the customer’s name as a Contact and hit the Tab key to move to the next field.

  

• The system will prompt you whether you want to add the person as a new contact. This decision is up to you, if not you can simply select no.

  

• If you have selected No, you will next enter a phone number, fax number (if applicable), and email address for this contact.

Creating and Using a Customer Account

• Either select New Quote on the Navigation Widget within the Dashboard or navigate to Order > New > Quote/Order

  

• Enter the Customer’s Account in the customer field in the header. If it is a new customer, select the magnifying glass.

  

• On the Customer Selection screen select ‘New’

  

• Next, enter the customer’s information on the New Account Creation screen, including their Price Class, Tax Code, and Terms, and select ‘Save’.

  

• Next if you want to add the customer’s email address, add it in the email field.

  

Entering the Quote

Now that you have your account information entered you are now ready to finish entering the header information.

• If the customer has any PO or Job Name references you can also include this information in the header.

• Next verify the warehouse which you will be using to see any material that is already available for the customer.

  

• Finally, within the header you can now select your delivery, order hold (if any), and payment methods. Below is a brief description of each checkbox.

  

  • O/T - Our Truck delivery

  • W/C - Will Call

  • UPS - UPS ground shipment

  • Air - Expedited orders

  • Direct - Direct Ship the order from Vendor

  • P & H - Pack and Hold. This will allocate stock and print a pick ticket for all available material and tell the warehouse simply to pack and hold until it is determined by the salesperson to ship to the customer.

  • POS - Point of Sale - which is used for cash and carry customers at a counter.

  • PP - Print prices on receipts

  • DO - Delayed Order - This will delay the processing of the order until the specified date

  • IH - Invoice Hold - Places the order on hold for Accounting to review and release

  • OH - Order Hold - This will not allocate available stock until the hold is manually removed.

  • RH - Reserve Hold - This will “reserve” stock that is available to the order, but it will not print a Pick Ticket until a salesperson or warehouse releases the held material within Release Management.

  • ST - Storage Order/Storage Shippers - This will “store” stock that is available, but will not print a Pick Ticket, but will allow you to invoice the customer, while you store their order until they are ready for shipment. Typically used in a consignment scenario.

  • LIH - Line item hold. This will not allocate stock but allows you to cherry-pick which items you want to be processed/shipped by manually releasing the hold on the items.

  • BO - Back Order - This will place the entire order on backorder, regardless if you have available material, and makes you place/fulfill using purchasing to order material for this order vs, depleting your stock.

  • SC - Ship Complete - This will allocate stock that is available, however, will not create a pick ticket until the entire order is available.

  • COD - Cash on Delivery

  • CASH - When select this will prompt to take payment when the order is converted.

It is suggested that if you wish to have control of when you are shipping to a customer as the material comes in, or when the customer is ready for delivery it is best to use one of the following options.

• P & H - Pack and Hold - This will create pick tickets for available merchandise at the time of the order, and or as it is received by the Vendor and directs the warehouse to pack and hold the shipment in a staging location, until either the customer or salesperson chooses for it to be shipped. To learn more about Pack & Hold please read Releasing Pack & Holds -KB

• RH - Reserve Hold - This will not create any pick tickets, however, will reserve any available material at the time of the order, or as it is received by the Vendor for the order, until either the salesperson or warehouse “releases” the reserved material to pick, pack, and stage or ship to the customer. Also note: marking an order Reserve Hold will create demand for items in Critical Purchasing (if you don’t create a hard-linked PO) in case it takes a while before actually releasing and shipping it. To learn more about Reserve Hold please read Reserve Hold - Process Doc.

In both scenarios, you can pick and choose what is being shipped to the customer and when, it is just determining when pick tickets are being created for you to begin the pick/pack/stage/ship phases.

• Your order header should appear like this (O/T is selected because it will be delivered)

  

• Next enter/or copy and paste the part number quantity, install location, and the number of labels you will need to be printed into the quote/order grid.

  • As you enter/paste the part number, the system will begin to populate the part description, mfg, vendor, and pricing information, if the system can validate it as a Valid Item.
  
  • See the order legend below for reference.
  

• If an item appears with a “red dot” in the description field, that means the item is not loaded in the system and to continue to order it, you must select the ‘NSB’ column on the line for non-stock build.

  For more details about NSB ( Non-stock Builds) please refer to: Non-Stock Builds - Process Doc

  

• Next, you must enter a Manufacturer code to proceed.

  

• Finally enter the part description and pricing information for both cost and net.

• If you need to add Freight or any additional service charges, on row 1 of the order grid, right-click and select ‘ Insert Row Before’ and add your miscellaneous charges.

  

• Next select the ‘Summary’ tab to view to make sure all totals, grand totals, and tax are correct and then select ‘Convert’ to convert the order.

  

• You will next be prompted to take payment. Based on your business needs you can take full payment or deposit.

  

  • Note if you are taking a “deposit/payment” that is not the full amount you will be prompted twice to take payment for the balance. Just select ‘No Payment’ to collect the rest of the funds at a later time.

    

Creating Hard Link vs Soft Link POs

Once the quote has been converted to an order. The next step is to decide if you are going to create hard-linked POs or allow soft linked-POs to be created for the material that needs to be special- ordered.

A Hard Link is a PO that is created at the order level to fulfill the demand for that order specifically once the items have been received. The benefit of this method of purchasing is that items on a linked RFQ/PO will be allocated exclusively to the order in which they are linked to regardless if there are multiple backorders for the same item.

A Soft Link will appear at the order level if there are any current POs that have NOT been received yet, that could potentially be used to fulfill the demand of the order.

NOTE: It is NOT guaranteed that the PO listed as a soft link will be used to fulfill your backorder. The Soft Link display is simply an order view of the ‘Process Backorders’ or ‘Hold for Backorders’ screen within the Warehouse Manager.

Creating a Hard Linked PO

• While still in the order you just converted go to the ‘Links’ tab.

  

• Next select the ‘Create RFQ/PO’ button

• You will then be prompted with the following RFQ options.

  

  • Create one RFQ per Lot Project Item

  • Create one RFQ per Vendor

  • Create one RFQ for the Info specified Below

  • Create one RFQ per MFG

  • Create one RFQ for All

• Based on your selection you can deselect or select if you don’t want an RFQ created for any items you already may have available, and then select, ‘Ok’. Also, you can choose the delivery method.

  

• An RFQ(s) will spawn off the sales order based on your RFQ generation options above..

  

• From here you can adjust the PO, add any Vendor contact, and verify ship to address.

  

• Once satisfied, select ‘Convert’ to turn the RFQ into a PO for the vendor. Next, select the PO delivery method if not already preselected.

• The Links tab both on the order and PO will now cross-reference each other and show all hard-linked POs or Orders that are linked to each other.

  • Order Links tab:

    

  • PO Links tab:

    

Other scenarios that create a Hard Link on a sales order:

• Using the PO NOW checkbox on a quote/order at the line item level for specific items that can be used to signal the software to create linked POs for just the line items with the PO Now checkbox flagged in the scenario you have some in stock and nonstock items on a single order. Once you enter your order, on the sales grid find the PO Now column and select the items that apply

• Setting the DIRECT flag in the header or on the line item level sales order. Direct/Drop-Shipped PO

is the process of creating a direct PO always originates with a sales order to create PO that will directly ship to that sales order ship to

Soft links are controlled and will appear as such within the Links tab on an Order when a PO is created, either via using the standalone or Critical Purchasing methods. Again, it is NOT guaranteed that the PO listed as a soft link will be used to fulfill your backorder. The Soft Link display is simply an order view of the ‘Process Backorders’ or ‘Hold for Backorders’ screen within the Warehouse Manager.

• To begin you will convert your quote, from there you are going to allow the items not available for this order to appear in Critical Purchasing. As you can see below there are no Hard or Soft links shown under the Links tab on the order.

  

• Next open the Critical Purchasing module Purchasing > Create Critical Purchase Order

  

• From here select ‘Search’. Based on the PO Type filter selected you will now see your demand for either stock and or order fulfillment or both.

  

• As you drill down you will see all the items and orders that ‘could’ be fulfilled by creating a PO for them.

  

• Once you make your selections and generate the RFQs, you then can make changes to the RFQs and finally convert.

• From the PO you can go to the Links tab, and you will see how many “potential” orders you can fulfill based on the material and quantities on the PO.

  

• Now from the order view you will see the same “potential” POs that could be used to fulfill the material. The more POs place the more will appear as soft links.

  

Receiving POs

Now that POs have been placed for the material. This next section will go over how to receive, whether it is a hard or soft-linked PO.

• To begin go to Inventory > Receiving > Receivers

  

Receiving a Hard Linked PO

• Enter the PO, or search for the receiver and open it.

• Next the Warehouse will inspect, and receive the material as per their normal process.

• As the Post the receiver to ‘Received’ the following prompt will appear.

  

• This is letting the warehouse know that this material and quantity being received, belongs to that specific order. Once they select ‘Ok’, a Put Away Report will print, with that information.

• If you did not mark the order Reserve Hold, as soon as the warehouse selects ‘Ok’ on this screen, a pick ticket will automatically generate for the order, and the picking/packing/stage of P&H (pack & Hold) will begin.

NOTE: If the order was marked as Reserved Hold, a PT will not automatically print to go through the picking/packing/shipping phase for the order. The warehouse will need to follow the following steps to allocate the items on Reserve Hold for the order until released.

• Once the receiver(s) have been received, the warehouse will now go to Inventory> Shipping> Process Back Orders, and select Search

  

• You will see all material that has been received and should be reserved for these specific hard link orders.

  

Receiving a Soft Linked PO

• Enter the PO, or search for the receiver and open it.

• Next the Warehouse will inspect, and receive the material as per their normal process.

• As they Post the receiver to ‘Received’ the following prompt will appear.

  

• Select Ok, and a Put away report will print letting you know what material should be “held for backorders” and what should be put away to stock.

• Once the receiver(s) have been received, the warehouse will now go to Inventory> Shipping> Process Back Orders, and select Search

  

• If you did not mark the order Reserve Hold, as soon as the warehouse selects ‘Ok’ on this screen, a pick ticket will automatically generate for the order, and the picking/packing/stage of P&H (pack & Hold) will begin.

NOTE: If the order was marked as Reserved Hold, a PT will not automatically print to go through the picking/packing/shipping phase for the order. The warehouse will need to follow the following steps to allocate the items on Reserve Hold for the order until released.

Releasing Showroom Orders Using Release Management

This section will go into detail about how the Release Management functionality works within our software. The below sections will cover how to; Force Out material, Merge Shippers, and how to “Steal” allocated stock from an order(s) to allocate to another one.

• Once you have the order open, select the Status Tab

  

• Next select the ‘Release Management' button.

  

• In the Release Management screen you have a few options that we will cover below.

  • Create a Shipper for the entire order

  • Create a Shipper for part of the order

  • Steal Stock from other orders if you need to

  • Stock Adjust any remaining stock if you need to

    • NOTE: To view these processes in more detail please refer to the ‘Release Management - Process Doc’

Create a Shipper for the entire or partial order

• In the scenario that the customer either wants their entire order or some of it, in the Release Management screen you can adjust the qty of what they want by entering the quantity in the “ Quantity to Release’ column.

  

• Once you've adjusted any quantities or you are ready to ship everything, view the ‘Shipper to Allocate Details’ section, and if satisfied select ‘Allocate Shipper’.

  

• This will generate a Shipper and it will appear in the Status tab of the order. The warehouse process will then proceed.

  

Steal Stock from Other Orders

In the scenario that your customer wants their order, but you don’t have enough available you can see if you can steal stock from other orders.

• While in the ‘Release Management’ screen select ‘Take/Force’ on an item.

  

• Select ‘Search Other Orders for Material’

  

• You’ll next have the option to steal from stock allocated on a Ship Complete, Reserved Hold, Shipper Allocated, or Kit Allocated.

• Next Select the amount you want to steal from one or multiple orders and select ‘Accept’

• The Release Management screen will show you what orders are affected, and what will be allocated to your shipper in the bottom left corner of the Release Management screen.

  • 
  

• Select Allocate Shipper and one will be created for the order, which can be viewed on the Status tab within the order.

  

Now that a shipper(s) have been created the Warehouse process for shipment to the customer will take over.

Merge Releases

In several scenarios above orders are left with multiple shippers. This can be cumbersome especially to the customer when billing occurs and to the warehouse when having to pick, pack, and ship orders. To alleviate these situations Savance has the ability to ‘Merge Releases’.

Merging Releases allows you to combine several shippers into one final shipper.

• In the example below we have an order with 2 shippers because we found additional stock in the warehouse for an order that was short. In that scenario, we Force Out Available and Stock Adjusted the Remaining to care for the customer's needs.

  

• Instead of having 2 shippers and 2 Invoices I am going to Merge both the -00 and 01 orders to create one final shipper and invoice.

• Within the order select ‘Release Management

  

• You will see the Shipper -00 and Shipper -01 listed. On the right-hand side, select ‘Merge All’

  

• This will combine the multiple shippers into one order and list it under Shipper To Allocate Details.

  

• As you can see it will let you know what shippers are being merged, under Merged from Shippers

  

• Next select, Allocate Shipper

  

• Both the -00 and -01 have been canceled and a brand new 02 has been created combining the entire shippers that were merged.

Now that a shipper(s) have been created the Warehouse process for shipment to the customer will take over.

Printing Install Location Labels

Whether at the time the order is converted, or during the shipping process you can print the install location labels for the order. The section will go over both scenarios.

First, however, you need to make sure that the proper label printers are connected as a printer, and that the labels have been configured correctly.

Printing Labels from the Order

To print labels from the order screen.

• Open an existing order, or quote. From the header go to Order>Label Printing Manager

  

• The Label Printing Manager will appear

  

• From here you select which labels to print, or print them all. You also have the option to adjust the location and quantities of the labels you wish to print.

  

Printing Labels from the Shipping Process

To print labels as you are either packing or shipping an order.

During the picking, and packing warehouse process you can also print the location labels.

• Open a shipper and begin picking the material

  

• Next you will Post the shipper to either, Picked, Packed, or Staged and choose your holding bin. For more information about Warehouse Locations and Bins, please refer to Creating Warehouse Locations - Process Doc

  

• This will open the Packing area of the shipper.

  

• On the left of the screen you will see the option to print Install Labels, Lists, and Packaging Labels.

  

• Select ‘Label Printing Manager’

• The Label Printing Manager will open and display only the items that are part of this shipper. So if you are going to have multiple shippers for this order, this process will need to be repeated each time.

  

• From here you select which labels to print, or print them all. You also have the option to adjust the location and quantities of the labels you wish to print.

Using the Savance Enterprise Dashboard

The Savance Enterprise Dashboard is a great tool that allows you to get quick at-glance functionality right from the homepage of your system. The below section will go over the following dashboard widgets that assist with your day-to-day business needs.

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Account Order Status:

This widget will allow you to glance at converted orders, their completed status and balance information. Upon selecting the order number link you will then get a detail view of the order.

From here you can select the order number link, and it will open the order within the system.

Vendor PO Status:

Just like the Account Order Status this widget will allow you to glance at PO’s that have been converted and see their completed status and ordered date. Upon selecting the PO number link you will then get a detailed view of the PO.

Hard Linked PO Queue:

This widget will allow you to view all your items on orders that have a hard-linked PO associated with it. It will let you know what has been received and the date it was received as well as what is still remaining to be received. In addition to this widget, there is a link to view the order and PO summaries.

Order Summary

Hard Linked PO Summary

Both have direct links that allow you to open either the order or PO within the system for any changes or edits.

Lastly, on the widget, there is a direct link to the Release Management screen for the order. Upon selecting the link you will be placed in Release Management, which will allow you to release and create a shipper for partial or the entire order so the warehouse process to begin.