Sales Order Entry

Sales Order Entry

Modules Sales Order Main Sales Order Entry 1 3 2 1 2 3 Click the “Next Order No.” button to generate the next sales order number, which looks like this: Select the "Standard Order" Order Type from the drop down menu. Enter the Customer No. (use the magnifying glass if you don't know the customer’s number.), Customer PO (if your customer hasn’t given you a PO yet, then enter “TBD” in all caps), and "Job Number". 4 Select the correct warehouse and verify that there is something in Tax Schedule (If not, contact AR@crosscountryis.com). 5 Enter the Ship Via (how the order will be delivered). If the company being used isn’t available, contact schain@ccpipeline.com to have them add it. FOB will be "ORIGIN". 6 Enter the contact name in the Confirm To, the contact's Telephone Number, and Salesperson Number (the individual that took the order from the customer). Add the freight cost for 3rd party or loaded miles if delivered by a CCIS truck. After the lines are completed, this will add the appropriate freight charge.

7 7 8 On the Address tab, the Bill To will auto-populate from the customer’s info in the system. 8 Select the Ship To from the available codes or enter the Ship To manually if it's not going to be a common address. Enter a good shipping address so that the taxes will be correct. Verify the address by clicking the verification button. If you do not have an address, enter the Company Name, "GENERAL DELIVERY" in the first line, and the zip code. * If the customer has a new address that they're frequently using, then create a new Ship To Address by clicking the blue words Ship To. Type, in ALL CAPS, a new 4 letter Location Code. Next, type the Company's Name (Copy the name exactly from the Bill To Address) Next, type a good address. Next, enter your Salesperson Number. Then, click "Accept" to save.

9 9 9 10 On the Lines tab, enter the Item Code, Quantity Ordered, and the unit price. Unit pricing should either come from the salesman or the customer’s purchase history (Keeping in mind that we need to sustain our roughly 30% margins). You markup off of the Standard Cost. To reference purchase history, click the red binoculars. If the item is from Crosby, Sawyer, SPY, Mathey Dearman, General MFG Clamps, or KC Manufacturing, see the end of this document to figure out the percentage off list pricing. 10 The extension will automatically populate based off of the quantity ordered multiplied with the unit price.

11 If there isn't enough quantity in the warehouse that the sales order is being written out of, then select “List Alternate Warehouse Quantities” to pull from one of the available 11 options. Then, click "OK". 11 11.1 You will select the warehouse you want to source from. Sage 11.1 will automatically do the transfer, so there's no need to do a manual transfer in transaction entry. * You MUST verify with the alternate warehouse that they can send the items needed before selecting that warehouse. 11.2 Another option to choose if you do not have enough quantity in your warehouse is "Select an Alternate Item". Select it, then click "OK". 11.3 A "Alternate Item Selection" box will appear and show any alternate items that are available in your warehouse.

12 12 If no warehouses can spare the items, a buy out will need to be done. Select “Accept Quantity Entered” and click "OK". 12 12.1 Click the "DS" (drop ship) box. Continue on with the rest of the sales order. After all of 12.1 the above steps are finished, a PO will need to be cut for the drop ship items. Enter the cost of the product into the "Cost" box. *If a drop ship PO needs cut, refer to the pages 8-11of this job aid* *If you need to charge freight, refer to the last page of this doc to understand how to charge for different freight scenarios.* 13 On the Totals tab, print (or email) a copy of the pick ticket to the warehouse team as well as any warehouse(s) other items you may be sourcing from. 14 Before finalizing the order, go back through all of the tabs to verify that all of the information is correct. Also, choose an option from the Invoice Ready box of why the order isn't ready to be invoiced. 13 15 15 Click "Accept" to finalize the Sales Order.

16 After the product has been delivered, you have a signed copy from the customer, and a good PO, then go back into the sales order. On the bottom right of the header tab, in the Invoice Ready box, select “YES”. If the order status is "Hold", then email a copy to AR@crosscountryis.com to 16 have taken off hold so that the order can bill. 17 * As the person entering the sales order, it’s your responsibility to get a good PO from the customer or salesperson having you write the order. As well as, double check and verify that all of the information on all of the tabs is correct. * Available options for Invoice Ready box: *YES *AWAITING FREIGHT *AWAITING PO *AWAITING DELIVERY *BACKORDERED *REPAIR 17 Click "Accept" on the bottom right to close the sales order.

Drop Ship Purchase Order Process: 1 1 2 3 2 4 3 5 *4* 5 * 1 2 3 Go to Purchase Order Entry and generate the next PO number. Change the Type to "Drop Ship". After selecting Drop Ship, there will be a box to the right that you need to enter the sales order number that the item(s) are being ordered for. 4 Enter the Vendor Number. If you don’t know it, you can look it up with the magnifying glass. * If purchasing with a credit card, select Comdata as the vendor and make sure to enter the business that the items were purchased at in the comment line and select “YES” to specify that it was a credit card purchase. On the lines tab, you will need to enter a comment line by typing "/C" in the item code field under the items purchased. In the comment box, enter the business name, address, phone number, and the contact name. ** If you are cutting a PO to a transportation company for moving items within CCIS (branch to branch), then check the box next to "Transfer Freight". If you are re-renting a piece of equipment for warehouse use, then check the box next to "Internal Use" (i.e. forklift, scissor lift, etc.) 5 The Ship To, Ship Via, and Warehouse will populate from the sales order info that pulls over. Verify that it is correct.

6 7 6 On the Address tab, the Purchase Address populates from the vendor’s info in A/P. 7 The Ship-To Address will populate from the info on the sales order. Verify that it is correct. 8 8 On the Lines tab, the items that are being ordered from the vendor will populate from the sales order. Verify that the quantity ordered and price are correct. You will have to manually enter any "/" item codes from the order that you are referencing from, then type the appropriate cost according to vendor (i.e. / FRGHTSUP-730 will have to be manually entered). Refer to the last page of this SOP for how to charge back freight.

9 10 Go to the Totals tab. 9 To print the purchase order, click "Quick Print" on the bottom left of the window. 10 11 11 12 Click "Yes" to save changes. Click "Print" to print a hard copy of the purchase order. Or, click "Preview" to save or email a digital copy. 12

13 13 Click "Accept" to save and close the Purchase Order window.

Items that will need pricing changed manually: PERCENTAGE OFF LIST PRICE RETAIL GUIDELINE CROSBY ITEMS Low Volume Customers - 15% Off Crosby List Price Mid Volume Customers - 20% Off Crosby List Price High Volume Cusomers - 25% Off Crosby List Price SAWYER MFG ITEMS Low Volume Customers - 5% Off Sawyer List Price Mid/High Volume Customers - 10% Off Sawyer List Price PIPELINE INSPECTION (SPY) Low Volume Customers - 5% Off SPY List Price Mid/High Volume Customers - 10% Off SPY List Price MATHEY DEARMAN BEVELING ITEMS Low Volume Customers - 15% Off Mathey List Price Mid Volume Customers - 20% Off Mathey List Price High Volume Cusomers - 25% Off Mathey List Price GENERAL MFG CLAMPS Low Volume Customers - 5% Off General MFG List Price Mid/High Volume Customers - 10% Off General MFG List Price KC MANUFACTURING - RATCHET CLAMP Low Volume Customers - 5% Off KC List Price Mid/High Volume Customers - 10% Off KC List Price

How to charge for different freight scenarios: 1. Not charging back any freight: a. On Sales Order Entry or Contract Entry lines - enter "/NOTE" in the item code; enter "CCIS TO PAY FREIGHT" in the description. Delete the calculated freight line if necessary. b. (If you need to cut a freight PO or Drop Ship) On Purchase Order Entry - enter your Non-billable freight line with all of the cost. 2. Charging back all freight: a. On Sales Order Entry or Contract Entry lines - enter your Billable freight line with all of the cost. Line will auto calculate on SO Entry from the cost/miles input on the header. If it is a 3rd part delivery then complete section 2-B below. b. (If you need to cut a freight PO or Drop Ship) On Purchase Order Entry - enter your Billable freight line with all of the cost. The line will pull over from the SO with cost. 3. Only charging partial freight: a. On Sales Order Entry or Contract Entry lines - enter your Billable freight line with the amount that you are charging back. Adjust the auto calculated line price then proceed to section 3-B below. b. (If you need to cut a freight PO or Drop Ship) On Purchase Order Entry - enter your Billable freight line with the full amount being charged from the vendor. 4. Including the full cost of the freight into the cost of the product: a. On Sales Order Entry or Contract Entry lines - Spread the full cost of the freight into the cost of the product however you want; enter "/NOTE" in the item code; enter "FREIGHT INCLUDED IN THE COST OF THE PRODUCT" in the description. Delete auto calculated freight line if necessary. b. (If you need to cut a freight PO or Drop Ship) On Purchase Order Entry - enter your Billable freight line with the full amount being charged. 5. Splitting one freight charge onto multiple contracts or sales orders: a. On Sales Order Entry or Contract Entry lines - On each sales order/contract, enter your Billable freight line with the amount that you are charging for that particular sales order/contract. b. (If you need to cut a freight PO or Drop Ship) On Purchase Order Entry - link one of the sales orders/contracts to the PO; on the lines, create a Billable freight line for each sales order/contract that you split the cost onto; to the right of each billable freight line, in the comment box, enter the sales order/contract number that the certain charge is referencing. 6. Didn't charge customer enough freight from the amount CCIS incurred: a. On Sales Order Entry or Contract Entry lines, enter a billable freight line with the remaining balance needing charged back to the customer. b. (If you created a freight PO or Drop Ship) On Purchase Order Entry - split the billable freight lines onto separate lines with the amounts that you put on the different orders (both or all totaling the amount CCIS incurred); then to the right of the billable freight line that was charged on the new sales order/contract that wasn't tied to the Purchase Order, you will need to type the sales order/contract number in the comment box.

MATHEY DEARMAN BEVELING ITEMS. Low Volume Customers - 15% Off Mathey List Price Mid Volume Customers - 20% Off Mathey List Price. High Volume Cusomers - 25% Off Mathey List Price. GENERAL MFG CLAMPS. Low Volume Customers - 5% Off General MFG List Price Mid/High Volume Customers - 10% Off General MFG List Price. KC MANUFACTURING - RATCHET CLAMP