Sales order processing
The sales order processing module was originally designed for tele-ordering systems and so has always been designed with efficiency and power as particular priorities.
Efficient operation
Ease of use and versatility for the operator are essential. Whether the sale is being made over the phone or in person, TOPS' features and efficiency help operators to project a competant and professional company image. System capable of telesales, cash and carry, standing orders and forward orders Previous customer notes are available onscreen during order Full query facilities for unknown codes or fields Scroll order details and view a summary including running totals during every sale Order can be edited until final delivery note is printed Memo facility offers context-sensitive text screen for input of any information associated with a customer or product Supports standing sales orders Produces tele-operator summary and history
Versatile realtime pricing
Pricing can soon become complex with any scale of business. TOPS stores all standard pricing structures and also anomalies so that when stock is sold, the customer is always given the appropriate price. Different price groups for different customers and different outlets Price/quantity breaks updated realtime as order is placed All manual overrides and goods FoC recorded and tracked Group account facilities Full non-stock item handling Automatic surcharges or FoC gifts added dependent on customer/items ordered Warning appears onscreen during order if credit limit is reached
Trade counter service
Many customers have outlets to trade or to the public where there is a point of sale. TOPS is very capable for both retail and trade use. Delivery note/invoice production Free comment lines on orders Case and part-case orders easily added Customer and sales references Thermal printing for pricing and receipt production Sales order layout and the information included is discussed and created to each client's own needs and can fit any existing stationery
Order and delivery control
Businesses that provide a delivery service or offer the facility for others require depots and delivery methods to be an integral part of their sales order processing. Delivery vehicle/route and time recorded Shipment from any combination of depots Handles any combination of delivery and invoice addresses and both regular and occasional delivery points Automatic printing of all due orders printed at every depot if required Individual depot sales analysis EEC passport reference field on despatch notes and invoices
Full sales integration with system
Full integration with the rest of the business' computer system helps efficiency and reduces the potential for error. All stock allocated on order and adjusted on delivery note/immediate invoice Invoices sent in batches to sales ledger and stored by both product and customer Order valuation reports Sales forecast by period (optional) Pseudo-EDI solution for transferring data
Order amendments
Stock flow and customer demand can mean that orders need to be altered after they are placed. TOPS allows changes to be made right up until the delivery note is printed. Stock locations can be adjusted until the invoicing stage Backorder system handles part order deliveries and order number association makes tracking the original order's components straightforward Automatic alternative product recommendation for out of stock items with overwrite facility to add any other replacement product Many users can use the Sales Order Processing system at any time and the system restricts more than one operator from editing the same order simultaneously
Sales ledgers, reports and analysis
Fast data analysis is a great benefit of the computer age and so TOPS structures and stores its data to maximise efficiency and capability. A great range of reports such as profitability are available and any new reports can be written by the in-house programmers. Backorder, documents processed, delivery confirmed and posted to ledgers Automatic read-in of call-offs from standing orders Sales order acknowledgements can be printed Reports by customer, sales rep, product, geographical area, overdue orders, by delivery date, against stock requirement and many more come as standard Any report can be written to order
Quotation module for new orders/customers
Any business is keen to respond to enquiries as quickly as possible but in a busy environment this can be difficult. The quotation module helps to reduce the time needed by using data already on the system. Based on history of sales to date Select from all existing price band options or create new ones Can include special offers, promotions and exemptions Toggle visibility of each quotation line Wildcard search function helps with ease of enquiry