Customer Service:Manual Sales Orders-Entering Manual Sales Orders

Overview

All manual sales orders are process by the Customer Service Team. Manual sales orders can be received via telephone, fax or email. The sales order types are:

• SO – Regular Sales Orders
• FO – Future Orders (Regular Stocked Product that is not in stock)
• SP – Stock that is not in our warehouse that is specially ordered for the store
• IN – Internal Orders
• DO – Vender Detail Orders (submitted by a Sales Rep)

Special Orders

• Entered by Customer Service if there is an item number
• Entered by Purchasing if there is no item number; Purchasing will create new special order item.
• Shareholder are permitted to order Special Orders but Customers have restrictions:
  • They are ordering items from these 4 vendors ( ) and meet their daily order minimum.
  • They are ordering items from Galien and meet their daily order minimum.
  • They meet their daily order minimum.
  • The Buyer has approved the special order.

Internal Orders

• uniPHARM employees will ask for an internal order to be entered for such items as photocopy paper etc.
• Enter the person's name in 'Your order'
• Enter text notes to assist Finance on who is receiving the items, i.e. 2 cases for upstairs and 2 cases for downstairs

Detailed Orders

• Detailed orders are called in by a sales Rep for a specific store.
• Enter the person's name in 'Your order'

Faxed Manual Sales Orders

1. Write the 'SO number' on the manual purchase order
2. Email/fax the customer with the sales order number, and any pricing discrepancies.
3. File the original faxed manual purchase order in the filing cabinet in the first cubicle in Customer Service

Emailed Manual Sales Orders

1. Highlight the PO number, 'account number' and insert sticky note with the SO/FO number
2. Email the customer with the SO/FO number, and any pricing discrepancies.

Entering Hotline Incident

1. Click 'Add'
2. Enter 'Customer number'
3. Enter 'Cust order number'
4. Enter Problem 'ORDER'
5. Enter Resolution 'OREMAI/ORFAX/ORREG'
6. Press 'enter'

Entering Sales Order

1. Click 'Sales\Work with sales orders\add'
2. Enter 'customer #' (or press F4 to search for customer number, enter name and click on correct customer)
3. Enter order type 'SO,FO,SP, IN or DO'
4. Enter 'PO #' or Name of Sales Rep if provided
5. Enter Warehouse 'MAI'
6. Press 'enter' to confirm

• Please note if you are entering a Special Order use the name of the person calling as the PO

1. Enter 'item #'
2. Enter 'Quantity'
3. Press 'enter'

1. Enter next item and quantity and continue until all items are entered.
2. If no stock is available, the Item Suggestion Simulator may appear (please ignore unless you have approval from customer).
3. If the item is out of stock or a partial fill, enter as a future order.
4. Press 'F12' to return to previous panel.

Line Text

1. If additional line text is required.
2. Click the last line
3. Click 'Text'
4. Type the appropriate information to show on the item line
5. Press 'enter'

Header Text

1. Click 'Header'
2. Enter customer’s 'PO number' in Reference field (this will allow you to enter the PO # in sales order inquiry and bring up both the SO & FO)
3. Press 'enter' twice
4. Press 'F12' or click on green back arrow

Exceptions

• No Manual orders for Morton Clark, Tri-comp and Kroll manual orders
• The Stevens Co only accepts full orders