Customer Service:Manual Sales Orders-Entering Manual Sales Orders

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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)

Faxed 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 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.

mso.png

Future Orders

  • Future orders are items that are not currently available but the store wishes to place the order
  • Future orders will stay status 20 until the items has arrived and sent to the picking gun in the warehouse.

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:

Customers can order "Special Orders" under the following conditions.

1.For Ostomy products such as Hollister, Convetec, Coloplast, various leg bags, night drainage bags, catheters also products that we receive from Galien such as Venotrain stocking, Bauerfeind stockings, Epitrain supports, Malleotrain supports, Lordoloc supports, Manuloc supports and others. Customers only have to meet there daily minimum (which varies depending on the stores location). Once they have met the daily minimum they can call Customer Service and we will enter the Special Order item(s) for them.

2.For all other Special Order items the store must at least meet the stores minimum but must reach a total order $2000.00 including the regular minimum and special orders combined.

3.Exceptions include if the buyer said it was OK to put through the special order under minimum.

  • If we made a mistake on a original order (perhaps in error we ordered the wrong item for the store).
  • If the special order exceeds $2000.00 without a regular order.
  • If the store is a good customer and they are just shy of the $2000.00 (for example they are $5.00 short of $2000.00).

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'

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'

mso1.png

Entering Manual 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

mso2.png

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

mso3.png

  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.

mso4.png

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'

mso6.png

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

mso7.png

Exceptions

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