Glass Order Processing - Glass Software for Wholesale Glass Fabricators/Distributors

The Glass Order Processing/Invoice Package is a flexible state-of-the-art order processing package that can be used in a multi-branch or multi-company environment. It provides interfaces to CDS’s Accounts Receivable, Inventory Control, Purchasing and General Ledger Packages, thereby allowing automatic update to these packages and eliminating the need to enter the same data multiple times. Since all customers and all order line items can be accessed by their alphabetic name or description, the package provides a very fast and efficient means of allowing order takers to enter orders directly from the telephone without the interim step of writing them down first. All pricing and stocking information is available such that the order taker can be very responsive and provide superior service to the customer, making it very easy for the customer to order and thereby providing the customer with a strong incentive to place recurring orders. Open order status can be easily tracked at any time by customer name, number, order number or by Customer P.O. number. The package is one of the most flexible and comprehensive Glass Order Processing/Invoicing Packages available today.

Order Entry Features:

Provides for multi-branch and/or multi-company operation.
Orders may be taken directly over the telephone without requiring that they first be written down.
Customer data can be accessed and displayed by entering either the customer name (or partial spelling of the name, up to 30 characters) or the customer number
Orders can be shipped to one address and billed to a second address.
Customer ship-to address may be manually overridden at order entry time without affecting the master file.
Each order may be specified as either a ‘Regular’ or ‘Drop-Ship’ order at entry time. Each order type handles inventory updating differently.
Allows entry and proper handling of the following types of glass items:
Cut glass items (rectangle cut, angle cut, pattern cut)
Boxed glass items
Single sheet items
Case sheet items
Factory cut pallets
Miscellaneous stocked glass items
Special order items
Insulated items
Tempered items
Annealed items
Prompts for the required dimensions based upon item type
Calculates proper block size and price for cut glass items
A credit check is made against the customers credit limit and oldest open invoice as each order is entered. Orders that fail the credit check can optionally be cancelled or can be entered but placed on credit hold, which will prevent further processing (work order will not print) until the credit manager reviews it and releases or cancels it.
Customer payment terms can be user defined to provide early pay discounts for payments received within either a predefined number of days (i.e., 2% 10, net 30) or by a predefined day of the month (i.e., 2% 10^th prox, or 1% EOM).
An alphabetic sales tax code is required for each customer. This code is comprised of three groups of two characters each, and together, they define the state, county and local sales tax rates. For example, the sales tax code for Atlanta, Georgia would be specified as ‘GAFUMA’ where ‘GA’ specifies Georgia, (3%), ‘FU’ specifies Fulton County (1%) and ‘MA’ specifies the local option tax called Marta (1%). Each two character sales tax subcode carries its own tax rate.
For tax exempt customers, the system requires that the customer’s tax exempt number be saved in the customer file. As each order is entered, the file is checked and if the tax exempt number is missing, a reminder message is displayed so as to encourage the order taker to try to get the exemption number.
Sales taxes are accumulated and reported both daily and monthly by state, county and locality for easier reporting to the proper taxing authorities.
Each customer and each item has a ‘taxable/non-taxable’ flag. Sales taxes will only be calculated and added to an order when both the customer and the item are taxable.
Up to 3 lines of internal (confidential) comments may be stored for each customer. These comments are available to the order taker and can be special instructions or other information about the account. For example, ‘Accept orders from Bob only’ or ‘They always pay late but are a good customer’ or ‘Very difficult customer, be patient’.
Any customer may be placed on ‘Credit Hold’ at any time which will force all orders for that customer to either be placed on ‘credit hold’ until released, or to be cancelled.
All customer default information is displayed at order entry time (i.e., payment terms, shipping terms, salesperson i.d., discount code, sales tax code, etc.) but can be overridden for the current order without changing the customer master file.
Order line items may be accessed and displayed by entering either the item number, a user defined “keyword” or the first few characters of the item description
Item pricing may be based upon:
quantity break
customer class and/or product class
special customer contract
As each item is entered, if it is a stocked item, then it is checked to be sure that sufficient ‘on-hand’ inventory is available and if not, the user is notified.
Item description may be overridden at order entry time without affecting the item master record.
Comment lines may be interspersed throughout the order at any point during line item entry.
User defined ‘Special Charge’ line items may be entered for items such as ‘Special Handling’, ‘Deposit’, ‘Installation Charge’, ‘Expediting Charge’, ‘Cutting Charge’, etc. Each charge may be priced and costed at entry time and may be distributed to a user specified General Ledger account.
Orders may be maintained during the order entry process. That is, line items may be added , deleted or changed at any time while the order is being entered.
Line item price may be overridden at order entry time.
Special ‘contract prices’ can be used such that a customer may receive a special price on a specific item for a specified period of time as controlled by a ‘start date’ and an ‘end date’ in the contract price file.
As each order is entered, inventory is “allocated” to the order for stocked items..

Work Order Features:

After each order is entered, it will immediately print out as a Work Order and routed to production
Work order copy may be automatically emailed or faxed to Customer for confirmation
The ‘Price Book’ for each Customer may be displayed or printed upon request
Work orders will not be printed for ‘credit hold’ orders. The credit manager must first review these orders and take corrective. The options available are as follows:
increase the customers credit limit
delete line items until the order is under the credit limit
change the payment terms code to COD
override the credit hold and release the order
cancel the order
To assist the credit manager in determining the proper action to take for credit hold orders, the order size, amount, price, cost, profit and line item detail are available for inquiry, as well as the customers current and past credit information, including:
average days to pay
highest A/R balance
current A/R balance
date and amount of last payment
age and amount of oldest undisputed, unpaid invoice
date customer became a customer
month-to-date and year-to-date sales and profit
Work orders are printed as Laser image forms on standard 8.5″ x11″ paper
The cumulative order total is displayed and updated as each line item is entered.
Work orders may be partially shipped and billed. The remaining line items will be automatically backordered and a new work order will print, that only contains the remaining undelivered items.

Invoice Features:

Invoices are printed as Laser image forms on standard 5″ x 11″
Multiple invoice copies may be printed, with user defined labels on the bottom (ie, Customer Copy, Production Copy, A/R Copy)
Invoice copy may be automatically emailed or faxed to Customer as soon as it is printed
“On-hand” and “allocated” inventory quantities for stocked items are automatically updated as each invoice is printed.
Cost and profit information, by line item and by total invoice, may optionally be printed on a tear strip on the invoice.
Invoice data is automatically updated to the following data files:
Accounts Receivable
General Ledger
Salesperson Commission
Sales Analysis
Invoice History
The invoice history file accumulates detailed invoice data until it is manually purged. The data is available for inquiry and display by Customer, Invoice Number, Job Number and/or date range. This feature is helpful for Credit Returns and customer repeat orders.
Future price changes may be keyed into the system well in advance of the effective date, just by specifying the new price and the effective date. This feature prevents the expensive last minute crisis of keying in ‘tomorrows’ price changes today.
The day-end procedure is designed to operate in a completely unattended manner such that operating personnel may initiate the procedure and then leave for the day. Day-end reports are printed out very quickly each morning.
A training/demonstration capability is provided whereby new order entry personnel may use ‘training’ data files while existing production personnel are using ‘live’ data files. This allows ‘hands-on’ training at any time without interfering with normal day-to-day operation.
A ‘Control File’ allows the user to enable or disable many of the optional features of the package.
Perpetual Invoice History file provides inquiry by Customer and/or Invoice

Order Processing/Invoicing Reports:

Daily Shipping Report
Capacity Planning Report
Open Orders Report
Delinquent Orders Report
Canceled Orders Report
Sales Tax by State/County/Locality Report
Work orders
Invoices
Invoice Register
General Ledger Distribution Report
Inventory Transaction Report
Order Change Register
Open Orders Register
Drop Ship Orders Register
Glass Labels