This system module is to maintain the order processing work flow of sales and customer accounts. It is fully integrated to the inventory control system and the general ledger system. It is a tool to assist you to manage your company's sales and account receivable clearly so as to improve your sales and cash flow better. With regard to the system features  of the application software, the system enables you to increase your productivity, improve your sales and  to lower your cost.
 

System function include:

1.Customer

1. Customer
2. Quotation
3. Sales Contract
4. Sales Invoice
5. Receipt
6. Credit Note
7. Reports

FIELD LENGTH SPECIFICATION

• A customer record   provides  details of the customer's name  and address with  bi-lingual  description,  customer type,  multiple  delivery  addresses, contact person and departments,  telephones,  fax, email address, credit terms and credit limit. 
   

• It also maintains the customer's rebate, customer's  stock code, description and price, such information will be printed on the  documents upon customer's request. 
   

• Envelope or label, documents like excel, word, etc., can be faxed or email through the customer file.
   

• During  daily  processing,  quotation,  sales contract,  delivery  order, sample, sales invoice, credit note,  receipt,  such  transactions  are automatically updated  to  the  customer records, so, user  can on-line to obtain  the current, historical sales  transactions and outstanding balances of the customer.
  

2. Quotation

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• This module supports ordering and trading items from initial sales requirements.  
   

• Quotation  must  be  completed  with   the  header, transaction details, footer before issuing  and   submitting for approval with the pre-costing sheet. 
   

• The confirmed quotations will  be flagged by the sales contract and outstanding quotation will be sorted out for follow up.
   

• In order to simplify the proceeding and save time, a new quotation can be copied and  modified from one of the existing quotations.
   

3. Sales Contract

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• When  the quotation  is confirmed, a sales contract will be issued against  the quotation.  User  can  modify the referred quotation's content. 
   

• If  the customer's order is received,  sales contract must  be completed with  the  header( customer payment,  shipment  terms, currency, exchange rate, delivery date, etc.,),   transaction  details (stock item, quantity, price, discount,  other charges,  non- stock item etc.,) and footer before issuing and ready for shipment.   

4. Sales Invoice

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• The invoice function  produces the required data to be used by the account receivable and sales analysis reports. 
   

• An invoice may be referred to the sales contract, quotation, delivery note or copied from the other existing invoice. When the invoice is issued, the system will check the credit limit of the customer account, inventory will be deducted from the specified location, delivery address can be selected from the customer record and invoice type (i.e. local, export, deposit, indent, interest, consignment etc.) has to be inputted.
   

• Stock item lot number, serial number, parts, invoice  quantity unit, etc., are being selected at the initial setup of the application system. When issuing an invoice, the selected option will be appeared for inputting data. 

5. Receipt

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• Cash, cheque, post dated cheque or other form of payment are allowed in the system. 
   

• Partial settlement, over payments,  discount and  other charges are  also  allowed.
   

• All  payment can  be  made  against  individual invoice or a  series of invoices or a period of invoices. 
   

• An official receipt can be printed upon completion of  the data entry.

6. Credit Note

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• Credit note will be issued  against  the outstanding invoice.
   

• A credit note can also be issued for non outstanding account to settle the upcoming invoice.  

7.Reports

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• Reports can be printed by several options such as by customer, area, salesman, customer type, document type, etc..
   

• Reports can be shown in a period, in the form of twelve months, amount, profit value, percentage comparison or charts presentation.
   

• Some of these reports are :
  Outstanding orders reports (quotation, contract, delivery order etc.,)
  Customer status  
  Customer statement
  Account receivable reports
  Aging analysis reports 
  Customer overdue reports
  Reminders
  Yearly sales analysis reports
  Ranking analysis reports
  Salesman commission reports
  User defined reports  
   

FIELDS LENGTH SPECIFICATION 

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Customer  code. : 10 characters
Area code  : 20 characters
Salesman code : 10 characters
Documents no. : 16 characters (Quotation, Contract, Delivery Note,
                                                       Sales invoice, Credit Note, Receipt etc.,)
Price : 99,999,999.99 (up to 4 decimal point)
Documents amount : 999,999,999.99 (up to 3 decimal point  )
Heading, Remarks, Footer : Unlimited lines and characters.
Exchange rate : 99,999.9999 (up to 6 decimal point )