Order Entry - BusinessWorks California

Overview
The Sage BusinessWorks Order Entry module is a full-featured powerhouse tool capable of managing your company’s quote, order, and invoicing process. The tight integration with the Accounts Receivable and Inventory Control modules results in a complete distribution solution. Features such as the ability to accept deposits, issue on-the-spot refund checks and query a customer’s part purchase history bring all the controls necessary for efficient operation directly to your fingertips. Let Sage BusinessWorks Order Entry increase your sales efficiency and lead your company to higher profitability.

Quick Links
Data Entry	Screen Shots	Utilities	Integration
Forms	Transaction History	Inquiries	Features
Report Examples	Other Reports
Operational Flexibility
Generous Field Sizes	Store up to 200 quotes per customer, up to 400 orders per customer, and up to 3000 invoices per customer. Maintain up to 500 ship-to addresses for each customer, and create up to 50,000 kits. Up to 99 lines can be added to any order, quote, or invoice and a generous 20-character comment can be added to each.	History Preservation	Elect to keep history and expired quotes on file for up to 60 months.
Data Entry Features
On The Fly Data Entry	Create new customers and part numbers on the fly during quote, order, and invoice entry.	Customer PO Number Search	Locate an order or invoice using the customer’s purchase order number.
Customer Part Number History	Look up a customer’s part purchase history during quote, order, and invoice entry.	Credit Limit Checking	Alerts you during entry when a customer’s credit limit has been exceeded and can automatically place orders on hold until the issue is resolved.
Partial Shipment of Orders	Allows you to partially ship and invoice an order.	Automatic Invoicing	Automatically select orders for invoicing by release date saving time and effort.
Copy Feature	Copy quotes, orders, and invoices from another customer for rapid data entry.	Quick Conversion of Quotes and Orders	Quickly convert quotes to orders or invoices and orders to invoices without rekeying.
Returns Processing	Process returns to inventory and accept damaged merchandise without returning to inventory.	One Step Invoicing	This one-step invoicing process lets you enter an invoice from scratch or base it on an order or a quote. You can print invoices and/or packing lists for each invoice you print.
Select Individual Orders to Invoice	This option provides an easy way to process multiple sales orders at one time, letting you individually select and modify the orders and determine how they will be invoiced.	Void Invoices	You can void an invoice and return all parts to inventory using this option. Available only if you also have Inventory Control.
Returns	When a customer returns parts, or you wish to issue credit for a service, the parts are added into inventory (if you are using Inventory Control) and a credit memo is posted to the customer. When issuing a credit, you have the option of issuing a cash refund, a refund check, or applying the credit to the customer’s account.	Maintain Orders on Hold	From a dedicated entry screen, scroll through and view orders whose status is Hold. You may modify the Reason, and release from Hold when appropriate. Quick inquiries into the customer’s file and notes aid in your decision-making.
Freight	Add freight charges to any order. Optionally display the ship weight on inventory items to aid in freight calculation.	Customer Inquiry and Edit from Entry Screens	View and optionally edit customer maintenance fields during order, quote, and invoice entry.
Order Status	Change an orders status from Open, Hold, and Cancel allowing you to better manage the flow of orders. When an order is placed on Hold, it may not be invoiced, and you may enter a reason for the hold.	Ship to Addresses	Easily add and maintain ship to addresses during quote, order, and invoice entry.
Screen Shots
	Maintain Quotes		Maintain Orders
	Maintain Orders Ship to Address		Maintain Orders Lines
	Maintain Orders Summary		Maintain Orders Credit Card Information
	Maintain Orders Customer Notes		Maintain Orders Edit Customer
	Maintain Orders on Hold		Sales Order Inquiry
	Direct Invoicing		Automatic Select Orders to Invoice
	Void Invoices		Void Invoices Invoice Information
	Part Returns		Refund Check Setup
	Refund Check Printing		Invoice Returns
	Invoice Inquiry		Invoice Inquiry Sales Order
	Invoice Inquiry Transactions		Order Entry Parameters
	Print and Post Invoices		Maintain Kits
directinvoice_sm.bmp	Direct Invoice Creation From Sales Order
Useful Utilities
	No Utilities
Integration With Other Sage BusinessWorks Modules
Sage BusinessWorks Order Entry module integrates with General Ledger, Inventory Control, Accounts Receivable, and Cash Management.
Forms
Quotes, Orders, Pick Tickets, Invoices	You may maintain separate forms for each document type with flexible controls. Choose from existing form templates or design your own from scratch. Create multiple forms for each document type, enabling you use a separate form for preprinted or plain paper printing, for example.
Transaction History
Customer Part Number History	Display a customer’s part number history at the touch of a button during order. View the invoice date, invoice number, quantity, price, discount, and sales rep.
Inquiries
Part Number Inquiry	View detail for each part number, including any notes during order, quote, and invoice entry.	Sales Order Inquiry	Examine and print on file orders from Sales Order Inquiry. Select a customer and then easily click through open orders for this customer.
Quote Inquiry	Examine and print on file quote from Quote Inquiry. Select a customer and then easily click through open orders for this customer.	Invoice Inquiry	Inquire into posted invoices from the Order Entry module, including the ability to drill down into the transactions against the invoice, such as payments or write offs.
Rich Feature Set
Comment, Miscellaneous Charges, and Labor Charges	Add comments, miscellaneous charges, and labor charges to quotes, orders, and invoices. Choose visible or non-visible comments to hide in-house instructions from your customers.	Discounts	Enter a discount amount or percentage for each line item.
Alternate Warehouses	Sell each item from any on file warehouse.	Sales Account Override	You may optionally override the default sales account number during entry.
Cancelled Part Tracking	Cancel any line item; yet still retain it on the order for historical reporting purposes.	Deposits: Cash, Credit Card, or Check	Record customer deposits on your orders, with fields for check number, and full credit card detail.
Apply On File Deposits	Elect to apply an existing customer credit or deposit to an open order.	Refund Check	When utilizing Cash Management, you can instantly produce a refund check for a customer.
Email documents	Easily Email quotes, orders, and invoices maximizing sales opportunities and minimizing costs.	Recommend Substitute Parts	Recommends substitutes for out of stock parts and enables you to easily select these substitutes during the entry of orders, quotes, and invoices.
Kit Orders	Setting up predefined kits can save time entering quotes, orders, and invoices and help ensure accuracy.	Flexible Search Options	Quickly locate customers, part number, orders, quotes and invoices with flexible search features.
Quote Probability	Maintain a probability percentage for each quote to enable you to focus your sales efforts on the most likely prospects. This figure is used in reporting to predict sales.	Pre-Defined Notes	Maintain a library of pre-defined comments which can be quickly added to an order saving time.
Reprint Invoices	You may reprint any on file invoices at any time.	Pick Tickets	The pick ticket is a guide to assist you in collecting inventory parts prior to shipping. The list includes space for you to enter the actual quantity pulled.
Calendar	Each date field offers a handy calendar icon to help you select the exact date you’re after.	Electronic Manuals	Manuals are available in electronic PDF format for quick reference anytime.
Notes	Lengthy text notes corresponding to a customer may be added, maintained, and viewed from order, quote, and invoice entry. The Notes button appears in bold when a note is on file.	Report Groups	Use this option to place reports into groups so that you can quickly and easily print multiple reports at one time. Report groups are particularly useful for creating a series of reports with specific setups that you print on a regular basis, such as month-end close reports.
Reports
Sage BusinessWorks uses your data to produce a wide range of reports including graphical reports, which present you with three-dimensional representations of your company’s sales activities—and much more. Click images to view reports.
Sales Order Report click to expand report selection	Use this report to view sales orders with parts that have not been shipped and/or invoiced, to determine if sales orders should remain on hold, or to examine sales orders whose items have been invoiced.	On Order Report click to expand report	The report gives you a detailed listing of the quantities and prices from each sales order that has open quantities for the part. For each part, you can see the quantities on hand in the Inventory Control module and on order with vendors.
Back Order Report click to expand report selection	The Back Order Report gives information about orders that are still open and have parts that have been backordered. This option enables you to examine back orders on a customer ID or order number basis.	Back Order Fill Report click to expand report selection	Use this report to determine which parts are now available and which orders contain parts that can now be shipped to fill (either fully or partially) back orders due to receipt of parts into inventory.
Flash Report click to expand report selection	Use this report when you need a concise summary of your order activity for use by management. The report provides an overview of information found in other reports and is ideal for those who don't have time to read many reports, but who have a critical need for information.	Invoice Detail Report click to expand report selection	This report lets you review detailed invoice information for a given period.
Sales Analysis Report click to expand report selection	Review sales and profit information on a part-by-part basis, including gross profit and profit margin. Depending on what you include in the report, you can analyze profit generated by individual parts and product lines.		Sample Invoice
Other Reports
	Print Sales Orders		Print Packing Lists
	Quote Report		Order Selection Report
	Gross Profit Report		Part Return Report
	Invoice Return Report		Business Graphics