Creation of Sales Order through Sales App

1. Creation of Sales Order Through Sales App

The Sales App in Accelera Insight streamlines the process of creating and managing sales orders, enabling sales representatives and teams to handle orders efficiently and accurately. This guide provides an overview of how to create a sales order using the Sales App, ensuring a smooth and structured workflow from start to finish.

This guide will walk you through each step of the order creation process, ensuring you can efficiently utilize the Sales App to meet your business requirements. By the end of this process, you will have a complete and accurate sales order ready

1.1 Access Accelera Insight
Begin by navigating to the Accelera Insight module to initiate the order creation process. This is the starting point for accessing the rapid checkout functionality.

1.2 Navigate to the Rapid Checkout Page

Go to the Rapid Checkout page, where you can efficiently create and process orders with minimal steps.

1.3 Select Customer

• Click on Select Customer
• Confirm your selection by clicking on the Select Customer option.

• Choose the customer for whom the order will be created. A comprehensive list of all customers is displayed, allowing you to identify the relevant customer for this transaction.
• Search, Select, or Add a Customer:
  From the list, select the existing customer or use the search functionality to locate a specific customer. If the customer is not already in the system, you can add a new customer.

• The selected customer will be automatically added to the list. The interface features three customer categories: Sell-to, Bill-to, and End-customer. Each displays customer ID, company name, address, and contact number.

1.4 Quick Entry

Use the Quick Entry option to add products to the order. This enables efficient product selection and ensures that the correct items are added to the order.

• Enables a streamlined way to add products directly by entering customer code, product code (SKU), or price into a grid-style interface.

• Grid Columns:
  1. • #: This field represents the sequential number of the item being added to the order. It automatically updates as new products are added, ensuring each entry has a unique identifier within the grid. The line item number is crucial for tracking and referencing specific entries, especially in cases of bulk additions or when reviewing and editing orders.
     • End-customer#: This field displays the unique identifier for the end customer associated with each line item. It allows assigning specific products to different end customers within a single transaction. This is particularly useful for managing orders where multiple customers or delivery points are involved. Users can edit or validate the end-customer ID to ensure proper invoicing and shipping allocation.
     • SKU: The SKU is a unique alphanumeric code assigned to each product, used to identify and manage inventory. In this field, users input the SKU of the product they wish to add. Accurate SKU entry is essential for ensuring the correct product is selected and that inventory levels are appropriately updated. The system may provide validation or suggestions if incorrect SKUs are entered.
     • Quantity: This field specifies the number of units of the product being ordered. Users can manually input the desired quantity, which the system then uses to calculate the total for that line item. It is important to enter accurate quantities to avoid under-ordering or over-ordering, which could lead to inventory discrepancies or customer dissatisfaction. Incremental adjustments may be available for quick edits.
     • Unit Price: This field displays the price per unit of the product. It is pre-populated based on the SKU but can often be edited if discounts or special pricing are applied. The unit price directly affects the line item total and is critical for ensuring accurate pricing in the final invoice. Any modifications here may require appropriate approvals or justifications depending on system rules.
     • Original Unit Price: This field shows the standard or default price of the product before any adjustments. It provides a reference for users to compare against the edited unit price. Highlighting differences between the original and current prices ensures transparency and aids in identifying price overrides, promotional pricing, or errors during the order process.
     • Total: This is an auto-calculated field that multiplies the quantity by the unit price for each line item. It provides the total cost of the product(s) ordered in that line. This calculation updates dynamically as users adjust quantities or prices, ensuring real-time accuracy in the order summary.
• Color Indicators: The grid uses color coding, such as orange and gray, to signal specific conditions. For instance, orange might indicate overridden prices requiring attention or validation, while gray could signify non-editable fields. These visual cues help users quickly identify and address special conditions without manual review of all entries.
• Add New: This button allows users to insert additional rows in the grid, enabling the addition of multiple products in a single operation. It is especially helpful for large orders, reducing the need to exit and re-enter the grid interface. Each new row comes with editable fields for SKU, quantity, price, and more.
• Search Field: The search field at the top of the grid simplifies locating specific entries. Users can filter the grid by customer code, product code (SKU), or price. This feature is designed for quick access to specific products or customers within extensive order lists, improving efficiency and minimizing errors during data entry.

1.5 Product Search Interface 

• Use the Search function to add products to the order. This enables efficient product selection and ensures that the correct items are added to the order.

• Product Cards: Each card contains detailed information:

• SKU: A unique identifier for the product.
• Description: Highlights key product attributes. The Description field provides key details about the product, such as its name, size, or unique features. This information allows users to quickly identify the product and confirm it matches their needs. 
• Price: The Price field displays the cost per unit of the product, allowing users to see pricing details at a glance. 

• The Availability section shows stock status, including the following details:

  • On-Hand: Total stock currently in inventory.
  • Reserved: Stock already allocated for existing orders.
  • Available: Remaining stock that can be ordered.
    These figures ensure customers can make informed purchasing decisions and avoid over-ordering.
• Unit of Measure: The Unit of Measure specifies how the product is packaged or sold, such as "case" (CS) or "each" (EA). This ensures clarity in order quantities, especially for bulk or wholesale transactions. 
• Action Buttons:
  1. Add to Cart: Adds the selected product to the checkout list. Add to Cart allows users to select and include a product in their checkout list. It streamlines the ordering process by directly transferring the product and quantity to the transaction. This button is essential for building orders quickly and efficiently.
  2. Quantity Adjuster: The Quantity Adjuster feature lets users increase or decrease the order quantity for a product. With simple "+" and "–" buttons, users can easily make incremental adjustments without manually typing values. This ensures accurate orders and a smoother user experience.
  3. Add Cross Reference: Offers functionality to link alternate codes or identifiers for the product. his option enables users to link alternative codes, descriptions, or identifiers to the product. It is particularly useful for businesses dealing with multiple naming conventions or customers requiring specific references. Cross-references improve compatibility across different systems and documentation.

Return to Checkout:

• Return to Checkout: Ensures a seamless transition back to the checkout page with selected products.

1.6 Shipping and Payment

This section may also allow users to specify shipping preferences or add special instructions for carriers. The interface streamlines the selection and confirmation of logistics, ensuring a smooth delivery process. The Payment section allows users to manage and confirm payment methods for the transaction. Users can input payment details, select saved payment methods, or apply available discounts or promotions. 

• Shipping Method

  • This is the selected shipping service provider for the order. Users can choose their preferred shipping method, which determines how the goods will be transported.
  • Make Default Toggle: When activated, the selected shipping method is saved as the default option for future orders, streamlining the process for repeat users.

• Shipping Address

  • Address Display: This field shows the destination for the shipment, including the recipient's company name and full address. Users can change this address by selecting the "Change" option.
  • Make Default Toggle: Enables users to save the current shipping address as the default address for all future orders for faster checkout.

• Shipping Section

  • Delivery Date: Indicates the expected date when the shipment will reach the destination. This is usually set based on carrier availability or customer preference.

  • Shipment Date: The date when the shipment is scheduled to leave the origin point. It ensures users know when the shipping process begins.
  • Load Type: Defines the shipment type (e.g., "Truck Load") to classify the transportation needs. This is crucial for determining logistics and costs.

• Origin Address

  • Change Option: Users can modify the origin address by selecting "Change." This address represents the location from where the goods will be dispatched.
  • Address Display: Contains the detailed information of the shipment origin, including company name and full address for reference and validation.

• Shipment Information

  • Selected Shipping Channel: Indicates how the shipment will be processed, such as "Manual." This helps in determining operational workflows.
  • Origin Address and Ship-to Address: Displays the detailed addresses for the shipment's starting point and destination to avoid any discrepancies during delivery.
  • Carrier & Tracking Number: Allows users to enter the carrier's name and tracking number, making it easier to monitor the shipment's progress.
  • Shipment Payment Type & Payer Information: Specifies who is responsible for payment (e.g., customer, vendor) and any relevant details about the payer.
  • Load Details: Includes information on the load type and size to assist with packaging and transportation planning (e.g., "Pallet - 48x40").
  • Shipping Costs: Displays the shipping cost incurred by the company, any markup percentage, and the final charge applied to the customer for transparency.
  • Carrier Notes: An optional field for users to add comments or special instructions for the carrier, enhancing communication and logistics handling.
• Purchase Order Number: A mandatory field for entering a reference number associated with the order, ensuring traceability and record-keeping.
• Generate Reference Number: This button provides an option to automatically generate a reference number if one is not manually entered.
• Special Requests: A free-text field for users to include additional notes, requests, or instructions relevant to the order or delivery process.

• Discount & Charges / Shipped & Delivered Section

  • Enter Code: This field allows users to input discount or promotion codes, ensuring they receive any applicable benefits.
  • Calculate Discount/Charges Toggle: When enabled, the system applies discounts or additional charges to the order based on predefined rules.
  • Shipped/Delivered Toggle: Allows users to mark an order as shipped or delivered, ensuring accurate order status updates.
  • Create Warehouse Documents: A toggle to generate relevant documentation for warehouse operations, ensuring order readiness for shipment.

Shipping & Payment Section

• Payment Method:

  • This field displays the available options for completing the payment of the order. It allows the user to select a specific payment method, such as "Credit Card" or "To be decided." The selected option determines how the payment will be processed.

• Review & Checkout Section:

  • Displays a summary of the order, including:
    • Number of Items: The total quantity of items in the order.
    • Subtotal: The base cost of all items before taxes, discounts, or additional fees.
    • Shipping & Handling: Any costs incurred for shipping and handling.
    • Additional Charges: Other fees or expenses applied to the order.
    • Order Discount: Any reductions applied to the subtotal as part of promotions or deals.
    • Shipping Discount: Specific reductions related to shipping charges.
    • Sales Tax: The tax amount calculated based on the order’s details.

• Order Total:

  • This is the final calculated cost of the order, incorporating the subtotal, discounts, taxes, and any additional charges. It provides the user with a clear understanding of the amount to be paid.

• Signature Capture:

  • The user can provide a digital signature to confirm or approve the order. This adds a layer of validation and is often used for acknowledgment purposes.

• Attachments Section:

  • Users can upload and view documents or files related to the order. This section may include options to add files, remove attachments, or select files to include in confirmation emails.

• Submit Order Button:

  • Click Submit Order to complete and send the order for processing.

1.7 Submit the Order

• Clicking this button finalizes the order submission. If the "Save as Pre-Order" toggle is enabled, the order will be saved for later processing instead of being submitted immediately.
• Submit the Order
• Click Submit Order to complete and send the order for processing.

1.8 Order Summary Section:

Provides a concise overview of the order details, including: 

• Customer Account Number: A unique identifier for the customer associated with the order.
• Customer Name: The name of the customer or organization making the purchase.
• Shipping Address: The address where the order will be delivered.
• Payment Method: The method selected for processing the payment (e.g., "To be decided").
• Customer Reference Number: A reference identifier provided by the customer for tracking the order.
• Order Total:
  • Summarizes the total cost of the order, including subtotals, discounts, taxes, and additional fees.
• Action Buttons:
  • • Print Shipment Label: Allows users to generate and print a shipping label for the order.
    • Send EDI PO Acknowledgment: Sends an acknowledgment email to the customer for their purchase order.
    • View Order Confirmation PDF: Generates a PDF document summarizing the order confirmation details.
    • View Delivery Receipt: Displays a receipt for the delivered order.
    • Book Shipment: Opens options for booking a shipment for the order.

       

• Attachments Section:

  • • Displays any files attached to the order, with options to add or remove files. These attachments are often included in the confirmation email.

1.9 Email Notification Section

Email Acknowledgment:

• Indicates the email addresses to which an order acknowledgment has been sent. Users can see the status of the email delivery (e.g., "Sent" or "Not Sent").

Enter Additional Email Addresses:

• Provides a field for users to add additional email addresses. This is useful for sharing order details with multiple stakeholders.

Send Email Button:

• Clicking this button sends the acknowledgment to the specified email addresses. It ensures all recipients receive relevant order details and updates.