|By Butch Peyton |
Entering orders is the start of making money. It is important to have a standard process for entering your orders so you and your team can be as efficient, quick, and accurate as possible. Here are some tips that can make your Order Entry better.
Write down the order number assigned on the work order form. This will allow quick access to the order.
Use an item number on every line. Set standard Item Master numbers for art charges, imprints, etc. Item Masters with a "DS" item type can also be setup so the descriptions and product code default in.
Use the Customer Purchase Order field as a lookup. Always enter something into the "CUST PO#" (customer purchase order number) field even if the customer did not give a purchase order number. Entering just the first name of the person placing the order gives you a valuable lookup tool.
Be sure to check your numbers! The salesperson number, commission percent, tax code, price, cost, per, reorder date and vendor number are often the source of errors. Try to enter numbers correctly the first time. Be sure to double check your numbers before saving or moving on.
Use NOPRINT as the item number to add a line that neither the customer nor vendor will see. The cost of a NOPRINT line will reduce the gross profit on the order and any commission paid on gross profit, but will not post to the general ledger.
Start the Item Description generically such as “PEN” rather than “BLUE”. Your order history and order reporting will be more accurate and easily accessed. Searching items by item description will also be easier.
Use a Product Code on every line item. The same product code can be used for all related items such as wearables for the T-shirt and the art charge. Or, a separate product code can be used for all art charges.
Associate order artwork file with the order. A thumbnail graphic can print directly on your orders if you have it turned on in Company Information. JPG, BMP, PCX, TGA, and PNG formatted files less than 1 megabyte (1 mb) can be displayed.
You can save filing time by associating order documents with orders in ProfitMAKER. This may include graphic files, scanned documents, or files stored on your computer. Using the capability can cut down on the amount of information you have in print outs and file folders.