External order

The following program description deals with:

Remarks on the Program Function

By use of this program you can maintain the basic data, i.e., insert new orders, edit and delete the existing ones. You can also display the data on the screen for enquiry only.

An order consists basically of two parts: the header information and the items to be ordered.

In the first step, the header information of the order is defined using this program. Here, the order note number, supplier number, certain dates and times, etc. are entered. Basically, a table is created and the actual entries, the items to be ordered, are still missing.

The second step consists of defining the items to be ordered. This process is carried out using the program Order Items.

Before a confirmed order, i.e. the basis of a delivery, can be deleted, the delivery should already have been deleted as described under Delete transactions (button in window "Branch").

Note:

Remarks on the Input Fields

This paragraph will provide a short overview over the options available for updating these Basic Data.

Just like in almost any other program:

Company

Permitted input range: numeric, 1 - 9999

The number of the company for which the order is to be carried out.

If you do not know the number, you can also select the data record via the Search Function.

Branch

Permitted input range: numeric, 1 - 9999

The number of the branch in which the order is processed.

The branch, for which the order is to be delivered, is to be specified under To Branch.

Order note no.

Permitted input range: numeric, 1 - 99999999

For a new order, this field should be acknowledged by pressing the carriage return key. The system will assign the smallest unused number in the system at the time of updating this record for this order. However, you can enter a new number if desired.

For changes or deletion to be carried out, the record is to be retrieved by entering the appropriate numbers in the key fields.

Note:

·        This number is also used in the program Delivery. All the data of this order will be transferred to the delivery.

Supplier no.

Permitted input range: numeric, 1 - 999999

Select the number of the supplier from whom the goods are ordered.

If you do not know the number, you can also select the data record via the Search Function.

Operator

Permitted input range: numeric, 1 - 99999999

This is the number of the operator who is doing the ordering. If you do not know the number, you can also select the data record via the Search Function.

The operator has to be defined already in the system using the program Operator, before he can carry out an order.

To branch

Permitted input range: numeric, 1 - 9999

If the order is to be delivered to another branch, enter the number of respective branch. At present it is not possible to order for another branch via this parameter. Please note the remarks on Sender.

Stock no.

This is the number of the stock location to be delivered.

If you do not know the number, you can also select the data record via the Search Function.

Before a stock location can be assigned to an order, it has to be created in the system using the program Stock Table.

Payment type

The number of payment type is to be entered with which the payment of the delivery is to be settled. This is necessary for the calculation of the unit prices of the order items.

If you do not know the number, you can also select the data record via the Search Function.

Payment types are maintained using the program Payment Types.

 

Text 1,2,3

Permitted input range: alphanumeric, max. 40 characters

In this field a remark describing the order can be entered. The description is arbitrary. Altogether, three text lines of 40 characters each are available.

Sub-supplier

Permitted input range: numeric, 1 - 999

Enter the address number of the sub-supplier to which the order is to be sent. The link of sub-suppliers is done in program Sub-supplier. Sub-suppliers can only be linked to a supplier is the option Main supplier has been set in program Supplier.

If you do not know the number, the data record can be selected with the Search function.

Note:
With an Order the link of a sub-supplier to a main supplier can define where the supplier order is to be sent. This link is important if the item is to be ordered from a local sub-supplier of a supra-regtional main supplier.

Date

Permitted input range: DDMMYYYY (day, month, year)

Date of the order.

Time

Permitted input range: HHMMSS (hour, minute, second)

Time of the order.

New supplier address

Permitted input range: numeric, 1 - 99999999

As shown under To branch it is at present not possible to order for another branch. However, the ordered goods can be sent to a different address and consequently to another  branch. Enter the no. of the appropriate address which is updated via window Address.

To alt. suppl. addr.

Permitted input range: numerisch, 1 - 99999999

In some cases, the supplier has several addresses, e.g. has a local warehouse. If the address for the order differs from the address shown in the window Supplier, the number under which the correct address has been programmed in window Address should be entered here. In this case, the system overwrites the standard address entry in this field.

Target date of delivery

Permitted input range: DDMMYYYY (day, month, year)

This is the target date of delivery.

Target time of delivery

Permitted input range: HHMMSS (hour, minute, second)

This is the target time of delivery.

Freight cost

Permitted input range: decimal, max. 11 digits including max. 3 decimal places

Freight costs are to be entered here, if any. They are accumulated to the total value.

Pick up cost

Permitted input range: decimal, max. 11 digits including max. 3 decimal places

In this field the pick up cost defined in program supplier will be displayed. You also can enter the pick up costs here, if any. They are accumulated to the total value.

Discount percent/value

Permitted input range: decimal, max. 5 digits including max. 2 decimal places

If the supplier provides a percent discount above a certain value, the percentage value is to be entered here.

Discount home currency

Permitted input range: decimal, max. 5 digits incl. max. 2 decimal places

Discount in home currency.

Discount foreign currency

Permitted input range: decimal, max. 5 digits incl. max. 2 decimal places

Discount in foreign currency.

Pick up

Button activated : This order has to be picked up from the supplier and there are no pick up costs defined in the program Supplier.
Button deactivated : This order will be delivered by the supplier Supplier.

Note:
This toggle can be activated if this order has to be picked up from the supplier. If orders has to be picked up from the supplier generally, you can set this toggle and the pick up costs in program supplier.

Part of deliv. allowed

Button activated : Part delivery is allowed.
Button deactivated : Part delivery is not allowed.

If an order is marked as complete in program Delivery, the order will also be finalised if the delivery was incomplete, but a part delivery was not allowed.

Delivered

Button activated : For this external order a finalized delivery exist .
Button deactivated : For this external order a not finalized delivery exist .

Offline transaction

Button activated: Offline transactions for the PDA has been created for this external order items.
Button deactivated:. No offline transactions for the PDA has been created for this external order items.

Note:
External orders should be generally created at the backoffice before they will send to the PDA as offline transaction.

 Click on the graphic for further help with executing an Offline Backoffice PDA.

Confirmed

Button activated : The order has the status "confirmed".
Button deactivated : The order is not confirmed.

Confirmation of an order is done via key . The button is activated when this key is depressed. The confirmation also represents the finalisation of an order. Changes are no longer possible. Further orders can be created with Create delivery.

Note:

Value amount of order

Permitted input range: decimal, max. 13 digits including max. 3 decimal places

The total value of the order, which is calculated automatically by the system. This amount includes the additional costs (pick up, freight, etc.) as well as the discounts.

VAT

Permitted input range: decimal, max. 12 digits incl. max. 2 decimal places

The VAT included in the Total order value.

Currency rate

Permitted input range: decimal, max. 20 digits incl. max. 2 decimal places

If the payment type is a Foreign currency the conversion rate (of one unit) is displayed here.

Example.:
Domestic currency: DM
Payment type = French Franc
Rate: 29,48.

Button: Create delivery

With this button, a dialog window is opened where the different selection fields are listed and a delivery can be created and the items to be delivered can be defined. The order is turned into a delivery, provided that the order is confirmed.

Note:

The following fields will be shown in the called dialog window:

You can initiate the function by using Start. Simultaneously, the order suggestions will be printed out via the option selected in the tool bar (printer, screen, etc.).

The program Delivery is then started automatically by the MICROS Retail OSCAR POS application.

Button: Deliv. order list

With this button, you can start a report to create supplier pre order

In opposition to the program "Pre Order", where a pre oder for all suppliers will be created, this program will create a pre order for a defined supplier.

Depending of certain program parameter a pre order will be created on different criteria:

 

Automatic pre order in the view of Quantity of stock.

Automatic pre order in the view of Item turnover (turnover dependent).

Index

MICROS Retail Deutschland GmbH
Salzufer 8
D-10587 Berlin
Germany