The order tracking system in Design Manager consists of a number of on screen windows for entering and looking up information and a series of reports that are used for expediting. The system is optional and you may use as much or as little as you need to efficiently run your company.
When choosing which parts of the order tracking to use, keep in mind that you must be
consistent. If you decide to use Received Dates to track when things are received then you must enter every received date as the items are received. Design Manager will evaluate any blank received date as the item was not yet received. If you leave a date blank on an item that has been received, Design Manager will think that it has not yet been received and give you misleading receiving reports.
Most of the order tracking revolves around the use of dates to indicate when something has happened. The lack of a date indicates that the event has not yet occurred for that item. Design Manager will automatically fill in dates where possible such as the order date, which is
automatically entered at the time the PO is accepted. Other dates must be filled in manually such as the received date mentioned above. The tracking dates that Design Manager tracks are as follows:
Proposed Date – Automatically entered when the proposal is accepted. Order Date – Automatically entered when the PO is accepted.
Ship By Date / Ship On Or Before Date - Manually entered on the PO status window or Special Instructions window.
CFA Received Date - Manually entered on the PO status window. Acknowledgement Date – Manually entered on the PO status window. Expected Ship Date - Manually entered on the PO status window. Received Date – Manually entered on the PO Status window.
Vendor Invoice Date – Automatically entered when the vendor invoice is posted. Delivered Date – Automatically entered when the delivery ticket is accepted. Client invoice Date – Automatically entered when the client invoice is posted.
2 User Defined Dates - Manually entered on the PO status window. You can define these dates as needed.
Other information that may be of help in tracking orders: Acknowledgment Number
Quantity Received Quantity Delivered
Status Notes / Location PO Notes
PO Status Window
The PO Status window is one of the primary methods of entering information to the order tracking system. To get to this window, click on the PO button on the tool bar and enter the project code. You will see a list of POs for that project. Select the PO in which you are interested by highlighting it then click on the Rec/Status button at the bottom. This will open the status window for the selected PO as shown below:
You can use this window to look up information and to enter new information. The window shows some basic information about the PO and then lists each component on the PO. The information at the top ( PO#, ordered date, project and supplier) cannot be edited. The fields below this may all be entered with appropriate information as it becomes available. If you click on the Edit or All button to the right side of the grid you can enter information that pertains to the individual
components. If you click on the Edit button, the updates will be recorded for that component only. If you click on the All button the updates apply to all components for the PO. Clicking on one of these buttons will bring up the following window:
Most of the fields on this window are self explanatory. If you want to mark the component as received, simply fill in a received date. The Vendor Invoice Date, Number, Actual Cost and Quantity Paid For cannot be entered but are shown here for information purposes. These are entered through the accounts payable section.
Any data you enter will update the component and any blank fields will be ignored.
Delivery Tickets
Design Manager has a system to generate and track delivery tickets. To access the delivery tickets click on Project at the top of the window then select Delivery Tickets.
Enter a project code and you will see a list of delivery tickets for that project. If there are no delivery tickets for the project, the grid will be blank. You can edit an existing delivery ticket by highlighting it and click on the Edit button at the bottom of the window.
If you want to create a new delivery ticket for the project, click on the Add button. You should see the tagging window for the delivery tickets.
To print the delivery ticket, tag the items you want to deliver. To tag an item, click on the checkbox in the left hand column of the grid. Finally click on the OK button which will send the delivery ticket to the printer.
If you need to change the quantity being delivered, highlight an item and click on the Edit button on the far right. This will open a small window where you can enter the quantity to deliver. The check box labeled Set Shipped Qty. is used to record the quantity shipped at the same time you record the quantity going on the delivery ticket. Design Manager tracks a delivered quantity and a shipped quantity. The delivered quantity is the quantity specified for shipping on the delivery ticket, usually entered by the design staff. The shipped quantity is the amount that leaves the warehouse usually entered by scanning or manually by the warehouse staff. You will want this box checked if you do not set the shipped quantity by scanner or manually. If you are using the optional scanner system to record shipped items then do not check this box. In this case the delivery quantity will be the quantity put on delivery tickets and the shipped quantity will be the quantity shipped by the warehouse.
ticket. If you accept it then the delivery ticket date (in the upper left corner of the window shown above) will be recorded as the delivery date of all of the items on the ticket.