Sales Order Management

Pertemuan 9

Sales Order Management

D3 Komputerisasi Akuntansi Telkom University, Bandung 2014 dac.telkomuniversity.ac.id

"Hanya dipergunakan untuk kepentingan pengajaran di lingkungan Telkom University"

KA2113 Enterprise Resource Planning Dasar Semester Ganjil 2014/2015

Disusun oleh:

Magdalena Karismariyanti, S.T., M.B.A [email protected]

Disampaikan oleh:

<<Nama>> <<email>>

AGENDA

• Marketing Information Systems And The Sales Order Process

• Deskripsi dan kegiatan tiap proses dalam siklus/proses bisnis

• Komponen

• Integrasi dengan komponen lain

• Elemen organisasi yang terkait proses ini

• Master data yang terkait proses ini

• Transaksi tiap proses

• Dokumen hasil transaksi

Reference:

Monk, E., & Wagner, B. (2009). Concept in Enterprise Resource Planning Third Edition. Boston, Massachusetts: Course Technology Cengage Learning..

SAP. (2006). SAP01: SAP Overview. SAP AG.

Overview of Sales Process

Fitter Snacker

Inc. is a small

manufactures of snack bars.

The

Fitter Snacker

(FS) core

business is to manufacture

and sells two types of

nutritious snack bars: NGR-A

and NGR-B.

• NGR-A contains

Vitamins and Minerals: important nutrients

Dry Base Mixture: oats, wheat germ, protein powder, and spices Wet Base Mixture: honey and canola oil

Carob chips Raisins

• NGR-B contains

Vitamins and Minerals: important nutrients

Dry Base Mixture: oats, wheat germ, protein powder, and spices Wet Base Mixture: honey and canola oil

Hazelnuts Dates

Sales Force is organized into 2 groups:

1. Wholesale Division

sells to intermediaries who distribute the bars to small shops, vending

machine operators, and health food stores.

2

The Direct Sales Division

sells directly to large grocery stores, sporting goods stores, and other large chain stores.

1. Wholesale Division

Offering term: Lower fixed price

because the orders are usually large.

Invoice term: (2–10/net 30).

2

.

The Direct Sales Division

Offering term: volume discounts to

encourage larger sales orders.

Sales Process in FS’s Problems

Problems:

Incorrect pricing, excessive calls to the customer for

information, delays in processing orders, missed

delivery dates, and so on.

Cause:

Separate information systems

throughout the

company for three functional areas: the sales order

system, the warehouse system, and the accounting

system.

Sales Process in FS’s Problems

Due to separate/unintegrated information systems, information shared through

file transfers

manually by

1. Sales Quotations and Orders

2. Order Filling

3. Accounting and Invoicing

4. Payment and Return

5. Bottom sheet for salesperson record

Sales Process in FS’s Problems

1. Sales calls or Visit customers 2. Create handwritten quotation 3. Original sheet

SALES PERSON

6. Call for an order

IN OFFICE SALES CLERK

4. Middle Sheet

faxed/mail to sales office

Sales Process in FS’s Problems

1. arithmetic error in the sales quotation

2. Information Repetition  duplicate order

3. ineligible document (faxed copy of handwritten form)

Sales Process in FS’s Problems

6. Call for an order

7. Shipping form the inventory or shipping delayed for future production

WAREHOUSE

8. Estimate shipping date

Sales Process in FS’s Problems

Warehouse person can only estimate shipping date

1. too busy to make an inventory count,

2. total all orders waiting to be filled, and

3. find out how many orders are in process in the sales office

13. Reduce the amount of the order, prepay, or dispute the amount of credit granted?

Sales Process in FS’s Problems

9. Determines the shipping method and time to

deliver

10. Check credit status

(new customer)

ACCOUNTING

11. Fill out Credit-Check form

12. Customer’s credit limit

(below amount)

Sales Process in FS’s Problems

IN OFFICE SALES CLERK

9. Determines the shipping method and time to

deliver

10. Check credit status

(exsisting customer)

ACCOUNTING

11. Check weekly paper report

Sales Process in FS’s Problems

IN OFFICE SALES CLERK

14. Current order entry system

15. Stores the customer’s order data for sales analysis

16. Prints out a packing list and shipping labels for warehouse

17. produces a data file of all current

transactions for the Accounting-Dept 18. Data file is copied to a disk and entered

into a PC-based accounting software

program on Mondays, Wednesdays, and Fridays

1. Sales Quotations and Orders

2. Order Filling

3. Accounting and Invoicing

4. Payment and Return

Order Filling in FS’s Problems

1. Print picking List &

Shipping Label at noon and the end of the day.

2. Hand-carried list & Label

WAREHOUSE IN OFFICE SALES CLERK

3. Hand-sorted

(small order and large order)

PRODUCTION

4. Produce

display boxes for promotion

(if not enough)

7. Break open shipping case

Order Filling in FS’s Problems

6. Get the display box

8. Inform opened shipping case

WAREHOUSE ORDER PICKER

9. Update inventory record

PACKING

10. Bring it to packing area

11. Packed, labeled, & prepare for shipping

12. Data entry to PC at daily basis based on production record,

packing list, and additional data

Order Filling in FS’s Problems

Problems:

1. Compare physical inventory vs

inventory record on PC. 95% accuration level but please note inventory levels for food is fairly low.

2. Not enough stock for desired snack. 3. If customer want partial shipment,

order picker have conversation with warehouse spv, production spv, and sales order clerk.

4. Warehouse spv contact sales order to notify changes to customer &

1. Sales Quotations and Orders

2. Order Filling

3. Accounting and Invoicing

IN OFFICE SALES CLERK ACCOUNTING

Accounting and Invoicing in FS’s Problems

invoices  three times a week

3. Clerks manually make adjustments for partial shipments and any other changes

2. Loads the data into the PC-based accounting program

Sometimes, order corrections are delayed and

don’t catch up to the invoicing process,

ACCOUNTING

Accounting and Invoicing in FS’s Problems

5. Notify of partial shipment

4. Completed invoice 6. Prepare new invoice

An invoice is eventually sent to the customer,

1. Sales Quotations and Orders

2. Order Filling

3. Accounting and Invoicing

Payment in FS’s Problems

If errors in sales process, customer will receive an incorrect invoice

! Errors result if the correct customer’s account isn’t credited

1. FS sends a dunning letter 2. if payment hasn’t already

been sent

3. Threatening dunning letter

! damage goodwill with both new and

repeat customers

Return in FS’s Problems

2. Returned material authorization (RMA)

1. Snack bar exceed “Sell by” date

3. Completes a

handwritten returned material sheet

Return in FS’s Problems

6. Credit the

appropriate account

4. RMA number

ACCOUNTING

5. RMA number

! Many customers do not call for the RMA number, or fail to include it with their

returned material, which makes it more difficult for the Accounting department to credit the appropriate account

•

Many customers do not call for the RMA

number, or fail to include it with their

returned material, which makes it more

difficult for the Accounting department to

credit the appropriate account

Go To SAP01 : SAP

Overview

Unit 4 Lesson Sales Order

Management

Agenda

Lesson: Logistics

34

Procurement

Sales Order Management

Lesson:

Sales Order Management

Lesson Overview

•

Explain Sales Order process

•

How sales order process is integrated within other

solution

Lesson Objectives

•

_{Outline the tasks associated with sales order}

management

•

Explain how SAP within mySAP ERP supports the key

processes in sales order management

Promotion activities



Inquiries



Quotation

Adopt information from

pre-sales activities.



Sales Order(SO)

Sales scheduling agreement or

sales contract are created

with reference to a SO

During SO creation, system carry out basic function:

•

Monitoring Sales transaction

•

Checking for availability

•

Transferring requirement to MRP

•

Scheduling delivery

•

Calculating pricing and taxes

•

Checking credit limit

(per year limit)

•

Creating printed or electronically transmitted

document

Sales Order

Basic function can be automated or manual

processing.

Data result form basic function is stored in sales

document.

Availability material can be

checked to confirm the

customer’s requested

delivery date.

Shipping

is an important part of

logistics chain



Outbound Delivery

(Surat Jalan)

Delivery

In shipping processing, delivery procedure can

be made:

•

General business agreement

•

Recording special material request

Delivery

Shipping module function:

•

Deadline monitoring for reference document due

for shipment

•

Creating and processing outbound deliveries

•

Packing deliveries

•

Information support for transportation planning

•

Supporting foreign trade requirement

•

Printing and transmitting shipping document

•

Processing goods issue

•

Deliveries currently in process

•

Activities that are still to be carried out

Delivery

Document to support delivery process



Outbound Delivery

shipping activities (picking, packing, transportation and good issue)

How to create outbound delivery document?

With reference to

SO doc

With reference to

stock transport order

With reference to

subcontract order

With reference to a

project

Without

any reference

Setting:

Transportation media

Route

Checking point

Picking Point

Picking/Packing/Shipping



Transfer Order

(Document from sales to warehouse)

Ways to do picking

Automatically

(During OD Creation)

Routinely

(at certain time)

Manually

(via employee request)

Goods Issue

Basis of Goods Issue posting is

Outbound delivery

Any

changes

in Good issue

posting should be made in

Posting Good Issue for OD function include:

1. Warehouse stock of material is reduced by delivery

quantity

2. Value change are posted to balance sheet account

in inventory accounting

3. Requirement are reduced by the delivery quantity

4. The serial number status is updated

5. Good issue is posting automatically recorded in the

document flow

6. Stock determination is executed for the vendor ‘s

consignment stock

7. A work list for the proof of delivery is generated

Ways to post GI

Automatically

(During OD Creation)

Routinely

(at certain time)

Manually

(via employee request)

Billing

Final stage

in SO

processing

Billing

Billing function include

1. Creation of invoices based on

deliveries/service

2. Issue of credit and debit

memo and pro forma invoice

3. Canceling billing transaction

4. Comprehensive pricing

function

5. Issue rebate

6. Transfer billing data to

financial accounting

How to create billing document?

With reference to SO doc

With reference to a delivery doc

With reference to external transaction

How to create billing document?

Cont

Automatically

for billing due list as background

task

Manually

for work list

Explicitly

creating billing document

Collective

billing document from several SO

Invoice split

…

How to create billing document?

Cont

Automatically

for billing due list as background

task

Manually

for work list

Explicitly

creating billing document

Account affected

•

Customer A/R

•

GL (eg. Cash clearing account)

•

Revenue

•

Sales deduction

•

Accruals (for rebate agreement)

•

Accrual account

•

Accrual clearing account

Billing

Create

Change

Sales Order Mgmnt Process

Summary

0. Pre Sales Activity

Doc: Inquiry, Quotation

Doc: Sales Order Exercise 4-4

Doc: Delivery Order Exercise 4-5 no.1 Exercise 4-6

Exercise 5-3

Doc: Transfer Order Doc: Good Issue Doc