seed management system software for the seed industry
Post on 29-Mar-2015
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Seed Management System Software for the Seed Industry Slide 2 Introduction Developed by seed-dealer/wife team Designed from dealers perspective Created of necessity Quick and easy to learn and use Enhancements suggested by dealers 8th season in use Slide 3 Overview Setup Product Customers Receiving & Transfers Orders Reports Slide 4 System Setup Dealer Information / Company Logo Warehouse-locations Cash discounts Incentive discounts Seed sizes Slide 5 System Setup Dealer Information Dealer contact information Invoice display options -Checks Payable To -Mail Check To -Payment Due Date Support contact information Slide 6 System Setup Preferences Multiple warehouses Fee support Customer sort option Screen color Enter company name and click logo button Select logo file Slide 7 System Setup NEED HELP? SMS includes a complete, integrated help system Press F1 for information pertinent to the current screen Slide 8 System Setup Warehouse Locations Enter descriptive name and abbreviation May assign warehouses to affiliate dealers Slide 9 Cash discounts entered here are available when creating orders System Setup Cash Discount Schedule Enter cut-off dates and discount rates Slide 10 System Setup Incentive Discounts Discounts based on units Select discount type $ Click New button Enter description Enter default amount per unit (may be changed on orders) Select seed-type Slide 11 System Setup Incentive Discounts Discounts based on percent of purchase Select discount type % Click New button Enter description Enter default percentage (may be changed on orders) Select seed-type or leave blank to apply discount to entire order Slide 12 System Setup Seed-Sizes Enter size lists Right-click to define bulk units Slide 13 Enter unit price and fees Size must be selected from drop-down list and may not be blank Fees may be defined as cash-discounted or non cash- discounted Your Product Select seed-type Click the Add button Enter product identifier Select size Enter optional allocations & stock orders Inventory levels are automatically updated Agronomic Profile Slide 14 Your Product Slide 15 Product items may be imported from an Excel spreadsheet See tutorial for printed guide Slide 16 Enter customer information Name & address Phone numbers Email address County Your Customers Enter customer # and tech-id # (if available) May designate as Affiliate-Dealer -or- Assign customer to Affiliate Click the Add button Slide 17 Your Customers Select to enter Comments Directions to farm-site Farm Operation Profile Slide 18 Select product & size Transaction Types Receiving Transfer-In Transfer-Out Internal-Transfer Returns Enter lot #, transaction #, date, and quantity Receiving & Transfers Click the Add button Select transaction-type, and seed-type Product item must be in inventory Inventory levels are automatically updated Slide 19 Order Entry Create & change orders Inventory automatically updated Apply incentive discounts Record payments Calculate cash discounts Record deliveries Print order & delivery invoices Direct access to reports Slide 20 Order Entry Creating an Order Slide 21 Select product & size Order Entry Creating an Order Select customer Enter quantity Select incentive discounts Enter # of units (if discount type is $ per unit) SMS calculates totals and discounts Slide 22 Order Entry Recording a Payment Slide 23 Order Entry Recording a Simple Payment Enter payment date & check# SMS calculates cash discount based on pay date Click red asterisk to record amount Slide 24 Order Entry Creating a Quote Slide 25 Order Entry Creating a Quote Select customer Enter quote info SMS differentiates quotes with gray background Click Quote button Slide 26 a Inventory levels not affected a Quote numbers noted on reports a May be converted to regular order a Orders may be switched to quote a Payments may not be applied About Quotes Order Entry Slide 27 Split Orders Slide 28 Order Entry Creating a Split Order Click pay-type Split Click Payments/Splits button Select payers & enter order share SMS calculates payers shares Slide 29 Order Entry Split Payments Slide 30 Order Entry Recording Split Payments Click Payments/Splits button Select payer Click Payments/Splits again SMS calculates Order Share Enter payment information Click Apply Slide 31 a No limit to # of payers a No limit to percentage splits a Cash discounts managed for all payers in multiple cash-discount periods a Print Invoice for entire order or for individual payers share About Split Orders Order Entry Slide 32 Recording Deliveries Slide 33 Order Entry Recording a Delivery Enter delivery date Click Del button For partial delivery : double-click Del box, then record units delivered SMS creates 2nd line item for non-delivered units Slide 34 Order Entry Customer Returns Slide 35 Order Entry Accepting a Customer Return Enter return date Create line item for returned units Enter negative quantity Update discount units (if discount type is $ per unit) Change pay type Click Del button SMS recalculates order totals Slide 36 Order Entry Checking for Errors Click Check SMS reviews the order for errors and displays a warning message Click Cancel to disable error- checking Slide 37 a Discount units not equal to qty ordered a Missing check date or payment a Pay-type is single & order requires multiple payment transactions a Missing payer info on split order a Incorrect cash-discount amount Error Conditions Evaluated Order Entry Slide 38 IMPORTANT CASH DISCOUNTS ARE NOT AUTOMATICALLY RECALCULATED WHEN AN ORDER IS CHANGED. User intervention is required. Slide 39 Order Entry Refunds Slide 40 Issuing a Refund Check that pay-type is Distributed Click Payments button Enter refund date & check# Click Final Payment Recalculate cash discount Click Apply Slide 41 Order Entry Issuing a Refund Refund is recorded Order is marked as paid Slide 42 Order Entry Printing Invoices Slide 43 Print delivery invoice Order Entry Print order invoicePrint Preview Click record selector to show delivery date Printing Invoices Slide 44 SMS Help NEED HELP? Remember that SMS includes a complete, integrated help system Press F1 for information pertinent to the current screen Slide 45 SMS Help Slide 46 Query Reports May be printed Product & inventory reports Receiving transaction record Customer lists Order information Customer payment summary Sales & shipping summaries Order & sales history Query reports are designed to view on screen Slide 47 Product Inventory View complete product list -or- Select company, and/or warehouse, and/or seed- type Slide 48 Report Menu Select the report to be printed Select affiliate dealer to print reports for affiliates customers Reports designed for hard-copy Slide 49 Reports Product & inventory reports Detailed Receiving record Customer lists Detailed order information Customer payment summary Sales & shipping summaries Invoices Mailing labels Slide 50 Questions? Thank You!