seed management system software for the seed industry
TRANSCRIPT
Seed Management System
Software for the Seed Industry
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
Overview
• Setup• Product• Customers• Receiving
& Transfers• Orders• Reports
System Setup
• Dealer Information /
Company Logo
• Warehouse-locations
• Cash discounts
• Incentive discounts
• Seed sizes
System Setup
Dealer Information
•Dealer contact information•Invoice display options
-Checks Payable To-Mail Check To-Payment Due Date
•Support contact information
System Setup
Preferences
•Multiple warehouses•Fee support•Customer sort option•Screen color
Enter company name and click logo button
Select logo file
System Setup
NEED HELP?NEED HELP?
SMS includes a complete, SMS includes a complete, integrated help systemintegrated help system
Press F1 for information pertinent Press F1 for information pertinent to the current screento the current screen
System Setup
Warehouse LocationsEnter descriptive name and abbreviation
May assign warehouses to affiliate dealers
Cash discounts entered here are available when creating orders
System Setup
Cash Discount Schedule
Enter cut-off dates and discount rates
System Setup
Incentive DiscountsDiscounts based on units
Select discount type $
Click New buttonEnter description
Enter “default” amount per unit (may be changed on orders)
Select seed-type
System Setup
Incentive DiscountsDiscounts based on percent of purchase
Select discount type %Click New buttonEnter descriptionEnter “default” percentage (may be changed on orders)Select seed-type or leave blank to apply discount to entire order
System Setup
Seed-Sizes
Enter size lists
Right-click to define bulk units
Enter unit price and fees
SizeSize must be must be selected from selected from drop-down list drop-down list and and may not be may not be blankblank
Fees may be Fees may be defined as defined as cash-discounted cash-discounted or non cash- or non cash- discounteddiscounted
Your Product
Select seed-type
Click the Add button
Enter product identifierSelect size
Enter optional allocations & stock orders
Inventory Inventory levels are levels are automatically automatically updated updated
Agronomic Profile
Your Product
Your Product
Product items may be imported Product items may be imported from an Excel spreadsheetfrom an Excel spreadsheet
See tutorial for printed guideSee tutorial for printed guide
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
Your Customers
Select to enter• Comments • Directions to farm-site• Farm Operation Profile
Select product & sizeTransaction Transaction TypesTypes •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 Product item must be in must be in inventory inventory
Inventory Inventory levels are levels are automatically automatically updated updated
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
Order Entry
Creating an OrderCreating an Order
Select product & size
Order Entry Creating an Order
Select customer
Enter quantitySelect incentive discountsEnter # of units (if discount type is $ per unit)
SMSSMS calculates calculates totals and totals and discountsdiscounts
Order Entry
Recording a PaymentRecording a Payment
Order Entry Recording a Simple PaymentRecording a Simple Payment
Enter payment date & check#
SMSSMS calculates calculates cash discount cash discount based on pay based on pay datedate
Click red asterisk to record amount
Order Entry
Creating a QuoteCreating a Quote
Order Entry Creating a QuoteCreating a Quote
Select customer
Enter quote info
SMSSMS differentiates differentiates quotes with gray quotes with gray backgroundbackground
Click Quote
button
Inventory levels not affected Quote numbers noted on reports May be converted to regular order Orders may be switched to quote Payments may not be applied
About QuotesAbout Quotes Order Entry
Order Entry
Split OrdersSplit Orders
Order Entry Creating a Split OrderCreating a Split Order
Click pay-type Split
Click Payments/Splits button
Select payers & enter order shareSMSSMS calculates calculates payers’ sharespayers’ shares
Order Entry
Split PaymentsSplit Payments
Order Entry Recording Split PaymentsRecording Split Payments
Click Payments/Splits buttonSelect payerClick Payments/Splits againSMSSMS calculates calculates “Order Share”“Order Share”Enter payment informationClick Apply
No limit to # of payers No limit to percentage splits Cash discounts managed for all payers
in multiple cash-discount periods Print Invoice for entire order or for
individual payer’s share
About Split OrdersAbout Split Orders Order Entry
Order Entry
Recording DeliveriesRecording Deliveries
Order Entry Recording a DeliveryRecording a Delivery
Enter delivery dateClick Del button
For partial delivery: double-click Del box, then record units delivered
SMSSMS creates creates 2nd line item for 2nd line item for non-delivered non-delivered unitsunits
Order Entry
Customer ReturnsCustomer Returns
Order Entry Accepting a Customer ReturnAccepting a Customer Return
Enter return date
Create line item for returned unitsEnter negative quantity
Update discount units (if discount type is $ per unit)Change pay type
Click Del button
SMSSMS recalculates recalculates order totalsorder totals
Order Entry Checking for Errors
Click Check
SMSSMS reviews reviews the order for the order for errors and errors and displays a displays a warning warning messagemessageClick Cancel to disable error-checking
Discount units not equal to qty ordered Missing check date or payment Pay-type is single & order requires
multiple payment transactions Missing payer info on split order Incorrect cash-discount amount
Error Conditions EvaluatedError Conditions Evaluated
Order Entry
Order Entry
IMPORTANT
CASH DISCOUNTS ARE NOT AUTOMATICALLY RECALCULATED WHEN AN ORDER IS CHANGED.
User intervention is required.
Order Entry
RefundsRefunds
Order Entry Issuing a RefundIssuing a Refund
Check that pay-type is DistributedClick Payments buttonEnter refund date & check#Click Final PaymentRecalculate cash discountClick Apply
Order Entry Issuing a RefundIssuing a Refund
Refund is Refund is recordedrecorded
Order is Order is marked marked as paidas paid
Order Entry
Printing InvoicesPrinting Invoices
Print delivery invoice
Order Entry
Print order invoicePrint Preview
Click record selector to show delivery date
Printing InvoicesPrinting Invoices
SMS Help
NEED HELP?NEED HELP?
Remember that Remember that SMS includes a complete, SMS includes a complete,
integrated help systemintegrated help system
Press F1 for information pertinent Press F1 for information pertinent to the current screento the current screen
SMS Help
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
Report Menu
Select the report to be printed
Select affiliate dealer to print reports for affiliate’s customers
Reports designed for hard-copy
Reports
• Product & inventory reports• Detailed Receiving record• Customer lists• Detailed order information• Customer payment summary• Sales & shipping summaries• Invoices• Mailing labels
Questions?
Thank You!