Stock Status Inquiry Setup
This function provides you with a wealth of customer service information available by using Function Keys. For maximum benefit, the users should thoroughly familiarize themselves with the many item inquiry options. These features are also available in our Sales Desk program.
The COP Stock Status Inquiry provides for a Customer Number so that when you do an item inquiry for that customer, you have access to pertinent A/R, I/M, and COP data. Some key features found in this program are:
1. Item inquiries listing one or all locations where an item is stocked. Also included in the item inquiry are stocking totals and Bin numbers. Being able to view stock status by all locations is extremely useful when you ship from different locations or have the need to transfer from one location to another. It is also helpful when you have multi locations within your warehouse, (refurbished items, returned goods for resale, factory seconds, inspection, quarantine, etc.), to view stock status totals for that item.
2. Ability to use wildcards to specify the locations you wish to see stock statuses for.
3. The option to enter a caller’s name. This helps the user in remembering who they are talking to, as well as, logging the persons name for future reference.
4. After you have entered the customer’s number for an inquiry, and if no caller name was entered, then the caller name will be automatically filled with this customer’s contact name.
5. While you are viewing an item’s stock status, you have the following added functions:
a. View customer price breaks for this customer and item.
b. Create a quote from the customer’s inquiry.
c. Create a sales order from the quote.
b. View general customer information for the customer.
c. View credit & YTD information for the customer.
d. Perform a Substitute Item Search by location
e. Perform a Component Available Inquiry to show the stock statuses of all components for a parent item to determine the quantity of the parent that can be built.
f. Perform an Available To Promise Inquiry to display a listing of future quantity available, (by date), for the inventory item being viewed.
SELECT: Main Menu ® Util-Setup ® Global Setup ® Cop-Ctl ® Order/invoice inquiry. The following screen will appear:
Stock Status Setup Screen
Note: The setup default values affect both COP and I/M
Entry Field Descriptions
Use Quotation In Stock Status Inquiry
Select “Y” to create a Quote from an inquiry. When you create the quote, you have the option to confirm it. If confirmed, the system will allow you to enter a COP sales order for this quote during stock status inquiry. If not confirmed, these quotes are kept in the Quotation History file and can be called up for review, and/or converted to an “O” or “I” type order. Select “N” if you do not want users creating sales orders from this inquiry mode.
Note: If you find yourself becoming a power user of quotes using the Stock Status Inquiry screen; we recommend you use our Sales Desk program for tighter quote management and more flexible features.
Starting Quotation Number
Enter Starting Quote Number, this is an internal number used in Stock Status Inquiry and not related to COP Quote numbers
Use Quotation Comment
Select “Y” if you want to add comments to your quotes. Comment codes are maintained in COP maintenance. Quotation comments are mainly for used historical sales analysis purposes to track the reasons why you don’t get a sale from a quote.
Default Quotation Comment Code
If you the enable the previous field, then you may specify the default comment code here. Comment codes are maintained in COP maintenance.
Use Inquiry Comment
Select “Y” if you want to add comments to your inquiry
Default Inquiry Comment Code
If you enabled the previous field, then you can specify the default comment code here.
Update Quotation History For Inquiry Trx
Select “Y” to keep a history of caller inquires in the Quotation History file. The Inquiry Trx’s will then show up when doing a quote inquiry.
Sales Desk is a powerful program that can greatly improve the speed and efficiency of processing orders, quotes, capturing new business, and building customer relationships. After setting up Sales Desk, you should set up a Procedures and Policy guideline for COP sales entry personnel and Sales Desk users. Many of these procedures and policies can be defined in Sales Desk setup.
Sales Desk does not currently support the following:
- Vertex Sales Tax Interface
- “I” and “C” type of Orders for Serial/Lot and Multi-Bins
- Feature/Option & Kit items.
Goto: Elliott Main Menu à Util Setup à Global Setup à Cop-Ctl à Sales Desk
Sales Desk Setup Screen
1. Use Sales Desk Enhancement?
Select “Y” to enable this feature.
2. Starting Quotation Number?
Enter starting quote number. This number is used only in Sales Desk and does not affect COP orders. The default value is “1”.
3. Use Quotation Comment?
Default value is “N”. Select “Y” if you want to add comments to your quotes. Comment codes are maintained in COP maintenance. Quotation comments are mostly used for historical and sales analysis purposes to track reasons why you did not get a sale for the quote.
4. Default Quotation Comment Code
The default value is blank. If you enabled the previous field, then you can specify the default comment code here. Comment codes are maintained in COP maintenance.
5. Def. Mode For Showing Line Item
When entering line items in Sales Desk, you have the choice of confirming the line tem or leaving it open as a quote. This flag lets you choose if you want to view all the line items as you are entering the order, or only the confirmed items. Confirmed items are those that get generated onto the sales order. This is a default mode only and the system allows changing from mode to mode during data entry.
Select “A” for Show All, or “C” for Show confirmed items only.
6. Enter Line Item Additional Data
Additional Data Window contains line item discount percent, unit cost, vendor number, product category, user defined code, and request and promise dates. These are fields from Elliott order entry line item screens. Most of the time, you simply accept the default values for these fields in the order line item screen. If this is the case, you should answer “N” and this will speed up your process in Sales Desk. If you need to enter data in any one of those fields, answer “Y” and during entering of line item in Sales Desk, the additional data window will popup and prompt for the information.
7. Custom Message For - 'Customer Is On Credit Hold'
By default “Customer Is On Credit Hold” will be displayed if Sales Desk detects such a condition. Even though a customer may be put on credit hold, you may not want the customer to know they are on credit hold. To prevent your staffs from telling customers that they are on “Credit Hold”, you can put a custom message here. If you leave this field blank, the system will use the default message.
8. Custom Message For - 'Customer Exceed Credit Limit'
Similar to previous field, to prevent your staff from telling customers they “exceed credit limit”, you can put a custom message here.
9. Custom Message For - 'Customer Account Past Due'
Similar to previous field, to prevent your staff from telling customers that their “account is past due”, you can put a custom message here.
10. Print Immediate Order Edit List?
Select “Y” if you want to print an immediate order edit list when an order is entered through Sales Desk. Select “N” to disable this feature in Sales Desk if you wish to manually print order edit list in Order Entry.
11. Print Immediate Order Acknowledgment?
Select “Y” to immediately print an Order Acknowledgement when an order is entered through Sales Desk. Select “N” to disable this feature in Sales Desk if you wish to manually print Order Acknowledgement in Order Entry.
12. Print Immediate Picking Ticket?
Select “Y” to immediately print a Picking Ticket when an order is entered through Sales Desk. This is helpful if the order needs to be picked right away and pick tickets are printed on an individual basis. Select “N” to disable this feature in Sales Desk if pick ticket is printed on the batch basis.
13. Print Immediately Invoice?
Select “Y” to immediately print an Invoice for an “I” type of order entered through Sales Desk. This may be helpful for over the counter sales, or if you use the invoice as a pick ticket. Select “N” to disable this feature if invoices are printed on a batch basis.
14. Show Credit Problem Window In First Screen?
Select “Y” if you want Sales Desk people to be made aware of the customer credit status before entering an order. If you select “N”, a credit problem window will still come up when you confirm the order. If you want to get order first and worry about the credit problem later, you should answer “N”. Otherwise, answer “Y”.
15. Line Item Default to Customer or Item's Loc ?
This flag is only relevant if you use the multiple locations feature in Elliott. By default, system default s a line item’s location to customer’s default location.
If you are a distributor who stocks inventory at all warehouse, then this is the right choice for you.
If you are a manufacturer producing produce and stocking items at different locations, then you should default line item’s location by item’s default location (as setup in the item master record).
Select “C” for customer default location or “I” for item default location. This is a default value and the actual line item location can be changed at line entry time.