Ordering Process

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					            Challenge
            •Order errors and discrepancies
            •Duplicate orders
            •Incorrect price lists
            •Costly, Labour intensive, Manual order processing
            •Illegible, mismanaged paper orders
            •Lack of order acknowledgment or receipt confirmation
            •Out-of-date catalogues, product information
            Solution
            •Accurate electronic orders
            •Fast, efficient and less expensive electronic order processing
            •Paperless online orders using secure servers
            •Order acknowledgement and detailed order status
            •Accurate, current product catalogues and price lists
            Research shows that efficient order management follows four critical rules:
            Enter Order Once – Capture electronically as close to the original source as
            possible. Do not enter order manually.
            Automate Order switching – Automatically send order to appropriate fulfilment
            locations. People only handle exceptions.
            Make Order Status Visible – Let customer see order status information
            automatically whenever they want.
            Use Integrated Order Management Systems – Electronically connect order
            management system with other related systems to maintain data integrity.




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            The iSWITCH Electronic Order Switching solution meets all these criteria. We offer an
            accurate, secure and efficient way for customers and suppliers to send, receive and
            track orders. Customers use XPRESS to initiate the ordering process. XPRESS
            creates an order using the product item list(catalogue). Customers send this order via
            the iSWITCH SERVER to the appropriate suppliers. Suppliers receive electronic orders
            instantly on their computers.

            Orders are received accurately and automatically verify availability from their in house
            stock systems. All catalogue and pricing information used for ordering is current and
            correct because of the CORE update process. Suppliers send their most recent
            catalogues and price lists for all XPRESS users to retrieve.




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            BENEFITS

            •Automated order processing
            •Automated Delivery notes
            •Electronic invoices to customers
            •Multiple pricelist to preferred customer groups
            •Electronically updated price lists; Provide customer with the latest catalogues and
            pricing
            •Save time and avoid costly re-typing errors
            •Improve communication on orders via automatic acknowledgments, confirmation and
            receipt notices
            •Easily check the status of an order online; order status information is available anytime,
            anywhere
            •Build an integral link with your distribution chain; orders and catalogue distribution
            •Communicate order delivery scheduling with customers electronically
            •Electronically connect order management system with other related systems to
            maintain data integrity

            SERVICES
            With iSWITCH Order Processing, you receive a wide-range of services including:
            Development of custom EDI reports
            Application integration with in-house stock systems
            Creation of a supplier account for posting catalogue updates
            Setup of a customer distribution list
            Electronic registration of new customers
            On-site or Electronic-based training
            Remote technical support




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            FEATURES

            Electronic Orders
            Using the updated item list from the supplier iSWITCH creates an electronic order form.
            Then, the system delivers the purchase order to the appropriate suppliers.

            Multiple price lists
            Price lists sent with CORE are split by selected customer; Lists are separated and sent
            to appropriate customers.

            Status
            Order status is available, including whether the order has been posted, and any other
            notification the supplier specifies. Suppliers can view orders from a particular day, month
            or period and from one or various customers.

            Administration
            Suppliers can add, remove or modify a customer’s participation at any time. A customer
            just added to the server receives an electronic notification.

            Reports
            Suppliers can view detailed order statistics and history reports.




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            FEATURES

            ODBC Server Integration
            iSWITCH CORE offers an integration solution using ODBC drivers to manage
            transactions and communications between internal and external systems.

            Catalogue Distribution
            Suppliers distribute their electronic catalogue and pricing updates via one central
            location where customers receive up-to-date product information.

            Group Management
            Within the iSWITCH server, suppliers can create groups of customer contacts for
            catalogue update lists

            Effective Dates
            When uploading an update or catalogue, suppliers can specify dates indicating the
            period during which the information is valid. These dates are visible to customers.




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            Bringing More Value to Your Business. Lower administrative costs.
            Streamline order processing and e-catalogue distribution. Reduce the time, effort and
            cost of manual order entry. Utilise staff more productively. Suppliers and customer are
            able to automate and improve the way they issue, enter and manage purchase orders.

            Eliminate order errors.
            Reduce the mistakes and paperwork inherent in manual order entry. iSWITCH reduces
            duplicate data input tasks, which eliminates redundancy and the chance for error.
            iSWITCH CORE assures that customers use current products and correct pricing.

            Improve service and satisfaction levels.
            Improve customer service and satisfaction by providing faster order processing and
            order acknowledgment. Keep customers informed about current catalogues and pricing.
            Provide better service with iSWITCH solution automation.

            Increase profitability.
            Lower administrative cost and overhead. Improved efficiency. More current pricing.
            Elimination of mistakes. Result: an improvement to your bottom line.




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            Xpress

            OVERVIEW
            Eliminate costly telephone calls
            Select local suppliers
            Send clear and easy to read orders
            Automate order processing
            Receive timely feedback from suppliers

            FUNCTIONS
            Use item list with latest product prices
            Send orders electronically
            Receive order status automatically
            Schedule order delivery dates
            Acknowledge when order has been honoured
            Specify delivery location
            View multiple supplier catalogues
            Change order effortlessly




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            Xpress

            BENEFITS
            Automated order processing
            Automated response from suppliers
            Manage orders, order delivery order batches delivery dates etc.
            Multiple pricelists from preferred supplier groups
            Electronically updated price lists; receive the latest catalogues and pricing
            Save time and avoid costly errors
            Improve communication on orders via automatic acknowledgments, confirmation and
            receipt notices
            Easily check the status of an order online; order status information is available anytime,
            anywhere
            Communicate order delivery scheduling with suppliers electronically
            Select best priced items effortlessly




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            Xpress

            FEATURES

            Electronic Orders
            Using the updated item list from the supplier XPRESS creates an electronic order. Then,
            the system delivers the purchase order to the appropriate suppliers.
            Order Splitting
            Orders created with XPRESS are split by selected supplier items; items are separated
            and sent to appropriate suppliers.

            Status
            Order status is available, including whether the order has been posted, and any other
            notification the supplier specifies. Customer can view orders from a particular day,
            month or period.

            Administration
            Customer can add, remove suppliers at any time. A supplier just added to the server
            receives an electronic registration form from the customer.

            Reports
            Customers can view detailed order statistics and history .

            Effective Dates
            When downloading an update or catalogue, customers receive dates indicating the
            period during which the information is valid. These dates are specified by suppliers.




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            Ordering presentation
             (c) SoftSolution 2008
4/11/2010
            www.softsolution.co.za
1.   Type of item to order
        1.    Select from the list the type of item such as beer or bread
2.   Select the manufacturer
        1.    The system can contain different manufacturers if required.
3.   Select the product
        1.    The list of products the supplier has setup for his clients to choose from
4.   Detail Description
        1.    Detail description of the item selected
5.   Items
        1.    The actual item
6.   Quantity
        1.    Number to order for the selected it,




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 Xpress shows new order placed
Invoice detail
Shows the item order with status NEW
The total and vat for the order is displayed at the bottom
The order can now be send to the supplier by clicking the send button on the top menu




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Core
The application is installed at the supplier and will receive the orders placed by client using Xpress.
Order can also be placed via other applications using the Xpress plug in




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Xpress – Order send
When the send button is pressed the system sens the order to the supplier.
The status of the order in Xpess is changed to SENT




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Core – Order receive
The supplier receives the order in the Core application.
The status is se tot TO CONFIRM which indicates that the supplier has the required stock and that the client must confirm
that they want the product.
A message is sent to the client (Xpress) indicating the availability of the product and that he should confirm that he wants it
Xpress can be set to auto confirm the order and a message is sent back to the supplier




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Core – Order deliver
After receiving the confirmation from the client the order is moved from the Order list to the To Deliver list at the bottom.
The supplier will then when ready click the item in the To Deliver list and click on the Deliver button.
A message is send to the client informing him that they are delivering the items.




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Core – Order to delivery
 The status has changed from DELIVER to DELIVERY
 The supplier then prints the deliver note
 The delivery person then takes the item and the delivery note and deliver the item




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Xpress - Delivery
The client will see the status in Xpress set to DELIVERY
When receiving the item the users signs the delivery note and click the Delivered button
A message is then sent to the supplier to confirm delivery




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Core - Delivered
When the supplier receives the delivery message the order is moved to the Delivered status
It is no longer on the To Deliver queue
The supplier will be most concerned with the To Deliver queue




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Xpress – Delivered proof of delivery
The status of the order on the client side (Xpress) will show DELIVERED which is the proof of delivery.




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Core setup price list
The supplier creates the pricelist
A new product can be added
An existing one can be updated or deleted
The supplier can after creating the price list export it and the system will automatically publish the update list
The client will automatically receive the updated pricelist




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Core Program setup
1.   The Account information will be given to the supplier
2.   The database option allows the supplier to allow the system to query it stock system directly
3.   User detail is given to the supplier
4.   The group and Industry is given to the supplier




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Xpress - Setup
Vendor details are supplied to the client during the registration process
The supplier list is updated automaticlly by the system
The user has to select from the list the supplier he wants to use
This is useful when the client orders from a supplier in Pretoria and not from one in Durban




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Core and Xpress versus Web
Faster and easier for clients (Xpress) to place orders
Less cumbersome to build and manage orders
Quicker accesses to order data and catalogues
Can place order even if the internet connection is down
Orders will be send automatically when the connection is up
Supplier receives orders interactively without having to access the web
Xpress can be integrated into the clients software
Core can directly access the supplier’s stock database
Supplier system is installed on their computers rather than a single web server where others may have access to order data
More secure for both the client and the supplier
Distributed processing form supplier and client
Queuing system when the supplier’s connection is down. Supplier will automatically receive the orders once the connection is
restored while a web service not be able to process any orders




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