OUTPERFORM 3.0 Order Management System
Welcome to OutPerform 3.0: Your order/invoice/sales and inventory system for OutPerforming the competition!
OutPerform is a MicroSoft Access97-and Access2000 based product designed to enhance your sales capabilities and make efficient customer service easy to deliver. The system allows you to set up a well-organized internal system for tracking the movement of products from your supplier’s warehouse to your door or your customer’s receiving department. OutPerform monitors the performance of your sales team and can generate an up-to-date detailed report for any individual member with the click of a button, as well as allowing you to track group efforts. The interaction between the Product, Manufacturer and Salesman screens provides a reliable and accurate method for documenting the commission/ compensation structure for your sales force.
An optional and integrated module, the inventory system, provides for the ability to keep order in your warehouse. The system is designed and interfaced into the purchase order module to check inventory during the ordering process, maintaining stock and helping place on back order items not currently available. The system also has the special ability of checking the inventory at other warehouses. When an item is not currently available in one warehouse, the item if available can be provided to meet the requirements of your customer by shipping it from another warehouse.
The system provides the solutions based on workflow and has an integrated electronic data interface (EDI) for Invoices (810’s), Purchase Orders (850’s) and Sell Thrus (852’s).
The main sections of information tracked by OutPerform includes:
How This Document Works: Outback Coyote Company recognizes that a varying degree of application expertise may exist among the users reading this document. This document explains how OutPerform works. If you find a term you’re not familiar with, please consult the GLOSSARY OF TERMS at the end of this document. The inventory module is found in Appendix A for purchasers of that system.
Each screen is the system is discussed, with special consideration brought to your attention as highlighted red text!
Understanding the system is easy, once some major concepts are understood:
The EDI Interface is set up on a custom basis for each customer and manufacturer.
The system will let you set up or enter customer invoices and sales. The system also allows you to generate purchase orders to buy products!
An options default customer 9999 (Default) can be set up in the system to provide for default pricing of all products. Additionally, specific pricing at the customer level may also be set up.
Allowances may be set up and specified for each detail line item for each product on the purchase order. Yes, multiple allowances are available for an individual product!
Although not recommended, you can create a purchase order from the invoice. The inventory module has specific restrictions to this feature.
Prices are set up in the product table. However; at the time of entering the purchase order or invoice this price can be overridden.
Products are priced by unit or by quantity. The quantity can be based on either an inner pack or a master pack.
The best way to understand the system is to set up two manufacturers, two customers and two products for each manufacturer. Walk through the system and enter an order and an invoice. Run some reports. Set the data flow through the system. Understand the system.
Setting Up the System in the Proper Order
There is a logical order for setting up your tables. Keep in mind this order:
1 – Define your table codes including freight terms, product categories and allowances.
2 – Define the Salesman
3 – Set up your customer 9999 if you are going to use default pricing or sale pricing for products. Also setup the customer PRIM if you are going to use default pricing from the primary product table.
4 – Define your manufacturers. Do NOT use the manufacturer code 9999 unless you are using inventory! Then be sure to define Manufacturer 9999 as YOUR company. Don’t forget to set up the accounting information for your manufacturer and customer relationship!
5 – Set up your Customers (headquarters and stores)
6 – Set up your products
7 – Take an order. Fill out the purchaser order.
8 – Create an Invoice
9 – Run Reports
10 – Enter Payments
Updating or Adding a Record
Most of the screens (also known as forms), let you either add a record or update an existing record. As you can see in the following figure, select the choose drop down box to update an existing record (table entry). If you want to add a new record, simply click the ADD NEW button found next to the choose drop down box.
Be aware, in some forms once you start to add an entry it can be difficult to jump ship. You can by
hitting the X found in the top right corner of the form. You’ll get a message from Access saying the record won’t be added. Don’t worry, the system will survive.
Getting Started: The Main Menu
In the sections below, the words in
The
Main Menu is the starting point and contains buttons to lead you into all of the task sets it is possible to perform with your Outperform Order/Invoice/Inventory system. The basic elements of the system are shown in the illustration of the Main Menu on the next figure.
[figure 1: Main Menu screen]
From the Main Menu you can access three basic components of the system:
Table Maintenance
Inventory (if you have the Inventory module)
Order or Invoice
Additionally, from the Main Menu you can set up and print various Reports, enter customer Payments, and set up and maintain
Sell Thru parameters for cooperative sales efforts. Finally, the Main Menu contains options for setting the time of day for system backup through the Auto Refresh feature, and for setting date parameters to control the movement of data entered in various screens into the system Archives.The Table Maintenance Screen
The Table Maintenance Screen is the core of OutPerform. The button will prompt the user to enter a password. The password is "beatles" unless password protection is turned on for your company. It contains buttons for maintaining the following important lists:
Salesman
Customers
Customer Store
Manufacturers
Products
Table Code Definitions
[figure 2: Table Maintenance Screen]
You will want to start building your OutPerform system by entering your company’s data into the above listed screens.
These instructions will begin with the SalesmanScreen
[figure 3: Salesman Screen]
The Salesman Screen contains fields for entering the following data regarding each member of your sales force:
ID = a three character alpha field for assigning a code for each individual
Territory/Region = Using this field will allow you to sort lists and reports for your
salesmen according to territory and region.
First Name, Last Name, Address, CSZ, Country
are the fields for entering basicaddress information
Phone/Pager/Fax/Ext./Mobile/E-mail
are the fields for entering all available phone numbers and an E-mail address
There is a
Print Report button for printing out lists of your sales force. The Exit button is for returning to the Table Maintenance Screen.
The Code Tables Screen
[figure 4: Code Maintenance Screen]
There are seven main table codes used in the system. Selections and links from these code tables are used by various programs during the maintenance process. Hence, please setup and add your codes before using the system. Your codes include:
Customer Headquarters or Customer Definition
[figure 5: The Customer HQ Screen]
There are two buttons concerning customer information in the Table Maintenance screen, one to access the Customer Headquarters Screen and one to access the Customer Store Screen.
The Customer Headquarters Screen contains fields for entering the main office of the customer. The ID button is for you to use to assign a code to each customer.
Customer Store Screen
[figure 6: The Customer Store Screen]
The
Customer Store Screen is where you define the individual locations of the customer. In the case of a small customer with only one location, it could be the same as Customer HQ. Or, in the case of companies with many retail outlets, you may enter detailed information for each location. In the case of multiple ship-to warehouse locations, you may use this screen to define all of the warehouse locations. The Customer Store ID needs to be unique to the system (not to the customer headquarters).
For your convenience, a detailed listing of the functions and buttons contained in this screen are in the GLOSSARY OF TERMS.
The Manufacturer Screen
The Manufacturer Screen is the main source of data regarding your suppliers.
[figure 7: Manufacturer Screen]
Start with the following information (each entry below indicates a field to be filled in on the screen):
Name of the manufacturer, and Nick Name, if applicable
Country an optional field for country where located
Address and City, State, Zip Code
Internal Code (a code can be assigned to each manufacturer for ease in
sorting data. Keep coding simple, use four digits.)
The Category field is for defining the types of goods supplied and assigning the appropriate categories for each manufacturer entered in the system.
The Ship From field is for indicating which of the manufacturer’s locations ships the specific products it supplies.
The MFGR UPC field is for entering the manufacturer’s bar code information for shipping purposes.
The Salesman Comm Rate button brings up a detailed list sorted by Manufacturer, Customer, Salesman, and Commission Rate.
The Print All Mfgr button allows you to set up and print a report of all manufacturers in the system. The Print This Mfgr button performs the same function for the manufacturer presently on the screen only.
For your convenience, the GLOSSARY OF TERMS contains detailed definitions and instructions for each of the field in the Manufacturer Screen.
Warning: If you have a duplicate Manufacturer UPC code as in the case of one manufacturer purchasing another manufacturer, be sure to do the following:
1 – Periodically run the query called check for dupe manufactureres to verify what duplicates are in your system.
The Manufacturer and Customer Screen
[figure 8: The Manufacturer and Customer Screen]
Your company needs may require setting up a unique relationship between selected customers and manufacturers. The system is flexible enough to provide for this optional interface. For example, if you have a minimum order price and a special cash terms requirement for a selected customer for a manufacturer, you may specify that relationship with this screen. Smaller companies may just want to setup the "default" customer 9999 with the standard terms for all clients and customers. You must define at least one customer for each manufacturer, even if the customer is the "default" customer 9999.
Selling products to a specific customer from a selected manufacturer under contract allows your company to input the contract number and other relevant information on this screen. To assist you in helping keep up with payments for manufacturers enter manufacturer to
customer information on the following screen. Refer to the Glossary of Terms for additional information on any of the fields you are not sure about.
The Manufacturer Accounting Screen
[figure 9: The Manufacturer and Customer Screen]
The accounting screen allows you to also keep track of the commission structure for salesman for this manufacturer and for this customer. Enter the commission percentage and the ceiling up to dollar amount. Also enter the description. Special deductions available to this client may also be passed on to the client by using this screen. Be sure the Detail box and the active box have check marks. If, in the future, you elect not sell products from a manufacturer, simply use this screen to "turn the manufacturer off" by blanking the active button. Only use the EDI buttons if your company has been set up for EDI (Electronic Data Interface).
The Product Screen
[figure 10: The Product Screen]
The Product Screen contains a
Find Item UPC field for a quick search for a product if you know the UPC number.There are two sections of information to this screen. The first is the primary product information. This section is mandatory. The second section allows you to have various pricing for various customers! However; if you want to use default pricing you just have to enter the primary information. But, if you want to use tiered pricing you need to setup a customer for each product. If you want to use tiered pricing, but don’t want to set up every customer for this product, simply define the product once for the special "default" customer 9999. You must define one customer for each primary product definition.
The
Add Another Product button is the starting point for entering a product in the system. You will be prompted to fill in the following in the Product Primary Screen:
Mfgr UPC
code, an Item UPC code for the individual product code, the Model No., Product Description, the required number of Units per order, the Inner and Master case quantities and number of inner items per master, the Cost/Case, the Retail Price (Manufacturer’s suggested retail price) and the Buyer Unit Cost.The
Product Secondary Screen allows you to fill in information regarding individual customers as they relate to the product being entered: Customer (identity of customer), Customer Item Id and Minimum Orders.For your convenience, the GLOSSARY OF TERMS contains detailed definitions and instructions for all the fields in the Product Primary Screen Product Secondary Screen.
The tier pricing module is optional and is turned on by checking the tier pricing field in the product secondary (customer) section of the form. Specify the tiered pricing and the recommended level breaks for the change in item pricing.
The co cost of an item (company cost) is what the item cost the company to purchase. The cost of an item is the sales price of the item. The retail price is the recommended sales price of the item.
The Order Screen
[figure 11: The Order Screen]
The Order Screen is for entering Purchase Orders. Please refer to the GLOSSARY OF TERMS for detailed definitions and instructions for entering all of the fields.
There are two parts to the Purchase order screen, the general and the detail. The dollars are all calculated off the detail with the exception of the freight amount. This amount is entered on the general side of the purchase order.
The Order Detail Screen
[figure 12: The Purchase Order with Detail Screen]
The user enters the detail order a line at a time. If your company is using the inventory module, the in-house and related warehouse inventory will show up on a sub-form. A Message box prompts you on how to handle orders without in-house inventory or out of stock inventory.
The allowances section allows you the special ability to specify multiple allowances for a single line item. Remember, one line item may be an order for 300 widgets. You may provide multiple allowances for the 300 widgets by specifying on the allowance screen the
line item, the number of items to apply the allowance to, and the type of allowance (with subsequent allowance calculations). The total allowances are generated and displayed on the detail and the general screen.
Purchase Order/Invoice Screen
[figure 13: Purchase Order/Invoice Screen]
The Purchase Order/Invoice Screen is accessed through the Order or Invoice button in the Table Maintenance Menu
The Customer button is for designating the customer sold to (Invoice) or the manufacturer ordered from (Purchase Order). Once you enter this data, a pull-down menu appears with choices for Sold or Credit Sold, or Purchase / Credit Purchase
for your use depending on whether you are generating an invoice or a purchase order. When entering an invoice you will normally:
1 - Determine the customer
2 - Select the Purchase Order
3 - Enter the Invoice Number (or let the system calculate this number)
4 - Press the From Order button to populate the invoice from the original purchase order!.
There are
Order Archive and Invoice Archive buttons for checking the status of sales or purchases already entered. There is an Order Inquiry button for making a quick search of your files for a specific order.Lastly, there is an
EDI button for performing the ordering or selling functions via Electronic Data Interchange between you and your customers and suppliers.
[figure 14: EDI Processing Screen]
The EDI process is initiated by the by the parent EDI interface application. There are steps to creating the EDI process.
1 – Retrieve the file through your EDI package (Sterling Commerce) and export the data to a format suitable for Access. (See the expanded instructions titled Sterling EDI Retrieval)
2 – Run the Shortcut application setup for you on your desktop titled "EDI Customer Form Type" where customer is equal to the customer your processing and the form type is equal to the form (I.E. 850). Hence the button for Walmart would be: EDI Walmart 850.
3 – Immediately take the EDI button selection off of the Purchase Orders/Invoices screen. Now take Import Orders. Any records that are rejected are placed in a holding area for further editing. See the Edit problem orders button.
Sterling EDI Retrieval Directions
1 – Enter the Sterling Commerce System: User ADMIN and Password SECURITY.
2 – Click on the Telephone to download the files (or go File/Receive)
3 – Downloaded transaction go to your InBox or your Red Error Box. Only the transactions in the InBox can be pushed through the system.
4 – SORT your transactions by trading partner and document type in the In BOX.
5 – Highlight the transaction set to select. Don’t forget you can select an entire range by using the Shift Key.
6 – Either PRINT, VIEW, or EXPORT the transaction set. Make sure this set is all for one partner and for one transaction type (I.E. Purchase Orders!)
7 – If you Printed the transaction set, the set is now pushed to the INDRAWER. You can then select transactions from the INDRAWER to EXPORT.
8 – If you selected the transaction set to Export, you must specify RAW data and specify the file. The file name will be determined for each partner. The name for WALMART is WALMART.TXT.
9 – You may now proceed to step 2 in the Main Steps for EDI processing (Run the Shortcut application …)
For your convenience, detailed definitions and instructions for the Purchase Order/Invoice Screen are in the GLOSSARY OF TERMS.
[figure 14: The Reports Screen]
The Reports Screen begins with Customers, Manufacturer and Product buttons. Each of the buttons prompts the user to choose either a comprehensive listing of the respective file, or a list sorted by user defined parameters.
The Order / Invoice box contains buttons for generating comprehensive or sorted lists of purchase orders and invoices. The Daily EDI Order Summary and Daily EDI Invoice Summary buttons generate daily activity reports of purchases and sales accomplished via Electronic Data Interchange.
The Order Report/Mfgr and Order Report/Customer buttons located at the bottom of the screen produce a report of purchase orders for a chosen Manufacturer or Customer. Likewise, the Invoice/Mfgr and Invoice/ Customer buttons at the bottom of the screen perform the same functions for Invoices.
The Payments Screen
[figure 15: The Payments Screen]
The Payments button in the Main Menu Screen will take you to the Payments Screen, for recording the payments your company makes for products ordered and the payments your customers make for the products you sell to them.
The screen begins with two search buttons, Find Customer and Find Invoice, for performing a quick search of your systems for a specific invoice or all activity with a specific customer.
The screen contains the following buttons for entering detail about a sale or purchase order:
Invc Track Num.
Invc Num.
PO Num.
Mfgr Num.
Invc Date
Total Amt
In/Out
Paid
Reconciled
Deduction
Total Net
Please refer to the GLOSSARY OF TERMS for detailed definitions and instructions concerning the above-listed fields.
At the bottom of the field is a columnar listing to display the results of searches performed with the Find Customer (all orders for customer) or Find Invoice (an individual order).
The Inventory System
[figure 16: The Inventory Reports Menu]
This is an optional button that will be visible on your screen if you have the inventory module. The Inventory Reports button takes you to a new screen entitled Inventory Report Menu. This screen contains buttons for generating reports entitled Master Inventory, Physical Inventory Stock Report, Inventory Stock On Order Report, Suggested Inventory Re-Order Report, Recently Ordered Inventory, Valuation of Inventory Report, and Out of Inventory Report.
See the Inventory Appendix for more information on Inventory Reports.
Features Contained in Main Menu
For Safely Closing Out a Data Entry Session
Or Day’s Sales Activities
At the bottom of the Main Menu are buttons for closing out a day’s activities. The Move Current to Daily / Print Daily Reports button compiles all of the data entered during the current data entry session for generation of the various daily reports available on the OutPerform system. You will be prompted to enter a password.
The Move Current to Archive button transfers data already run through the daily report system into the file storage area of OutPerform. The user will be prompted to enter a starting date and ending date for the transfer of data. The Move Log button brings up a listing of activity in the daily compilation/report generation and archive areas of the system. The Exit Access button is for safely exiting the OutPerform system.
The Sell Thru Menu
[figure 17: The Sell Thru Screen]
The Sell Thru sub-system is a customized module to help keep track of the requirements of your larger customers. This system contains several formats to interface with the client product level stock. By knowing and studying the clients sales of their products for a manufacturer, your salesman can better anticipate client purchasing requirements and make sure that products are delivered to clients on a timely basis. This concept would be one step from VMI (Vendor Management of Inventory!).
The Databases
There are 4 major databased connected to the system:
TSCFRONTEND.MDB – Contains selected tables and all the forms and programs for the system.
TSCDAILY.MDB – Contains master tables and purchase order information. For purchase order information, this is considered a "daily" catcher and all the relevant order tables are moved to the TSCCURRENT.MDB database on a regular cycle. No invoice information is kept in this database. All the inventory tables are kept in this database.
TSCCURRENT.MDB – Contains all invoicing information and the purchase order information after it has been moved from the tscdaily.mdb database.
TSCARCHIVE.MDB – Contain the invoice and order information considered "dead" or processed. This information is still accessible by selected reports, but speeds up system processing by being separated.