Ticket Entry and Consolidated Invoice

Solution Categories

Automotive | Chemical Manufacturing | Computer & Electronic Equip. Manufacturing | Construction | Education | Finance, Insurance and Real Estate | Food & Beverage Manufacturing | Government | Life Sciences | Machinery Manufacturing | Metal Fabrication | Not for Profit | Other Manufacturing | Other Services | Paper & Printing | Professional, Scientific, and Technical Services | Retail Trade | Telecommunications | Transportation and Warehousing | Utilities | Wholesale Distribution

Ticket Entry and Consolidated Invoice

Overview:

Your company generates multiple 'tickets' each day that contain the detail of the goods that are shipped. Each is currently entered as a separate Sales Order in Macola. Multiple tickets and Sales Orders are often generated for the same customer each day. You would like to consolidate these tickets onto a single Sales Order per Customer per Job while maintaining visibility of the individual ticket numbers.

Proposed Solution:

A program will be developed to allow the users to input the Ticket details during the week.

An additional process will be developed to consolidate the Tickets by Customer and by Job and create a single 'I'nvoice type Sales Order for each Customer/Job combination found. Line items will be entered for each Ticket with the Ticket Number maintained in a Line Item User Defined field.

A custom Crystal Report Invoice will be developed to show the Order details, including Ticket Number, Ticket Date and Customer PO Number.

Detail of Requirements:

OE Enter Orders:

The user will select function key {F12} to display a Ticket Data entry form.

Field Required? Note
Date Y Default is current date
Ticket No Y User will enter Ticket Number.

If the number already exists in the current batch, the details for this ticket will be retrieved and the form populated with this data. If the record is current (not already invoiced) the user may edit the data and 'Save' changes (See 'Editing Data' below).

If the Ticket Number exists in History (already invoiced), the user will be notified that the Ticket has already been used, but will not be prohibited from reusing the same Ticket Number.
Cus No Y User may type in a valid Macola Customer Number or use the provided Look Up to search for a Customer.
Job No N User may type in a valid Macola Job Number or use the provided Look Up to search for a Job. The list of available Jobs will be selected form the custom 'Price By Customer/Job/Loc/Item' table (see 'Price By Location or Job' enhancement spec)
Loc Y Location will not have a default, thereby forcing the user to make a conscious choice of Location for this Ticket. User may type in a valid Macola Location or use the provided Look Up to search for a Location.
Tax Code Y If a Job Price is found, the Tax Code will default to the Tax Code found on the Job Price Record (see 'Price by Job enhancement spec). If no Job Price is found the Tax Code will default to the Tax Code for the Customer entered. User may type in a valid Macola Tax Code or use the provided Look Up to search for a Tax Code.
Cus PO No N User will enter a Customer PO No for this Ticket. The Customer PO will be written to a Line Item User Defined field so that it may be displayed with line items on a consolidated invoice.
Item No Y User may type in a valid Macola Item Number or use the provided Look Up to search for an Item. Item No will be validated to insure it exists and is active at the Location selected.
Qty Y If the Item entered is from Product Categories 'A01' or 'A02' the cursor will move to the 'Gross Weight' textbox. For all other Product Categories, the cursor will move to the Quantity textbox. User will enter the appropriate quantity ordered.
Gross Wt Y (Alt) User will enter the Gross weight for Aggregate product
Tare Wt User will enter the Tare
Net Wt Net will be calculated as (Gross - Tare) and displayed
Net Tons Tonnage will be calculated as (Net Wt / 2000)
Unit Price The enhancement will search first for a Job Price for the item and if none is found, the default unit price from the Item Location file will be used. Other Price Codes are not supported.
Line item Listbox Line Item detail will be displayed for all line items entered for this Ticket.
Save and Clear User may Save new records or Save changes to existing records. After Save, all textboxes will be cleared and cursor will move to the Ticket No field to allow user to enter the next Ticket.
Save and Add On User may Save new records or Save changes to existing records. After Save, 'Header' textboxes will be left with current data. Cursor will move to the Item No field to allow user to enter another item for this Ticket.
Delete Line User may select a line item in the listbox and click the 'Delete Line button to delete the line.
Delete Ticket User may Delete an entire Ticket, including all line item detail.
Generate Orders See detail below
Exit Exit will close the form, returning the user to the standard OE screen.

Records will be saved in new database tables named OETICHDR_SQL and OETICLIN_SQL.

Editing Data:

User may double click any line in the listbox to place the line in 'Edit' mode. The data for this line will be moved into the corresponding textboxes above. User will make changes and 'Save' the line.

Header data may not also be edited by selecting (double click) any line to put the screen in edit mode. Header data will be updated when user clicks 'Save'. (Note: Changes to the Header data affects all line items!)

Generate Sales Orders:

When the user selects 'Generate Orders', a form will be displayed.

The user will enter the Order date (default will be the current date).

The user may Print an 'Edit List' report showing all Job Tickets and details that will be converted to Sales Orders. The report will print to screen and optionally, to printer. Report will be grouped by Customer and within Customer, by Job.

When the user selects 'Generate Orders', all Tickets currently in the OETICHDR_SQL table that have not previously been processed (Status does not equal 'P'rocessed) will be converted to Sales Orders.

Tickets will be grouped by Customer and within Customer, by Job. A separate 'I' type Sales Order will be created for each Customer/Job combination found. All Tickets without a Job No will be written to a single Sales Order.

Sales Orders will be created using the next Order No from the Macola OE Control file. The file will be incremented for each order created.

A separate line item will be written for each Ticket with the Ticket Number written to the Line Item User Defined Field 2. Appropriate records will be written to the OE Header and Line Audit Tables and the OE Inquiry Order table. Inventory will be allocated and appropriate Inventory transaction records written.

Kit Items are supported by this interface without changes to the Kit components. Feature Items, Serialized Items, Lotted Items, Binned Items, Tax Schedules and Sales Commissions are not supported via this interface.

As Ticket records are converted to Sales Orders, the header record 'Status' field will be updated to Status 'P' (Processed) to insure they are processed only once.

When all Sales Order have been created, the Order Number range will be reported back to the user via a standard message box.

Invoice:

User will run invoices through the regular Macola 'Print Invoice' function. Invoices will print/post to file. User may then print invoices to printer via the 'Reprint Posted Invoices' function.

The 'Reprint' function will be modified to print a new Crystal Invoice to display the Ticket Number on each Line Item. Invoice will be based on the standard Macola ICR "OEINVFRMSQL.rpt". The Ticket Number will be exposed in the Item detail section.
General Information
  • Live Implementation: 1-5
  • Customer References Available: No
  • Maintenance Plan Available: No
  • Support Plan Available: No
  • Technical Documentation: Yes
  • User Manual Documentation: No
  • Marketing Literature: No
  • Suggested Retail Price: $4,850.00
  • Available for Resale: No
  • Primary Contact Person - Sales: This e-mail address is being protected from spambots. You need JavaScript enabled to view it - Tel: 800-468-0834 Ext.2650
  • Primary Contact Person - Technical: This e-mail address is being protected from spambots. You need JavaScript enabled to view it
  • Web-Site/URL: www.exactamerica.com
  • Information Last Updated: 2006-09-20
Languages Exact Product Line
  • English
  • Exact Macola Progression
Development Platform Modules Impacted
  • Flexibility
  • Order Entry
Database Supported Version
  • MS SQL 2000
  • N/A
Industries Horizontal Focus
  • Automotive
  • Chemical Manufacturing
  • Computer and Electronic Equip. Manufacturing
  • Construction
  • Education
  • Finance, Insurance, & Real Estate
  • Food & Beverage Manufacturing
  • Government
  • Life Sciences
  • Metal Fabrication
  • Machinery Manufacturing
  • Not for Profit
  • Other Manufacturing
  • Other Services
  • Paper & Printing
  • Professional, Scientific, and Technical Services
  • Retail Trade
  • Telecommunications
  • Transportation and Warehousing
  • Utilities
  • Wholesale Distribution