Office organization

Customer order handling

The central element of the office organization

Overview

  • Estimate / quote, order handling
  • Creation various types of invoices
  • Credit note / invoice corrections
  • Bank transfers, direct debits
  • Reminders and appointment administration
  • Document evaluation
  • Interfaces to financial accounting, to trade portals etc.

Description

This module is a central element during daily administrative tasks in the office.

The OSD Customer order handling is mainly characterized by the fact that once data of a customer and project is stored it can be used throughout the entire program.

Whether data of address or master articles*, text blocks or descriptive graphics – all documents are based on the same general information saved within the database.
⇒ Benefit: This saves time and helps to avoid errors.

A uniform layout of all documents also ensures for a consistent corporate image (Corporate Identity). The OSD Customer order handling leaves no wish unfulfilled.

*Master articles = collection of entered articles/items which are used for the recurring documents.

Main tasks

The main functions of this module support the following tasks:

  • Estimates / quotations
  • Order confirmations
  • Delivery notes (packing slips)
  • Invoices, also partial and final invoices
  • Down payment invoices
  • Service bills
  • Invoice corrections / credit notes
  • Bank transfers

Direct debiting procedures (debit notes) are also possible, but need to be clarified with your bank.

In the module, you have the possibility to create your own documents needed for your business operation.

Data access

You have access to all the data saved:

  • Address data
  • Master articles with descriptions, prices, graphics/images etc.
  • Available text blocks used in the intro and closing text within an estimate/quote, order confirmation, delivery note or invoices.
  • Insert images/graphics in intro and closing text
  • Delivery and payment terms
  • Customer specific conditions
  • User-definable text design
  • Foreign language texts, text variants of master articles
  • Following documents

Gallery

Possibilities of document creation

In all OSD programs industry-specific requirements are considered.
The following options can be used in the document creation:

  • Percentage surcharge and discounts of saved prices of single items
  • Summary of individual items to a “jumbo item/article” (for example, single kitchen cabinets are combined into a full kitchen). That means, transfer items to a complete job.
  • Creation of subtotals and / or partial sums
  • Summary of titles (for example, kitchen, bedroom)
  • Automatic numbering of document positions
  • Assignment of GST or VAT code and accounts of proceeds to single document positions
  • Calculation of pricing
  • Gross billing
  • Positions- and document notes
  • Weight information for determining loading weight
  • Gross price entry
  • Text position

Interlinked
use of data

The once entered data of a document can be used for the subsequent documents.

For example:

  • When you create a document (eg. order confirmation) you can access to previously saved data (eg. estimate/quote). The data is immediately available again for the creation of delivery notes and invoices (partial and final invoice).
    For many users, important: despite changes in the order confirmation the original estimate/quote remains the same.

All documents can be sent via e-mail, as well as auditable invoices.

Evaluation and lists

In addition, you can create different lists:

  • Estimate/quote lists
  • Lists of order confirmations, incoming orders
  • Invoice lists with different sorting options
  • Order tracking, document status
  • Sales Statistics
  • Printout of master articles for sales documents, statements etc.
  • Statistics of master articles (sorted by revenue/turnover)

Document evaluations

You get an analysis tool (document evaluations) within the Customer order handling, which provides answers to questions such as:

  • Which estimate/quote have become to an order/deal?
  • What was the turnover in month, in current year or last year?
  • Which salesperson generates which orders?
  • And more

All individual recurring issues can be saved and retrieved easily by pushing “the button”. For further processing a data export in CSV format to Excel is also possible.