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Order Management

Manage Customer/Partner/Supplier Account, Contact, and their Addresses

Customer accounts can be created through either the account detail page or the ePoS tab.

Create a Customer Account through the Account Detail page

  • Navigate to the app menu and click the Accounts tab.
  • Click on the “New” button on the top right-hand corner of the page.
  • Enter the name of the Customer in the Account Name field. Enter other details.
  • Select the Customer in the Account Type field and select Account Profile.
  • Enter the address of the customer. The system will automatically create the address records in the Addresses object.
  • Save the record to create a Customer Account Record.

Create a Customer Account through the ePoS tab

  • Navigate to the ePoS tab from the order management application.
  • Navigate to the Account tab on ePoS.
  • Click the “Add Account” button and enter the account name and other details.

  • Select the Customer Profile.
  • Save the record to create a customer account.

Create a Customer Contact through the Contacts detail page

It is the point of contact for the customer account and it may or may not have the same address as the customer account. Multiple contacts can be associated with the customer account.

  • Navigate to the related tab of the customer account record and find the contacts related list.
  • Enter the contact Name and other contact details.
  • Save the record to create a customer contact record.

Create a Customer Contact through the ePoS tab

  • Navigate to the ePoS tab from the Order Management application.
  • Navigate to the Accounts tab on ePoS.
  • Click the “Add Contact” button and enter the contact name and other information.

  • The customer account will be auto-populated. If it is not, select the customer account from the lookup.
  • If the contact being created is a primary contact, select the “Is Primary” checkbox.
  • Save the record to create a customer contact.

Create a Customer Address through the Address detail page

  • Navigate to the related tab of the customer contact record or the customer account record.
  • Find the addresses related list and click the “New” button.
  • Enter the address details. Select the customer account and contact information.
  • Select whether the address is Primary. Select the “Is Billing Address” and “Is Shipping Address” checkboxes if both are the same.
  • Save the record to create the customer’s address.

Create a Customer Address through the ePoS tab

  • Navigate to the ePoS tab from the Order Management application.
  • Navigate to the Address tab on ePoS.
  • Click the “Add Address” button and select the customer and customer contact.

  • Enter the address details.
  • If the address being created is a primary address, select the “Is Primary” checkbox.
  • Select “Is Billing Address” or “Is Shipping Address”, as appropriate.
  • Save the record to create a customer address.

Sales Order

A sales order is an archive that contains products/services ordered by a particular business partner (client) or customer as well as the prices and terms and conditions. The sales order includes the customer’s information, such as the address, the points earned for loyalty, the details of the product being sold and the date of delivery and other information. Each sales order has a unique sales order number that helps the customer confirm the details of their order and learn the date of the delivery of the product and payment details.
All new sales orders are added through a console and the Sales Orders tab. The items sold from the inventory are then shipped to the customer or delivered to the location provided by the customer. The process of creating a sales order includes finding an existing customer or creating a new customer, then creating “bill to” and “ship to” addresses.

Creating a Sales Order

A sales order can be created using two methods –
• From the Sales Orders tab (record level)
• With the Enterprise Point of Sale tab

Creating a sales order through the Sales Orders tab:

1. Click on the Sales Orders tab as shown below.

salesorder1

2. Once in the Sales Orders section, you can track the sales orders already filled in and create new sales orders.
3. When filling in a new sales order, enter the following information:

  • The details about the estimated delivery date and the date of fulfilment of the sales order.
  • In the Information section, fill in the order name for ease of tracking. Fill in the customer details.
  • Fill in the Order Details section using the price list, order type and subscription of the order, if any.
  • Fill in the information about loyalty points, return details and payment details in their respective sections.
  • In the Address section, customers’ pre-saved addresses can be selected in the “bill to” and “ship to” address fields.
  • Fill in the order details and other instructions, then save.

4. Existing orders also have options to edit after saving. In addition, you can import records of previous to existing sales orders using the import option located at the top right-hand corner of the Sales Orders tab.

In the sales order, besides the estimated delivery date, there is the fulfilled date, which shows the date on which the goods are to be delivered as indicated in the purchase orders. Additionally, you can track goods that are ready for shipping, those that have been held, and those that have been fulfilled.

Creating Sales Order Lines

Sales order lines contain details about the specific items being sold. A sales order can contain more than one sales order line. The sales order contains the sales order lines with details about the quantity to sell, each item with a unique SOLI number.
The sales order lines are found in the tab related to the sales order. You will click on the sales order, then click on the specific sales order you want to view. The sales order is located on the Details tab. Click on the “related” tab that is located next to the “details” section. Here you will find the sales order line items that are related to the sales order. Additionally, there are invoices, purchase orders, work orders and other features related to the sales order in that tab. The tabs also include a link that allows the user to add new items, as seen on the right end of the Sales Order Items tab.

salesorder_new2

Return Merchandise Authorisations

salesorder_3

A customer makes a sales return by sending goods back to your business. The Sales Order Related list includes a return-of-purchase section that gives the customer room to return the goods if they are faulty or for any other stated reason.
Additionally, the sales order contains RMA lines to process the section that contains the information about the items to return. The Return Purchase Authorization holds the information about the return on goods.

Fields to note:

Organization Section
Field Description
Organisation It defines the name of the organisation/Account
Organisation Business Unit It defines the Business Unit name of the Account/Organisation
Redeem Voucher Amount Redeem Voucher Amount Describes the amount that can be redeemed using the voucher
Customer Purchase Order Reference When a sales order is converted into a purchase order, this field is auto-populated with a unique number
Amount Paid Describes the amount paid by the customer for a sales order
Authorised Inventory, Purchase Order and Work Order can be created only if a sales order is authorised
Ready For Shipment Indicates whether the sales order is ready for shipping
Number of Fulfilled Items Indicates the fulfilled number of items from the sales order
Total Number of Items Indicates the total number of items in the sales order
Estimated Delivery Date Provides the estimated delivery date of the sales order
Fulfilled Date Provides the fulfilment date of the sales order
RMA Lines to Process Details the RMA line items
Information Section
Order Name Describes the unique sales order number
Code Auto-generated code for each record
Channel Describes the name of the sale point
Stage Gives the sales order’s current stage
Status Gives the status of the sales order
Customer Profile Describes the profile of the customer
Barcode Gives the Barcode of the Sales order
Contact Describes the contact name for the customer
Customer Describes the name of the customer
Is Invoice Sent This is checked if the invoice for the sales order is sent
Is Back Order Indicates whether the sales order is a backorder
Order Details Section
Total Vat Describes the sum of VAT on selected sales order line items
Total Other Tax Describes the sum of taxes on selected sales order line items
Sub Totals Describes the sum of the selected sales order line items
Amount Describes the total amount of the sales order, including VAT, taxes and discounts
Total Discounts Describes the sum of the discount amount on selected sales order line items
Price List Gives the price list of the products/items being added
Total Tax Amount Describes the sum of taxes, including VAT and other taxes on selected sales order line items
Order Type Gives the profile type of the sales order
Total Due Describes the amount due on the sales order
Subscription Indicates whether the sales order is being subscribed
Return and Loyalty Details Section
Loyalty Points Describes the number of loyalty points earned by the customer
Loyalty Amount Describes the equivalent amount
Customer Id Describes the unique customer ID
Payment Details section
Payments Status Gives the payment status
Sales Order Amount Defines the complete sales order amount
Payment Method Indicates the types of payments which can be used
Payment Mode Mode used for the payment
Due Amount Total amount which must be paid
Address Details section
Bill-To Address Describes the address to which the customer is billed
Ship-To Address Describes the address that will be used for shipment
Order Dates Section
Book Date The date when the sales order is booked
Request Date The date when the sales order is requested
Order Date The date when the sales order is created
Special Instructions Instructions for the sales order, if any
Hold Status Status for the sales order being held

Creating the sales order from Enterprise Point of Sale Tab:

The orders created through Enterprise Point of Sale are for a situation when a customer walks into a store/outlet, orders a product, pays for it and takes the product home or opts for the available shipment options. Upon confirming the sales order, the sales invoice is created automatically. Each sales order has a unique number to enable simple tracking.
The order console where the sale orders are processed is as shown below. It is referred to as Enterprise Point of Sale (EPOS) in ERP Mark 7.

1. Click on the Enterprise Point of Sale tab as shown below

2. Under the Customer Details section Select the Customer Name and Contact Name and the other details auto-populates such as the Email, Phone, customer ID, Bill To and Ship To address of the contact.

Type the first few characters of the customer name in the Account Name field to browse for a valid customer name. While browsing, you may scroll down or use the arrow keys to highlight the correct customer name. Select the customer to retrieve the customer’s contact information and billing/shipping addresses.

For example, say you get an order from Scott Bill and you type “Sco”. The system displays a lookup of customers in the system whose names begin with “Sco”. This brings you closer to finding Scott Bill in the system, as shown below.

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3. If you cannot locate the customer name in the lookup, you can enter a new customer without exiting the POS page or switch to other windows. Simply click on the Account tab located on the right-hand side of the screen. On the Account tab, you will be prompted to add:

  1. Customer
  2. Address
  3. Contact

You will be able to add a new customer, both the “bill to” and “ship to” addresses and a new contact for the new or existing customer. Based on the selection made, the relevant screens appear to add information. To return to the new orders, click on the Sales Orders tab on the right-hand panel after saving your new customer.

4. Once the customer name is entered, the contact details, such as contact name, email address, phone number, account ID, customer profile and address details, are retrieved automatically. You may select the retrieved “bill to” address or select a different “bill to” address if one or more “bill to” addresses are saved for the selected customer. This change will be made for this order only and not on the customer account.

5. A single “bill to” address/a single customer may have several “ship to” addresses. Select the “ship to” address from the available picklist for the selected customer. The “ship to” address describes the location where the order is to be shipped.

If the “ship to” address required for the order has not been saved in the customer account, click on the Accounts tab to create new address information. This will take you to the “Add New Address” screen, where a “ship to” address can be recorded. Clicking on the Sales Orders tab will bring you back to the screen where new orders can be recorded.

6. Under the Order Details section, Channel/Division, Sold By, Request Date, Status and Sales Order Profile are auto-populated.

7. If you want to select an existing sales order then, click on the lookup and select the sales order.

8. If you are creating a new sales order, then a new sales order number is generated after adding the product line items and saving the order.

Adding product line items from EPOS

  1. To add products, click on the “Add New +” button.
  2. In the “Add New Products” pop up, select the product family and click the “Find” button or type the name of the product to find the product.
  3. From the list of products, select the checkboxes of the desired product. Enter the quantity and select the discount plan, then click the “Add” button. The selected products will now appear in the product line item section as shown below.

4. To save the sales order with the selected product line items, click the “Save” button. This will generate a unique sales order number.

5. Product line items can be edited or deleted and every product can have comments added by using the action buttons next to the product line item code.

 View/ Edit Sales Orders of the existing customers:

After the order is entered, a customer will be able to inquire about or update the order. For example, if the order was entered on August 15th and not closed, the customer can return and inquire about/update the order at any time in the future. The customer can either remove the products or add a few more products to the sales order.

The process to view/edit a sales order is discussed below.

  1. Select the customer name from Account Lookup and retrieve the customer details.
  2. On the Sales Orders tab located on the right-hand side of the screen, enter the unique sales order number in the “Sales Order Lookup” field.
  3. For example, say you get an order from Scott Bill and he would like to update sales order number 00135. You enter 001 and the system displays a lookup of sales orders in the system beginning with 001. This brings you closer to finding sales order number 00135 in the system, as shown below.epos-lookup1
  4. The system displays the details of the selected sales order. You may add products to the product line item section.
  5. To add products, click on the “Add New +” button.
  6. In the “Add New Products” pop up, select the product family and click the “Find” button or type the name of the product to find the product.
  7. From the list of products, select the checkboxes of the desired product, enter the quantity, select the discount plan and click the “Add” button. The selected products will now appear in the Product Line Item section, as shown below.

Explanation of Fields in the Product Line Item Section:

Code:

Every product is assigned a unique number in the system and the same is displayed in the product line item section when a product is selected. It can be a system-generated code or a company-specified product code.

Product and Preview:

This displays the product name and its image in the product line item section. The products displayed add new product pop up are displayed only if the stock is available in your company’s inventory.

Quantity:

This displays the quantity of a particular product purchased and the price of the product depending on the quantity purchased.

Base Price, Discount, Vat, Tax, Total Price:

This displays the price of the product assigned to the customer’s profile. Discount is the reduction of a certain percentage of the base price allowed to the customer for the purchased product. Discount may or may not be applicable to every product. VAT and Tax are the addition of a certain percentage to the base price allowed to the customer for the purchased product. Total Price is the amount of the product displayed after calculating the discount and taxes. It is the final price a customer pays for the product purchased.

For example, a product is sold for $100 and has overall taxes of about 14% (i.e., VAT = 7% and Tax = 7%) along with a 10% discount on it. The total price is calculated using the following formula.
Total Price = ((Base Price *Quantity)-Discount Amount) + (VAT +Other Tax Amount)

Invoices and Payments:

The Invoices tab in ERP Mark 7 can be used to manage customer invoices that contain order information about purchased products. Users can view or send the invoice via email to the client. The tab allows users to generate an invoice document as a PDF.

An invoice is created in two ways:

  • From the Sales Orders tab (record level)
  • From the Enterprise Point of Sale tab

Creating an invoice through the Sales Orders tab:

  • Create the sales order as described in Creating a sales order through the Sales Orders tab.
  • From the related tab, find “Invoices” and click the “New” button.
  • Select theSales” record type and click the “Next” button.
  • Enter the organisation details, the purchase order number, the sales order number, and the amount details under the Organisation Details section.
  • If the invoice needs to be reflected on the organisation’s finance, select the “Posted” checkbox and the posted date.
  • Fill in the Information section with details like tax receipt number, customer account, and active checkbox, then click “Save” to create an invoice record.

Creating an invoice through the Enterprise Point of Sale tab:

  • Create the sales order as described in “Creating the sales order from the Point of Sale Tab”.
  • When the sales order is saved from the EPOS tab, an invoice record is created automatically with complete amount details of purchased products.
  • Click the “View/Send Invoice” button to view the invoice template. The console provides an option to send an invoice attachment to the customer’s email address.

The function that is used to receive payments from customers who have purchased your products and services and who have not already paid for them.

When you sell a product/service, the order is created through order processing. The order processing functionality provides for the entry of payments and can be done via the following payment methods.

  • Cash
  • Bank/Cheque
  • Credit Card/Debit Card
  • Loyalty

The system can accept partial payments and has the ability to record multiple payments for each sales order.

When the customer books a sales order, the system typically creates an invoice in the system which can be sent to the customer’s email ID.

Making a Payment

Payments can be made using one of two methods –

  • From the Sales Order tab (record level)
  • With the Enterprise Point of Sale tab.

Creating payments through Sales Order Tab:

  • Open the Sales Order record for which the payment must be made. On the related tab, scroll down and select “Payments”. Click on the “New” button.

py5

  • From the New Payment Record Type pop-up, select “Cash Payments” and click the “Next” button.

py6

  • Fill in the organisation and sales order details under the Organisation Details section. Fill in the payment details under the Information section. Click the “Save” button to create a payment record for the selected sales order.

When the payment is made for the selected sales order, the status of the sales order is changed to either paid, underpaid or overpaid based on the amount that has been given in the payment record.

Loyalty - If a customer is a regular customer of the organisation, he would have received loyalty points for every purchase he made. Each loyalty point can be assigned a value of the currency and the customer can make the payment using these loyalty points.

Credit/Debit - A customer can use credit/debit cards to make a payment by swiping the card at the time of sale. If he is a returning customer and wishes to save the card details for future use, he can do so.

Payments from Point of Sale tab:

In a scenario in which a customer walks in the store/outlet and makes a payment to the sales order, the POS page helps the user complete the sales order and payment process without having to navigate to different setups.

  • Create the sales order from the POS tab (as described in Create Sales Order through POS).
  • Navigate to the Payments tab and click on any of the payment options. Payments can be made using the following four methods:
    • Credit/Debit
    • Bank/Cheque
    • Cash
    • Loyalty

Credit/Debit20

  • To make the payment through Credit/Debit card, click on the “Payments tab” and click on the “Credit/Debit” button located on the right side of the screen.
  • Enter the card details in the Card Information section and click the “Pay Now” button to complete the payment process for a sales order.

Bank/Cheque

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  • To make the payment through Bank/Cheque, click on the “Payments tab” and click on the “Bank/Cheque” button located on the right side of the screen.
  • Enter the bank name and reference cheque number into the Bank Information section. Click the “Pay Now” button to complete the payment process for a sales order.

Cash 25

  • To make the payment through Cash, click on the “Payments tab” and click on the “Cash” button located on the right side of the screen.
  • Enter the amount to be paid and click the “Pay Now” button to complete the payment process for the sales order.

Loyalty



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Regular customers earn loyalty points as a reward for their regular purchases with the organisation. They can use these points for payments. Loyalty points can be assigned to currency values. For example, 1 loyalty point = 1 pound or as per the organisation’s decision.

  • To make the payment through Loyalty, click on the “Payments tab” and click on the “Loyalty” payment option located on the right side of the screen.
  • The system will automatically reduce the amount to be paid by the equivalent loyalty points.
  • The customer can pay the rest of the amount with any of the other payment options.

Apply Credits

  • To make the payment through Credit points, navigate to the “Payments tab” in ePoS and click on the “Apply Credits” button.

  • The system will automatically fetch the Invoice Amount, Total Due and Available Credit. Enter the “Redeem Credit” amount and click the “Pay Now” button.
  • You will see that a Credit type payment record has been created.

Shipping is the key link in the customer’s supply chain, manufacturing, and retail success. Aqxolt ERP provides a complete solution for streamlining the shipping process with an accurate delivery date and time. Aqxolt ERP provides real-time communication between UPS and FedEx.

The shipping management process begins with the following activities.

  1. Creation of Sales Order
  2. Creation of Stock Dispatching (Pick, Pack, Ship)

When creating a sales order from the Order console, the shipment cost can be estimated from the delivery section on the Order console.

  1. Aqxolt ERP supports UPS, FedEx and Internal Shipment.
  2. Click on the Delivery section.
  3. Click on UPS or FedEx.
  4. Based on the ship to address and package size, the system will provide the estimated shipping cost.

Once a sales order is created and ready for shipment, it is available for stock dispatching.

  • Click on the Stock Dispatching tab.
  • Select the sales order to be shipped.
  • Pick all the line items of the order or partial line items.
  • Click on Pack to create a package.
  • In the package detail section, select the Package Type and Shipment Type.
  • During selection of the Package Type Weight, Weight Unit, Length, Width, and Height will be auto-populated.
  • Select the shipment type, which could be UPS, FedEx or Shipment.

UPS

Upon selection of the shipment type UPS, the following process continues:

  • Enter the Deposit Tag.
  • Click the “Save” button to create a Package.
  • Click on the ship icon, which will bring you to the UPS shipping page.

UPS

The left side of the shipment page includes shipping details such as where the shipment is going, where it is coming from and the package details.

The right side has 3 sections:

Shipping Services/Cost:

This section populates the Shipping Date and includes other dropdowns to provide details about Weekend delivery, Additional handling, Verbal confirmation, Delivery confirmation and Description.

  • Click on the Get Rates button to get the different UPS services to choose from.
  • Select a UPS service.

Process Shipment:

This section populates the Shipment name, Shipment status and other details such as International forms and Product Unit Code.

  • Click on View UPS Label to generate the UPS label which can be printed and attached to the package.
  • Click on View Invoice to view the sales order invoice, which is also printable.
  • Clicking on Cancel Shipment will cancel the shipment.

Track Shipment:

Once a shipment is shipped, clicking on the Track Shipment section will generate a tracking number and provide real-time tracking of the package.

FedEx

Upon selection of the shipment type FedEx, the following process continues:

  • Enter the Deposit Tag.
  • Click Save to create a Package.
  • Click on the ship icon, which will take you to the FedEx shipping page.

FedEx

The left side of the shipment page displays the shipping details, such as where the shipment is going, where the shipment is coming from, package details and invoice details.

The tabs on the right side provide the following information:

Shipping Services/Cost:

This section populates the Shipping Date and includes other details, such as Description, Request, and Response.

  • Click on the Get Rates button to get the different FedEx services to choose from.
  • Select a FedEx service.

Process Shipment:

This section populates the Shipment name, Shipment Status and an Initiate Shipment button.

Click on Initiate Shipment to initiate a shipment.

Track Shipment:

Once a shipment is shipped, clicking on the Track Shipment section will generate a tracking number and provide real-time tracking of the package.

Internal Shipment

Upon selection of the shipment type Shipment, the following process continues:

  • Brings to the Delivery screen where delivery details can be added
  • Add Delivery Date and Save, Stage changes to Shipped and Delivery Name becomes Opportunity name.
  • This creates a Shipment record which can be seen on the sales order and Logistic order related list.

Delivery Flows:

  • Navigate to the Pickup/DropOff tab to create delivery flows.
  • Click on New and fill in the name, status and other details if available and Save.

    • Picked Up and Delivered are the flows created as shown above.

Checklist:

  • Navigate to the Checklist tab to verify the no of items delivered against the ordered Quantity.

  • Select the checkbox and click verify if all the Qty is delivered.
  • Verifying the items will make the line items noneditable.
  • By default the Delivered is set to ordered qty and status is to Delivered. The delivered Qty can be changed based on the physical delivery Qty and the status will be changed to Item(s) Missing if ordered qty and physical delivery qty does not match.
  • Delivery Person upon reaching the delivery point navigates to the Delivery tab and captures customer signature, Name, Delivery Date and Time.
  • Attachments such as photos or other documents can also be added.

A Return Merchandise Authorization (RMA) is part of the process of returning a product to receive a refund, replacement or repair during the product's warranty period. Returned merchandise requires management after the return and has a second lifecycle after the return.

Creating an RMA

An RMA can be created using one of two methods –

  • From the Sales Order tab (record level)
  • From RMA tab
  • From the Enterprise Point of Sale tab

RMA from Sales Order Tab:

  • Select the sales order whose stage is closed to return the purchased product as shown below.
  • In the related tab, find the Return Merchandise Authorisation and click the “New” button.

returnma

  • Enter the RMA code and click the “Save” button to create the RMA record.
  • In the related tab, click the “New” button to create RMA line item.
  • Enter the organisation details.

  • Fill in the RMA number, the sales order line item number, and the quantity to return. Mention the reason for the return.
  • Select the Authorise, Is Closed and Ready to Receive checkboxes.
  • Click the “Save” button to create an RMA line item record.

RMA through Process Return page:

The RMA must be associated with a sales order and a shipment. This ensures that returns are permitted only for those items that have been shipped. The return process includes the ability to create the shipment flows and tracks those returns in the system.

  • Select the sales order record to return the purchased products.
  • Click the “RMA” button; this will navigate to the RMA page as shown below.

  • This will navigate to the RMA page as shown below.
  • The system auto-fetches the sales order details and customer details.
  • Click the edit icon and enter the desired return quantity and the reason for return.
  • Select the return status and click “Save” to create a new return package.

Fields to note:

Field Description
Added Back to Inventory A check box that indicates the RMA line item has been returned to inventory for resale
Batch/Lot Code A code assigned to shipment of RMA
RMA Line Item Name Describes the name of the RMA line item
Sales Order Line Item Describes the Original Sales Order Line Item the product for the Customer RMA was purchased
Return Merchandise Authorisation Describes the name of the RMA to which the RMA line item belongs
Return Reason Describes the reason for the item that is returned; essentially helps identify issues or problem with the returned item
Return Status Provides the status of the product being returned
Total Deduction The amount of the product that has been deducted
Site Item Inventory Stock Specifies the total amount of inventory in the site
Number of Items In Quality Check Specifies the total number of returned items in the quality check process
Number of Items to Re-sell Specifies the total number of returned items that are sellable
Number of Items Discarded Specifies the total number of returned items that are discarded

RMA through Enterprise Point of Sale Tab:

Every RMA is associated with a sales order; this generally includes identifying the order or invoice from the original purchase. The return may involve items that are damaged or simply not wanted. Depending on the situation, the returned item can be re-stocked or discarded. The system allows for a refund of the returned item in the form of either a credit note or loyalty points. The Enterprise Point of Sale tab of ERP Mark 7 helps the sales rep handle the entire sales journey to the return process without having to switch to multiple setups.

For example, say there was an order from Fiona Pinto, who would like to return an item from sales order number 000014. An RMA is created to complete his return request and a refund record (credit note) is created for the customer.

  • Click on the Enterprise Point of Sale tab and fetch the customer and sales order details from the system to initiate the RMA. Refer to the sales order from the Point of Sale Tab section for more details.
  • Click on the “RMA” button; on the right side of the ePoS as shown below.

RMA1

  • The system fetches all the sales order line items.
  • Select the sales order line item to return and enter the quantity to return. Specify the reason for the return.
  • Select the expected date and status of the RMA, select the authorise checkbox and click the “Save” button to create the RMA line item in the system.

Aqxolt ERP allows warranties to be easily recorded for a product or sales order line item.

Create Warranty and Return Policy:

  • Navigate to the Manufacturing app > Warranty & Return Policies

  • Once in the Warranty & Return Policies tab, you can view the Warranty & Return Policies information already filled in and create a new Warranty & Return Policies
  • To create a new warranty and return policy, click the “New” button.
  • Select the organisation details of the warranty and return policies.
  • Select the policy guidelines and product for which the warranty and return policy is being created.
  • Enter the name of the warranty and return for identification purposes. Also enter the length of the warranty period, in days.
  • Click the “Save” button to create a warranty and return policy for the product.

Create a Warranty for the Finished Product or Sales Order Line Item

  • Navigate to the Manufacturing app > Products tab.
  • Once in the Products tab, you can view the products information already recorded.
  • Select the product for which the warranty must be created.
  • In the related tab, find the warranties related list and click the “New” button.

  • Select the organisation and business unit details.
  • Enter the warranty name and select the type of warranty – standard or extended.
  • Select the warranty and return policy associated with the product or sales order line item.
  • If the warranty is associated with a sales order line item, select the sales order line item.
  • Enter the warranty period in the valid till and valid from date. Enter the quantity.
  • Click the “Save” button to create a warranty for the product, asset or sales order line item.

With Aqxolt ERP’s subscription module, you can offer a wide range of subscription frequencies, (e.g., weekly, monthly, quarterly, annually) simply by specifying the start and end dates of the subscription in the subscription plan.

Create Subscription Plan

  • Create a Tax Plan record by navigating to the Order Management app > Accounts tab.
  • Once in the Accounts section, select the Organisation Account to create the subscription plan.
  • In the related tab, find the Subscription Plan related list and click the “New” button.
  • Enter the Subscription Plan Name and Description.
  • Select the Subscription Plan, Duration in Months and Order Profile.
  • Click the “Save” button to create the Subscription Plan record.

Create Product Subscription Plan Allocation

  • Create a Tax Plan record by navigating to the Order Management app > Accounts tab.
  • Once in the Accounts tab, you can track the Accounts that are already recorded.
  • In the related tab of the organisation account, find the list related to the Subscription Plan and view the record.
  • In the related tab of the Subscription Plan, find the list related to the Product Subscription Plan Allocation and click the “New” button.
  • Enter the Name. Select the Subscription Plan and Product, and then select the Active checkbox.
  • Click the “Save” button to create a Product Subscription Plan Allocation Record for the associated Subscription Plan.

Create a Subscription

A subscription can be created using two methods;

  • From the Subscription tab (record level)
  • With the Enterprise Point of Sale tab.

Creating a Subscription Through the Subscription Tab

  • Navigate to the app menu and click on the Subscription tab.
  • Once in the Subscription section, you can track the subscriptions already filled in and create a new subscription.
  • When filling in a new sales order, enter the subscription name and select the Active checkbox.
  • Select the sales order and subscription plan, then enter the subscription description.
  • Enter the start and end dates of the subscription.
  • Enter the duration in months of the subscription.
  • Enter the Next Order date of the subscription and select the status – whether the subscription is On Hold, Active or Cancelled.
  • Enter the address details and click the “Save” button to create a subscription order.

The process for creating a sales order from the Point of Sale tab is as follows:

  • Create the sales order as described in Creating a sales order through the Sales Orders tab.
  • Click the “Subscribe Order” button.
  • Select the subscription plan and select the duration in months.
  • Enter the name of the subscription. Enter its description and special instructions, if any.
  • Find the products by typing the name of the product or by clicking the “Find” button. Select the products from the action column and click the “Product+” (add product) button.
  • In the product’s line items details section, enter the quantity and select the discount plan, if applicable.
  • Click the “Subscribe” button and complete the subscription order.

Discounts

Aqxolt ERP provides the ability to assign discounts on price book that will determine the discounts for order profiles. The discount will affect all the products linked to the price book.

Create Tier

The tier is a threshold assigned to the product when the quantity purchased reaches within the floor and the ceiling unit. You can create the tiers by following the steps below.

  • Navigate to the App menu> Tier tab.
  • Once in the Tier tab, you can track the Tiers already filled in and create a new Tier.
  • To create a new Tier, click the “New” button. You will be presented with a screen below.
  • Enter the Tier name and the Floor and the Ceiling Units. For example, you could create a discount that gives a 10 percent discount for purchase of a product with quantity one (floor unit) up to ten (ceiling unit).
  • Select the “Active” checkbox and select Organisation and a Business Unit.
  • Save the record to create a Tier.

Create Discount Plan

  • Navigate to the App menu> Discount Plan tab.
  • Once in the Discount Plan tab, you can track the Discount Plans already filled in and create a new Discount Plan.
  • To create a new Discount Plan, click the “New” button. You will be presented with a screen below.
  • Enter the Discount Plan name and the Description of the discount plan.
  • To allow the discount in percentage, enter the Floor discount and Ceiling discount percentages and set the Default discount percentage.

Note: You can either have Discount Percentage details or Discount Value at the same time. If both the discount percentage and value is given in the record, then the precedence goes to Discount Percentage.

  • Select the Status of the discount plan and select the Organisation and the Business Unit.
  • To activate the discount plan, select the Active checkbox.
  • Save the record to create a Discount Plan.

Create Tier Discount Allocation

  • Navigate to the App menu> Product tab.
  • Once in the Product tab, you can track the Products already filled in.
  • Navigate to the related tab of the Product record and find the Tier Discount Allocation related list.
  • To create a new Tier Discount Allocation, click the “New” button. You will be presented with a screen below.

  • Enter the Tier Discount Allocation name and select the Discount Plan that you want to associate with the product.
  • Select the Order Profile, Tier and the Price Book to allocate to the product in order to use the discount being set up.
  • To activate the Tier Discount Allocation, select the Active checkbox.
  • To set the default tier to the product, select the Default checkbox.
  • Select the Organisation and the Business Unit.
  • Save the record to create a Tier Discount Allocation for the product.

Coupons

With this feature, Aqxolt ERP gives you the ability to redeem coupons without leaving or reloading the enterprise point of sale page. You can give discounts to orders by redeeming the active coupons. The system gives you the ability to create coupons with various options, like start and end dates, total value in percent and currency, etc.

Create a Coupon

  • Navigate to the app menu and click on the Coupons tab.
  • Once in the Coupons section, you can track the Coupons already filled in and create a new Coupon.

  • Click the “New” button to create a Coupon and select the “Orders” record type. Then click the “Next” button.
  • Enter the Coupon Name and the Start and End Dates of the Coupon.
  • Enter the barcode of the Coupon and the Maximum Allocated Vouchers.
  • Enter either the value in currency or the value in percent to give a discount to the customer.
  • Save the record to create a Coupon.

Issue Coupons

  • Navigate to the related tab of the Coupons record.
  • Once in the Coupons Issued section, you can track the Coupons already issued and create a new Coupon Issued record.
  • Click the “New” button to issue a Coupon.
  • Enter the Coupon Issued Name and select the issued Date.
  • If the Coupon needs to be issued to a specific account, select the customer account. If the Coupon needs to be issued for multiple accounts, leave the Accounts field empty.
  • Click the “Save” button to create the Coupons Issued record.

Payments using Coupons

Using Aqxolt ERP, you can make Coupon payments in the following ways:

  • From the ePoS page
  • From the Invoice detail page

Coupon payments from the ePoS page

  • Create the sales order as described in Creating a sales order through the Sales Orders tab .
  • Navigate to the Payments tab in ePoS. To redeem the Coupon, enter the Coupon code and click the “Apply” button.

  • You will see that a payment of type Coupon has been created.

Coupon payments from the Invoice detail page

  • Navigate to the app menu and click on the Invoices tab.
  • Once in the Invoice section, you can track the invoices already filled in and create a new invoice.
  • Select the invoice for payments. On the detail page, navigate to the “Redemptions” button.

  • Click the Redeem Coupons section on the left-hand side.
  • Enter the Coupon code and click the “Apply” button.

  • The Coupon redemption page now shows the Coupon discount amount paid to the invoice.

Create the Products

Products are configurable items which are manufactured in an organisation or purchased from the vendor/supplier and are sellable. Products can be stored in an organisation's Site/warehouse or a third party Site/warehouse.

  • Navigate to the app menu> Products tab.
  • Recently Viewed products will be listed, click on All to see all the available products in the system.

  • To create a new product, click the “New” button.
  • Enter the Product Name and Product Code.
  • Select the Product Family, Category and Sub Category of the product.
  • Select the Status as Released and make sure Active checkbox is checked.
  • Select the Track Inventory checkbox for all Inventory Products.
  • Enter the Product Description and Barcode if any.
  • Select Is Kit (for a Bundle/Kit product), Serialise (for a serialized product) and Lot Tracked (for a Batch product) depending on the product configuration needs.
  • Save the record to create a product.

Create Price Books

Price books are integrated with order management module to define pricing for your products. All the products should be given a standard price and added to a custom price book.  We can set different price books for different products.

  • Navigate to the app menu > Products tab.
  • Click open the product to add a price book.
  • In the related tab, find the Price Book object and click “New”
  • Enter the pricing details of the product such as List price, Selling price, Start date, End date and save.
  • This creates a standard price for the product.
  • Once a standard price is added to the product it can then be added to Custom Price Books.
  • Navigate to the Price Book tab from App launcher to create custom price books.

Create the Inventory/ Stocks for the products

  • Navigate to the app menu > Products tab.
  • Once in the Products section, select the product to create the Inventory/ Stocks.
  • In the related tab, find the Inventory/ Stocks related list and click the “New” button.
  • Enter the Organisation and the Business Unit details.
  • Enter the Stock Name and select the Active checkbox.
  • Select the Status as Checked In.
  • Make sure Warehouse and Product are selected.
  • Save the record to create the stocks for the product.

Create the Stock Inward Line Item

It is to add stocks to the inventory. It records the stocks for a particular product and tracked by quantity, it is assigned to Inventory/ Stocks that enables the users to determine and maintain optimum inventory levels.

  • Navigate to the app menu > Products tab.
  • Once in the Products section, select the products record to create the Stock Inward Line Item.
  • In the related tab, find the Stock Inward Line Item related list and click the “New” button.
  • Enter the Warehouse Purchase Line Item Name.
  • Ensure Site Product Inventory (Inventory/Stock) of this product is selected.
  • Add the Serial Number / Material Batch/Lot if the product is serialized or Batch product.
  • Select the product, enter the Quantity and select the Active checkbox.
  • Save the record to create a stock inward line item for the product.

Adding Cost Cards to Products

  • Navigate to the Related list of the product to the Cost Card object.
  • Click New and add the Cost Card Name, Cost, Currency, Start Date, End Date, Quantity, Minimum Quantity and Unit.
  • Select the Product and Supplier/vendor.
  • Select the Organisation and Business Unit and Save.
  • This creates a cost card record which can be used when creating a purchase order.

Purchase Requisition is generated before the purchase order is raised to notify the Purchasing team of the items it needs to order and their quantity. It gives the figurative information on the desired goods and services of the organisation.

To create a Purchase Requisition:

  • Go to App Menu > Purchase Requisition > New
  • Add Requisition Name, Expected Delivery date.
  • Make sure it is active and status is approved.
  • In the related section, create the “New Purchase Requisition Line Item.”
  • Add Purchase Requisition Line Item Name and Purchase Requisition.
  • Add Product, Quantity, Unit Price and Amount.
  • Click “Save.”

Requisition to Purchase Order

  • Now go to App Menu > Requisition to Purchase Order
  • All the Purchase Requisition Line Items will be listed here.
  • Select the line items you want to convert into Purchase Order.
  • Click “Convert PO” button.

Fill in all the required details of the vendor and delivery and click “Save.”

Create Purchase Requisitions from Manufacturing Order console

To create the purchase requisitions manually from MO console, follow the steps below. 

  • To create the Purchase Requisitions, click the Stock Allocation drop-down and click the “Purchase Requisition” option. You will be presented with a screen below.
  • Enter the Purchase Requisition Name, Expect Delivery Date and Description of the purchase requisition.
  • Select the Requisition By, Status, Purchasing Organisation, and Business Unit Details.
  • Select the Delivery Contact and Delivery Address details
  • The default channel and distribution channel will be auto-populated on the screen.
  • Now, enter the Unit price of each BOM product and notice that the Total Price will be auto-calculated for you.
  • Enter the Special Instruction if there is any for the BOM product.
  • To delete the BOM product click the “Bin” icon and to add BOM product click the “Add” button.
  • Click the “Save” button to create the Purchase Requisition record.

Enroll your customers in a loyalty program to encourage regular purchases and brand loyalty.

Create a Loyalty Setup

  • Navigate to the app menu > Loyalty Setup tab.
  • Once in the Loyalty Setup section, you can track the Loyalty Setups already filled in and create a new Loyalty Setup.
  • To create a new Loyalty Setup, click the “New” button.
  • Enter the Loyalty Setup name and the Points Per Unit Amount.
  • Select the “Active” checkbox and select Organisation and a Business Unit.
  • Save the record to create a Loyalty Setup.

Create a Loyalty Program

  • Navigate to the app menu > Loyalty Program tab.
  • Once in the Loyalty Program section, you can track the Loyalty Program already filled in and create a new Loyalty Program.
  • To create a new Loyalty Program, click the “New” button.
  • Enter the Program name and select the “Active” checkbox.
  • Select the Priority, Tier, Loyalty Setup, and Start and End Dates of the loyalty program.
  • Save the record to create a Loyalty Program.

Create a Loyalty Card

  • Navigate to the app menu > Loyalty Program tab.
  • Once in the Loyalty Card section, you can track the Loyalty Program already filled in and create a new Loyalty Card.
  • To create a new Loyalty Card, click the “New” button.
  • Select the Loyalty Card name and select the “Active” checkbox.
  • Enter the Customer Account, Contact and Loyalty Program details
  • Enter the Start and Expiration Dates of the card
  • Save the record to create a Loyalty Card.

Payment using loyalty

Using Aqxolt ERP, you can make loyalty payments in the following ways:

  • From the ePoS page
  • From the Invoice detail page

Loyalty payments from the ePoS page

  • Create the sales order as described in Creating a sales order through the Sales Orders tab.
  • Navigate to the Payments tab in ePoS and click the “Loyalty” button.
  • Enter the points to redeem and click the “Pay Now” button.

  • A Loyalty Type payment record has been created.

Loyalty payments from the Invoice detail page

  • Navigate to the app menu and click on the Invoices tab.
  • Once in the Invoice section, you can track the invoices already filled in and create a new invoice.
  • Select the invoice for payments and on the detail page navigate to the “Redemptions” button.

  • The Redemptions page shows the invoice details and the total amount due, along with the available loyalty points and the subsequent loyalty value, as shown below.

  • Enter the points to redeem and click the “Pay Now” button.