Different methods of Creating Sales Orders in Khaos Control


Creating Sales Orders in Khaos Control

Besides Electronic Point of Sale (EPOS) orders, Standing Orders and importing sales orders there are ten different methods of creating Sales Orders in Khaos Control. Each has its own benefits and often depends on the information the telesales user has to hand or the screen that they are currently in.

What are the Benefits of the Different Methods of Creating Sales Orders

  • The user can quickly and easily create sales orders.
  • Sales Orders can be created from a variety of screens, so the Telesales user is not limited to one area, for example if a customer rings up with a query and the user opens their record they can create an order from there.
  • Users can use the method that suits their role and that they are comfortable using.

The Different Methods of Creating Sales Orders

Screen Prerequisites Method Example
Command Window Customer's Postcode (or other contact details) so.new Example One
Command Window Customer's URN soURN.new Example Two
Sales Order Customer's Postcode (or other contact details) Press Ctrl+N or click the New item icon is the button bar's NEW button . Example Three
Sales Order Customer's previous Sales Order F9+8 Example Four
Sales Order A different customer's Sales Order F9+10 Example Five
Customer The Customer's loaded record F9+5 Example Six
New Orders Customer's Postcode (or other contact details) Double-click Example Seven
New Orders Customer's Postcode (or other contact details) Context Menu Example Eight
Call List The Call List must be previously setup Double-Click Example Nine
Call List The Call List must be previously setup Context Menu Example Ten

Examples of Each Method of Creating Sales Orders

Example One

This is a quick and easy method of creating a sales order:

  1. In the Command Interface type so.new.
  2. Press Enter.
  3. In the Customer Lookup dialog find then double-click on the customer you wish to create the sales order for.

The sales order is created and ready to be completed as normal.

Example Two

This method uses soURN.new where URN is the company URN. If you have customers who regularly order from you or the customer is able to supply their URN, this is the quickest method to create sales orders for them. If you do have customers who regularly order from you it is useful to change their URN to something memorable, for example if you have a customer called The Best Company whose URN is 456789 it would be beneficial to change their URN to BEST so that you can quickly create sales orders as follows:

  1. In the Command Interface type soBEST.new.
  2. Press Enter.

The sales order is created and ready to be completed as normal.

Example Three

This is the standard method of creating sales orders.

  1. Open a Sales Order screen (show me how).
  2. Press Ctrl+N or click the New item icon is the button bar's NEW button to create a new Sales Order.
  3. In the Customer Lookup dialog find then double-click on the customer you wish to create the sales order for.

The sales order is created and ready to be completed as normal.

Example Four

Telesales users can create a sales order based on a customer's previous sales order. Not all the fields are copied, for a list of those that are, or not, copied see How To: Copy a Sales Order for the Same Customer. This method is useful when customers have ordered items in the past and want to copy the original order, in the example below the original sales order is S00123456:

  1. Find and load the original Sales Order S00123456, see Open a Sales Order screen (show me how).
  2. Press F9.
  3. Press 8 (Copy Sales Order (Same Customer)).
  4. In the Confirm popup click on Yes to copy the sales order.

The system will re-evaluate the different fields in the sales order for the customer in case changes have been made to the customer information between the original sales order and the new copied sales order and will then create the new updated sales order ready to be completed.

Note: when a sales order is copied to the same customer, if the address and/or contact on the order is now inactive, then the system will automatically update the details with the current defaults.

Example Five

A sales order can be copied from one customer to a different customer. This is useful if the user has entered a large order against the wrong customer by accident as it saves having to re-input all the data onto a new sales order. Not all the fields are copied, for a list of those that are, or not, copied see How To: Copy a Sales Order for a Different Customer. In the example below the original sales order is S00123457:

  1. Find and load the original Sales Order S00123457, see Open a Sales Order screen (show me how).
  2. Press F9.
  3. Press 0 (Copy Sales Order (Different Customer)).
  4. In the Customer Lookup dialog find then double-click on the customer you wish to copy the sales order to.
  5. In the Confirm popup click on Yes to copy the sales order.

The system will re-evaluate the different fields in the sales order for the new customer to ensure that any information, for example price changes, is updated on the new sales order.

Note: the system will not allow sales orders to be copied between customers who have different currencies.

Example Six

A user can create a sales order from a loaded customer screen. This is useful when the customer rings up with a query and the user opens their customer record. In the example below, Rita Richards has rung up and the user has opened her record:

  1. Open a Customer screen (show me how).
  2. Find and load customer Rita Richards.
  3. Press F9.
  4. Press 5.

The sales order is created and ready to be completed as normal.

Example Seven

Examples seven and eight use the [ Repeat Orders | New Order ] screen. This screen allows the user to filter for individuals or groups of customers and easily create sales orders for them. In the following example Rita Richards living at postcode NG31 7BG wants to purchase some items from you:

  1. Open a Repeat Orders screen (show me how).
  2. Open the [ New Order ] screen.
  3. Filter for customer, in this case Rita Richards living at postcode NG31 7BG.
  4. Double-click on the customer (Rita Richards)in the grid.

The sales order is created and ready to be completed as normal.

Example Eight

Example eight also uses the [ Repeat Orders | New Order ] screen. In the following example Andy Brakes living at postcode NG31 8BG wants to purchase some items from you:

  1. Open a Repeat Orders screen (show me how).
  2. Open the [ New Order ] screen.
  3. Filter for customer, in this case Andy Brakes living at postcode NG318BG.
  4. Focus on the customer (Andy Brakes) in the grid, right-click and select New Sales Order... from the context menu.

The sales order is created and ready to be completed as normal.

Example Nine

Sales orders can be created from a Call List which must be setup beforehand, see How To: Create a Call List. Call Lists are useful for telesales staff where customers purchase items on a regular basis, for example weekly or monthly. The call list tab is typically used by selecting a day filter and ringing the customers in the list for that day and creating orders as required. In the following example the call list is for Adam:

  1. Open a Repeat Orders screen (show me how).
  2. Open the [ Call List ] screen. The screen will load filtered on the user, in this case Adam, make sure the Day of Week and Date filters are set as required.
  3. Double-click on the first customer in the list.

The sales order is created and ready to be completed as normal and the customer is removed from the Call List for the current day.

Example Ten

Example ten also uses the [ Call List ] screen and as per example nine the Call List must be setup beforehand. In the following example Adam is the telesales operator:

  1. Open a Repeat Orders screen (show me how).
  2. Open the [ Call List ] screen. The screen will load filtered on the user, in this case Adam, make sure the Day of Week and Date filters are set as required.
  3. Focus on the customer, right-click and select one of the following options from the context menu:
    1. Create Sales Order (for current item)
      This option will create a new sales order for the customer and his details will be removed from the [ Call List ] grid for the current day or date.
    2. Create Sales Order (leave in list to call later)
      This option will create a new sales order for the customer and his details will remain in the [ Call List ] grid with a green background as a reminder to call them back later in the day. This is useful when the customer is busy or can only give part of their order when you first contact them.

The sales order is created and ready to be completed as normal and the customer is removed from the Call List for the current day.

See Also


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