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The Polymathic interactive Inventory/Order Entry Control System is solution-oriented and provides an effective tool for processing orders, analyzing sales, and controlling inventory. It offers an affordable system that captures data and generates management reports. Interactive lead-through simplifies the operation and puts information at the fingertip of the people who have a need to know. The applications include Order Processing, Inventory Management, and Sales Analysis. They operate as an integrated system and interface with general accounting applications such as Accounts Receivable, Accounts Payable and General Ledger.
Consists of the following functions: order creation, order release, maintenance, reporting, and inquiries. It controls backorders and provides automatic pricing.
Maintains minimum levels of inventory to ensure profitability while still satisfying management consideration for customers service. It provides for recording and reporting stock movement.
Maintains sales history, reports sales activity, and provides decision-making information.
The integrated system provides efficient data processing and maintains up-to-date information.
It enables management to:
The system is simple to operate and easy to learn. It simplifies order entry processing… it permits operation by current personnel.
The system features an interactive video display that allows the operator and system to be constantly in contact with each other. Displayed instructions lead the operator through each step of the order entry process. For example, the video screen prompts the operator to enter the customer number, item number, and quantity and displays data entered for visual verification.
The system automatically….
The system also:
Immediately available, this report is produced as orders are entered. It pinpoints exception conditions and provides a complete audit trail. Warning messages are printed for any item that requires action due to below minimum or out of stock conditions. The report also indicates other conditions such as credit limit exceeded, price overrides by the operator, and cost deviations.
This easy-to-read pick list, showing item number, description, and warehouse location, increases picking productivity. The marked-up-copy serves as a turnaround document for order release.
The Order Processing system displays inquiry information on video screens. These screens provide the user with an up-to-date picture of orders and price exception information.
This inquiry screen shows all line items that are associated with an order in the open order file. This condensed version of the Open Order Status Report provides quick access to an order record.
The system also allows inquiry into the special pricing given to an individual customer.
The invoicing menu screen indicates options that lead the operator through a series of easy-to-follow instructions. Using the pick ticket returned from the warehouse as shipment notification, the operator is prompted by the video display to enter the order number and to indicate a completed or partial shipment. The system automatically validates items entered and updates Order and Inventory information such as on-hand and reserved balances.
Provisions for processing partial shipments, backorders, repricing, additional special charges, credit memos, etc., add flexibility to the system.
From the invoicing menu screen, the operator selects the invoice operation and the system automatically:
In addition to the invoice, the system prints a detail or summary invoice register and item margin analysis report, and removes invoiced and cancelled orders from the open order file.
Various control reports and detailed registers and produced to provide audit trails for all data entries and establish control totals for general ledger accounts. Other system reports include:
The daily business summary shows gross margin for the day, month-to-date, and year-to-date. It may be printed on demand to provide a comprehensive management analysis of orders received, cancelled, invoiced, the cost of sales, and gross margin. It helps management:
This report shows profit or loss of all invoiced items both stocked and non-stocked. It provides valuable information for analyzing item profitability.
Order status reports may be requested and printed on demand. They enable management to:
Effective inventory control is critical in order to maintain inventory levels that ensure maximum return on investment. The Inventory Management System provides the kind of accurate up-to-date information needed to plan inventory functions and control stock-movement transactions. By combining information recorded during invoice and shipment processing with receipts and sales data, the system provides a method of planning, controlling and managing inventory.
The system provides various reports related to inventory accounting functions, planning and control functions, and purchase orders. The basic form of output is a hard copy printed report, but many video screen inquiry and response displays are available. Inventory Management reports include:
The Inventory Accounting function includes recording and reporting of physical inventory counts to ensure an accurate, up-to-date status of inventory quantities. The system provides:
The Product Analysis Reports classify inventory item by high, medium and low values. Reports list items in descending dollar value.
The Sales Analysis System provides analysis of sales activity, indicates sales trends and allows management to make timely decisions.
Orders, master files, and prices are easily maintained by following simple instructions displayed on the video screen. Additions, changes, deletions, and inquiries may be made to orders and to master files. A hard copy inquiry function provides a printed response to assist the operator in the modification procedure. Pricing changes may be entered directly through the video display. A printed register provides a complete audit trail of all modifications.
The Interactive Inventory/Order Entry Control System is processed on an affordable minicomputer that offers big computer benefits. The system enables management to effectively process orders, manage inventory, and analyze sales. It provides solutions to management problems.
"Order Entry / Inventory" is part of the Polymathic General Accounting line of products, developed by Polymathic Group.
Polymathic General Accounting is a horizontal product. It offers functionality designed for usage across a wide variety of industries and business types.