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CLIENT - Discussion Notes

Major Topic Customers Applicable Setups: Do you sell to one-time customers? Define Customers Define Quickcodes agreement type sales channels Define Agreements Define Modifiers Types of Items Applicable Setups: Define Items Define BOMs Define Item cross reference Do you have financial agreements with customers? What does it affect? Price list Payment terms Salesperson Discount Do you sell a shippable product? Do you sell non shippable product such as labor, training, etc. Do you sell service programs and/or contracts for any of your products? How many orderable products do you have? Which of your items are taxable? Do you sell a configurable product? Do any of your customers reference their own part numbers when ordering? If so, how do you enter those orders today (by the customer part number or translate to you own part number)? If your customer has their own part numbers for your products, does their part number need to appear on all customer documents? Is it acceptable to show both yours and the customers part numbers on the documents? Types of Orders Applicable Setups: What are the different types of orders you have? Quotations Standard product Questions What type of customers do you have (distributors, direct, etc.?) Comments/Conclusions R2i/GAP

Major Topic Order and Line Processing Workflows Order and Line Transaction Types Processing Constraints

Questions Upgrades (hardware or software) Demo/evaluations Replacement 3rd party shipments (dropship) Invoice Only Blanket Orders What is the business process for each type? Do you include mandatory or optional reviews in your business process for legal compliance, credit review, etc? How do you receive your orders (mail, phone, fax, EDI, etc.)? If you use quotations, do you have a separate quotation system? If you use quotations, do you automatically convert quotes to orders? Do you allow prices to be overridden by Customer Service?

Comments/Conclusions

R2i/GAP

Transaction Volumes Applicable Setups: Document Sequences for Order Numbering Order Transaction Types Assign Sequences

How many orders a month do you process by type of order? What is the average number of lines per order? How many people are in order management department and what are their roles? What is the current order numbering strategy and what number are you currently on? Are there any requirements for your numbering sequence to be contiguous? How many salespeople do you have? Do territory/regions or business groupings divide them? Please provide a list of sales persons.

Sales /Commissions Applicable Setups: Define Salespeople Define Territories Define Customers

Major Topic Define Sales Credit Types

Questions Do you assign your customers to specific salespeople? How often do you pay commission checks? Do you pay salespeople for both commission and non-commission activities?

Comments/Conclusions

R2i/GAP

Order holds (other than credit check hold see AR questionnaire for credit checking) Applicable Setups: Define Quickcodes Hold Types Hold release reasons Define Holds

Do you use any other holds in your ordering process ( New Product hold, Export Review)?

What hold release reasons do you use? Price lists Applicable Setups: Define Price Lists Do you have a standard price list? How many different currencies do you sell in? How often are your prices adjusted (once a year, once a quarter, etc.) Who owns the price lists (order management or product management)? Is Negative Pricing allowed? Discounts and Special Charges Applicable Setups: Define Modifiers Discounts Charges Define Modifiers Freight & Special Charges Do you discount your product from the standard price? What kind of discounts do you use (promotions, volume based)? Do you have discounts for specific group of customers? Specific product line? What are the various types of charge types your company uses (duty, handling, insurance, etc.)?

Major Topic Define Qualifiers Scheduling Applicable Setups: OM ProfilesOM: Autoschedule: OM: Reservation Time Fence Inventory Negative Balance Item Attribute Check ATP Define ATP Rule Define Demand Class

Questions

Comments/Conclusions

R2i/GAP

Do you check availability of product before committing a ship date to your customer or do you quote a standard lead-time for each item? Do you want order lines to be scheduled automatically at time of entry? If you check availability, do you want to do this: Online as you take orders In background and manage exceptions only Across multiple warehouses If you check availability, do you check against: On hand inventory Pending purchase orders Pending work orders Do you want to peg inventory to a sales order? Who schedules orders (order entry, scheduling, manufacturing, etc.)? Do you track changes to the initial committed ship date? Do you segregate scheduled demand and production into groups for tracking purposes? Do you send sales order acknowledgments to your customers? How are they transmitted (fax, mail, EDI)? At what point in the business process are they sent (after entry, after scheduling, etc.)?

Order Acknowledgment Applicable Setups:

Shipping Applicable Setups: Define Quickcodes Shipment Priorities

How do you release orders for shipment (by order, customer, warehouse, item, request date, shipment priority, etc.?) Is there a need to pick across multiple warehouses?

Major Topic Define Document Sets Define Items Lot Control Revision Control Serial Number Control Define Attachments Define Shipment Over/Under Tolerances

Questions Do you ship from more than one location? What determines which shipping location should be used? Do you dropship products for your customers from your vendors? If you dropship products, do you charge an extra charge for this service? Do your vendors dropship orders to your customers? If your vendors drop ship orders to your customers, how do you communicate the requirement to the vendor and how do they communicate the shipment to you? Do you ship internationally? If you ship internationally, do you have a special procedure for those shipments? If you ship internationally, do you use a freight forwarder? Do you consolidate shipments? If so, do all your shipping locations, consolidate? If so, how do you communicate that to shipping today? Do you allow over/under shipments tolerances? Do you ship in decimal quantities? Do you allow partial shipments? If yes, do your customers allow partial shipments? Do you backorder product that you cannot ship by the date the customer requested? If you backorder, how do you currently release those backorders (by item, customer, etc.)? Are they on a separate pick list from

Comments/Conclusions

R2i/GAP

Major Topic

Questions new orders for the same criteria? Do you record any of the following at shipment? Revision Serial Number Lot Number Please specify the shipping documents from following list. Packing List Bill Of Lading Commercial Invoice Mailing Label Please specify standard notes needed to be printed on the shipping documents e.g. Handle with care etc. Do you send shipment notifications to your customers? If so, how are they sent (mail, fax, email, etc.?) Do you have a separate shipping manifest system? If so, will you continue to use this system? Do you confirm your shipments before or after the product is physically shipped? Do you track on time shipments?

Comments/Conclusions

R2i/GAP

Freight Applicable Setups Define Quickcodes: Freight terms FOB terms Freight Cost Types Define Freight Carriers

What are your standard freight carriers? What are your standard freight terms (collect, prepay and add, prepaid, etc.)? What are your standard FOB terms (FOB shipping, FOB destination, etc.)? Are your freight charges estimated or fixed at time of order entry? Do you charge your customers freight? If you do, is it defined as you enter the order or as you confirm the shipment?

Major Topic Transaction Volumes Applicable Setups:

Questions How many shipments do you do a day? What is the average number of cartons per shipment? How many people in your shipping department?

Comments/Conclusions

R2i/GAP

Returns Applicable Setups:

Do you have an authorization process for returns? What are valid reasons for returns?

Define Quickcodes Credit Memo Reasons (AR)

Do you allow returns without a return material authorization? Do you always credit the customer for return? If you credit a customer for a return, do you always apply it to a specific invoice or do you also use on account credits? Do you allow returns that do not reference a previous order or invoice? Do you reverse sales credit when order is returned? Do you charge a restocking fee? Under what conditions? How many different locations can receive returns? If more than one location can receive returns, how do you decide which location for an authorization? Do you put a returned item back in inventory when its returned? If you sell configured product, do you get the entire configuration returned or individual components of the configuration?

Major Topic

Questions Do you receive a returned item, repair it and return it to the customer? If you repair product, do you charge for parts and labor? Do you estimate the total cost prior to performing the work? Do you ship a replacement to a customer before the return item is received? If you ship a replacement before receiving the original return, do you charge for the replacement order? If yes, do you credit the replacement order or the original order when the product is returned? Do you inspect returned product? If yes, do you credit the customer after the inspection is complete? If you have quantity of 10 to be returned and 7 are returned, do you want to credit the customer for 7 or wait until all 10 are received? Do you allow your customers to return more than what they requested? If yes, do you credit for the requested amount or the actual amounts returned? Do you accept revisions of the same part on a return? Do you accept entirely different parts on a return?

Comments/Conclusions

R2i/GAP

Transaction Volumes Applicable Setups: Document Sequences for Order Numbering

How many returns a month do you process by type of order? What is the average number of lines per order? What group is responsible for entering return authorizations? What is the current return numbering strategy

Major Topic

Questions and what number are you currently on?

Comments/Conclusions

R2i/GAP

Changes to Orders Applicable Setups: Define Processing Constraints Define Quickcodes Cancellation reasons

Do you allow changes to orders? If you allow changes, when in the order process do the following changes stop: Item Quantity Configuration Freight carrier Shipment priority FOB Ship to Sales person Pricing Invoice to Purchase order number Up to what point in the business process can you cancel an order line or order? What are the reasons for canceling an order line or order? What percent of your orders are adjusted? What percent of your order lines are cancelled?

Invoicing Applicable Setups:

What information captured on the order do you need to interface to AR (i.e. credit card information)? Do you accept credit cards as a method of payment? What is the authorization process? What additional information to you needs to be printed on the invoice (i.e. discounts)?

Tax Applicable Setups: Define Order Line Workflow

Do you need to quote an estimated tax for orders at the time of order entry? If so, at what point (entry of the order line, ship confirm, invoicing, payment, etc.)? Do you need to base tax calculation based on dates (entry, planned ship, schedule,

Major Topic Tax Inclusive flag

Questions requested, and promised dates)? Do any of your items include tax in the sales price?

Comments/Conclusions

R2i/GAP

Interfaces Sales Tax Vendor Commissions Shipping Manifest Pricing Attributes

Requirements/Issues

Comments

R2i/GAP

Conversion Customers Price lists Open orders Salespeople & Trainers Open Invoices & CM

Requirements/Issues

Comments

R2i/GAP