Sales can be defined as the process where a company sells one or several articles, where articles are defined as goods or services.

Output from the sales process

  • A one-time sale of a product.

  • A periodical contract sale of a product.

A sale requires that the goods to be sold are either in stock, can be purchased as needed, or produced as needed. This means that a sale process is a large logistical interaction that requires thorough planning.

Tasks involved in this process

  • Maintain the customers and monitor the communication

    The buyers must be defined and handled as customers, with contact persons, terms & agreements and shipping addresses.

  • Receive and process customer requests

    The requests from customers must be processed and followed up by giving quotes.

  • Complete orders

    Customers will continuously place orders, which must be processed and completed.

  • Follow up orders

    Follow up and protect sales backlog, receive and handle change requests, monitor and send customer backlog data.

  • Pricing of the goods

    All goods must have a price, or prices, which needs to be defined and entered.

  • Reporting

    The analysis phase needs information in the form of reports and statistics to successfully follow up customers and agreements.

Customer management

A customer can be a private person or a company. All customers have different terms and preferences, all of which must be maintained and updated.

Output from the customer management process

  1. A new customer is registered.

  2. The customer’s terms are maintained.

  3. The customer’s contact information is maintained.

  4. Customer relations are closed.

All you need to register on a new customer is name, address, payment and delivery terms, and contact information.

If there is a business relationship with larger customers, you will normally have relations with several contact persons. Some may be purchasers, while others work with invoicing or project management. These people need to be defined with their contact- and work information, in addition to which situations they will be contacted.

Tasks involved in this process

  1. Register a new customer

    A request or an order is received, and the requester must be registered as a customer.

  2. Maintain and update the customers

    Either expand or reduce the terms for the customer, update information and similar.

  3. Document handling

    Setting rules for customers regarding where the different documents will end up.

  4. Communication with the customer

    Sending out reports and other correspondence.

Customer (CUS)

A Customer (CUS) is a private person or company. The CUS application contains information about the customers and lists the content in the CUS application.

To open the Customer (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.

Create a new customer

  1. To open the Customer (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.

  2. Click the Create customer button in the lower left hand corner of the CUS application

  3. A new window appears where you can add customer main data. This can also be collected via the Brønnøysund integration. Search company name or enterprise number.

    • Due to the validation process, the Postal code and City field can not remain empty. If there is no postal code or city, enter a placeholder character ("0" or ".") to continue.

  4. As soon as all mandatory data (fields marked with *) have been entered, click the OK button to create the CUS in status 1.

    • It is still possible to add additional data on the CUS.

  5. In the Settings tab, enter relevant settings. Settings can be updated at all time. These settings will be used as default values and will be copied to documents, such as Sales Order (COA).

    • In the Document handling tab, enter how documents are to be handled and where the they are to be sent by e-mail, print etc.

  6. You can add several addresses in the Shipping addresses tab. The Set as default column to the far right controls which of these addresses will be used as the default address for this user during document creation.

  7. In the Contacts tab, add data about employees that work for the customer. Click the Select contact button to add a contact to the customer. Click the Create contact button to create a new Contact (CNT) and add it to the customer.

  8. To activate the customer, click the Activate customer option in the context menu. This action will activate the customer and set the status code to 4.

VIES VAT number validation

The VAT Information Exchange System (VIES) validates single VAT numbers of any business entity registered in the EU when you enter the VAT number in the Customer (CUS) or Supplier (SUP) applications, or when the CUS or SUP applications are opened.

  1. If you enter a valid VAT number for a business entity based in the EU, a message displays, stating that the VAT number is valid and registered in VIES.

  2. Select Update name and address to retrieve the entity name and address from the VIES database.

  3. A notification message is displayed in the application that the VAT is registered in VIES. The validation is performed every time you select a customer or supplier based in an EU member nation. If the service is unavailable for any reason and the VIES validation was not done, no notification is displayed. If the VAT number is not valid, the notification states that VAT not registered in VIES. If you hover over this notification, a popup notification states that VAT number is not valid or not registered in VIES.

  4. If there is a mismatch between the address held in RamBase and the retrieved address, a notification is displayed in the General Settings. Select Update name and address to overwrite the currently entered address with the address retrieved from VIES.

Maintain customer settings

There are several settings in the Customer (CUS) application which need to be maintained so they are always up to date. Enter the Settings tab to see the settings.

Main data tab
  1. General

    • Name

      Name of customer (name of company or surname/familyname/lastname of a person).

    • Secondary name

      Secondary name of a company or firstname of a person.

    • Website

      Customers website/homepage/webpage.

    • Enterprise number

      The customers unique enterprise/organization number.

    • VAT No

      Unique number assigned by the relevant tax authority to identify a party for use in relation to value added tax (VAT).

    • EORI number

    • An EORI (Economic Operator Registration and identification number) number is required of any party intending to import into the EU or export from the EU.

    • Created by

      The employee (might be RamBase-server) that created the customer.

    • Created date

      Date and time of creation.

    • Account manager

      Reference to the employee who is responsible for the management of sales, and relationship with the customer.

    • Sales assistant

      Reference to the employee who is sales assistant for the customer.

  2. Classification

    If you want to group your customers, make sure to provide information to the relevant fields in this section.

    • Preferred language

      This field controls which language the customer uses and which will be used in prints and emails sent to the customer.

    • Customer classification

      Classification of customers. A, B, C, Internal, Trade are examples of commonly used values. Valid options must be defined in your company setup.

    • Sales district

      A geographic district for which an individual sales person or a sales team hold responsibility. South, North, West, East and Overseas are commonly used values. Valid options must be defined in your company setup.

    • Sector

      The sector the customer belongs to. Valid options must be defined in your company setup.

    • Market segment

      The market segment the customer operates within. Valid options must be defined in your company setup.

  3. Blockings

    • Block sales order

      Sales orders for this customer will be blocked for registering.

    • Block sales quote

      Sales quotes for this customer will be blocked for registering.

    • Block shipping

      Shipping advices for this customer will be blocked for registering.

Finance tab
  1. Finance data

    • Currencies

      Choose currencies for the customer.

    • Intercompany data

      Which intercompany database the customer belongs to.

    • VAT registration number

      Set the unique number assigned by the relevant tax authority to identify a party for use in relation to value added tax (VAT).

    • VAT handling

      Choose how value added tax (VAT) should be calculated. Either always include VAT, always exclude VAT or use standard/default VAT rules.

    • Send to factoring

      Identify which customer, invoices and credit notes, will be sent to factoring.

  2. Invoice

    • Sales invoice consolidation

      Specifies whether or how often shipping advices that origins from this sales order will be consolidated when creating sales invoices.

    • Sales invoice consolidation field

      Field name to group by when consolidating shipping advice items into sales invoices.

    • Sales invoice item sort by

      Field name to sort by when creating sales invoice items.

  3. Terms

    • Payment terms

      Here you will set the payment terms the CUS has requested, or negotiated. These are codes based on your output language and include Payment in advance, Cash on Pickup, Cash on Delivery, X days net and Net X days EOM.

    • Payment terms

      Default payment terms to use in new documents.

    • Interest rate

      Interest rate used for sales invoices past duedate.

    • Interest fee amount

      Fixed interest fee used for the customer.

    • Send reminders

      Set to false if payment reminders should not be sent to this customer.

    • Require approval if overdue

      True if shipments need approval if there are sales invoices with overdue amount.

  4. Credit

    Use the Credit limit and Credit insurance amount fields if you want to have a limit on the credit you will give to your customers. Credit limit and Credit insurance amount should be updated with the maximum credit you want to give to that specific customer. This may be adjusted if the customers credit situation changes. If Credit limit or Credit insurance amount is exceeded, an approval from will be necessary to ship goods to this customer.

    • Credit limit

      By updating the Credit limit field on the customer, the system will check that the open balance on the customer do not exceed the value in the Credit limit field. This check will be done when goods is shipped to the customer on a Shipping Advice (CSA). If the Credit limit is exceeded, an approval is needed to be able to ship the goods.The setting CusCreditControl could be set to CUS or CGR, depending on if the Credit limit should be done to a customer or a customer group. If this setting has no value, CUS will be used as default.

      • Open balance on a customer that is used in Credit limit control is calculated this way:

        Current balance on customer / customer group, included VAT

        + Total, included VAT, of this Shipping Advice (CSA)

        + Total, included VAT, of goods already shipped (CSA), without being invoiced (CIN)

        - Prepayments waiting for bank confirmation (PAY status 3)

        = Total

    • Credit Insurance amount

      By updating the Credit insurance amount field on the customer, the system will check that the open balance on the customer does not exceed the value in the Credit insurance amount field. This check is done when goods are shipped to the customer on a Shipping Advice (CSA). If the Credit insurance is exceeded, approval is required to ship the goods.The setting CusCreditInsurance could be set to CUS or CGR, depending on if the Credit insurance should be done to a customer or a customer group. If this setting has no value, CUS is used as default.

      • Open balance and backlog on a customer that is used in Credit insurance control is calculated this way:

        Current balance on customer / customer group, excluded VAT

        + Total, excluded VAT, of this Shipping Advice (CSA)

        + Total, excluded VAT, of goods already shipped (CSA), without being invoiced (CIN)

        + Total, excluded VAT, of registered Sales Orders (COA) that are not shipped

        - Prepayments waiting for bank confirmation (PAY status 3)

        = Total

    • Credit insurance company

      Insurance company used by the customer for credit insurance.

    • Credit insurance currency

      Three character code following the ISO 4217 standard.

Sales and shipping
  1. Sales term

    • Delivery terms

      The delivery terms control how and where the product is delivered, in addition to who pays for the shipping and Insurance.

    • Shipping service

      Shipping services state how the product is to be shipped, e.g which forwarder and which Product from the forwarder.

    • Fee amount

      This is an amount, in the companies local currency, that by default will be added as fee when a sales order is created for this customer.

    • Minimum gross margin

      The minimum gross margin in percent for the customer.

    • Fee percent (auction only)

      The commission paid by the customer when purchasing LOTs.

  2. Sales agreements

    • Volume price agreement

      This field indicates that there is a price agreement based on volume with this CUS.

    • Price group agreement

      This field indicates that this CUS belongs to a group of customers with special pricing. These groups have to be predefined by JHC service group.

    • Price list

      Choose price list for the customer. Price list can be created in the Price list (PLI) application.

    • Exchange rate fluctuation agreement

      Exchange rate fluctuation agreements is a currency exchange agreement. An index agreement stated as 100/1.5 indicates that the CUS has to pay 100% of the deviation if it rises above 1,5% of the order amount.

    • Fixed currency rates

      Set fixed currency rates in this table according to the exchange rate fluctuation agreement that has been agreed with the customer.

  3. Warranty

    • Warranty period (months)

      Agreement of default warranty period in months.

  4. Warehouse

    • Shipping & handling codes

      The special handling code used for this customer.

    • Service shipping & handling codes

      The special handling code used for service.

  5. Shipping claims

    • Shipping day

      Specifies when the goods should be shipped. This is used to calculate the scheduled shipping date for each item.

    • Only ship entire orders

      True if all items of a sales order should be shipped together. The items of a sales order should never be split into several shipments.

    • Ship based on confirmed delivery date

      If true, will scheduled shipping date on each item be calculated based on confirmed date rather than requested date.

    • Only ship entire order items

      True if the total quantity of a sales order item always should be shipped together. The quantity should never be split into several shipments.

    • Ship items with equal scheduled shipping date together

      True if all items of a sales order with the same scheduled delivery date should be shipped together.

    • Freight for each shipment

      If unchecked there will only be calculated freight on one shipping advice if the particular sales order has several shipments.

    • Consolidate shipping advices

      If true, sales orders will be consolidated when creating shipping advices. If false, each sales order will result in separate shipping advice.

    • Consolidation field

      Field to use when consolidating sales order items into shipping advices.

    • Ship sort by

      Field to sort by when creating shipping advice items.

Delivery Terms and Delivery Terms Place

To align more closely with the International Commercial Terms (Incoterms), in which the place of delivery is explicitly named, RamBase has added a field called Delivery terms place to the Delivery terms. This makes the delivery terms legally valid. You can specify the default Delivery terms place for your customers. This is a mandatory field and you cannot validate some outgoing documents during a change of status if you do not specify the Delivery terms place. Any printouts such as PDF will also show the Delivery terms place.

To specify the Delivery terms place for a customer.

  1. Enter CUS in the Program field and select the Enter key to open the Customer (CUS) application.

  2. In CUS, select Settings > Sales and Shipping.

  3. Select in Sales terms > Delivery terms.

  4. Select the delivery terms from the Delivery terms list.

  5. Enter the Delivery terms place below the Delivery terms list.

    You can add a different default Delivery terms and Delivery terms place for every shipping address for your customer.

There are some settings for Delivery terms and Delivery terms place in the CSV.

You can specify the default values for the Delivery terms (DELTERM) field when creating new customers.

  • Enable Default create value for customers - Delivery Terms and select the default delivery terms for new customers in the field below.

You can specify the default values for the Delivery terms place (DELTERMPLACE) field when creating new customers.

  • Enable Default create value for customers - Delivery Terms Place and specify the default delivery terms place for new customers in the field below.

The Delivery terms place has also been added to applications such as the Auction (EVT) module. When orders are created from an auction, they inherit the delivery and return place from the specified Delivery terms place.

Document handling

It is possible to control the document logistic in RamBase by predefining the recipients of specific documents for a given Customer (CUS). These settings can be controlled from the Document handling tab in the Settings tab in the CUS application.

How to add document handling rules for a customer
  1. Enter the customer you want to set document handling rules for.

  2. Click the Document handling tab in the Settings tab. Click the Add document to send button.

  3. This button opens a new popup where you can add information

    • Send byChoose which method to send, which may be Email, Print or File Transfer Protocol (FTP/SFTP).

      • FTP applies to sending EHF invoices (EDI). There is an integration with the ELMA registry that checks if the enterprise number is registered in ELMA. An error message will appear if the enterprise number is missing from the customer or is not registered in ELMA.

    • Document to send

      Choose which document you want to send.

    • Mandatory to always send

      The recipient cannot be deleted on a specific document if this is selected.

    • Send to

      Choose to send it to the customers main email address or which contact you want to send this to.

Note: If you want to change the output for any of the documents, choose the item line you want to change and click the edit icon. This will open a popup similar to the one where you defined the rule, but this popup is specific for one document and contains a field where you choose the output for this specific document.

Link an article to a price agreement

  1. To open the Article (ART) application, find Product in the RamBase menu and then Product management. Click Products to enter the ART application.

  2. Highlight the specific ART and press ENTER.

  3. Click the Create ARTSALESPRICE icon in the Sales Prices section in the Main Data folder.

  4. In the new popup, select a price agreement for a customer group from the drop down menu in the PriceGroupAgr field, or set a quantity in the SalesQty field.Note: Either the field SalesQty or the field PriceGroupAgr must have a value, but only one of them can be filled.

  5. Add details to apply to the price agreement for this specific ART.

    Note: Either the field SalesPrice or the field SalesGM must have a value, but only one of them can be filled.

  6. Use the date pickers to set the time interval for the agreement to be valid.

    Note: A price group agreement can not occur several times within the same time interval.

  7. Click the Submit button.

Edit a price agreement
  1. Start from the ART application.

  2. Highlight the specific ART and press ENTER.

  3. In the Sales Price section in the Main Data folder, highlight the item line representing the agreement and press ENTER.

  4. Make changes and click the Submit button.

Link a customer to a sales price agreement

  1. To open the Customer (CUS) application, find Sales or CRM in the RamBase menu and then Customer management. Click Customers to enter the CUS application.

  2. Select the specific customer.

  3. Enter the Sales and shipping tab in the Settings tab.

  4. Select the price agreement(s) the CUS is to be linked to in the Sales agreements area.A customer can be linked to a price agreement based on volume, a common price agreement for a group of customers and a price list.

Whenever this customer places orders on articles linked to the price agreement(s), the sales prices will be set in accordance with the agreement.

Follow up on customer management

As soon as all relevant information has been entered after creating the new Customer (CUS), it may be activated by using the Activate customer option in the context menu. After this the CUS will be active in the RamBase system and may be involved in a sales process. Click the Close customer option in the context menu to deactivate a customer.

As previously mentioned, all information entered on a CUS is set as default. This means that all documents created involving this CUS will contain this information. This does not however mean that the information is static. The field Payment terms, which defines the payment terms for the CUS in question, is a good example. If Payment terms is set to 15 days on the CUS, it will be set on all purchase orders from CUS as default. But if it is changed on the order itself, it will only apply for the order and not change in the default CUS settings.

If you want to change the payment terms, or any other settings permanently, you must perform this action in the CUS application.

In the CUS view you have access to all the customers information, and the ability to fill in or edit. General information, such as CUS name and address are shown permanently, as does the key figures shown in the top of the document. The key figures summarizes the periodical numbers for billing, booking, backlog, balance, overdue, payment terms and credit.

Use the Timeline area in the Overview tab to find documents connected to the customer. Select document types in the Document types field and period in the Period field. Click on the date to find all the selected document types from that specific date. In the Period field, Last year displays 12 months back from today's date.1 year ago displays documents from 12-24 months ago.

The Contacts tab displays contacts connected to the customer. It is possible to add/change Job title, Default phone and Default email directly in the CUS application.

The Shipping addresses tab displays all shipping addresses connected to the customer and the invoice address. It can only be one invoice address and it can not be deleted. Use the edit icon to change the addresses.

The Transactions tab enables you to find the customers transaction history, filtered by choice.

The Finance tab contains information regarding the customers transactions, reminders, due amounts, interests and pay statistics, with links to related documents.

The Collaboration tab is relevant when it comes to sales. It is possible to add notes and tasks by using the Add new icon in the Notes and Tasks tabs. Email communication is saved in the Emails tab. The Opportunities tab displays opportunities connected to the selected customer. Click the arrow button to right on the opportunity to open the Opportunity Details (OPPD) view of the selected opportunity connected to the customer.

In the Settings tab, it is possible to set and adjust the most common general settings, such as language, payment and delivery terms, in addition to which documents the CUS will receive. It also contains information regarding the CUS payment terms and other financial settings. The Sales and shipping folder can be said to contain logistics related information and settings. Here you may set the shipping details of the CUS if he wishes to have default settings. Click the Ship items with equal scheduled shipping date together check-box to make all items as unready until all items are ready for shipping.

When creating a Sales Order (COA) from a Sales Order Request (CPO), the COAITM will not inherit the price information from the CPOITM, but from the Article (ART) register. Expected Price from the CPOITM will be shown in the COAITM, and if there is a discrepancy between these, a warning will show.

Insert a message on customer

It is possible to set a message on customers which are displayed in blue at top of the customer.

Highlight the customer and click the Set message option in the context menu. Enter the desired message and click the Save button.

To remove or edit the message, click the Set message option in the context menu or click the Edit icon on the message. Click the Clear button and then click the Save button.

Critical financial customer settings

Before trading with a new Customer (CUS), some financial settings are required. These settings are critical to the accountancy. Other settings are recommended for more details about each CUS. The financial settings can be found in the Settings tab on the CUS.

Required fields
  1. Currencies

    The currency(-ies) valid for this CUS. The field can contain more than one currency. You must at least register one currency. If you have agreed to invoice your CUS in local currency, this is the one you must choose.

  2. Payment terms

    You usually agree upon this when you start trading with a new CUS. Due date on invoices are calculated based on Payment terms.

  3. VAT registration number

    The Value Added Tax (VAT) registration number is a unique number assigned by the relevant tax authority. It is crucial to the VAT handling on the customer's transactions.

  4. Enterprise number

    This is the customer's legal entity, it is a unique enterprise number.

Recommended fields
  1. Require approval if overdue

    Click this checkbox if approval of documents are required before shipping, if already invoiced orders are overdue.

  2. Credit limit

    Credit limitations for the customer. Approval is required if the invoice amount exceeds the credit limit.

Rules for handling interests, reminders, VAT, and payment methods can be specified for each CUS. If nothing is specified, the company's default financial setup will be used.

Only use these fields if you want to overrule the company settings.

Fields for customer specific settings
  1. Interest fee amount

    Use this field if you want to set a special fee for interest notes for this CUS. Otherwise, the company settings will be used.

  2. Interest rate

    Use this field if you want to set a special interest rate for this CUS. Otherwise, the company settings will be used.

  3. Send Reminders

    Click this checkbox to send automatic reminders on outstanding amounts to this CUS. Otherwise, the company settings will be used.

  4. VAT handling

    The company settings and the CUS order usually settle the VAT handling. Only use this field if you want to overrule the system's VAT calculation. Set Always include VAT if the CUS always has to pay VAT on orders and invoices. Set Never include VAT if it never has to pay VAT on orders and invoices. Set Use default VAT if the CUS should use the company settings.

  5. Intercompany code

    Use this field to identify internal customers/suppliers.

Add shipping & handling codes (SHC) on a customer

It is possible to add additional shipping & handling specifications to a customer in situations where the customers shipments need additional care or special handling. These specifications are created and saved in the Shipping & Handling Codes (SHC) archive. The purpose of these codes is to display them to the people responsible for shipping & handling.

Create a new Shipping & Handling Code
  1. Enter the SHC application by typing SHC in the program field and press ENTER.

  2. Click the Create new SHC icon in the lower left hand corner.

  3. Enter a unique number in the ShCode field. If the code is for a specific customer it may be beneficial to use the customer ID here to make it easier to find.

  4. Choose a category for the SHC in the Category dropdown menu. The choices are:

    1. CustomerThe description text will appear on picking list for shipments.

    2. ServiceIf there is a ServiceSHC on CUS / ART which match the CUS / ART in a Customer Deviation (CDV) document, this will show up in the CDV.

    3. WarehouseThe description text will appear on picking list for shipments.

  5. Click the Create new SHC button when finished. This will open a new popup.

  6. Enter a description of the SHC in the Text field.

  7. Choose a location from the Loc dropdown menu.

  8. Click the OK button.

  9. In the hamburger menu (three horizntal lines) in the top right of the window, Select Forward to Register (ST=4). The status of the SHC changes to ST4.

You can now see the SHC in the item field, and it is ready to be set to a customer.

Add Shipping & Handling Code to a customer
  1. Enter the Customer (CUS) you want to add a SHC to.

  2. Enter the Sales and shipping tab in the Settings tab.

  3. In the Warehouse area, click the Shipping & handling codes or the Service shipping & handling codes field to add the SHC of your choice.

  4. Highlight the desired SHC and press ENTER.

The SHC is now added to the customer.

Customer Group (CUG)

A Customer Group (CUG) is a grouping of customers registered in the Customer (CUS) application.

How to create a Customer Group
  1. Type CUG in the program field, or find Customer Group under Sales - Customer Management in the RamBase menu.

  2. Click the Create new customer group button at the bottom left side of the screen.

  3. Enter a descriptive name for the customer group and click OK.

  4. Click the Add customer button to add customers to the group.

  5. Click the Activate button at the top to set the CUG to ST:4. It is now active and ready for use.

Note: It is possible to import customers to the group using the Import Customers button at the top. This will open a popup where you choose which format you want to use and then you will be able to load the customer files.

How to use a Customer Group

A customer group is used in situations where several customers need to be processed similarly.

Uses in RamBase:

  1. When a Purchase Quote (SQU) is exclusive to a group of customers. This function is found in the Resale folder in the SQU item.

  2. A Item Price Agreement (IPA) can be restricted to be used by a single customer, all customers or customer groups.

Sales Quoting

Link to interaction

A quoting process is the process where one, if there are no set agreements or contractual obligations in place, agree with a customer regarding price, delivery time, payment terms and the product specification.

Output from the quoting process

  1. Single transaction with agreed terms.

  2. Contract for agreed terms within a defined period.

  3. Declined offer given to customer.

Some products have a fixed price independent of the customer, while other customers are given a set price for specific products. Offering different prices depending on product and customer is standard practice in certain industries. This is mainly due to some customers being larger and expecting contractual prices on a larger product range, while smaller customers prefer to request quote prices on a case-by-case basis, or they are buying on standard sales prices.

This process is usually started with a request for quote, where information regarding price and availability are gathered and forms the basis of the quote.

After a quote is given to the customer, there will be a period where the quote is open for acceptance or rejection. Any negotiations regarding price and/or terms in addition to acceptance or rejection, are logged in the ERP system.

Tasks involved in this process

  1. Receiving a request for quote

    A request for quote is received from customer.

  2. Create a quote

    Make a one-time-offer for a product to a certain quantity, price and delivery time.

  3. Send the quote

    Send the quote to one or several recipients by mail or print.

  4. Create a contract quote

    Make an offer on a product, to a certain quantity, price and delivery time – and for a certain period.

  5. Follow up on the quote

    Track status changes when validity date is approaching.

  6. Change a quote

    After negotiations with the customer, create a new version of the quote.

  7. Mark lost quotes

    Lost quotes are flagged. Register the reason for the loss and archive the quote.

Settings for Sales - Sales quoting

Setting name

Description

Approval for Agreement expiration date days on Sales Quote (CQU)

Value in this setting is the number of days you can add forwards in the Agreement expiration date field, -before you have to approve the Agreement expiration date when creating a new Sales Qoute Item (CQU-ITM).  If CSV/CusQuoteSetExpireEqualValidTo is "ON" - the Agreement expiration date will automatically be created with X days (value from this setting) ahead from todays date. If his setting is 'OFF' - Agreement expiration date will be the same as Expiration date on CQU.

Value in this setting must be a number of days. If CSV/CusQuoteSetExpireEqualValidTo is activated, - the Agreement Expiration Date will be X days ahead from today. In combination with the functionality in CSV/CusQuoteSetExpireEqualValidTo, - this set-up will give default date for approving Expiredate of CQU-ITM

Approval for Expiration date days on Sales Quote (CQU)

Value in this setting is the number of days you can add forwards in the Expiration date field, - before you have to approve the Expiration date before registrating the Sales Quote (CQU). If the value is set to '$DATE+30', there will be an approval required if Expiration date is set to an later date than 30 days from today. Format to be used: $DATE+N (N for numbers) PS: This functionality is only working if the Agreement expiration date field on Sales Quote Item is empty.

Attach files when sending Sales Quote (CQU) by email

Decide if emails sent from Sales Quote (CQU) documents should attach the attached files or not. If value is "ON" - Only selected attachment will be sent. If value is "OFF" - Send automatically all attached files. If settings is "OFF" (not activated) - Attachments will not be sent.

Buffer quantity limit on Sales Quote (CQU)

Value in this setting is a limit in percent, checked against Buffer quantity field on Sales Qoute (CQU). If Buffer quantity is higher than this percentage out of total quantity of the item, -the item must be approved before the document can be registrated.

Decimals in Amount field on documents

Sets the number of decimals for the Gross Amount field according to the archive Sales Order, Sales Invoice..  (COA/CIN/...)

Decimals in Price field on documents

Sets the number of decimals for the Gross Price field according to the archive Sales Order, Sales Invoice..  (COA/CIN/...)

Sales Quote Item (CQU-ITM) Agreement expiration date days

Value in this setting is a number of days after  the Agreement expiration date on Sales Quote Item (CQU-ITM) has expire, - before Sales Quote item will change to status 9. Just for info: This setting for Agreement Expiration date will override the setting for Expiration date days

Sales Quote Item (CQU-ITM) Agreement Expiration Date warning

Value in this setting is a number of days before the Agreement Expiration Date on Sales Quote Item (CQU-ITM) is reached,  - that status will change to 6 (warning status).

Sales Quote Item (CQU-ITM) Expiration date days

Value in this setting is a number of days after the Expiration date is passed, -that status on Sales Quote Item (CQU-ITM) will change to status 9.

Sales Quote Item (CQU-ITM) Expiration Date warning

Value in this setting is a number of days before the Expiration Date on Sales Quote Item (CQU-ITM) is reached,  - that status will change to 6 (warning status).

Set Agreement Expiration Date equal to Expiration date on Sales Quote Item (CQU-ITM)

If this setting in "ON" - Agreement Expiration Date on Sales Quote Item (CQU-ITM) will be the same as Expiration date when creating a new item. NOTE: If the setting CSV/CusQuoteDefaultExpireApprovalDays has a value (numbers of days), Sales Quote Item will get Agreement Expiration Date X days ahead from todays date, and will need approval before Agreement Expiration Date exceed this number of days. If this setting is 'OFF' - Agreement Expiration Date will be empty, even if CSV/CusQuoteDefaultExpireApprovalDays has a value

Show Docby Popup Before Registering Sales Quote (CQU)

If this setting is"ON" - Docby Popup will show before you can register a Sales Quote (CQU). In this popup you can select how the document should be sent to customer.

Sales Quote Request (CRQ)

A Sales Quote Request (CRQ) is a document that represents a request for a specific product. Requests can be for existing products (price and leadtime request), or non-existing. Drawings can be attached to the CRQ document.

To open the Sales Quote Request (CRQ) application, find Sales in the RamBase menu and then Quoting. Click Sales quote requests to enter the CRQ application.

Create Sales Quote Requests

Create a new Sales Quote Request (CRQ)
  1. To open the Sales Quote Request (CRQ) application, find Sales in the RamBase menu and then Quoting. Click Sales quote requests to enter the CRQ application.

  2. Click the Create new quote request button in the lower left hand corner of the application.

  3. Enter parts of the Customer (CUS) name in the Customer lookup field, or click the downward arrow to open the search menu to find it. Choose the CUS and if the CUS has several addresses, choose the customer address in the Address lookup field.

  4. Choose the currency in the Currency field and click the Create button.

  5. Back in the CRQ you will see that the CRQ has received a sequence number (CRQ/xxxxxx) in the top right corner. This means that the CRQ is saved and available for further processing.

  6. The reference number from the CUS may be set in the Customer ref no field. The reference person for the CUS may be set in the Customers ref field.

  7. To add products, click the Create new item button.

  8. This will open a popup where you must enter relevant information. Choose the quantity in the Qty field and enter the product name in the Product field to find it in the product list. If the CUS has a target price, you may add it here.

  9. If there is a requested delivery date, it can be set in the Requested delivery date field. Click the calendar icon next to the Requested delivery date field and choose the date. This may be adjusted.

  10. If you need to add several items, check the Create Another box and repeat the item adding process.

  11. Click the Create button.

  12. If you need to add several items, click the Create new item button and repeat the item adding process.

Follow up on Sales Quote Request

If the Sales Quote Request (CRQ) is to be forwarded to a Sales Quote (CQU), the criteria will be that the request is in status 4.

There are two methods of forwarding a request to a quote, either the whole document or item by item.

  1. To transport parts of a Sales Quote Request (CRQ) to a new Sales Quote (CQU), double-click on the desired item you want to transport to a new Sales Quote (CQU). In the context menu, click on the option Forward to sales quote. Then choose the destination Forward to new quote if the item is to be added to a new Sales Quote (CQU). If not, you may choose an existing Sales Quote (CQU) available in the lookup field beneath the option Forward to existing quote and then click the Forward button.

  2. To transport a whole Sales Quote Request (CRQ) to a new Sales Quote (CQU), choose the option Forward all items to sales quote in the context menu. Then choose destination Forward to new quote if the item(s) is to be transported to a new Sales Quote (CQU). If not, you may choose an existing Sales Quote (CQU) available in the Lookup field beneath the option Forward to existing quote. Click the Forward button.

If the items that are transported to another document have a quantity higher than 1, you may also choose the quantity that should be transported. If you do not choose the full quantity to be transported to a new quote, the remaining quantity will remain on the original request for quote. If the CRQ item has received a target price, this will be visible in the CQU item.

Prepare quote for supplier request

If a Sales Quote Request (CRQ) are for products or components with no purchase price or delivery time available in the ERP system, you will need to get this information. This is done in RamBase by setting the request to a specific status which makes it available for the process of getting quotes from supplier.

Prepare request for distribution business

To prepare for quote process against supplier for products that should be purchased, not manufactured inhouse, use the context menu option Ready for supplier quoting process. The Sales Quote Request and the related item lines will go to ST:2 and will be available for purchase department.

Prepare request for manufacture business
  1. To prepare for quote request against supplier for products that are a part of a structure that should be manufactured inhouse, create a special structure, or copy the structure from the product using the context menu option Create new or copy product structure to item.

    • None of the components from the special structure will be visible for the purchasers before you have chosen which components to be sent for quoting. This is done in Sales Calculator, which you can find by using the context menu option Sales calculator.

  2. Choose the components to add to the quote by selecting the checkbox in the Request Quote column for every line item.

  • Choose the components you want quote on by checking the checkbox in the Request Quote column in each item line.

The purchaser gather one or several supplier quotes, and connect the best offer to the request. This means that purchase price and delivery time will be visible on the request and you may use this information further in the process.

Sales Quote (CQU)

A Sales Quote (CQU), is an offer to a customer - normally based on a Sales Quote Request (CRQ). CQU are stored in the CQU-archive, and managed by the CQU-program. A CQU may also turn in to a sales agreement if a quote is accepted.

To open the Sales Quote (CQU) application, find Sales in the RamBase menu and then Quoting. Click Sales quotes to enter the CQU application.

Create a Sales Quote (CQU)

There are two methods of creating a Sales Quote (CQU), either from scratch or transferring a Sales Quote Request (CRQ) to a quote.

Create a new Sales Quote
  1. To open the Sales Quote (CQU) application, find Sales in the RamBase menu and then Quoting. Click Sales quotes to enter the CQU application.

  2. Click the Create new quote icon in the lower left corner.

  3. Enter parts of the customer name in the Customer lookup field, or click the downward arrow to open the search menu to find it. Choose the customer and if the customer has several addresses, choose the customer address in the Address lookup field. The address displayed is the address chosen as default in the Customer archive.

  4. Choose the currency in the Currency field and click the Create button.

  5. Back in the document you will see that the CQU has received a sequence number. This means that the document is saved and available for further processing. All information stored on the customer will also be available, such as price and delivery terms.

  6. The RFQ number from the customer may be set in the Customer reference no field. The reference person for the customer may be set in the Customers reference field.

  7. To add products, click the Create new item button.

  8. This will open a popup where you must enter relevant information. Choose the quantity in the Qty field and enter the product name in the Product field to find it in the archive. If there is a fixed sales price on the article, you will see this appear in the Price field. This may be adjusted. The price will be set in the following order:

    • Sales price from article for the PriceGroupAgr the customer belongs to.

    • Sales price from article according to special PriceQtyAgr with customer.

    • Sales price from article according to SalesQty.

    • Calculated based on GM (Gross Margin) in COM.

    • Calculated based on gross margin 25%.

  9. You can set the information regarding when the customer needs the goods. To set the requested delivery date, click the calendar icon next to the Requested delivery date field and choose the date. This may be adjusted.

  10. If you need to add several items, click on the Create Another checkbox and repeat the item adding process.

  11. Click the Create button.

  12. If you need to add several items, click the Create new item button and repeat the item adding process.

  13. To set a duration period for the quote, use the fields Effective date and Expiration date.

Create a Sales Quote from a Sales Quote Request

To create a CQU from a CRQ, you will need to forward the CRQ document to a CQU document. A CQU based on a CRQ will always contain the same information as the request, but with the option to add or change the information.

Instruction on how to forward a CRQ document to a CQU document can be found in the topic Follow up on Sales Quote Request.

Copy CQU to CQU
  1. You can copy an existing CQU to make a new CQU. In the CQU application. In the context menu, select Copy Sales quote to new sales quote.

  2. To copy special structures to the new CQU, in CSV, enter COPY*SPECIAL*STRUCTURE and select the Enter key.

  3. Select Copy special structure when copy sales quote to enable the setting.

Add buffer quantity to a Sales Quote

It is possible to create a reservation of goods on Sales Quotes (CQU) where a certain quantity of a product is allocated to avoid running out.

Set the Buffer quantity
  1. To open the Sales Quote (CQU) application, find Sales in the RamBase menu and then Quoting. Click Sales quotes to enter the CQU application.

  2. Highlight the specific CQU and press ENTER.

  3. Highlight the CQU item in the item lines and press ENTER.

  4. In the CQU item you can find a field called Buffer quantity where you can set the desired buffer quantity.

Sales Calculator

The Sales Calculator is used to calculate sales price using operation and material cost together with added margin. It is a very helpful tool to control all aspects of pricing, both cost and sale, in a kit in the sales process.

There are several ways of accessing the Sales Calculator:

  1. At ART with Class = K*

  2. At CRQ / CQU / COA item with Class = K* and special structure

  3. At CSO item 2 (Class = KM)

  4. At PWO with special structure

Enter the relevant document and click on the option Sales calculator in the Context menu to open the program.

Box descriptions
  1. Part

    This box shows the part number, text (part description) and Qty (sales quantity).

  2. Cost Per Piece

    Operations costs, material cost and added costs specified and summed per product.

  3. Total Cost

    Operations costs, material cost and added costs summed for the specified sales quantity.

  4. Sales Price Per Piece

    Calculated product sales price (per piece) based on sales prices for each line shown in the structure item lines.

  5. Customer

    When accessing the calculator from ART the customer can be selected.  This will enable the action buttons to create CRQ / CQU / COA documents.

The item lines

The item lines shows the valid structure of the ART (or the special structure for CRQ / CQU / COA / CSO / PWO) with costs, sales price and margin for each line.

Cost price per line

The cost price for each line is showing the variable / fixed cost per piece to be produced.  The values are read from the corresponding structure item and divided by the sales quantity when using the calculator for CRQ / CQU / COA / CSO / PWO.  Each line shall always present the cost per operation/material based on producing one single product.  Producing > 1 will lead to lower total fixed cost per quantity.

Cost price

The cost price is comprised of material/article, operations and added costs, divided by the sales quantity.

The added cost may be linked to operations, materials, the complete structure or the sum of all the materials used. The form may be a fixed amount, variable amount or a variable percentage. The added cost must be defined in the Cost Archive (CST).

Sales price

The sales price showing for each line may be calculated from several sources, based on the sales price and cost related to materials/articles, operations and the added costs.

Using the calculator

The calculator is primarily used in situations where you need to calculate the specific price for a kit, based on quantity with a concrete sales price, cost price and the margin (in percentage) for the specific parts and operations. You may also see the margin for the total kit.

You may also create a CRQ, CQU and COA for the kit in question directly from the calculator by choosing a customer (CUS) in the upper right corner.

Making a special structure (copy from ART) in a COA will also give you the opportunity to tweak the prices for the specific COA. Use the save icon in the Sales Price Per Piece box to save the price for the COA.

Follow up on Sales Quotes (CQU)

The Sales Quote (CQU) is normally sent using e-mail, to either one or several recipients on the Customer (CUS) side. This may also be controlled with admittance if approval is needed. The recipients are retrieved from the CUS information stored in the DocBy field.

The CQU will normally be sent using the default settings at the time of registration, but may also be sent afterwards if desired. This is done by using the context menu in the top right corner and choose the option Print copy or re-send... Then you may choose if you want to send the original or a copy and what type of media you desire.

To register a CQU and send it to the desired recipients, use the context menu and choose the option Register and send sales quote. The CQU is now closed for editing. If the CUS wish to negotiate, the CQU must be transported to a new CQU. The CUS has now received the offer and depending on how this is followed up, you must wait for acceptance or decline.

A quote is expired when the acceptance term which is set in the Expiration date field has expired. Depending on the company settings a quote may automatically change to ST:6 a specified number of days before the Expiration date, -as a warning to seller that is has to be followed up. A CQU may also be automatically closed after a certain period after expiration, where it will go to ST:9. These settings can be adjusted in the Settings application under Sales.

To cancel parts of a quote, double-click on the desired item and click on the Cancel item option in the Context menu. This may be used in cases where the customer only wants parts of the goods for the same terms.

To manually cancel the whole quote before the expiration date has been reached, click on the option Cancel sales quote in the Context menu. The quote will be archived as loss.

If the customer wish to discuss the terms following the quote, and the selling part agrees, a new quote must be made. There are two methods of doing this, either to change the whole quote or parts.

  1. To transport parts of a quote to a new quote, double-click on the desired item. In the Context menu, click on the option Forward to sales quote. Then choose the destination Forward to new quote if the item is to be added to a new quote. If not, you may choose an existing quote available in the Lookup list beneath the option Forward to Existing Quote and then click on the Forward button. If the item lines to be transported has a quantity higher than 1, you may choose the quantity transported.

  2. To transport a whole quote to a new quote, choose the option Forward all items to sales quote. Then choose destination Forward to new quote if the item is to be transported to a new quote. If not, you may choose an existing quote available in the Lookup list beneath the option Forward to existing order.

NOTE: It is also possible to use the multi-select option, where you click on the status icon of the item to select. The options you have available when performing multi-select are as follows:

  1. Forward selected items to sales order

  2. Update agreement expiration date on selected items

  3. Open / discard

  4. Cancel selected items

  5. Delete selected items

If the customer accepts the quote within the expire date, which is set in the Expiration date field, you may turn this in to a long time agreement by extend the validity by updating Agreement Expire date in item.

If the customer accepts the quote and place an order, you can easily transport this to a Sales Order (COA). There are two methods of doing this, either if it is the whole quote or just parts to be ordered.

  1. To transport parts of a quote to an order, double-click on the desired item. In the Context menu, click on the option Forward to sales order. Then choose the destination Forward to new order if the item is to be added to a new order. If not, you may choose an existing order available in the Lookup list beneath the option Forward to Existing Order and then click on the Forward button. If the item lines to be transported has a quantity higher than 1, you may choose the quantity transported.

  2. To transport a whole order to a new order, choose the option Forward all items to sales order. Then choose destination Forward to new order if the item is to be transported to a new order. If not, you may choose an existing order available in the Lookup list beneath the option Forward to existing order.

NOTE: It is also possible to use the multi-select option, where you click on the status icon of the item to select.

Order handling

Use the order handling process to specify the price, delivery time, payment terms, articles and quantities required, for an order.

Outputs

  • Single sale with mutually agreed, confirmed terms.

  • Contracted, recurring sales.

  • Cancelled sale with mutually agreed, confirmed terms.

  • Follow up on committed, undelivered orders, the customer backlog.

An order, which originates from a quotation, mainly contains the agreed terms that have been negotiated between you and your customer. An order, which requires confirmation from you to the customer, can be legally binding. Once you receive the order confirmation, you can add the order value in the company’s income projections.

An order can also be generated without being preceded by a quotation. This may be because the order is small, or the customer has a preexisting agreement of terms to be applied to all orders, such as purchases from a web shop. These agreements may be written or verbal, containing the agreed terms such as delivery time and price. This solution reduces the delivery time and the time overheads of administration.

In addition to the several other tasks in the ordering process, you should also follow up the committed, but as yet undelivered, orders. This is the customer backlog. Within this task you can follow up the customer backlog based on requests or your internal routines. For example, get committed dates from suppliers and/or production, making sure that the orders are delivered according to committed schedules or attempt to expedite purchase orders/production if the customer’s requested date is not met.

Follow up the customer backlog periodically to reduce delivery slippage. On-time deliveries can be increased by closely following up the backlog.

An order can be cancelled if necessary.

Tasks

  • Receive an order. Creating an order where products, quantity, pricing and delivery terms are specified.

  • Allocate goods. Make sure the goods are in stock or in production.

  • Acknowledge the order. Send a sales order to one or several recipients.

  • Follow up on the customer backlog. An order that is already acknowledged can still be cancelled or partially delivered.

  • Amend an order. Upon request and agreement with the customer, create a new version of the sales order.

Setting for Sales - Order handling

Description

Amount limit forAutoFee

The value of this setting is the threshold order value, in local currency, below which the AutoFeeis automatically applied. When you create order items in the Sales Order (COA), Sales Order Request (CPO) and Sales Quote (CQU) applications, - or change the Quantity or Sale price in these applications, the system compares the total order value to the Amount limit for AutoFee. If the value of the total order in these applications is less than the specified Amount limit, the AutoFee value from CSV/CusOrderAutoFeeCalculationAmount is added to the order value. The format for this value is: N (N for numerals).

Note: Not used by Rambase customers since 2017.

AutoFee

The value of this setting is the amount in local currency of the AutoFee in the Sales Order (COA), Sales Order Request   (CPO) and Sales Quote (CQU) applications. The AutoFeeis only applied when the Customer/Applications are configured for AutoFee calculation and the gross value of the order is below the Amountlimit set in CSV/CusOrderAutoFeeCalculationAmountLimit. The format for this value is: N (N for numerals).

Note: Not used by Rambase customers since 2017.

Approval of change in Gross Margin

The value of this setting is the percentage of allowable variation in the Gross Margin without requiring a new Gross Margin approval. This setting is used in the Sales Order (COA), Shipping Advice (CSA)and Sales Invoice (CIN) applications. New approval is required only when the percentage difference between the previous and current Gross Margin is higher than the value of Approval of change in Gross Margin. The format for this value is: N (N for numerals).

Attach files when sending Sales Order (COA) by email

Use this setting to specify if emails sent from the Sales Order (COA) application should have the applicable files attached. If the value is ON, you can select two options:

1) Only send selected attachments

or

2) Autmatically send all attachments.

Customer Order Cancel - Not Redirect To New

If this setting is set to ON, you are not redirected to the cancelled Sales Order (COA) when you cancel a Sales Order (COA) using the cancellation function (red X-icon). You will see the original Sales Order .

Decimals in Amount field on documents

Specify the number of decimal places in the Gross Amount field in the archived Sales Order, Sales Invoice..  (COA/CIN/...)

Decimals in Price field on documents

Specify the number of decimal places in the Gross Price field in the archived Sales Order, Sales Invoice..  (COA/CIN/...)

Default Gross Margin on Sales documents

The value of this setting is the default Gross Margin percentage to be used for products without a Sales price.

The Sales price is calculated from the Purchase price using the default Gross Margin you specify as a percentage. If you do not specify this value, the system uses 25% as the default Gross Margin.

This setting is used in the Sales Order (COA), Sales Quote (CQU), Sales Order Request (CPO) and  Shipping Advice (CSA).

The format for this value is: N (N for numerals).

More information is given at: https://help.rambase.net in Create a Sales Order

Default price rounding rule-set for sales

The value of this setting is the the ID of the rule-set to use for rounding prices in the Sales Order Item (CIN-ITM) and Sales Quote Item (CQU-ITM) applications.

If you do not want to specify the rule-set, leave this setting blank.

Default View when select Product (ART)

If this paramater is set to ON,the default view is the Active products in the ITMCART (the Application where you choose the product when a customer document item is created). If this setting is deactivated, the default view is All products in ITMCART.

Note: This setting is only available in legacy applications, not REX applications.

Default View when select Product (ART) for Customer Orders

Specify the default filter when selecting Product (ART) for Customer orders in ITMCART (the Application where you choose the product when a customer document item is created). If this setting is deactivated, default view will be All products in ITMCART.

Note: This setting is only available in legacy applications, not HTML5 applications.

Department as mandatory on Sales Order (COA)

If this setting is set to ON, the Department field in the Accounting folder of the Sales Order (COA) must be filled before the Sales Order is forwarded to the customer

Hide default currency on Document prints

If this setting is set to ON, the Default currency for the company is not displayed when documents are printed or emailed. The Currency is only displayed in the printed and emailed documents if the Currency is different from the Default currency of the company.

Hide the currency rate when it is different from default currency

If this setting is set to ON, the Currency is hidden if it differs from the Default currency of the company.

This setting applies to all customer and supplier documents.

Import backlog value from Sales Orders (COA) to General Ledger (GL)

If this setting is set to ON, scheduled batch jobs are run that update Sales Orders (COA) to import the backlog value to the General Ledger.

Inspect from Customer backlog (CUSBACKLOG)

If you specify this setting, when you select Inspect from a line in CUSBACKLOG , the Customer Backlog Management (CBM) application is displayed. If the setting is specified, the Customer Backlog (COA) - By ITM (NGREP/100090) is displayed.

Link Warning on Sales Order (COA)

This value must be specified as an integer which indicates the number of days before the Scheduled shipping date that the Sales Order (COA) is issued a status 6 (warning), if the quantity is not totally linked to stock.

Margin for SalesLeadTime Assignment Window

If this setting and the Use Assignment Window for Sales Order/Production Work Order setting are set to ON, Sales Orders/Production Work Orders are always assigned to PENDING if the LINKDELDATE in SAR is outside of the period given by SALESLEADTIME from ART, plus the margin from this setting. The SAR optimize process only re-assigns orders inside this window. If several companies have common ART and SAR registers (Group Structure), the Margin for SalesLeadTime Assignment Window'must only be specified for the company that is set up as OWNERDB. The Use Assignment Window for Sales Order/Production Work Order should be specified for each of the sales databases. The margin should be given in the number of days. The functions of the Assignment Window can not be used if the company is not also set up to run the nightly SAR optimize job.

Partners info

The value of this setting is the partner setup for the company. The Partner field in Manufacture (MFR) can be updated with this information, e.g. PSWAREHOUSE, but it can also be a comma-separated list where values can be added.

Project number as mandatory on Sales Order (COA)

If this setting is set to ON, the Finance project field in the Accounting folder of the Sales Order (COA) must be filled before the Sales Order can be forwarded to the customer

ReConfirm Sales Order (COA)

If this setting is set to ON, the Confirmed delivery date is automatically updated in the Sales Order Item (COA-ITM) if there is a change in the Confirmed delivery date on the Purchase Order Response Item (SOA-ITM) that is linked to the Sales Order . This update is logged in the revision history on the Sales Order.

Request Date on Sales Order (COA)

The value of this setting must be an integer from 0 to 365, that is used to calculate the Requested delivery date for the Sales Order Item (COA-ITM). If you specify 0 as the value, the Sales Order Itemreceives the Requested delivery date on the current date. If you specify 2 as the value, the Sales Order item receives a Requested delivery date of the current date plus two days.

ReSend Confirmed delivery date on Sales Order (COA)

If this setting is set to ON, the Revision history in the Sales Order is checked by a nightly batchjob, and the new confirmed delivery date on the Sales Order is sent automatically to customers with Send document by Email with  status higher than 1 and less than 9. In addition the following settingHandling on Customer must be entered: Document to send: COA, Sendby: Email, Send To: A reference with Email addr

Sales Order (COA) Assign To Stock

If this setting is set to ON, users are allowed the option to start a job that attempts to link all the items in the Sales Order (COA) to stock. If there is no Free Stock, the program attempts to swap links with other documents. The job is started by the option Assign To Stock under Activities And Operations in Sales Order.

Seller on Sales Order Item (COA-ITM)

If this setting is CUS.PIDEXT, in the Seller field in the Sales Order (COA), Shipping Advice (CSA) and the Sales Invoice (CIN) are updated from the PidExternal field in Customer (CUS). If the value is CUS.PIDINT , the Seller field is updated from the PidInternal field in Customer. If the value is SYS.PID, the Seller field is populated with the name and personell id (PID) of the creator of the document. Information from these fields in Customer are aslo copied to other fields in the Sales Order (COA). PidExternal=Account manager, PidInternal=Sales Assistant and Person that creates the Sales Order SysPid=Assignee. If thissetting is set to OFF, the Seller field is populated with information from PidExternal

Show Docby Popup Before Registering Sales Order (COA)

If this setting is set to ON, the Docby Popup is displayed before you can register a Sales Order (COA). In this popup you can select how the document should be sent to customer.

Use Assignment Window for Sales Order (COA)

If this setting and the Margin for SalesLeadTime Assignment Window setting are both set to ON, the Sales Order is supplied the assignment from PENDING if LINKDELDATE in SAR is outside of the period given by SALESLEADTIME from ART, plus the value from the setting Margin for SalesLeadTime Assignment Window. The SAR optimize process only optimizes the Sales Order within this window. In case several companies have common ART and SAR registers (Group Structure), the Margin for SalesLeadTime Assignment Window should only be specified for the company that is configured as the OWNERDB, the Use Assignment Window for Sales Order should be specified for every sales database.

Sales Order Request (CPO)

A Sales Order Request (CPO) is a document where orders from customers are registered. The difference between this document and a Sales Order (COA) is that the CPO is not assigned to goods in stock or supplier backlog. The CPO are saved in the CPO archive and may be inspected using the CPO application.

To open the Sales Order Request (CPO) application, find Sales in the RamBase menu and then Order handling. Click Sales order requests to enter the CPO application.

An example of a CPO may be orders registered from a webshop or received by any other electronically format. RamBase will automatically create a CPO, which will be processed and transported to a Sales Order (COA).

Create Sales Order Request

Create a new Sales Order Request
  1. To open the Sales Order Request (CPO) application, find the Sales in the RamBase menu and then Quotinq. Click Sales quote requests to enter the CPO application.

  2. Click the icon Create new order request. Enter the customer name (enter parts of the name in the Name field and press ENTER). This will open a popup where you choose the customer, address and which currency you want to use. The customers default address will be shown automatically.

  3. After this you will return to the Sales Order Request (CPO) document and it will have been assigned a sequence number. This means the document is saved and ready for further editing. You may also see that any default setting from the Customer document (CUS) related to the chose customer, has been entered automatically (such as delivery and payment terms).

  4. The reference number from the customer may be set in the Customer reference no field. The reference person for the customer may be set in the field Customer reference.

  5. To add articles to the CPO document, press the Create New item. This will open a popup where you enter relevant information. Choose the quantity in the Qty field and press ENTER. In the Product field, enter parts of, or the full product name to find it in the archive. If there is a fixed sales price on the article, you will see this appear in the Expected Price field. This may be adjusted.

  6. The next step will be to set the information regarding when the customer need the goods. This is performed in the Requested Delivery Date field.

  7. To add more articles easily, check the Create Another checkbox before clicking OK.

  8. When finished, use the context menu option Register sales order request to set it to Status 4.

Follow up on Sales Order Requests

A Sales Order Request (CPO), being in the process of registration, may be edited and updated in several ways.

To register a CPO, use the context menu option Register sales order request. The order is now closed for editing.

To cancel parts of an order you may highlight the desired item line and press ENTER to open the CPOITEM. Choose the Cancel item option in the context menu. This may be used in cases where the customer only wants parts of the goods for the same terms.

To confirm the order, you may easily transport this to a Sales Order (COA). There are two methods of doing this, either if it is the whole CPO or just parts to be ordered. The criteria for transporting items from a CPO to a COA is that the CPO is in ST:4 or higher. This status indicates that the CPO has been registered.

  1. To transport parts of an order request to a sales order, highlight the item line and press ENTER to open the CPOITEM. Click the Forward to sales order... option in the context menu. Then choose Forward to new order if the item line is to be added to a new packing list. If not you may choose Forward to existing order and select an existing COA. If the item lines to be transported has a quantity higher than 1, you may choose the quantity transported.

  2. To transport a whole CPO to a COA, Click the Forward all items to sales order.. option in the context menu. Choose the Forward to new order it the CPO is to be transported to a new COA. If not, you may choose Forward to existing order and select an existing COA.

Sales Order (COA)

A Sales Order (COA) is a document that acknowledge and confirms prices, leadtimes and terms after the reception of a Sales Order Request (CPO).

To open the Sales Order (COA) application, find Sales in the RamBase menu and then Order handling. Click Sales orders to enter the COA application.

Create a Sales order (COA)

There are four methods of creating a Sales order (COA).

  1. Create a new COA by selecting Create new order.

  2. Transport a Sales quote (CQU) to a COA.

  3. Create a COA from a Sales order request (CPO).

  4. Transport a COA to a new COA, in situations where there are changes of price, delivery terms etc.

Create a new Sales Order
  1. To open the COA application, select Sales > Order handling > Sales orders in the RamBase menu.

  2. Select Create new order in the bottom left corner.

  3. Enter the customer name in the Customer lookup field, or select to open the lookup menu. Choose the customer. If the customer has several addresses, choose the customer address in the Address lookup field. The address displayed is the address chosen as default in the Customer archive. To add a new address, select Add new shipping address.

  4. Select Create.

  5. The COA is assigned a Sales order number. The number is given below the content menu and also in the Program field. This indicates that the document is saved and available for further processing. All stored information about the customer is also available, such as inherited terms.

  6. The Shipment pane shows all shipment-related information. You can specify the following:

    1. Delivery terms. Select the Delivery terms from the menu.

    2. Shipping service. Select the Shipping service from the menu.

    3. Net weight. Displays the net weight of the package (excluding the packaging material) in kilograms.

    4. Consolidate shipping advices. Enable this setting If there are several orders that must be consolidated into one shipment,

    5. Consolidation field. Select the field that connects the consolidated orders. This field is only visible when Consolidate shipping advices is selected. The available options are:

      1. Items customers reference number. Select this option to consolidate the shipping advices by matching Item's Customer reference number.

      2. Customers reference number. Select this option to consolidate the shipping advices by matching Customer reference number.

      3. Customers reference. Select this option to consolidate the shipping advices by matching Customer reference.

    6. Ship sort by. Specify the field to sort by when creating shipping advice items.

    7. Shipping day. Specifies when the goods should be shipped. This is used to calculate the scheduled shipping date for each item.

    8. Ship based on confirmed delivery date. If enabled, the scheduled shipping date for each item is calculated based on confirmed date rather than the requested date.

    9. Only ship entire orders. Select this checkbox if you want to ship all the items of a sales order together. The items of a sales order will not be split into several shipments.

    10. Only ship entire order items. Select this checkbox if the total quantity of a sales order item always should be shipped together. The quantity will not be split into several shipments.

    11. Ship items with equal scheduled shipping date together. True if all items of a sales order with the same scheduled delivery date should be shipped together.

    12. Freight for each shipment. If this checkbox is not selected, freight is only calculated from one shipping advice if the sales order has several shipments.

  7. The Purchase order number from the customer can be specified in the Customer reference no. The reference person for the customer can be specified in Customers reference.

  8. To add products, select Create new item. In the popup that appears, choose the quantity in Qty and enter the product name in Product to find it in the archive. If there is a fixed sales price for the product, it is given in the Price. The price can be changed. The price is set in the following order:

    1. Sales price from the product for the PriceGroupAgr the customer belongs to.

    2. Sales price from the product according to special PriceQtyAgr with customer.

    3. Sales price from the product according to SalesQty.

    4. Calculated based on GM (Gross Margin) in COM.

    5. Calculated based on gross margin 25%.

      1. NOTE: If the item has a quote connected to the customer with a better price, this will appear in the popup in the field called Price Based On,by default. You can specify the price to use for the Sales Order Item (COAITM ) in the dropdown menu. If the quote has not been activated, it will show in the list, but the COA is not set to Status ST:4 before the quote has been activated.

  9. Specify the Requested delivery date, Select and choose the date, or enter it manually in the fomat yyyy.MM.dd.

    • NOTE

      If this is a high priority sales order, and the parts needed are linked to other orders, select Activities and operations > Assign to Stock, which re-links the necessary parts to this order. This is not possible if the parts have been locked or if the target order is in Status ST:1 (Pending registration). This function is only available if it is activated in the settings.

  10. If you need to add several items, select Create new item and add items until all the items are added.

NOTE

Where the sales order is a free sample for a customer, select Mark sales order as sample order. This removes the cost of the items and adds a Free sample text box.

Create a Sales Order from a Sales Quote

To create a COA from a CQU, you will need to forward the CQU to the COA document. A COA based on a CQU will always contain the same information as the quote, but with the option to add or change information.

Create a Sales Order from a Sales Order Request

To create a COA from a CPO, forward the CPO to a COA.  A COA based on a CPO  will always contain the same information as the order, but you can add or change information. When creating a COA from a CPO, the COAITM does not inherit the price information from the CPOITM, but from the Article (ART) register. Expected Price from the CPOITM is shown in the COAITM, and if there is a discrepancy between these, a warning will show.

Create a Sales Order from a Sales Order

To create a COA from a COA copy the COA to a new COA by selecting Copy sales order to a new sales order. A COA based on a COA is always set to Status ST:1 and contains the same information as the original COA. However, you can add or change some information.

  1. You cannot change the account or currency.

  2. All items with status less than Status ST:9 are copied over to the new sales order.

  3. The item values, such as quantity, price, discount and article number. All other fields inherited from the article will be updated with current article values.

  4. If the item has a special structure on the original COA, the new item will get the standard structure of the KIT.

You can also select Copy to new sales order item at the item level to copy the item to either a new or an existing COA. If the item is copied to an existing COA, the values in the account, location and currency fields in the existing COA must be identical to the corresponding fields in the source COA.

  1. To copy special structures from the original COA to the copy, in CSV, enter COPY*SPECIAL*STRUCTURE and select the Enter key.

  2. Select Copy special structure when copy sales order.

Ship Order Items With Equal Scheduled Shipping Date Together

It is possible to delay the shipment of items until some of the other items on the sales order are ready. This is performed in the Shipment area with the option Ship Items With Equal Shipping Date Together.

This function is available on the following documents: Sales Order (COA), Customer Quote (CQU), Purchase Order (CPO) and Customer (CUS).

Enabling this option will ensure that shipments with the same shipping date will go out together by not displaying items as ready for shipping before all items with the same shipping date is set to ready.

Set expected time of delivery

Several applications are connected to an order document to give the seller information about possible delivery date. Stock assignments gives an stock overview for necessary parts and raw materials for the requested product. Resource load in production gives an overview of workload for necessary resources (machines/peoples) to manufacture the requested product. ProdPlan gives an overview of running productions for the requested product.

The most important date stamps on an order acknowledgment are Requested date, confirmed delivery date and deldate, which is calculated based on these two and Delivery day.

Requested date is the delivery date requested from the customer. Requested date is the basis of accurate delivery statistics and is a key value for managing deliveries. Confirmed date is first set by the seller (or automatically by the system), but can be changed due to delays in procurement or production. The RamBase system gives information about changes in confirmed delivery date, and reconfirmed order acknowledgments can be sent to customers.

Requested date (REQ) and confirmed date (CONF) can be set on each order item, or on all order items as a whole.

Follow up on Sales Orders

When a Sales Order (COA) is created it will be assigned to inbound goods in the Assignment Register (SAR) by the FIFO principle. The assignment may be inspected by clicking the Stock Assignments option in the action menu under the menu folder Inspects and views or by using the icon in the item line.

If special purchase prices quoted from suppliers (SQU) exist, such a quote can be suggested as basis for the Purchase Order (SPO) for this specific COA-ITM and will then also be used as basis for GM calculation.

To choose a quoted purchase price as basis for purchase order, choose a valid purchase quote in the Based On-field under the Landed Cost folder in the COA item. A valid purchase quote is understood as it’s expiry date is higher than todays date. The chosen SQU will then show up in the purchase program as information to the purchaser.

Gross margin is calculated using the formula: (((Sales Price - Cost Price) * 100) / Sales Price).

The approval system can be configured so that COA-ITM with gross margin below a certain threshold value must be approved by a supervisor.

If the items on the COA are not in stock and are to be manufactured internally, uncheck (if checked) the Block for production-checkbox in the Product area in COA item view. The COA will then be available in the production planning tool.

NOTE: It is also possible to use the multi-select option, where you click on the status icon of the item to select. The options you have available when performing multi-select are as follows:

  1. Forward selected items to sales order

  2. Forward selected items to shipping advice

  3. Delete selected items

  4. Clear selected items

  5. Cancel selected items

Easy filtering of Sales Order Items

It is possible to filter out specific Sales Order Items using the RamBase filter field. There are many different pre-defined filters you can use to filter out the exact items you need based on several criteria. If you would, for example, want to find all items with messages attached, you could use the following procedure:

  1. To find a specific Sales Order Item, open the COAITEM (COAITEM) application, find Sales in the RamBase menu and then Order handling. Click Sales order items to enter the COAITEM application.

  2. Click the cogwheel icon above the item lines.

  3. Find Columns and check the option Highlighted Notifications.

  4. Use the filter field an choose the option ContainginNotificationTypeID (if you do not know the type of message).

  5. Then choose ContainingNotificationTypeID, which will open a popup where you can choose the filtered categories of Sales Order Items, based on your access level.

  6. Choose the category you suspect the Item will be in and click the Select button. You will now be able to see the relevant Items in the menu to the left.

Copy COA to COA

Choose currency on a customer transaction document

Customers can trade in many currencies. The currencies are defined for each Customer (CUS) in the CUS application.

If a CUS trades in more than one currency, you will get a popup asking you to choose currency when entering a new document.

Inspect gross margin

  • The gross margin (GM) of every order item is calculated directly and presented for the seller as soon as sold goods are connected to a purchase through a stock assignment.

  • The gross margin is calculated from the formula (((SalesPrice - CostPrice)*100) / SalesPrice).

  • A sales price can be set both as fixed price-calculated margin, or as fixed margin-calculated price.

  • Approvals can be configured so that order-items with gross margin below a certain threshold value has to be approved by a supervising employee.

  • GM on the document level is calculated when the customer order (COA) is created. GM on the item level is recalculated based on what the item is linked to.   

    • If the goods get a cost price higher than the sales price, it will get a negative GM. But the document will still have the original GM.

Products without assignments

Certain products are intangible, and therefore cannot be assigned to a specific warehouse. These products can be freight, consultant hours or various types of fees. They can be added to orders but cannot be assigned to a warehouse, so you must specify them as products without assignments.

Use the classes X (Expenses (No article)), V (Value Added Sevice) and Z (Zero) to create a new product without assignment. Products with class Z are never assigned. For products of class V or X , assignment is optional.  When you select these classes during the first step of creating a new product, the field IsNotUsingAssignments in the Main Data folder is active by default. When these products are added to a Sales Order (COA), they are directly forwarded to a Sales Invoice (CIN). When they are added to Purchase Orders (SPO), Goods Receptions (SSA) can not be created, but the items can be directly forwarded to Supplier Invoice (SIN).

Change customer or address on Sales Order

To change the Customer (CUS) of a Sales Order (COA) in edit mode, click the downward arrow below the Customer Id field. This will open a popup where you may filter out and change the CUS for the selected COA.

It is also possible to change between shipping addresses by clicking the edit-icon in the Shipping Address. This will open a popup where you may filter out and change the shipping address for the existing order. You can also add a new address using the Create New Address-button in the lower left corner.

File handling on Sales Orders

File attachments such as drawings, terms, contracts, certificates and deviation forms are in many situations desired by the customer. This means that these documents need to be available and able to be included in a Sales Order (COA). The document can be attached to the COA or just on the email sent to the recipients, or both.

There are several methods of connecting attachments to a COA. The criteria is that the files need to be included directly on the COA, or they need to be included on a connected article.

To attach files to a COA, you can easily drag and drop the desired file in the window while in the COA, article or other documents. An alternative is to click the Context menu option (under the menu folder Inspects and views) Notes and Attachments, and upload the file(s) in question using the Attach file-button. The latter alternative limits the uploads to one at a time, while in the first you have support for several files at a time.

Assuming all documents are uploaded, either on the COA or on connected articles or other transaction documents, you have the option of controlling which documents to follow the output of the COA. Choose the option Select attachments for email in the context menu, which opens a popup where you may select the desired documents. Click Update after you have made the selection.

Suggest a specific purchase quote for procurement

It is possible to lock a Sales Order (COA) item to a specific Purchase Quote (SQU) agreement using the Base Reference field (Bref).

The criteria for this action is that you have a Purchase Quote (SQU) in ST:4 and it is not created toward another Customer (CUS).

  1. Create a Sales Order (COA) and add the same item you have in the Purchase Quote (SQU).

  2. After the item has been added, double click on the item line to open the item details.

  3. In the Cost folder, click the edit icon next to the Based On field to open the Select Bref popup.

  4. The Purchase Quote (SQU) will be available in the item lines. Double click this item line to add the Purchase Quote (SQU) as source.

  5. Press Esc to go back to the COA view.

  6. In the Context menu, choose the Register and send sales order... and forward the COA to the customer.

  7. Open the Purchase (PUR) application, find Procurement in the RamBase menu and then Purchasing. Click Purchase handling to enter the PUR application.

  8. Enter the Pending Items folder where the COA will be available. Highlight the desired item line and press ENTER.

  9. Click the SQU Supplier radio button to filter out the correct order. Highlight the result and press ENTER.

  10. You have now created a Purchase Order (SPO) based on the Purchase Quote (SQU) agreement. You can see the link to the original SQU in the SPO document.

Notes and messages on Sales Order

Messages can also be added to a Sales Order (COA), whether information meant for internal or external use. Internal information will only show in RamBase while external information will be available for print and/or mail.

To add internal information on the COA you can click the Add a message-button on the bottom left, which opens a free text field when clicked

To add external information on the COA, click in the Note text field and add your information.

To add internal information on a COA item line, use the Add a message-button to the right in item view.

To add external information on a COA item line, use the Note text field and add your information in item view.

Sending the Sales Order

The Sales Order (COA) is most often sent by e-mail, either to one or several recipients. The recipient(s) are retrieved from the Send document by-field on the COA. Here you will find a list of all contacts related to the customer who are set up as recipients for this type of documents, in addition to yourself.

The COA will normally be sent using the default settings, but these may be changed if desired. This can be done by using the option Review Sales Order in the context menu. Then you can choose if you want to send the original or a copy, and the method of sending.

To register a COA and subsequently send it to the desired recipients, you need to use one of the action menu options regarding forwarding the document. This will close the COA for editing and if the customer request any changes, the COA must be transported to a new COA.

Cancel or modify a Sales Order

To cancel parts of a Sales Order (COA), you may enter the desired item(s) and use the context menu option Cancel Item. This is normally performed in situations where the customer only want parts of the delivery, or where the seller can not deliver all items on a COA anyway.

To cancel parts of a COA item, you may enter the desired item and use the context menu option Forward to sales order. In the Forward to sales order popup, write the amount you want to cancel in the Forward quantity field. Click on the Forward button to create a new COA. In the COAITEM view for the new COA, change the Quantity field to 0 and register the COA.

To cancel the whole COA, use the context menu option Cancel sales order. This will cancel the total order.

Change parts of a Sales Order

If the customer wants to discuss the terms, change required delivery date etc they have got confirmed in the COA and the seller agrees to this, the COA must be transported to a new COA. There are two ways of doing this, depending on if it is the whole order, or just parts of it the customer wants to change.

To transport all, or parts of a COA to a new COA, click the action menu option Forward Item. Then choose destination Forward to sales order if the lines is to be added to a new COA. If not you may choose one of the existing COAs available when choosing the Forward to existing order in the popup. You may also add the cause of the change if desired in the Caused By field, and/or add a note in the Note field.

If the item(s) to be transported to a new COA has quantity higher than 1, you may also choose the quantity to be transported using the Forward Quantity field. If you do not want the full quantity transported the remaining quantity will remain in the original COA.

Delete and backward item

To backward the item to the previous document, choose the Delete and backward item option in the context menu. It is also possible to use the trashcan icon on the item line.

Change confirmed date on Sales Orders

If there are any changes to confirmed delivery date in a Sales order (COA) that has already been sent to customer, this must be confirmed again and the customer must be informed. There are several ways to change the confirmed delivery date in a Sales order item (COAITEM):

  • Automatically based on confirmed delivery date from supplier/production. If the ReConfirm Sales Order (COA) setting is ON, the confirmed delivery date will be automatically updated if there is a change in the confirmed delivery date in the Purchase order response item (SOAITM) or the Production work order (PWO) this COA has assignments from.

  • Forward the item or all items to a new COA, and update the confirmed delivery date in the item(s) before the new COA is registered. The advantage of this process is that the new COA is sent to the customer.

  • Change confirmed delivery date in already registered sales orders. This can be done by simply selecting a date in the Confirmed delivery field in the Sales order item (COAITEM), or the same delivery date can be set for all active items using the context menu Update confirmed delivery date on all items... option.

When a Sales order item (COAITEM) or all items are forwarded to a new COA, the user can choose whether the change is caused by Us or the Customer. Same if the context menu Update confirmed delivery date on all items... option is used. If the confirmed delivery date is set automatically, or by updating directly in the field, RamBase will understand the change as it is caused by Us.

Us or Customer can be found in the Change caused by field in Sales order item (COAITEM)

SAR Optimize

Abbreviations used in this topic
  1. SSA (Supplier Shipping Advise which are used to store goods in stock)

  2. SOA (Supplier Order Acknowledgment, which is a purchase order that has been confirmed and is a part of supplier backlog. This is to be understood as goods that are to be received in to stock in the future)

  3. SPO (Supplier Purchase Order, which is a part of supplier backlog. This is to be understood as goods that are to be received in to stock in the future)

  4. PWO (Production Work Order, which is used for manufacturing products in-house. In this documentation PWO means each and one material in the kit structure of a PWO)

  5. COA (Customer Order Acknowledgment, which is an Customer Order that has been acknowledged by the selling company)

  6. CQU (Customer Quote)

  7. BufQty (Goods that are held as a buffer for a customer)

  8. SAR (Stock Assignment Register, which keeps the assigned links between Stock/Supplier backlog and Purchase Work Order/Customer Order acknowledgments/Customer Quote

  9. DelDate (Delivery Date. The day a Customer Order should be shipped out of the warehouse or material should be ready for a Production Work Order)

  10. KitStartDate (This is a calculated date for each material in the kit structure of a PWO. It is set equal to the date the OPR (Operation) it's linked to should start)

  11. PUR (The application used for creating SPO)

  12. ART (The archive of articles)

  13. S&D (Ship & Debit)

  14. SQU (Supplier Quote)

  15. BREF (The base Reference for calculating GM (Gross Margin) in a COA

  16. REQ (Requested Date)

  17. CONF (Confirmed Date)

  18. FIFO (First In - First Out, a principle for selling out/using the oldest stock first)

The purpose of the the SAR Optimize batch is to link PWO, COA and CQU to goods in the most optimized order. The program will try to achieve that these get links to SSA, SPO and SOA which fulfill their DelDate. The COAs and PWOs that are going to be delivered first will get the 'best' links etc. 'Best links' is understood as closer to Stock in time, -the better.

CQU will only link to goods for the quantity given in BufQty. It doesn't have a DelDate, so the program will understand it as DelDate is equal to today's date. It will only be optimized to link to goods in stock, not to supplier backlog.

SAR and linking in general

The links between PWO/COA/CQU and SSA/SOA/SPO are stored in SAR. If there is not enough goods available in stock or supplier backlog, the PWO, COA and CQU will be linked to 'Pending'. This will generate a purchase need that is visible in the PUR application.

Step 1 Recalculate DelDate

As a pre-step for optimizing SAR, the program will check whether Delivery Date in PWO is correct calculated. If it's not, it will be recalculated as KitStartDate - x days. X is a number of days set up as a margin in COM. Can be found and update in the parameter 'DeliveryAndRequestDateMarginDays' in the SETTINGS Application.

Step 2 Stock Assignment Window

This step is optional, the setting AssignmentWindowSalesLeadTimeAdder must be given a value, and at least one of the settings AssignmentWindowForSalesOrder or AssignmentWindowForProductionOrder must be turned on. The Assignment Window is defined as SalesLeadTime of article plus the margin set in AssignmentWindowSalesLeadTimeAdder.

The purpose of step two in the SAR Optimization Batch is to ensure that only sales/production order items with delivery date inside the Assignment Window are linked to stock and purchase orders. Sales/production order items with delivery date outside of the Assignment Window are linked to PENDING, and these items are marked in Stock Assignment Register to prevent Step 3 of the SAR Optimize Batch to link the order to stock or purchase order.

Step 3 Optimize links

This step runs as default for PWO and CQU, COA is optional. If it should run for COA as well, the setting CusOrderStockAssignmentByOptimizeMethod in COM has to be turned on. This documentation assume this setting is on.

Find articles that should be optimized

The requirements for an article to be optimized are:

  1. Class must be <'V' and not 'KM'. In practise this means ordinary parts/material/kits and not service or cost articles.

  2. Not reserved from the SAR optimize batch by having the value 'R' in 'Blocking' in ART.

For these articles, the program will the check whether there exists COA, PWO or CQU that are candidates for re-linking to better links.

The requirements for CQUs, COAs and PWOs to be a candidate are:

  1. Linked to SPO, SOA, PWO or PENDING. (If linked to stock they are not candidates as stock is defined as the 'best link' one can get)

  2. Have to be active. This means that status have to be >1 and <9

  3. Production is not started for a PWO (Means status must not be 5,7 or 8)

  4. Picking process is not started

  5. The SAR links are not blocked for re-linking (locked links)

  6. SAR links are not defined as outside of the assignment window

  7. COA doesn't have a special structure

  8. CQU and COA are not linked to a non-S&amp;D SQU in BREF. PWO is not linked to a non-S&amp;D SQU in KITSQUID

  9. Not linked to customer owned goods and not linked to goods returned to supplier.

Based on these claims the program builds a list of all articles found that are matching the criteria above. The job optimize one and one article and loops through all candidates that could get a better link. When there are no more links to optimize for this article, the program starts with the next and continues with the same procedure until there are no more articles left in the list.

This is described in  2 - Find COA's, CQU's and PWOs that are candidates for optimization.

Find COA's, CQU's and PWO's that are candidates for optimization.

The program finds all COA's, CQU's and PWO's from first article in the list described in 1 - Find articles that should be optimized.

The candidates are sorted by DelDate in ascending order to ensure that the ones that should be delivered first will get the best links. As CQU's do not have a DelDate, they wil be handled first.

After sorting on DelDate, the priority sorting for optimization is as follows:

  1. CQU which is linked to 'Pending

  2. CQU which is linked to SPO, sorted descending by REQ in SPO

  3. CQU which is linked to SOA without a CONF, sorted descending by REQ in SOA

  4. CQU which is linked to SOA with a CONF, sorted descending by CONF in SOA

  5. COA which is linked to Pending

  6. COA which is linked to SPO, sorted descending by REQ in SPO

  7. PWO which is linked to 'Pending'

  8. COA which is linked to SOA without CONF, sorted descending by REQ in SOA

  9. PWO which is linked to SPO or SOA without CONF, sorted descending by REQ in SPO/SOA

  10. COA which is linked to SOA with a CONF, sorted descending by CONF in SOA

  11. PWO which is linked to SOA with a CONF, sorted descending by CONF in SOA.

The program has now built a list of documents that should be optimized within one article.

Relinking

The next step is to try to relink to the 'best link' for CQU's, COA's and PWO's in the list described in 2 -  Find COA's, CQU's and PWOs that are candidates for optimization.

The preferred links for CQU are in prioritized order:

  1. SSA with free quantity, sorted ascending by Date of the SSA

  2. SSA which are linked to COA/PWO with a DelDate which is later, sorted ascending by Date of the SSA

The preferred links for PWO are in prioritized order:

  1. SSA with free quantity, sorted ascending by Date of the SSA

  2. SSA which are linked to COA/PWO with a DelDate which is later, sorted ascending by Date of the SSA

  3. SOA/PWO with CONF and free quantity, sorted ascending by CONF. CONF in SOA/PWO must be earlier than CONF in the existing link for the PWO

  4. SOA/PWO with CONF and which is linked to COA/PWO with a later DelDate, sorted ascending by CONF. CONF in SOA/PWO must be earlier than CONF in the existing link for the PWO

  5. SPO with free quantity, sorted ascending by REQ. REQ on SPO must be earlier than REQ in the existing link for the PWO

OR

  1. SOA/PWO without CONF, but with free quantity, sorted ascending by REQ. REQ in SOA/PWO must be earlier than REQ in the existing link for the PWO

  2. SPO which is linked to COA/PWO with a later DelDate, sorted ascending by REQ. REQ in SPO must be earlier than REQ in the existing link for the PWO.

OR

  1. SOA/PWO without CONF, which are linked to COA/PWO with a later DelDate, sorted ascending by REQ. REQ in SOA/PWO must be earlier than REQ in the existing link for the PWO.

The preferred links for COA  are in prioritized order:

  1. SSA with free quantity, sorted ascending by Date of the SSA

  2. SSA which are linked to COA/PWO with a DelDate which is later, sorted ascending by Date of the SSA

  3. SOA/PWO with CONF and which is linked to COA/PWO with a later DelDate, sorted ascending by CONF. CONF in SOA/PWO must be earlier than CONF in the existing link for the COA

  4. SOA/PWO without CONF, but with free quantity, sorted ascending by REQ. REQ in SOA/PWO document must be earlier than REQ in the existing link for the COA

  5. SOA/PWO without CONF which are linked to COA/PWO with a later DelDate, sorted ascending by REQ. REQ in SOA/PWO must be earlier than REQ in the existing link for the COA

  6. SPO with free quantity, sorted ascending by REQ. REQ in SPO must be earlier than REQ in the existing link for the COA

  7. SPO which is linked to COA/PWO with a later DelDate, sorting ascending by REQ. REQ in SPO must be earlier than REQ in the existing link for the COA.

If the SSA/SPO/SOA/PWO that is found has enough free quantity, the CQU/COA/PWO will be delinked from its current SAR link and relinked to the new.

If the SSA/SPO/SOA/PWO that is found has not enough free quantity, the optimize program will first delink existing links for COA/PWO to increase free quantity. Then the CQU/COA/PWO will be delinked from its current SAR link and relinked to the new.

If the existing link is for a PWO with CONF, or a COA with CONF and the setting CusOrderReassignedByOptimizeJobIfConfIsFulfilled is turned "ON", the batch will only delink it if it can find enough free qty to fulfill the need of the PWO/COA in prioritized order:

  1. SSA, sorted ascending by Date

  2. SOA/PWO with CONF that is earlier than CONF at the mainlevel of the PWO/COA, sorted ascending by CONF

Otherwise the COA/PWO which was delinked to increase free quantity in the SSA/SOA/SPO/PWO document will be linked to PENDING and added to the list described in 2 -Find COA's, CQU's and PWOs that are candidates for optimization.

This COA/PWO will now be handled during a later iteration of the relinking process described in 3 - Relinking.

If an article is set up with PackQty or SubQty, the optimize batch will only relink COA/CQU to quantity that is multiple with SubQty, -or with PackQty if SubQty is blank. This rule does not apply for PWO.

Step 4 Optimize Stock according to FIFO principle

This step runs as default for PWO, COA is optional. If it should run for COA as well, the setting CusOrderStockAssignmentByFIFOMethod in COM has to be turned on. This documentation assume this setting is on.

The purpose of this step is to ensure that the oldest stock is used or shipped out first.

Find articles that should be optimized

The first thing the FIFO step does is to find which articles that are candidates for being relinked.

The requirements for an article to be relinked are:

  1. Article is to be found in SSA with free quantity

    or

  2. Article is to be found in SSA which is linked to PWO/COA

    and

  3. Picking process has not yet started

  4. LinkLock is not set in SAR

  5. The stock is not of type special structure

  6. Stock is not reserved for a specific customer

  7. Stock is not returned to supplier for repair

  8. Delivery date is not outside of the Assignment Window

  9. The article is not excluded from autorelinking

Find Stock that should be optimized

When all articles that should be optimized in this step in found, the program work with one and one article a time an build a list the SSAs that can be optimized.

The SSAs are sorted descending by Date. Means that the oldest stock is handled first.

ReLinking

The PWO or COA with the earliest DelDate should link to the oldest goods first. The relinking starts with the first SSA in the list described in 2 - Find SSAs that should be optimized. The program searches for PWO/COA that are linked to other SSA with a newer Date.

The PWO/COAs that are found are sorted ascending by DelDate and are handled one by one. If any of them have an earlier DelDate than the PWO/COA that is already linked to the SSA that is handled, the program delink this and link a COA/PWO with an earlier DelDate to the SSA. The COA/PWO that got delinked will then be added to the list of COA/PWO that will be handled in the Next iteration according to it's DelDate.

If an article is set up with PackQty or SubQty, the FIFO step will only relink COA to quantity that is multiple with SubQty, -or with PackQty if SubQty is blank. This rule does not apply for PWO.

Summary

PWO and COA which are relinked by the FIFO step will still have link to goods in stock, but the link might be changed to a different SSA.

Sales Location

An order is connected to goods stored on a specific warehouse location (or manufactured on a specific location). It's possible to configure RamBase in a way that several companies are selling goods from one central location.

Create a new location
  1. To open the Location (LOC) application, find Logistics in the RamBase menu and then Warehouse mangement. Click Locations to enter the LOC application.

  2. Click the Create LOC icon in the lower left hand corner.

  1. A New Location window appears where you add:

    • Loc: The location name abbreviation.

    • Name: Company name with address.

    • Country: The location country.

  2. Click OK.

  3. An empty Location - MainData window appears where you add details about the new location.

Mandatory fields
  • Loc

    The location name abbreviation.

  • Name

    Company name with address.

  • Addr1

    The location address.

  • City

    The location city and the postcode in the adjoining field.

  • Country

    The location country.

  • CCode

    The country code, two letters.

  • Phone

    The location phone number.

  • Email

    The location email.

  • LocName

    The full name of the locations.

  • WhModel

    The warehouse model system.

  • Db

    The database related to the warehouse.

  • Class

    The location class.

Sales Order Change Request (CRC)

Sales Order Change Request (CRC) is used in instances where a customer requires a change in a registered Sales Order (COA).

How to create a Sales Order Change Request
  1. Find the COA you want to perform a change on. Enter the item you want to change.

  2. Find the Change Request folder down in the right corner.

  3. Click the Create new change request button. This will set the COA to ST:5 (Pending change request).

  4. Enter the customers reference and reference number and click OK.

  5. You will now enter the CRC main document. You can change or add information, such as reference number/name or add a note.

  6. The top item in the bottom half of the screen is the original item. The one below is the changed item. The default is that the item will be deleted, as you can see from the orange warning. The Inspect-icons at the top links directly to the original COA in the top one, and the bottom one links to the specific product(s).

  7. Click the Add Item button. You will now see a popup where the total item quantity is listed in the Quantity field. This is the quantity you can change.

  8. Add the product you want to change in the product field. This can either be the same product, if you only wanted to change delivery date or quantity, or a different product if the customer wants to change the product.

  9. Use the top menu to either register or delete when finished.

  10. If you choose register, the COA will still be in ST:5, until you enter the CRC again and click Accept and forward to sales order. If you choose the option Decline sales order request, the CRC will go to ST:9, and the COA will return to the status it had before the CRC was created.

  11. After clicking Accept and forward to sales order you will get the option of forwarding to New Order or Forward to existing order. The former creates a new COA and the latter will add this to the COA you find in the search menu.

NOTE: remember that the total quantity will be deleted by default. Any inaction towards the remaining quantity will remove these from the sales order.

Assignment Window

Assignment Window is used to ensure that only sales order items and production work orders with delivery date inside this window link up free quantity in stock and incoming orders. This way, the free quantity in can be linked to short-term sales orders and production orders.

There are a few setting that needs to be enabled before this function can be used:

  1. The setting AssignmentWindowSalesLeadTimeAdder must be turned on for Assignment Window to apply. In this setting, the user also has to set X number of days as a margin that will be added to the number of days in SalesLeadTime of the article. In case no margin is to be used, the value should be set to 0.

  2. In case Assignment Window should apply for COA, AssignmentWindowForSalesOrder must be turned on.

  3. In case Assignment Window should apply for PWO, AssignmentWindowForProductionOrder must be turned on.

  4. The company will in addition need to be set up to run the nightly SAR Optimize job

The stock assignment window is defined using the fields SalesLeadTime on the product (ART), where the amount of days, which will be added to the amount of days set in the settings, can be set.If an order is outside the stock assignment window set, the order will be set as Pending (unless the link is locked). It will not be visible in the Purchase (PUR) program, or Prodplan, as long as the Assignment Window filter is active, as it will be by default when the settings above are turned on.

Clicking the pending article in PUR will open the pending article view. Here you can see a new column called Outside Assignment Window, which shows if a product is inside or outside the assignment window. The same goes for Production Work Orders (PWO) in Prodplan, where you can find this same column in the folder Pending by Week when clicking on a pending production.

Example: If a sales order is created and contains an article that has 15 days set on the SalesLeadTime, and zero days of margin in the settings, the sales order will not be available for purchasing/production until 15 days prior to requested date.

Subscriptions

A subscription process may be defined as the process where something is sold on a subscription basis. Subscribers will order the goods automatically, unless cancelled by the subscriber in advance.

Output from the subscription process

  • Contract sale to agreed terms within a defined period.

  • Declined sale presented to customer.

Examples of subscription sales are books sold in a book club, stamps in a stamp club or magazines from a publisher.

The subscription is often limited to a period, where the subscriber is rewarded for committing over a certain period.

Tasks related to this process

  • Creating a subscription

    Set terms for the subscription, such as period, membership and frequency.

  • Creating offers concerning the subscription

    Offers can be sent out concerning the subscription to all subscribers.

  • Creating subscription orders

    Orders will be automatically created if they are not cancelled in advance by the subscriber.

  • Maintain subscribers

    Subscribers sign up and off. This overview must be maintained.

Settings for Sales - Subscriptions

Setting name

Description

Default Customer on Sales Quote (CQU) for Subscription

Value in this setting is the CustomerId for Default Customer that should be used on Subscription Sales Quote (CQU). These quotes have TYPE=SUBSCRIPTIONS. Format to be used: CUS/NNNNNN (N for numbers)

Email address to notify changes in Subscription

Value in this setting is a email address to the company using Subscription functions in Rambase. When the company customers signs up for a Subscription or Unsubscribes, mail will be sent to this addres. Format to be used: Hatteland@Hatteland.com (e.g)

Subscriptions (SUB)

The Subscription (SUB) application manages subscriptions, such as subscriptions for magazines, catalogues etc. The system has functionality for handling creation of subscriptions, cancellation of next shipment of subscription and unsubscribing customers.

To open the Subscription (SUB) application, find Sales in the RamBase menu and then Subscriptions. Click Subscription management to enter the SUB application.

The SUB application shows you all existing subscriptions, with a drop down menu and radio buttons to further filtering for relevant subscriptions.

Create a subscription

  1. To open the Subscription (SUB) application, find Sales in the RamBase menu and then Subscriptions. Click Subscription management to enter the SUB application.

  2. To open the Create Subscription popup, click the Create new icon in the lower left hand corner.

  3. Enter a name for the subscription in the Name field.

  4. Select the type of subscription you need in the Class field. The alternatives are:

    • Periodical

      This is a type of subscription that involves periodic shipments to the customer with products that may change from period to period. To manage the shipments, each period is represented by a separate Sales Quote (CQU) document, where the ValidFrom and ValidTo dates determine the period, and the item lines on the CQU represent the products of that period.

    • Serial

      This is a type of subscription that involves a series of shipments, such as pages from a cookbook, where you periodically will receive different pages of the book until you have got the complete book. To prepare which products that are going to be shipped when, you create a single CQU for the complete serial. Use the Step field to indicate how many CQU items you will ship each time.

    • Accessories

      This is a type of subscription where the system automatically sets up a subscription for accessories when the customer buys the product.

    • News

      This is a type of subscription that involves the shipments of products as they become available. Typically you will wait to setup the CQU until the products are available, and then enter a reasonable period by means of the VaildFrom and ValidTo dates, from which you manage it more or less as any other subscription.

  5. If you have chosen the Serial alternative in the Class field, use the Step field to indicate how many CQU items you will ship each time.

  6. The Blocking field lets you choose between two alternatives:

    1. Block for CancellationThis option will block the subscription from being cancelled by customer.

    2. Block for UnsubscriptionThis option will block the subscription from being unsubscribed. Typically used in instances where the Serial class has been chosen, to disable the possibility to unsubscribe before the complete serial has been received.

  7. The Membership field is used in instances where the subscription is to trigger a certain membership.

  8. Click OK to complete the registration and move on to the creation of subscription content.

Building the subscription content

Once a new Subscription (SUB) is registered, the Subscription window is displayed. From here you may create a Sales Quote (CQU) document to hold information about the products and prices that the subscription consists of.

Here you may also add the subscription to a group. The groups are defined by JHC.

  1. To open the Subscription (SUB) application, find Sales in the RamBase menu and then Subscriptions. Click Subscription management to enter the SUB application.

  2. Highlight a SUB and press ENTER.

  3. Enter the Quotes folder.

  4. Click the Create CQU icon in the lower left-hand corner.

  5. This opens the Create Sales Quote popup, where you need to enter:

    1. ValidFrom: Enter the date the subscription starts.

    2. ValidTo: Enter the date the subscription ends.

  6. Click the OK button. This opens a Sales Quote (CQU) flagged as Subscription.

  7. Follow standard RamBase procedures to add products.

  8. When you are finished, press F12 to open the action menu and choose the option Forward to Customer.

  9. Repeat the process if more than one CQU is required. This is normally done for subscriptions of type PERIODICAL where you need to change the products for each period.

Creating a subscription quote

After the registration is finished you will be in the Subscription window. This is where you will build the subscription content, add customers and handle the customers subscriptions status.

The first step in building subscription content is to create a Sales Quote (CQU), which will list the subscription items. This CQU will be created for a default customer set up in companies configuration settings.

  1. Click the Create CQU icon. This will open a window where the initial information regarding the CQU must be entered.

  2. On the right side of the window you can see all CQUs related to this subscription. On the left side you have two fields where you must state the duration of the subscription. ValidFrom defines the start of the subscription period while ValidTo defines the end.

  3. Click OK when you are finished to open the CQU item window.

  4. Click the Create new Item icon and add the desired subscription item.

  5. Repeat the process if more than one CQU is required. This is normally done for subscriptions of type Periodical, where you need to change the products for each period.

  6. Press F12 to open the action menu and choose the option Forward to Customer to register the CQU.

  7. Close the CQU document to return to the subscription document.

Creating a scheduled order

To create the scheduled orders that are supposed to be sent in the next shipment, we start a process called pre-order.

  1. To open the Subscription (SUB) application, find Sales in the RamBase menu and then Subscriptions. Click Subscription management to enter the SUB application.

  2. Locate the desired SUB, highlight the item line and press ENTER.

  3. Enter the Quotes folder.

  4. Click the Start preorder process icon on the item line for the chosen Quote.

    • Alternatively, you can start the process directly from the CQU document using the F12 option Start Preorder Process.

The pre-order process starts to transfer products and prices from the CQU to a Sales Order Request (CPO) for all the customers that subscribes to this subscription at the time the process is running. When completed, the CPOs will be set to ST=8, which means that they are scheduled to be sent to the customers. But they may still be cancelled.

You may run the preorder process as many times as you want until you have converted the scheduled orders into firm orders. Any customers that have cancelled their shipments will remain cancelled even if the preorder process is repeated. The orders that were created in the first run will also remain unchanged.

Create a Sales Order from a scheduled order

A Sales Order (COA) should be created when it is too late for the customers to cancel the next shipment.

  • Click the Start order process icon on the item line for the chosen Quote.

    • Alternatively, start the order process via the F12 option Start Order Process on the Sales Quote (CQU).

The process will transfer all Sales Order Requests (CPO) in ST=8 into Sales Orders (COA). This means that the COAs will now become a part of your backlog and should be treated like any other orders. They are no longer a part of the subscription process.

Subscribing and unsubscribing customers

Inspect a customers subscriptions
  1. To open the Customer (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.

  2. Find the customer in question and highlight the customer line and press ENTER, or double click. This will take you to the Customer document.

  3. Press F12 to open the action menu and choose the option View subscriptions.

  4. Here you will see all subscriptions for this customer. Each subscription has a status:

    1. ST:4 - Subscribed, but pending, as the date set in ValidFrom has not been reached.

    2. ST:8 - Subscribed and activate, as the date set in ValidFrom has been reached and the date set in ValidTo has not been reached.

    3. ST:9 - Unsubscribed, as the date set in ValidTo has been reached.

Create new subscription
  1. Click the Create New Subscription icon to open a open subscription window.

  2. Select a subscription

  3. Enter the subscription period using ValidFrom and ValidTo fields. A blank ValidTo field indicates a indefinite period.

  4. ShipItm is used in instances of Serial class subscriptions where the user earlier has unsubscribed before the series have been fully delivered. With the ShipItm option you have the ability to resume the subscription for the customer at the point where he unsubscribed to complete the series of subscription items.

  5. If you have chosen subscription type Serial, you will need to enter a value in StartItm to indicate which item in the serial the subscription will start at.

  6. Click OK to register the subscription.

Unsubscribing a customer

To unsubscribe a customer, simply open the subscription page and click the paintbrush icon on the item line.

Sales reporting

Without following up sales, they would dry up quickly. This process is crucial for detecting discrepancies and implementing the necessary measures.

Output from the sales reporting process

  1. The customer’s backlog is followed up.

  2. The customer’s billing is followed up.

  3. The customer’s booking is followed up.

  4. The customers’ requests/quotes are followed up.

It is wise to spend a good amount of time and resources on following up routines concerning all business areas your company is involved in. Focus on improvement will in most cases result in raised profits or larger market share. Clear routines on handling the customer’s backlog, billing, booking and request will benefit both the customer and the seller.

Tasks involved in this process

  • Reporting to management / following up key numbersThere are many types of reports which may be beneficial to be followed up by management, like backlog, booking, billing and quotes.

Sales Reports

There are several types of sales reports in RamBase. To list these reports, type RPM SALES into the program field and press ENTER. This will open a window with a line referring to sales reports. If you highlight and press ENTER on the lines, you will get a categorized overview over most sales reports in RamBase.

All reports in RamBase can be viewed on the screen, exported to a CSV file or printed out directly from RamBase. Depending on the priority of the reports they may be exported by file in, or outside, the core time, which is 08:00 - 16:00 CET.

To access a report on screen you can double click on the line in RPM, where it will be opened ready for inspection.

To export a report to print you will need to enter the report and right click, to open the action menu and choose the option Report by Email/Print. This will open a popup where you may choose the desired output using the drop down menu in the SendTo field. Then you need to set destination in the Printer field.

To export a report to print you will need to enter the report and press F12 to open the action menu and choose the option Report by Email/Print. This will open a popup where you may choose the desired output using the drop down menu in the SendTo field. Then you need to set destination in the Email Address field. At the bottom of the popup you will see when the file will be received at the set destination.

The sales reports are divided into Three categories: Customer Management, Order Handling (shows booking and backlog reports among others) and Quote Handling (typical for following up and see won/loss) Billing reports can be found under Finance module and shipments under Warehouse.

Customer Backlog (CUSBACKLOG)

The Customer Backlog (CUSBACKLOG) is a report with extensive filtering possibilities which gives an overview of expected revenue separated into categories and expected delivery dates.

To open the Customer Backlog (CUSBACKLOG) report, find Sales in the RamBase menu and then Reports. Click Backlog overview to enter the CUSBACKLOG report.

The application lists backlog by customer as default. The deliveries are listed in accordance to their confirmed date. Use the Group By field to list by e.g currency, seller, partnumber, warehouse etc.

To see the pending deliveries of a single customer, select the customer and press ENTER.

Customer sales contracts (CSC)

A contract is a written agreement between the company and a customer regarding deliveries on a recurring basis. Use the CSC application to keep an overview of your contracts and set up notifications of when a contract need a review, renewal or it is close to the expiration date.

Create a new sales contract

  1. Start in the Customer sales contracts (CSC) application. To open the CSC application, find Sales in the RamBase menu and then Contract management. Click Sales contracts to enter the CSC application.

  2. Click the Create contract button.

  3. Fill in information in the popup:

    1. Title - Name of the contract.

    2. Effective date - The start of the Customer sales contract (CSC).

    3. Expiration date - The end of the Customer sales contract (CSC).

    4. Customer - Select a Customer (CUS) from the CUS application.

    5. Main responsible - Select the person responsible for the contract.

    6. Category - Choose between three categories: Recurring sales, One-off sales & Consulting services.

    7. Renewal due days - The minimum number of days before Expiration date where the contract can be either cancelled or renewed.

    8. Is terminable - Specifies if the contract can be terminated or not.

    9. Termination notice period (days) - The length in days of the termination period.

  4. Click the OK button. This will set the CSC in status 1 (new), which means it is not active.

  5. Select the Activate option in the context menu to set the CSC in status 4 (active).

It is possible to add more optional information:

  • Backup responsible - Select backup responsible.

  • Description - Add a description of what the contract is about.

  • Financial

    • Total value - Total value of the contract calculated from value per period.

    • Value - The monetary value per period.

    • Currency - Three character code following the ISO 4217 standard for currency.

    • Period - The periodic schedule of the contract. Values: Month = 30 days, Week = 7 days, Year = 365 days & Quarter = 90 days.

Notifications

Use the Notification tab to set up who will receive the notifications and if it is for renewal, review or expiration.

Use the Outgoing emails option in the context menu to see all emails sent about the selected CSC.

  1. Enter the Notifications tab.

  2. Click the Create notification button.

  3. Fill in information in the popup:

    1. Name - Select the person to receive the notification.

    2. Event - Choose between three events: Renewal, Review & Expired.

    3. Notify days before - Number of days before the Event to receive the notification.

    4. Notify by - How to receive the notification.

  4. Click the OK button to create the notification.

Click the Edit or Discard icons to edit or discard the notification.

Follow up on sales contracts

To discontinue a CSC, use the Discontinue option in the context menu to set in in status 9 (Discontinue).

To see the changes that were made to the CSC and which user made the change, choose the Revision history option in the context menu.

To see all Sales contracts (CSC) connected to a Customer (CUS), choose the View contracts option in the context menu in the CUS application.