Company
Corporate | Company
The Accounting Method defined in the Enterprise Manager Company Setup screen determines whether the application will use "Average" or "Last Price" logic to determine product prices during "Physical Reconcile" of Commissary Orders, i.e. receiving of items into a location.
Customers
Corporate | Customers
The ordering/receiving entity for a Commissary Order or Customer Order is a Customer. Customer records are set up in Enterprise Manager, and application administrators must set up these records correctly for the types of transactions they wish to use.
There are three types of Customer records that can be created and displayed in the Customers summary screen:
- Location Customers – This type of Customer record is automatically created when a Location is created, and it appears in the Customers summary screen for the Company Location. When a store location places a Commissary Order, it is a "customer" of the supplying location. This would also be a Ship location receiving products from a warehouse.
- Internal Customers - This type of Customer is an internal entity at a location that the company controls and which maintains inventory in its own storage location, like a bar. These Customer records are created by a corporate user.
- External Customers - This type of Customer is a third-party location outside of the company such as a catering account or supermarket, or a galley kitchen that does not maintain its own inventory. These Customer records are created by a corporate user.
The following customer attributes are relevant to the Net-Chef Commissary/Customer Order process:
- Each item issued by a location may have up to four different prices, and may also be subject to markups and/or discounts. In order to determine which of the four prices to apply to items in a Commissary/Customer Order for a particular customer, the application refers to the Customer Order Pricing option selected in the Customer record: 'Cost Plus' (default), 'Standard', 'Preferred' or 'Premium'. The application also refers to the "Markup %", if any, for the customer.
- Depending on how the corporate Preferences are setup, the "Invoice" process may apply sales tax to items on the Customer Order or Commissary Order based on the State/Province and Tax Code set up for the customer.
- When a Customer Order for an External Customer is completed, the products are considered consumed and costed, meaning that the only inventory movement of the goods is out of the issuing storage locations. When a Customer Order for an Internal Customer is completed, the products are actually transferred from the issuing storage locations to the Customer’s storage location. This means that quantities are visible in inventory in the customer storage location until products are truly consumed (e.g. by Production or POS menu mix depletion). Users set up a Customer "Storage Location" by selecting the "Internal Customer" check box in the Customer detail setup screen and then selecting a "Storage (for Internal Customer)" from the related drop-down.
- User can customize the logic for determining the default "Expected Delivery Date" for a new Customer Order or Commissary Order by setting up a "Delivery Schedule" for each customer in the Customer Details screen in Enterprise Manager. The application will determine the default "Expected Delivery Date" for a new order by referring to the Weekday(s) selected in the Delivery type schedule, and use the date for the first (i.e. next) eligible Delivery Day. In the absence of a delivery schedule or selected weekday(s), the application will calculate the date as "Date = Today + 1".
Locations
Corporate | Locations
Several location attributes influence the Customer Order and Commissary Order fulfillment processes:
- The list of Customers available for Commissary Orders is limited to "Location" Customers that have the prospective issuing location selected as a Supply Location.
- Application administrators should select the "Lot Tracking" and/or "Smart Picklist" attribute for the issuing Location if they wish to use "Smart Picklist" functionality for Customer Order and Commissary Order fulfillment ("Smart Picklist" is automatically selected if "Lot Tracking" is selected). The "Lot Tracking" attribute will determine whether the application shows and displays "Lots" for Lot Tracking items.
- Depending on Tax Preferences set up, the "Invoice" process for Commissary Orders may refer to the "Ownership Entity" settings for the Supply Location and ordering/receiving Location.
Storage Locations
Products | Storage Locations
All issues (i.e. Customer Order and Commissary Order fulfillment) by a location must be made from storage locations designated as "Central Storage" locations in the Enterprise Manager Storage Locations setup screen. Therefore, all issuing locations must have at least one "Central Storage" storage location.
If any locations have customers that need to be set up as "Internal Customers" (so that items issued to these customers continue to appear in inventory until they are sold or otherwise used by the customer cost center), administrators must also set up storage locations that are not "Central Storage" storage locations.
Company Products
Products | Company Products
Several aspects of Company Product records influence Customer Order and Commissary Order fulfillment processes:
- The application uses the "Issue Unit 1" unit for a Company Product as the unit of record for Customer Orders and Commissary Orders, and uses that "Conversion" to calculate prices and to convert order quantities/values to Inventory quantities/values in Inventory and for On Hand updates, etc.
- If application administrators wish to use the "Substitution" process during Picklist or Invoice, they must define eligible Substitution Products in the "Optional" tab of the Enterprise Manager Company Product Details screen.
- When a user is creating a new Customer Order or Commissary Order, or adding items to an existing order prior to "Picklist", the user will be able to filter the list of products by "Category" (and "Subcategory" or "Microcategory" if these are in use).
- If the issuing location is a lot tracking location, the application will apply lot tracking rules to all company products with the "Lot Tracking" attribute selected.
- Depending on tax preferences set up, the "Invoice" process for Commissary Orders and Customer Orders may refer to the "Tax Code" (if any) selected for a product.
- Invoice Labels include an "Expiration Date", which is based on the "Issue Shelf Life, Days" that users may set up in the "Optional" tab of the Company Product Details screen.
Location Products
Products | Location Products
In order to be available for a Customer Order or Commissary Order, a Company Product must have a Location Product record at the location(s) (both locations for Commissary Orders).
- At the supply location, the "Re-Order CO" flag must be selected and the record must be "Active".
- At the receiving location – for Commissary Orders – the "Re-Order CO" flag must be selected.
The following other attributes from the Location Product record impact Customer Order and Commissary Order processing:
- In a non-"Smart Picklist" environment, the default issuing Storage Location for a product at "Picklist" will always be the "Primary Storage" Location assigned to the product. Note that this must be a "Central Storage" Location.
- Depending on Customer setup, the application will refer to one of four possible sale prices set up in the issuing location’s Location Product record to determine the base unit price of an item: the Issue Cost (for "Cost Plus") and the three Customer Order Pricing fields.
- The application may also refer to "Discount Percentages" and the Location Product "Markup %".
- Note that in all cases for "Smart Picklist" and depending on a preference in other environments, the issuing location must have sufficient "Available" or "On Hand" quantity of a product in order to fulfill ("Invoice") orders.
Storage Sequence
The "Picklist" document and "Invoice" screen sort items issued from a storage location by their sequence in that storage location. If users regularly store items in a Storage Location in a particular order, they may set up this "Sequence" in the Net-Chef Inventory Setup screen.
Application Users
Security | Application Users
An individual user’s access to functions and products in the Customer Order module is limited by their Application User setup
- Customers – When a user creates a new Customer Order or Commissary Order, the list of customers available to the user is limited to those that are actively associated with the user’s Application User record in the "User Customers" tab of the Enterprise Manager Application Users setup screen.
- Location Departments – When a user creates a new Customer Order or Commissary Order, or edits an order prior to "Picklist", the list of new products (i.e. products that have not already been saved to the order) available to the user is limited to products actively associated with the same location departments as the user’s Application User record. Application User/Location Department relationships are managed on the "User Departments" tab of the Enterprise Manager Application Users setup screen.
Company products are linked to company departments (from the "Departments" tab of the Enterprise Manager Company Product Details screen, or the "Department Products" pop-up window for a particular department in the Enterprise Manager Company Departments setup screen). The company departments in turn must be associated with location departments for the current location (i.e. the location to which the user is logged in while creating the order), in the Enterprise Manager Location Departments setup screen.
- User Group – A user’s access to the various processes in the Customer Order fulfillment module is controlled by the permissions granted to the "User Group" associated with the user’s Application User record in Enterprise Manager. Corporate administrators assign processing privileges to particular User Groups in the Enterprise Manager User Groups setup screen.
Preferences
Corporate | Preferences
The following related Customer Preferences that influence order processing must be configured in Enterprise Manager prior to creating and fulfilling orders.
- Allow
Invoicing When Quantity On Hand is Insufficient – If this preference
is NOT checked, the application will not allow users to invoice an order
if the "Invoice Quantity" for any item is greater than the current
"On Hand" quantity for that product in the issuing storage location. {Note}
- Picklist
is Necessary – This preference determines whether orders need to
be Picklisted by a user or if they will automatically pass through the
"Picklist" phase at "Submit". If the application skips
this process, it will perform all the functions associated with picklisting
(e.g. putting items "On Order"). {Note}
- Invoice
is Necessary – This preference determines whether orders need to
be Invoiced by a user or if they will automatically pass through the "Invoice"
phase at the prior processing stage ("Picklist" or "Submit",
depending on setup). If the application skips this process, it will perform
all the functions associated with invoicing (e.g. putting items "In
Transit"). {Note}
- Physical Reconcile is Necessary – This preference determines whether users at the ordering/receiving location need to "Physical Reconcile" incoming commissary orders. If it is not selected, then the "Invoice" process at the issuing Location (or another prior process, depending on setup) will push the order through the "Physical Reconcile" phase and perform all of the required price/inventory updates.
- Allow Quantity Changes at Physical Reconcile – This preference determines whether or not users are allowed to change quantities at the Physical Reconcile stage of commissary orders and customer orders.
- Final
Reconcile is Necessary – This preference determines whether orders
have to be "Final Reconciled". If it is not selected, the previous
process (depending on order type and other preferences) will push the
order through "Final Reconcile" and perform all of the updates
required to "Close" an order. {Note}
- Allow quantity changes at Final Reconcile – This preference determines whether or not quantities in the "Final Reconcile Quantity" column may be edited during Final Reconcile of Commissary Orders or when editing a Final Reconciled Commissary Order.
- Automatically Final Reconcile Commissary Orders without discrepancies at Physical Reconcile – This preference determines whether or not Net-Chef users will be required to Final Reconcile these orders manually.
- Picklist Starts New Page for Each Storage – This preference determines whether or not picklist documents include a hard page break before each storage location.
- Apply Sales Tax to Commissary Orders and Location Transfers only if Location Ownership Entities are different – This preference determines whether or not a commissary order is taxable.
- If this preference is NOT checked, the application will consider ALL commissary orders eligible for sales tax.
- If this preference IS checked, the application will check the "Ownership Entity" values of the supply location (i.e. the Commissary) and the ordering/receiving location (from Enterprise Manager Location Setup).
- If the "Ownership Entities" are the same (including if both are blank), the transaction is non-taxable.
- If the "Ownership Entities" are different, the transaction is taxable, and the application should refer to the next preference to determine how tax is applied.
- Determine taxable items and Tax Code (Customer, Commissary, Warehouse Orders and Location Transfers) based on: – This preference determines how to apply tax to an order.
- Customer State/Province Taxable Products list and Customer Tax Code – If this preference is selected, the application will refer to the destination customer (or destination location’s customer record) to determine the tax code to use for products that are taxable products in the state/province for the customer.
- Company Product Tax Code – If this preference is selected, the application will apply the company product tax code to those company products with a tax code, without reference to customer records.
The following related General Preferences that influence order processing should be configured in Enterprise Manager prior to creating and fulfilling orders.
- Invoice Label Size – This preference determines the size of the optional labels produced when a user prints an Invoice document.
- View Transactions for last Post Cycles – This preference determines how many Post periods’ worth of closed (Final Reconciled and Canceled) Customers Orders and Commissary Orders appear in the Net-Chef Customer Order summary screen.
Numbering
General | Numbering
The Enterprise Manager Numberingsetup screen allows application administrators to configure the transaction numbers generated in the Customer Order module. The "Customer Order Transaction" format is used to generate the Transaction Number or Order Number for each new Customer Order or Commissary Order when it is originally saved.
Financial Calendar
Corporate | Financial Calendar
The application uses the post dates from the Post Calendar to assign Customer Orders and Commissary Orders to Post periods. The Supply Location must have Post Dates set up that include the Expected Delivery Date of the order.
Templates
Products | Templates
When a user is creating a new Customer Order or Commissary Order, or adding items to an existing order prior to "Picklist", the user will be able to filter the list of products by "Templates". These will include corporate templates set up in the Enterprise Manager Templates setup screen, and local Templates set up in the Net-Chef Templates setup screen.
Tax Codes
General | Tax Code
Depending on Tax preferences setup (see sections 4.9 and 12), the "Invoice" process for Commissary Orders and Customer Orders may apply Sales Tax to transactions. Although whether the application refers to Customer Tax Code or Company Product Tax Code to determine how to tax products on taxable orders depends on a preference, the tax codes themselves are set up in the Enterprise Manager Tax Code setup screen.
This is also where application administrators assign one or more "Tax Rate" percentages to a tax code.
State/Province Taxable Products
General | States/Provinces
Depending on Tax preferences set up, the "Invoice" process for Commissary Orders and Customer Orders may apply sales tax to transactions based on a list of items that are taxable in the customer’s State/Province.
This list of products is set up in Enterprise Manager in a screen accessed by double-clicking a record in the States/Provinces setup screen.