Sales Order Processing
1.
2.
3.
4.
Applied GCE ICT
To study how a Sales Order Processing
System works
To draw an information flow diagram of the
subsystems involved
To list personnel involved in processing
sales
To examine the role of ICT in the Sales
Order Processing System
Unit 2: How organisations use ICT
How is an order processed
• Customer places order through the sales order processing subsystem
• Information about the products and quantity required is passed on to
the Stock Control subsystem
• Invoice and despatch notes are printed in the Packing and Despatch
subsystem
•Accounts subsystem receives the invoice from the Sales Order
Processing subsystem
• the Marketing Department uses information about who has purchased
goods, say for the last two years so that to see which information
should be sent
Applied GCE ICT
Unit 2: How organisations use ICT
Customer Name
and
Packing and
Dispatch
Address, item,
quantities
Customer
Credit rating
Sales Order
Processing
Despatch date,
document
number,
Customer
details, date,
amount
owing
Carrier
reference
Stock
sold
Stock
availability
Stock Control
Applied GCE ICT
Accounts
Customer
details,
Dates and size
of orders
Marketing
Unit 2: How organisations use ICT
Placing an order
An order from a customer may be placed in one of several
ways:
1.
The order is telephoned and the Sales Order
department would type it in into the computer without
any paper record of the transaction
2.
The order is posted on own order form or on a form
printed in the manufacturer’s catalogue
3.
An order may be faxed
4.
A salesman may visit retail stores in his area, take
orders on a laptop and transmit them directly to the
Sales Order Processing system
Applied GCE ICT
Unit 2: How organisations use ICT
Inputting an order
Once the purchase order is received, it is input into a Sales Order
screen on the computer. A screen form similar to the one below
may be displayed
Applied GCE ICT
Unit 2: How organisations use ICT
Processing the order
in a typical system, orders are entered as they come in by
mail, phone , fax or e-mail.
Maybe once or twice a day, a batch of invoices are printed
These are then sent to the Packing and Despatch
Department who pack the goods and enclose the
invoice in a sealed pouch on the outside of the box
Once the invoices are printed
1.
The stock figures are automatically adjusted by the
computer system
2.
The customer’s records are adjusted to show the total
amount outstanding
Applied GCE ICT
Unit 2: How organisations use ICT
Receiving payments
At the end of every month, statements will be printed for
each customer with an outstanding balance
The customer will then pay either by cheque or by BACS
The Accounts Department will be able to look up any
customer’s account
A report of overdue accounts will be printed at any time
and customers who have not paid their bills will then be
chased up
This is the job of the Credit Control Department
Applied GCE ICT
Unit 2: How organisations use ICT