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Sales FAQ's

01. What is the difference between the SCHEDULED date and the REQUESTED date?

02. Are weekends and holidays taken into account when booking on orders?

03. Can you specify when my customer will except delivery?

04. What is JIT ( Just In Time)?

05. Can I raise an order for a customer who is on Credit hold or over their credit limit?

06. Can I use the same customer reference number twice?

07. Can I schedule multiple drops from one sales order?

08. Can I create proforma invoices?

09. How can I send the customer Order Book screen to the customer?

10. How can I see my top 100 customers?


01. What is the difference between the SCHEDULED date and the REQUESTED date?

KBS Windows allows you to record two dates against each sales order detail line.

The Schedule date.

This is the date that you committed to ship to your customer. The date that the order will appear

on the despatch queue, having been allocated to FIFO, if stock is available.

If the customer is JIT then the allocation to FIFO will be made in advance according to the

delivery days' against the Freight method code used. KBS takes account of weekends and

holidays (specified in management).

KBS stock allocations uses the Schedule date to determine whether the allocation should be

made to FIFO.

The Requested date .

This is for notational purposes only. It allows you to record where your customer would

accept delivery earlier than you committed to. You may have made a commitment

(schedule date) by the leadtime in obtaining the product, the customer may have asked

for an earlier delivery. The requested date allows you to record this.

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02. Are weekends and holidays taken into account when booking on orders?

Weekends and holidays are taken into account when booking on orders. Weekends

are automatically taken in to account. Holidays can be input in the Management Control

program under Holidays.

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03. Can you specify when my customer will except delivery?

You can specify when your customers premises are open to accept deliveries. This can

be specified in the sales program within the Preferences screen, under delivery options. JIT

can also be setup here for the customer as well.

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04. What is JIT ( Just In Time)?

JIT can be set against a customer in the Preferences screen within the sales program.

JIT will allow you to despatch goods for particular customers so the goods arrive with the

customer on the day that they requested the order to be delivered.

JIT takes into account the amount of delivery time in days an item will take to despatch to

a customer from the delivery code that has been input on the order. As long as there is

available stock which has been allocated to the order, the JIT feature will put the order on the

Goods Out queue before the goods need to be with the customer.

When the delivery codes are setup in management it is vital for a time period to be

specified against the delivery code for the JIT function to function correctly.

Example:

A customer orders 100 pcs of part number ABC123 for delivery on the Monday 25th October 2005

by standard courier.

Standard Courier delivery days = 2

All stock allocated.

The goods will appear on the goods out queue on Wednesday 20th October 2005 for despatch. The goods will take two days to deliver and arrive with your customer on Monday 25th October.

JIT has taken into account it takes two clear days for delivery and the weekend in to the the time frame.

Weekend and holiday dates are also taken into account, if the customer is able to take deliveries on a Saturday for example this will be taken into account if there delivery options is specified in Customer Preferences.

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05. Can I raise an order for a customer who is on Credit hold or over their credit limit?

You are able to book on the order, but when it comes to despatching the goods to the customer, the

order cannot be despatched without a supervisor password on the invoicing screen. If you

have supervisor status on the system you will not be prompted.

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06. Can I use the same customer reference number twice?

The system is designed to only allow one customer reference number to be used per order.

You would not be able to book on a new order with the same reference.

However there is a sales order amend feature which allows you to add lines or

quantities, prices etc, so if the order is still open you can amend the order. If the order is closed

you will not be able to amend it and will require a new customer reference number. You will

always need a customer reference number as the order process cannot be completed with

out one.

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07. Can I schedule multiple drops from one sales order?

You can specify multiple drops, from the Price and Delivery Schedule screen whilst processing

the order. Select the Auto Schedule button and you can select the number of drops and

the frequency of those drops.

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08. Can I create proforma invoices?

Yes you can. You at first must make a quote, then go back into the quote screen and right click on the quote you wish to use and select expand and there will be a button to Create Proforma button on the bottom right hand corner of the screen.

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09. How can I send the customer Order Book screen to the customer?

Like any of our reports or screens, as long as you have grid menus enabled you can right click on the screen and select export, this will allow you to export the report as a .csv file which can be opened through Microsoft Excel.

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10. How can I see my top 100 customers?

On the main screen under utilities, select the reporting option (you will need to have your access to be able to enter the program) and within the reporting module there is a report for the top 100 spending customers.

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