Logging Orders

[Former Member]

Hello,

I would like some ideas and opinions on the best way of logging customer orders.

Customers call us and order gas for tanks on their properties, but we have no accurate idea of the quantity needed until the driver gets their, takes a reading of the current level and fills the remainder of the tank.

Are sales orders an appropriate method in this scenario i.e. creating a sales order using an average quantity, then correcting this once it is transferred to invoice?

Would a separate order logging system be better fitted for this purpose?

Any thoughts and suggestions would be appreciated.

Thank you.

[Former Member · Accepted solution]

Anyone? Please!

[Former Member · Accepted solution]

Hi Soyer,

as per the scenario you have mentioned, i can suggest you two methods.

A.

You can start by creating a sales order, where in the quantity field, you can update the quantity of gas in the tank and you can add the document. When you copy this sales order to delivery document, you can select the "Qty to ship" from form settings and rename it as gas left in tank or remaining gas in tank and in the quantity field, you can update the actual quantity of the gas delivered. This can be one way of handling it.

i assume presently you are capturing the quantity of gas in tank in UDF, if not, let me know.

B

You can create warehouses in the system as driver name or the vehicle number. you can start with inventory transfer from the main store to the appropriate warehouse, i.e. your vehicle number. Now you can make the delivery document and you can select the warehouse from the form settings, so that your inventory is also maintained.

Let me know if these suggestions were useful and also, if not, then kindly explain your scenario with a bit more detail as per the needs of the customer. Hope to hear from you soon.

Best Regards,

Joseph

[senthil_m · Accepted solution]

Hi Soyer,

Why u canu2019t try the sale order amendment.

After u added the sale it can be changed if that doesnu2019t have a Target document ie Delivery or AR Invoice.

Regards,

Senthil maruthappan

[Former Member · Accepted solution]

Hi Soyer,

can you please let me know what was the solution that you came up with for the same? Hope to hear from you soon!!

Best Regards,

Joseph

[Former Member · Accepted solution]

Hello Joseph,

On the balance of the responses, we will continue raising sales orders with a dummy quantity (based on an average fill per gas tank size) then rectifying the quantity once an invoice is raised based on the sales order.

We do not use UDF for the gas, we just have gas as a normal item with litres as UoM/quantity.

Thanks again for your help!

[Former Member · Accepted solution]

Thanks Soyer, All the best.

Best Regards,

Joseph

[Former Member]

A sales order is proper way to go. Whenever possible, you should change this estimated order to be the true quantity before creating Delivery Note and/or A/R invoice.

Before delivery or A/R invoice, anything in the sales order has no effect to Inventory nor GL. So it is safe to amend your order.

Thanks,

Gordon

[Former Member]

Hi Soyer,

I would like to know whether you would like o keep a track of how much you sent and how much you delivered?

Regards,

Joseph

[Former Member]

Thanks for the response Joseph,

Yes, we keep track of inventory.

A gas container vehicle will be sent out on its rounds and at present (something that should be made more systematic) the driver has a cursory glance at his rounds sheet and has the vehicle filled based his guestimation of what is needed for the day, with some enough extra to cover himself.