Order logging

All orders must be logged in CRM. These will then pull through into an end of week report. If the order is not logged then the client will not be billed, so it is essential that this is done correctly.

1. Once the order has been placed and confirmed by the supplier, log in to CRM to record the order
2. First, go to Suppliers and check that the Supplier is already in the system. If not add it, including as much information as possible
3. Next, go to Products and check if the Product has been ordered before. If not, add it too. The website should be a link to the specific product where possible, and the cost price and selling price are both compulsory and should be ex VAT. As standard, the selling price is the cost price plus 40% unless the item is only being ordered for internal use (for instance office supplies) in which case the selling price will be the same as the cost price. The ‘VAT’ field must be ticked if appropriate
4. Go to Sale Orders to log the order itself, and fill out as many of the fields as possible. If the item isn’t being charged to the client you will need to log who approved the purchase, and what the purchase reason was. These will both feed through to the end of week reports
5. The products can be added at the bottom of the page, and any delivery costs can be added separately, under ‘Charges’ in the bottom breakdown

Notes: CRM loses the ‘Details or Reason for Purchase’ field when you save the order, even though it’s compulsory. For orders which the customer isn’t paying for once you’ve added the sale order you’ll need to edit it and re-add the field so that it shows in the reports.