The POMeSYS-Host module is how you enter orders called, faxed, or emailed in. In addition, the system is a database of all customers, items, orders, invoices, purchase orders, inventory, and other business management tools. POMeSYS-Remote is how your customers input orders via the web without calling, faxing, or emailing you.
Below is a list of the settings and options available for POMeSYS-Host, and a brief explanation of how they affect your system. These optional settings further customize your business management needs.
These three fields represent three different aging periods for use in Reports > Open Receivables Aging (current). So, if the numbers read as 30, 60, 90, then any invoice less than 30 days old is considered current, 30 days to 60 days is considered in the first period, 60 to 90 in the second, and over 90 in the third. So, if you wish to make any invoice over two weeks old in the first aging period, you would type in 14 in the first box, and so on for each period.
Next SO / Invoice Number:
This field shows you the next number in the sales order/invoice series. Sales orders and invoices share the same number to make it easier for you to match the two. You cannot change this number, it is for reference only.
Customer Inactive days:
The number in this field is the amount of days a customer has of not placing an order before the system marks them as inactive. Set this number to 0 if you do not need this feature.
Print 0 qty line items in order and invoice
If you wish to print items that have an order quantity of 0 in your sales order or invoice sheets, for example if your customers occasion purchase items from your drivers on an order template, select this option. Any item in there sales order or invoice that shows 0 will print normally.
Enable Deposit in order entry
If you take or wish to take deposits on orders, select this option. For example, if you require orders over $100 to have a deposit of 30%, then make sure this option is selected. When entering orders, there will be an extra function button “DP” that prompts information for deposits.
Update quick order template when entering an order
This option, when selected, will add new items to a customer’s existing order template, or create a new one if they do not have one. For example, if your customer normally orders croissants, bagels, and cheese bread, but then asks for hoagies, this will update their order template to add hoagies.
NOTE: You can also edit order templates in the customer file.
Update recurring order template from orders
Like the previous option, this will update recurring orders when placing a new order. You must also select “Okay” when prompted to update the recurring order when saving a new order. This option saves quantities and items for the delivery date selected only. All other days will not be affected.
NOTE: You can also edit order templates in the customer file.
Force entry of e-mail address
When checked, when emailing from the sales order screen or invoice screen, this option prompts a pop-up dialog window with a list of email address(es) associated with the customer. You can select more than one email to send to.
Check for credit limit
When enabled, this option checks a customer’s credit limit (set in the customer file Files > System File > Customers). If this amount is exceeded, a pop-up dialog box will open to warn of how much the customer exceeds this limit amount.
Save 0 qty items
Select this option if you need to save sales orders or invoices that contain items with no quantities. For example, if your customer’s recurring or order template contains no items, these will be saved to the order or invoice in case they decide to purchase an item. This makes adjusting sales orders easier.
With this option unselected, items with 0 quantities will be deleted.
Save 0 qty items when generating recurring orders
Select this option if your customer’s recurring order contains items that have no quantities, and they will be generated into a new sales order (Transactions > Manage Orders > Generate Recurring Orders). For example, your customer has daily recurring order for 2 loaves of bread, but orders 6 bagels on Tuesdays. When this is selected, the bagels will appear with 0 as the quantity every delivery day that isn’t Tuesday. This makes adjusting sales orders easier if your customer decides to purchase bagels on a Friday with no notice.
With this option unselected, when generating recurring orders, only items with quantities for the delivery day selected will be added to the order.
Show 0 qty items from standing when entering orders
When entering orders and copying standing (Enter/Edit Orders), this option will copy all items in a customer’s recurring order even if they do not order a particular item on that day. For example, if your customer orders 3 dozen bagels on Fridays only, but 1 dozen assorted muffins other days of the week but not on Friday, a 0 qty for muffins would show on the order.
Automatic copy standing when entering orders
If you wish to automatically use a customer’s recurring orders when creating new orders, check this option. For example if your customers always use a recurring order, then this would be the option to help save you time.
NOTE: If a customer or a customer’s ShipTo has no recurring order, orders will need to be entered manually.
Update host orders when importing from the remote
When this option is enabled, it will update orders created in the Host module from orders modified or created in the Remote module. So, if a customer changes their recurring order after you generate the orders for the day, when importing, their order will be adjusted automatically.
E-mail CC Receipts
If this option is checked, when customers pay by credit card, they will receive an emailed copy of their payment receipt.
Sales Order Form:
There are several different sales order form templates that you can choose. Each has highlights listed below. All order forms have Item Number, Order (number of items ordered), Ship (number of items shipped), U/M (unit of measure for each item), Description (item name and any notes associated from the Enter/Edit Order page), Unit Price, and Amount (unit price x quantity).
A: Logo in top middle. Has Qty Ret (quantity returned) column.
B: Logo in top middle. Has Rec/Sold column instead of Qty Ret column
C: Plain text with no logo, no table layout, non-PDF format
D: Same as B, but with a larger, more bold font for items, etc (notes will still appear in the same smaller font as B)
E: Same as B, but also has a UPC column.
F: Logo in top left. Same bold, larger font as D. Does not print total quantities.
G: Logo in top left, no Ship column. Also has Discount column (that shows %). Item Number also lists the categories for each item above the item. If grouped by category, only the top most item will have the category above it. Does not print Total Quantities.
H: A blank page.
I (French): The sales order form will be localized in the French language.
Sales Order Form Header
Here you can choose what the Sales Order print/PDF will have as a title in the top right side. You can choose “Invoice,” “Sales Order,” or “Packing Slip.” Some of this information is for the customer and some for you and/or your delivery personnel.
By clicking on the inverted, lined pyramid, you can see more options for the Sales Order Form Header. Checking the item will have that item and corresponding information listed on the Sales Order form when printed or emailed. “Ship Date” is the date shipped. “Salesperson” is the salesperson assigned to the order. “Time” is the time delivered. “Route” will print the route ID assigned to the customer. “Ship Via” is set in the Enter/Edit Orders “Edit Header” section, and will be printed if checked. “Sequence” is the order in which the route is delivered. “Terms” is set via the customer or for the Edit Header section in Enter/Edit Orders and is the payment terms agreed upon (this can be set in the customer file as well). “Routeperson” is the delivery person assigned to the route that will deliver your goods. “PO Number” is set in “PO Number” in the “Edit Header” section of the Enter/Edit Order screen (can also be words). “Contact” is the First Name/Last Name from the customer file. “Reference” is set in Enter/Edit Order’s “Edit Header” section. “Shift” is also set in the same area.
Print Sales Order/Bid/Invoice Content by:
Select the option you wish to be the standard, default appearance on order. You can select Item ID, Item Name, Department, Product Category, or Entry Sequence. Each option will change the layout of the sales order, bid, or invoice and organize the items as selected when printing or email these forms.
Default minimum amount and Shipping Charge-Type Item
Set this amount (in dollars/local currency) that you want your customers’ total order cost to be for free delivery. If they exceed the total amount, then the system will not charge a shipping cost. If they do not, then the next field is where you assign this “item” to automatically be added to any orders. You can add/change the text and cost of this delivery charge by adding a new item to the system (Files > System Files > Items).
For example, you want your remote customers to order at least $50 worth of merchandise to qualify for free delivery. A customer orders $75 worth and is not charged. Another customer order $35 worth and is charged an addition item of $7.50 called “Delivery Fee.”
Print Total Quantities
When printing sales orders or invoices, this option prints the total amount of items ordered (including fractions). For example, if a customer orders 10 plain bagels, 9 blueberry bagels, 21 baguettes, a box of cookies, 15 croissants, and 10 loaves of sourdough bread, the system will total the items (66) and print that total at the bottom of the sales order or invoice.
Use current date as a delivery date when closing orders
With this option selected, when you close orders, the delivery date, if different from today’s date, will change to today’s date. For example, if an order is schedules for a deliver on 4/19/2017 but you deliver and close the order on 4/18/2017, with this option selected, the delivery date will be changed when you close the order with Close/Unclose Orders.
Select a salesperson when entering orders
This option will capture a salesperson ID to better calculate commissions due when creating new orders in the Enter/Edit order screen. When saving or updating, you will be prompted to select a salesperson from a dropdown menu.
Multitiered Tax Rate (VAT)
Value-Added Tax Value-Added Tax (VAT) is a special type of tax collected at different stages between the manufacturing and final sales process. If you do business in an area, for example the European Union, that uses this type of system, you can now set the table tiers for both sales and purchases.
This is the area where you set the tiers, up to 10, and the associated rate with each tier. Once set, each item in your item catalog will need to be set to be Taxed: Always, and then you select the tax tier for items.
Price Includes Tax
If your items already include the tax in the purchase price, if required by law, then select this option.
Default Days Until Delivery
POMeSYS Host uses the default delivery day of tomorrow. This means that all orders are assumed to be delivery the day after they are taken. For example, if an order is taken on Wednesday August 16, the delivery day, by default, will be Thursday August 17.
To help you save time when entering orders if you need more lead time to create and fulfill orders, you can change the default delivery day under Settings > POM Host Settings and change the Default Days Until Delivery to match the default days you want.
Using the example above, if you have 2 entered, the default delivery day would be 2 days after, or in other words, Friday August 18. If three is entered, then the delivery day would be Saturday August 19 and so on.
Use different numbers when creating invoices
Under normal circumstance, when an order is short, the delivery does not happen—i.e. the delivery does not get moved to another day with the same items and a different invoice. However, if users need this option, when converting orders to invoices, the system will give new invoice numbers that do not match the sales order number. Currently, and if the option is left unchecked, the invoice number will match the sales order number.
Enable Automatic Order Reminders
Automatic order reminders are sent by the system, once set up. These order reminders are automated to ensure that you have all the deliverable orders for your cut off time.
First, go to Settings > POM Host Settings. At the bottom right, you’ll see “Time to Run Delivery Exception Report.” Set the time you wish to run the report—normally this would be near or at your cut-off time.
Next, make sure the customers you want to use the feature for have “Must Call” checked on their Customer File page. It is in the second section of the expanded customer file.
You can double check and/or run this report at any time by running the Delivery Exception Report in Reports > Orders > Production Reports and select Delivery Exception at the bottom. NOTE: Running this report does not generate emails.