A Delivery Order is an option document in DeliveryMAX which is used to make the task of creating a Delivery Sale easier. In many Delivery operations, all product is pre-sold, either by telephone contact, or by a salesperson who actually visits the account to determine needs. When this operating model is used, the “Order” which comes from the pre-sell is recorded as a Delivery Order in DeliveryMAX. That way, the Delivery drivers do not carry excess inventory on the truck – they only carry the Product necessary to fill the pre-sold orders. An Order is not considered a transaction.
When this model is used, a Delivery Sale is created when the delivery is actually made. This can be done on the DeliveryMAX handheld, mobile device or in the DeliveryMAX client software in the office. When the Delivery Sale Transaction is created, you will choose the “Use Order” option, and all of the products and quantities from the associated Delivery Order will be pulled forward to ease the process of creating the Sale. Note: Orders can be turned into sales on a handheld or mobile device or on the backend in VendMax.
Notice that Delivery Orders do not have a Post function button. This is because they never directly affect Financial or Inventory items in DeliveryMAX. They are simply used to record an intent to later create a Delivery Sale.
Delivery Orders – Creating
To start the process of adding a Delivery Order, hit the + as in other areas of VendMAX and the following dialog box will appear for defining your new Order:
Point of Sale
Every Delivery Sale, and therefore Order, must be made to a Point of Sale. This field area allows the user to declare the Point of Sale that the new Delivery Order will be created against. You can use the Quick Lookup Button, >>, to reveal a list of all possible records in the appropriate Master File. See Quick Look up for more information on data entry in field selection windows.
Delivery and Order Information:
This area of the screen will show all of the scheduled Delivery Dates for the next 30 calendar days. This will aid in the selection of an Expected Date, described below. If you click on one of the lines in this window, it will set the Expected Date field below. This screen area provides necessary information to be sure that the promised delivery dates coincide with the pre-defined Route Schedule.
This is the date that the Delivery is expected to be made. You can use the drop down button to open a calendar and select the date for the Delivery Sale, or type the date directly into the Sale Date: field using the mm/dd/yy format. If you are going to select a date for which this POS is already scheduled, you can click on one of the lines in the window area above, and the Date will be set automatically to match.
If a date is entered on this screen which does not coincide with a scheduled Delivery date for this POS, DeliveryMAX will create a “One time” delivery for the date chosen.
This is the description field from the Route record which will conduct this Delivery. The Route setup here will be scheduled for the delivery on the “expected date”. If you are going to select a previously scheduled Delivery for this POS, you can click on one of the lines in the window area above, and the Route will be set automatically to match.
The value contained in this field can be changed, or setup initially by using the Quick Lookup Button, >>, to reveal a list of all possible records in the appropriate Master File. See Quick Look up for more information on data entry in field selection windows.
If this option is chosen, the order will be created from a list of packaged products, invoice items, and comment lines used in previous orders for that POS.
Use [X] Orders:
Specify the number of Previous Orders to be looked at, when compiling the list of items. Defaulted to 3.
Include Product With Zero Quantities
If checked, products with zero quantities from previous orders will be included in the current order. This option is checked by default.
Automatically fill in product quantities from previous orders. This option is unchecked by default.
Automatically fill in product prices from previous orders. This option is checked by default.
TIP: If you have two of the same product in the last sale, DeliveryMAX will combine all positive quantities, and use the highest price. Negative quantities will be ignored.
Use Current Prices
Automatically fill in product prices using current pricing rules.
Do Not Load Prices
Product pricing is not loaded.
The date to be used for loading previous quantities/prices based on previous orders’ posting date.
TIP:This date is independent from the process of product selection, which goes by a specified number of previous orders, no matter what the expected date is. The date is used only for filling in quantities and/or prices. This is defaulted to be two months before the Expected Date, and changes when the Sale Date is changed. This date is editable.
Create From Standing Order
This option will create the new Delivery Order using the Standing Order from this Point of Sale, if one has been created. If this option is chosen, the Packaged Products and quantities from the selected order will be brought into this Delivery Order. The user can add additional items, change quantities, pricing, or delete items that were included in the Order.
This option will allow the user to create the new Delivery Order from scratch. You will be given the opportunity to add Packaged Product, define quantities and edit or declare pricing as necessary.
Once the “OK” button has been selected, the user will be placed into the Form View window for Delivery Orders, where the remainder of the required information can be entered.
When the required and optional fields are completed in the Form View Window, the Transaction must be saved by choosing the “OK” button in order for the Order to be available for creating a Delivery Sale on the Expected Date.
When the Global Setting “Minimum Gross Profit %” is used, DeliveryMax will provide a warning message during entry of delivery order and delivery sales when the gross profit of any product falls below the accepted minimum. This helps ensures selling prices are properly set.
In addition to providing a warning message, the products with prices below the gross profit minimum are highlighted for easy resolution.