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ORDER FLIPPING GUIDE_bls

Brian Sanico
Brian Sanico

This document provides guidance on order flipping procedures to ensure accurate order processing in AX. It outlines objectives like verifying total sales amounts and shipment details. It includes a cheat sheet with steps like checking the order folder, obtaining necessary order information from AX and emails, comparing details, and updating fields before order confirmation. Scenarios are described for handling orders with or without estimated time of arrival details or active case IDs. The goal is to flip orders accurately and completely in AX by following the outlined verification and updating steps.

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ORDER FLIPPING GUIDE by: Brian L. Sanico SNG
OBJECTIVE 1. To make sure that Total Sales Amount in AX will tally in the customers confirmed Purchase Order (PO). 2. To make sure that the following information has been verified and updated accordingly. 2.1 ETA (Estimated Time of Arrival) 2.2 PO Number (Purchase Order) 3. To check the Cheat Sheet so as not to forget any important steps. 4. To make sure all necessary info are complete, if not verify with the assigned Sales Rep and ask assistance to those who have processed order flipping before.
ORDER FLIPPING CHEAT SHEET
1. Check the ORDER folder to get quotation to processed.
You will only see color coding for categories. Each color has a designated meaning. Most commonly used categories are: ORDER FLIPPEED MLA Sent for Clarification to Sales
2. Get quotations without any category as it means that no body is currently processing the order, then you would need to tag it accordingly so others would know that someone is already work on it. Update the category accurately based on your findings.
3. Once you started working on the quotations, get the following info: First, look for the quotation #: sng-1234567 then find it in AX, the status should be sent, quoted 3.1 Amount in SGD it should be SGD 1,000 if not, check with case ID for other confirmed orders. YES if with confirmed order, proceed flipping even if the amount falls below SGD 1,000 NO no other pending order, please send clarifications to assigned Sales Rep if to proceed flipping. 3.2 ETA PLEASE SEE UPDATES ON THE NEXT PAGE. 3.3 Agent details It is also provided on the attachment, in AX under RESPONSIBILITIES or INFO lines or on the body of the email. If not mentioned, you would need to verify it with the assigned Sales Rep. 3.4 PO Number Update the PO Number
(scenario 1 :NO ETA Mentioned) Clear on ETA point 1. We will not update/change ETA when Logistics box is updated with details. This is even if the customer email indicates a different ETA. (scenario 2: with ETA Mentioned) Clear on ETA point 2. We will update ETA based on customer email if indicated when Logistics box is not updated with details. If not indicated, we will update current date +1. ETA UPDATES
To look if the case ID has already active orders/transaction for orders below SGD 1,000. 1. Sales quotation header look for case ID. 2. Day Plan filter the case ID and you will see below under Sales Order the other active orders of that case ID.
CASE ID SCENARIOS SNG
CASE ID SCENARIOS: 1. CASE ID is active. (easiest one) For this you should just update the details ETA date / ETA time. For example 11:11 new order / 12:12 confirmed date but no time/ 23:59 no firm ETA yet, Logistics will check on this with agents. But if you encounter ETA time and date that has been setup already let it be, but if it is back dated you cant flip it into order it needs to be ahead of time. You can check with sales if theres no ETA details. 1. ETA DETAILS / 2. PORT OF CALL / 3. ADD THE AGENT DETAILS (as per SOP)
2. CASE ID is close for delivery - First, you have to delete the Sales Quotation to the association of that case ID and transfer it to an active case ID or create a new one and update the details - For example if the SQ becomes an order however case ID is closed just highlight the SQ number, and press remove. - Then the sales quotations, case ID will go blank (now on next scenario).
3. BLANK CASE ID ON SALES QUOTATION Two (2) things why its blank- we remove the association because case ID is close or we did not assign any yet In this case assign and check which are the cases that are still active or open, if there is you just have to update the details inside it. ETA/ Port of Call/ Agent details. BUT if there is none, Simply click on AUTO CREATE, and it should associate the current SQ in that Case Id and then edit the details ETA/ Port of Call/ Agent Details NOTE: only one CUSTOMER is assigned CASE ID
Inside AX System 1. Compare Total Sales Amount (under Quotation Total) VS. the PO Attachment from the email TOTAL PRICE = SAME: No need to check line per line, and check the ETA, Agent details, update the PO Number and flip the order. TOTAL PRICE = DIFFERENT: Check line per line for changes in quantities and other info. 2. When updating ETA & Agent details. Go to Case ID, and right click and VIEW DETAILS
For the AGENT Details go to General - Responsibilities If you couldnt find it, you need to copy paste the agent details in INFO lines under Logistics
After verifying, updating necessary details, click the Confirm button to confirm the order. An INFO Log will pop up to confirm the order, thus will provide you a Sales Order # as reference for the confirmed order. FOR Portal Orders you need to click the link and download the PDF or excel or use it as the attachment when comparing info in AX, then Accept or Confirm the order. After you finished a quotation, drag it to DONE folder.
In Program Y, please record all your flipped orders, including number of lines and number of minutes in ORDER FLIPPING FOR SNG RECORDS
ORDER FLIPPING GUIDE_bls
How to change quotation status to Quoted Sent in Order Flipping SNG
1. Under Quotation, double check quotation stage Outside quotation Inside quotation Or cost price
2. Proceed in checking all necessary information for Order Flipping. Then click GP% Calculation under Calculate to update the order. 3. Click Send Quotation
3. Click Option 4. Click Lasernet Screen if not highlighted then click OK.
4. Once done, you a Infolog will pop up stating that quotation has been updated and is now in Quoted , Sent status
1. ADDING LINES (missing lines) YES, we can add lines and code cracked if you 100% sure of the item to offer, if not use MISC CODE. 2. How to change status to Quoted Sent please see instruction to follow. 3. ETA No more clarification to Sales, see scenarios below: (scenario 1 :NO ETA Mentioned) Clear on ETA point 1. We will not update/change ETA when Logistics box is updated with details. This is even if the customer email indicates a different ETA. (scenario 2: with ETA Mentioned) Clear on ETA point 2. We will update ETA based on customer email if indicated when Logistics box is not updated with details. If not indicated, we will update current date +1.

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ORDER FLIPPING GUIDE_bls

  • 2. OBJECTIVE 1. To make sure that Total Sales Amount in AX will tally in the customers confirmed Purchase Order (PO). 2. To make sure that the following information has been verified and updated accordingly. 2.1 ETA (Estimated Time of Arrival) 2.2 PO Number (Purchase Order) 3. To check the Cheat Sheet so as not to forget any important steps. 4. To make sure all necessary info are complete, if not verify with the assigned Sales Rep and ask assistance to those who have processed order flipping before.
  • 4. 1. Check the ORDER folder to get quotation to processed.
  • 5. You will only see color coding for categories. Each color has a designated meaning. Most commonly used categories are: ORDER FLIPPEED MLA Sent for Clarification to Sales
  • 6. 2. Get quotations without any category as it means that no body is currently processing the order, then you would need to tag it accordingly so others would know that someone is already work on it. Update the category accurately based on your findings.
  • 7. 3. Once you started working on the quotations, get the following info: First, look for the quotation #: sng-1234567 then find it in AX, the status should be sent, quoted 3.1 Amount in SGD it should be SGD 1,000 if not, check with case ID for other confirmed orders. YES if with confirmed order, proceed flipping even if the amount falls below SGD 1,000 NO no other pending order, please send clarifications to assigned Sales Rep if to proceed flipping. 3.2 ETA PLEASE SEE UPDATES ON THE NEXT PAGE. 3.3 Agent details It is also provided on the attachment, in AX under RESPONSIBILITIES or INFO lines or on the body of the email. If not mentioned, you would need to verify it with the assigned Sales Rep. 3.4 PO Number Update the PO Number
  • 8. (scenario 1 :NO ETA Mentioned) Clear on ETA point 1. We will not update/change ETA when Logistics box is updated with details. This is even if the customer email indicates a different ETA. (scenario 2: with ETA Mentioned) Clear on ETA point 2. We will update ETA based on customer email if indicated when Logistics box is not updated with details. If not indicated, we will update current date +1. ETA UPDATES
  • 9. To look if the case ID has already active orders/transaction for orders below SGD 1,000. 1. Sales quotation header look for case ID. 2. Day Plan filter the case ID and you will see below under Sales Order the other active orders of that case ID.
  • 11. CASE ID SCENARIOS: 1. CASE ID is active. (easiest one) For this you should just update the details ETA date / ETA time. For example 11:11 new order / 12:12 confirmed date but no time/ 23:59 no firm ETA yet, Logistics will check on this with agents. But if you encounter ETA time and date that has been setup already let it be, but if it is back dated you cant flip it into order it needs to be ahead of time. You can check with sales if theres no ETA details. 1. ETA DETAILS / 2. PORT OF CALL / 3. ADD THE AGENT DETAILS (as per SOP)
  • 12. 2. CASE ID is close for delivery - First, you have to delete the Sales Quotation to the association of that case ID and transfer it to an active case ID or create a new one and update the details - For example if the SQ becomes an order however case ID is closed just highlight the SQ number, and press remove. - Then the sales quotations, case ID will go blank (now on next scenario).
  • 13. 3. BLANK CASE ID ON SALES QUOTATION Two (2) things why its blank- we remove the association because case ID is close or we did not assign any yet In this case assign and check which are the cases that are still active or open, if there is you just have to update the details inside it. ETA/ Port of Call/ Agent details. BUT if there is none, Simply click on AUTO CREATE, and it should associate the current SQ in that Case Id and then edit the details ETA/ Port of Call/ Agent Details NOTE: only one CUSTOMER is assigned CASE ID
  • 14. Inside AX System 1. Compare Total Sales Amount (under Quotation Total) VS. the PO Attachment from the email TOTAL PRICE = SAME: No need to check line per line, and check the ETA, Agent details, update the PO Number and flip the order. TOTAL PRICE = DIFFERENT: Check line per line for changes in quantities and other info. 2. When updating ETA & Agent details. Go to Case ID, and right click and VIEW DETAILS
  • 15. For the AGENT Details go to General - Responsibilities If you couldnt find it, you need to copy paste the agent details in INFO lines under Logistics
  • 16. After verifying, updating necessary details, click the Confirm button to confirm the order. An INFO Log will pop up to confirm the order, thus will provide you a Sales Order # as reference for the confirmed order. FOR Portal Orders you need to click the link and download the PDF or excel or use it as the attachment when comparing info in AX, then Accept or Confirm the order. After you finished a quotation, drag it to DONE folder.
  • 17. In Program Y, please record all your flipped orders, including number of lines and number of minutes in ORDER FLIPPING FOR SNG RECORDS
  • 19. How to change quotation status to Quoted Sent in Order Flipping SNG
  • 20. 1. Under Quotation, double check quotation stage Outside quotation Inside quotation Or cost price
  • 21. 2. Proceed in checking all necessary information for Order Flipping. Then click GP% Calculation under Calculate to update the order. 3. Click Send Quotation
  • 22. 3. Click Option 4. Click Lasernet Screen if not highlighted then click OK.
  • 23. 4. Once done, you a Infolog will pop up stating that quotation has been updated and is now in Quoted , Sent status
  • 24. 1. ADDING LINES (missing lines) YES, we can add lines and code cracked if you 100% sure of the item to offer, if not use MISC CODE. 2. How to change status to Quoted Sent please see instruction to follow. 3. ETA No more clarification to Sales, see scenarios below: (scenario 1 :NO ETA Mentioned) Clear on ETA point 1. We will not update/change ETA when Logistics box is updated with details. This is even if the customer email indicates a different ETA. (scenario 2: with ETA Mentioned) Clear on ETA point 2. We will update ETA based on customer email if indicated when Logistics box is not updated with details. If not indicated, we will update current date +1.