Overview
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In this article you will learn how to create Prebooks. Tip |
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Roles enabled to perform this action: Admin, Sales Manager, Sales, Allocations, Procurement Manager. |
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Table of Contents
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What is a Prebook?
A Prebook is a pre-
sell sale or commitment between the company and your customer where the company agrees to provide the products to the customer on a previously specified date.
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1) prebookPrebook anywhere in the system
. Just the next window will be displayed. (Please see belowImage Removed
Instructions
To create a prebook follow these steps:
- Click on the Prebooks & SO’s tab and click on the “Add Prebooks” sub-tab.
- Enter the Customer name. (Remember that once the first three characters are entered the system will display the customers that match.)
- Select the Truck Date and the Carrier
- Select a Ship To if it is required.
- Select the Ship Via, either by "Warehouse" or "Grower".
- Select the Salesperson.
- Add special instructions or comments if needed.
- Click on the “Save” green button.
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Note |
The system, by default, will associate the salesperson to the order based on the salesperson that has that customer assigned and whether Fresh Cut or Plants are being sold. If the Salesperson Code setting is enabled and the salesperson has a code set up, under the Add Prebook screen, the field for Salesperson Code will appear to select a code from. Also, if under the settings there is a code selected as Default, the system will automatically default to that specific codeYou can apply a specific price list to a Prebook. For more information, read Apply a Price List to a Prebook.
Assorted products can have recipes in their breakdown.
Prebooks with Product Recipes will be identified with a blue star.
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Enter the Customer’s name. The customer information will appear, including the payment methods, credit information, and shipping address.
Select the Truck Date and Carrier.
If required, select a Ship To.
Select the Ship Via.
Select the Salesperson.
Optional: Add special instructions or comments.
Click on Save.
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Assign a Salesperson The system will use the salesperson assigned to the customer and the product type of fresh cut or plants by default. If you want to manage or modify an order’s salesperson, you can do any of the following: |
setup please The salesperson logged into Komet Sales that's entering the order is Image Removed salesperson as long as the "Associate salesperson" setting within "Setup > Settings > " The user is allowed to override the salesperson that was entered previously on the prebook by changing the "Salesperson" field; if the "Allow the order" setting is enabled within "Setup > Settings > "Each location will have the option to enable or disable these settings to override the salesperson. For details on how to please reviewThese settings are managed by location. For more information based on your company type, read: |
settings and restrictions Optionstitle | Adding
More actions on Prebooks creation
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title | Adding a ''New Ship To'' to a Prebook |
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Komet allows it's users to add a new Ship To to a Prebook. To do so, follow the steps bellow: - Go to Prebook->AddPrebook.
- Fill out the fields that are required, for the Ship to field, click on the Select link and the pop-up window for Choose a Ship To,will appear.
- On this window, click on the Add a new ship to link, simply click on it and enter the information required. Also in this window, there is the option to enable the Use for this Order Only feature. This allows the user to enter a ship to that will not be stored under the Customer's Account, instead, it will only be used for that order. Make sure to select the right option when saving:
If you select Save & Use the Ship to just created will be used in the current order. If you Select Save & Close, the Ship to will be added to the Ship To's for the customer in Komet but it will not be used in the current order. When selecting the Use for this Order Only feature, you will only have the options to select Save & Use or Close.
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Mandatory selection of Ship To'sThe user must select a Ship To when creating a prebook for a customer that has more than one Ship To. The user may not continue with the order until a Ship To is selected. In addition, the user can "Change" or "Remove" the Ship To selected. Refer to Customer Settings for more information. Image Removed |
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Step two: Add Items to the Prebook
After
the prebook header the Prebook header has been created, items can be added to the order.
Enter the "Vendor" name (optional). This is for If required, enter the vendor name. This applies to customers that request items from specific vendors.
Enter the "Product" name. To search for Search the product.
You can use any combination of the product name.
ExamplesFor example:
“roswhit60” will search for all 60 cm white roses.
“cdngreen” will search for all green cdn.
“redselectcarn” will search for all red carnations.
“akito” will search
for allakito Enter of "Boxes". Select the "Box type".
Enter the "Unit type". This will be used to calculate the total price amount.
Bunch: the system will calculate the total with Boxes x Bunches x Price.Stem: the system will calculate the total with Boxes x Bunches x Stems/Bunch x Price.
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The system allows for a Default Unit Type per product to be set on the Komet product lists. When that product is added to a Prebook the system will automatically display the Unit Type previously configured. To set this option for each product refer to Default Unit Type for Productsof boxes.
Select the Box Type.
Enter the Unit type.
Enter the number
of "Bunches", "Stems/Bunch" and "Price" (the total price is calculated based on the unit type).Click on the green "Add" button of Bunches, Stems/Bunch, and Price.
Click on Add on the right-hand side. The item will be added to the bottom of the grid.
Repeat the previous steps for each item
that the prebook
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Notes, mark codes, items from future inventory and vendor availability, etc., can also be added. Image Removed |
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title | Adding items from future inventory or vendor availability |
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You can create a prebook based on future inventory or vendor availability.
Click on the Prebooks & SO’s tab and click on the “Add Prebooks” sub-tab.Click on Add Future or Vendor Availability itemsImage Removed
The future inventory screen will be displayed by default. You can filter your search by date or product name. Once you find the desired product, click on Add, in the Action column.
Enter the required fields. Notice you can add products both in units and boxes. Enter the number of boxes or units, the price, and click on Add.Image RemovedOnce you do that, the item will be added to the order and you will be able to continue adding products.For adding products from vendor availability, please click on the Vendor Availability tab, search for your products, enter the required fields and click on Add.
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Once you return to the Add Prebook menu, a letter will appear next to the product name. The F indicates a product selected from Future Sales and the V indicates the product comes from Vendor availability. Image Removed |
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title | Creating Prebooks anywhere on the system |
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You can create prebooks just by pressing Ctrl +E anywhere in the system. when the Sell By Units Setting is enabled, you will be able to create prebooks both in units and boxes. Image Removed Info |
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| - Depending on what your role is, the system might suggest the Customer.
- When a customer and a truck date is set up, the Carrier could be suggested
- When product lines created from this shortcut have the same location, customer, truck date, and carrier of a pre-existing prebook, the system will add them to it.
- The system will remember the tab you used for prebook Lite creation. This means that if you create a prebook in units using this option, the next time you press Crtl+E, the system will display the units prebook creation tab by default.
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The system allows editing a prebook (Unless the prebook is already associated with a PO, in this case, the system will allow you to edit just the price).
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You can customize which columns will be displayed in the Add Prebook screen. Just click on the gear icon and check the information you want to see.
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For editing a prebook, follow the steps below:
1) Go to Prebooks & SO's > Prebook Summary.
2) Go to the Standard View
3) Click on Edit, in the Actions column for a particular prebook.
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4) The system will display the Add Prebook screen for the selected prebook where you can edit the prebook information.
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If the prebook is already associated with a PO the system will allow you to edit just the price. Image Removed |
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the Prebook.
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To add Mark Codes, the product line must be in the Prebook. |
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The system will calculate the price based on the unit type: Bunch. The system will calculate the total with Boxes x Bunches x Price. Stem. The system will calculate the total with Boxes x Bunches x Stems/Bunch x Price.
You can set a Default Unit Type for each product in your company’s product lists. This way, when the product is added to a Prebook, the system will automatically display the Default Unit Type. To set this option for each product, refer to Default Unit Type for Products. |
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Tip |
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The system allows applying a price list to a Prebook. For more information please read How to Apply a Price List to a Prebook? We've encountered an issue exporting this macro. Please try exporting this page again later.