Overview
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In this article you will learn how to create Prebooks.
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Table of Contents
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What is a Prebook?
A Prebook is a pre-
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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You can create a
Prebook anywhere in the system
by pressing Crtl+E
(Please read Common Actions With Prebooks for further details)
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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.
You 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.
Step one: Create the Prebook Header
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 SalespersonThe 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:
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These settings are managed by location. For more information based on your company type, read:
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More actions on Prebooks creation
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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:
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Step two: Add Items to the Prebook
After
the Prebook header has been created, items can be added to the order.
If required, enter the vendor name. This applies to customers that request items from specific vendors.
Search the product.
You can use any combination of the product name.
For 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 all akito varieties.
Enter the number
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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Enter the number of "Bunches", "Stems/Bunch" and "Price" (the total price is calculated based on the unit type).
of boxes.
Select the Box Type.
Enter the Unit type.
Enter the number 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
you want to add to
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Notes, mark codes, items from future inventory and vendor availability, etc., can also be added. |
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You can create a prebook based on future inventory or vendor availability.
To add 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.
-If the content within a box is partially sold in units, the remaining units will be available to be sold as units provided that the setting Bill Units as Boxes is disabled.
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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.
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| title | Editing a Prebook |
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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.
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.
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. |
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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:
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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- The system allows applying a price list to a Prebook. For more information please read How to Apply a Price List to a Prebook.
- Prebooks with recipes will be identified with a blue star icon. Assorted products can have recipes in its breakdown.