Sales orders are fundamental to any inventory and order management system. When a customer sends you a purchase order or clicks buy on your web site your company becomes obligated to fullfill the order. Therefore a sales order should be entered into your system as soon as possible.  

I have seen some companies that instead of entering a customer PO as a sales order, they enter it as an invoice even though they have not yet shipped the product.    This is not advisable for a number of reasons:

1. A sale is not yet made: Generally accepted accounting principles require that you ship the product before you record a sale.   Since you have created an invoice you have incorrectly recognized revenue in your accounting records.

2. You may not have the inventory to ship:  You may have generated the invoice but you make actually be in backorder.  This is especially possible if your system allows you to go into negative inventory (like QuickBooks does).  Now you have an invoice and the only way for you do determine what is in back order and what needs to be ordered from your suppliers is to painstakingly go through each product that shows negative inventory.  Ouch!

So the correct procedure would be to enter a sales order and a minimum the following data should be captured:

• -Customer's legal name
• -Billing to address
• -Shipping Address
• -Order date
• -Expected shipping date
• -Customer PO #
• -Terms of payment
• -Each product that was ordered (SKU and Description)
• -Quantity ordered of each product
• -Price per for each product
• -Shipping method

Once a sales order is in the system you can use to answer a variety of questions like:

• -When do I need to ship products?
• -Which products do I need to order from my suppliers and how much do I need to order?
• -Which sales orders do I ship first?

If you are not using an inventory and order management system things are probably slipping through the cracks. Here are some points to consider:

• -Paper gets lost or destroyed.
• -Excel needs to be manually updated.
• -Without a system it's hard to share data within your organization.
• -You have limited visibility as to open orders, backorders, available inventory and such.

Canadian companies, who are more export oriented than their U.S. brethren, have specific needs when it comes down to inventory and order management. NumberCruncher addresses those needs in its flagship product All Orders. How you may ask does a U.S. based company have so much knowledge of Canada. Well that is because its founder and president, Ian Benoliel, is from Canada. Born in Montreal, Ian grew up working in his father's manufacturing business. Ian's familiy moved to Toronto there he started his career as a Charted Accountant. Although he now lives in South Florida, his mother, brothers and sister live in Canada.

So when selecting an inventory software that is integrated with QuickBooks Canada, make sure you select one that have those features required by Canadian companies like those contained in All Orders by NumberCruncher.

Support for GST, HST and PST

U.S. and Canadian sales tax a coniderably different. U.S. taxes are generally exigible on the sales of goods whereas Canadian sales tax is exigible on both goods and services. The tax authority in the U.S. is on the state, county and city level and in Canada the tax authority on the federal and provincial levels. Finally, and most importantly, the U.S. system is not a value added tax therefore for taxes are whereas in Canada, companies received an input tax credit for taxes paid to suppliers and other vendors.

Foreign Currencies

Its rare that U.S. companies have anything but U.S. dollar bank accounts. In fact you would be hard pressed to find a bank that can offer a Canadian currency bank account. (By the way you may want to try Harris Bank which is a subsidiary of the Bank of Montreal). Conversely I would be hard pressed to find a Canadian manufacturer, wholesaler or distributor that does not have both Candian and U.S. dollar bank accounts. Canadian companies need foreign currency because they export to the U.S., Canada largest trading partner and when importing from Asia.

Multiple locations

Many Canadian, particularly manufacturers, have many customers in the U.S. as such they may have third party logistics holding inventory so lead times can be minimized.

Other features

All Orders by NumberCruncher contains an array of features designed for manufacturers, wholesalers and distributors using QuickBooks like bills of materials, work orders, vendor management, reorder point forecasting, sales orders and shipping automation, lot and serial number tracking and barcode printing and scanning.

What is a lot number?

A lot number is an identification number assigned to a particular quantity, batch or lot of a product from a single manufacturer. Lot numbers can typically be found on the outside of packaging.

A product will typically have an identifier often referred to as an SKU (stock keeping unit). For example a case of tomato sauce may have an SKU of SCS-123. In addition to the SKU, the case will have a lot number which may be different on each case. For example cases purchased in December may have a different lot number than those purchase in January but the SKU will be the same. A lot number may also be a date code representing the expiration of the product.

Why should my business track lot numbers

Lot numbers enable the manufacturer to trace a product back through the production process to the source of the raw materials used in the finished product. In our example of tomato sauce, the lot number on the cases allow the manufacturer to determine which tomatoes where used and from which supplier. So in the case where a certain batch of tomatoes may have been contaminated, the manufacturer can recall only the lot numbers affected instead of a total recall.

For food and beverage manufacturers, electronic traceability will become an industry requirement. On July 31, 2009, the House passed the Food Safety Enhancement Act, which has been touted as the most far reaching reform to food safety legislation in 50 years. The legislation outlines the requirements for all companies who produce, manufacture, process, pack, transport, or hold food to maintain full pedigree of product information and electronic traceability records. On Oct. 5, 2009, 55 food-service manufacturers, distributors, and operators launched the Foodservice GS1 Standards Initiative outlining the adoption of a common timeline for implementation of GS1 global standards for company identification, item identification, and product description.

Electronic record keeping is a central element of the BioTerrorism Act and all food companies regardless of size must comply with regulatory chain of custody conditions. Among other things, in the event of a recall, it mandates that a company be able to provide a complete chain-of-custody of a tainted product within four hours or face fines and penalties. This rules out the use of paper records.

How can All Orders by NumberCruncher help track lot numbers?

Technology exists to ease the regulatory burden. These solutions include electronic records handling to help streamline the handling of bills of material and work orders, as well as technology such as barcodes and labels for lot traceability and expiration dates. But this technology has typically been out of reach for the small manufacturer. However All Orders by NumberCruncher provides sophisticated yet cost effective means to track lot numbers through the supply chain to the consumer and its integrated with QuickBooks.

Bill of material

A bill of material (BOM) is a list of the raw materials, sub-assemblies, intermediate assemblies, subcomponents, components, parts, and the quantities of each needed to manufacture the final product. It may be used for communication between manufacturing partners or confined to a single manufacturing plant.

A BOM can define products as they are designed (an engineering bill of materials), as they are ordered (a sales bill of materials), as they are built (a manufacturing bill of materials), or as they are maintained (a service bill of materials). The different types of BOMs depend on the business need and use for which they are intended.

An electronic BOM provides greater control over production costs. The ease in creating and editing an electronic BOM helps in maintaining product consistency and understanding product yield—the actual vs. expected product output.

In process industries, such as food manufacturing, the BOM is also known as the formula, recipe, or ingredients lists. Using BOMs ensures recipes are adhered to during production. In addition to the ingredients and yields, the BOM has production instructions and routing steps, including one that can be called quality control. You wouldn’t believe how many small companies keep their formulas and production notes on paper in a file cabinet (or in the owner’s head). Paper, or even basic Excel spreadsheet systems don’t allow companies to easily update and instantly communicate changes throughout the entire organization.

Small food manufacturers need vital inventory and order management features to effectively track inventory quantities, production, and customer orders. All Orders by NumberCruncher for has the necessary tools that QuickBooks Inventory for manufacturing and manufacturers does not have. From bill of materials for recipes to tracking expiration dates, these Small food manufacturers have the same compliance and operational requirements as larger companies. They need much, but not all, of the functional technology solutions [that are available to larger companies]. Too often this type of BOM functionality is found in costly software and hardware solutions.

Work Orders

Paper work orders do not allow production data to be shared throughout a central database. Quality processes cannot be effectively documented and saved to create standard operating procedures critical to consistent food production. The ability to save and attach the batch and lot number being manufactured ensures quality processes.

The electronic work order is used to create finished product. Each step in the work order is completed before the work order can be finalized. Too often lower-cost technology solutions lack the needed custom fields required per work order that allow the quality control checklist to be integrated with all other functions, and retained in the same database as order and inventory information.

Without the work order, the impact on quality will be significant, because the internal quality metrics cannot be documented. The work order is the internal document that manages production of a specific BOM for a specified quantity. The work order can track yields of raw materials and reworks.

Bar Codes

Just as they use clipboards to keep track of inventory levels, many small food manufacturers use a grease board, dry erase board, or a spiral notebook to track orders from suppliers, inventory, location transfers, customer orders, shipping information, work order picking, and inventory counts and adjustments. All of these can be done via mobile bar code scanning, but until now, many small food manufacturers have found this critical technology inaccessible because they were priced out of these solutions.

Using bar codes for ingredients ensures that the correct ingredients are picked and overall production efficiency increases. The level of efficiency and reduction of errors decreases by an average of 10 percent.

Lot numbers and Expiry

Expired or soon-to-be-expired raw material can be identified and made unavailable for use with many systems. The ability to track the lot and expiry for both finished goods and raw materials is essential, and lots must have customizable fields that can be used to characterize a specific lot (for consistency, acid level, and other metrics). Having this information on the lot level can vastly improve quality. For example, knowing the consistency specific lot may require production to add more or less water to the batch.

1.    Create SKUs for all the package sizes you sell

"Many small manufacturers get caught by this one." says Ian Benoliel, President of NumberCruncher. Instead of creating different units of measure as a way to define the package size you should create an entirely different SKU. Although you will have more SKUs, you will be able to track sales of a specific package size and more accurately reflect the cost of the packing. This the same thing the big boys do. In the super market you can purchase a can or case of Coke. You will notice that the singles and cases have different SKUs. This is because The Coca Cola Company uses a 'Packaging Bill of Materials' for the case. They combine 12 singles, case materials and labor to create an entirely new SKU.

2.    Use Lot or Batch numbers

A product will typically have an identifier often referred to as an SKU (stock keeping unit). For example a case of tomato sauce may have an SKU of SCS-123. In addition to the SKU, the case will have a lot number which may be different on each case. For example cases purchased in December may have a different lot number than those purchase in January but the SKU will be the same. A lot number may also be a date code representing the expiration of the product.

Lot numbers enable the manufacturer to trace a product back through the production process to the source of the raw materials used in the finished product. In our example of tomato sauce, the lot number on the cases allow the manufacturer to determine which tomatoes where used and from which supplier. So in the case where a certain batch of tomatoes may have been contaminated, the manufacturer can recall only the lot numbers affected instead of a total recall.

3.    Develop and Maintain a Bill of Material for all your Recipes

In process industries, such as food manufacturing, the BOM is known as the formula, recipe, or ingredients lists. It is simply a list of the ingredients and the quantities of each needed to manufacture the final product. It may be used for communication between manufacturing partners or confined to a single manufacturing plant. Using BOMs ensures recipes are adhered to during production. In addition to the ingredients and yields, the BOM has production instructions and routing steps, including one that can be called quality control. You wouldn’t believe how many small companies keep their formulas and production notes on paper in a file cabinet (or in the owner’s head). Paper or even basic Excel spreadsheet systems don’t allow companies to easily update and instantly communicate changes throughout the entire organization.

In business the only constant is change.    So you should regularly review you bill of materials to ensure you have the correct ingredients and proportions.

4.    Use Work Orders for Production and Quality Control

Paper work orders do not allow production data to be shared throughout a central database. Quality processes cannot be effectively documented and saved to create standard operating procedures critical to consistent food production. The ability to save and attach the batch and lot number being manufactured ensures quality processes. .

The electronic work order is used to create finished product. Each step in the work order is completed before the work order can be finalized. Too often lower-cost technology solutions lack the needed custom fields required per work order that allow the quality control checklist to be integrated with all other functions, and retained in the same database as order and inventory information.

Without the work order, the impact on quality will be significant, because the internal quality metrics cannot be documented. The work order is the internal document that manages production of a specific BOM for a specified quantity. The work order can track yields of raw materials and reworks.

5.    Put Labels on Finished Goods

This seems obvious but many manufacturers don't bother to put the appropriate label on finished goods. A label should at a minimum have the SKU, description, quantity and date. Other useful information would be the lot/batch number, work order # and best before date or expiration date. It would be extremely beneficial to you and your customers if your labels have bar codes. This would allow both you and your customers to use scanner to ship and receive product.