How to Process an Canada Parts Order
new information is bolded
*****Know your customer number! *****
Go to the right and click "sales" and then sales order. Press the green +Create
- Under "Sold-to Customer" enter the customer number.
- Top left of your screen, there are three dots. click "set dimensions" THIS IS FOR REPORTING PURPOSES, VERY IMPORTANT. Under "Department" select, what service type it is.
- GO TO SHIPPING TAB FIRST. If the address is not the shipping address for that order, select the 3 dots and REPLACE and select the correct address. DO NOT SELECT EDIT. If the address is not in there, go to customer number hyperlink under the sold-to customer and add the address.
- Go to Lines Tab. Select the arrow down next to + add Line and click add line in panel.
- Under the Information tab- Enter the part number and quantity.
- Under the Price tab- enter percentage of discount (if customer gets one) this will need to be done for every single line item.
- Under Line Notes tab- this is where you would put any special notes for that individual part number. (programming a controller, chain length, back order, etc) to do this, hit the toggle switch for "Add Notes to Customer Document" and type your note in the bottom section labeled "Customer Line Notes". It needs to be here or it will not pull over when a sales order is printed.
- Press the green Apply if complete or "apply and add new" if you need to add more parts.
- Once all lines/parts are added, Go to the Information Tab. Add the PO# if given one under "Customer Order Reference"
- Under the Financial Tab, double check payment terms. If they are paying with a credit card, make sure payment terms state "credit card". Terms should match payment method/ customer PO.
- Under Notes Tab, turn the toggle on for "Add Notes to Customer Document" AND "Repeat the document notes on new documents". In the section of "Customer Notes" add how the customer wants this order shipped. - UPS Ground (PPD & ADD), NDA (Next Day Air) or add freight account. (Note, for FedEx, the shipping department will need an email and phone number for receiver)
***If a customer is shipping to Canada and does not have a UPS or FedEx account number, you will need to add brokerage, freight and sales tax. If customer has a UPS or FedEx account number, GREAT! Ignore all the other bolded parts as the customer is paying for brokerage, freight and sales tax.
- Go to Lines Tab, add a new "part". Part number is: 700050- Brokerage Fee. Enter 1 in quantity. Use your brokerage fee cheat sheet from AP department to determine how much is it, add that to price. Department/ dimension for this line is FREIGHT.
Hit Save to get the sales quote number.
- Send email to shipping department to add freight. Example: Subject line- SO2501501- Shipping. Body- Can you add freight, please?
- Once you get an email confirmation back from Shipping Department that freight was added, pull up the GST/ HST Calculator- https://www.canada.ca/en/revenue-agency/services/tax/businesses/topics/gst-hst-businesses/charge-collect-which-rate/calculator.html Enter shipping province or territory and enter the amount of the sales order (without cc fee if there is one). Hit calculate. Go to Lines Tab, add a new "part". Part number is Sales Tax. Enter 1 in the quantity. For the price, add the price from the website of the GST or HST tax ONLY. Department/ dimension for this line is SALES TAX.
**IF SHIPPING NDA or anything other than ground, send an email to the shipping department (Danny) Example: Subject line- SO2501501- NDA. **
Under Notes Tab, add the email address of the purchaser. This email will get the shipping email from UPS or any other updates regarding this order. Or if there is trouble getting payment on orders, this is who the AP department is going to contact.
Under Attachments, if customer submitted a hard copy PO, upload there for future reference.
Press Save. DOUBLE CHECK DEPARTMENTS. Verify everything is correct, if correct, "Confirm" sales order. Print the sales order to the shipping department and save as PDF to send the order confirmation to the customer.
Send order confirmation to customer. (Use the sales order confirmation snip it)
If customer has a hard copy PO, print PO. Write customer number of top left of PO and the sales order number of the top left of PO. Put in end of day pile for POs. If customer is paying by credit card, print it off (MAKE SURE IT IS FILLED OUT IN ITS ENTIRETY). write customer number and sales order on top of credit card form. Staple PO & cc form if customer submitted both.