AmeriComp Background AmeriComp industries manufactures specialized PC components and sells them to other businesses. Customers may send Purchase Orders.

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Presentation transcript:

AmeriComp Background AmeriComp industries manufactures specialized PC components and sells them to other businesses. Customers may send Purchase Orders using either the Web or the regular mail. AmeriComp processes these identically. The following narrative describes their order-entry process. Narrative The order-entry clerk at AmeriComp receives a purchase order (PO) from a customer. The clerk enters the customer number into an online terminal. The clerk then enters the quantity and item numbers requested. The computer checks the inventory file and prints a Sales Order Header on the printer in the order-entry clerk's office. The order entry clerk reconciles the Sales Order Header to the PO and forwards the Sales Order Header to Accounts Receivable. The clerk in Accounts Receivable reviews the Sales Order Header and checks the customer file. The Accounts Receivable clerk then approves the Sales Order Header (by initialing the approval box - the approved Sales Order Header is now called a Sales Order). The Accounts Receivable clerk copies the approved Sales Order and forwards the copy to the Shipping department. The Accounts Receivable clerk forwards the original Sales Order to the order-entry clerk. The order-entry clerk prepares a vendor acknowledgement and sends it to the customer. The clerk then files the Sales Order and Purchase Order together in a Sales-Pending File.

AmeriComp Background AmeriComp industries manufactures specialized PC components and sells them to other businesses. Customers may send Purchase Orders using either the Web or the regular mail. AmeriComp processes these identically. The following narrative describes their order-entry process. Narrative The order-entry clerk at AmeriComp receives a purchase order (PO) from a customer. The clerk enters the customer number into an online terminal. The clerk then enters the quantity and item numbers requested. The computer checks the inventory file and prints a Sales Order Header on the printer in the order-entry clerk's office. The order entry clerk reconciles the Sales Order Header to the PO and forwards the Sales Order Header to Accounts Receivable. The clerk in Accounts Receivable reviews the Sales Order Header and checks the customer file. The Accounts Receivable clerk then approves the Sales Order Header (by initialing the approval box - the approved Sales Order Header is now called a Sales Order). The Accounts Receivable clerk copies the approved Sales Order and forwards the copy to the Shipping department. The Accounts Receivable clerk forwards the original Sales Order to the order-entry clerk. The order-entry clerk prepares a vendor acknowledgement and sends it to the customer. The clerk then files the Sales Order and Purchase Order together in a Sales-Pending File

ORDER-ENTRY CLERK 1.Receives a purchase order (PO) 2.Enters the customer number into an online terminal 3.Enters the quantity and item numbers requested 4.Reconciles the Sales Order Header to PO 5.Forwards the Sales Order Header to Accounts Receivable 6.Prepares a vendor acknowledgement 7.Sends vendor acknowledgement to the customer 8.Files the Sales Order and Purchase Order together in a Sales-Pending File COMPUTER 9.Checks the inventory file 10.Prints a Sales Order Header ACCOUNTS RECEIVABLE 11.Reviews the Sales Order Header 12.Checks the customer file 13.Approves the Sales Order Header 14.Copies the approved Sales Order 15.Forwards the copy to Shipping 16.Forwards the original Sales Order to order-entry clerk 1, 2, 3, 9, 10, 4, 5, 11, 12, 13, 14, 15, 16, 6, 7, 8

Accounts Receivable Computer Order Entry Customer Shipping Customer Inventory Sales Pend. 1, 2, 3, 9, 10, 4, 5, 11, 12, 13, 14, 15, 16, 6, 7, 8 PO 1 Cust No 2 Order info 3 9 SO header 10 4 SO header SO SO 6 Vendor Ack 7 8

Accounts Receivable Computer Order Entry Customer Shipping Customer Inventory Sales Pend. PO Cust No Order info SO header SO Vendor Ack

Customer Shipping Customer Inventory Sales Pend. 1.0 Prepare SO Header 2.0 Approve SO 3.0 Prepare Vendor Ack. 1, 2, 3, 9, 10, 4, 5, 11, 12, 13, 14, 15, 16, 6, 7, 8 1 PO SO 8 7 Vendor Ack

Customer Shipping Customer Inventory Sales Pend. 1.0 Prepare SO Header 2.0 Approve SO 3.0 Prepare Vendor Ack. PO SO Vendor Ack

Accounts ReceivableOrder EntryComputer PO Customer 1 Cust no Item info 2,3 9 Check Print Inventory 10 Check Print SO header SO header 15 Shipping Reconcile 4 5 A SO header A SO header PO 16 B Sales Order 6 Prepare Vend Ack. File Vendor Ack. 7 8 Sale Pnd 1, 2, 3, 9, 10, 4, 5, 11, 12, 13, 14, 15, 16, 6, 7, 8 Reviews Checks Approves Copies 11 Reviews Checks Approves Copies 12 Cust Reviews Checks Approves Copies 13 Reviews Checks Approves Copies 14 Sales Order Sales Order B Sales Order Customer

Accounts ReceivableOrder EntryComputer PO Customer Cust no Item info Check Print Inventory Check Print SO header SO header Shipping Reconcile A SO header A SO header PO B Sales Order Prepare Vend Ack. File Vendor Ack. Sale Pnd 1, 2, 3, 9, 10, 4, 5, 11, 12, 13, 14, 15, 16, 6, 7, 8 Reviews Checks Approves Copies Reviews Checks Approves Copies Cust Reviews Checks Approves Copies Reviews Checks Approves Copies Sales Order Sales Order B Sales Order Customer