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. 1 3 2 9 10 4 5 11 12 13 15 14 16 6 7 8

ORDER-ENTRY CLERK Receives a purchase order (PO) Enters the customer number into an online terminal Enters the quantity and item numbers requested Reconciles the Sales Order Header to PO Forwards the Sales Order Header to Accounts Receivable Prepares a vendor acknowledgement Sends vendor acknowledgement to the customer Files the Sales Order and Purchase Order together in a Sales-Pending File COMPUTER Checks the inventory file Prints a Sales Order Header ACCOUNTS RECEIVABLE Reviews the Sales Order Header Checks the customer file Approves the Sales Order Header Copies the approved Sales Order Forwards the copy to Shipping 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

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

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

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

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

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

Order Entry Computer Accounts Receivable PO A Customer Check Print Inventory SO header Cust no Item info Reviews Checks Approves Copies Reviews Checks Approves Copies Reviews Checks Approves Copies Reviews Checks Approves Copies SO header SO header Cust Reconcile Vendor Ack. Sales Order Sales Order Prepare Vend Ack. PO SO header Shipping A B Sales Order Sale Pnd B