Khaos Control Cloud Initial Setup Guide - System Values - Sales Tab

Khaos Control Cloud Initial Setup Guide - System Values - Sales Tab

Introduction 

This setup guide is designed to work alongside the training you undertake to help you set up your Khaos Control Cloud for your business.

There are tooltips available to describe each option within the application itself, just hover your mouse above the option to display the information associated with it.
The Help menu is also available by clicking on the yellow question mark button in the top right of your screen or selecting Help from the navigation bar within any screen in the system. It’s context-sensitive and will display relevant information depending on where you are within Khaos Control Cloud. The information includes:
  1. A description of the main page you are using.
  2. Information on the fields within the current screen.
  3. A list of related videos which will guide you through important tasks related to the screen that you are on.

System Values

System Values is found under System Setup from the left navigation.
To edit any of the options in System Values:
  1. Click on the Edit button in the top right.
  2. Overwrite the example information with your details, select an option from a drop-down list or enable/disable an option using the toggle.
  3. Save the changes using the Save Screen button in the top right.

Sales Tab

NEW ORDERS

Invoice address as default

  1. Enabled – the first address on the company record marked as address type of “Invoice” will be used as both the standard invoice address and the standard delivery address. Other preferential options will be ignored.
  2. Disabled – the invoice address is used to automatically populate the Invoice Address in a sales order, and the customer's delivery address is used to populate the Delivery Address fields in the sales order.

Proforma Order Type

This option determines what type of sales orders are created by default for customers who are marked as Proforma Customers in the Options area in their General screen:
  1. Sales Order – orders will be created as sales orders, stock will be assigned and the order will appear in the relevant stage in Sales Invoice Manager awaiting payment before being processed (e.g. Staging, Awaiting Stock).
  2. Pro-Forma – orders will be created as Pro-forma orders, stock will be assigned and the order will be placed in the Manual Hold stage of Sales Invoice Manager.
  3. Quotation – orders will be created as quotations, stock will not be assigned and the orders will become visible in the [CRM | Opportunities (Quotes)] screen as well as in the relevant Quotations stage in Sales Invoice Manager.

GENERAL

Take full payment

  1. Enabled – irrespective of whether the order is 100% fulfilled or not, prepayment orders will have the full sales order total payment taken, while account orders will be invoiced in full for the sales order total.
  2. Disabled – if the order is not 100% fulfilled, prepayment orders will only have payment taken for the total of the assigned stock, while account orders will only be invoiced for the items sent on a part shipment.

Include Backorder in Run To Zero calculation

This option determines whether existing, unallocated items are taken into consideration when trying to produce a new sales order for a Run To Zero stock item (as the system won’t allow Run To Zero items to be added to a sales order if no stock is available).
  1. Enabled – If the option is enabled, the system will factor in any outstanding, unassigned stock on existing sales orders. For example, if the Run To Zero item had 5 available but also had 5 unassigned to sales orders (5 on backorder) then the sales operative would be prevented from adding the stock item to a new sales order because there is only enough stock to fulfil the backorders.
  2. Disabled – if the option is disabled, the system will ignore any outstanding, unassigned stock on existing sales orders. For example, if the Run To Zero item had 5 available but also had 5 unassigned to sales orders (5 on backorder) then the sales operative would not be prevented from adding the stock item to a new sales order.

REQUIRED FIELDS

Keycode required

If enabled, the user must assign a keycode to the sales order before they are able to save it.

Sales source required

If enabled, a sales source will be required before the user is able to save a sales order.

Branding required

  1. Do not require – does not require a brand to be specified before saving sales orders.
  2. Sales Orders only – requires a brand to be specified on Sales Orders only before users can save them.
  3. All (Sales, Proforma, Credit Notes) – requires a brand to be specified on sales orders, proforma orders and credit notes before users can save them.

PRICING

Action if price is zero

Determines how the system will behave if a user tries to save a sales order containing a stock item where the sell price is set to 0.
  1. None – the system will allow users to save sales order.
  2. Warning – the system will display a popup to warn the user, but the user can accept the warning and save the sales order nonetheless.
  3. Error – the system will not allow the user to save the sales order.

Warn if price is changed

If enabled, the user will receive a popup warning when trying to save a sales order where the prices the customer is entitled to have been manually changed on the sales order. The user can accept the popup and save the sales order nonetheless.

Lock Sales Order Prices

If enabled, the prices on sales orders will be locked once the sales order is saved. If the sales order is edited in the future, users will not be able to change the prices of the items listed.

Minimum Order Value

If an amount is specified here, then users will be warned if trying to save a sales order where the net sales order total falls below this figure.

Sell Prices are Net

Controls whether sell prices in the system are represented in Net (option enabled) or gross (option disabled).

Force sales order lowest price

  1. Enabled – the system will use the lowest price from all applicable prices for an item that the customer is entitled to. 
  2. Disabled – the system will follow a pricing hierarchy when working out what price the customer will pay.
Notes and Caveats
Do not enable this option if using multi-currency. With this option enabled, the system will attempt to sell stock at the lowest value without taking currency into consideration.

Compound Discounts

  1. Enabled – customers will receive all discounts available to them.
  2. Disabled – customers will not receive the total sum of all discounts given, and instead will receive only one discount.
Notes and Caveats:
Which one discount the customer receives when Compound Discounts is disabled depends upon the use of the Force Sales Order Lowest Price setting as to whether the customer receives the best price with the most discount or the price determined by the discount hierarchy.

Minimum Sales Order Margin

If a percentage is specified here, then users will be warned if trying to save a sales order where the order line margins and/or total sales order margin fall below this figure. 

DELIVERY

Delivery Date (Release Early)

The number specified here depicts how many days prior to the sales order’s delivery date the order will be released from the Awaiting Date Stage in Sales Invoice Manager.

Part Ship Period

This is the number of days a part fulfilled invoice will stay in Awaiting Stock until it is released for processing as a part-shipment.

Delivery date (put in awaiting date)

If a delivery date of a sales order is more than this specified number of days in the future they will automatically be placed in Awaiting Date in Sales Invoice Manager.

Delivery date (add to default)

Adds the number of days specified here to the system default delivery date (system default delivery date is order date plus 1 day, i.e. next day).

Delivery Date (cheque clearance)

If the payment added to a sales order is cheque, the system will increase the delivery date by the number of days specified here.

MANUAL BO/PO

Allow auto book-in of BO/POs

Controls whether stock can automatically be booked into the system for back order purchase orders without the need for users to manually create and complete a delivery note. The option can be configured to:
  1. None – Never allow stock to be automatically booked in.
  2. Allow for all – allow stock to be automatically booked in for all BO/POs.
  3. Direct to customer POs only – will only allow stock to be automatically booked in for BO/POs being sent directly from the supplier to the customer.

Assign stock to Dropship if available

  1. Enabled – If a stock item is marked as a Dropship item, but you have enough available stock to fulfil the order(s), the system will assign the available stock to the sales order.
  2. Disabled – the system will ignore your available stock when a customer orders a Dropship item. Available stock will not be automatically assigned to the order and a BO/PO should be raised.

Deliver to Site

  1. Enabled – this option will set the delivery address for non-direct to customer purchase orders as the address specified against the Site the goods are being ordered to, as per the Site details in [System Data | Sites].
  2. Disabled – the delivery address for non-direct to customer purchase orders will be set to the company address as specified under Company Details in [System Values | General].

Use Organisation As Company Name

  1. When enabled, the BO/PO delivery address will use Sales Order Delivery Organisation instead of Company Name; that is, the name of the Company on the Company Record on KCC.
A Video on this procedure can be viewed below