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Order sales
and entry
process
Executive Summary
The purpose of this report was to help the client company on modelling their
Order Entry/Sales (OE/S) process. Bizagi was used as a BPMN tool to design
an OE/S business process in BPMN format. Additionally, Business integration
plan has been proposed in the report to help client to come up with effective
business solution. The recommendation would be the implement the new
business integration plan to ensure the competitive advantage and to cop
with potential problems with the existing process.
Introduction
The process begins with the customer wanting to buy the product from the
client company. Firstly, the customer calls to the Customer Service
Representative (CSR) to place an order of the product. However, customer
can also call CSR to make an enquiry about the product, check the status of
the open order or to check the price and availability of the inventory items.
Firstly, system prompts the CSR to enter the customer number. The customer
has been assigned with their unique number that is used to store their
information like, Customer name, Address, Credit Information, Contact
details. When customer makes a call to CSR, the CSR will begin with entering
the customer number in to the system. When CSR enters the valid customer
number, the system retrieves the customers information from the systems
master data. CSR verifies and confirms the information is correct and
updated. But, if the system couldnt find customers information or the
record is null. The system will terminate. CSR begins with the further process
when the customer number has been entered accurately or it is valid in the
system.
Part number has been assigned for every product. Part number for the
product provides the general description and price information for the
particular products when entered to the system. After CSR enters the part
number of the product for which the customer wants to purchase, CSR will
enter the the quantity of an ordered item. Sales department will further
request for the credit approval from credit department. However, if the
outstanding receivable balance exceeds the customers credit limit the order
becomes unsuccessful and it gets suspended. The process will terminate.
Simultaneously, the operator is also notified of the fact. If the customers
credit falls within the credit range the processing will further continue. Now,
the quantity ordered is checked with the availability of the product in the
inventory. If, the inventory data be less than the customers ordered quantity
the procedures terminates and customer is notified. If the ordered quantity is
less than the available quantity and after CSR finished entering the order
data, computer generates sales order record also updates the inventory
master data for the allocation of the inventory to the sales order. The sales
order number is generated and CSR relays to the customer with the sales
order number. The warehouse department prints the picking ticket which
contains the bar code of the sales order number. The warehouse personnel
will insert the picked quantities in the picking ticket and compares the
product with the picking ticket and initials the ticket, and the completed
tickets are further moved to the shipping department
Shipping department will need the picking ticket for the confirmation of the
order and to ensure the ordered quantities are correct. When the shipping
department confirms the orders are accurate this will record the shipment in
the system. Record of shipment will further update the sales order, inventory
and the general ledger master data to reflect the shipment. Simultaneously,
the packing slip and shipping label (bill of lading) are printed. The goods are
packed with the packing slip inside the box and shipping label is attached to
the box and is given to carrier for the delivery. After the whole process
completes, the completed printed tickets are discarded.
Assumptions:
1. Customer calls Customer Service Representative (CSR) to place an
order.
2. Customers are ongoing customers and their personal information are
stored in the systems master data.
3. Customers are provided with the customer number.
4. Error routines are initiated if the customer record does not exist, the
customers credit limit is not sufficient, the goods are not available in
the correct quantity, the goods picked from the shelf do not agree with
the picking ticket, or the goods to be shipped do not match the picking
ticket and sales order.
BPMN Diagram
BPMN Patterns
Integration Plan
Target Business Process
Business Process Description
This business process start with when customer wants to start ordering
products through online system of client order system website. To use this
system customer has to create an account or login before purchasing of any
item so customer place the order with shipment details and payment then
they will receive confirmation email regarding the order with order number.
The order number will update in the system and logistic department will
receive a picking ticket with order number and then they have to check the
order details and make it ready to dispatch. Then finally send the shipment
according to the location detail of order number in shipping ticket to the
customer.
Needed Organisational Resources
Related Role Hierarchy
List of needed organisational resources
Conclusion
The vigorous analysis of the OE/S process of the client company has been
done to comprehend the effective business solution for the client. The
Business Process diagram was created for the client using the BPMN
modelling tool Bizagi. The BPMN patterns were described for the ease of
client to understand the process and activities. Textual description of OE/S
process are also the key documented part to help client understand the OE/S
process. Further more, the integration plan has been proposed and the
needed resources are made clear for the client to make it more transparent.
References