CEO Juice Process for Sales Orders: Paperwork to Delivery

Equipment Sales Order Process

Customer Signs paperwork

Turn In Paperwork To Order Processing

• How ever your current process works today. You just turn your completed package into your order process person.

Does this remind of your sales people?

Order is entered in E-automate

Finance Department generates Sales Order in eAutomate with the following information on it: • Equipment and accessories in the 1 .. 1.1 .. 1.2 parent / child format. • "Transaction Out" info. (In Custom Properties)• "Transaction In" info. (In Custom Properties)• Connectivity required or not. (In Custom Properties)• Date required if customer specific. (if ASAP then uncheck to

"Required Date" checkbox and no date will appear on Sales Order / Pack List / Pick Ticket.)

• Pickup items must be noted in the REMARKS tab. (i.e. PICKUP EQ# 99999)

• Additional items as needed. (i.e. stairs, after hours delivery, etc)

Warehouse Manager gets email

• Order Status automatically set to "OPEN" or "OPEN (Backordered)“

• CEO Juice will send out auto generated email to Warehouse Manager. (CEO JUICE ALERT ID#348)

Email Sent When Order Processing enters the order

Warehouse Confirms the Order

• Order Status set to "Warehouse" or "Warehouse (Backordered)“

• This is the way in which the warehouse confirms they have received the order.

• CEO Juice will send out auto generated email to Sales Person. (CEO JUICE ALERT ID#349)

Email when Warehouse Acknowledges the order

The Warehouse-Start to work

Warehouse Stages the Products1. Warehouse adds supply items only to SO and associates them to the

equipment line item. (1, 1.1, 1.2… parent / child format)

2. Backordered items ordered from vendor and received into system.

3. When all equipment and supplies are available, Warehouse Manager will issue a Pick Ticket to the warehouse staff. 

4. Serial numbers will be recorded and turned back into Warehouse Manager .

5. Equipment staged for make ready process in the shop with a copy of the Pick Ticket affixed the main piece of equipment.

6. Equipment will be "built" in the system by attaching all the accessories in the SO to the Equipment record. 

7. Schedule shop by writing the job and due date on white board.

8. Sales Order Status changed to "SCHEDULED".  Scheduled dates are estimated delivery date only. Actual delivery date will be set when status is changed to "Ready“

9. CEO Juice will send out auto generated email to Sales Person. (CEO JUICE ALERT ID#351)

Equipment in Shop with required date

Equipment is Ready1. Equipment is made ready for delivery by shop technicians.

2. Equipment checklist is filled out. Equipment checklist is returned to production control with copy of Pick Ticket. Schedule the Equipment Delivery, Training and IT if applicable in Dispatch Console.  Email is auto generated to sales person and training department. Assign driver / tech, call type, priority. Confirm equipment address matches the delivery address and change if necessary. Verify contact information is the same as on the Sales Order. Schedule Due By Date and Time for drivers and tech. Enter date for Trainer and place of

"Training" hold.

3. Change Due By Date in Sales Order to reflect to delivery date. This the estimate Delivery date for the equipment.

4. Add Delivery Date and Time to Remarks section of Sales Order so that it prints on emails to sales reps and managers. (This is so a time is recorded)

5. Sales Order Status changed to "READY“

6. CEO Juice will send out auto generated email to Sales Person with delivery date and time. (CEO JUICE ALERT ID#352)

Email Sent When Equipment is ready

This is when it will be delivered

Delivery Staging Part 1

1. When item is ready to be delivered "Ship" the item in EAutomate.

2. Sales Order status will be changed to "READY (SHIPPED)" automatically in EAutomate. This causes all the equipment to be moved to an unavailable bin called “Shipped” and removes the need to create sales pending bins.  Equipment will be allocated to the sales order

Note: NO EMAIL WILL GO OUT AT THIS TIME. THIS IS A SYSTEMATIC SHIP. THIS DOES NOT MEAN THE ITEM HAS BEEN DELIVERED. A LATER STATUS OF DELIVERED WILL INFORM ALL PARTIES WHEN THE EQUIPMENT HAS BEEN DELIVERED

Delivery Staging Part 2• Create Service Call for Delivery

– Make sure to have an install or delivery call type– Schedule the call for the day and time of delivery.

• Each Driver will need to be setup as a technician and requires a Remote Tech Login and License

• Print Service Call using custom report "CEO JUICE CALL DELIVERY TICKET" (ID425)

• Check off appropriate boxes for Transaction In / Out. (To be manually copied from Sales Order) – Image of form below.

• CEO Juice will send out auto generated email to salesperson informing him, driver has a delivery. (CEO JUICE ALERT ID# 266)

Delivery call is Setup

ETA of Delivery

Manually Fill in this section

Delivery Day• Give driver copy of Delivery Ticket(s) with run up sheet attached.• Driver uses Remote Tech to dispatch himself to the delivery.• CEO Juice will send out auto generated email to sent out to salesperson informing

him driver has dispatched to the delivery. (CEO JUICE ALERT ID# 266)• When driver arrives at location he uses Remote Tech to "Arrive" at delivery.• Driver delivers the equipment and makes note of the meter read on the delivery

ticket. Attach any supporting documents to back of packet. Meter reads must be wrote on Delivery Ticket.

• Customer signs copy deliver acceptance or equipment release depending on work being preformed.

• Driver makes a copy of Delivery Ticket only and gives copy to customer.• Driver uses Remote Tech to close delivery. Meter must be entered in order to

close a call.• CEO Juice will send out auto generated email to sent out to salesperson informing

him driver has completed the delivery. (CEO JUICE ALERT ID# 266)

Machine has been Deliveried

Delivery

Training and Networking will also generate emails

Finish the Process

• When possible driver faxes a copy of the delivery paperwork to Order Process Department at XXX-XXX-XXXX

• Driver returns Delivery Ticket and all supporting documents to Warehouse Manager.

• Warehouse Manager Reviews for accuracy.• Sales Order Status changed to "DELIVERED"• CEO Juice will send out auto generated email to Delivery

Group. (CEO JUICE ALERT ID# 353)• Documents are scanned to Trenno (Document

Management).• Documents are returned to Order Process Department.

Delivery Complete and Paper Work turned in

Victory

New System Allows you to monitor Number of Deliveries with Alert 34