OM Questionnaire

8/3/2019 OM Questionnaire

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CLIENT - Discussion Notes

Major Topic Questions Comments/Conclusions R2i/GAP

Customers

Applicable Setups:

Define CustomersDefine Quickcodesagreement typesales channelsDefine AgreementsDefine Modifiers

What type of customers do you have(distributors, direct, etc.?)

Do you sell to one-time customers?

Do you have financial agreements withcustomers? What does it affect?Price listPayment termsSalespersonDiscount

Types of Items

Applicable Setups:

Define ItemsDefine BOMsDefine Item crossreference

Do you sell a shippable product?

Do you sell non shippable product such aslabor, training, etc.

Do you sell service programs and/or contractsfor any of your products?

How many orderable products do you have?

Which of your items are taxable?

Do you sell a configurable product?

Do any of your customers reference their ownpart numbers when ordering? If so, how doyou enter those orders today (by thecustomer part number or translate to you ownpart number)?

If your customer has their own part numbersfor your products, does their part number need to appear on all customer documents?Is it acceptable to show both yours and thecustomer’s part numbers on the documents?

Types of Orders

Applicable Setups:

What are the different types of orders youhave?Quotations

Standard product




Order and LineProcessing WorkflowsOrder and LineTransaction Types

Processing Constraints

Upgrades (hardware or software)Demo/evaluationsReplacement3rd party shipments (dropship)

Invoice OnlyBlanket Orders

What is the business process for each type?

Do you include mandatory or optional reviewsin your business process for legal compliance,credit review, etc?

How do you receive your orders (mail, phone,fax, EDI, etc.)?

If you use quotations, do you have a separatequotation system?

If you use quotations, do you automaticallyconvert quotes to orders?

Do you allow prices to be overridden byCustomer Service?

Transaction Volumes

Applicable Setups:

Document Sequencesfor Order Numbering

Order TransactionTypes

Assign Sequences

How many orders a month do you process bytype of order?

What is the average number of lines per order?

How many people are in order managementdepartment and what are their roles?

What is the current order numbering strategyand what number are you currently on? Arethere any requirements for your numberingsequence to be contiguous?

Sales /Commissions

Applicable Setups:

Define SalespeopleDefine Territories

Define Customers

How many salespeople do you have?

Do territory/regions or business groupingsdivide them?

Please provide a list of sales persons.




Define Sales CreditTypes

Do you assign your customers to specificsalespeople?

How often do you pay commission checks?

Do you pay salespeople for both commissionand non-commission activities?

Order holds (other thancredit check hold – seeAR questionnaire for credit checking)

Applicable Setups:

Define QuickcodesHold TypesHold release reasons

Define Holds

Do you use any other holds in your orderingprocess ( New Product hold, Export Review)?

What hold release reasons do you use?

Price lists

Applicable Setups:

Define Price Lists

Do you have a standard price list?

How many different currencies do you sell in?

How often are your prices adjusted (once ayear, once a quarter, etc.)

Who owns the price lists (order management

or product management)?

Is Negative Pricing allowed?

Discounts and SpecialCharges

Applicable Setups:

Define Modifiers –Discounts ChargesDefine Modifiers –Freight & SpecialCharges

Do you discount your product from thestandard price?

What kind of discounts do you use(promotions, volume based)?Do you have discounts for specific group of customers? Specific product line?

What are the various types of charge typesyour company uses (duty, handling,

insurance, etc.)?




Define Qualifiers

Scheduling

Applicable Setups:

OM Profiles-OM: Autoschedule:OM: Reservation TimeFenceInventory –Negative BalanceItem Attribute CheckATPDefine ATP Rule

Define Demand Class

Do you check availability of product before

committing a ship date to your customer or doyou quote a standard lead-time for each item? Do you want order lines to be scheduledautomatically at time of entry?If you check availability, do you want to dothis:Online as you take ordersIn background and manage exceptions onlyAcross multiple warehouses

If you check availability, do you check against:On hand inventoryPending purchase orders

Pending work orders

Do you want to ‘peg’ inventory to a salesorder?

Who schedules orders (order entry,scheduling, manufacturing, etc.)?

Do you track changes to the initial committedship date?

Do you segregate scheduled demand andproduction into groups for tracking purposes?

Order Acknowledgment

Applicable Setups:

Do you send sales order acknowledgments toyour customers?

How are they transmitted (fax, mail, EDI)?

At what point in the business process are theysent (after entry, after scheduling, etc.)?

Shipping

Applicable Setups:

Define Quickcodes

Shipment Priorities

How do you release orders for shipment (byorder, customer, warehouse, item, requestdate, shipment priority, etc.?)

Is there a need to pick across multiplewarehouses?




Define Document Sets

Define ItemsLot Control

Revision ControlSerial Number Control

Define Attachments

Define ShipmentOver/Under Tolerances

Do you ship from more than one location?

What determines which shipping locationshould be used?

Do you dropship products for your customersfrom your vendors?

If you dropship products, do you charge anextra charge for this service?

Do your vendors dropship orders to your customers?

If your vendors drop ship orders to your customers, how do you communicate therequirement to the vendor and how do they

communicate the shipment to you?

Do you ship internationally?

If you ship internationally, do you have aspecial procedure for those shipments?

If you ship internationally, do you use a freightforwarder?

Do you consolidate shipments? If so, do allyour shipping locations, consolidate? If so,how do you communicate that to shippingtoday?

Do you allow over/under shipmentstolerances?

Do you ship in decimal quantities?

Do you allow partial shipments? If yes, doyour customers allow partial shipments?

Do you backorder product that you cannotship by the date the customer requested?

If you backorder, how do you currently

release those backorders (by item, customer,etc.)? Are they on a separate pick list from




new orders for the same criteria?

Do you record any of the following atshipment?

RevisionSerial Number Lot Number

Please specify the shipping documents fromfollowing list.Packing ListBill Of LadingCommercial InvoiceMailing Label

Please specify standard notes needed to beprinted on the shipping documents e.g.

Handle with care etc.

Do you send shipment notifications to your customers? If so, how are they sent (mail,fax, email, etc.?)

Do you have a separate shipping manifestsystem? If so, will you continue to use thissystem?

Do you confirm your shipments before or after the product is physically shipped?

Do you track on time shipments?

Freight

Applicable Setups

Define Quickcodes:Freight termsFOB termsFreight Cost TypesDefine Freight Carriers

What are your standard freight carriers?

What are your standard freight terms (collect,prepay and add, prepaid, etc.)?

What are your standard FOB terms (FOBshipping, FOB destination, etc.)?Are your freight charges estimated or fixed attime of order entry?

Do you charge your customers freight? If youdo, is it defined as you enter the order or as

you confirm the shipment?




Transaction Volumes

Applicable Setups:

How many shipments do you do a day?

What is the average number of cartons per

shipment?

How many people in your shippingdepartment?

Returns

Applicable Setups:

Define QuickcodesCredit Memo Reasons(AR)

Do you have an authorization process for returns?

What are valid reasons for returns?

Do you allow returns without a return materialauthorization?

Do you always credit the customer for return?

If you credit a customer for a return, do youalways apply it to a specific invoice or do youalso use on account credits?

Do you allow returns that do not reference aprevious order or invoice?

Do you reverse sales credit when order isreturned?

Do you charge a restocking fee? Under whatconditions?

How many different locations can receivereturns?

If more than one location can receive returns,how do you decide which location for anauthorization?

Do you put a returned item back in inventorywhen it’s returned?

If you sell configured product, do you get theentire configuration returned or individualcomponents of the configuration?




Do you receive a returned item, repair it andreturn it to the customer?

If you repair product, do you charge for parts

and labor? Do you estimate the total costprior to performing the work?

Do you ship a replacement to a customer before the return item is received?

If you ship a replacement before receiving theoriginal return, do you charge for thereplacement order? If yes, do you credit thereplacement order or the original order whenthe product is returned?

Do you inspect returned product? If yes, doyou credit the customer after the inspection is

complete?

If you have quantity of 10 to be returned and7 are returned, do you want to credit thecustomer for 7 or wait until all 10 arereceived?

Do you allow your customers to return morethan what they requested? If yes, do youcredit for the requested amount or the actualamounts returned?

Do you accept revisions of the same part on areturn?

Do you accept entirely different parts on areturn?

Transaction Volumes

Applicable Setups:

Document Sequencesfor Order Numbering

How many returns a month do you process bytype of order?

What is the average number of lines per order?

What group is responsible for entering returnauthorizations?

What is the current return numbering strategy




and what number are you currently on?

Changes to Orders

Applicable Setups:

Define ProcessingConstraintsDefine QuickcodesCancellation reasons

Do you allow changes to orders?

If you allow changes, when in the order process do the following changes stop:ItemQuantityConfigurationFreight carrier Shipment priorityFOBShip toSales personPricingInvoice toPurchase order number

Up to what point in the business process canyou cancel an order line or order?

What are the reasons for canceling an order line or order?

What percent of your orders are adjusted?

What percent of your order lines arecancelled?

Invoicing

Applicable Setups:

What information captured on the order doyou need to interface to AR (i.e. credit cardinformation)?

Do you accept credit cards as a method of payment? What is the authorization process?

What additional information to you needs tobe printed on the invoice (i.e. discounts)?

Tax

Applicable Setups:

Define Order Line

Workflow

Do you need to quote an estimated tax for orders at the time of order entry? If so, atwhat point (entry of the order line, shipconfirm, invoicing, payment, etc.)?Do you need to base tax calculation based on

dates (entry, planned ship, schedule,




Tax Inclusive f lag requested, and promised dates)?

Do any of your items include tax in the salesprice?



Interfaces Requirements/Issues Comments R2i/GAPSales Tax Vendor CommissionsShipping ManifestPricing Attributes

Conversion Requirements/Issues Comments R2i/GAPCustomersPrice listsOpen ordersSalespeople & TrainersOpen Invoices & CM

Documents

OM Questionnaire