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Order Acknowledgment for new orders

  • 1.  Order Acknowledgment for new orders

    GOLD CONTRIBUTOR
    Posted 6 days ago
    This is not a "how do I" type of question but rather one of curiosity.

    How do you handle the acknowledgment of a new order from a customer?
    Do you simply send them a copy of the order and stamp it acknowledgment?
    Do you have an automated form that you use?
    Is it the salesperson's responsibility to acknowledge the order before it gets entered into the system?
    Do you have your salespeople enter the order or do you have a separate order entry department that enters the order and are they the one to acknowledge the order?

    We've been on GP for several years now (currently 2013R2) and we have tried a few different methods of getting an acknowledgment to our customers.  Most of the time it appears the customer doesn't understand what we are trying to do and think that we are invoicing them for material that has not shipped.

    I'm looking to refine how we do it (currently which is to send a copy of their order and stamped acknowledgment).

    Thanks for your input.
    Pam

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    Pam Palmer
    Projects/Database Admin
    Temple, Inc.
    Decatur AL
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  • 2.  RE: Order Acknowledgment for new orders

    TOP CONTRIBUTOR
    Posted 6 days ago
    @Pam Palmer with our sales orders, we do all of our acknowledgements outside of GP.
    Depending on how we receive the orders, we typically acknowledge two different ways. If a customer emails us, we reply back with a simple thank you and an ESD (no details beyond that). If it is an order that we receive via EDI, then they receive an automated receipt that we have the PO and then some customers get an actual PO acknowledgement back with details via our EDI system.

    We are simple in the fact that we do not have any outside sales reps, our orders come in 99.9% electronically (email or EDI) and we only have one person entering. ​

    Good luck in your quest for finding a way to make all the customers (and sales staff) happy and efficient!

    ------------------------------
    Aleiha Hanson
    Royal Basket Trucks, Inc - IT Manager
    GPUG Milwaukee WI Chapter Leader
    ahanson@royal-basket.com
    ------------------------------



  • 3.  RE: Order Acknowledgment for new orders

    GOLD CONTRIBUTOR
    Posted 5 days ago
    @Aleiha Hanson  Thank you for your feedback.

    May I ask what EDI you are using? Also you mentioned:  ​"If it is an order that we receive via EDI, then they receive an automated receipt that we have the PO and then some customers get an actual PO acknowledgement back with details via our EDI system."

    How does this work that only "some" would get an actual PO ack?

    Thanks,
    Pam



    ------------------------------
    Pam Palmer
    Projects/Database Admin
    Temple, Inc.
    Decatur AL
    ------------------------------



  • 4.  RE: Order Acknowledgment for new orders

    TOP CONTRIBUTOR
    Posted 5 days ago
    We use a few different platforms for our EDI depending on the customer. Our preferred partner is True Commerce though. We use them for a few customers and we have them integrated with GP. I can share more details with you via a call or message if you'd like.

    ------------------------------
    Aleiha Hanson
    Royal Basket Trucks, Inc - IT Manager
    GPUG Milwaukee WI Chapter Leader
    ahanson@royal-basket.com
    ------------------------------



  • 5.  RE: Order Acknowledgment for new orders

    TOP CONTRIBUTOR
    Posted 5 hours ago
    Hi Pam-

    I can't speak for the EDI portion of it since we don't use it yet, but all of our POs from customers are emailed to our customer service reps. They enter the orders.

    At the end of the day, we send an acknowledgement via email from GP with an attachment of the order. If there are any backordered items on their order, we have a little starred note showing we will provide an estimated ship date later. This happens once we get confirmation from the vendors of our PO to them.

    Once we get the confirmation from the vendor, we send an update at the end of the day back to the customer. This is an attachment of the back order with estimated ship dates. The back order and the PO are linked, so this is how GP knows what back orders and what customers to email.

    Let me know if you have other questions. I hope this gives some insight.

    Thank you.
    -Joe

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    Joseph Markovich
    IT Manager
    Okaya Electric America
    Valparaiso IN
    ------------------------------