cKey Topics and Decisions (Sequential Order)
1. Warehouse and Bin Management
Initial Setup:
Bin tracking will remain off during go-live to simplify processes and reduce change management challenges.
Defined Bins:
Warehouse Storage: Default bin for inventory storage.
Staging Area: For items ready for shipment or processing.
Receiving Bin: To confirm quantities before moving items into storage.
Future Steps:
Bin tracking can be turned on after Stage 1 implementation.
When bin tracking is enabled, inventory moves (e.g., from storage to staging) will need to specify the source bin.
Criteria:
Bin tracking should only be enabled when the team is comfortable managing inventory with added discipline.
Picking workflows must reflect accurate bin details when enabled.
2. Sales Order and Customer Types
Record Types Added:
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Parent Project: Replaces "Customer Group" for project accounts.
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Key Topics Discussed
Bin Management & Warehousing:
The initial implementation will only include three bins: Receiving, Warehouse Storage, and Staging.
Delayed implementation of detailed bin tracking until the team is ready (stage two).
Future tracking should include capturing the exact bin (e.g.,
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mezzanine,
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Retail Contractor: Contractors with tiered discounts (preferred, established, contractor).
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Lawn/Snow Customer: Replaces Person Account for snow removal and lawn maintenance Customers.
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Supplier: Retained as the account record type for vendors; no renaming planned.
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Customer Segmentation:
Retail customers will pay full price with no discounts.
Retail contractors will have three discount levels applied to standard prices.
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Clean-Up and Validation:
Tania and Patrick will review records during the clean-up process to ensure accounts are correctly categorized.
Supplier records will be validated to ensure proper association with the Supplier record type.
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Flexibility:
Record types can be updated when a customer changes their relationship (e.g., switching from retail to contractor).
Parent and child record structures will continue for projects.
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Future Adjustments:
The team will be shown how to create additional account record types if new needs arise.
3. Kit Items and BOM Explosions
Retail Sales Orders:
Kit items will remain visible on sales orders, with components listed for picking and invoicing.
Pricing will reflect the sum of all components in the kit.
Customization:
Users will be able to remove or adjust components after BOM explosion.
Warehouse Picking:
Pick tickets will consolidate component quantities for streamlined warehouse processes.
Criteria:
BOM explosions must preserve the link between components and their parent kit.
Picking workflows must group component quantities while retaining visibility for sales and invoicing.
4. Sales Pricing and Discounts
Discount Logic:
Discounts of 20%, 22%, or 25% will automatically apply based on the customer's pricing group.
Pricing records for preferred, established, and contractor groups will be auto-calculated during sales order entry.
Bulk Updates:
Adjusting standard prices or discounts for item categories will be discussed further to simplify updates.
Alternative Proposal:
Discounts could be dynamically calculated and displayed per line item during order entry, reducing the need for maintaining separate price records.
Criteria:
Ensure dynamic pricing logic aligns with standard price updates.
Bulk pricing updates must be seamless to avoid manual entry.
5. Retail Sales Quote Workflow
New Workflow:
A "Print Retail Sales Quote" button has been added to the sales order screen.
This eliminates the need for separate sales quote creation for retail orders.
Criteria:
Retail quotes generated from sales orders must match design specifications and be customizable.
6. Costing and Markup Logic
Current Practice:
Standard base costs are based on the last paid cost, with markups applied (e.g., 70%, 120%).
Proposed Improvements:
Automate markup adjustments when costs change.
Provide a mechanism to update markups quickly based on item categories.
Criteria:
Markup logic must align with FIFO costing but allow flexibility for adjustments based on categories.
Bulk updates for markup adjustments should be intuitive and fast.
7. Status Tracking for Sales Orders
Planned Feature:
A visual status bar (similar to the opportunity status bar) will be added to track sales order progress.
Criteria:
The status bar must provide clear visibility into stages like open, shipped, and invoiced.
8. Reporting and Pricing Analysis
Scenario:
For projects, compare actual costs (sum of components) to invoiced prices to identify underpricing or overpricing trends.
Criteria:
Reports must differentiate between raw material/component costs and final invoice totals for analysis.
Enable visibility into pricing adjustments needed across projects.
Action Items
Immediate Tasks:
Rename account record types (e.g., "Customer Group" → "Parent Project").
Finalize bin setup: Warehouse Storage, Receiving Bin, Staging Area.
Implement automated discount application for sales orders (20%, 22%, 25%).
Test the "Print Retail Sales Quote" button functionality.
For Tomorrow’s Meeting:
Finalize the process for bulk pricing and markup adjustments.
Confirm feasibility of dynamic discount and price calculation during sales order entry.
Address specific markup logic for categories (e.g., fittings vs. larger items).
Future Considerations:
Enable bin tracking after Phase 1 when the team is ready.
Automate standard cost and markup adjustments to align with updated purchase prices.
- Implement the sales order status bar for improved tracking
outside) where items are stored.
Two warehouse locations were confirmed, with one requiring a default bin for overstock items.
Warehouse 1 (Del Zotto): Will use the three bins mentioned above.
Warehouse 2 (Ramseyville Overflow): Only requires a default bin for bulk overstock items. No detailed bin management is planned here for now.
Items are picked from Warehouse Storage and moved to Staging before shipping.
Items in Staging should not count as available inventory in the system.
Items shipped or picked up will need to have their statuses updated in the system for tracking purposes.
Orders left in Staging for extended periods (e.g., two months) should remain open until shipped or picked up.
Retail Sales Orders
Order Type field added to the Sales Order table. It defaults to “Retail” when the SO is manually created, with the flexibility to be changed by the user.
“Print Retail SQ” button added to the Sales Order table to generate a quote document for the customer, without the need to create a Sales Quote.
Eric to review quote document and markup changes for GF to implement
Retail orders that are canceled before payment can be deleted.
Orders with payments should remain in the system, marked as Closed, and retain any associated records.
Addition of a status bar for visual tracking of sales order progress.
Account Record Types:
Rename “Customer Group” to Parent Project to align with terminology used in their workflow.
Each Parent Project will be linked to associated child accounts (are child accounts Person Accounts?)
Renaming “Person Account” to “Snow/Lawn Maintenance.”
Add two new record types: Retail Customer and Retail Contractor.
Retail Customers are general consumers (e.g., DIY buyers, website orders).
Retail Contractors are bulk purchasers who qualify for pricing discounts.
Sales Pricing Logic:
Raw Materials have a minimum 70% markup on the last paid landed cost.
Certain categories have higher markups (e.g., small fittings may have a markup of 120%).
Eric wants the ability to update pricing for categories of items in bulk rather than adjusting prices individually.
The system should allow for simple adjustments to markup percentages and calculate sales prices dynamically based on the last paid landed cost.
Discount Tiers:
Retail Contractors have three levels of discounts:
Preferred: 25%.
Established: 22%.
Contractor: 20%.
These discounts are applied to the standard price of items sold to contractors.
The discounts % change from time to time. Fencescape needs to have the flexibility of modifying as needed.
Automate the creation of sales price record
Proposal to automate the creation of sales price records based on percentages of the standard price.
Discussed potential for triggers or system-level changes to automate sales price adjustments.
Retail Sales Order Kit Items and Bill of Materials (BOM):
Agreement to display both kit items and their components, with the ability to edit the components.
On sales orders, display both kit items and their components. The components should show individual prices derived from their BOM, while the kit item serves as an informational header.
Customizations needed for sales pricing logic based on the extended price of BOM components rather than the top level Parent Item.