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Order Entry Process at AmeriComp

This narrative describes the order-entry process at AmeriComp, a company that manufactures and sells specialized PC components to other businesses. Customers can send purchase orders using either the web or regular mail, and AmeriComp processes them in the same way.

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Order Entry Process at AmeriComp

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  1. AmeriComp • Background • AmeriComp industries manufactures specialized PC components and sells them to other businesses. Customers may send Purchase Orders using either the Web or the regular mail. AmeriComp processes these identically. The following narrative describes their order-entry process. Narrative • The order-entry clerk at AmeriComp receives a purchase order (PO) from a customer. The clerk enters the customer number into an online terminal. The clerk then enters the quantity and item numbers requested. The computer checks the inventory file and prints a Sales Order Header on the printer in the order-entry clerk's office. The order entry clerk reconciles the Sales Order Header to the PO and forwards the Sales Order Header to Accounts Receivable. • The clerk in Accounts Receivable reviews the Sales Order Header and checks the customer file. The Accounts Receivable clerk then approves the Sales Order Header (by initialing the approval box - the approved Sales Order Header is now called a Sales Order). The Accounts Receivable clerk copies the approved Sales Order and forwards the copy to the Shipping department. The Accounts Receivable clerk forwards the original Sales Order to the order-entry clerk. The order-entry clerk prepares a vendor acknowledgement and sends it to the customer. The clerk then files the Sales Order and Purchase Order together in a Sales-Pending File. 1 3 2 9 10 4 5 12 11 13 15 14 16 6 8 7

  2. ORDER-ENTRY CLERK Receives a purchase order (PO) Enters the customer number into an online terminal Enters the quantity and item numbers requested Reconciles the Sales Order Header to PO Forwards the Sales Order Header to Accounts Receivable Prepares a vendor acknowledgement Sends vendor acknowledgement to the customer Files the Sales Order and Purchase Order together in a Sales-Pending File COMPUTER Checks the inventory file Prints a Sales Order Header ACCOUNTS RECEIVABLE Reviews the Sales Order Header Checks the customer file Approves the Sales Order Header Copies the approved Sales Order Forwards the copy to Shipping Forwards the original Sales Order to order-entry clerk 1, 2, 3, 9, 10, 4, 5, 11, 12, 13, 14, 15, 16, 6, 7, 8

  3. VendorAck 7 Customer 1 Order Entry PO 8 2 Cust No 3 Order info Computer 5 SO header SO Inventory Customer Sales Pend. 16 10 SO header Accounts Receivable 9 12 SO Shipping 15 4 6 11 13 14 1, 2, 3, 9, 10, 4, 5, 11, 12, 13, 14, 15, 16, 6, 7, 8

  4. Customer Inventory Sales Pend. VendorAck Customer Order Entry PO Cust No Order info Computer SO header SO SO header Accounts Receivable SO Shipping

  5. Customer 1 9 PO VendorAck 12 7 Inventory Customer Sales Pend. 15 SO 8 Shipping 2 3 10 4 5 1.0 Prepare SO Header 2.0 Approve SO 3.0 Prepare Vendor Ack. 11 13 14 16 6 1, 2, 3, 9, 10, 4, 5, 11, 12, 13, 14, 15, 16, 6, 7, 8

  6. Customer Inventory Sales Pend. Customer 1.0 Prepare SO Header PO VendorAck 2.0 Approve SO 3.0 Prepare Vendor Ack. SO Shipping

  7. Order Entry Computer Accounts Receivable A PO 9 Customer Check Print Check Print Inventory 1 SO header 7 Cust no Item info 2,3 Reviews Checks Approves Copies Reviews Checks Approves Copies Reviews Checks Approves Copies Reviews Checks Approves Copies 12 11 SO header SO header 10 13 Cust Reconcile Vendor Ack. 4 16 Sales Order Sales Order 14 SO header Prepare Vend Ack. PO 5 15 Shipping 6 A B Sale Pnd Sales Order 8 B 1, 2, 3, 9, 10, 4, 5, 11, 12, 13, 14, 15, 16, 6, 7, 8

  8. Order Entry Computer Accounts Receivable A PO Customer Check Print Check Print Inventory SO header Cust no Item info Reviews Checks Approves Copies Reviews Checks Approves Copies Reviews Checks Approves Copies Reviews Checks Approves Copies SO header SO header Cust Reconcile Vendor Ack. Sales Order Sales Order SO header Prepare Vend Ack. PO Shipping A B Sale Pnd Sales Order B

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