How Customer Templates Speed Order Entry in Dynamics GP


HubSpot Video

Take Microsoft Dynamics GP Sale Orders further with the Trinity Customer Template Module from Dynavistics. In this video, we show you how fast and easy you can create a new sales order and suggest additional items for a specific customer.

How long does it take you to enter a new order for a specific customer in Microsoft Dynamics GP? Do you know what they previously ordered? Can you suggest additional items of interest to the customer?

Video Transcript

How Customer Templates Speed Order Entry in Dynamics GP

Welcome to this presentation on the Trinity Customer Templates module, from Dynavistics.

Customer Templates is a powerful way of searching inventory items and providing additional user information at order entry time.  The customer order template is a list of products that a customer purchases regularly, such as a wine list for a restaurant or a spare parts list for custom machinery.  Each template is created for an individual ship-to address and an unlimited number of templates can be created for each address.   The main features that are critical to the templates modules are:

  • The creation of customer order lists based on historical data if required.
  • The ongoing and automatic update in the order templates as new products and pack sizes are purchased.
  • Template look-up and sales order entry to enable rapid selection of items.
  • And the option to base template history on sales orders or invoices.

Order templates can be used as look-ups during sales transaction entry by accessing the Template Select window from the Additional tab.  In this example, the template has automatically appeared showing the items the customer normally orders and for each item, in the lower part of the screen, it displays previous order details including quantity and price.

If we drill down on the ship-to address under the template settings, we can see that for this customer address we have requested a default or main template to automatically appear.  If the restricted agreement box is ticked, the customer would only be allowed to purchase items that were already on the template.

Back on the order screen, you can use the template to populate order lines without having to re-key the items.  Once the item line is entered, we can return to the template and select further items as required, because the templates can do much more than this.

If we take a different customer and then to FOUR and request a lookup, we see displayed matching items that contain that string of characters in other inventory code or description.  We can further refine our search criteria, as shown here.  As well as providing the search functionality description or class ID, this inventory look-up helps speed up item searching and allows the user to even take orders at conversational speed over the phone.

Reverting back to our original look-up, the lower window against selected item, there are drill- down inquiries to:

  • Available to Promise
  • Order history with document drill down
  • Price trace inquiry
  • And stock availability at other sites

The user can also see stock availability and pricing information, as well as a summary of previous demand over time.  The fields displayed in this screen can be configured for each user. 

Some of the items have a T against them, indicating that this item has been purchased by the customer and is on a customer template.  By changing the template selection, we can filter to template items only.  Knowing immediately which items and pack sizes a customer typically buys is very valuable at order time.  The historical template is self-maintaining as new items are added automatically.

Just as we saw earlier, we can use the template to populate order lines without having to re-key the item; however, the difference here is that as items are ordered they disappear from display.  This is because, if you look at the view filter, we have requested our display to be in item sequence and restricted to those items not yet purchased in this order.

As mentioned earlier, there's a separate screen to configure the sales information window for each user.  Customer Templates also enables you to:

  • Copy customer templates from one customer to a range of customers
  • Create a template from an existing Extended Pricing price sheet
  • Create a template based on historical orders
  • And to purge templates of items that have not been ordered since a specified date so the historical template reflects the customers current line profile

Customer templates helps provide faster and more efficient order taking, is quick and simple to set-up, utilizes data the system is already holding in the form of order history, and allows the supervisor to build user-specific information screens.

I hope you found this presentation interesting.  If you'd like to know more, please schedule free demonstration today.  Thank you.

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