The StreamV Hold Management (HM) System automatically audits each sales and loaner order as it is created or modified. The Hold Management system also places on hold any orders that should not be completed (shipped), based on the hold options being used on your system, and the information in the order or customer being processed.
The Hold Management system allows you to define the individual holds which are used by the system, and it automatically blocks the shipment of any orders that are on hold. The specific types of holds which the system places, and the criteria for some of the holds that are placed are based on your company policies, and on system configuration options.
The Hold Management System is designed to support both small and large organizations. The system automatically routes each order hold to the appropriate “Assigned To” operator for review, and it allows you to specify the hold release rights which apply to each operator in the system. This feature allows one or more operators to release the holds for each order. Sales related holds can be routed to and released by sales managers, credit or terms holds can be routed to and released by the credit department, and shipping or warehouse related holds can be routed to and released by the warehouse or traffic manager. All holds on each order can be viewed from the Order Lookup programs and specialized hold processing programs. The ability to release each hold can also be tightly controlled.
The Hold Management System is integrated into basic processes like order entry, picking and shipping. The Hold Management system automatically places the appropriate holds on each order based on the current information in the system. Holds can be placed on an order during order entry, during order editing, or when inventory is allocated to the order. Order holds can also be manually created to deal with user defined hold situations.
This document explains how the Hold Management System works and it describes the programs that are specific to the Hold Management System. This document also describes the procedures to be followed when you are processing orders using the Hold Management System.
The primary tasks or business processes that can be performed with the Hold Management System include:
Placing Orders on Hold
The Hold Management system can automatically place orders on hold for credit, margin, terms, and for multiple other reasons. Orders that are on hold may not be shipped out to the customer or invoiced (in the case of vendor shipments). Orders are audited and held (when applicable) at multiple points in the system. Orders are checked and held (if necessary) during order entry, when the order is edited, and when inventory is allocated to the order. Other processes in the system can also place orders on hold (the Place Overdue Customers on Hold utility is one example). The Hold Management system also allows operators to add manual holds to an order to handle user-defined or sales type holds (don’t ship until customer calls back with po number, or gets you the other item to include, etc).
Reviewing the Holds for each Sales Order
The Hold Management System allows you to easily view the open and closed holds for each order. The system also allows you to easily access information about the current order, the customer for the current order, and other related information (such as the customer invoice and order history). Each Sales Order can have one or more holds applied to it during processing. Each hold can also be routed to the appropriate party or parties for handling. Options allow each operator to view all open and closed holds for each order, or only the specific holds that they are responsible for.
Reviewing Sales Order and Customer Information
The Hold Management programs, and the other program that you can access from the Hold Management programs, allow you to quickly view comprehensive information about each sales order, and the customer associated with the Sales Order. Terms, credit limit information, aged accounts receivable information, customer and order notes, and other order and customer details are available and easy to access.
Releasing the Holds for each Sales Order
The Hold System allows you to assign specific release rights to each operator for each hold code being used. All operators can see all holds on the order, but only operators who have been granted the appropriate release rights can clear a specific hold. A Sales Manager can be granted margin and price hold release rights, and can see any hold on the order being viewed, but is unable to release holds that are not price or margin holds.
Viewing and Editing Sales Orders
The Hold Management programs allow you to view and edit sales order, quote, and loaner orders as required. Your ability to edit an order is restricted based on your security rights, and based on the order status. The system will block editing when the order is printed, when a purchase order has been issued for the items on the order, and when the order is a credit card order – which has been approved for shipment.
Processing Credit Card Approvals
When Orders are entered with Credit Card Terms, the system automatically places a hold on the orders until the amount being shipped has been pre-authorized or approved. The Credit Card Processing programs allow the system to automatically pre-authorize the charge for the order about to be invoiced. Once the order has been completed, additional programs in other systems are used to automatically charge the credit card and pay off the appropriate invoice.