Elevate Your Sales Process with Boyum Quick Order Entry

As a professional SAP Business One consultant, I specialize in delivering custom solutions that drive business efficiency and innovation. My objective is to streamline your sales processes by implementing Boyum’s B1 Productivity tools, designed to enhance your order management system.

Superior Order Management with Quick Entry

Harnessing my extensive expertise as an SAP Business One consultant, I introduce Boyum Quick Order Entry—a sophisticated functionality that refines your bill of materials (BOM) execution. This tool empowers your sales personnel with a “Quick Entry” feature, accessible from the business partner master screen, simplifying the order entry process.
With this setup, clerks can quickly select from a curated list of items and input the necessary quantities, after which Boyum’s robust system automatically generates the sales order using advanced functions like “Line Loop” and “While.”

Streamlined and Personalized Buying Experience

Acknowledging the unique buying patterns of your customers, particularly those who purchase a consistent range of items, Boyum Quick Order Entry is finely tuned for repeat purchases. By establishing a responsive stocking program that includes rapid delivery and tailored pricing structures, your business is poised to attract and maintain customer loyalty.
The Boyum Quick Order Entry extension adeptly identifies products included in these specific stocking programs and presents a user-friendly interface. Salesclerks must simply input the required quantities, which triggers Boyum’s system to generate the corresponding sales order swiftly and accurately.

User view of This function

The setup required for this quick entry function is to identify the items that will be made available to customers as always in stock and available to ship for next day delivery. In our example, property 10 in the item master is checked as the indicator. This is done once when this Boyum process is initiated, and periodically as items available for sale in this manner change. To process a sales order: 1. When the customer is ready to place an order, the sales clerk accesses the Business Partner Master screen and retrieves the customer. 2. The user clicks on the ‘Quick Order’ button . 3. A SQL (or HANA) query displays the list of 'n' items that have property 10 set to ‘Y’. (Defined during the setup). 4. The user enters the quantity required for this order for each item required. 5. The user clicks the ‘Close’ button. 6. Boyum functions then create the sales order with as many of the non-zero quantity required items as the user has 'checked'. 7. The sales order remains open so the sales clerk can review the order with the customer.

Items in Program

There are 3 functions available from the 'Set Property' button on the item master: Flag items in the program; Reset the flags; Show Selected Items. The 'Reset Flags' button works in the same manner as the prior product - using the 'While Macro' to selectively reset the property 10 flag in the item master. The items with property 10 set are displayed on screen as shown below.

Create list of 'Quick Sale' items

User enters Quantities

The list of items with 'property 10' set displays in a SQL query after the entry clerk clicks the 'Quick Order' button. The clerk keys in the quantities for a subset of the list of items in this program (always click tab after each entry) and then clicks the 'Close' button. NOTE: the line loop processing ignores the last quantity entered if the user does not 'tab' past this field.

Boyum Functions

  • Item Master Button

    Use the Item Placement Tool to create a button on the item master to allow the user to set the item property flag 10 to indicate item is part of the quick entry program.

  • BP Master Button

    Use the Item Placement Tool to create a button on the business partner master screen to initiate the 'Quick Entry' process.

  • Click 'Set Property' Button on Item Master

    This B1 Validation is initiated from the click of the 'Set Property' button on the item master. It calls a UF to actually present items to be flagged.

  • SQL UF to Display Items for Select

    This Universal Function (UF) called by the B1 Validation displays a SQL list of items that are active and saleable and therefore eligible to be flagged as items to be selected as part of the 'Quick Entry' program. NOTE: the first field in the SQL select is 'Editable'.

  • Validation - Update Item Property 10

    This B1 Validation is invoked when the user clicks the 'Close' button on the SQL form list after selecting which items are part of the Quick Entry program.

  • Line Loop to set Property 10

    The B1 Validation calls a 'Line Loop' UF to set property 10 for the items 'Checked' in the SQL list. The end result is that each selected item has property 10 'checked' in the item master. The SQL condition selects only items 'Checked' by the user on the SQL form.

  • UF Macro to Set Property 10 for Item

    This UF Macro performs the steps necessary to access the item master for the item selected and update 'Property 10' to 'Checked' (Y).

  • Clean Up After Line Loop

    The last step in the Line Loop is to clean up the forms shown and then call another UF to display the list of items that were selected - as a verification for the user.

  • List Items With Property 10 Set

    This is a simple query to show items flagged as part of the Quick Entry program.

  • Initiate a 'Quick Order'

    From the BP Master Screen the user clicks the 'Quick Entry' button to start the sales order create process.

  • start the Quick Entry

    This macro is called when the 'Quick entry' button is clicked. It stores the customer code from the current BP master screen. Then it calls the UF that is a SQL query that lists all of the items with property 10 set.

  • Enter the Quantity for Each Item

    A SQL UF displays all items available for the Quick Entry program. The user can 'Edit' the first field - see the 'Format' portion of the screen. By 'Edit' we mean that the user can enter the quantity of this item required. The default is zero - meaning this item is not being ordered by the customer. There is a 'Close' button at the bottom of the SQL form.

  • Click 'Close' on the Item Select Form

    Clicking the 'Close' button on the SQL Form initates this B1 Validation which calls a line loop UF to process the sales order.

  • Line Loop Creates the Order

    The Line Loop processes all SQL items that have the quantity greater than 0. The 'First Pass' of the line loop opens the sales order form and populates a few fields. Then the line loop processes each of the non-zero quantity items. Then the line loop executes another UF to clean up the sales order and open documents.

  • Initiate the Sales Order

    • Calls a UF to check if the 'Availability' check is in use.
    • Activates the sales order form
    • Sets the customer code from the '@STORE1' variable stored when the Quick Entry button was clicked.
    • Sets the PO number
    • Creates a remarks saying this was created via the Quick Entry process
    • Sets the due date to tomorrow
    • Sets the ship via to next day UPS Red. You will need to adjust this to your shipping type codes.

  • Availability Check Flag

    This macro checks to see if the on hand availability check flag is set in Document Settings in SAP. If it is and an entry clerk selects a quantity on the quick entry select screen greater than the available on hand, an SAP screen will appear. Boyum does not have control of this screen so in this macro I turn OFF the availability check flag in order to smoothly process the Quick Entry sales order. When the order is completed, I re-instate this flag.

  • Line Loop - Item Post to Order

    For each line item in the line loop, the item and the quantity are posted to the last line on the sales order. Then control is returned to the SQL form.

  • Line Loop - Final Result

    The 'Final Result' of the line loop does cleanup functions. The first thing it does is re-instate the 'Availability Check' flag if it was originally set to 'Y'. If the number of ship to destinations for this customer is greater than 1, the focus on the sales order is set to the 'Ship to' field in the Logistics tab - forcing the clerk to make a selection. If not, the sales order focus remains on the 'Content' tab of the sales order.

  • While Loop to Reset Property 10

    An option to 'Reset' property 10 in the item master is provided. When this is invoked, a 'While Loop' is used to loop through the items that currently have property 10 set and reset these to 'N'. Study this macro for how this is used to reset the propery 10.

Bring up Customer, click 'Quick Order'

Order is Complete - Click 'Add' to Save It

Using Quick entry - video
Quick entry documentation - word