ABC Building and Material Supplier, LLC sells lumber and other building materials to contractors.
Customers are qualified by the credit department through a Credit Reporting Service. Credit Department enters customer in system and establishes credit limit in system. Pre-numbered Customer Approval form is signed. Pre-numbered Customer Approval form is also used to update an existing customer’s Credit Limit. Only the Credit Department can update a credit limit for a customer.
Each sale order is entered by a salesperson. Any sale order must identify at least one product but many products can also be ordered and this is validated by the system. The system checks the customer’s credit limit by reading it from the Customer Master; then calculates the total sales amount for this sales order, and adds that value to the customer’s current AR balance. If this amount is less than the customer’s credit limit then the order is approved and accepted by the system and can ultimately be delivered. If the order entered exceeds the customer’s credit limit, then the sales order is not booked into the system. The Actual Sales Price for any item on an Order is pulled from the Inventory master Standard Sales Price field for that item and used in the total sales amount calculation.
The Credit Department also assigns each customer a Customer Status. Status codes are:
1) Stop taking new orders
2) Automatic approval of order
Newly entered and approved customers are assigned status 2. All others can be adjusted as necessary by the sales manager as circumstances change. This allows ABC to better control the sales order entry process. As an example, if a Customer is assigned Status 2 then all orders being entered for that customer are automatically approved by the system and approved for delivery (assuming all other validations/controls check out). As another example, if a Customer is assigned Status 1 then all new orders entered for that customer should not be allowed to be entered. (This status is often used when customers are late on payments). Every time an order is entered into the system, the current status of the customer is checked by the system and appropriate action is taken by the system. Every Customer must be assigned a Status from the listing and this is validated by the system.
Create an Activity Diagram for the Create Sale Order process.