JEEVES UNIVERSAL – BUSINESS PROCESS FLOW
The following case study is designed to provide a holistic overview of how a full business process flow
is supported in Jeeves Universal. For more information on how to access the system, see ’AES Access
Instructions.pdf’.
BACKGROUND
As a newly hired employee, it is vital to quickly get an understanding of your company’s business
processes. Your new employer sells various bike models to retailers and has recently adopted the
lean concept in both manufacturing and administrative processes. In an effort to apply the concept
successfully, and promote work rotation, your superiors have ordered you to learn the basic routines
in sales, inventory management as well as invoicing.
You will therefore follow the process flow from manual order entry to creating a warehouse picking
list and finally invoice the order with integration into the General Ledger. Try to gain an
understanding of every step in the process using the manuals below to fully understand the meaning
of process integration in modern enterprise systems.
Good luck!
INDEX
Da2.1 ENTER ORDER....................................................................................... 3
Da4.1 CREATE PICK LIST .................................................................................. 7
Da4.2 REPORT PICKING .................................................................................. 9
Da4.3 CLOSE ORDER ......................................................................................11
Da5.1 CREATE INVOICE ..................................................................................14
Da5.2 POST INVOICE .....................................................................................16
Da2.1 ENTER ORDER
You just got a phone call from your customer COOP (customer id 10004). They want to order some
bicycles, namely 2 pieces each of item numbers 1000 and 1010.
The sub process Enter Order is initiated by a customer wanting to buy something. That can be by
accepting a previously created quotation or by a phone call.
PROCESS

Input:
A quotation accepted by a customer or
A customer demand via a customer call, email or any other form of communication method.

Output:
A preliminary customer order, which could be an order in status “Entry in Progress” or an order
with status “Entered” but an Order Acknowledgement is not printed.

Activities:
Create Order
CREATE ORDER
This sub process includes only one activity, which is the actual creation of the customer order. There
are two documented ways to create an order depending on the input into the process. If the input is
an accepted quotation, the creation is done differently compared to if there is no accepted
quotation.
CREATE ORDER MANUALLY
Instructions
Your customer COOP called and ordered small quantities of item no. 1000 and 1010. You need to
enter the order.
When you have saved your order rows and return to the order header you will be asked whether you
want to Finish by setting status = ENTERED. Answer this question with a yes if you are sure that your
order contains all the relevant information.
Do not forget to set Print to screen under the Reports menu at the top before you print the order
acknowledgement.
This case describes the manual (normal) entry of customer orders into the system.

Open the program Order processing, standard (order1), and add a new record by pressing Ctrl+A
or clicking Add:

Create a new record and fill out the required information in the order header section of the
program. Press Enter.

As the order head record is saved, the customer order row node program will automatically open
up. As an order row record is saved, the user will be prompted to fill out the next order row. Fill
out as many order rows as necessary, and then escape from the order row entry node.

As the last order row is entered and the user leaves the order row program, the user will be
prompted to set the status of the order to Entered. If the user does not want to set the status to
Entered, the order status stays in status Entering in progress.

If the order requires a purchase or a manufacturing order to be created, another pop up message
will ask the user if a purchase/manufacturing order should be created. (This is the case in most
order types, not sourcing from inventory, such as Drop Shipment, Order Specific etc)

The order is completely created and set in status Entered or Entry in Progress, depending on the
user’s choice above

If you want to see your Order Acknowledgement report go to Reportsa Order
acknowledgementje order acknowledgement. Make sure you have set the reports to be
printed on the screen as described above. Press OK in the Print dialog window, you will now see
your report.
Mandatory Fields
Order Header
Order no. (oh.ordernr)
Company ID (oh.ftgnr)
Est disp date (ordberlevdat)
Order Row
Order row no (orp.ordradnr)
Item no. (orp.artnr)
Order row qty (orp.ordantal)
Important fields
Order Header
Order no. (ordernr)
An order no. is created automatically when you save the entry. You can have various number series
per order type.
Est disp date (ordberlevdat)
State or search for estimated dispatch date. The date can also be entered per row. The date entered
in the header will then be the default value for all rows as they are created.
Company ID (ftgnr)
This represents the customer who is ordering. If the company is not registered as a customer it is not
possible to create an order.
Customer order no. (kundbestnr)
This field should be filled out if the customer is referring to his own PO-number
Order status (ordstat)
Is entered and updated automatically. When you enter a new order the status is:”Entry in progress”.
You cannot print an order acknowledgement with status “Entry in Progress”.
Inventory location (lagstalle)
The field represents the inventory location from which the order rows will be picked/manufactured,
or via which the items will be delivered for a transit order.
Point of delivery, co. ID (ordlevplats1)
IF the customer has several registered delivery addresses this allows the user to pick one of those
addresses to be the delivery address for the order.
Order type (ordtyp)
This is a very important field, indicating how the further processing of the order shall be
accomplished.
Normal: means that it is an inventory order that is intended to be picked from your inventory
balance.
Order Specific: goods are bought towards a customer order, but at delivery the goods is put
in a order specific inventory instead of the normal inventory, from which the order then is
dispatched.
Drop Shipment: products will be delivered directly from your supplier to your customer
without passing the own inventory
Transit: a variant of drop shipment, the purchase is always done from supplier against a
customer order, but the products go via own inventory
Credit Order: is used to create a credit order with impact on inventory
Price Adjustment: a credit order without inventory impact. It will only result in an economic
transaction unlike a credit order where also the inventory is affected
Request disp date (ordbeglevdat)
The date that that the customer has requested delivery. The field is used mainly in order to follow up
delivery assurance against the customer.
Promised disp date (ordlovlevdat)
The date that the customer originally was assured delivery. At first entry the same date as estimated
disp date. The field is used mainly to follow up delivery assurance against the customer.
Season (pvmseasonid)
If the order is a seasonal order you enter the season ID here. This means that the order rows can only
contain items with this specific season or non-seasonal items.
Order Row
Order row no. (ordradnr)
Order row number is generated automatically, but can also be manually entered. Once saved the
order row no can’t be changed.
Item no. (artnr)
Enter or search for the item number that the customer wants to order
Order type (ordtyp)
Is retrieved automatically from the order header (see above) but can be specified on individual order
rows.
Order row qty (ordantal):
The quantity of the item which the customer wants to order.
Price, curr (vb_pris)
Current sales price in the customer’s currency, which is also specified on the order row.
Inventory location (lagstalle):
Is retrieved automatically from the order header (see above), but can be changed for the different
rows.
Est disp date (orderberlevdat
Is retrieved automatically from the order header, but can be changed for the different rows. The
field Est disp date represents the date when delivering from inventory, i.e. the date that the
inventory balance is decreased.
Da4.1 CREATE PICK LIST
All items for the customer order from COOP are now in-house. You need to print a pick list to take
with you so you know exactly what to pick for the order.
The process Deliver order starts with creating a pick list. You search for orders to be picked and you
select which orders and order rows that will be picked and you print a pick list for these.
PROCESS

Input:
An order that is ready to be picked

Output:
An order in delivery
a printed pick list

Activities:
Print pick list
PRINT PICK LIST
Normally, before picking is done, it is necessary to print Pick List.
PRINT PICK LIST FOR DISPATCH ORDER(S)
Instructions
Do not forget to set Print to screen under the reports menu before you print the pick list.
Note that only your stocked items will appear in the program left hand window and on the pick list.
The items that were ordered specifically for this customer order are already placed in a special part
of your warehouse and therefore show up on the right-hand side from the beginning.
You create a pick list in the Dispatch order picking (olhutpl) program. Here you search for dispatch
orders that will be picked, but also to register that picking has been done.

Start the program Dispatch order picking (olhutpl).

Search for orders to be picked by using:
E.g search by choosing an order number, an
inventory location, a specific dispatch date (Est disp date) and a Order status less than Dispatch
started. Your order will usually be somewhere in the end of the search list (sorted by date).

To print the orders to be picked, select the report: Disp ord picking list (not printed). If orders
should be printed at once, make sure the list window is on top of the form window. If you only
want to print a pick list for an individual order, show the order in the form window and select the
report Disp ord picking list (not printed).

A pick list is now printed
Tips
See if a Pick List has been printed
It is possible to see if a specific order already has a printed pick list. If there is a value in the field
Picking list date (olh.plutskrdat) has a value. If there is a value in this field, the report Reprint Disp
Ord Picking List.
Da4.2 REPORT PICKING
Now that you have picked the COOP order you need to report the picking.
The report picking sub process inputs the pick information into the system
PROCESS

Input:
An order in delivery
A delivery note
Picking assignments in WMS
Shipment plan in delivery

Output:
A picked Order

Activities:
Report Picking
REPORT PICKING
To report picking means that you in the system enter the items that you have picked from the
inventory in order to deliver them to customer.
PICK DISPATCH ORDER
To report picking on a customer order the following steps can be followed.

Open the same program as before: Dispatch order picking (olhutpl)

Search for the dispatch order that is about to be picked.

Order rows possible to report picking for, will show up in the left side embedded list.
Press to select all rows in the left field and press to move them to the right picking field. You have
now successfully reported the items as picked. If necessary adjust the default value for
Dispatched quantity (oru.ordlevantal), so it corresponds to the actual quantity picked.

Save your entry of the picking.
The inventory balance is now reduced with the picked
quantity and a picked order is now created.
Tips
Search for orders to pick
Search directly on for example order numbers or inventory location or do more sophisticated
searches. It is recommended to do the same search that you did when you printed the picking list
(see Da4.1 Create Pick List) and then handle all dispatch orders in the list, one by one.
Da4.3 CLOSE ORDER
The COOP order has been picked and the only thing left for you in the warehouse is to close the
order and print a delivery note. The items will then be loaded on the truck and you can hand over to
the Finance department where the order will be invoiced.
The close order process finalizes the freight details of the orders/delivery notes and includes printing
of a delivery note and releasing to invoice.
PROCESS

Input:
A picked Order

Output:
Order Released for invoicing
Printed delivery note

Activities:
Close Order and Print Delivery Note
CLOSE ORDER AND PRINT DELIVERY NOTE
When closing a dispatch order it is possible to enter information for freight and insurance. The
information is then printed on the delivery note and the freight bill
CLOSE DISPATCH ORDER
Instructions
Do not forget to set Print to screen under the reports menu before you print the delivery note.
To report close information on a dispatch order perform the following steps.

Open the program Dispatch order picking (olhutpl)

Search for the dispatch order to be processed.

Go into the node at the bottom Close order, freight etc (olhavsl).

Press

Run the report g Delivery note, disp order (not printed) in order to print out a delivery note for
the dispatch order.

To release the record for invoicing, press the button Release Invoice. Press Yes at the following
pop-up windows.

The dispatch order is now closed and released for invoice.
or Ctrl+M and fill out the close information as required. Save the record.
Important Fields
Freight documents (olh.frakthandlkod)
If this field is flagged it means that the print out of freight documents will be done from Jeeves.
Freight bill type (olh.Fraktsedeltyp)
Enter type of freight bill for example. SIS freight bill/regular goods (1) or SIS freight bill/dangerous
goods (2). (Used if you use Jeeves standard solution for freight bills).
Text on freight bill (olh.textkod)
Enter a general text for the freight bill that is linked to the document. You can also add text if it is
missing.
Freight payer (olh.kundfraktbetalarenr)
Enter if someone else than the customer will pay the freight on the delivery order. The company
must exist as a customer record in order to be payer of the freight.
No of packages/EUR pallets/other pallets (olh.antalkolli)/(olh.antaleurpall)/(olh.antalovrpall)
Enter the number of packages/EUR pallets/other pallets in the delivery. Packages can be boxes,
parcels, etc. but not pallets.
Length (cm) (olh.vollength)/ Width (cm) (olh.volwidth)/Height (cm) (olh.volheight)
Enter the length/width/height in centimetres.
Delivery notice 1 (ordlevanvisnrad1)/ Delivery notice 2 (olh.ordlevanvisnrad2)
Enter optional delivery instruction for the delivery. The text is printed on delivery documents.
Handling charge, BCU (olh.expeditionkostnad)
Enter service charges for the delivery in base currency on the customer order or supplier’s invoice.
Insurance , curr (olh.vb_forsakringskostnad)/ Insurance, BCU (olh.forsakringskostnad)
Enter insurance cost in foreign currency/base currency for customer order or supplier invoice
(alternatively insurance cost upon import of invoices).
Man calc freight, curr (olh.vb_fraktkostnman)/ Man calc freight BCU (olh.fraktkostnman)
Enter freight cost in foreign currency./base currency. If a cost is entered here, it is automatically
totalled to the field Freight (FraktKostnDeb) which shows the total freight amount to be charged to
the customer.
Tips
Close entire order (instead of dispatch order)
If the entire order is going to be closed (e.g working with no partial deliveries), the program Pick
Order (utpl) can be used instead of Pick dispatch order (olhutpl), then go into the node Close order
freight, etc (ohavsl).
However the delivery note must be printed via a dispatch order program.
Da5.1 CREATE INVOICE
The team in the warehouse has dispatched and closed the order for COOP. It is now your turn to take
over and invoice COOP for the products they have ordered.
The create Invoice process will handle orders or delivery notes which are released for invoicing, and
process them and produce an invoice to be sent to the customer.
PROCESS

Input:
A released order

Output:
An invoiced order
An invoice

Activities:
Create Invoice
CREATE INVOICE
INSTRUCTIONS
Do not forget to set Print to screen under the reports menu before you print the invoice.
This activity includes reviewing a preliminary invoice and then proceed with printing the real invoice.
As this activity is finished, the order/delivery note status have changed from Released for invoicing to
Invoiced.
CREATE AN ORDER INVOICE
This section is about creating an order invoice, one invoice per dispatch order.

Open the program Invoicing, normal invoice (orderfakt)

Search for the order to be invoiced

After review of the preliminary invoice, the real invoice can be printed via the report d
Invoicingje invoice. The report requires the user to either confirm today’s date as invoice date,
or manually input another invoice date.

Now there is an invoiced order, and also an invoice created in the system.
Important fields
Collective Invoicing (oh.samfaktutskr)
This program will only show orders that have not checked this field. How to process orders where
this field is checked, please see the section Create a collective invoice below.
Tips
Reprint invoice
It is not possible to reprint an invoice in this program. However, if necessary, the user can open the
program Reprint invoice (orderfu) or Reprint invoice (dispatch orders). From both there is a reprint
invoice-report. Which program to use depends if it the invoice originates from an entire order, or a
dispatch order.
In Jeeves Selected the program Customer invoice (fh) should be used for reprinting invoices.
Da5.2 POST INVOICE
You have invoiced the COOP order and the only thing left now is to post the invoice transaction to
the general ledger and wait for payment from the customer.
As an invoice is created, an entry in the accounts receivable with the invoice transactions is also
created. This process takes these transactions and integrates them into the general ledger. Posting of
the invoice can be run once per day or any other appropriate time period in order to collect all
invoicing to an invoice journal and associated voucher
PROCESS

Input:
An invoice
A credit invoice

Output:
A posted invoice
Invoice journal/voucher(report)
Invoice Journal integration (report)

Activities:
Create Journal /Voucher
Post to general ledger
CREATE JOURNAL / VOUCHER
This section describes how to create the journal/voucher which later will be posted to the general
ledger

Open the program Customer Invoices (fh)

Search for an invoice that has no journal / voucher yet created.

Run the report j Invoicing journal and voucherje create invoice jrnl/voucher

A journal and voucher is now created for the invoice
Important fields
Invoice Journal no. (fh.faktjournal)
When searching for invoices to be processed, make sure this field is blank. If not blank, the invoice
already has a journal.
Voucher No (fh vernr)
When searching for invoices to be processed, make sure this field is blank. If not blank, the invoice
already has a voucher no.
POST TO GENERAL LEDGER
As the voucher is created, it has to be sent to the general ledger. The following steps accomplish
that.

Open the program Invoicing journal(xjf)

Search for the journals to be sent to the general ledger

Run the report c Invoicing journal, integrationje inv journal posting rep

Now the journal has been sent to the general ledger.
You have now finished a brief exercise in Jeeves Universal!