Helios order planning

This Dealer support page will help to understand the Helios order planning tool more in-depth. The order planning tool will come in place after quote acceptance, and can help to plan the delivery of sales orders more effectively.

An important factor for the sales order planning, is whetheran order is financially released for delivery. All relevant financial information is included in this Order Planning tool.

When is a sales order released for delivery?

Before going more in-depth, there is essential information to understand before continuing to the definitions of the order planning tool. Sales orders planned for delivery in the coming two weeks will undergo a financial check. This financial check can result in the following financial statuses for a sales order.

Approved = Sales order is planned within the coming two weeks (on a weekday) and is financially released for delivery.
Over credit limit = Sales order is planned within the coming two weeks (on a weekday) but there is insufficient credit available to financially release the sales order. A payment is needed to release the sales order.
Overdue invoices = Sales order is planned within the coming two weeks (on a weekday) but is not financially released because there is or will be an invoice overdue more than 5 days from the delivery date of the sales order.

- The invoice could already be due
- The invoice will become due, but by the time of the delivery this will be due more than 5 days

Deposit required = Sales order is planned either within or outside the two week window, and there is still a deposit due.
On Hold By Finance = The finance department has put the financial release of this sales order on hold. Please contact the finance department for the financial release of this order.

For sales orders that are planned outside the two week window, no financial check will be performed. Once these orders will be inside the 14 day window, the sales order will automatically be financially checked. Sales orders that have an unplanned delivery date will be put on a weekend date, and will therefore not be taken into account.

Weekend date = Sales order delivery date is unplanned, and therefore not taken into account for the credit calculation.
Outside two week window = Sales order is planned outside the two week window, and therefore not taken into account for the credit calculation.

1. Financial Overview

The Financial overview is divided into four different sections

Credit limit summary: this gives you a simple overview on the used and available credit space.
Unbilled orders: this gives you a simple overview of the open order book, and which part of this open order book is financially released for delivery.
To be processed: here you can find the balance of you open credit memos, and unapplied payments and deposits.
Open invoices: here you can find the sum of open invoices per time basket.
Download: here you can download a statement of open invoices

1.1 Credit limit summary

The credit limit summary shows the following details:

Definition	Explanation
Credit limit	This is the credit limit including VAT
Open balance	The sum of open invoices in €
Released orders	The sum of released sales orders in €. This is built up by deposits and used credit space. A sales order is released when it is financially approved for delivery.
Deposit applied	Sum of deposits paid for released sales orders
Used credit space	Sum of released sales orders used from credit space. The used credit space can be from: Fulfilled orders not yet billed Released sales orders Unreleased sales orders where only deposit is due
Available credit	Available credit for new deliveries (credit limit – open balance – used credit space)

For more information on credit limits go to this page

1.2 Unbilled orders

The unbilled orders overview shows the total unreleased and released sales orders by unbilled amount and quantity.

The unbilled orders summarizes all undelivered orders, and orders that have just been delivered but not yet invoiced. In Autarco’s current process the sales orders are shipped on day A and will be invoiced on day B, which is the same day as the actual delivery day.

1.3 To be processed

The To be processed overview shows the following details:

Definition	Explanation
Open credit memos	The count and sum of all open credit memo’s
Payments to apply	The count and sum of unapplied payments, i.e. payments that are not yet applied to an open invoice
Deposits to apply	The count and sum of unapplied deposits, i.e. deposit payments that are not yet applied to an open sales order

1.4 Open invoices

This overview shows the sum of open invoices minus open credit memos in € by time basked. The time baskets are:

1. - Current = sum in € of all open invoices minus open credit memos within the expected payment terms
  - Overdue in 1-30 days = sum in € of all open invoices minus open credit memos which are overdue between 1 and 30 days.
  - Overdue in 31-60 days = sum in € of all open invoices minus open credit memos which are overdue between 31 and 60 days.
  - Overdue in 61-90 days = sum in € of all open invoices minus open credit memos which are overdue between 61 and 90 days.
  - Overdue more than 90 days = sum in € of all open invoices minus open credit memos which are overdue more than 90 days

2. Payment needed in the next two weeks

The payments for the next two weeks show an overview of which invoices or deposits need to be paid in order to release the planned sales order.

In this overview, you see 5 different columns.

Definition	Explanation
Planned transaction date	Expected payment date
Payment type	This specifies what type of payment is required. This can be: Overdue invoice Create credit space by paying an open invoice Create credit space by paying a deposit Deposit due
Reference number	This shows the related document that needs to be paid. This can be an open invoice number when an invoice need to be paid, or a sales order number when a deposit needs to be paid.
Payment amount	Value of payment in €
Original date	Original invoice overdue date

3. Open Sales Orders

At last, the Open Sales orders are displayed. This table will only focus on the planned Sales Orders and is not limited to only 14 days. Here you find all accepted quotes and planned service orders where at least one item line is pending fulfillment.

In this table, you will find 10 columns.

Definition	Explanation
Sales order number	This sales order number is generated by Autarco and is displayed as SONL######
Project reference	The project reference is filled in by the Autarco dealer when creating a new project in Helios.
Purchase order number	The purchase order number is optionally filled in by the Autarco Dealer when accepting a new quote in Helios.
Estimate	The estimate shows the quote number or case number related to the sales order.
Sales order delivery date	The sales order delivery date shows the sales order is planned for delivery.
Released	Whether the sales order is released for delivery
Financial status	The financial status gives a more detailed explanation of why the sales order is released or not released.
Total SO value	Total value of the total sales order (including VAT)
Undelivered value	Total undelivered value of the sales order (including VAT)
Billing schedule	Payment schedule for this sales order

4. Change requests

In the table of open sales orders, for each order there is an option to send a change request. A change request can include changing the following for an order:

Delivery date: move the preferred delivery date
Delivery time: add or remove a timed delivery
Delivery location: change the preferred delivery address
Delivery contact: change the preferred contact person and phone number
Forklift: add or remove delivery with a forklift

A change request can be sent up to 2 working days before delivery.

A change request is always subject to approval by the planning department. You will receive a confirmation or denial of the request via email.

Once a change request is sent, you cannot send another request for the same order until the request is processed.