Question

Narrative for Grant Black Company’s Order Entry Process

The Grant Black Company sells medical supplies to hospitals, clinics, and doctors’ offices. Customers places orders over the phone to the Grant Black customer fulfillment center. Grant Black uses an ERP system for all of its business processes.

The sales process starts when the customer calls the Grant Black fulfillment center and gives his/her name to the customer service representative (CSR). The CSR keys the customer name into the ERP system, and the system retrieves the customer record and displays that data on the sales order entry screen. The CSR examines the data on the screen to ensure that the correct record has been retrieved. If everything checks out, the CSR enters the items and quantities being requested by the customer. As the order is entered, the computer compares the amount of the order to the available credit to ensure that the purchase does not exceed the credit amount limit and allocates the inventory. After the order has been entered, the clerk saves the order, and the computer creates a sales order record, prints a picking ticket in the warehouse, and displays the sales order number to the CSR. The CSR reads the sales order number to the customer.

In the warehouse, clerks pick the goods form the shelf, record the quantity picked and the lot number on the picking ticket, and bring the goods and attached picking ticket to the shipping department. The shipping clerk scans the sales order number from the picking ticket, and the computer displays the order on the screen. The shipping clerk then scans each item and saves the shipment data. The computer updates the sales order and the inventory master data (for lot number and quantity shipped) and creates a record for billing (in the billing-due list data store). The computer also prints a packing slip on a printer in the shipping department that the shipping clerk attaches to the goods and gives the goods to the carrier for shipment to the customer.

Draw a context diagram.

Answer 1

	CONTEXT DIAGRAM
	Call from Customer for Sales Order
		↓
	Entering of Customer Details in System and Retrieval of Customer Information by CSR
		↓
	Verification of Customer and Entering Order Details for Creation of Sales Order
		↓
	Credit Limit Check by ERP System and Placement of Sale Order
		↓
	CSR Picks the Order from Warehouse and Transfers to Shipping Depatment
		↓
	Scanning by Shipping Clerk and Updation of Data
		↓
	Shipping Goods to Customer through Carrier