Nucleus Gateway

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Nucleus Gateway

Web Order Portal SOP and manual Despatch
System

Document Ref: Gateway Information Pack
Project Contact: [email protected]/

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System overview

Customers of your company will be given access to your web order portal. By entering
their unique user name and password customers will be able to access their order page.
They can order by history and also by any products that are available to them to
purchase. All of the information regarding delivery address’s, price lists etc. will come
from the Nucleus core data base held on the customers PC. Upon checkout the
customer will receive a confirmation email detailing their order and approximate prices
(if required), this will then immediately populate the Nucleus SOP System and a picking
list produced. Any notes that have been set against either the product or the order
along with any preparation or specification notes that have been assigned to the
products will be visible on this picking sheet.

Customer orders entered by Reps
Reps of your Company are able to have a level 3 access, this allows them to access and
place orders on behalf of customers, maybe whilst they are on site or from home. This
level of access will let them look at each customers page, order history and prices (if
required)
Customers can be created by groups so that only those Reps customers are displayed to
them.

Sales orders can also be entered onto the office PC’s by office staff.

A number of reports can also be generated to assist with production planning and
scheduling. Please ask for further details.

The picking list will be sent down to the factory and once the products have been
produced the butcher will write the product weights in the picking list for data entry
back into the Nucleus SOP system.
Once the weights have been entered into the SOP system a despatch note will be
printed along with an invoice if required. Invoices can be emailed to customers.
Once all invoices are complete we are able to create a CSV file for import to your
accounts package.

Emailing: With regard to emailing invoices, Nucleus is compatible with various service
providers but in the event yours is not one then there is a third party service we use to
be able to send emails. There is a minimal cost for this additional service depending
upon volume ranging from £20 - £40 per year.

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Nucleus Sales Order Processing (SOP)

The nucleus sales order processing module allows users to input and manage sales data
via any networked PC. This section of the document details the main areas that can be
used during the sales order processing stages.

Create/Edit Order

When creating a new order customer and product browses can be used to easily locate
the required customers and products.
Notes can be added to an individual product line, against the order as a whole, against a
despatch note or against an invoice.

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It is possible to view any preparation or specification notes that have been added to a
product at this point, these can be setup to be against a product or specifically against a
product for a certain customer.
It is also possible to assign the order to a particular vehicle at this point so that all
picking lists or despatch notes can be printed of for a van or run.
Once a customer has been selected it is possible to browse the customer’s product
history.

Any products which have not been ordered by the customer in the past 2 weeks will be
highlighted in green.
When the order is saved it is possible for a picking list to be automatically printed to any
printer on the network.

Pricing

It is possible to setup multiple price levels as required, these can then be assigned to
customers, Price levels can be maintained by manually changing individual prices,
updating all prices in the level by a certain amount or percentage, or by importing a
spreadsheet with the new prices on.

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In addition to price levels it is also possible to assign a customer a discount from a price
level. IE customer A and customer B may both be on the same price level but customer B
gets a 5% discount, this makes price level maintenance easier to manage.
It is also possible to assign customers personal prices; this allows a customer to be on a
standard price list, with certain exceptions which can be priced separately.

App ordering customer screens

Dashboard page

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Graphics and Logos identifying your company will appear on all App pages and an App
icon will be created for you to display on your customers PC’s, Tablets and Smart
phones, See below.

Special offers set by your company will appear on the dashboard page, customers can
order by their recent products/ or last orders and see their recent order history. Users
can customise their page and change account details. They can also choose the best
method of placing orders for them by choosing from one of the three options available
to them.

Shop page

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By pressing order the user is able to select the product, add quantities and required
weights and any additional requirements/specifications for that product.
Once the customer has completed the products that they wish to order, they checkout,
entering delivery date requirements (any order cut off times are determined by your
company and any special instructions or delivery requirements for that order.
A confirmation of order screen is shown and an email sent to that customer advising
them of their order summary automatically.

The order will then appear in the nucleus SOP system and a picking list automatically
produced if required.

Order summary page.

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Email sent to customer

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Despatch / Invoice

When the weights have been collated and brought back to the office computer they are
entered onto Nucleus.

The user would select the order and then be presented with the products on the left and
the ability to enter the weights on the right for each line. When complete they user will
save which will create a despatch note and invoice.

Despatch notes and invoices will either be printed automatically at the time or can be
printed manually.

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If the manual screen is used then you
have the option to email those that can
be.

Posting to 3rd Party Accounts

This is an option, we are also able to post to your third party accounts package.
Invoices and Credit notes can be posted to various 3rd party accounts packages such as
Sage, Pegasus and Chorus.

Simply select the range
of invoices
and credit notes and
press GO.
The system will generate
a file which can be
imported into the
accounts package.

As the nucleus system will mark the invoice or credit note as “Posted” this process can
be repeated using the full range of invoices and credits and only un-posted items will be
exported.

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NOTES:

Picking lists, despatch notes and invoices are designed to suit your Company. We will ask for
further information upon system configuration.

Reports: various are available, if you have specific requirements in mind then please provide
samples so that we may find the closest match within the system.

All software is inclusive of a one year remote support warranty.

Monthly charges for the App ordering system.
Niche Food Systems will charge per order for all orders placed on the Web portal ordering
system, these will be invoiced quarterly at a charge of 0.05p per order.
The above charge per order figure will be fixed for a one year period, any increases will be
set and fixed at the beginning of each year and will be fair.

A report on monthly usage will be available to your company, accessed from the web order
portal system.

Please see attached monthly cost matrix for an idea of approximate monthly costs.

Support
All software is covered by a standard remote one year support warranty between the hours
of 9:00 am and 17:00 pm. Out of hours support is available – quotations available on request.
All support requirements must be telephoned though to Niche head office 01254 662130 or
emailed [email protected] stating clearly that assistance is required with Nucleus
Gateway.

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Additional training days
As part of our commitment to excellence Niche offer additional training days for your IT
infrastructure or system training. These packages are available once a month at our head
offices. Please ask for further details.

Customer Responsibility:
Power and Cabling Requirements: unless specified otherwise network cabling and power will
be the customer’s responsibility, our installation team will advise on how many points are
required.
Customer PC/Server: Niche will assist in advising the customer on the minimum spec
required for the project.
Nomination of a project point of contact to communicate with Niche for Install, training and
implementation.
Relevant personnel being available in a training environment for system set up and training.
Remote access to allow for set up and configuration.
A Static IP Address for “The App” is required.

The web order portal known as “The app” has been developed as a portal for your sales
orders to go directly into your nucleus package.
We will not be developing modifications on a customer by customer basis – if you have any
ideas on how “the App” can be improved please send comments directly to
[email protected]. These will be listed and if it becomes apparent that a modification will
be of a benefit to a majority then these will be put into development and released accordingly.
If a modification is applicable to only a minority a quotation will be raised and development
costs shared towards the enhancement.

Delivery 2/3 weeks from receipt of order.

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Niche Computer Systems Ltd is part of the Group of Companies