Order Entry Overview

The Order Entry process is best suited to firms where:

• More than one employee is available to take customer orders
• There is enough sales order volume to require keeping track of incoming orders and organizing the back orders
• There may be a time lag between receiving the sales order and shipping the goods ordered
• A deposit is received on the order

1. First the sales order is taken.
   This can be captured in the Sales Orders option at the time of the order, or can be manually written down when talking to the customer, then entered in Sales Orders later.
   If a deposit on the order was received, it can be recorded when the order is first entered, or it can entered later using Order Deposits.

2. When entering the order, the order can be printed at that time in order to give the customer a copy, or it can be printed later.
   When the order is printed, it is called a Picking Ticket. This allows staff to pick the items ordered off the shelf and assemble the order for billing.

   If the order was not printed when it was entered in Sales Orders, it can be printed later using Print Picking Tickets.
   With this approach several orders can be entered at one time and then printed as a batch. This may be useful if the printer is currently busy or otherwise unavailable.

3. As the staff assemble the order, they can manually mark on the Picking Ticket the quantity actually pulled from the shelf (Qty Shipped), and note the serial numbers.
   They can also manually mark the quantity back ordered (i.e. quantity currently unavailable).

4. Once the Picking Ticket has been completed and the order assembled, the order can be billed using Bill Sales Order.
   If staff is unable to ship any of the goods, this program can also be used to indicate that these items are on back order.
   When the order is billed, apply any deposit received on the order against the resulting invoice.

5. After the order has been billed, the invoice prints out.
   Any goods not shipped are assumed to be back ordered. (If all items were back ordered, no invoice is created.)
   To make corrections to the invoice, use Sales Order Invoice in Change mode.
   The invoice can be reprinted using Print Sales Order Invoice.

6. Negative product quantities can be entered on Sales Orders so goods can be returned to stock and credit invoices generated.

7. Sales Orders respect any Suggested Sales List assigned to the product that is entered on the order.

Note: As an alternative to using the Sales Order and Picking Ticket to fill orders, refer to Sales Order Invoices for an outline on the one-step process.

Using the Sales Order to Create a P.O.:

A Sales Order can be used to capture the sales products to be sold to the customer, and also to generate a Purchase Order to fill the Sales Order.
If the Sales Order is flagged to create a Drop Ship P.O. to deliver the parts directly from the supplier to the customer, when the A/P invoice from the vendor is received, and Warehouse Receiving is confirmed, the order is automatically filled and a Sales Order Invoice is generated to bill the customer.

Note: Changes to back order Sales parts details on the resulting Sales Order Invoice also update the Sales Order and the Drop Ship Purchase Order details.

Refer to Purchase Order from Sales Order Overview for details on this feature and the process flow.

Start-Up Preparation:
Before using the Order Entry programs, setup the required tables outlined in OE Start-Up Sequence.