Bill Sales Order

Once the shipping staff has manually filled in the Picking Ticket as created in a Sales Orders, the billing staff is ready to bill the order and create the Sales Order Invoice.
Items not shipped or partially shipped can be back ordered automatically.
If serialized sales items were shipped, serial numbers will be required.

The prompts are:

ORDER TO BILL

Enter the order number to bill, or look it up in the Sales Order Search window.
The order number is printed on the top of the Picking Ticket.

Drop Ship Warning:
This warning is triggered if the order was Drop Shipped directly from the supplier to the customer according to a Purchase Order that was generated from the original Sales Orders.
Instead the order must be billed when the products are received in Warehouse Receiving and the operator is prompted to complete:

• the Sales Order Invoice Details to bill the customer using any deposit on the order
• the A/P Invoice by P.O. for the products shipped from the supplier

Refer to Purchase Order from Sales Order Overview for details on this feature.

INVOICE DATE

Accept today's date, or type in the correct invoice date.

This date is checked to make sure that it is in the correct date range for Invoices.
The date range allowable is setup in Date Range Control for module code RSIH - INVOICES.

SHIP ALL

This sets the default for the Ship column in the order details.

Uncheck this box if there are back orders on this order.
Any items were shipped can then be manually selected.

Check this box if all or most items ordered were shipped.
Any items were back ordered can then be manually selected.

CLOSE PARTIAL SHIPPED LINES

When Sales Orders are billed, this prompt provides the ability to close any partially shipped product detail lines.
With this processing, no Back-order quantity is written, and no partial quantity remains outstanding on the Order for partially shipped items.
This option does not impact any product detail lines that have not been fully or partially filled on this billing invoice.

Check this box to close all detail lines that have a quantity shipped, even if only a partial quantity is shipped.
Uncheck this box to allow partially shipped detail lines to remain outstanding, and to allow back-ordered quantities to be reported.

Note: When this option is used for an order, the history inquiry on that order will show the full quantity shipped, even though only a partial quantity was invoiced.

ADD TO INVOICE #

When this field is blank a new invoice is created.

The order invoice can be merged with other existing order entry invoices for the same customer and division.
Accept the default eligible invoice, or select the invoice from the Add to Invoice Select window.

Merge Invoice Requirements:
The existing invoice cannot already have a deposit used amount, and must be On Account.
The merge flags in the Company Billing Parameters, regarding the Hold status of the invoice, and matching the site # must also be respected.
If the invoice is merged, any Comments will not be carried over.
If there are no suitable invoices with which to merge, a new invoice will be created.

Note: This field is disabled if this billing is being initiated from Warehouse Receiving of a P.O. that was originally created from the Sales Orders.
Refer to Purchase Order from Sales Order Overview for details on this feature.

Performance Check:
If an invoice is selected for the merge and there are any active Performance Questions for the invoice date, a PERFORMANCE button is provided to view the responses to Performance Questions as outlined in Performance Question by Document.

FIELD TICKET REQUIRED

This processing only appears if the Field Ticket feature has been activated in the Company Invoice Parameters.
Accept the default ticket or over-type it, and set the optional approval flag as outlined in the Field Ticket Required window.

Product Details:

PRODUCT #

The product # ordered will display.

DESCRIPTION

The product description displays on the screen.
Accept the default description or if the operator has role permission, the description can be over-typed a different product description.
The description accepted here is the one which prints on the order and the invoice. Over typing the description does not make any changes to the product description stored in the Product File.

SHIP

This column reflects the Ship All flag selected in the billing header, and can be changed for specific details as follows:

Check this box for items shipped.
Check this box for a partial shipment, and then enter only the number shipped in the Quantity field, so any remaining quantity is automatically back ordered.

Uncheck this box for items not shipped to automatically back order the items.

QUANTITY

Accept the full order quantity as the quantity shipped, or over-type with the actual quantity shipped.
The remaining order quantity not shipped will automatically be back ordered.
Negative product quantities can be entered, so goods can be returned to stock and a credit generated.

The ability to ship quantity that is not available On Hand, can be controlled by the Allow Overrides On Location Quantities (Excl. Reservations) flag in the Company Security Parameters.

UNIT

Accept the UNIT PRICE EACH or over-type with the correct amount.

DISC %

Accept the discount % or type in the correct discount %.
If a Sales part is identified in the Re-order window of Sales Inventory, as Disallow Discounts, then any discount on that sales part will be disregarded. The price can still be over-typed, if required.

NET PRICE

Accept the net price or over type with the correct net price each. The percent discounted may be recalculated to keep the mathematical formula accurate.

Note: A warning is triggered if the Net Price is less that the Cost of the product.

EXTENDED

This is the total amount charged for this item (Quantity * Net Price).

Expanded Detail

Click on the EXP/CON button to access the additional fields.

TAXES

There are three approaches to taxing:

• Standard Tax window:
  The two standard tax codes default to the document by customer or by division, according to the Rules as outlined in Tax Maintenance Overview.
  If the operator has role permission, the tax codes can be over-typed or selected from the drop-down list, if required.

  Note: The Tax Code NTX over-rides any other code at any level.

• Enhanced Tax window:
  The taxes and exemptions to be applied are displayed as explained for Enhanced tax processing in Taxes and Exemptions.
  If the operator has role permission, the tax codes can deleted in the window and the exemptions can be modified as required.

• Vertex Taxing:
  Because Vertex Tax Software calculates the tax amounts and allows for any exemptions, Tax Code 1 is always interpreted as Y and Tax Code as NTX as all taxes are combined in the Tax 1 value.

SORTED BY

The sort values used in the sorting sequence of the product details, is displayed in the third detail line.

Finished?

Click ACCEPT when the product list is completed to access the action menu:

Confirmation Action Menu:

Select one of the following options:

• Click Create Invoice / Generate Backorders to proceed with billing of the selected sales products on an invoice and generating the backorders for the quantity not filled.
  

  Note: If all goods are backordered, the invoice is skipped.

  SERIALIZED PARTS for Invoice

  The serial numbers can be selected from the Serial Number Search window.
  Each serialized sale item will list on the invoice with a quantity of 1, and the serial # shipped will print on the invoice.
  If the serialized sales product is flagged to enter the serial numbers at "Time of Sale", the operator can either select an existing serial number or add one at this time.

  If serialized Sales parts are being returned as negative quantities, only the previously sold serial numbers are displayed in the window. Select the matching serial number that is being returned.

  
  PRINT PICKING TICKET

  If all the products were NOT selected, this option to generate a picking ticket listing the remaining items is provided.
  A printer can be confirmed or re-selected from the Printer option located on the menu bar at the top of the screen.

  Uncheck this box to skip printing the ticket.
  Check this box to print the ticket.

  PRINT PRICES

  Uncheck this box to suppress prices on the picking ticket.
  Check this box to print the prices on the ticket.

  
  Resulting Sales Invoice:
  Both billed items and back ordered items appear on the invoice.
  The Sales Order Invoice Details display the items billed order and allow last minute changes to the prices, taxes, and services if required.

• Click Return to Product Billing Details to return to the order details for billing to make additional changes.

• Click Quit and Restart Billing to abort billing this order.

• Click Create Branch Transfer to move the products to a different location as follows:

  TO LOCATION

  Enter the location to which the inventory is to be transferred or select it from the drop-down box.

  Finished?

  Click OK to initiate the transfer.

  
  SERIALIZED PARTS for Transfer

  If serialized sales items were shipped, select the relevant serial number from the Serial Number Search window.

  
  AVAILABILITY QUANTITY ERRORS

  The quantity must be available at the Order location to complete the transfer before the quantity can be moved in the product location file.

  If quantity limitations are identified for any product on the order, a list of all products on the order is displayed with product number, description and order quantity.
  The Transfer column is checked for parts that were selected. This can be changed as required.

  Parts with insufficient quantity at the From Location are displayed in red and cannot be transferred.

  Click ACCEPT when the transfer selection is complete.
  Confirmation to proceed is required, and the branch transfer number is displayed.

  
  If no errors are found, the branch transfer number is displayed immediately.
  A record is written to Inventory transfers and can be viewed in Inventory Transfer Inquiry.
  To complete the postings to the G/L accounts use Post Inventory Transfers.

  
  PRINT BRANCH TRANSFER

  The option to print the branch transfer listing the Order number as the source is provided.
  It can also be printed from Print Inventory Transfers.

ACTIONS:
Additional actions provided by buttons on the Bill Sales Order screen include:

• Expand the Detail records:
  Click the EXP/CON button to view the hidden fields for the product transaction including taxes and sort sequence.

• Release a Locked Order:
  The RESET button is only active when the role assigned to the Operators has permission to reset Sales Orders - Being Billed.
  This action can be used to release an order for billing when it has been locked by another user who was dropped or aborted out of the order incorrectly.
  Confirm that no one else is actually billing this order before clicking the RESET button to remove the in-use flag as outlined in Reset Order Billing Flag.