The Order Entry module can be used to list the products ordered by the customer, create a Picking Ticket to fill the order from available stock, record the quantity filled or on back-order, and invoice the customer for the parts sold and shipped.
For information on the suitability and process flow, refer to
Order Entry Overview.
For information on setup required, refer to Order Entry Start-Up Sequence.
For information on the feature to generate a P.O. from the Order
refer to Purchase Order from Sales Order
Overview.
The 'Include Sales Order Qty In Availability Checking' flag in the Company Invoice Parameters controls how part quantities on a Sales Order impact quantity availability checking on Miscellaneous Invoices.
The prompts to create a Sales Orders include:
The ability to over-type the document number is controlled by
the "Allow Custom Document#" flag for the document type
defined in Last Used Transactions.
A warning is generated if the number has already been used.
A Sales Order Search window is provided to review existing orders, with the ability to drill down to document details.
Note: When reviewing an existing order, if a Purchase Order was created from the order but the P.O. number is no longer valid, the operator will be prompted to REMOVE the P.O. number and flag, before re-accessing the order.
All income, revenue, and expenses are tracked by the division,
and posting to the correct G/L accounts for that Division is
automatic.
Special Rates can also be setup for the division in the Special Rate Codes table.
G/L transactions to update inventory costs always post to the G/L Location from which the inventory was relieved.
All On Account customers should have their own customer
number.
New customers can be added on-the-fly during document entry if
required, in the Document Customer Search
window.
For walk-in business, instead of assigning a new customer number
to each customer, the Cash customer can be used for any
customer not On Account.
When prompted for customer number, accept the default Cash
customer number as set in the "Customer# to Clone" field for
the division in Divisional Contract
Parameters and complete the Bill To fields with the
customer's name and address.
Adding a Cash Customer:
If an existing customer is not selected for the document and the
Add Cash Customers feature is activated in the Division Contract Parameters then a new customer
record will be created, assigned a customer number and permanently
added to Customer Information.
When a new customer is added they are automatically given website
access with a default password that matches their new customer
number and a default email address that matches their new customer
number@GW.COM
This web access information can always be modified in this Internet Information window or in the Portal Customer screen later.
Other customer values and flags will default to match those setup
for the division's "Clone" customer as assigned in the "Customer
Settings" of Divisional Contract
Parameters.
For information about adding full details for a new customer
record, refer to Customer
Information
INSTRUCTIONS Window:
A window in the first Address field is provided to access
the Document Instructions window where 2
lines of notes may be entered.
A flag can be set in the Additional Pop-Up
Windows, in the Divisional Contract
Parameters to control whether the Document
Instructions window opens automatically in Add mode after the
header information is completed.
A flag in the "Required Document Information" in the
Company Contract Parameters can be set to
ensure that this Bill To City is a valid city registered in
City Tax Codes.
When the Bill To City is mandatory on documents, if there is
a 'Prov' and/or a 'Postal' code associated with the city in the
City Tax Codes table then these
Province/Postal values will default to the Billing address when the
city is entered on the address.
A flag in the "Required Document Information" in the
Company Contract Parameters can be set to
force the operator to enter a valid Postal or Zip code to match the
mask format as setup for the customer's currency in Currency Codes.
This value defaults from City Tax Codes if
Bill To City is mandatory and the City has a Postal
code defined.
When Vertex tax processing is activated in the Company Taxing Parameters this address of Street,
City, Prov/State, and Postal/Zip is validated against the Vertex
database.
If there is a discrepancy in the address information, a Vertex
error is triggered, and the address must be corrected.
If only a partial address is entered (e.g. no Postal/ZIP ), Vertex
attempts to find the tax area for the information that is supplied,
but if multiple tax areas could apply a Vertex error is triggered,
and more specific address information must be entered.
A flag in the Company Security Parameters can be set to prevent a customer number from being entered on a document if the customer's Credit Limit has been reached or exceeded.
After the warning is acknowledged, the operator may be able to continue to enter the document, depending on the credit warning flag in Credit Ratings.
Reason Code:
Over-ride Reason Code tracking can also be activated for the clerk
to explain why it was overridden, as outlined in Reason Code for Override.
The site address information displays as it will print on the document.
A flag in the Additional Information for
each customer can be set, forcing the operator to enter a valid
site code on each document for this customer, with the exception of
Point Of Sale Invoices.
A flag in the "Required Document Information" in the
Company Contract Parameters can be set to
ensure that this Ship To City is a valid city registered in
City Tax Codes.
When the Ship To City is mandatory on documents, if there is
a 'Prov' and/or a 'Postal' code associated with the city in the
City Tax Codes table then these
Province/Postal values will default to the Shipping address when
the city is entered on the address.
Customer and global sites are setup in Customer Site Information.
The Site window can also be set to open automatically.
This is controlled by the division flag in the Additional Pop-Up Windows, in the Divisional Contract Parameters.
Select a Global or customer site, or add a site in the window as
outlined in Site Search.
If a Site is not selected for the document, the 'Ship To'
address defaults to the 'Bill To' address since equipment is often
used at the same place as it is billed.
When relevant over-type this address to reflect actual Ship
To information, which will print on the order.
Alternatively the prompts for Ship to Name, Address, City etc can
be ignored and just type in any delivery message.
The Ship To fields include:
Note: If the Sales Order is to be Drop Shipped directly
from the supplier to the customer, this shipping address for the
customer will also become the Ship To address on the
Purchase Order and any changes made to the
Site address on the Order will automatically update the Ship-To
address on the associated Drop Ship P.O.
Refer to Purchase Order from Sales Order
Overview for details on this feature and the process flow.
Click the CANCEL button or the ESC key to exit this window if event rates do NOT apply to this document, or enter the event information as outlined in the Location and Event Information window.
If the customer or site gets a regular sales discount, this can
be permanently setup in Customer
Information or Customer Site
Information so that it will default automatically to the
documents.
The site discount can either replace the customer's discount or be
added-to the customer's discount according to the company setting
in the Company Billing Parameters.
Note: If a Sales part is identified in the Re-order window of
Sales Inventory to Disallow
Discounts, then any discount on that sales part will be
disregarded.
The price can still be over-typed on the Order detail if
required.
Some customers require P.O.'s on all documents. If this applies,
the "Require P.O." flag can be set for the customer in
Customer Information.
An optional blanket P.O.# can also be assigned to the customer that
defaults to all P.O. fields for the customer, but can be over-typed
when required.
If an Ordered By name is entered, this name will print on
the Sales Order and resulting Sales Order Invoice comments as
"ORDERED BY: Name".
For standard documents and Crystal Forms the wording of the text
preceding the name on the document can be customized for two
languages in the Document Field Labels
table.
For Jasper documents refer to "Jasper Appearance and
Formatting" window of Customer Forms
for the language and label controls.
Note: If the Sales Order is to be Drop Shipped directly
from the supplier to the customer, this shipping method for the
order will also become the Ship Via method on the Purchase Order.
Refer to Purchase Order from Sales Order
Overview for details on this feature and the process
flow.
A window is provided to search for the appropriate GEOCode as outlined in GEOCode Search.
Note: If the GEOCode or the Taxes are changed on an existing document a warning is triggered that the details and services taxes need to be changed manually if required.
Refer to Tax Maintenance Overview for more information on the ENHANCED Tax feature and the Rules that determine which taxes apply.
If the flag to prompt for the clerk code is NOT set in the
Company Security Parameters then the current
operator code will automatically display and the field will be
skipped.
If this flag is set to require a code, a valid clerk code must be
entered in this field.
A flag in the "Required Document Information" of the Company Contract Parameters can be set to make the salesman as setup in Salesman Codes a mandatory field on all documents.
A Purchase Order number is only displayed with the relevant
vendor name, on reviewing an existing Sales Order if the order has
been flagged in the Order Totals screen to generate a
Purchase Order to the supplier ordering all the items on the Sales
Order.
Refer to Purchase Order from Sales Order
Overview for details.
DEFAULT TAX CODES:
Window to review and set the Default Tax
Codes.
BUSINESS SOURCE:
Window to review and set the Business Source
for this document.
FILE ATTACHMENTS
Window to review and set any File
Attachments associated with this document.
Attachments linked to a source document that was converted to
create another document are also reflected in the File Attachments window.
e.g. sales order billed to create an order invoice
These Instructions can also be accessed in the window on the first Address field.
If a name is selected in the window, this name will print on the
document comments as "PICKED UP BY: Name".
This wording printed preceding the name on the document can be
modified for standard documents and Crystal Forms in Document Field Labels.
For Jasper documents refer to "Jasper Appearance and
Formatting" window of Customer Forms
for the language and label controls.
Product Order Details:
Refer to Sales Order Details for
information on defining the products on the order.
Order Services and Summary:
Refer to Sales Order Totals for information
adding services and completing the order.
ACTIONS:
Additional actions provided by buttons on
the Sales Order screen include:
To delete an existing order, click the DELETE
button before selecting the document number, as outlined in
Delete Sales Order.
This delete utility makes permanent deletions of the entire order
selected.
If an order is deleted, an audit record is generated tracking the
Operator and the Date when the document was deleted. This can be
viewed in Delete Log for function
OEOH01.
Print Orders:
Prior to entering a Sales Order
# click the PRINT button to print a single or a
range of orders as outlined in Print Picking
Tickets.
Accept a Deposit on an Order:
Prior to entering a
Sales Order # click the DEPOSIT button to add
additional deposit amounts to a Sales Order, as outlined in
Add Order Deposits.
Generate Billing for an Order:
Prior to entering a
Sales Order # click the BILL button to
generate an invoice for selected products on the Sales Order, as
outlined in Bill Sales Order.
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