Sales Orders Sales Orders
Select Sales Orders from the Sales Order menu and the following screen will come into view.
Click on any column header to sort the listed sales orders.
Add (button)
Press the Add button to add a new Sales Order.
Change (button)
Press the Change button to alter an existing Sales Order.
Delete (button)
Press the Delete button to permanently remove the highlighted Sales Order.
Include Fully Billed Orders (check box)
Select this option to include fully billed sales orders in the listing.
Fulfillment (button)
This button allows the user to indicate which line items on the highlighted sales order have been fulfilled and are ready for shipping.
Create Invoice (button)
Using this button, the user can convert the highlighted sales order to an accounts receivable invoice.
Print Sales Orders (button)
Use this button to print out sales order forms for either the highlighted sales order or a range of sales orders.
Print Pick Tickets (button)
Use this button to print out inventory pick tickets for warehouse personnel to use in fulfilling the order.
Print Packing Slip (button)
Use this button to print a packing slip to be shipped with the order.
Create POs (button)
Use this button to create Purchase Orders for each line item of the highlighted Sales Order. This option is only available if the line item references an Item existing in the Item Price File and the Item contains Vendor Pricing information. For more information on creating Purchase Orders from Sales Orders, see Creating Purchase Orders.
Create Job (button)
Use this button to create a Job from the highlighted Sales Order. The following window will appear:
Provide a valid Job ID and a Job Name. When the Proceed button is pressed, the program will create the job. The Contract Price of the new job will be the same as the total Sales Order amount. Cost code budgets will be created for each Sales Order line item which has the Cost Code field filled.
Adding or Changing a Sales Order
Press the Add or Change button and the following screen will come into view.
Customer
Enter the Customer Number or press the lookup button and the Customer Entry screen will come into view. Select the desired customer and the information below will automatically be entered.
Name
This field displays the Customer's Name.
Address
This field displays the Customer's Address.
City ST Zip
This field displays the Customer's City, State, and Zip Code.
Phone/Fax
This field displays the Phone and Fax numbers for this customer.
Ship to above Address (check box)
If this field is left unchecked, the user can enter the appropriate address by pressing the Ship To button.
Order Number
Accept the system-assigned order number or enter a different one.
Date
Enter the Date for this Sales Order.
Required
Enter the Required by Date for this Sales Order.
Released
This field stores the date the sales order was released (shipped).
Description
Enter a brief description for this Sales Order.
Ship Via
Enter the shipping method for this order.
FOB
Select FOB Origin or FOB Destination.
Terms
Enter the payment terms in the drop-down list that can be used on this or other orders. The accounting system will save the items entered in this field for later availability.
Sales Rep
Enter the name of the Sales Rep or select the correct Rep from the drop-down list. If the Sales Rep does not exist in the list, enter the name and the accounting system will save the name in the list.
Taxable (check box)
Check this box if the sales order is taxable.
Press the Add or Change button and the following screen will come into view.
Press the Change button on a Bundled Item and the following screen will come into view.
Text Line (check box)
Item ID
Enter an Item ID from the Item Price File. Use the lookup button to look up an item. When the item is retrieved, the system will fill in the description, unit name, unit price, location and area. Press the $ button to view the cost information for this item. Press the H button to view the pricing history for this item.
If a Bundled Item is added in the Sales Order detail, the following message will come into view.
Click Yes to create sub line items for each component in the Bundle. Click No and the Item will not be added.
If the Yes button is pressed, the Sales Order Detail section will create drill down line item that allows the user to see all components of the Bundled Item. Click the + to see all components of the Bundled Item.
Description
Enter a description for the line item or just use the description from the item price file.
Quantity
Enter the quantity ordered.
Unit Price
Enter a unit price for the line item or just use the unit price from the item price file
Unit Name
Enter a unit name for the line item or just use the unit name from the item price file
Location/Area
Enter the location and area from which the item will be pulled to fill the order. These will default from the item price file
Taxable (check box)
Indicate whether this line item will be taxable when an invoice is created.
Check the Text Line Item box and the following screen will come into view. This field allows a text message to be entered. This is a user defined field.
By pressing the lookup button, the user can access previously saved text line items. Press the lookup button and the following screen will come into view.
Select (button)
Press the Select button to select the highlighted text line item.
Add or Change (button)
Press the Add or Change button to add a new text line item or edit an existing text line item. Press the Add or Change button and the following screen will come into view. Enter the desired text line item and press the OK button to save it or press the Cancel button to exit without saving.
Delete (button)
Press the Delete button to delete the highlighted text line item. Press the Delete button and the following screen will come into view. Press the Yes button and the invoice will be deleted. Press the No button and the program will return to the previous screen.
Close (button)
Press the Close button to return to the previous screen without selecting a text line item.
Help (button)
See How to Use Help
When the order is ready for assembly, press the Pick Ticket button and the system will generate a Pick Ticket form.
When the order has been entered, click on the Print button to generate a Sales Order Form.
OK (button)
Press the OK button to Save the Sales Order. If the Sales Order Amount exceeds the Customer's Current Credit Limit that was set up in Customer Entry, the following warning will come into view.
Click Yes to Ignore the Warning and Save the Sales Order. Click No to Cancel Saving and modify the Sales Order.
Once the sales order has been created, the system can begin to track the fulfillment and shipping of the order. Fulfillment may go more smoothly if warehouse personnel have a printed inventory picking ticket to refer to. Highlight the desired order and click the Print Pick Tickets button to print the Pick Ticket. This ticket can then be used to mark down which line items have been filled.
Next, press the Fulfillment button. The following screen will appear:
Here you can specify which line items have been fulfilled.
List Box
This is a list of all the line items on the sales order. There is a Filled column where a check mark indicates the line item has been filled.
Tag as Filled (button)
Highlight any unfilled line item and click this button. The system will mark it as filled and place a check in the box.
Un-Tag (button)
Highlight any filled line item and click this button. The system will mark it as not filled and remove the check from the box.
Tag All (button)
Click this button and the system will mark all the line items as filled.
Untag All (button)
Click this button and the system will mark all the line items as not filled.
Backorder (button)
Highlight any unfilled line item and click this button. The system will indicate that the entire quantity of this line item has been placed on backorder.
Partial (button)
Highlight any unfilled line item and click this button. The following screen will appear:
This screen is used to partially reconcile a line item by indicating how many units were actually filled. Enter the quantity filled and click the OK button.
When the order has been assembled and is ready to be shipped, click on the Print Packing Slip button to print a Packing Slip to be included in the shipment.
When the Create POs button is pressed and the Items contained on all line items have been properly setup, the following screen comes into view.
Each line item of the Sales Order will be displayed and automatically tagged for Purchase Order creation. Tag all items for which Purchase Orders should be created using the Tag buttons then press the Create Tagged Purchase Orders button to proceed. The following message will come into view.
Press Yes to continue or press No to cancel the Purchase Order Creation. If the Yes button is pressed, the following screen comes into view.
Generating an Accounts Receivable Invoice
Once the sales order has been fulfilled, the system can automatically create an Accounts Receivable Invoice. Click the Create Invoice button and the following screen will come into view:
Provide an invoice date and a Batch number and click Proceed. The system will create the invoice in the indicated Batch and display the invoice entry screen. Click here for more information about processing Accounts Receivable Invoices.
