Sales Order Processing - Order Entry

 

Function

Use this task to enter the information necessary to generate a customer sales order, locate an existing order, or create an itemized quotation or bid. Orders are retained in the order entry file until they are shipped and invoiced and the sales register update is performed. Historical invoices are maintained until purged. When finished entering the order, a pick list can be printed from this task. The Sales Order Entry form features appear in three tabs; Addresses, Basics, and Totals.

 

The Display additional options dropdown tool provides alternate access to the button functions on the form plus access to Shipment Tracking.

 

=> To access this task...

Select Order Entry from the Sales Order Processing main menu.

 

When accessing this task, an Order Entry Default Dates and Station prompt appears:

 

Order Entry Dates and Station window

 

About the Fields

 

In the Default Scheduled Ship Date field...

The first date is the Scheduled Ship date for all orders entered in this session. This defaults to a number of days in the future that is determined by a parameter called Average Lead Time. This date also automatically populates the both the Scheduled Ship Date on the Misc Tab and the dates for each detail line in the grid. These dates can be overridden by the operator.

  • Press [Tab] to accept the default ship date. The default is the current date plus any amount entered in the Average Lead Time field of the OP Parameter Maintenance task.

  • Enter the date for shipping. The entered date applies to all orders processed in this batch.

  • Click Calendar button to select a due date using the calendar tool.

In the Commit if Shipped Before Date field...

This date determines when the detail lines will be committed against inventory. This default to a number of days in the future that is determined by a parameter called # of Days/Commit into Future. There is a process called Commit and Release Future Orders that would then be run (probably daily) that allows you to commit inventory in Sales Orders that have not been committed yet because of date issues, and it will also use the Sales Order Parameter to default the date to commit through, but allow you to override as well.

  • Press [Tab] to accept the default ship date. The default is the current date plus any amount entered in the # of Days/Commit into Future field of the OP Parameters maintenance task.

  • Click Calendar button to select a due date using the calendar tool.

In the Point of Sale Station field...

  • Press [Tab] to accept the default POS station.

  • Click Click to select from a list of all valid point of sale locations.

When done making selections...

  • Click Run Process button to proceed to the Order Entry Header.

Order Entry Header

 

Order Entry Header

 

About the Fields

 

With this task there is instant access to critical data while entering customer orders. Customer credit status details, inventory item availability, customer-specific price tables, and item comments are displayed. Whenever a customer with a potential credit problem places an order, the system issues a warning.

 

The Order Entry Header screen is divided into three tabs. In the Addresses tab, customer information, including name, billing address, shipping address, and order numbers are entered. In most cases, this information is automatically retrieved from the Accounts Receivable customer files. The Basics tab contains default codes set up in the Sales Order Processing Maintenance tasks. These codes can be overridden if desired. In the Totals tab are fields to enter item details and additional customer/credit information. Depending on the type of order selected, the fields appearing in this section can change.

 

The decision to commit inventory is based upon the item's scheduled shipping date and the commitment date. If the scheduled shipping date falls on or before the commitment date, the inventory items are committed and displayed on the picking list for the order. Otherwise, stock remains uncommitted until the order is selected in the Commit and Release Future Orders task, or items are individually committed in the Order Entry and Invoice Entry tasks.

 

A committed item remains committed until it is invoiced and the invoice is updated, or until the applicable line item (or entire order) is deleted or uncommitted in the Order Entry and Invoice Entry tasks.

 

Button Options

Order Entry Header

 

In the Customer ID field...

  • Enter a valid customer number.

  • Enter a new customer number to create a new customer. See Creating a New Customer.

  • Click Click to select from a list of customer numbers. See Enter an Order following Creating a New Customer.

  • Enter C to select the ID number entered in the Customer ID field for the Cash Sale field of the OP Parameter Maintenance task (when the Cash Sale? parameter is checked). See Enter an Order following Creating a New Customer.

When entering an existing Customer ID, their name, address, comments and aging information are displayed. If the Display Credit in Order Entry? field in the Credit Management Parameters task is set to Automatically (A); the Customer Credit Status window automatically appears showing the customer's credit limit, the amounts used for open orders/invoices, backorders, and remaining credit. The window also indicates if the customer is on credit hold.

 

Customer Credit Status window

Customer Credit Status

 

  • Select the [OK] button to close the credit status window

Creating a New Customer

A unique feature of the Sales Order Processing module enables the direct access to the Accounts Receivable customer master file during order entry to create a new customer. Both temporary and permanent customers can be created. A temporary customer is deleted during the Accounts Receivable Period End Update after all invoices for the customer have been paid.

 

When a customer is created through the Order Entry task, only basic information is requested in order to accelerate the order entry process. The remaining information such as contact person, business resale number, credit limit, alternate shipping addresses, etc., can be added later with the Accounts Receivable Customer Maintenance task.

 

NOTE: If the Credit Management system is in use and the Hold All New Customers parameter is checked in the Credit Management Parameters task, the addition of a new customer automatically generates an entry in the Credit Review and Release task.

 

When an invalid customer number is entered in the Customer ID field, the system displays the prompt:

  • Click [Yes] to create and process an order for a new customer. The Customer master window opens.

  • Click [No] to return to the Customer ID field.

Customer master window for creating new customer records

 

See Accounts Receivable Customer Maintenance.

 

Enter an Order - Order Entry Header

 

After creating a new customer record or after entering a valid current customer ID number:

 

In the Order No. field...

  • Press [Tab] to create a new order with the next available order number.

Assign next order number?

  • Click [Yes] to have the module assign the next order number.

  • Click [No] to enter an existing order number.

If a non-existent order number is entered for the customer id record, the module issues the following:

 

Order Number does not exist

  • Click [OK] to close the window and return to the Order No. field.

Existing orders may be queried using these tools:

  • Click Record Query button to select an order from a list of existing order records for this customer.

  • Click the record navigation buttons; to view the first record, to view the previous record, to view the next record and to view the last record.

When entering the number of an existing order, all associated information is displayed

 

Addresses Tab  (back to top)

 

From the Ship To dropdown...

  • Select Bill To (B) if the ship to customer is the same as the bill to. When selected, Same will appear in the Ship To field

  • Select Ship To Code (S) if the ship to is a defined ship to address for the customer. When selected, the Ship To address fields require entries.

  • Select Manual Ship To (M) to manually enter the ship to address. When selected, the Ship To address fields require entries.

In the Ship To Code field...

Field is active when the Ship To Code (S) is selected in the previous step.

  • Enter a valid customer ship to code.

  • Click Click to display defined customer ship to codes for this vendor.

In the Internal Customer Comments field...

These comments are internal only (don't appear on reports or customer-facing documents), and follow the order all the way through invoicing and into history. They can be changed/amended at any time (even AFTER the invoice goes to history).

  • Enter or edit by typing directly into the form field, or click Click (or Ctrl-F) to launch the comment editor.

In the Internal Ord/Inv Comments field...

These comments are internal only (don't appear on reports or customer-facing documents), and follow the order all the way through invoicing and into history. They can be changed/amended at any time (even AFTER the invoice goes to history).

  • Enter or edit by typing directly into the form field, or click Click (or Ctrl-F) to launch the comment editor.

 

Basics Tab  (back to top)

 

Order Entry - Basics tab

 

About the Fields

 

From the Order Type dropdown...

Use a standard Sales (S) order to record information necessary for processing, shipping, and invoicing an order. Use a quote to produce an itemized quotation or bid containing the same information as that of a sales order. The quote may be printed and given to the customer and later converted to a sales order if desired.

  • Select Sale (S) if the order is a standard sales type.

  • Select Quote (P) if the order is a quote.

An order type may be changed from S to Q (or vice versa) without any restrictions until reaching the detail line entry process. When recalling an existing order or backing up to the Order Type field from detail line entry, the order can be converted from Quote to Sale, but it is not possible to change from Sale to Quote. If this is necessary, the order must be deleted and re-entered.

 

In the Order Date field...

  • Enter the date of the order.

  • Click Calendar button to select a date by using the calendar tool.

  • Press [Tab] or [Enter] to accept the default.

In the Ship Date field...

  • Enter the shipping date.

  • Click Calendar button to select a date by using the calendar tool.

  • Press [Tab] or [Enter] to accept the default.

In the Expiration Date field...

Active only when Quote (P) has been selected.

  • Enter the date the quote will expire.

  • Click Calendar button to select a date by using the calendar tool.

In the PO Number field...

  • Enter the customer PO number (Up to 20 characters).

In the PO Release No field...

  • Enter up to 20 characters identifying the purchase order release.

In the Free On Board (FOB) field...

When entering a new order, this field is populated from the corresponding field on the Customer Master. This information flows through to the Invoice History Inquiry form when the Sales Order is posted. It also appears on the Sales Order Picking List and Invoice Print documentation.

  • Enter the FOB details.

  • Select [Enter] or [Tab] to accept the default.

In the Customer Type field...

Display only. Displays the Customer Type of the selected Customer.

 

In the Misc Number field...

  • Enter up to 10 characters identifying a miscellaneous number.

In the Sales Disc Code field...

  • Enter a valid sales discount code.

  • Click Click  to display defined discount codes.

In the Terms Code field...

  • Enter a valid sales terms code.

  • Click Click  to display defined terms codes.

  • Press [Tab] or [Enter] to accept the default.

In the Distribution Code field...

  • Enter a valid distribution code.

  • Click Click  to display defined distribution codes.

  • Press [Tab] or [Enter] to accept the default.

In the Territory Code field...

  • Enter a valid territory code.

  • Click Click  to display defined territory codes.

  • Press [Tab] or [Enter] to accept the default.

In the Ship Via field...

  • Enter the shipping means.

In the 3rd Party Shipping ID field...

Display only. Displays the ID assigned to the customer by the shipper. This code is maintained in the AR Customer maintenance task.

 

In the Shipping Email Address field...

Display only. Displays the customer contact email for shipping issues. This code is maintained in the AR Customer maintenance task.

 

In the Customer Pricing Code field...

Display only. Displays the Customer Pricing Code of the selected Customer. This code is maintained in the AR Customer maintenance task.

 

In the Salesperson Code field...

  • Enter a valid salesperson code.

  • Click Click   to display defined salesperson codes.

  • Press [Tab] or [Enter] to accept the default.

In the Standard Message Code field...

This code identifies a standard message to print on the order.

  • Enter a valid message code.

  • Click Click  to display defined message codes.

  • Press [Tab or Enter] to accept the default.

In the Tax Code field...

  • Enter a valid tax code.

  • Click Click  to display defined tax codes.

  • Press [Tab] or [Enter] to accept the default.

In the List Price Code field...

This code determines whether the current list prices from the inventory master file or the prior list prices are charged on this order. If the prior list prices are used, enter the prior list price code from the Inventory Item Maintenance task Warehouse Information option. If any code other than the correct prior list price code is entered, current list prices are used.

  • Enter a list price code.

  • Press [Tab] or [Enter] to accept the default of the current price.

In the Job Number field...

This field is available when the Use Customer Job Numbers? field in OP Parameters maintenance is checked.

  • Enter a valid job code.

  • Click Click  to display defined discount codes.

Job numbers are used for tracking customer sales by job. See the Flow of Processing section for more information.

 

In the Line Cd field...

Optional Step. If the Skip Line Code Entry? parameter is checked in the OP Parameters Maintenance task, this field is skipped during the input process. Otherwise, select the field to make changes.

  • Enter a line code.

  • Double click to select from a drop down list of line codes:

    • Design Labor

    • Restocking Charge

    • Extended Parts Warr.

    • Service Charge

    • Drop Ship Item

    • Message Line

    • Non-stock Item

    • Promotional Item

    • Std Item for Resale

    • Standard Inv. Item

    • Priced Message

Standard, non-stock, and special distribution items may be drop shipped. Drop shipped items receive treatment identical to other ordered items, with the exception that they do not cause inventory to be committed or relieved from the inventory master file. Before an item can be drop shipped, one or more drop ship line codes must be established in the Line Code Maintenance task.

 

NOTE: If an order of all N -Non-stock Item types is created, the order can only be printed from this task; it will not be part of the batch printing of pick lists. However, this item prints in batch printing if other items appear on the order.

 

If the Enter Warehouse on Dropship? parameter is checked in the OP Parameters maintenance task, the cursor stops at the Whse field for entry of a warehouse code.

 

If the Enter Cost on Dropship? parameter is checked in the OP Parameters maintenance task, the cursor stops at the Unit Cost field for entry of the item cost.

 

If the amount of the order causes the customer to go over their credit limit, the system displays the prompt:

 

Credit limit exceeded
  • Click [OK] to continue.

Credit is checked in Order Entry whether the order is new or duplicated from an historical invoice. Credit is not checked in Invoice Entry because it is assumed the order has already been shipped.

 

In the Whse field...

  • Enter a valid warehouse code for the inventory item.

  • Click  Display master record button for details for the warehouse code entered.

  • Click Click to select from a list of all valid Warehouse records.

In the Item Number field...

  • Enter a valid inventory item number.

  • Click Click to select from a list of all valid  Item Numbers.

  • Click Click  to open the Inventory Item Master Inquiry window for an entered item number.

In the Description field...

Display Only. Displays the description associated with the Item Number entered in that field.

 

In the Memo/Non-Stock Desc  field...

Each detail line can have a comment associated with it using either the [Comments] button (or Alt-C) to invoke the detail line editor. These comments DO appear on Pick Lists and Invoices, i.e. customer-facing documents. The first 40 characters (or up to the first line feed) are stored in the Memo/Non-Stock Desc column so that the user has the visual clue that a comment has been entered. To see the entire comment, hover over the column or click with the mouse (Ctrl-F) to invoke the comment editor. Comments cannot be entered directly into the grid.

 

In the Pick/Inv Cmts field...

Display Only. Displays the comments text to appear on the Pick List and Invoice.

 

In the Prod field...

Display Only. Displays the Product Type as reflected in the Inventory Item maintenance for the item.

 

In the UM Sold field...

Displays the unit of measure used to sell the line item.

When not disabled, the "UM Sold" field provides a list to be used to select either the Item's Sale UM or the Item's Purchase UM.

Disabled, i.e. view only, unless both the IV Parameter "Allow Sales in Purchase UM" checkbox is marked and the Inventory Item maintenance "Allow Sales in Purchase UM" for the item is also marked.

 

In the Unit Cost field...

This field is available for N or drop ship line code types.

  • Enter the cost per unit.

  • Press [Return] to accept the default (Drop ship only; from the Inventory masterfile).

In the Qty Ord field...

Some industries allow the ship quantity to be 5% over/under the order quantity. To address this, a warning message appears when the ship quantity exceeds the order quantity to alert the user of this issue.

  • Enter the quantity ordered.

In the Unit Price field...

This field automatically displays the price of the item for Standard Inv Item line code types.

  • If necessary, update the list price of the item.

There are several pricing methods from which a price is automatically entered in this field:

  1. If a valid prior list price code was entered in the Lp Cd field of the ribbon section, the prior list prices are used.

  2. If contract prices are currently in force for the customer, the contract prices are used.

  3. If a pricing table was established for the customer's assigned price code in combination with the class of the inventory item, the pricing table prices are used. (The customer's assigned price code is displayed to the left of the bill-to address.)

  4. If none of the previous applies, the current prices from the Inventory Item Maintenance task in Inventory Control are used. To access the Inventory Item Master screen, click Display master record button with the Item No field selected.

  5. If none of the previous applies and the current price of an entered item is zero, the price must be manually entered.

In the Back-Ord Qty field...

This field automatically displays the quantity of any backorders.

  • Enter the amount of any back order to force a backorder quantity.

In the Qty Shipped field...

This field automatically displays the quantity to be shipped based on the quantity ordered less the quantity entered as backordered.

  • Enter the amount to ship.

In the Ext Price field...

Display only. Displays the extended price of the Order times the Price plus Shipping.

 

Totals Tab  (back to top)

 

Order Entry Header Totals tab

 

When done making selections...

  • Click Save button to save the customer order.

  • Click Clear Form button to begin a new customer order.

  • Click Delete record button to delete the current customer order.

Items shipped from the default warehouse are the only items printed on the pick list. If the order is shipped complete from the default warehouse, the order is flagged as printed. If the order contains items shipped from another warehouse, that portion of the order is included in the next batch printing of orders for that warehouse. The order is flagged as printed only after all items on the order have been printed. Once an order is flagged as printed, it is not included in any subsequent batch printing of orders unless it is selected for reprinting.

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Duplicate Invoice

When accessing the Order Entry Header screen, there is an option to create a duplicate order from the history files. Enter the Customer ID number (or search and enter the ID) and then [Tab] or Enter] to populate the customer data. Click Duplicate Invoice button to open an Invoice History Header grid to expedite the creation of a re-order. As with all grids, there are search and filter query capabilities to assist in locating the invoice.

 

Invoice Inquiry window

Sales Order Processing Historical Invoices

 

Select the invoice to duplicate by selecting in the first column next to the selection.

Selecting the row opens the Historical Invoice Detail grid for review of the items on the historical invoice being duplicated.:

Historical Invoice Detail

 

This action causes the system to issue the prompt:

  • Select [Order] to create an order or [Quote] to create a quote.

Note: Orders cannot be converted to Quotes though Quotes can be converted to Orders.

 

Making a selection of Order or Quote causes the system to issue the prompt:

Reprice order?

  • Selecting [Yes] prompts for assigning the next Order Number.

  • Selecting [No] also prompts for assigning the Order Number.

Assign next order number?

  • Selecting [Yes] assigns the next order number (this is the standard response) and populates the Order Entry form with the item information.

  • Selecting [No] also populates the form and places the cursor in the Order No field and an existing order number needs to be entered.

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Credit Invoice

When accessing the Order Entry Header screen, there is an option to create a credit invoice from the history files. Enter the Customer ID number and then [Tab] or [Enter] to populate the customer data. Selecting the [Credit Invoice] button Credit Invoice button opens a window of invoice history headers to expedite the creation of a credit invoice.

 

Invoice Inquiry window

Sales Order Processing Historical Invoices

 

Select the invoice to credit by selecting in the first column next to the selection. This action causes the system to issue the prompt:

  • Select [Order] to create an credit order or [Quote] to create a credit quote.

Note that Orders cannot be converted to Quotes though Quotes can be converted to Orders. The selection causes the system to issue the prompt:

 

Assign next number?

  • Selecting [Yes] would be the standard response forcing the system to assign the next order number.

  • Selecting [No] places the cursor in the Order No field and an existing order number is entered.

The Order Entry form now displays a Credit Invoice for the selected Invoice - note the negative item quantities.

 

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Reprint Next Run

Selecting the Reprint Next Run button adds the order to the print queue and the system issues this confirmation.

 

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Credit Status

Click Credit Status button to check the customer's credit status.

 

Customer Credit Status window

Customer Credit Status

 

Click the [OK] button to close the Customer Credit Status window.

 

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Print Now

  
Click to create an On Demand Pick List/Quote.
  
If the credit limit for this customer has been exceeded, the system issues the following prompt:

  

In the Message field...

This field automatically displays the reason for the credit warning - exceeds credit limit, hold all orders...

These settings are managed in the AR--->Credit Management Parameters.

 

In the Credit Status field...

This field automatically displays the selected action in Credit Action to Take - default is Order will be held.

 

In the Credit Action to Take selector...

These selection are editable with the proper security access.

  • Select Hold This Order to simply hold this specific order.

  • Select Hold All Future Orders will result in holding this and all future orders.

  • Select Release This Order to bypass the credit hold and release this specific order.

  • Select Delete This Order to remove this order from the system.

In the Terms Code field...

Display only. Shows the terms for this customer as established in the Customer Master Record.

 

In the Enter Password field...

This field is activated with any changes to the system credit warning.

  • Enter the required password to alter the systems automated credit hold.

Print After Release checkbox...

  • Mark the box to add this order to the print queue.

When finished making entries to the fields...

  • Click Run Process button to process the selection made.

  • Click Clear Form button to clear the selections and begin again.

On Demand Pick List


In the Warehouse ID field...

This field is active only when the "Multiple Warehouses" IV Parameter is marked.

  • Enter a valid Warehouse ID. If left blank, all warehouses will be included.

  • Click Click to select from a list of Warehouse IDs.

Print Prices checkbox...

  • Mark the box to include prices on the Pick List. This option is typically selected for Quotes.

Send Quotes via Report Control checkbox...

  • Mark the box to send quotes to the customer via the Report Control email/fax settings.

When done making selections:

  • Click Run Process button to create the On Demand Pick List.

  • Click Save button to save these selections for future On Demand Pick List.

Sample On Demand Pick List

 

  • If the output contains both quotes and pick lists, the Picking List process produces a Master document containing all of the quotes and picklists, a Pick List Master containing just the pick lists, and optionally a Quotation Master if there are quotes to be printed (i.e., not sent electronically via Report Control).

  • If the output contains just pick lists, the Picking List process produces just the Master document.

  • If the output contains just quotations, the Picking List process produces a Master document containing all of the quotes, and optionally a Quotation Master if there are quotes to be printed (i.e., not sent electronically via Report Control).

See Output Options.

 

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Work Order Links

Click [Work Order Links] to launch the Sales Order-to-Work Order Links form. This button is disabled unless there are links to display on the form.

  • The form is not available when the "Create Work Orders?" OP Parameter is set to "Do NOT create WO".

  • The form can be launched with the "Work Order Links" button. The button is disabled unless there are links to display on the form.

  • The form is launched automatically when leaving a Sales Order if information displayed on the form was changed by changes to the Sales Order.

NOTE: When a Sales Order is viewed after it was originally entered, the available quantity may be different than it was before and can result in meeting the requirements for a WO now even though it didn't before. This can happen when a subsequent Sales Order generates a planned WO for the same item, but that WO hasn't been released yet. The Scheduled Production Quantity isn't added to the item's inventory On Order Quantity until the WO is released.

 

Function

The Sales Order-to-Work Order Links form shows existing and potential new links between Work Orders and detail items on a Sales Order. It is used to create a new planned Work Order for a listed Sales Order detail item, or remove an existing link between a Work Order and a listed Sales Order detail item.

  • A potential new link between a Work Order and a Sales Order detail item is listed when ALL of the following conditions are met:

    • The Sales Order must be for a Sale. It cannot be for a Quote.

    • The Sales Order cannot be on Credit Hold.

    • The ordered item must have a Bill of Materials and cannot be a Phantom Bill.

    • The ordered item must be an active item.

    • The ordered item cannot be superceded.

    • The order ship quantity must be positive and greater than the quantity available plus on order plus planned.

Sales Order-to-Work Order Links form - before WO's are created

 

 

Sales Order-to-Work Order Links form - when WO's are created

 

 

About the Fields

 

In the Customer ID field...

Display only. Shows the current Customer ID from the Order Entry form.

 

In the Sales Order Number field...

Display only. Shows the current Order No from the Order Entry form.

 

In the Grid Columns fields...

Mark or unmark the checkboxes to indicate whether a new Work Order link should be created or and existing Work Order link removed.

  • If marked and the WO No. cell is blank, a new panned Work Order will be created when the [OK] button is selected.

  • If marked and WO No. cell is NOT blank (i.e. there is an existing Work Order link), no changes will be made.

  • If unmarked and the WO No. cell is NOT blank, the existing Work Order link will be eliminated when the [OK] button is selected.

    • For planned Work Orders, the Work Order will be deleted.

    • For open (released) Work Orders, the Sales Order link information will be removed from the Work Order. An informational message will also be added to the Work Order's Comments.

  • If unmarked and the WO No. cell is blank (i.e. there is not an existing Work Order link), no changes will be made.

  • The checkbox is editable except when there is an existing Work Order link with a "Work Order Type" different from the type in OP Parameters.

  • The checkbox will default to checked if ANY of the following are true:

    • Requested creation of Work Order during Sales Order entry.

    • There is an existing linked Work Order.

    • A Quote was changed to a Sales Order.

    • The Sales Order was released from Credit Hold.

    • The Sales Order was created via Duplicate Invoice process.

In the Line Number field...

Display only. Shows the Order Entry detail grid line (row) number for the Sales Order-to-Work Order link.

 

In the Item ID field...

Display only. Shows the Order Entry detail grid Item Number for the Sales Order-to-Work Order link.

 

In the Item Description field...

Display only. Shows the description for the item for the Sales Order-to-Work Order link.

 

In the Qty Shipped field...

Display only. Shows the Order Entry detail grid Quantity Shipped for this Sales Order-to-Work Order link.

 

In the Est Ship Date field...

Display only. Shows the Order Entry detail grid Estimated Ship Date for the Sales Order-to-Work Order link. (Use the [Additional] button on the Order Entry form to make changes.)

 

In the WO No.  field...

Display only. Shows the Work Order Number for an existing Sales Order-to-Work Order link for the Order Entry detail grid line (row). Cell is blank if there is no existing link.

 

In the Sch Prod Qty  field...

Display only. Show the Scheduled Production Quantity for the linked Work Order. Cell is blank if there is no existing link.

 

In the Est Comp Date field...

Display only. Shows the Estimated Completion Date for the linked Work Order. Cell is blank if there is no existing link.

 

Warning Messages:

Shows possible issues with the linked Work Order.

"Sch prod date is late" - The Work Order's Estimated Completion Date is after the Order Entry detail grid Estimated Ship Date for this link>

  • An informational message is also added to the Work Order's Comments.

"Sch prod qty is short" - The Work Order's Scheduled Production Quantity is less than the quantity needed to fill the Order Entry detail grid Quantity Shipped for this link. The quantity needed is the difference between the Order Entry detail grid Quantity Shipped and the quantity available plus the quantity on order plus the planned quantity. The quantity available is the quantity on-hand minus the quantity committed. Except for the planned quantity, these quantities are available on the Inventory Warehouse Master form for the item.

 

Form Buttons:

[OK] - Process all the checkboxes (both marked and unmarked), then exit the form and return to the Order Entry form.

[Cancel] - Exit the form without processing the checkboxes (both marked and unmarked).

 

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Serial Entry

When entering a serial/lot number inventory item, click Serial Entry button to access additional fields for entering serial/lot number information.

 

Lot/Serial Detail window
  • Select the [Serial Lookup] button to open the Inventory Lot Lookup window.

Inventory Lot Lookup window

Inventory Lot Lookup

 

In the Inventory Item ID field...

Item number is populated by the item selected from the Order Entry Header.

  • To change the item,  click Click to select from a list of all valid Item ID records.

In the Warehouse ID field...

Warehouse ID is populated by the warehouse selected from the Order Entry Header.

  • To change the warehouse, click Click to select from a list of all valid warehouse records.

In the Lots to display drop down...

The default selection is Open (O).

  • To change the lots to display, use the drop down tool and make a selection. The details for the selection is displayed to the right including the vendor, comments, received date, and cost.

In the Lots to display panel...

  • Select open location(s) to satisfy the item quantity entered on the Order Entry form.

When done making selections...

  • Select the [OK] button to close the Inventory Lot Lookup window. The selection populates the Lot/Serial Detail File form.

  • Select Run Process button to close the Lot/Serial Detail File form and return to the Order Entry form.

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Additional

The [Additional] button is only enabled when a detail line is selected. When selected, it launches an Additional Options window for reviewing detail level information - Standard List Price, Discount Percent, Net Price, Estimated Ship Date, and checkboxes for Commited?, Manual Price, and Printed?

 

Additional Options

 

Select Run Process button to close the Addition Options window.

 

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Comments

The [Comments] button is only enabled when a detail line is selected. When selected, it launches a comments window for entering detail level comments.

 

Detail level comments

 

When done entering comments...

  • Select the [Exit] button

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Shipment Tracking

This task is accessed from the Display additional options dropdown. It launches the Shipment Tracking inquiry grid where tracking information for the order can be viewed. The [Shipment Tracking] button launches the carrier's shipment tracking website using the carrier's URL from the Accounts Receivable Carrier Service Code maintenance task.

 

Shipment Tracking

 

When done making selections...

  • Click [Exit] button.

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