> Sales Orders Introduction

Sales Orders Introduction

The Sales Orders module is the heart of the distribution section of SYSPRO.

It enables the capture of sales orders in a variety of user-defined formats for a variety of purposes: to allocate stock (if appropriate); maintain back orders; produce picking slips, confirm orders, process inter-branch transfers, supply chain transfers and/or invoices, as required.

This module offers full invoicing with back order facilities, as well as online or batch documents. An available-to-promise query can be accessed and a supplier/customer stock code to SYSPRO stock code cross-reference is available.

Various pricing methods are offered within this module, including specific contract setup with a customer for specific products over a defined period of time.

In the event of stock shortages, stock can be replenished automatically by raising a purchase order, or creating a supply chain transfer from a supplying warehouse, or creating a job for made-in items. An extensive credit and terms checking facility exists, which can be tailored according to specific requirements.

Configuring Sales Orders

This task outlines the procedures you should follow to set up your Purchase Order module before you begin to process transactions.

Some of these steps are optional and depend on how you intend implementing this module.

[Note]

Sales Analysis, Contract Pricing, Blanket Sales Orders, Return Merchandise Authorization, Trade Promotions, Load Planning, and Counter Sales - Point of Sales are described in separate overview help topics.

  1. Navigate to the Set Key Information program.

    Indicate the properties and numbering method you require for Sales orders, Delivery notes, Dispatch notes and EDI Transaction references.

  2. Sales Order Setup

    Define the Configuration, Preferences, History, Tax and User-defined Fields setup options you require for Sales orders.

  3. Company Setup

    Navigate to the Company Setup program and ensure that your company Tax registration number and Company registration numberare correctly defined. These can be printed on delivery notes, invoices and statements.

    Optionally enter a default warehouse to use. This is useful if you are only using one warehouse in the system.

    Ensure that your email and SMTP setting are correctly defined to enable you to email sales order documents.

  4. Use the Selling Price Unit of Measure program to define conversion factors for stocked and non-stocked items. This applies if the unit of measure in which you order an item is not the same as the unit of measure in which you price that item.

  5. Use the SO Standard Comments program to define to define the default comments to use on multiple sales orders.

  6. Use the Shipping Instructions program to define the default shipping instructions to assign to sales orders and print on your delivery notes and invoices.

  7. Use the Order Types program to define the order type codes required to be able to classify your orders according to the type of sale.

  8. Use the SO Reason Codes program to define the reason codes to use to explain order cancellations or lost sales.

  9. Use the SO Document Formats program to define the stationery formats required for printing your sales order documents.

  10. Use the Service Charges program to define non-merchandise charges to include on sales orders. These can be miscellaneous charges or charges assigned to specific stock items.

  11. Use the SO Templates program to define templates for orders processed using Quick Sales Order Entry program, to save processing time when entering lines on a quote.

  12. Use the SO Label Format program to define the page layout for printing sales order labels.

  13. Use the Currencies program to define the exchange rates for the currencies in which you will be processing sales orders.

    This step is required if you want to process transactions for foreign currency customers.

  14. Use the Customers program to define details of the customers for whom you will be processing sales orders.

Sales Orders Period End Processing

There is no procedure for closing the Sales Order module at the end of the month or year.

You can, however, use the Order Purge program to delete Sales orders according to the number of days you indicated that you wanted to retain them.

You can also use the Order Purge program to:

  • reset the inventory, customer, and sales order files according to quantities held on the order file

  • update the stock code descriptions held against an order if these descriptions have subsequently changed against the Inventory master file

  • update the order file with any price changes made to a stock item where the order is in a specific status (if you are using the simple or extended pricing method).

  • update all active sales orders with changes made to fax/email document transmission methods against your customers.

  • update all reprint data on the sales orders updated with the Update fax/email from customer option where applicable

  • re-allocate serial numbers from order lines that are for serialized items and to re-allocate inventory to any manual serial numbers in stock which are on loan, in for a service or at the service depot.