Sales Orders > Sales Order Processing > Sales Order Entry

Sales Order Entry

You use this program to record and maintain various types of customer orders.

SO Reserve or Ship Stock

This screen is displayed when you initially access the Sales Order Entry program if the option: Reserving stock required is enabled (Sales Orders Setup) and you are allowed to override the reserve stock options when shipping sales orders.

See Activity considerations in Notes and warnings.

Field Description
Do you wish to reserve or ship stock? These options default to the settings defined against the Reserve stock default ship status option (Sales Orders Setup) but can be changed.
Place quantity on reserve Select this to reserve the order quantity. The order quantity must be reserved as the Ship quantity field is not available.

Items are moved from Reserved to Ship using the Release Reserved Stock program, not the Sales Order Entry program.

Place quantity to ship Select this to ship the order quantity.

The order quantity must be shipped or placed in backorder as the Reserved quantity field is not available.

Request lots/bins/serials when reserving stock This option determines when lots, bin and serial information must be entered when processing sales orders.

This defaults to the setting for this option within Sales Orders Setup program.

When this option is enabled, the lot, bin and serial information (when applicable to the stock item) must be entered when stock is placed in reserve.

When this option is not enabled, the lot, bin and serial information is entered when the items are shipped.

[Note]

When maintaining orders with a quantity in reserve, this option must be set as it was when you initially entered the order.

For example, you create a sales order with:

  • Order qty = 10
  • Reserved qty = 2
  • Back order qty = 8
  • Lots, bins and serials allocated at time of reserving.

This means that the lots, bins and serials were allocated for the 2 items placed in reserve.

You now want to change the reserved quantity to 5.

When you maintain the order, you also must select to request lots, bins and serials at the time of reserving. You cannot have lot, bin and serial information against the first 2 items in reserve and not against the next 3 you are placing in reserve.

The reverse is also true. With the above example, if you had not selected to reserve lots, bins and serials when you placed the quantity of 2 into reserve, then you must not select this option when you place the 3 items into reserve.

OK

Apply your selections for the current run of the program and display the Sales Order Entry screen.

You can select the Reserve/Ship function from the Sales Order Entry screen to change your selections for these options.

Preferences

You use the Preferences option from the Options menu to configure default settings that you want to apply at the time of capturing orders, printing orders online and displaying order lines in the Entered Order Lines pane.

Options

Field Description
Default type of order This indicates the default type of order you want to process when capturing sales orders.

The default type of order assigned to the customer (if configured) takes precedence over the selection made here. You can override this preference.

Line ship date calculation  
Date to be entered on each line This forces the person entering new orders to enter a ship date for each detail line.

This applies only to scheduled orders, forward orders and supply chain transfer orders.

Use LDT+DTS to calculate ship date (Scheduled orders only) This uses the lead time and dock to stock days defined against the stock item to calculate the ship date for items that have to be manufactured because you have insufficient stock to ship.

At the time of creating the purchase order, the ship date is updated and reflects the purchase order date + the lead time days + dock to stock days.

If an item is defined as bought-out at warehouse level (Inventory Warehouse Maintenance for Stock Code) then the supplier and lead time defined against the warehouse is used to calculate the various time fences instead of the values held against the stock code.

Default days until next ship date This is the default number of days by which the ship date must be incremented for each new line entered for an order.
[Note]

This only applies to scheduled and forward orders.

Supply request If there is insufficient stock to satisfy a sales order line a check is performed which enables an Insufficient Stock window to be displayed. The options on this window enable you to select an alternate stock item, or to create a purchase order, requisition or job or to process an SCT (Supply Chain Transfer).

The check is performed immediately after you enter an order quantity and tab off that field.

This option enables you to indicate when the Insufficient Stock window must be displayed during Sales Order Entry.

This option is only enabled if the setup option: Supply request in Sales Order Entry is set to By operator preference (Sales Orders Setup).

OptionDescription
On adding a lineSelect this to automatically display the Insufficient Stock window for the order shortage after the order quantity is entered and you tab off that field.
Whenever line is placed in backorderSelect this to automatically display the Insufficient Stock window when the shortage quantity is placed into backorder.
NeverSelect this if you never want to display the Insufficient Stock window.
Only by operator selectionSelect this if you want to manually select the Insufficient Stock Available option to display the Insufficient Stock window when a shortage occurs.
Copy custom forms
Option Description
On request Enable this to be able to make the decision to copy the custom form information held against the original order at the time of copying the order.

If you select this preference, then the option: Copy custom forms is enabled (see Copy Sales Order).

Always copy Select this to always copy the custom form information held against the original order when copying the order.
Never copy Select this to never copy the custom form information held against the original order when copying the order.
Update non-stk jobs when new credit note This preference applies to using the Sales Order Entry program to create credit notes for existing invoices linked to an existing job for a non-stocked item. The job link is determined from the existing invoice.

When you use the Part Billings program to create a credit note against a hierarchical job, the credit note is automatically linked to the job.

OptionDescription
Prompt operatorSelect this to be prompted to update the job when you end the credit note.

If you select Yes from the Update non-stocked jobs associated with the order line prompt, then the Part Billings program is invoked, enabling you to link the lines to the relevant job. If you select No at this prompt, then the credit note is not linked to the job. However, for hierarchical orders, the billing value against the hierarchy is still adjusted accordingly.

YesSelect this to always update the job when you end the credit note.
NoSelect this to never update the job when you end the credit note.

If you select this option, then for hierarchical orders, the billing value against the hierarchy is still adjusted accordingly.

Automatically put order qty into b/order Select this to automatically place the entire order quantity into backorder when adding one of the following order types:
  • Order

  • Scheduled Order

  • Forward Order

  • Supply Chain Transfer when created from within Sales Order Entry.

    [Note]

    This preference is ignored for SCT orders created using the Supply Chain Review program, as those SCT orders are always created as back orders.

  • IBT

You can override this by entering a value in the ship quantity field.
Apply available ship quantity

This only applies when releasing forward orders.

Select this to calculate the quantity of stock that is available to ship. If you select this preference, then the available quantity is shipped and the balance is placed on backorder.

[Note]

If you selected the Preference: Automatically put order qty into back order, then the order quantity is placed into backorder, irrespective of your selection here (i.e. the preference: Automatically put order qty into back order takes precedence over this preference).

If you do not select this preference, then you are required to make an entry at the Ship quantity field.

If you select this option and you release a forward order, the available quantity is shipped. If there is insufficient stock, then the quantity which is available is shipped and the remainder is placed on backorder.

Allow b/orders when copy/rlse fwd orders

If backorders are not allowed for a customer (Customers) then you can select this option to allow quantities to be placed in back order for the customer if there is no stock and:

  • you release a forward order
  • you copy an order and select the option: Put qty into back order (Sales Order Entry - Copy Sales Order)
  • the option: Multiple bins in use is selected against the warehouse (Warehouses)
  • the stock item is serialized, lot-traceable, part of a kit or an ECC item (Stock Codes)

    In the above circumstances, the order quantity is placed in back order and a message is displayed instructing you to manually release the order line.

Warn if zero price entered Select this to be notified of a zero price entry for a line.
Fixed exchange rate Select this to convert prices into local currency using the exchange rate entered when the order was captured. Otherwise the exchange rate prevailing at the time of invoicing is used to convert prices into local currency.
Force request of branch on each new order Select this to force the operator to select the applicable branch each time a new order is captured, instead of the program automatically using the branch held against the customer.
Warn if lot is on hold (SCT) Select this to display a warning message when processing a SCT for a lot traceable item and the lot number is on hold.
Allow SCT for no-xfer supplied warehouses Select this to enable the creation of supply chain transfers for warehouses that have not been configured as transfer-supplied (see Inventory Warehouse Maintenance for Stock Code).
Prompted mode for Single Level BOM

This option applies to Kit items.

Select this if you want the program to wait for an operator response (accept, skip to next, end) when it encounters an optional component line. Otherwise the operator is able to perform maintenance (accept, components, remove optional, change) only once all the components have been generated for the parent kit part.
Display message if kit part Select this to display a warning if a kit part is selected for a stocked line.
Automatic order selection using prev/next Select this to indicate whether activating the Prev and Next buttons at the Order field must display order details automatically during Order Maintenance. Otherwise, details of the order are displayed only once you tab off (or press Enter at) the Order field.

If you select this preference, then you can page through orders using the Prev/Next icons without first having to end each order displayed.

Load next merch. line automatically

Select this to automatically display the next merchandise line after saving your changes to the current line during sales order maintenance. This is useful when you need to change a number of order lines on an order, as you do not need to manually select each line you want to change. If you do not want to change the currently displayed order line, then you can select the Next option to display the following order line.

If you do not select this option, then the main sales order entry screen is displayed when you save your changes to an order line.

Refresh order lines after every new line Select this to automatically display the order lines in the Entered Order Lines listview while adding an order. If you do not select this option, then the order lines you add are only displayed in the Entered Order Lines listview when you select the Refresh Lines option from the Order Line pane.
Prompt for save Select this to be prompted to save a line that has been entered or changed.
Suppress messages when requalifying TPM When enabled, no Trade Promotions messages associated with qualifying and re-qualifying trade promotions are displayed, apart from those specifically associated with the operator functions of selecting promotions manually. This preference also applies when adding lines using VBScripting.
Save Preferences Save these preferences against your operator code and use them for future runs of the program until next you change them.
Close Save the preferences for the current run of the program only.

Details

This lets you indicate the information you want to display in the Entered Order Lines pane:

  • Include non-stocked lines

  • Include comments

  • Include freight charges

  • Include miscellaneous charges

  • Include lines if zero qty outstanding

  • Exclude kit components

  • Warehouse selection

Printers

This lets you assign specific printers for each of the on-line documents (online invoices, delivery notes, order acknowledgements, credit notes and counter sales documents) you want to print.

The printers assigned here override whatever default printer you have assigned using the Document Print program.

  • Press Shift+F6 to change the current printer.

  • The Click hyperlink against each document lets you toggle between setting the default printer and clearing the default printer.

Quick Entry Preferences

This lets you pre-define options you want to apply at the time of capturing quick entry quotes.

[Note]

These preferences only apply to Quick Entry quotes processed using the Quick Sales Order Entry program that is accessed from the Sales Order Entry program.

They do not apply to the Quick Sales Order Entry program.

Field Description
Default days until follow up date Indicate the number of days after which you must be reminded to follow up the quote.
Automatically check for reminders Select this to indicate whether you want to be reminded automatically of any quotes that require follow up.
Check for customer quotes entered Select this to indicate whether you want to be notified of any quotes processed for the customer within a specified time frame.
Warn if customer quotes entered X minutes before now Indicate a time frame (in minutes) within which you want to be notified of any other quotes entered for the customer.
Include quotes for current operator Select this to indicate whether you want to include the current operator in the check for customer quotes entered within a specific period of time.
Profit percentage based on
Cost markup Select this to base the price of a stock item on the cost markup percentage.
Profit margin Select this to base the price of a stock item on the profit margin percentage.
Allow entry of cost markup/profit margin %

Select this to be able to specify the required cost markup or profit margin percentage.

[Note]

You can only access this option if you enabled the option: Display costs in Quick Entry (Sales Orders Setup).

This option does not apply to quick entry quotes processed for foreign currency customer, because the cost is in the local currency and the price in the foreign currency.

Suggested Stock Codes  
Multiple selection of stock codes required

If you have enabled the order preference: Automatically suggest stock codes, then this quick entry preference enables you to select items from a listview of suggested stock codes.

Suggested stock codes are presented if you enter a non-existent stock item in the Stock code field that partially matches a number of different stock items.

To select individual lines, hold down the Ctrl key and click the mouse pointer on the required lines. To select a number of consecutive lines, select the first line, hold down the Shift key and click the mouse pointer on the last line required.

Selected items are added to the quote with a default quantity of 1. You can amend the order quantity using the Change function.

[Note]

This facility is available only if the stock code key type is defined as alpha (Company Maintenance).

Accept lines where no stock available to ship Select this if you want to ignore errors for lines with insufficient stock. Lines with insufficient stock errors are added without a ship quantity and no lost sale is recorded. If this preference is not selected, insufficient stock will result in an error against the line.
Ignore selected lines if errors found Select this if you want to bypass lines with errors. At the end of processing, a message indicates the number of accepted and rejected items. If you do not select this quick entry preference, then only lines up until the first error are processed and added to the quote. The remainder of the selection is ignored and the stock code with the error is displayed.
Sequence

This quick entry preference indicates the default criteria that must be used to generate the list of stock items suggested by the Automatically suggest stock codes facility.

[Note]

You can override this preference at the time of capturing a quick entry order by selecting the Suggested Seq function and choosing a different sequence.

Stock code Select this to generate a list of all stock codes matching your partial entry at the Stock code field.
Description Select this to generate a list of all stock codes where the stock description matches your partial entry at the Stock code field.
Supplier Select this to generate a list of all stock codes where the supplier matches your partial entry at the Stock code field.
Close Select this to return to the previous screen.

Toolbar and menu

Field Description
File  
New Order Process a new sales order.
End Order End the sales order you are currently processing. This option is disabled while the Save function is enabled on the Order Line form.
Cancel Order

Cancel the entire order and discard any entries made to the order you are currently processing or maintaining.

See Activity considerations in Notes and warnings.

This function may be password protected.

See Password considerations in Notes and warnings.

[Note]

You can cancel an order which has been partially invoiced and is in a status of 2 (i.e. open back order) if you enabled the option: Cancel open order previously invoiced (Sales Orders Setup).

Any order previously invoiced (irrespective of its status) cannot be cancelled, but has to be set to complete when the Cancel open order previously invoiced option is not enabled.

This option is disabled while the Save function is enabled on the Order Line form.

See Restrictions and limits in Notes and warnings

Exit Exit the Sales Order Entry program and display a summary of orders entered and maintained is displayed (see Order Entry Totals (in local currency)).
Function  
Order Entry Process a new order.

Enter the customer against whom you want to process the order in the Customer field.

Order Maintenance Maintain an existing order.

Enter the order number you want to maintain in the Order field.

See Activity considerations in Notes and warnings.

Refer to Order Maintenance for additional information on maintaining sales orders.

Copy Copy an order (see Copy Sales Order).
Graph Order Commitment Use the SO Graph Sales Order Commitment function to graphically represent details of your sales order commitments projected into the future for a range of selected customers.
Edit  
Change Order Header Use the SO Header Maintenance program to maintain the header details for the order you are currently processing.

Some of the order header details can be maintained from the Order Header pane within the Sales Order Entry program.

Change Order Status Change the status of the order that you are maintaining (see Select New Order Status).
Global Promotions Use the TPM Promotion selection Global and Line program to view/apply global promotions applicable to the order. See also Promotion Selection.
Requalify Promotions Apply a newly created Trade Promotion (Promotion Code) to the entire order.

See Activity considerations in Notes and warnings.

Add Stocked line Add a stocked line to the current order.
Add Non-stocked Line Add a non-stocked line to the current order.
Add Freight Line Add a freight line to the current order (see Freight Line).
Add Miscellaneous Line Add a miscellaneous line to the current order (see Miscellaneous Charge Line)
Add Comments Add free format comments to the order.
Cancel Line Cancel the order line currently highlighted in the Entered Order Lines listview.

When using Trade Promotions, the allocations for free goods are removed when the line containing the promotion is cancelled.

[Note]
  • You can only cancel a line on an order which was previously invoiced if the option: Cancel open order previously invoiced (Sales Orders Setup) is enabled. The line can, however be set to complete.
  • When maintaining an order, you cannot change or cancel a miscellaneous order line that was added for Projects & Contracts deposits or retentions (see Projects and Contracts Introduction).
  • You cannot cancel a comment line containing packaging details. Packaging details can only be changed by amending the packaging against the order line (i.e. you need to update the line and against Dimensions select Packaging).
  • You can cancel a line on a partially invoiced order if the option After delivery note print maintenance is set to No maintenance allowed (Sales Orders Setup) providing you are allowed to cancel non-invoiced lines on a partially invoiced sales order.

  • The SO Cancel sales order line eSignature (eSignature Setup) can be used to prevent operators cancelling a line under certain conditions (e.g. when the line has been allocated to a delivery load).

  • When you cancel a line linked to a Purchase order requisition Stores transfer, the Sales order link is removed and the requisition status changed to Approved.

See Restrictions and limits in Notes and warnings

See Activity considerations in Notes and warnings.

Set Line to Complete Set the order line currently highlighted in the Entered Order Lines listview to complete.

This option is only enabled when maintaining an order.

When this is selected, the order line is set to a status of 'C' and any allocations are removed for stocked lines. Ship and backorder quantities are quantities are cleared for merchandise lines. Non-merchandise lines are set to 'Already Invoiced'. The order status remains in tact.

If the line is for a kit type parent item, then the related kit component lines are automatically set to complete.

Order lines can only be set to complete based on the order status as follows:

  • Order status '1' - only allowed if order not invoiced and you are allowed to set the order to complete.
  • Order status '2' and '3' - only allowed if you are allowed to set the order to complete
  • Order status '4', 'F' and 'S' - never allowed.
  • Order status '8' :

    • Hierarchical order - never allowed
    • Counter sale - always allowed.
    • All other order types - only allowed if order was not previously invoiced and you are allowed to set the order to complete.

See Activity considerations in Notes and warnings.

Query  
Invoice Recap View the value of the invoice that will be produced from the sales order, based on the ship quantity of the merchandise lines.
Order Value Use the SO Value Sales Orders program to view the value of a the sales order based on the original and outstanding amounts.
[Note]

The order value is only re-calculated if the pricing unit of measure is the same as the stocking unit of measure. If the order is priced at stocking unit of measure and you change the stocking quantity to ship then the order value is recalculated. However, if the order is priced at any other unit of measure, then the value only changes if the quantity in that other unit of measure changes.

Customer Query Use the Customer Query program to view detailed customer information.
Customer Sales Movements Select this to use the AR Browse on Sales Movements program to view sales movements for the customer you entered at the Customer field.
Options  
Preferences Configure default settings you want to apply when capturing orders. See Preferences.
Branch Indicate the branch to use for orders for the current run of the program (see Define Branch).
Dates Indicate the default dates you want to use for this run of the program (see Default Dates).
SCT Warehouse Indicate the warehouses to use for a supply chain transfer order (see Supply Chain Transfer Warehouses).
Counter Sales This menu is only enabled for the order type: Counter Sale.
Change Cash Drawer Select a cash drawer against which you want to process a counter sale transaction (see Change Cash Drawer).
Open Cash Drawer

Physically open the cash drawer without printing an invoice.

[Note]

In order for this function to work, the hex code for opening the cash drawer must already be defined against the drawer (see Browse on Cash Drawers).

You can password-protect access to this function (Password Definition).

View Deposits Use the Deposit Query program to view all deposits that have been recorded, but not yet applied as payments.
Select Deposit This option is available only when maintaining an order using the Sales Order Entry program and where no order number is selected. When you use the Select function you are automatically placed into order maintenance for that order.
Pay Cash Out Pay out money that is not attributable to a customer or an invoice (see Pay Cash Out).
Take Cash In Receive money that is not attributable to a customer or an invoice (see Take Cash In).
Change Warehouse on Cr Note

Use the SO Change Warehouse on Credit Note Line program to change the warehouse on all the stocked lines on a credit note.

This option is enabled when using Order Maintenance for a credit note.

Customer

Indicate the customer against whom you want to process an order.

When credit checking is enabled (Sales Orders Setup) the system verifies whether the customer has exceeded the invoice terms or the credit limit (Customers) and if so, the order is placed into a status of suspense. Orders in a status of suspense do not increase the customer's credit limit.

If you are processing a Counter Sale, then this defaults to the Counter sales customer defined against your operator code (Operators- Defaults). If this is not defined, then the Default customer for Counter sales defined in the Sales Orders Setup program is used.

New Order Process a new sales order.
Add Lines Add sales order lines to the current order.

You can add and maintain fields for the following type of lines:

Order Header Use the SO Header Maintenance program to maintain the header details for the order you are currently processing.

Some of the order header details can be maintained from the Order Header pane within the Sales Order Entry program.

Reserve/Ship

Indicate the options you require for reserving stock (see SO Reserve or Ship Stock).

This function is only available when all of the following apply:
  • starting a new order or maintaining orders, before any information is entered

  • the option: Reserving stock required is enabled (Sales Orders Setup)

  • the activity to allow overriding reserve stock options is enabled

    See Activity considerations in Notes and warnings.

Type

Indicate the specific type of order for which you want to record and maintain your customer orders.

This defaults to the order type entered at the Default type of sales order field against the customer (Customers). If the Default type of sales order against the customer is set to: Operator default, then the Type defaults to your selection at the Preference: Default type of order.

You can only process a Billing, a Credit note or a Debit note when the Sales Order module is not installed and you access the Sales Order Entry program from the Transaction Processing menu of the Accounts Receivable module.

See Activity considerations in Notes and warnings.

Option Description
Order

Enter a customer order that you want to deliver in full or that you want to part-deliver.

Stock is allocated immediately and insufficient stock can be placed on back order.

You can print an order acknowledgement, a delivery note and an invoice.

Billing

Enter a customer order that must be processed immediately.

Stock is allocated immediately and insufficient stock can be placed on back order.

You can print an order acknowledgement and an invoice.

Scheduled order

Enter a customer order that you want to process at a specific date in future, or where the customer has requested different delivery dates for the items on the sales order.

A line ship date is attached to each merchandise line. Stock is allocated only once the Scheduled Order Allocations program is run and the time period within which scheduled orders must be allocated is reached. The cut-off date is determined by your entry at the option: Days to allocate scheduled orders (Sales Orders Setup).

You can print an order acknowledgement, a delivery note and an invoice.

Credit Note

Process a credit (or refund) against a customer's account and produce a formal document for the customer.

You can process a credit note against an existing invoice by entering an invoice number (from the Invoice tab of the SO Header Maintenance program) and selecting from the original invoiced sales order those lines you want to credit.

When you process a credit note linked to an existing invoice for a non-stocked item linked to a job, the credit note is linked to the job according to your selection at the preference: Update non stocked jobs when creating a credit note (see Preferences).

A credit note linked to a foreign currency invoice is always processed at the exchange rate defined against the invoice. The same applies to the tax rate.

When you process a credit note linked to an existing invoice that includes Accrual type promotions, the accrual promotion for the original invoice is reduced based on the quantity credited providing the option Credit accruals from invoices is enabled (Trade Promotions Setup). The accrual promotion value to reduce is calculated pro-rata based on credit note quantity. When maintaining a credit note line with attached accrual promotions, the accrual value is recalculated based on the new quantity on the credit note line. The accrual value is also adjusted when the credit note is cancelled.

When you process a credit note linked to an existing invoice that includes an Off Invoice promotion with an Off invoice allowance type of Line promotion, then these lines are recorded against the credit note if the option Credit off invoice lines from invoices is enabled (Trade Promotions Setup). In addition, when a qualifying credit note line quantity is changed, the value of the off invoice promotion miscellaneous line is reduced based on the quantity credited. The value of the promotion recorded on the miscellaneous line is simply calculated on a pro-rata based on quantity credited. Note that credits do not affect any budget limits that may have been accrued on the promotion.

[Note]

Note that when crediting against an original invoice, the original level of the promotion is not taken into account. The value of a promotion recorded on the miscellaneous line is simply calculated pro-rata based on quantity credited. The quantity invoiced already is not affected by the subsequent credit.

For example:

An off invoice promotion for an item gives 20% discount for buying a quantity of 10 or more and a 5% discount for a quantity of 5 to 9.

The item price is 10.

The customer purchases 15 of the item and receives 20% discount. The invoice amount is for 15 x 10 less 20% = 120.

When the customer returns 8 of the item, the miscellaneous line on the credit note will be 8 x 10 less 20% = 16.

The fact that the customer has in effect now only purchased 7 of the item and therefore only qualifies for a 10% discount is not taken into account by the credit transaction. The credit does not requalify the promotion.

Credit notes can be processed for any individual kit components if all of the following apply:

  • the components are part of a Kit type defined as Kit type (Stock Codes)

    For a kit with a Kit type defined as Sub, the parent is determined independently of the components, so you cannot credit only a component, since you do not have the price. You therefore cannot select a component without first selecting the parent. You have to credit the price of the parent, regardless of which components are selected to credit. Ideally you should credit the whole kit in this case, since the full price will be credited.

  • the credit note is processed against an existing invoice
  • you are allowed to select individual kit components from an invoice.

    If the activity: SO Select individual kit component from invoice for credit is disallowed against your operator code, then you can only select to include the entire kit (i.e. all components of the parent item are automatically included in the credit note).

    See Activity considerations in Notes and warnings.

Inventory allocations are updated only once the credit note is printed.

Items cannot be placed on backorder.

You can print an order acknowledgement and a (credit) invoice.

You can only enter negative quantities for credit notes if you enabled the option: Negative quantities for sales orders (Sales Orders Setup).

No credit checking is performed when processing a Credit note, irrespective of the setup options selected for credit checking (Sales Orders Setup).

You can assign to prevent the unauthorized posting of a credit note where the total value or quantity exceeds the original invoice. This applies only if the credit note is applied to an existing invoice (i.e. no checking takes place for credit notes entered in the Accounts Receivable module).

See Password considerations in Notes and warnings.

When you process a credit note and link it to an invoice, you are prompted to select the original lines from the invoice (see SO Header Maintenance and SO Sales Order Lines from Reprint). The message: You have selected to process a credit note against an existing invoice. Do you wish to select the original order lines from that invoice? is displayed.

  • If you select Yes to copy the original invoice lines to the credit note, the following applies to costing:

    • If FIFO costing is in use, then the credit note cost is taken from the invoice.

    • If the invoice cost was entered against the original sales order lines, then there is a 'c' in the PrtOnInv field and the FIFO cost on the reprint record is used for the credit.

    • If you are using FIFO costing (but not Actual Costing), then a new FIFO bucket is created using the cost from the Invoice reprint file (providing the cost was entered against the original sales order lines).

    • If you are not using FIFO costing, then the cost against the original invoice is used and not the current warehouse costs of the items.

  • If you select No and you are using FIFO costing (but not Actual Costing), then you manually add the lines to the credit note and the credit note cost is taken from then the latest FIFO bin cost.

  • If you are using FIFO costing (but not Actual costing) and you have no stock and you process a credit note, then a new FIFO bin is created using the last cost.

Debit Note

Process a debit adjustment against a customer's account and produce a formal document for the customer.

If the debit note relates to a stocked item, the quantity of stock on hand is decreased only when the invoice is printed.

You can print an order acknowledgement and an invoice.

No credit checking is performed when processing a Debit note, irrespective of the setup options selected for credit checking (Sales Orders Setup).

Forward order

Process customer orders that require stock allocations to be made at a future date. Items may be placed on backorder.

Stock is allocated when the forward order is converted to an order or a scheduled order according to the rules applicable to these order types.

You can print an order acknowledgement.

Forward orders do not deplete a customer's credit limit until the order is shipped.

No credit checking is performed when processing a Forward order, irrespective of the setup options selected for credit checking (Sales Orders Setup).

Counter Sale

Process a cash sale over the counter. Stock is allocated immediately and payment can be made immediately by check, cash or credit card. Alternatively, you can debit the account of customers who hold accounts with you.

You can print a (cash sale) invoice.

IBT

Process Inter Branch Transfers. These are stock transfers between branches in your company. The transferred items are invoiced at their current inventory cost price.

Stock is allocated immediately. Items can be placed on backorder.

[Note]

An IBT follows the normal tax rules. This means that tax is applied to the transaction if the customer is defined as being taxable (Customers). If you do not require tax to be applied, then you need to use a SCT (Supply Chain Transfer).

You can print an order acknowledgement, a delivery note and an invoice.

Hierarchical Order

Process an order for line items that are normally associated with a job and where the job is linked to a contract. Only non-stocked items can be entered on hierarchical sales orders.

You can print an order acknowledgement, a delivery note and an invoice.

[Note]
  • You cannot enter stocked lines on hierarchical sales orders.

  • Although you can enter miscellaneous and freight lines, they are not assigned to the job hierarchy. To assign these charges, you must enter them as allocations.

  • Once allocated to a sales order, a job number cannot be used for another sales order.

  • All non-stocked lines must have three decimals to enable the Part Billings program to part book decimal portions.

The Back order release or retain option must be set to Manual or Automatic (Sales Orders Setup) as hierarchical sales orders are always placed on backorder automatically. You cannot use the Back Order Release program to release hierarchical sales orders. Once a delivery note has been produced and the order is in a status 4, you can only release the order for invoicing using the Part Billings program.

The following should be noted when maintaining an hierarchical order:

  • Maintaining existing order lines

    Since the order quantity is automatically placed onto back order, maintenance of the ship quantity is not allowed.

    Quantities can only be released from back order using the Part Billings program.

    If the net value of an order line is changed when maintaining a hierarchical sales order, the value of the change must be distributed to a valid hierarchy. The value of the change is added to either the original sales value or is entered as an adjustment value.

  • Adding new lines to an existing sales order

    In principle, this functions in the same way as when you are adding the original lines to a new sales order, but you must indicate whether the value of the line must be added to the original sales value or the adjustment value.

  • Deleting existing lines and cancelling an order

    Deleting an order removes the order from the order master file and from the job hierarchy details file. As a result all details for the sales order are removed.

    You cannot cancel an hierarchical order which is ready for invoicing. This is because the Part Billings program has been used to release the back ordered lines and the cost of sales and billings have already been updated. There is no way of reversing the cost of sales and billing entries that have been updated.

Supply Chain Transfer

This is a transfer of stock between multiple warehouses in your company and is always processed in the your local currency.

Stock is allocated immediately and can then be physically transferred at a later date. This enables you to effectively reserve stock to be transferred to another warehouse.

Although similar to inter-branch transfers, supply chain transfers do not require the capture of customer details.

Items to be transferred can be placed on backorder.

[Note]
  • This type of order is available only if the option: Full Goods in Transit transfers facility is enabled (Inventory Setup).

  • Tax cannot be applied to the transaction. If you require tax to be applied, then you need to use an IBT (inter Branch Transfer).

  • SCT orders created from the Supply Chain Review program are always created as back orders.

The price at which stock is transferred is the current inventory cost of the stock.

You can print an order acknowledgement and a delivery note for a SCT.

Only stocked merchandise lines and comment lines can be entered, but the transfer cost multiplier assigned to the stock code/warehouse provides the facility to include transport costs at the receiving warehouse.

When you process a SCT for a Kit part defined as a type 'kit' or 'sub,' (Stock Codes) the appropriate components are selected at cost. Both the Kit parent and the component(s) must exist in the source warehouse. The creation of a transfer on completing the SCT ignores the parent part. The Transfer In process receipts each component into stock as a separate item.

If you select the Preference: Allow SCT for non-transfer supplied warehouses, then you can create a supply chain transfer for a non-transfer supplied warehouse.

If you enabled the option: Include returnable item in SCT (Sales Orders Setup) then any attached service charge for a returnable item is added to the SCT order. The returnable item is always issued from the source warehouse and receipted into the target warehouse for the SCT.

Although an SCT may proceed through the normal order process of printing a delivery note before releasing it to a status 8, it can also proceed directly from a status 1 to status 8 without the printing of a delivery note. A transfer reference number is allocated (or entered, if you selected a manual numbering method) at the time of releasing the SCT to a status 8.

If you enabled the Sales Order Setup option: Use source branch for numbering SCT orders then the next number assigned to a supply chain transfer order is based on the numbering method of the branch assigned to the source warehouse. Otherwise the numbering method of the branch assigned to the target warehouse determines the next order number assigned to a supply chain transfer order.

The error message: "Branch to be used for SCT is invalid" indicates that a valid AR branch is not defined in the Goods in Transit Branch field of either the source and/or destination warehouse for the SCT (Warehouses).

Take Payment Use the SO Counter Sales program to process payment details for an order without having to capture a counter sale order.

This option is also available from the End Order function for Billing type orders.

If you enabled the option: Change to counter sale (Sales Orders Setup) then you can change the order type of a normal order to be a counter sales order when processing deposit transactions against the order.

This option is only enabled when:

  • the Counter Sales module is installed
  • you are allowed to take payments

    See Activity considerations in Notes and warnings.

  • the order type is an Order, a Billing, a Scheduled Order or a Credit Note
  • the status of the order is 4 or 8

    If the status of the order is NOT 4 or 8, then the take payment option is enabled if both of the following are true:

    • the option: Deposits only for back order quantities (Sales Orders Setup) is enabled and there are order lines on back order. (i.e. if no lines are on back order, then the Take Payment option is disabled).
    • the option: Change to counter sale (Sales Orders Setup) is NOT enabled.

This option is disabled while the Save function is enabled on the Order Line form.

Create Order Create a sales order without any order lines.

When you select this option, the order header is created.

You typically select this option if you wanted to obtain the order number and later add the order lines using VBScripting or a business object.

If you do not select this option, then the order header is only created after you enter and save the first order line.

This option is only enabled:

  • when you add a new order
  • after you enter and accept a valid SYSPRO customer code
  • if you have not added any order lines
  • if you are allowed to create a sales order with no lines.

    See Activity considerations in Notes and warnings.

End Order Close off the order and print any relevant documents (see End Order).

When you end an order, the Minimum order rules defined against the customer are applied (Customers).

Order Indicate the sales order to maintain. This is only enabled if you selected the option: Order Maintenance from the Function menu.
[Note]

If you enabled the Preference: Automatic order selection using prev/next, then you can use the Prev and Next buttons at the Order field to display the order details without having to tab or enter off the Order field.

Define Branch

You use this screen to indicate the AR branch to use when processing orders for the current run of the program.

[Note]

The Branch option is disabled when you process a Supply Chain Transfer (SCT). The branch is not relevant for a SCT and is only used for product class validation. Nothing is posted to the branch for an SCT. When you process a SCT (supply chain transfer), the Branch defaults to the branch defined against the receiving warehouse unless the sales order numbering method is defined By branch and the option Use source branch for SCT numbering is enabled (Set Key Information) in which case the Branch defaults to the branch defined against the source warehouse.

This screen is displayed when you select the Branch option from the Options menu.

Field Description
Branch selection
Option Description
Use branch defined against each customer Select this to use the branch code that is assigned to each customer (Customers).
Override customer's branch code Select this for a specific branch to be the default used in all sales order entries, which must override the branch assigned against each customer.
Branch Indicate the branch code that you want to apply to all transactions for the current run of the program.
OK Select this to set the branch you selected as the branch to use for the orders for the current run of the program.
Cancel Select this to ignore any changes you made and to return to the previous screen.

Default Dates

You use this screen to define the defaults dates to use for this run of the program only (i.e. when you exit the program the defaults are restored to the current company date).

This screen is displayed when you select the Dates option from the Options menu.

Field Description
Order date Indicate the date to use as the default order date for this run of the program.

You typically use this when you need to enter orders for a previous or future date, as each new order will display this date as the default order date.

Ship date Indicate the default date that to assign as the ship date for all transactions entered for this run of the program.
Release date Indicate the default release date to apply to all scheduled and blanket sales orders for this run of the program.
OK Select this to accept and apply the new dates for the current run of the program.
Cancel Select this to restore any changes to today's date.

Supply Chain Transfer Warehouses

You use this screen to define the warehouses to use for a supply chain transfer order.

This screen is displayed when you select the SCT Warehouses option from the Options menu. It is also automatically displayed whenever you add a new supply chain transfer order.

Field Description
Source warehouse Enter the warehouse from which the items must be shipped.
Target warehouse Enter the warehouse to which the items must be shipped.
OK Select this accept the warehouses you entered.

If the error: Branch to be used for SCT is invalid is displayed, then you need to use the Warehouses program to define a branch for the warehouses against the field: Goods in Transit Branch.

Cancel Select this to ignore any changes you made and to return to the previous screen.

Change Cash Drawer

You use the Change Cash Drawer option from the Counter Sales menu to select the cash drawer you want to use for counter sale transactions.

Field Description
Cash drawer

Indicate the cash drawer that you want to use for billing payment or counter sales transactions.

You must specify a valid cash drawer before you can process the Counter Sales or Take Payment functions.

Float This indicates the float value that has been assigned to the cash drawer.
Change float Select this to change the float value assigned to the cash drawer.
OK Select this to accept the cash drawer details you entered.
Cancel Select this to return to the previous screen, without changing the cash drawer.

Order Entry Totals (in local currency)

When you exit the Sales Order Entry program, SYSPRO displays a summary of the orders you entered and maintained.

The following information is included on this screen:

Field Description
New orders

The total number of new orders and the total value for stocked, non-stocked, freight and miscellaneous lines net of any line discounts entered while in the Sales Order Entry program are displayed.

The order document types included in the total are normal orders, scheduled orders, automatic backorders, billings, debit notes and inter-branch transfers. Forward orders are excluded. Taxes and order discounts are not reflected in the total value.

New credit notes

The total number of new credit notes you entered and the total value for stocked, non-stocked, freight and miscellaneous lines net of any line discounts while in the Sales Order Entry program are displayed.

The total value is displayed for Credit notes only and excludes taxes and order discounts.

Cancelled orders

The total number of orders cancelled and the total value of orders cancelled while in the Sales Order Entry program are displayed.

Cancelled lines

The total number of orders lines cancelled and the total value of order lines cancelled while in the Sales Order Entry program are displayed.

Recent Sales Orders

This displays the last 10 orders captured for the current customer, according to the Sales Order entry date.

[Note]
  • Debit Note and Credit Note orders are excluded from this listview.

You can typically use your right mouse button to either maintain or query an order in this listview. Alternatively, you can highlight an order and use the options from the Edit menu to maintain the order.

The following information is included in this listview:

Column Description
Sales order Indicates the sales order number.
Status Indicates the current status of the order (see Sales Order Status Codes).
Branch Indicates the AR branch code defined against the order.
Salesperson Indicates the salesperson code defined against the order
Currency Indicates the currency in which the order was captured.
Customer purchase order Indicates the customer's purchase order number for the order.
Order date Indicates the order date.
Ship date Indicates the order ship date
Alternate key Indicates the alternate key information, where applicable.

Order Header

You select the Order Header option to use the SO Header Maintenance program to maintain the header details for the order you are currently processing.

The order header information applies to the order as a whole.

The following order header details can however be maintained from the Order Header pane within the Sales Order Entry program.

Field Description
Sales order This indicates the sales order number you are currently processing or maintaining. The order number is allocated according to the sales order numbering method defined in the Set Key Information program and is only allocated after the first order line is added and saved to the order.
Document type This indicates the type of order you are currently processing. The document type is one of the following:
  • O - Order
  • F - Forward order
  • B - Billing
  • C - Credit note
  • D - Debit note
  • S - Scheduled order
  • I - Inter Branch transfer
  • H - Hierarchical order
  • G - Supply Chain Transfer
  • U - Counter Sale
Invoice whole order Enable this to indicate that the order can only be released for invoicing, or invoiced if it is a billing, if there are no quantities in backorder on any of the order lines (i.e. the entire order must be shipped simultaneously).

When enabled, the order cannot be part shipped and no delivery note or invoice can be produced whilst there is a quantity in backorder on any order line. Only an order acknowledgement can be generated.

[Note]

This option does not apply to Supply Chain Transferorders or to Dispatch Notes.

This option cannot be changed if the Invoice whole order only option is enabled against the customer (Customers) and you do not have access to override the 'invoice whole order' rule.

See Activity considerations in Notes and warnings.

Customer purchase order

This indicates the purchase order reference supplied by your customer for the order. This reference number is assigned to the invoice produced for the customer.

You can view the customer's purchase order number when querying invoices for the customer.

If you are using master/sub accounts and the order is for a sub-account customer (where the invoices are attached to the master account) then the store number of the sub-account is displayed in the field by default, thereby reflecting the branch (or store) that ordered the goods. This applies when the order is for the sub-account.

If the sub-account is attached to the master account with invoices attached to the sub-account, then the store number is not displayed in this field by default.

Depending on your selections at the option: Duplicate customer purchase order number (Sales Orders Setup) you are either warned or disallowed from continuing if you enter a customer purchase order that has already been used on another sales order.

[Note]

You cannot access this field when maintaining an Electronic Data Interchange (EDI) order.

Order branch This indicates the branch applicable to this sales order only. The default value is the branch defined against the customer (Customers) or the default branch selected using the Options function from the main Sales Order Entry window (see Define Branch).

When you process a SCT (supply chain transfer), the Order branch defaults to the branch defined against the receiving warehouse unless the sales order numbering method is defined By branch and the option Use source branch for SCT numbering is enabled (Set Key Information) in which case the Order branch defaults to the branch defined against the source warehouse. The branch cannot be changed using the Sales Order Entry program when processing a SCT.

[Note]

You cannot change the branch if the setup option: Branch/geographic area change is set to Not allowed (Sales Orders Setup). In addition, the system only checks whether General Ledger integration is defined for the branch if this setup option is set to Allowed - GL integration check.

Salesperson

Enter the code associated with the person in your company who was responsible for the sale and to whom sales commission might be payable.

This defaults to the salesperson defined against the customer (Customers).

See Field considerations in Notes and warnings.

Order date

This indicates the date on which the order is captured, or the date on which the sale is made. If you enabled the option: Order date to invoice date for billings (Sales Orders Setup) then this date becomes the invoice date for billings. You can set a default order date for this run of the program by selecting the Dates option from the Options menu (see Default Dates).

If the sale is subject to a contract price and the Basis for contract pricing is set to Order date (Sales Orders Setup) then the date you enter in this field determines the validity of the price. This date must be in the range of the valid sales order contract (see SO Contract Prices) for the correct price to be used on a sales order. If a customer places an order two months into the future, you can use the order date to determine whether a price/contract would be valid at that time.

If you enter a non-working date, you are given the option of selecting the next/previous working day.

You are prompted to requalify sales order lines for trade promotions when the order date is changed.

Ship date Indicates when the ordered stock is due to leave the warehouse.

This date is also used by the Requirements Planning system to determine when stock is required.

The ship date defaults to your current system date unless you changed the ship date using the Dates option from the Options menu.

For orders other than Scheduled and Forward orders, the ship date you enter here is applied as the ship date to the order lines added.

For a Scheduled order, this indicates the default line ship date. You can allocate a ship date to each order line only for Scheduled orders and Forward orders.

When you maintain an order and you change the Ship date, you are given the option to apply the new ship date to all order lines currently on the order.

The Ship date cannot be later than the Receipt date for a Supply Chain Transfer.

If you enter a non-working date, you are given the option of selecting the next/previous working day.

For a Blanket Sales Order, the Shipment days field on the contract (Contract Maintenance) is used to calculate the ship date.

AR invoice terms This defines the period in which a customer qualifies for discount and the period within which an invoice is due to be paid.

The default terms held against the customer is reflected here, but you can select the invoice terms that you want to apply to the order. (Customers).

Ordered by

Enter the order type for the order. Order types are maintained using the SO Browse on Order Types program.

If the setup option: Validate order type is enabled (Sales Orders Setup) then you must enter a valid order type in this field.

This defaults to the order type defined against the customer (Customers). If this is not defined, then it defaults to the Order type default (Sales Orders Setup).

[Note]

Ordered by is the default wording for this field, but is replaced by whatever wording you defined for the Order type - Prompt field (Sales Orders Setup).

Include in MRP Deselect this to exclude the entire sales order from the Material Requirements Planning calculation. When orders are excluded at header level, their detail lines are excluded, regardless of whether they are included at line level.

When you exclude the sales order from MRP, it is no longer seen as a source of demand by the requirements calculation.

See Activity considerations in Notes and warnings.

Order discount percentage Enter up to 3 chained discount or surcharge percentages that you want to apply to the order value of merchandise lines.

If you apply a discount, then this manually entered order discount overrides any order discounts defined against the customer (Customers).

Order discount percentages can only be applied when customer discounts are set to Based on order value/quantity (Customers) if no order discount breaks are defined. If any order discount breaks are defined, then the order discount options are disabled and the order discount breaks are applied when the order qty/value qualifies for those discounts.

[Note]
  • Order level discounts are only applied to Trade Promotions customers if you selected the option: Apply Trade Promotion customers discount (Trade Promotions Setup).
  • Order level discounts cannot be applied to customers against whom you selected the option: Trade promotions pricing (Customers).
  • You can prevent order discounts from being applied to Free goods lines and to Single qualifying Trade Promotions lines (see Trade Promotions Setup).

Discount percentage
[Note]

You are prompted to enter the password defined against: SO - Changing sales order discounts (Password Definition) if this password is defined.

Option Description
Less Select this to subtract a discount from the total order value, based on up to 3 chained discount percentages.
Plus Select this to add surcharges to the total order value, based on up to 3 chained percentages.
Discount % 1 - Discount % 3 Indicate up to three discount/surcharge percentages you want to apply to the order.
Tax

Amend the tax status of orders you intend processing for the customer during the current run of the program.

[Note]

When you change the Tax/GST status on the order header and there are existing lines on the order, the totals in the Order Totals pane are recalculated and refreshed when the order header is saved.

For lines which already exist against the order, the Tax and GST fields in the Entered Order Lines pane are not changed.

Tax status Indicate the tax status to apply to the invoice for the current order.

This is automatically set to Non taxable for Supply Chain Transfer orders, as tax is not applicable to SCTs.

See Field considerations in Notes and warnings.

OptionDescription
TaxableSelect this to apply tax to the invoice for this order based on the tax code assigned to the stock code (Stock Codes).
Non taxable

Select this to issue an invoice to a customer who qualifies for tax exemption and no tax should be calculated.

If you select this option, then you cannot access the Taxable and Tax code fields in the Sales Order Entry and Quotations programs.

Taxable (use 'other')Select this to apply tax to the invoice for this order based on the Other tax code assigned to the stock code (Stock Codes).
Tax exemption Indicate the tax exemption number of the customer where the customer qualifies for tax exemption on certain goods.
Customer tax regn Indicate the customer's company tax registration number applicable to the order. This information is defined against the customer using the Customers program.

See Field considerations in Notes and warnings.

[Note]
  • An entry must exist here before you can produce an invoice when the customer's company tax registration number is mandatory for Invoicing (Sales Orders Setup).

  • An entry must exist here before you can produce an order when the customer's company tax registration number is mandatory for Order entry (Sales Orders Setup).

State (extended tax code) This indicates the state code that forms part of the full tax geo code. This is only applies to the USA tax by advanced geocodes system or the USA AVP sales tax system (Company Tax Options Setup).
County (extended tax code) This indicates the county code that forms part of the full tax geo code. This is only applies to the USA tax by advanced geocodes system or the USA AVP sales tax system (Company Tax Options Setup).
City (extended tax code) This indicates the city code that forms part of the full tax geo code. This is only applies to the USA Tax by advanced geocodes system or the USA AVP sales tax system (Company Tax Options Setup).
Payment method The entry made at this field is output to the sales tax file and is reflected against each invoice printed on the Sales Tax. In some countries this field is used to indicate whether sales tax is immediately due.
OptionDescription
CreditSelect this to indicate that the customer payment method is on credit.
Cash

Select this to indicate that the customer payment method is cash.

Area This indicates the geographic area applicable to the customer for this order. The geographic area assigned to the customer is displayed by default (Customers).

If you change the geographic area for an order with existing lines and tax is by defined by geographic area (&This is only applies to the USA Tax by advanced geocodes system or the USA AVP sales tax system (Company Tax Options Setup) then you are prompted to change all lines to the new area tax codes. If you select Yes, then all lines are updated accordingly.

[Note]

You can change the geographic area when:

  • the setup option: Branch/geographic area change is set to Allowed (Sales Orders Setup).

    General Ledger integration must be defined for the branch/geographic area combination when this setup option is set to Allowed - GL integration check.

  • multiple ship to addresses are in use, providing you are allowed to change the geographic area if multiple ship-to-addresses are in use.

    See Activity considerations in Notes and warnings.

Special Instructions Indicate the message that you want to print on order documents for the customer. If you defined special instructions against the customer (Customers) then these are displayed here by default.
Alternate key

Capture user-defined information that can be used as an additional sequencing key for your orders.

You can configure the system to force the entry of an alternate key when capturing orders (see Sales Orders Setup).

In addition, you can configure the generation of a default entry based on the customer's geographic area, or the warehouse assigned to the order, or the branch assigned to the order.

You can also tailor the wording for this prompt to suit your own requirements. To print the alternate key on sales order documents, a print position must be defined in the format that you select to use for your documents (SO Document Formats).

Ship via

Indicate the shipping message to print on delivery notes and invoices. If you indicated that your Shipping via usage is Coded (Sales Orders Setup) then you can enter a code to automatically retrieve the associated ship via message assigned to the code.

If you entered a default shipping instruction message or a shipping instruction code against the customer (Customers) then that message is automatically displayed in this field, but can be changed.

If you did not enter a default message or default message code against the customer, then the Shipping instructions default message (Sales Orders Setup) is displayed.

Order status This displays the status that the order is in currently. If you selected to maintain the order, then you can select this field to change the order status for the order. See Select New Order Status.
Ship to address

Although you can specify a ship address against individual merchandise sales order lines, the ship address against the header is the default address used if an address is not specified against a line. The Ship to address is therefore mandatory, even if an address is specified against each sales order line.

Ship to name Enter the name of the customer to whom the order must be shipped.
Address

This is the customer's address to which the order must be shipped and the default address to use for the order.

This defaults to the Ship to address defined against the customer (Customers). If no Ship to address is defined (or you need to enter a different address) then you can enter the applicable address here.

If you are processing a Supply Chain Transfer order type, then the address of the target warehouse is displayed in these fields.

If you want to ensure that the Ship to address assigned during order entry is always used when querying or printing an order that is still in progress (even if the customer's Ship to Address details change) then you must enable the option: Fix ship address at time of order entry (Sales Orders Setup). If you did not select this option and you did not manually change the ship to address on the order, then the latest Ship to Address held against the customer is used when querying or printing an order that is still in progress.

Postal/zip code Enter the postal or zip code for the ship to address.
Geolocation This indicates the geographic location of the address in terms of longitude and latitude and includes a hyperlink to the map directions.

An additional hyperlink is available (Resolve GeoLocation from address) to resolve addresses using the long or short name. The Use short names when resolving addresses option (System-wide Personalization) determines which name to use by default. SYSPRO reads the name returned from the map provider in XML. If the short name returned in the XML is the same as the long name, then no short names are available from the map provider.

Language You can indicate the language code to use if you enabled the option: Multi-language for document printing in the System Setup program.
[Note]

The drop down option Global is the default selection and refers to the default language at the time of the entries' creation.

Ship address per line Select this to be able to specify a ship address against each merchandise line of the sales order.

You typically use this option if the customer has more than one address to which you can ship items.

If you select this option, then the ship address defined against each stocked and non-stocked order line is used and the ship address defined against the order header is ignored.

When using Dispatch Notes, you can select to dispatch by individual ship address line (see Dispatch Note Review).

In addition, when using the Document Print program to generate delivery notes, a delivery note is generated for each ship address used on the order. The first delivery note is generated for the ship address on the sales order header and includes merchandise lines with a blank ship address or an address code the same as the header address, as well as any comments or miscellaneous charges attached to those lines. Freight and comment lines not attached to a specific merchandise line are also included in the first delivery note. Thereafter, delivery notes are generated for each ship address used on order lines which qualify for printing. The order is set to a status of 4 if at least one delivery note is generated.

[Note]

Load planning does not honor this selection. It reads the address from the order header and not the details line.

Multiple ship address Select this to use the SYSPRO Multiple Customer Address List program to view all multiple ship to addresses for a customer and select a specific ship to address from the list of customer addresses. You typically use this option if the customer has more than one address to which items can be shipped.

You can manually change the actual address and if you do, then the address code is cleared when the option Clear multiple ship address code is enabled (Sales Orders Setup) otherwise it is retained.

[Note]

Multiple ship to addresses are only applied when printing delivery notes, not invoices.

The invoice always uses the order ship address.

To apply the line ship address to the invoice, you need to use Dispatch Notes and select the Ship address per line option.

When the dispatch is created from the Sales Order Entry program, each dispatch invoice is created for the specific line delivery address, providing you do not consolidate the dispatch notes.

If you selected the option: Ship address per line and you indicate a ship address here, then this ship address is used as the default ship address for each merchandise order line. You can however, specify a different ship address against specific merchandise lines if required.

If you did not select the option: Ship address per line, then the ship address indicated here is used for the entire order.

If you are using the EC VAT system (Company Tax Options Setup) then the Nationality and VAT number defined against the selected ship address (Multiple Ship to Addresses) are automatically used for the order header.

Delivery route This defaults to the Delivery route code/sequence defined against the customer (Customers) but can be changed (see Browse on Delivery Routes).

For a Supply Chain Transfer, this defaults to the delivery route defined against the target warehouse (Warehouses).

If you select an address using the SYSPRO Multiple Customer Address List program, then the delivery route defined against that address is displayed in this field.

This only applies when Load Planning is required (Sales Orders Setup).

Exchange rate details These options are only enabled if you are processing an order for a foreign currency customer. The exchange rate details are defined in the currency exchange rate applicable to the currency assigned to the customer (Customers).
Fixed rate
Option Description
Fixed Select this if you want to apply a fixed exchange rate to this order. You enter the exchange rate to use in the Exchange rate field.
Not fixed

Select this if you do not want to apply a fixed exchange rate to this order. If you select this option, then the exchange rate currently defined in the Currencies table is used (see Currencies).

Exchange rate Enter the fixed exchange rate to apply to this order if you selected the option: Fixed at the Fixed rate option.

If you selected the option: Not fixed at the Fixed rate option, then this field displays the exchange rate defined in the Currencies table for the customer's currency (see Currencies).

Sales order notes This option is only enabled under one of the following conditions:
  • once you have added and saved at least one order line
  • when you maintain an order that has at least one order line
  • when the Sales Order Header is created (i.e. you added an order with no lines, but you selected the Create Order option).
Notes Select this to use the Admin Notepad Editor (Rich Text) program to add free format notes to the order.
Intrastat details When creating a sales order for an EC customer you must enter the EC information required for EC statistical reports.
Nationality This indicates the nationality code assigned to the customer (Customers) but can be changed if required.
[Note]

This field is mandatory when the EC Vat system required option is enabled (Company Tax Options Setup).

If the order is a Supply Chain Transfer and a Nationality code is defined against the target warehouse (Warehouses) then this is the default Nationality code displayed.

If a Nationality code is not defined against the warehouse, then the Nationality code defined against the company is displayed (Company Maintenance).

Shipping location This indicates the default shipping location assigned to the customer or warehouse, but can be changed if required.
Delivery terms

This indicates the three-character alphanumeric Incoterms code, denoting the terms of delivery for the sales order.

[Note]

The Incoterms code indicates the portion of costs and risks agreed to by the parties in a contract of purchase or sale.

For example, the Delivery term CIP (Carriage and Insurance Paid) indicates that the seller pays the cost of carriage and insurance necessary to bring the goods to a named destination (i.e. Shipping location).

This field defaults to the delivery terms defined against the customer. If the terms are not defined against the customer, then this field defaults to the delivery terms defined for the company.

If you are processing a credit note against an existing invoice and you select lines from the original invoice, then the Intrastat information from the original order is displayed by default.

Nature of transaction

This indicates the code denoting the type of transaction being declared on the Supplementary Declaration.

This field defaults to the nature of transaction code for invoices or credit notes (depending on the type of order being processed) defined against the customer (Customers). If this code is not defined against the customer, then this field defaults to the nature of transaction code for dispatches defined for the company (Intrastat Setup). The default can be changed if required.

If you are processing a credit note against an existing invoice and you select lines from the original invoice, then the Intrastat information from the original order is displayed by default.

This information is printed on the Supplementary Declaration for dispatches.

Mode of transport

This indicates the code denoting the mode of transport used to deliver the goods.

If you are processing a credit note against an existing invoice and you select lines from the original invoice, then the Intrastat information from the original order is displayed by default.

This field is for documentary purposes and is printed on the Supplementary Declaration for dispatches.

Process

This indicates the code denoting the process used. This numeric field is for documentary purposes only and is printed on the Aggregate Sales Listing summary report. No validation is performed on this field, so it can be used for whatever purpose you require.

If you are processing a credit note against an existing invoice and you select lines from the original invoice, then the Intrastat information from the original order is displayed by default.

Triangulation required

Enable this if you need to convert from one currency to another currency via an intermediate currency (to conform with European Monetary Union regulations).

For the triangulation feature to work, you need to select the option: Triangulation required (Company Maintenance). In addition, you need to use the Currencies program to define the Triangulation options for the currencies in which you want to process sales orders.

Email address Indicate the email address to which you want to email any sales order documents for the current order. This defaults to the email address defined against the customer (Customers).

The e-mail address on the Sales Order Header is only used for e-mailing Sales Order documents when batch printing/bulk e-mailing.

If you want to use this email address for the sales order documents, then you need to:

  • select the Preference: Use email address from document (SO Document Formats - Print Options) against the document format used to generate the document.
  • define the document format used to print the document as either a Word or SRS document (SO Document Formats).
GST This is displayed only if your nationality code is set to Canada (System Setup) and you enabled the option: Canadian GST required (Company Tax Options Setup).

When you change the tax/GST status on the order header and there are existing lines on the order, then when the order header is saved, the order value is recalculated and the totals are redisplayed.

OptionDescription
TaxableSelect this to apply GST to the invoice for this order based on the tax code assigned to the stock code (Stock Codes).
Non taxable

Select this to issue an invoice to a customer who does not have to pay GST tax for this order.

GST registration number Indicate the GST registration number of the client who has to pay GST tax on the order.

Select New Order Status

This screen is displayed when you select the Order status option from the Order Header pane.

Following the entry of an order document into the system, a status code is assigned to the order indicating its progress within the system. The status code held against an order determines the functions that can be performed at that point, particularly during maintenance and printing.

You can either place the order in a previous status or in the next status that is available.

When you reset an order which is In process (status 0) a message is displayed indicating that the order is being maintained by another user. If you select to continue, then you are prompted to balance the allocations (lots, bins and serials). If any allocations are out of balance in any line, then those lines are placed in back order and will need to be maintained. Selecting to balance the allocations ensures that any partial allocations are reset correctly.

Once an order has passed through a given phase (e.g. after a delivery note has been produced) the status of the order changes to the next highest status, until it reaches a status of 8, indicating that an invoice must be produced. Refer to Sales Order Status Codes for additional information on sales order status codes.

If the option: Invoice whole order is selected against the Order Header, then you cannot change the order status to <8> - To invoice while there are order lines containing a backorder quantity if you do not have access overriding the 'invoice whole order' rule. This does not apply to Supply Chain Transfer orders.

See Activity considerations in Notes and warnings.

Field Description
Accept Changes the status of the order.

When changing the order status to 8 (to invoice), you are prompted to supply serial numbers for the order lines for which serials are required and to which serials are not currently allocated. You use the SO Lots, Bins, Serials Allocations program to allocate the serial numbers.

Cancel Returns to the previous screen without changing the status of the order.
Order Status Details  
New order status The status code indicates what processing has already taken place against the selected order and which processes still need to be completed.

For example: A status of 1 indicates that the order is open and that no relevant documentation has been printed.

See Sales Order Status Codes.

You can only set a sales order to a status of 9 (complete) if:

  • the order is currently in a status of 2 (open backorder), 3 (released backorder) and you are allowed to mark an order complete.

    See Activity considerations in Notes and warnings.

  • there are no dispatches attached to the order that have not yet been invoiced
  • no outstanding deposits exist against the order
  • the order is not a blanket sales order

    Blanket sales orders cannot be set to complete as they are tied to the contract.

    Blanket sales orders remain in a suspended status if there is no more activity and are cancelled when the contract is removed.

  • you are allowed to mark an order complete.

    See Activity considerations in Notes and warnings.

  • the order is not in a status of '4', 'F' or 'S'
  • the order is in status '1' providing no invoices were printed for the order and you are allowed to mark an order complete.

    See Activity considerations in Notes and warnings.

  • the order is in a status of '8' :

    • Hierarchical order - never allowed
    • Counter sale - always allowed.
    • All other order types - only allowed if the order was not previously invoiced and the operator is allowed to mark an order complete.

      See Activity considerations in Notes and warnings.

When an order is set to complete, any quantities to ship and any quantities on backorder are set to zero and the warehouse allocation adjusted accordingly.

A warning is displayed prior to setting an order complete if any order lines have jobs, requisitions or purchase orders attached, or if the order is an hierarchical order.

You can only change an order status from a status of Suspense if there are no live dispatches for the order. The option to change the order to an Open order is enabled. In addition, a password may be required.

See Password considerations in Notes and warnings.

Convert this order to be a scheduled order

Select this to convert a forward order to a scheduled order.

[Note]

This option is available only if you are maintaining a forward order and changed the status to 1 (Open Order).

Release details  
Credit authority

This indicates the authorization code that must be entered to release a suspended order that failed a credit check.

[Note]

You cannot access this field if your credit checking options for orders to be released are configured to check the customer's credit limit and/or credit terms and fail if these are exceeded (Sales Orders Setup).

You are prompted to enter the relevant password to release the suspended order if one is defined against SO Entry of credit authority on release of sales orders (Password Definition).

Invoice / Transfer information  
Invoice date This defaults to the order date entered using the Default Dates function on the main Sales Order Entry screen.
Invoice number You can only access this field if the option: Auto invoice numbering - order release is set to No (Set Key Information) and the option: Request when order released from status 4 is set to Invoice (Sales Orders Setup).

If you did not select the setup option: Same invoice for different customers (Set Key Information) then all Sales invoices created within a single SYSPRO company must have a unique number. This applies irrespective of both the order and the invoice numbering methods selected.

SCT reference Indicates the reference number for a Supply Chain Transfer transaction.

Customer Information

This pane displays information related to the customer. Customer details are maintained using the Customers program.

Field Description
Customer This indicates the customer code of the customer for whom you are adding or maintaining the order.
Source warehouse This indicates the source warehouse selected for a Supply Chain Transfer (SCT) type order (see Supply Chain Transfer Warehouses).
Target warehouse This indicates the target warehouse selected for a Supply Chain Transfer (SCT) type order (see Supply Chain Transfer Warehouses).
Sold to address This indicates the sold to address of the customer. This is the address to which documentation such as statements and invoices must be sent.

For a Supply Chain Transfer (SCT), the source warehouse address is displayed.

Sold to name This indicates the customer name.
Language This indicates the language assigned to this customer.
Currency

This indicates the currency in which the order was captured.

Sales orders can only be captured in the currency defined against the customer (Customers).

Exempt status This indicates whether the customer is exempt from sales tax.
Extended tax code This indicates the extended tax code defined against the customer (Customers). This is only applies to the USA Tax by advanced geocodes system or the USA AVP sales tax system (Company Tax Options Setup).
Extended base rate This indicates the base rate for the extended tax code in the previous field. This is only applies to the USA Tax by advanced geocodes system or theUSA AVP sales tax system (Company Tax Options Setup).
Customer branch This indicates the branch assigned to the customer.
Area This indicates the geographic area location assigned to the customer.
Customer class This indicates the category to which the customer is assigned.

Select this to use the Customer Classes program to maintain details of customer classifications.

Invoices Select this to use the AR Invoices for Customer program to view customer invoices and their corresponding payments.
Credit information  
Credit limit This indicates the credit limit defined against the customer.
Over limit This indicates the amount by which the customer's credit limit has been exceeded.

This is calculated and displayed irrespective of whether credit checking is required for customers (Sales Orders Setup).

Note that the Over limit value is not increased by orders in a status of Suspense.

The Over limit value is calculated as follows:

  • If you selected the setup option: Apply check to current order only (Sales Orders Setup) then:

    Over Limit = Current customer balance + Order value released - Credit limit

    The Order value released is the total value of all shipped order lines. The order does not have to be any specific status for it to be included in this total.

    If you are using dispatch notes, then the order value released includes the value of any dispatches that have been dispatched but not invoiced.

  • If you did NOT select the setup option: Apply check to current order only (Sales Orders Setup) then:

    Over Limit = Current customer balance + Order value - Credit limit

    The Order value is the value of orders and dispatch notes not yet invoiced.

  • If you did NOT select the setup option: Include tax in customer invoiced value (Sales Orders Setup) then:

    Over Limit = (Current customer balance - tax value included in balance) + Order value released - Credit limit

    if the option Apply check to current order only (Sales Orders Setup) is enabled.

    The Order value released is the total value of all shipped order lines. The order does not have to be any specific status for it to be included in this total.

    If you are using dispatch notes, then the order value released includes the value of any dispatches that have been dispatched but not invoiced.

    OR

    Over Limit = (Current customer balance - tax value included in balance) + Order value - Credit limit

    if the option Apply check to current order only (Sales Orders Setup) is NOT selected.

    The Order value is the value of orders and dispatch notes not yet invoiced.

Order value This indicates the value of orders and dispatch notes not yet invoiced for the customer.
Number of orders

This indicates the number of active sales orders together with the number of completed orders held against the customer since the last sales order purge was run (see Order Purge).

Completed orders (i.e. orders in a status of 9) are only excluded from the Number of orders after you have successfully run the Order Purge program.

Last payment This indicates the date on which the last payment received from the customer was processed against the customer's account.
Last sale This indicates the date on which the last sales order was processed for the customer.
Average days to pay

This field is recalculated each time you use the AR Payments and Adjustments program to process a payment for the customer, or you run the Balance function of the AR Period End program.

For each invoice or debit note paid, two totals are updated:

  • A - the total number of invoices paid
  • B - the total number of days to pay.

When a payment is processed:

  • A is increased by 1 for each invoice/debit note paid in full
  • B is increased by the number of days taken to pay (the number of days between the invoice date and the payment date).

The new average number of days to pay is calculated as:

  • Total number of days to pay / total number of invoices (i.e. B divided by A).
Management notes This displays the first few lines of credit management notes for the customer.

Within the Customer Query program you can enter credit management notational text against a customer.

Follow up date This indicates the date on which the credit management note must be reviewed.
Customer notes

This displays the first few lines of customer notes for the customer.

Within the Customer Query program you can enter notational text against a customer.

Order Totals

The totals displayed in this pane relate to the current order you are processing. These totals relate to outstanding orders only; not to items already dispatched.

Field Description
Currency of order

This indicates the currency in which the order was captured

Sales orders can only be captured in the currency defined against the customer (Customers).

Supply Chain Transfers are always processed in your local currency, as a warehouses has no facility to store a currency.

Order value

This indicates the total value of the order, after discounts and including tax.

The order value is only re-calculated if the pricing unit of measure is the same as the stocking unit of measure.

If the order is priced at stocking unit of measure and you change the stocking quantity to ship, then the order value is recalculated. However, if the order is priced at any other unit of measure, then the value only changes if the quantity in that other unit of measure changes.

See Activity considerations in Notes and warnings.

Merchandise value This indicates the total value of merchandise items, including non-stocked items, for the order.
Order total This indicates the total outstanding order value.
Order tax This indicates the total value of tax for the outstanding order value.
Order GST This indicates the total value of GST for the outstanding order value. This is only displayed when Canadian GST is required (Company Tax Options Setup).
Invoice total This indicates the total outstanding invoice value for the order.
Invoice tax This indicates the total value of tax for the outstanding invoice.
Invoice GST This indicates the total value of GST for the outstanding invoice. This is only displayed when Canadian GST is required (Company Tax Options Setup).
Cost/Profit
[Note]

The cost/profit values are displayed as zeros when the option: Cost and gross profit in order totals is not enabled (Sales Orders Setup) or if you cannot view costs/profit in Sales orders.

See Activity considerations in Notes and warnings.

Order cost This indicates the total cost of the order.
Merchandise cost This indicates the total cost of merchandise items, including non-stocked items, for the order.
Order profit This indicates the profit for the order. This is calculated on the total order value and not on the value outstanding for the order (assuming the order has been partially invoiced or dispatched).
Order GP% This indicates the total gross profit for the order.
Merchandise profit This indicates the profit value for merchandise items on the order.
Merchandise GP% This indicates the gross profit percentage for merchandise items only for the order.
Hash totals  
Hash quantity This indicates the total quantity of merchandise items, including non-stocked items, for the order.
Volume This indicates the total volume of merchandise items, including non-stocked items, for the order.
Mass This indicates the total mass of merchandise items, including non-stocked items, for the order.
Total lines This indicates the total number of lines on the order.
Non-merchandise cost This indicates the total cost of non-merchandise lines (e.g. Freight, Miscellaneous charges, Trade promotions miscellaneous lines, Service charge costs, etc.) on the order.

Recent Sales Orders

This pane displays information on sales orders recently processed for the selected customer.

Entered Order Lines

The lines added and saved against the sales order are displayed in this listview. Apart from merchandise lines, only order lines included in the Preferences - Details section are displayed.

The order lines added are automatically displayed if you selected the Preference: Refresh order lines listview after every new line. If you have not selected this preference, then you need to select the Refresh Lines option from the Order Line pane to display the order lines entered.

When you maintain an order, only the order lines for warehouses to which you have been granted access (Operators - Access) are displayed.

By highlighting an order line and typically using your right mouse button, you can select the following options:

Field Description
Insert Before Line Select this to insert one of the following types of order lines before the currently highlighted line in the listview:
  • Stocked Line
  • Non-stocked Line
  • Freight Line
  • Miscellaneous Line
  • Comments
[Note]
  • You cannot insert a line between a service charge and the line to which the service charge is attached.
  • You can only insert a line onto an order which has been partially invoiced if you are allowed to insert lines on a partially invoiced order.

    See Activity considerations in Notes and warnings.

  • You can only insert detail lines into an EDI order (imported sales order) if you selected the setup option: Insert of lines into EDI orders in SO Entry allowed (Interface Setup).
Add To End This enables you to add one of the following types of order lines after the last order line in the listview:
  • Stocked Line
  • Non-stocked Line
  • Freight Line
  • Miscellaneous Line
  • Comments
Change Select this to maintain the currently highlighted order line.
[Note]
  • You cannot change a line for a service charge attached to a stock item if you are denied access to maintaining attached service charges.

    See Activity considerations in Notes and warnings.

  • You cannot change a comment line containing packaging details. Packaging details can only be changed by amending the packaging against the order line (i.e. you need to update the line and against Dimensions select Packaging).

  • A miscellaneous line generated from a Free goods or Off invoice promotion can only be maintained if the option: Maintain miscellaneous line is enabled (Trade Promotions Setup). If maintenance is allowed on a miscellaneous promotion line, then only the cost and tax values can be changed. If the cost is changed, then any subsequent recalculation of the promotion line will not change the cost.

If you increase the order quantity so that the increase results in the available quantity being exceeded, then the options to select an alternate stock item, or to create a purchase order, or to create an SCT are not displayed. These options are only available when adding a stocked line.

Cancel line Select this to delete the currently highlighted order line.

When using Trade Promotions, the allocations for free goods are removed when the line containing the promotion is cancelled.

When a sales order detail line is cancelled, the information stored against the custom form fields in the CusSorDetailMerch+ table is discarded.

[Note]
  • You can only cancel a line on an order which was previously invoiced if the option: Cancel open order previously invoiced (Sales Orders Setup) is enabled. The line can, however be set to complete.
  • You cannot cancel a line for a service charge attached to a stock item if you are not allowed to maintain attached service charge lines.

    See Activity considerations in Notes and warnings.

  • When maintaining an order, you cannot change or cancel a miscellaneous order line that was added for Projects & Contracts deposits or retentions (see Projects and Contracts Introduction).
  • You cannot cancel a comment line containing packaging details. Packaging details can only be changed by amending the packaging against the order line (i.e. you need to update the line and against Dimensions select Packaging).
  • You can cancel a line on a partially invoiced order if the setup option After delivery note print maintenance is set to No maintenance (Sales Orders Setup) providing you are allowed to cancel non-invoiced lines on a partially invoiced order.

    See Activity considerations in Notes and warnings.

  • The SO Cancel sales order line eSignature (eSignature Setup) can be used to prevent operators cancelling a line under certain conditions (e.g. when the line has been allocated to a delivery load).

Set Line to Complete Select this to set the order line currently highlighted in the Entered Order Lines listview to complete.

This option is only enabled when maintaining an order.

Refer to the help section under Sales Order Entry->Edit->Set Line to Complete for additional details.

Promotions Query Select this to use the TPM Promotion selection Global and Line program to view details of line promotions applicable to the selected order line (see also Promotion Selection).
Promotions Selection Select this to use the TPM Promotion selection Global and Line program to manually apply promotions to the order line (see also Promotion Selection).
Requalify Promotions Select this to apply a newly created Trade Promotion (Promotion Code) to the entire order.

See Activity considerations in Notes and warnings.

Product Configurator

When maintaining a sales order, you can select this option to use the Configurator Wizard to modify the sales order line, by reusing the configuration used to create the sales order.

This option is only available for a stocked item line when it is linked to a configuration for which the Allow in process configurations option is enabled (Product Configurator Header Maintenance).

You are prompted to load the configuration library associated with the line. If you select Yes, then the library is loaded and processing continues via the library (i.e. processing of selection criteria, options, components and operations are handled per the library). If you select No, then the configuration is loaded as per a new configuration.

The following restrictions apply:

  • Only parent items which are stocked can continue being maintained through the Product Configurator from the sales order created.

    Non-stocked items cannot be maintained using this option once a quotation is confirmed into a sales order. An Estimate must be created to create a non-stocked item and the Estimate rolled up costs are not stored anywhere permanently, so costs could be compromised if maintenance was allowed.

  • Kit type items and ECC controlled items cannot be maintained through the Product Configurator.

  • Configurations can only be re-used for order types: Order, Billing, Scheduled order and Forward order.

  • This function is not currently available for the web Product Configurator.

Reason for Cancellation

This screen is displayed when you select the Cancel option to cancel the currently highlighted order line.

Field Description
Reason Indicate the reason for cancelling the order line.
[Note]

This field is requested if you enabled the relevant fields against the option: Order Analysis files to be generated (Sales Orders Setup).

In addition, if you selected the option: Ask reason code for new credit note (Sales Orders Setup) then reason codes are requested when capturing credit notes for stocked and non-stocked lines, or when cancelling orders or order lines.

You can change the reason code using the Extra option within the Order Maintenance function.

OK Select this to apply the reason code you entered to the cancellation of the line.
Cancel Select this to return to the previous screen.

Entered Order Lines Listview

The following information is included in the listview for the order lines of the sales order:

See Restrictions and limits in Notes and warnings

Column Description
Stock code Indicates the item being sold.
Description

Indicates the description for the item being sold.

If you are using Trade Promotions, and the item is a "free good", then the default prefix to the stock description is "Free:" You can change this using the Text for free goods field in the Trade Promotions Setup program.

Warehouse Indicates the warehouse from which the item will be sold.
Uom This is the unit of measure for the stock code.
Ship qty Indicates the quantity of the item to ship.
B/o quantity Indicates the quantity of the item on backorder.
Unit price Indicates the price for one unit of the item being sold.
[Note]

If the cost of a backordered SCT item changes then this field displays the old cost when the item is placed into ship. However, the transfer out does reflect the new averaged cost when you complete the supply chain transfer transaction.

Price uom Indicates the unit of measure for the price.
Discount Discounts applicable at order level (Order Discount Breaks) are only applied when you end the order as they are based on a product class and apply over more than one line. Therefore, only when you end the order are the lines updated with the order discount break percentages if applicable.
Stk uom Indicates the stocking unit of measure of the item being sold.
Unit cost (non)

Indicates the unit cost for a non-stocked item. Alternatively, if the line is for a credit note and you copied the credit note from an invoice, then the original cost of the invoice is displayed in this column.

The following rules are applied to Credit notes processed in the Sales Order Entry program when using FIFO costing, but not Actual Costing (Inventory Setup):

  • If you have no stock and you process a credit note, then a new FIFO bin is created using the last cost.

  • The latest FIFO bin cost is used if the credit note is not linked to an invoice.

  • If the credit note is linked to an invoice, then the invoice cost is used if this was captured. If the invoice cost was captured, then there is a 'c' in the PrtOnInv field and the cost on the reprint record is used for the credit. Therefore, if the credit note is created from an original invoice (not just linked), then a new FIFO bucket is created using the cost from the reprint.

If you are not using FIFO, costing, then the current cost of the item is used for the credit note and not the original cost on the original invoice.

This cost is only displayed when the option: Cost and gross profit in order totals (Sales Orders Setup) is enabled and you are allowed to view costs/profit in Sales orders.

See Activity considerations in Notes and warnings.

Unit mass Indicates the unit mass defined against the item being sold (Stock Codes).
Unit vol Indicates the unit volume defined against the item being sold (Stock Codes).
Job This displays the first job number attached to an order line on the sales order.
Reserved Qty Indicates the reserved quantity for the line.
Revision Indicates the revision number of the item being sold, if the stock item is defined as ECC controlled.
Release Indicates the release number of the item being sold, if the stock item is defined as ECC controlled.
Long description Indicates the long description for the item being sold.
Priority Indicates the priority rating of the order line. This is used in SYSPRO Factory Scheduling.
Include in MRP Indicates whether the line item is included in the Material Requirements Planning calculation.

Order Line Details

The details displayed in this pane relate to the currently highlighted line in the Entered Order Lines listview.

You can include additional fields in this pane by right clicking and selecting the Field Selector option.

The Unit cost field is the same as the Unit cost (non) field

The following information is included in this pane:

Field Description
Line priority Indicates the priority for the order line. This is used in the SYSPRO Factory Scheduling (SFS) module.
SCT Indicates the Supply Chain Transfer reference created for insufficient stock (see Insufficient Stock/Back Order).
Requisition Indicates the Purchase order requisition number created for insufficient stock (see Insufficient Stock/Back Order).
Purchase order

Indicates the Purchase Order number created for insufficient stock (see Insufficient Stock/Back Order).

This is only displayed until the Purchase Order is receipted. Once the purchase order receipt has been completed and the order updated, there is no longer a link from the sales order to the purchase order.

Job

Indicates the Job number created for insufficient stock (see Insufficient Stock/Back Order).

This information is also available for completed jobs providing the option: Job complete retain link to sales order (Work in Progress Setup) was enabled at the time the job was set to complete. If this option is not enabled, then once a job is receipted and complete, the details are only available in the Sales Order Query program.

Service charge details (see SO Service Charges from Order Entry)
  • Service charge type

    Indicates the type of service charge for the order line.

  • Line number of parent

    Indicates the order line number to which the service charge relates.

  • Cost

    You cannot view the transfer cost when creating supply chain transfers or when browsing on sales order lines if you are denied access to viewing costs/profit in Sales orders.

    See Activity considerations in Notes and warnings.

Line status

Indicates the current status of the line (see Sales Order Line Statuses).

This is not displayed by default, but can be added to the form by right clicking in the pane, selecting the Show Captions option and dragging the Line status caption onto the form.

Unit cost This is the same as the Unit cost (non) field in the Entered Order Lines listview.

Order Line

Field Description
Save Select this to save the details for the line entered. This function is enabled when you select to change a line and you cannot select End Order, Take Payment or Cancel Order until you save the line, irrespective of whether you made any changes to the line.

If you processed a stocked order line for a Kit type item which has optional components, then the SO Single Level BOM program is displayed, enabling you to select the optional components for the kit.

If packaging is required (Sales Orders Setup) and you added or maintained a stocked order line with a non-zero ship quantity, then you may be prompted to capture packaging details using the SO Dimension Entry program.

If the customer is defined as a trade promotions customer (Customers) and one of more promotions apply to the order line, then these promotions are/can be applied using the TPM Promotion selection Global and Line program. See also Promotion Selection.

If the stock item is traceable or serialized or multiple bins are in use, then you use the SO Lots, Bins, Serials Allocations program to allocate the lots, bins and serials against the sales order line. Lots and bins can automatically be depleted by selecting the setup option: Automatic deplete in - Sales orders (Inventory Setup). However, if the stock item is serialized, then the serial numbers must be allocated against the order line as serials are not automatically depleted. See also Capture serial numbers for orders option (Sales Orders Setup).

Stocked Select this to add a stocked line to the order (see Stocked Line).
Non-stocked Select this to add a non-stocked line to the order (see Non-Stocked Line).
Freight Select this to add a freight charge line to the order (see Freight Line).
Misc Charge Select this to add a miscellaneous charge line to the order (see Miscellaneous Charge Line).
Service Charge Select this to add service charges to the order (see SO Service Charges from Order Entry).
Refresh Lines Select this to display the order lines added in the Entered Order Lines listview and to refresh the values displayed in the Order Line Details pane.

This option is disabled once you start entering an order line to avoid refreshing when some details have been entered and not saved. It is enabled once the line is saved or you select a different line type.

You can automatically update the Entered Order Lines listview with the order lines you add by selecting the preference: Refresh order lines listview after every line. See Preferences.

Bitmaps Select this to use the Multimedia program to associate a bitmap image with the order line. This option is only enabled for Stocked order lines.
Next Select this to navigate to the next merchandise line on the sales order.

This option is only enabled when you maintain an order and you selected the preference: Load next merchandise line automatically during maintenance. See Preferences.

Comment Select this to add a comment line to the order (see Comment Line).
Apply Discount

Select this to calculate the discount value according to the discount breaks defined against the product class of the item being sold.

This option is only enabled if:
  • against the customer you selected the option: Calculate order line discounts according to product class sold (Customers)
  • you defined product class discount breaks (Order Discount Breaks)
  • the item you are selling belongs to the product class against which the discount breaks are defined.

This option does not apply to the discount entered when capturing an order.

Discounts applicable at order level (Order Discount Breaks) are only applied once the order is completed as they are based on a product class and they apply to more than one order line.

Order discount breaks are only applied to stocked and non-stocked lines. Freight and miscellaneous lines are excluded.

Promotion Selection

  • If you do not apply global promotions while adding a sales order, then you can only apply them by maintaining the order providing you enabled the option: Allow global promotion selection (Trade Promotions Setup).

  • If you apply global promotions, the original line price of the item is used without any discounts to calculate the value of the line, as global promotions are calculated on gross prices only.

  • If you selected to automatically apply line promotions, then the promotions are applied to the order lines that qualify, without you having to individually select the promotions to apply.

    When you deselect a promotion against a line, subsequent net promotions are recalculated without having to requalify the entire order.

    [Note]
    • Trade promotions are calculated on the total ordered and shipped for a line. Therefore, you cannot part ship an order without applying trade promotions and then ship the remainder of the order and apply the promotions only to the second part of the order. Trade promotions will recalculate and apply the promotions to the entire order quantity.

    • Tiered promotion discounts associated with ship quantities are not event cumulative; they are based on the event in control "ship".

      For example:

      You defined an Off invoice tiered promotion where a 10% discount is given when buying a quantity of 1 to 9 of an item and 25% discount is given for buying a quantity of 10 or more of the item.

      The customer orders 10 of the item. You ship 6 and place the other 4 on back order. A discount of 10% is applied to the 6 shipped.

      Release the back order for the remaining 4 and requalify the promotion. A discount of 25% is applied only to the 4 now shipped. The system does not recalculate 25% discount on the entire order less the 10% discount already given for the 6 previously shipped.

    • When using associated stock codes for off invoice promotions, the order quantity must be stated in the stocking unit of measure for the promotion discount to be correctly applied. See Promotion Code.

Refer to TPM Promotion selection Global and Line for additional information.

Warehouse for Trade Promotion

When you apply a trade promotion, the warehouse to use for the trade promotion is determined as follows:

  • For a Line promotion:

    1. The system checks whether the stock code is stocked in the same warehouse as the one being sold out of for the promotion line. If so, then that warehouse is used for the promotion.
    2. If not, then the system checks whether the stock code is stocked in the operator's default warehouse (Operators). If that is defined, then that warehouse is used for the promotion.
    3. If no default warehouse is defined for the operator, then the Warehouse to use defined against the stock code is used (Stock Codes).
  • For a Global promotion:

    1. The system checks whether the stock code is stocked in the operator's default warehouse (Operators).
    2. If not (or if no default warehouse is defined for the operator) then the Warehouse to use defined against the stock code is used (Stock Codes).

    Note that a global promotion is not attached to any specific stocked line, but is made up from one or more qualifying lines with the quantities added together.

Stocked Line

You use this screen to enter order lines for stocked items.

Field Description
Query Selector These options can be selected when maintaining an order by selecting the down arrow on the right hand side of the pane title line.
Available to PromiseSelect this to use the Inventory ATP Query program to view the stock available to promise for a stock code/warehouse combination.
StructureSelect this to use the BOM Browse on Structures program to view the structure details for a specific made-in item and routing.
Sales OrdersSelect this to use the Inventory Browse on SO by Stock Code program to view customer orders that have been placed for the stock item.
[Note]

You must enter a stock code before you can use this query.

Purchase OrdersSelect this to use the Inventory Browse on PO by Stock Code program to view outstanding purchase orders that have been placed for the stock item.
[Note]

You must enter a stock code before you can use this query.

Work in ProgressSelect this to use the Inventory Browse on WIP for Stock Code program to view work in progress jobs for the stock item.
[Note]

You must enter a stock code before you can use this query.

Alternate Stock CodesSelect this to use the Inventory Alternate Stock Codes program to create a link between stock codes whereby one item can be used as a substitute for another when a shortage of the primary stock item occurs.
Order line number This indicates the line number for the item within the sales order. This can change if, for example, a line is inserted before the line.

Line re-sequencing only occurs when there is a requirement to place a line in a position where there is no vacant line number. The line number is therefore not changed when a line is cancelled.

Line mode An 'A' in this field indicates that you are adding the current order line. A 'C' indicates that you are changing the current order line. An 'I' indicates that you are inserting the current order line.
Warehouse Enter the warehouse from which you will ship the stock. The item must be stocked in the warehouse.

Default warehouse used

  • New order

    • If you are adding the first line of an order and the Branch to be warehouse setup option is enabled (Sales Orders Setup) then the customer's branch from the Order Header is automatically entered here.

      Otherwise, the default warehouse against the operator is used (except for Supply Chain Transfers).

      If no default warehouse is held against the operator, then the company warehouse is used as the default.

    • If the Branch to be warehouse setup option isn't enabled, then the default warehouse used is determined in the following order: the warehouse against the customer, then the operator, then the company. If no default warehouse exists for any of these, then you will have to enter the warehouse manually.

  • Existing order

    • When adding a line for an existing order, then the warehouse defaults to the warehouse against the first stocked line on the order. For subsequent lines, the warehouse defaults to the warehouse used against the last stocked line added. The Quantity allocated field in the warehouse file is updated as each order line is entered.

Changing the warehouse against a line

  • You cannot change the warehouse against a line if you are maintaining an order for a Kit-type item.

  • You cannot change the warehouse against a line if you have partially dispatched the line (i.e. you have created a dispatch note for a partial quantity and have not yet invoiced that dispatch note).

    • You can change the warehouse if you have partially shipped and invoiced a line (not using dispatch notes). For example: You have an order quantity of 10, a ship quantity of 8 and back order quantity of 2. You then invoice the ship quantity of 8. You can change the warehouse for the back order quantity of 2.

      Once you have invoiced the partial dispatch note created, you can then change the warehouse for the remaining quantity (which you have not yet dispatched – no dispatch note created)

  • You cannot change the warehouse against a line if the line is linked to a job.

    • You can change the warehouse on the job and (when prompted to update the sales order) you can select Yes to change the warehouse on the order line.

  • Serial numbers must be re-entered if you change the warehouse and serials were already allocated to the previous warehouse. This applies even if the Capture serial numbers for orders (Sales Orders Setup) is disabled.

Refer to Warehouse for Trade Promotion for details on the warehouse used for trade promotions.

Stock code

Indicate the stock code of the item being ordered.

By default, you enter the SYSPRO stock code in this field. You can, however, use the Field Selector to enter a stock code linked to a SYSPRO stock code in this field (see Stock Code Interchange).

Items with a part category of Planning bill or Notional part (Stock Codes) cannot be selected.

Description Indicates the description of the item. This is the description assigned to the item (Stock Codes).

If you are processing a Supply Chain Transfer and the option: Use sales order description is enabled (Inventory Setup) then the description you enter here is used for the stock item on the transfer document and on the GIT Trial Balance, GIT Exception Report, and GIT Detail Report reports.

This description can be changed when the option: Change to description for stocked items is enabled (Sales Orders Setup). The change applies only to the order. The original Inventory stock description for the item is unaffected (Stock Codes).

Order uom

Indicate the default unit of measure in which you are selling the item. You can access this field only if the stocking, alternate or other units of measure of the item are different (Stock Codes) and you selected the option: Request uom for order quantity (Sales Orders Setup).

Once the order line is saved, you cannot change the order unit of measure for a stocked item.

Within the Order Discount Breaks program (Accounts Receivable) you can optionally select the option: Convert order u/m to stocking u/m to indicate that the order unit of measure must be converted to the stocking unit of measure. This option is applicable only to the Order line discount by product class and Order line discount by customer, product class functions.

Order quantity

Indicate the quantity of the stock item ordered by the customer.

An Order quantity error message is displayed if the resulting quantity is zero after converting from an alternate unit of measure to the stocking unit of measure for the number of decimals defined against the stock code. For example a stock code is defined with Stocking UOM = EA, Alternate UOM = UNIT (12.00000 Divide) 1 EA = 12 UNITS and Maximum number of decimals = 0. If the Stocking qty to ship is entered as 0.025 EA (0.3/12) then the result is a ship qty of zero.

You can enter a negative quantity here only if you enabled the option: Negative quantities for sales orders (Sales Orders Setup). A negative quantity equates to processing a credit note for the line.

[Note]

When changing a stocked line that is quantity discounted (during order entry or maintenance) the price details may be updated when moving off the quantity field (i.e. when tabbing, pressing enter or save, or when clicking elsewhere on the window).

This depends on your selection at the option: Quantity discount price update (Sales Orders Setup).

If all of the following are true:

  • your Costing method is set to FIFO or LIFO (Inventory Setup or Warehouses)
  • you did not select the option: Use zero cost bucket for returns (Inventory Setup)
  • you are processing a negative order quantity
  • the FIFO/LIFO bucket selected by the program has a zero cost,

then a new FIFO/LIFO bucket is created with the returned quantity and the current warehouse cost. If you selected the option: Use zero cost bucket for returns, then the returned quantity is added to the FIFO/LIFO bucket but no change is made to the unit cost of the bucket.

If the order quantity is more than the available stock on hand and stock is not allowed to go negative (Inventory Setup) then the system enters the available stock in the Ship quantity field and places the balance in the Back order quantity field, unless the option Back order release or retain is set to Not required (Sales Orders Setup). In addition, depending on your selections at the option: Supply request in Sales Order Entry (Sales Orders Setup) the Insufficient Stock/Backorder window may be displayed. See Insufficient Stock/Back Order.

[Note]

When you maintain an order line and you increase the order quantity so that the increase results in the available quantity being exceeded, then the Insufficient stock options (see Insufficient Stock/Back Order) are not displayed. These options are only available when adding a stocked line.

If a stock item has a supersession date (Stock Codes) that is before the Ship date, you are prompted to continue to process the line or to select an alternate stock code.

Depending on the order Type, the entire Order quantity is automatically placed on backorder if you selected the preference: Automatically put order qty into backorder (see Preferences).

If you defined contract pricing (SO Contract Prices) then once a contract has been selected and applied, changing the line quantity does not cause the contract pricing system to apply another contract based on the new quantity. The only exception to this is when a contract is defined as quantity discounted and the option: Quantity discount price update is not set to Never (Sales Orders Setup). In this case, the contract is reviewed.

[Note]

Order quantities of associated products for Off invoice - associated products Trade Promotions must be entered in the stocking unit of measure. See Promotion Code.

This field is disabled when processing a Debit note or a Credit note and the Allow zero qty option is enabled.

Ship quantity

Indicate the quantity of the item that must be delivered. The system automatically calculates how much stock is available to be shipped to the customer. The quantity available for immediate shipping is displayed here.

If the order quantity is more than the available stock on hand and stock is not allowed to go negative (Inventory Setup) then the system enters the available stock in the Ship quantity field and places the balance in the Back order quantity field, unless you selected the option: Back order release or retain - Not required (Sales Orders Setup).

You cannot enter a ship quantity when you process a credit note.

If the quantity of the stock item qualified for one or more line trade promotions and you subsequently change the quantity, the promotion is recalculated to reflect the new promotion value. If the quantity is reduced to below the promotional threshold, the promotion is removed form the line.

This field is not available if the Reserve stock default ship status is set to Reserve quantity (Sales Orders Setup) or you selected: Place quantity on reserve (SO Reserve or Ship Stock ).

This field is also disabled when processing a Debit note or a Credit note

Reserved quantity

Indicate the quantity of the item that must be reserved.

The system automatically calculates how much stock is available to be reserved for the customer. The quantity available for immediate reservation is displayed here.

[Note]
  • Reserved quantities are not used in Dispatch notes. Any reserved quantity must be moved to backorder or ship prior to using the Dispatch Note Review program if you want these order quantities to be considered for dispatching.

  • When you release a partial amount of the reserved quantity, then the balance of the reserved quantity is placed in back order. It does not remain in reserved.

  • The reserve quantity can only be changed for a stocked line on a Scheduled order, if the ship date falls outside the scheduling timeframe (i.e. the scheduled order is not yet ready to be allocated).

If the order quantity is more than the available stock on hand and stock is not allowed to go negative (Inventory Setup) then the system enters the available stock in the Reserved quantity field and places the balance in the Back order quantity field, unless you selected the option: Back order release or retain is set to Not required (Sales Orders Setup).

If the quantity of the stock item qualified for one or more line trade promotions and you subsequently change the quantity, the promotion is recalculated to reflect the new promotion value. If the quantity is reduced to below the promotional threshold, the promotion is removed form the line.

Off-invoice and accrual promotions where the sales order line is reserved are calculated on order entry as if the stock were in back order. Off-invoice and accrual promotions are updated when the parent line is moved from reserved to ship and any associated miscellaneous line values are updated.

A sales order line added as a result of a free goods promotion is placed in reserve when the parent line is reserved and the relevant Trade Promotions option to ship free goods is selected. A free goods line may only be moved from reserved to ship if sufficient of the parent line has been shipped.

You cannot enter a reserved quantity when you process a credit note.

This field is not available if the Reserve stock default ship status is set to Ship quantity (Sales Orders Setup) or you selected: Place quantity to ship (SO Reserve or Ship Stock ).

You use the Release Reserved Stock program to move quantities from Reserved into Ship.

Back order quantity

Indicate the portion of the customer's order quantity that is not available to be shipped or reserved.

If you entered zero at the Ship quantity field or at the Reserved quantity field, then the system will automatically have placed the entire Order quantity into backorder.

To fulfill this requirement, you must either manufacture more items, purchase more items from your supplier or transfer items from another warehouse. If you place a quantity into backorder, then depending on your selections at the option: Supply request in Sales Order Entry (Sales Orders Setup) the Insufficient Stock / Back order window may be displayed. See Insufficient Stock/Back Order.

The back order quantity must be zero when:

  • Back orders are not allowed against the customer (Customers)

    or

  • Back orders are set to Not required (Sales Orders Setup) and are not set to allowed against the customer

If you are using the Counter Sales system, placing items on back order allows you to enter a deposit as the counter sales payment.

If a stock item has a supersession date (Stock Codes) you can process the line, but you cannot place any quantities on back order. This is because you should not be replenishing a stock code that has been superseded.

If the stock item is on partial hold (Stock Codes) then you cannot place any quantity of the item on back order.

Stock qty to ship Indicate the quantity of the ordered stock item that will be shipped.

This field is only enabled when:

  • you selected the option: Theoretical uom conversion (Sales Orders Setup) and you set the Default uom for order quantity to either Alternate or Other (Sales Orders Setup).
  • the ship quantity is not zero

  • the order UOM is not the stocking UOM

  • you are maintaining an order which is in a status of 4 or 8
  • you are entering an order which is a billing or a credit note

  • the ship quantity is based on mass (setup)

  • the Reserve stock default ship status is set to Ship quantity (Sales Orders Setup) or you selected: Place quantity to ship (SO Reserve or Ship Stock ).

If you selected the Preference: Update originating order with GIT receipt details (Inventory Movements) and the stock item was linked to a sales order using the Back Order Review program, then the backorder quantity is automatically moved to the shipped quantity field on the sales order when the supply chain transfer is transferred in (Inventory Movements).

Stock qty to reserve Indicate the quantity of the ordered stock item that will be reserved.

This field is only enabled if:

  • you selected the option: Theoretical uom conversion (Sales Orders Setup) and
  • you set the Default uom for order quantity to either Alternate or Other (Sales Orders Setup).
  • you are maintaining an order which is in a status of 4 or 8
  • the Reserve stock default ship status is set to Reserve quantity (Sales Orders Setup) or you selected: Place quantity on reserve (SO Reserve or Ship Stock ).

If you selected the Preference: Update originating order with GIT receipt details (Inventory Movements) and the stock item was linked to a sales order using the Back Order Review program, then the backorder quantity is automatically moved to the reserved quantity field on the sales order when the supply chain transfer is transferred in (Inventory Movements).

Allow zero qty Select this to be able to enter a value in the Price field without entering a value in the Stock qty to ship field.

This is useful when you want to process a Credit note or Debit note against a customer for financial reasons only, and you therefore do not want inventory quantities to be affected.

If you do not select this option, then you need to enter a quantity in the Stock qty to ship field.

This option is only enabled when adding Debit notes and Credit notes and providing the stock code entered is not for a Kit type item. This option is not enabled when you process a Credit Note and use the SO Header Maintenance program to select an invoice and then select the original order line(s) from that invoice.

Currency Indicates the currency in which the order line will be invoiced. This defaults to the currency defined against the customer and cannot be changed.

This is your local currency for a Supply Chain Transfer and cannot be changed.

Pricing method Indicates the pricing method for the current order line.

The pricing method determines which price is used and which discounts apply to the sales order line and on the total merchandise value.

Pricing code override Select this to change the default price code displayed.
Price code For a pricing method other than Manual, the system determines which price code applies to this transaction.

Price codes are maintained using the Browse on Stock Code Pricing program.

[Note]

If you want to apply coded prices to a foreign currency customer, you need to define foreign currency price codes against the stock codes you are selling (Stock Codes)

This field is disabled for a contract price customer when the Pricing method is set to Manual (Sales Orders Setup).

When changing the price code, the SO Changing prices password must be entered if this is defined (Password Definition).

Price override Select this to change the default price displayed. Price override is not allowed for a stocked order line which has been dispatched.

This field is disabled for a contract price customer when the Pricing method is set to Manual (Sales Orders Setup).

When changing the price, the SO Changing prices password must be entered if this is defined (Password Definition).

See Activity considerations in Notes and warnings.

Price

Indicates the price of the item and is determined by the price code associated with the item (unless manual pricing is enabled).

You can override the displayed price. Alternatively, if you selected the option: Customer/stock code cross-reference required for the customer (Customers) then you can select Last price paid (1) or Last price paid (2) from the Stock Code Information pane to apply one of the two last prices paid for this item.

If you override the price, you can select a new pricing unit of measure. For contract customers you can optionally select to apply an expired contract price to a stocked line, providing that it is the lowest price. This facility (which can be password-protected) is available when the option: Prompt for expired contracts is enabled (Sales Orders Setup).

If you override the price, then TPM pricing no longer applies. If a line is required to revert to using TPM pricing after it has been over-ridden, then the line will need to be cancelled and re-instated without overriding the price again.

For a Supply Chain Transfer, the cost of the item is used as the price. Although you cannot change this, the system refreshes the current cost at the time of transfer.

You cannot change the price for a made-in parent item defined as a Kit type (Stock Codes) because the cost, price and quantity for kit types are determined by the components and the finished part is treated as a comment line.

If a percentage is specified in the Minimum price percentage above cost field (Sales Orders Setup) then the price must exceed the cost by the percentage specified. Margin checking is based on Current cost if your costing method is defined as Standard or Average Costing, and on Last cost when your costing method is defined as FIFO, LIFO or Last cost (Inventory Setup).

If the customer is enabled for Trade promotions pricing (Customers) and the item qualifies for a trade promotion price (TPM Prices) then the trade promotion price is applied, unless a valid contract exists (SO Contract Prices) for the customer, in which case the contract price is used.

When a job is created from a sales order, the selling price is taken from the sales order. However, the job's selling price is not updated when the sales order is maintained and the price is changed.

  • Contract pricing

    If a valid contract price is defined for the item (SO Contract Prices) and contract pricing applies to the customer (Customers) then:

    • the contract price is used over the list price. If the customer qualifies for more than one contract price, then the lowest of the valid contract prices is used. Note that the contract price is based on the Order quantity and not on the Ship quantity or on the Stock quantity to ship.

    • If contract pricing applies and a Flat price is defined for the contract, then the unit of measure defined against the contract (SO Contract Pricing Maintenance) must be the unit of measure in which the stock code will be sold on the sales order.

    • trade promotions pricing is not applied, irrespective of whether the option Trade promotions pricing is selected against the customer (Customers).

    • once a contract has been selected and applied, changing the line quantity does not cause the contract pricing system to apply another contract based on the new quantity. The only exception to this is when a contract is defined as quantity discounted and the option: Quantity discount price update is not set to Never (Sales Orders Setup). In this case, the contract is reviewed.

    • for a Forward order, the prices are based on the order date. Therefore, when processing a Forward order for a contract customer with multiple contracts, only the current contract is selected regardless of dates entered. If the Forward order is then converted to a Scheduled order, then the prices are not automatically recalculated. The correct contract price will only be selected when the order is raised as a Scheduled order.

Price uom

Indicates the pricing unit of measure for an order line where manual pricing is enabled (Sales Orders Setup) or where you have chosen to override the price. This can be the stocking, alternate or other unit of measure held against the stock item.

For example:

Your order quantity u/m is BOX. You defined a box to be 10 of EA and the price of a BOX is $100. Your Order quantity is 2; your Price is $11 and the pricing U/m is EA. The total value is calculated as follows:

Total Quantity: 10 EA x 2 boxes = 20 EA

Price = $11 per EA

TOTAL PRICE = $220

Factor Select this to specify the conversion factor between the price unit of measure and the order unit of measure. You can only enter a conversion factor if the price unit of measure you entered is not held on file (see SO Browse on Selling Price Unit of Measure).
Commission code

Assign commission to the salesperson responsible for the sale, for each line added.

You can only access this field if a manual price was entered, or if you are using coded prices and you require commission codes for coded prices (Sales Orders Setup). When using coded prices, the commission code defaults to the code defined against the price code for the stock code (Pricing for a Stock Code) or, if not defined, to the Default commission code defined in the Sales Orders Setup program.

Discount Select this to enter a discount on the stocked line (see Line Discount).
Product class Indicate the product class in which you want the sale of the item to be included.

For a Free Goods trade promotion, the Free goods product class defined against the promotion code (Promotion Code) is used providing the option: Free goods use merchandise line product class is not enabled.

Sales made to the product class are passed through to the Sales Analysis module.
Unit mass Indicates the mass of one unit of the item. The mass defined against the item is displayed (Stock Codes).
Unit volume Indicates the volume of one unit of the item. The volume defined against the item is displayed (Stock Codes).
Ship date Indicate the date when the items will be shipped for a Scheduled Order, a Supply Chain Transfer (SCT) or a Forward Order.

For other order types, this field defaults to the order Ship date in the Order Header pane and cannot be changed here.

If the difference between the document date and the entered ship date does not exceed the number of Days to allocate scheduled orders (Sales Orders Setup) then stock is allocated, providing there is sufficient stock.

The line ship date is recalculated for scheduled orders when insufficient stock is available. For Kit/Sub kit parent items with components, the ship date can only be recalculated once the order line is saved as the system has to check the bill of materials for the availability of the components. Once the line is saved, you can view the ship date in the Order Lines listview.

When you save the line after changing the ship date on a scheduled order to fall within the days to allocate scheduled orders, the system checks available stock and stops if no stock is available. The ship quantity and line ship date are not changed.

You use the Preference: Default days until next ship date to indicate the default number of days by which the ship date must be incremented for each new line entered for a Scheduled or Forward order.

If a Scheduled order line is linked to a Purchase order, Job or Requisition and you change the ship date, you may get the message: "Cannot change the due date on a sales order line as stock will be de-allocated." This means that the current scheduled (due) date on the line is currently within the scheduled period, and is thus allocated. You are attempting to change the date to one that is outside the allocation period.

[Note]

This field is only available for a SCT, a scheduled or forward order.

The ship date must be entered manually if you selected the Preference: Line ship date calculation - Force date to be entered for each line.

Receipt date

Indicates the expected receipt date for a Supply Chain Transfer.

The expected receipt date is calculated from the line ship date plus the transfer lead time defined for the stock code/warehouse (Inventory Warehouse Maintenance for Stock Code). Non-working days are not taken into account when calculating this date when the Use absolute days option is enabled (Inventory Setup).

If the lead time is not defined against the stock item, then the transfer lead time defined against the Warehouse Move Matrix is used. If this is not defined then the transfer lead time defaults to zero.

The line ship date is always required for a supply chain transfer order. The receipt date for an SCT is always recalculated when you change the ship date regardless of line entry or maintenance mode. Therefore, if you change the receipt date and then change the ship date, your original receipt date change is over-ridden. When copying an SCT order, the line receipt date is not copied; the current system date is used.

You can change the calculated lead time displayed.

Customer request date

Indicates when the customer expects delivery of the merchandise. It defaults to the ship date of the order as indicated within the Shipping Instructions section of the Order Header function.

For scheduled orders, this date defaults to the ship date entered against the merchandise line.

The date entered here is used in the Executive View business object to determine the customer delivery period buckets. It is also stored in the customer delivery performance file which is created when an order is invoiced. This date is stored in SYSPRO for information and reporting purposes only and is not used in any date calculations.

When maintaining an order, you can change the Customer request date for all order lines by selecting the Change Order Header option from the Edit menu of the main Sales Order Entry screen. Refer to Shipping Information.

Line priority The enables you to enter the priority for the order line. This is only used in the SYSPRO Factory Scheduling (SFS) module and is not validated.
Multiple line ship address The enables you to indicate the customer's ship address to use for the current order line.

This is only enabled if you selected the option: Ship address per line in the Order Header pane.

If you entered a ship to address in the Order Header pane and you leave this field blank, then that address is used.

If you did not enter a ship to address in the Order Header pane and you leave this field blank, then the ship address defined against the Order Header option (SO Header Maintenance) is used.

Include in MRP

Deselect this to exclude the sales order line from the Material Requirements Planning calculation. When the parent of a kit is excluded, all its components are automatically excluded.

When excluded, the item is not seen as a source of demand in the requirements calculation. Supplies (e.g. jobs, purchase orders, etc) attached to the line are actioned as Cancel in the MRP calculation.

[Note]

Your selection here has no effect when the entire sales order is excluded from the MRP calculation at Order Header level.

This field is not displayed by default and, if required, must be added using the Show Captions form function. It is enabled by default.

See Activity considerations in Notes and warnings.

Contract information
[Note]

To view contract information, a contract must exist for the customer.

Sales contract If a contract has been defined against the customer (Customers) then this indicates the contract number.
Expiry date If a contract has been defined against the customer (Customers) then this indicates the date on which the contract expires.
Buying group If a contract has been defined against the customer (Customers) and the customer belongs to a buying group, then this indicates the buying group.
Contract method  
Delivery load Enter the delivery load on which this item must be delivered.

The delivery load must be defined against the route entered at the Delivery Route field in the Order Header section.

If adding the line would cause the load capacity (mass/volume) to be exceeded, then the message: The delivery load selected cannot accommodate this shipment. Do you wish to exceed the load maximum? is displayed. You can only add the line if you are allowed to add a line to a delivery load where the capacity is exceeded.

See Activity considerations in Notes and warnings.

If you do not want to allocate the line to a load at this point, then you can use the Load Planning Delivery Load Maintenance program to allocate the line to a load later.

If you selected Allocate automatically at the Sales Order Entry/Dispatches loads option (Sales Orders Setup) then the system automatically allocates the line to the next available delivery load. This is done based on the Required delivery date or Stock availability (depending on your selection at the Basis of load calculation option (Sales Orders Setup). If the mass and/or volume for the load would be exceeded by the addition of the sales order line, then the line is allocated to the next available load on the route. If no load is defined to which the order line can be added, then a message is displayed to this effect.

Delivery loads are maintained using the Delivery Loads program.

This field only applies when the: Load planning required option is enabled (Sales Orders Setup).

When you create a sales order using the Configurator option, delivery loads are allocated as follows:

  • If you selected Allocate automatically at the Sales Order Entry/Dispatches loads option (Sales Orders Setup) then you are informed that loads will be allocated automatically for each sales order line. If a valid load is not found or its capacity has been exceeded, then you are prompted to select another load or to ignore the delivery load. If you select to ignore the delivery load, the sales order line is added to the sales order without a delivery load.
  • If you selected Allocate on request at the Sales Order Entry/Dispatches loads option (Sales Orders Setup) then you are prompted to allocate the delivery loads. If you select not to do so, then no loads are allocated and sales order lines are added without delivery loads. If you select to allocate delivery loads, the Delivery Loads program is displayed enabling you to allocate delivery loads. Only delivery loads for the specified date and later are available for selection. When a selected load capacity is exceeded, the process is repeated until all sales order lines are processed.
Discount information These details are displayed for information purposes.
Discount less/plus Indicates whether the percentages are applied as a discount (L) or a surcharge (P).
Discount % 1 -3 These fields display the discount/surcharge percentages applied to the order line.
Discount value Indicates the total discount value or unit discount value applied to the order line (see Line Discount).
ECC information These options are only available when you enter the stock code of an item that is defined as ECC-controlled (Stock Codes).

Revision and Release are the default words, but these are replaced by whatever description you entered in these user defined fields (Bill of Materials Setup).

When you maintain the line and you enter a ship qty (i.e. the line is being shipped) you cannot change the revision/release.

If there is no ship quantity, you can change the revision/release so that when it is shipped, it is allocated from the correct revision/release.

The Revision and Release fields are disabled when a supply request for the line exists against it (see Insufficient Stock/Back Order).

Use current when shipping Enable this to use the revision/release of the item which is current at the time of shipping the order. When not enabled, you need to indicate the revision/release of the item to ship.
Revision Enter the revision of the item to process.

This field is not available if you selected Yes at the Use current when shipping field.

Release Enter the release of the item to process.

This field is not available if you selected Yes at the Use current when shipping field.

Stocked Line Information

[Note]

This is an editable pane and therefore Hyperlinks and Exceptions cannot be defined (Form functions).

Field Description
Customer stock code Indicates the customer's stock code if you used the customer/stock code interchange facility at the Stock code field. See Stock Code Interchange.
Selection key Indicates the key for the stock code selection method you used for this order line. For example, if you selected to use the Supplier interchange, then the key is the supplier's catalogue number.
Selection method Indicates the stock code selection method you selected for this order line. See Stock Code Interchange.

The following entries can be displayed in this field:

  • SCI indicates you selected the Customer Interchange option.
  • SSI indicates you selected Supplier Interchange option.
  • STA indicates you selected the Approved Manufacturer's option.
  • STM indicates you selected the Matched Code option.
  • STI indicates you selected the Alternate key 1 option.
User defined Enter user defined information. It is only editable if you right click and select the Show Captions option. Fields cannot be edited using the Field chooser option.

User defined is the default wording for this field, but you can define your own wording for this user-defined field (Sales Order Setup).

This field is available for stocked and non-stocked order lines only.

The information you enter here can be viewed within the Sales Order Query program.

Reason code This is used, when processing a credit note, to indicate the reason for the credit note. The reason code captured against the merchandise line of the credit note is displayed here by default, but can be changed.
Print component on documents  
Include item in MRP Indicates whether the line item is included in the Material Requirements Planning calculation.
Tax information Tax does not apply to Supply Chain Transfers.
Taxable Indicate whether the order line is taxable, and the applicable tax code that must be used.
[Note]

You can only access this option if:

  • the customer is defined as taxable (Customers)
  • the order is taxable (indicated on the Tax information tab of the SO Header Maintenance function).
  • you are maintaining the order
Tax code

Indicate the tax code (and associated percentage) that you want to apply to the transaction. You can configure default tax codes for Miscellaneous charges, Freight charges, Non-stocked items and Credit notes (Company Tax Options Setup).

The Descriptive tax code must be used if defined (Descriptive Tax Code Browse/Maintenance).

For credit notes, you can also indicate that stocked lines must use the tax code held against the stock item and that service charge lines must use the tax code held against the service charge. You achieve this by selecting the option: Use tax code for credit notes (Sales Orders Setup).

[Note]
  • Credit notes processed for non-stocked, miscellaneous and freight charge lines will use the default tax code for credit notes (Company Tax Options Setup).

  • If no tax code is held against the stock item or the service charge, the program defaults to using the default tax code for credit notes (Company Tax Options Setup).

  • A maximum of 25 different tax codes can be printed on each individual invoice document (Document Print). This is not a limit on the number that can be entered for an order (Sales Order Entry) but a limit to the number that can be catered for in the final document, Therefore, if you processed two separate delivery notes and invoices from an order, you could for example have 25 different tax codes on each document.

GST taxable Indicate the GST code that you want to assign to the order line. The GST taxable field is displayed only if your nationality code is set to CAN (System Setup) and you indicated that Canadian GST is required (Company Tax Options Setup).
GST code Indicate the tax code that will be used by the system to calculate the Canadian GST tax for this transaction.
[Note]
  • You cannot access this option if GST tax is not defined for the customer, or the invoice is defined as non-taxable (SO Header Maintenance).

  • A maximum of 25 different tax codes can be printed on each individual invoice document (Document Print). This is not a limit on the number that can be entered for an order (Sales Order Entry) but a limit to the number that can be catered for in the final document, Therefore, if you processed two separate delivery notes and invoices from an order, you could for example have 25 different tax codes on each document.

EC VAT information This is only available if the EC VAT system is required (Company Tax Options Setup).

When invoicing, the supplementary unit information is saved and made available for printing on the EC Sales reports.

Supplementary units

Select to indicate that a supplementary unit must be used for the tariff code.

Supplementary unit Indicates the supplementary unit code to use. This is defined against the stock item (Stock Codes).
Supplementary description Indicates the description of the supplementary unit code (see Intrastat Supplementary Units).
Supplementary unit factor Indicate the supplementary unit factor required. This is used to calculate the supplementary unit quantity.
Tariff code Indicates the tariff code defined against the stock item (Stock Codes) and is printed on the Supplementary Declaration for dispatches.

A tariff code can be added to a service charge line. The tariff is then added to the miscellaneous service charge line on the order.

When you save the order line, a warning is displayed if the tariff code is not defined against the stock item and the order is for an EC Member State customer (excluding local transactions).

You use the Browse on Tariff Codes program to maintain the tariffs that are included in the landed cost of inventory items.
Links  
Bins Select this to use the SO Lots, Bins, Serials Allocations program to maintain the bins allocated to the sales order line.
Serials/Lots Select this to use the SO Lots, Bins, Serials Allocations program to maintain the lots and/or serials allocated to the sales order line.
Free goods Select this to maintain the ship quantity for a free goods promotion line which is currently in backorder.

When you select this option, the following message is displayed:

Suggested free goods quantity to ship is nn. Do you want to apply this quantity? The suggested free goods quantity (nn) is the number of units of the free good that has been earned according to the quantity shipped of the line item(s) that generated the free good line. The suggested free goods quantity may be less than the total number of units of the free good, because the calculation is based on the shipped quantity, not the ordered quantity.

If you select Yes from the message pane, then the suggested quantity displayed is put into ship. If you select No, then the suggested quantity of the free good remains on backorder.

Dimensions Select this to use the SO Dimension Entry program to either enter 2-dimensional, 3-dimensional or frame lines for stocked items, or to maintain packaging details for stocked items if packaging is required (Sales Orders Setup).
Configurator Select this to create a customized product for use within SYSPRO. This will open the Configurator Wizard program or the web-based Product Configurator if it has been enabled in Inventory Setup.

This enables you to create the sales order for an item defined in the Product Configurator module.

When you select this option for a stocked item, the system creates the Estimate for a non-stocked parent (or a Bill of Materials for the stocked parent) and automatically creates the quotation line for the item. In addition, you can enter user defined comments. These comments are added to the quotation as detail lines as per sales orders.

When you select this option for a non-stocked item, then the program works as if it has been called directly from Estimate maintenance. The quotation lines are not automatically created. Comments are not saved when creating an estimate directly, therefore the comment lines do not appear on the sales order.

Customer price look-up Select this to use the Customer Price Query program to view customer pricing information.
Line notes This option is only enabled after the line has been saved. You can therefore only attach notes to a line when maintaining the line (i.e. right click on the line in the Entered Order Lines listview and select Change Line).
Notes Select this to use the Admin Notepad Editor (Rich Text) program to add free format comments to the order line.
Line values

The cost/profit values are displayed as zeros if the option: Costs and gross profit in order totals is not enabled (Sales Orders Setup) or you are not allowed to see cost/profit values in Sales orders.

See Activity considerations in Notes and warnings.

Line cost

This is a derived value and is calculated as the unit cost of the line item, multiplied by the order quantity for a stocked item line.

For a non-stocked line, it is the cost that you have entered on the line multiplied by the quantity entered.

If the item was created from Work in Progress, then only the cost that was saved on the line is displayed, if any. The Part Billings program calculates the unit cost.

[Note]

The option: Cost and gross profit in order totals (Sales Orders Setup) must be enabled to display the cost.

A warning message is displayed when you select to save a line for a stocked or non-stocked item and the item has a zero cost. This message can be suppressed by selecting the setup option: Ignore warning if item has zero cost (Sales Orders Setup).

Stock Code Information

Field Description
Supply request alert

This is only enabled if you selected Only by operator selection at either the Supply request in Sales Order Entry option (Sales Orders Setup) or at the Sales Order Preference Supply request option.

  • Quantity on backorder

    Select this to display the Insufficient Stock / Back order window to raise a requisition, purchase order, SCT or job for the backorder quantity (see Insufficient Stock/Back Order).

  • Insufficient stock available

    Select this to display the Insufficient Stock / Back order window to raise a requisition, purchase order, SCT or job for the stock shortage (see Insufficient Stock/Back Order).

Stock code

This displays the stock code for the order line. Selecting the stock code enables the following options:

  • Stock code quick view
  • Query (see Inventory Query)
  • Stock Code Setup (see Stock Codes)
  • Multimedia
Supply request alert The message: Insufficient stock available is displayed if the Order quantity entered for the line exceeds the available quantity in the selected warehouse. If the option: Supply request in Sales Order Entry is set to Only by operator selection (Sales Orders Setup) or the preference: Supply request is set to Only by operator selection(Preferences) then you can select this message to display the Insufficient Stock/Back Order screen.
Product class This displays the product class defined for the order line. You can select this field to use the Browse on Product Classes program to maintain product classes
Warehouse

This displays the warehouse from which the item is being sold. Selecting the warehouse enables the following options:

Qty allocated to sales orders This is reduced by the Quantity reserved for WIP allocations when Reserve stock for confirmed jobs is enabled (Work in Progress Setup).
Qty Free This is calculated as: the quantity of the item you have on hand that is not allocated to sales orders plus the quantity of the item you have on backorder.
Free stock

Free stock is calculated as the quantity on hand minus the sales order allocations minus the work in progress allocations plus the quantity in inspection.

I.e. Free stock = Qty on hand - sales order allocations - (WIP allocations + qty in inspection)

When not using Work in Progress, the calculation is:

Free stock = Quantity On Hand - (Quantity shipped + Quantities reserved)

Future free

Future free stock is calculated as the Quantity on hand less Sales order allocations less Work in progress allocations less Quantity reserved for WIP allocations plus the quantity on order and the quantity in transit (due to be received from a warehouse transfer) plus the quantity in inspection.

I.e. Qty on hand - sales order allocations - WIP allocations - qty reserved for WIP allocations + qty on order + qty in transit + qty in inspection

Last price

The last two prices paid for the stock item by the customer are displayed, enabling you to select which one to use. This facility is available only if you selected the option: Customer/stock code cross-reference required for the customer (Customers).

  • Last price paid (1)
  • Last price paid (2)
  • Details

    Select this to view additional details of the last two prices paid by the customer and optionally selecting which of these prices you want to apply to the order line.

Insufficient Stock/Back Order

This screen can be displayed automatically when the Order quantity is greater than the quantity available in Inventory, or when a quantity is placed in backorder, depending on your selection at the option: Supply request in Sales Order Entry (Sales Orders Setup).

Available stock is the quantity on hand less the quantity allocated to sales orders for the item in the selected warehouse. The quantity allocated to sales orders is the order quantity and includes quantities on backorder. The program does not check stock at lot level, but at the warehouse level. The Balance function of the Inventory Period End program should be run to ensure that the warehouse values are correct.

Field Description
Accept Select this to save your selection and to return to the previous screen.
Alternate stock This function enables you to use the Inventory Alternate Stock Codes program to select an alternate stock code for the item.

An alternate stock code is an existing item that has been defined as an alternative to the stock item you selected. You would typically use this when you have insufficient stock of the first choice item.

ATP Select this to use the Inventory ATP Query program to view the available to promise details for the stock code/warehouse combination.
Cancel Select this to save your selection and to return to the previous screen.
Action taken on acceptance of line

Indicate the action to be taken to replenish the stock.

You can only create a supply for a sales order which is in Suspense if you are allowed to create a purchase order, requisition or job for an order which is in suspense.

See Activity considerations in Notes and warnings.

Supply to create

The shortcut keys Alt +N, Alt +P, Alt+S, Alt +R and Alt +J (respectively) can be used to indicate the supply type required.

Option Description
Nothing Select this if you do not want to create a transaction to replenish the stock at this stage.
Purchase order Select this to use the PO Creation program to create a purchase order for the item. This option is available for stocked and non-stocked items.
Requisition Select this to use the Requisition Entry program to create a purchase order requisition for the item. This option is available for stocked and non-stocked items.
Requisition user

This only applies when selecting to create a requisition and enables you to indicate the requisition user code to use to create the requisition

You cannot create a requisition unless the option: Allow creation of reqn from sales order review (Browse on Requisition Users) is enabled against the user code.

SCT Select this to create a Supply Chain Transfer for the item.

If you select this option, then on saving the sales order line, the SO Supply Chain Transfer Creation program is loaded enabling you to create a supply chain transfer order.

This option is only enabled for items defined as Transfer supplied (Inventory Warehouse Maintenance for Stock Code) or you enabled the Preference: Allow SCT for non-transfer supplied warehouse (Preferences).

Job

Select this to create a job for the required amount of the stocked item.

If you select this option, then on saving the sales order line, the Job Entry program is loaded, enabling you to enter the details for the job. You can only enter the date calculation method as: Start date to be calculated or Manually entered dates. The date calculation method defined against the Preferences (Job Entry) is ignored.

See Activity considerations in Notes and warnings.

Stock Code Interchange

The Field Selector at the Stock code field enables you to select which stock code linked to a SYSPRO stock code you want to enter in the Stock code field when adding a stocked order line.

Field Description
Select Using Alternate key 1 Select this to be able to enter the code defined in the Alternate key 1 field of the stock item (Stock Codes) in the Stock code field.
Select Using Customer Interchange

Select this to enter the customer's stock code that is linked to a SYSPRO stock code in the Stock code field.

When processing orders for sub-account customers (Master Sub-accounts) you can use the customer account defined against the sub-account and/or the master account depending on your selection at the option: Customer stock codes for sub-accounts (Sales Orders Setup).

After you enter and accept the customer's stock code, the equivalent SYSPRO stock code is entered in the Stock code field.

Providing a link exists between the customer's stock code and the SYSPRO stock code, the customer's stock code is saved against the sales order line. This is regardless of whether you enter the customer's stock code or the SYSPRO stock code on the sales order line. The customer's stock code can be printed on sales order documents.

[Note]
  • If you enter a SYSPRO stock code and more than one customer stock code is linked to this stock code, then the first customer stock code detected is saved against the order line.

To enable the interchange of stock codes for the customer:

  • Enable the Stock code interchange required option against the customer (Customers)

  • Use the Customer Stock Codes program to define the link between the customer's stock code and the SYSPRO stock code.

Select Using Supplier Interchange Select this to be able to enter the supplier's catalogue number that is linked to a SYSPRO stock code in the Stock code field. After you enter and accept the supplier's catalogue number, the equivalent SYSPRO stock code is entered in the Stock code field.

To enable the interchange of supplier catalogue numbers and SYSPRO stock codes:

  • Enable the Supplier/stock code interchange system option (Inventory Setup).

  • Define a supplier code against the SYSPRO stock code (Stock Codes).

  • Use the Supplier Stock Code Cross Reference program to create links between the supplier's catalogue numbers and SYSPRO stock codes.

Providing a link exists between the supplier's catalogue number and the SYSPRO stock code, the supplier's catalogue number is saved against the order line. This is regardless of whether you enter the supplier's catalogue number or the SYSPRO stock code on the sales order line. The supplier's catalogue number can be printed on sales order documents.

Select Using Matching Stock Codes Select this to be able to enter a partial SYSPRO stock code in the Stock code field and view the stock codes matching your partial entry in a listview. This enables you to select the full stock code you require from the listview.
Select Using Approved Manufacturers Select this to be able to enter an approved manufacturer's part number in the Stock code field.

You use the Approved Manufacturers Parts program to define details of approved manufacturers' part numbers and to link these part numbers to your SYSPRO stock codes.

Remove This Selection Select this to be able to enter only the full SYSPRO stock code in the Stock code field.
Interchange popup toolbar This is displayed when you select one of the stock code interchange options.

Depending on your selection, you will enter either the alternate key 1 code, the customer's stock code, the supplier's catalogue number, a partial SYSPRO stock code or an approved manufacturer's part number in the first field.

Go Select this arrow to use the stock code entered.
Close Select this to close the interchange popup toolbar for the current order line and return to the Stock code field.
Remove Select this to remove the current interchange selection, close the interchange popup toolbar and return to the Stock code field. The interchange popup toolbar is not automatically displayed again for the current order.
Line Discount

You use the Discount option to apply discount to an order line.

Manually entered discounts are not cleared when you change the order quantity, unless the line is quantity-discounted and the option Quantity discount price update applies (Sales Orders Setup). However, if the price changed, then the line discount is removed.

Field Description
Override calculated discount Select this to apply the discount you enter manually using this Line Discount window and override the discount calculated by the discount breaks (if this is set on).
Discount %

Select this to enter up to 3 chained discount percentages to apply to the sales order line.

For example: Your line total is 100 and you define chained discount percentages of 10% and 5%. The calculation of discount is performed in the order listed:

  • The system calculates 10% discount on 100. The result is 10.
  • The system subtracts 10 from 100. The result is 90.
  • The system calculates 5% of 90. The results is 4.50.
  • The system adds up the two discount values and the total discount on the order line is 14.50.
Discount percentage(s)

Enter the discount/surcharge percentages you want to apply.

Option Description
Less Select this to apply the percentages as a discount on the order line.
Plus Select this to add the percentages to the order line as a surcharge to the order line.
Discount Enter up to 3 chained discount percentages that you want to apply to the order line.
Total discount value

Select this to subtract a discount amount from the total shipped value of the stocked or non-stocked line.

[Note]

The discount value is also applied to back ordered quantities shipped at a later stage for the same line.

For example, an order has:

Quantity = 3, Ship quantity = 2, Back ordered quantity = 1, Discount value = 20.

The discount of 20 is applied when the quantity of 2 is shipped and it is also applied when the quantity of 1 is released from back order and shipped.

Discount value Indicate the total discount amount that must be deducted from the order line value.
Unit discount value

Select this to subtract a discount calculated per unit of measure for the stocked or non-stocked items in the detail line.

For example: If 3 units were entered, the unit discount value is multiplied by three and then subtracted from the total line value of the stocked or non-stocked line.

Discount value Enter the discount value that applies to one unit of measure. This value is multiplied with the number of units in the Order quantity field or in the Ship quantity field, depending on your selection at the Unit discount calculated on field (Sales Orders Setup).
OK Select this to apply the discount to the order line.
Cancel Select this to return to the previous screen.

Non-Stocked Line

You use these screens to enter order lines for non-stocked items. The entry of non-stocked items follows the same procedure as the entry of stocked items, except that the non-stocked item is not held in the Inventory system and must, therefore, be fully described when capturing the detail order line.

[Note]

Not all available fields are displayed by default. To add fields to the pane you right click within the pane and use the Show Captions option.

Field Description
Order line number This indicates the line number for the item within the sales order. This can change if, for example, a line is inserted before the line.

Line re-sequencing only occurs when there is a requirement to place a line in a position where there is no vacant line number. The line number is therefore not changed when a line is cancelled.

Line mode An 'A' in this field indicates that you are adding the current order line. A 'C' indicates that you are changing the current order line. An 'I' indicates that you are inserting the current order line.
Non-stocked code A non-stocked item is one that does not exist in your inventory control system, and is usually a custom made item on special request.

You need to enter a code to identify this item.

The non-stocked code must conform to the key type defined for Stock codes in the Set Key Information program. For example, if the Stock code key type is set to Numeric then the non-stocked code must be numeric.

Description

Enter a description for the non-stocked item. This description can be printed on delivery notes and invoices.

Order uom Indicate the default unit of measure in which you are selling the item.

If you enter a unit of measure which is not defined in the SO Browse on Selling Price Unit of Measure program, then the following message is displayed:

'You have entered an invalid price unit of measure. Do you wish to enter a specific price conversion factor?' If you select OK, then you can enter the conversion factor for the unit of measure you entered. The conversion factor is used for the current line only and is not saved.'

If you select Cancel, then you have to enter a unit of measure which exists in the SO Browse on Selling Price Unit of Measure program.

Order quantity Enter the quantity of the non-stocked item the customer has ordered.

You can enter a negative quantity here only if you enabled the option: Negative quantities for sales orders (Sales Orders Setup).

Depending on the order Type, the entire Order quantity is automatically placed on backorder if you selected the preference: Automatically put order qty into backorder (see Preferences).

Ship quantity Enter the quantity of the non-stocked item that must be delivered.

You must enter the quantity that you have available to ship.

If you have no available stock to ship to the customer, enter zero. The system will place the line on back order, unless backorders are not required (Sales Orders Setup). In addition, depending on your selections at the option: Supply request in Sales Order Entry (Sales Orders Setup) the Insufficient Stock / Backorder window may be displayed, enabling you to create a purchase order or requisition for the item. See Insufficient Stock/Back Order.

This field is not available if the Reserve stock default ship status is set to Reserve quantity (Sales Orders Setup) or you selected: Place quantity on reserve (SO Reserve or Ship Stock ).

Reserved quantity

Indicate the quantity of the non-stocked item that must be reserved.

If you have no available stock to reserve, then enter zero. The system will place the line on back order, unless back orders are not required (Sales Orders Setup).

In addition, depending on your selections at the option: Supply request in Sales Order Entry (Sales Orders Setup) the Insufficient Stock / Backorderwindow may be displayed, enabling you to create a purchase order or requisition for the item. See Insufficient Stock/Back Order.

[Note]
  • Reserved quantities are not used in Dispatch notes. Any reserved quantity must be moved to backorder or ship prior to using the Dispatch Note Review program if you want these order quantities to be considered for dispatching.

  • When you release a partial amount of the reserved quantity, then the balance of the reserved quantity is placed in back order. It does not remain in reserved.

This field is not available if the Reserve stock default ship status is set to Ship quantity (Sales Orders Setup) or you selected: Place quantity to ship (SO Reserve or Ship Stock ).

Back order quantity Enter the portion of the customer's order quantity that is not available to be shipped or reserved. If you entered zero at the Ship quantity field or at the Reserved quantity field, then the system will automatically have placed the entire Order quantity into backorder.

If back orders are not allowed (Sales Orders Setup) then the back order quantity must be zero.

If you are using the Counter Sales system, placing items on back order allows you to enter a deposit as the counter sales payment. For non-stocked items where a non-zero entry is made at the Back order field, you may optionally select the Create purchase order option to create a purchase order automatically once the line is added.

If you place a quantity into backorder, then depending on your selections at the option: Supply request in Sales Order Entry (Sales Orders Setup) the Insufficient Stock / Back order window may be displayed. See Insufficient Stock/Back Order.

See Field considerations in Notes and warnings.

Allow zero qty Select this if you want to be able to enter a value in the Price field without entering a value in the Stock qty to ship field.

If you do not select this option, then you need to enter a quantity in the Stock qty to ship field.

This option is only enabled when adding Credit Notes. This option is not enabled when you process a Credit Note and use the SO Header Maintenance program to select an invoice and you select the original order line(s) from that invoice.

Currency Indicates the currency in which you are selling the item. This defaults to the currency defined against the customer and cannot be changed.
Price Enter the price at which you are selling one unit of the non-stocked item to the customer.

If a percentage is specified in the Minimum price percentage above cost field (Sales Orders Setup) then the price must exceed the cost by the percentage specified. Margin checking is based on the cost and the price entered for the non-stocked line.

If you are processing a hierarchical order, then the price must be greater than zero (i.e. you cannot save a line with zero-price on a hierarchical order).

See Activity considerations in Notes and warnings.

Price uom Indicate the pricing unit of measure for an order line.
Factor Select this to specify the conversion factor between the price unit of measure and the order unit of measure. You can only enter a conversion factor if the price unit of measure you entered is not held on file.
Commission code

Assign commission to the salesperson responsible for the sale, for each line added.

You can only access this field if a manual price was entered, or if you are using coded prices and you require commission codes for coded prices (Sales Orders Setup).

Discount Select this to enter a discount on the stocked line (see the Line Discount).
Ship date Indicate the date when the items will be shipped. If the difference between the document date and the entered ship date does not exceed the number of days within which scheduled orders will be allocated (Sales Orders Setup) then stock is allocated, providing there is sufficient stock.

If a Scheduled order line is linked to a Purchase order, Job or Requisition and you change the ship date, you may get the message: Cannot change the due date on a sales order line as stock will be de-allocated. This means that the current scheduled (due) date on the line is currently within the scheduled period, and is thus allocated. You are attempting to change the date to one that is outside the allocation period.

[Note]

This field is only available for a scheduled or forward order or an hierarchical order.

Customer request date

Indicate when the customer expects delivery of the merchandise. It defaults to the ship date of the order as indicated within the Shipping Instructions section of the Order Header function.

For scheduled orders, this date defaults to the ship date entered against the merchandise line.

The date entered here is used in the Executive View business object to determine the customer delivery period buckets. It is also stored in the customer delivery performance file which is created when an order is invoiced. This date is stored in SYSPRO for information and reporting purposes only and is not used in any date calculations.

When maintaining an order, you can change the Customer request date for all order lines by selecting the Change Order Header option from the Edit menu of the main Sales Order Entry screen. Refer to Shipping Information.

Product class Enter the product class for the non-stocked item.
Unit cost Enter the cost to you of the non-stocked item you are selling.

This field is disabled when maintaining a non-stocked sales order line which has been dispatched.

Unit mass Enter the mass of one unit of the item.
Unit volume Enter the volume of one unit of the item.
Multiple line ship address The enables you to indicate the customer's ship address to use for the current order line.

This is only enabled if you selected the option: Ship address per line in the Order Header pane.

If you entered a ship to address in the Order Header pane and you leave this field blank, then that address is used.

If you did not enter a ship to address in the Order Header pane and you leave this field blank, then the ship address defined against the Order Header option (SO Header Maintenance) is used.

Delivery load Enter the delivery load on which this item must be delivered.

The delivery load must be defined against the route entered at the Delivery Route field in the Order Header section. Delivery loads are maintained using the Delivery Loads program.

If adding the line would cause the load capacity (mass/volume) to be exceeded, the message: The delivery load selected cannot accommodate this shipment. Do you wish to exceed the load maximum? is displayed. You can only add the line if you are allowed to add lines to a delivery load when the capacity of the load is exceeded.

See Activity considerations in Notes and warnings.

If you do not want to allocate the line to a load at this point, then you can use the Load Planning Delivery Load Maintenance program to allocate the line to a load later.

If you selected Allocate automatically at the Sales Order Entry/Dispatch loads option (Sales Orders Setup) then the system automatically allocates the line to the next available delivery load. This is done based on the Required delivery date or Stock availability (depending on your selection at the Basis of load calculation option (Sales Orders Setup). If the mass and/or volume for the load would be exceeded by the addition of the sales order line, then the line is allocated to the next available load on the route. If no load is defined to which the order line can be added, then a message is displayed to this effect.

Delivery loads are maintained using the Delivery Loads program.

This field is only enabled if you selected the option: Load planning required (Sales Orders Setup).

Line priority Indicate the priority for the order line. This is only used in the SYSPRO Factory Scheduling (SFS) module and is not validated.
Discount information These details are displayed for information purposes.
Discount less / plus Enter the discount/surcharge percentages you want to apply.
Discount % 1 -3 These fields display the discount/surcharge percentages applied to the order line.
Discount value Indicates the total discount value or unit discount value applied to the order line (see Line Discount).
Include in MRP

Deselect this to exclude the sales order line from the Material Requirements Planning calculation.

[Note]

Your selection here has no effect when the entire sales order is excluded from the MRP calculation at Order Header level.

When excluded, the item is not seen as a source of demand in the requirements calculation. Supplies (e.g. jobs, purchase orders, etc) attached to the line are actioned as Cancel in the MRP calculation.

This field is not displayed by default and, if required, must be added using the Show Captions form function. It is enabled by default.

See Activity considerations in Notes and warnings.

Non-Stocked Line Information

Field Description
Supply request alert This option is only enabled if you selected Only by operator selection at either the Supply request in Sales Order Entry option (Sales Orders Setup) or at the Sales Order Preference Supply request option.
Quantity on backorder Select this to display the Insufficient Stock / Back order window to raise a requisition, purchase order, SCT or job for the backorder quantity (see Insufficient Stock/Back Order).
Insufficient stock available Select this to display the Insufficient Stock / Back order window to raise a requisition, purchase order, SCT or job for the stock shortage (see Insufficient Stock/Back Order).
Include item in MRP Indicates whether the line item is included in the Material Requirements Planning calculation.
Tax information You use these options to indicate whether the order line is taxable, and the applicable tax code that must be used.
[Note]

You can only access these options if:

  • the customer is defined as taxable (Customers)
  • the order is taxable (indicated on the Tax information tab of the SO Header Maintenance program).
  • you are maintaining the order
Taxable You use this option to indicate whether the order line is taxable, and the applicable tax code that must be used.
[Note]

You can only access this option if:

  • the customer is defined as taxable (Customers)
  • the order is taxable (indicated on the Tax information tab of the SO Header Maintenance function).
  • you are maintaining the order
Tax code

Indicate the tax code (and associated percentage) that you want to apply to the transaction.

The Descriptive tax code must be used if defined (Descriptive Tax Code Browse/Maintenance).

You configure default tax codes for Miscellaneous charges, Freight charges, Non-stocked items and Credit notes in the Company Tax Options Setup program.

If you are using tax by geographic area (Company Tax Options Setup) and a specific tax code is linked to the geographic area (Geographic Areas) then you need to enter a default tax code for non-stocked items in the Company Tax Options Setup program if you want the non-stocked item to be taxable.

[Note]

Credit notes processed for non-stocked, miscellaneous and freight charge lines will use the default tax code for credit notes (Company Tax Options Setup).

If no tax code is held against the stock item or the service charge, the program defaults to using the default tax code for credit notes (Company Tax Options Setup).

A maximum of 25 different tax codes can be printed on each individual invoice document (Document Print. This is not a limit on the number that can be entered for an order (Sales Order Entry) but a limit to the number that can be catered for in the final document, Therefore, if you processed two separate delivery notes and invoices from an order, you could for example have 25 different tax codes on each document.

EC VAT information This is only displayed if the EC VAT system is required (Company Tax Options Setup).
Supplementary units

Indicate whether supplementary units are required for the tariff code.

A number of tariff codes require the declaration of a supplementary unit, for example the number of pieces, litres or cubic metres. Generally, a supplementary unit is required when it is a more appropriate measure of particular goods than the net mass and allows a greater degree of comparison and analysis.

This field is printed on the Supplementary Declaration for Dispatches report.
Tariff code The tariff code identifies the goods that are the subject of a dispatch or arrival and is the basis for most of the statistical information used by government departments, the European Commission, United Nation's agencies and businesses themselves.

When you save the order line, a warning is displayed if the tariff code is blank and the order is for an EC Member State customer (excluding local transactions).

This field is printed on the Supplementary Declaration for Dispatches report.

You use the Browse on Tariff Codes program to maintain the tariffs that are included in the landed cost of inventory items.

Job Enter the hierarchical job number to which the sales order must be linked. Note that you need to create a hierarchical sales order to be able to link a hierarchical job to the sales order line. The customer against the job must match the customer on the sales order.

Once allocated to the sales order, the same ob number cannot be used for another sales order.

Expected unit cost If, within the Job Entry program you entered Billing details, then this is reflected in this field (i.e. material and operation unit costs).
Use job details as s/order defaults Select this to indicate that the job details must be used as the sales order defaults.

If you do not select this option, then you need to enter the order details manually at each of the required fields, or use the Job option to select the relevant job.

Hierarchy distribution Select this to use the P&C Distribute Sales Order Value program to distribute the sales values to the heads/sections of a hierarchy.

When you add an order line and the sales order details have been entered and saved, the P&C Distribute Sales Order Value program is automatically displayed to enable you to distribute the sales order value across the heads and sections of the job hierarchy. The net value of the order line can be distributed against any combination of heads and sections held against the job. The same job number can be used again (against the same order) if, for example, you have to add a new line to the sales order because of an increase in the scope of the contract.

When you maintain the order line, then within the P&C Distribute Sales Order Value program, you can use the Change option to change the value already distributed to a hierarchy; the Delete option to delete a distribution entry; and the Distribution option to distribute the line value to a hierarchy. You cannot exit the P&C Distribute Sales Order Value program until the undistributed value reaches zero.

User defined Enter user defined information. It is only editable if you right click and select the Show Captions option. Fields cannot be edited using the Field chooser option.

This is the default wording for this field, but you can define your own wording for the user-defined field (Sales Order Setup).

This field is available for stocked and non-stocked order lines only.

The information you enter here can be viewed within the Sales Order Query program.

Reason code When processing a credit note, indicate the reason for the credit note. The reason code captured against the merchandise line of the credit note is displayed here by default, but can be changed.
Line notes This option is only enabled after the line has been saved. You can therefore only attach notes to a line when maintaining the line (i.e. right click on the line in the Entered Order Lines listview and select Change Line).
Notes Select this to use the Admin Notepad Editor (Rich Text) program to add free format comments to the order line.
Line values

The cost/profit values are displayed as zeros if the option: Cost and gross profit in order totals is not enabled (Sales Orders Setup) or you are not allowed to see cost/profit values in Sales orders.

See Activity considerations in Notes and warnings.

Line cost

This is a derived value and is calculated as the unit cost of the line item, multiplied by the order quantity for a stocked item line.

For a non-stocked line, it is the cost that you have entered on the line multiplied by the quantity entered.

If the item was created from Work in Progress, then only the cost that was saved on the line is displayed, if any. The Part Billings program calculates the unit cost.

A warning message is displayed when you select to save a line for a stocked or non-stocked item and the item has a zero cost. This message can be suppressed by selecting the setup option: Ignore warning if item has zero cost (Sales Orders Setup).

The setup option: Cost and gross profit in order totals (Sales Orders Setup) must be enabled to display the cost. In addition, you must be allowed to view cost/profit values in Sales orders.

See Activity considerations in Notes and warnings.

Freight Line

You use these screens to enter order lines for freight or transport charges.

Field Description
Order line number This indicates the line number for the item within the sales order. This can change if, for example, a line is inserted before the line.

Line re-sequencing only occurs when there is a requirement to place a line in a position where there is no vacant line number. The line number is therefore not changed when a line is cancelled.

Line mode An 'A' in this field indicates that you are adding the current order line. A 'C' indicates that you are changing the current order line. An 'I' indicates that you are inserting the current order line.
Product class The product class assigned to a freight charge defaults to _FRT and cannot be changed.
Currency Indicates the currency for the freight charge. This defaults to the currency defined against the customer and cannot be changed.
Amount

Indicate the freight amount that you want to charge the customer for the order.

For example: Your actual freight cost might be $10 but you want to charge the customer $11, so you enter the value of 11.00 in the Amount field and the value of $10.00 in the Cost field.

[Note]

You must enter the amount in the same currency as the currency assigned to the customer.

When you process a freight charge to a foreign currency customer, a message is displayed indicating that the Cost must be entered in your local currency. This message is displayed by default; for information purposes.

Cost

Indicate the actual freight cost to you of the activity (e.g. courier costs).

[Note]

The cost must be entered in your local currency.

Reason code When processing a credit note, indicate the reason for the credit note. The reason code captured against the merchandise line of the credit note is displayed here by default, but can be changed.
Tax information  
Taxable Indicate whether the order line is taxable, and the applicable tax code that must be used.
[Note]

You can only access this option if:

  • the customer is defined as taxable (Customers)
  • the order is taxable (indicated on the Tax information tab of the SO Header Maintenance function).
  • you are maintaining the order
Tax code

Indicate the tax code (and associated percentage) that you want to apply to the transaction.

The Descriptive tax code must be used if defined (Descriptive Tax Code Browse/Maintenance).

You can configure default tax codes for Miscellaneous charges, Freight charges, Non-stocked items and Credit notes (Company Tax Options Setup).

[Note]

Credit notes processed for non-stocked, miscellaneous and freight charge lines will use the default tax code for credit notes (Company Tax Options Setup).

If no tax code is held against the stock item or the service charge, the program defaults to using the default tax code for credit notes (Company Tax Options Setup).

A maximum of 25 different tax codes can be printed on each individual invoice document (Document Print). This is not a limit on the number that can be entered for an order (Sales Order Entry) but a limit to the number that can be catered for in the final document, Therefore, if you processed two separate delivery notes and invoices from an order, you could for example have 25 different tax codes on each document.

Miscellaneous Charge Line

You use these screens to enter order lines for non-merchandise miscellaneous charges.

A miscellaneous line generated from a Free goods or Off invoice promotion can only be maintained if the option: Maintain miscellaneous line is enabled (Trade Promotions Setup). If maintenance is allowed on a miscellaneous promotion line, then only the cost and tax values can be changed. If the cost is changed, then any subsequent recalculation of the promotion line will not change the cost.

Field Description
Order line number This indicates the line number for the item within the sales order. This can change if, for example, a line is inserted before the line.

Line re-sequencing only occurs when there is a requirement to place a line in a position where there is no vacant line number. The line number is therefore not changed when a line is cancelled.

Line mode An 'A' in this field indicates that you are adding the current order line. A 'C' indicates that you are changing the current order line. An 'I' indicates that you are inserting the current order line.
Currency Indicates the currency for the miscellaneous charge. This defaults to the currency defined against the customer and cannot be changed.
Description

Indicate the description for the miscellaneous charge that you want to add to this order.

You can select a description from the list of standard comment codes (see SO Standard Comments).

Amount

Indicate the total value of miscellaneous charges that you want to charge your customer, usually comprising your actual cost with an added percentage or value.

You can enter a positive or negative amount.

[Note]

When assigning a miscellaneous charge to a credit note, do not enter the amount with a negative sign. The program automatically assigns a negative sign to credit notes.

Tax adjustment value

Select this if tax has either been undercharged or overcharged and you do not want to credit the original invoice and raise another invoice for the correct amounts.

The amount is posted to the product class _TAX.

For Canadian tax, the product class _GST is used.

This field is disabled if you selected the USA Tax by advanced geocodes system or the USA AVP sales tax system (Company Tax Options Setup).

Cost Indicate the cost to you of the miscellaneous charge (i.e. the actual cost of the activity).

This always defaults to the value in the Amount field.

The cost of a Trade Promotions miscellaneous charge line defaults to zero if the option: Miscellaneous cost zero is enabled (Trade Promotions Setup).

Product class Indicate the product class of the miscellaneous charge. This defaults to _OTH.
Reason code When processing a credit note, indicate the reason for the credit note. The reason code captured against the merchandise line of the credit note is displayed here by default, but can be changed.
Tax information  
Taxable Indicate whether the order line is taxable, and the applicable tax code that must be used.
[Note]

You can only access this option if:

  • the customer is defined as taxable (Customers)
  • the order is taxable (indicated on the Tax information tab of the SO Header Maintenance program).
  • you are maintaining the order
Tax code

Indicate the tax code (and associated percentage) that you want to apply to the transaction. You can configure default tax codes for Miscellaneous charges, Freight charges, Non-stocked items and Credit notes (Company Tax Options Setup).

The Descriptive tax code must be used if defined (Descriptive Tax Code Browse/Maintenance).

[Note]

Credit notes processed for non-stocked, miscellaneous and freight charge lines will use the default tax code for credit notes (Company Tax Options Setup).

If no tax code is held against the stock item or the service charge, the program defaults to using the default tax code for credit notes (Company Tax Options Setup).

Service Charge

You use the Service Charge option to use the SO Service Charges from Order Entry program to assign a coded service charge to the miscellaneous order line.

[Note]
  • You cannot add service charges for Blanket Sales Orders.

  • When the option: Include charge line in invoice total is disabled against the service charge code (Service Charges) then no General Ledger journal is created for the service charge.

Service Charge Information

You use the SO Service Charges from Order Entry program to assign a coded service charge to the miscellaneous order line.

If you selected the option: Include returnable item in SCT (Sales Orders Setup) then service charges for returnable items associated with a stocked item in a Supply Chain Transfer order are automatically included.

Field Description
Service charge type Indicates the type of miscellaneous charge for the order line.
Line number of parent This indicates the sales order line number to which the service charge relates.
Unit price Indicates the unit price assigned to the charge line.
Unit cost Indicates the actual cost of the service charge, shown in the local currency.
Min value to charge Indicates the minimum service charge value to be invoiced to the customer, as defined against the service charge type.
Max value to charge Indicates the maximum service charge value to be invoiced to the customer, as defined against the service charge type.
Value

Indicates the amount charged to the customer for the service. This is displayed if the calculation type for the charge code is configured as: Fixed value.

Cost

Indicates the actual cost of the service charge, shown in the local currency. This is displayed if the calculation type for the charge code is configured as: Fixed value.

Quantity Indicates the quantity of the service charge and is displayed for labor service charges and returnable item miscellaneous charges.

Comment Line

You use the Options from the Comment menu to enter comment lines against the order or against a previous order line.

The maximum number of characters on a single comment line is 45. You can add a maximum of 9999 comment lines.

[Note]
  • When comments are attached to an entire order, they are printed regardless of what has already been printed on the document. For example: A delivery note could be generated where only comment lines are printed (i.e. All the other lines are stocked lines, and the ship quantities are zero).

    When comments are attached to a line (i.e. by selecting the option: Attach comment to a previous line) the comment is printed only if the line to which the comment is attached is printed, or any subsequent qualifying order line preceding the comment line is printed.

    For example: If you have 6 order lines where the 6th line is a comment attached to order line 3, then the comment is printed if you print line 3. It is also printed if you print lines 4 or 5 since the comment is effectively linked to all preceding lines after the line to which it is attached. In this example, the comment is not printed if you print only lines 1 or 2.

    Attaching a comment line to an order line does not affect where the comment is actually printed on the document. If you require a comment to be printed with a specific order line, then you must insert the comment at the required position (i.e. after the order line to which you want it attached) or use one of the specific comment types that can be associated with a stock item (Inventory Query - Notes pane).

    If you cancel an order line to which a comment is attached, then the comment line is cancelled only if it is directly below the cancelled order line. If the comment line is attached to the order line, but is placed after another order line, then it is not cancelled.

    For example, you have the following:

    Order line 1

    Comment 1 attached to Order line 1

    Order line 2

    Comment 2 attached to Order line 1

    You now cancel order line 1. Comment 1 is cancelled, but Comment 2 remains, since Comment 2 is linked to all lines after the line to which it is attached. Therefore, it is important to position comment lines correctly within an order.

  • You can only insert comments if the previous order line is for a stocked item.

    The exception to this is kit items using single level bill of materials. Depending on the type of kit being processed, either the parent part or its components are inserted as comment lines on the order. Once you have added a parent part (and its components) to a sales order, you cannot insert any lines between component lines (i.e. Component lines must follow each other sequentially).

Field Description
Comment Comments attached to a sales order line are copied to a purchase order created for that line from the Back Order Review program, if the option: Copy attached comment lines to purchase order (Back Order Review - Options) is selected.
Free Format Comment Select this to use the Admin Notepad Editor (Monospaced Text) program to enter comments manually for an order line.
[Note]

You can attach free-format comments only to the previous 10 non-comment lines.

Free-format comments that are attached to an invoice line for a made-in item are copied automatically to the job notes if you select to create a job from a back ordered sales order (Back Order Review).

Standard Comment Select this to insert pre-defined comments into the sales order.

When you select a comment code, the associated text is retrieved automatically into the order. See Standard Comment.

Stock S/Order Text

Select this to insert sales order additional text that is defined against the stock item being processed for the order line.

Sales order additional text is assigned to a stock item using the Notes function of the Inventory Query program.

You can only view this text if you enabled the option: Auto insert sales order additional text (Sales Orders Setup).

Stock D/Goods Text

Select this to insert dangerous goods comments relating to the dangers of handling the stock item being processed for the order line.

Dangerous goods text is assigned to a stock item using the Notes function of the Inventory Query program.

You can only view this text if you enabled the option: Auto insert dangerous goods text (Sales Orders Setup).

Standard Comment

This screen is displayed when you select the Standard Comment option from the Comment menu.

You use the SO Standard Comments program to define default coded comments that can be used repeatedly on sales order documents.

Field Description
Standard comment code Select the standard comment code to enter against the order line.

Once the comment code is entered and you press the Tab key, the comment defined against the comment code is displayed, but can be changed. A maximum of 45 characters is available.

OK Select this to add the standard comment line to the order.
Cancel Select this to return to the previous screen.

Dangerous Goods

You are notified that dangerous goods text is held against a stock item if you enabled the option: Prompt for dangerous goods data sheets (Sales Orders Setup) and an invoice has yet to be produced for the stock item.

Additionally, you are notified of dangerous goods text if an invoice has already been produced for the stock item, but the number of days since the invoice was last produced exceeds the entry made at the option: Notification frequency (in days) (Sales Orders Setup).

[Note]

The facility to be notified of dangerous goods text held against a stock item does not apply to credit notes, debit notes or quick entry orders.

In addition, this does not apply to components generated from kit sales or to items generated using the Product Configurator.

Dangerous goods text is assigned to a stock item using the Notes function of the Inventory Query program.

Field Description
Add a standard comment Select this to retrieve a standard comment that you want to add to the order. Indicate the standard comment you want to add to the order.
Add free format comment text Select this to add free format comment text. This enables you to notify customers of the delivery of dangerous goods items, where the data sheet for those items must accompany the goods, or if you want to inform the customer of an updated specification or data sheet.
Continue without adding comment Select this to continue processing without entering comments.

Method of Printing Comments

This screen is displayed whenever you add a comment line to the order.

Field Description
Accept Select this function to save your selections.
Cancel Select this to return to the previous screen.
Comment printing options  
Print comment on
Option Description
Invoices and delivery notes Select this to print the comment on both invoices and delivery notes.
Delivery notes only Select this to print the comment on delivery notes only.
Comment attachment options  
Attach comment to a previous line

Select this to indicate that you want to attach the comment text to a preceding line.

Comments can be attached to a maximum of 20 preceding lines.

[Note]

Comments are printed if the line to which the comment is attached is printed, or any subsequent qualifying order line preceding the comment line is printed.

For example: If you have 6 order lines where the sixth line is a comment attached to order line 3, then the comment is printed if you print line 3. It is also printed if you print lines 4 or 5 since the comment is effectively linked to all lines between the line to which it is attached and the comment line itself. In this example, the comment is not printed if you print only lines 1 or 2.

Attaching a comment line to an order line does not affect where the comment is actually printed on the document. If you require a comment to be printed with a specific order line, then you must insert the comment at the required position (i.e. after the order line to which you want it attached). Alternatively, use one of the specific comment types that can be associated with a stock item (see Inventory Query).

If you cancel an order line to which a comment is attached, then the comment line is deleted only if it is directly below the cancelled order line. If the comment line is attached to the order line, but is placed after another order line, then it is not cancelled.

For example, you have the following:

Order line 1

Comment 1 attached to Order line 1

Order line 2

Comment 2 attached to Order line 1

You now cancel order line 1. Comment 1 is cancelled, but Comment 2 remains, since Comment 2 is linked to all lines between the line to which it is attached and the comment line itself. Therefore, it is important to position comment lines correctly within an order.

End Order

You use the End Order function to perform a host of functions that include: closing off an order; entering counter sales information; entering order comments; printing documentation; optionally applying global trade promotions; changing posting information; entering fax details, splitting commissions and taking payments (see End Order).

Order Maintenance

You use the Order Maintenance option from the Edit menu to maintain the details of an existing order. You can correct mistakes, change the status of the order, take payment, and print required documents.

When maintaining an order, the next merchandise line is automatically displayed when you save your changes to the current line if you selected the Preference: Load next merchandise line automatically during maintenance.

To change the Ship date and/or Customer request date for all order lines, you use Change Order Header option from the Edit menu of the main Sales Order Maintenance screen. Refer to Shipping Information to change these dates for an entire order.

When you maintain an order line, the price of the item is recalculated automatically if the item is subject to quantity discount. In all other cases, the price of an item is not recalculated, irrespective of whether the customer is subject to contract pricing.

After maintaining an order, stock code-related quantities in listviews are displayed according to the Maximum number of decimals defined against the stock item when the Edit quantities using decimals option is enabled (Company Setup).

Maintenance limitations

The following limitations apply to maintaining sales orders:

  • Order lines cannot be maintained if the delivery note has already been printed, or the order is ready to be invoiced and you are not allowed to maintain an order after the delivery note has been printed.

    See Activity considerations in Notes and warnings.

  • You cannot change orders for sub-account customers if the master account to which they are linked is on hold. In this case, only the Cancel function is available.

  • You can only cancel a line on an order which was previously invoiced if the option: Cancel open order previously invoiced (Sales Orders Setup) is enabled.

  • You cannot insert lines onto an order which has been partially invoiced.

  • A miscellaneous line generated from a Free goods or Off invoice promotion can only be maintained if the option: Maintain miscellaneous line is selected (Trade Promotions Setup).

    If maintenance is allowed on a miscellaneous promotion line, then only the cost and tax values can be changed. If the cost is changed, then any subsequent recalculation of the promotion line will not change the cost.

  • The revision and release cannot be changed once a supply request (e.g. job, purchase order, etc) is created for a sales order line for an ECC item.

Sales Orders linked to Jobs

When you maintain a sales order linked to a job, the following warning message is displayed: ''There are one or more jobs attached to this order. Certain maintenance may invalidate these links. Do you wish to continue?''

Jobs are linked to sales order lines by stock code, warehouse, quantity and date required. Therefore, changing the sales order by changing the date required, the order status (e.g. placing it in suspense), changing the quantity to make against the job, etc., can all affect this 'link'.

The changes do not necessarily invalidate the link, but they may also need to be manually applied to the job. For example, changing the date on the sales order will not update the job. Similarly, changing the quantity on the sales order does not update the job automatically.

If a sales order line is cancelled then the job is no longer linked to the order and unless the job is also cancelled, it will be receipted into stock.

Sales Order Status Codes

This table describes the possible status codes that can be assigned to an order. See also (Select New Order Status).

The current order status is stored in the SorMaster table.

The status may also be stored in the SorMAsterRep table, but may not be the same as the status in the SorMaster table. For example, for an SCT order, the status in the reprint file (SorMAsterRep) is the order status at the time of performing the transfer, whereas the order status in SorMaster is the current status.

Status code Description
0 - Order in process The entered order is currently being maintained by another user or the End order function was not performed (e.g. a power failure occurred during the entry or maintenance of an order).

The status can be reset to the previous status using the Order Maintenance function.

See Error messages in Notes and warnings.

1 - Open order An order has been entered into the system.

A delivery note must be printed before the order can be released for invoicing.

Next status: 4

The following actions place an order into a status 4:

  • on ending the order, printing a delivery note
  • printing delivery notes using the Document Print program for sales orders in a status of 1
  • using the Sales Order Entry program to manually change the order status from 8 to 4
2 - Open back order An order or billing has some lines which could not be shipped owing to a stock shortage.

The order or billing may have been partially invoiced, but there are remaining lines on backorder.

Releases for a Blanket Sales Order have been accepted.

An order or billing has to pass through the invoicing process at least once to become an open order.

[Note]
  • If the option: Back orders is set to Manual, then the order status is set to 2. If the option: Back orders is set to Automatic, then the order status is set to 3.
  • You can cancel an order that is in a status 2 providing that the order has been partially invoiced and you have enabled the option: Cancel open order previously invoiced (Sales Orders Setup).

Next status: 3 (if an order); 8 (if a billing).

3 - Released back order An open back order now has items to be shipped and has been released for delivery note print.

A billing is released into status 8, not status 3.

The next delivery note print will produce a delivery note document.

[Note]
  • If the option: Back orders is set to Manual, then the order status is set to 2. If the option: Back orders is set to Automatic, then the order status is set to 3.

Next status: 4

4 - In warehouse A delivery note has been printed for an open order or a released back order.

Next status: 8

8 - To invoice A billing has been entered.

A back ordered billing has been released.

An order in the warehouse has been released.

Next status: 9 (if completely shipped after invoicing); 2 (if any back orders remain).

8 - To transfer A Supply Chain Transfer order has been entered.

Next status: 9

9 - Complete A document has been fully invoiced and will be removed from file when the Order Purge program is run.

When a Blanket Sales Order is complete in terms of invoicing, it is set to a status of 'S' while waiting for the next release. It is not set to a status of 9.

F - Forward order The order is indefinite and must be released before it is processed as a normal order.

Next status: 1

When releasing a Forward order, the quantity is placed in backorder when

  • the Sales order entry preference Automatically put order qty into back order is enabled.

  • there is insufficient stock and negative stock is not allowed for the selected warehouse.

  • Multiple bins are enabled (irrespective of whether stock is being reserved).

  • the item is traceable, ECC-controlled, or serialized.

  • the line is for items that are parents or components of kits (i.e. a single level BOM structure (parent or component) exists).

    Components cannot automatically be released because the stock allocations are required before the lines can be shipped.

  • the Packaging option Requested and mandatory or Requested but optional are selected. These lines must be manually shipped to ensure that packaging details are entered.

S - In suspense An order or billing has failed credit checking.

An order or billing has been placed on hold.

Next status: The order reverts to the status code in process prior to the order being suspended.

* - Cancelled A document was cancelled before it was completely entered into the system and will be removed from the file when the Order Purge program is run.
\ - Cancelled A document was cancelled prior to invoicing and will be removed from the file when the Order Purge program is run.

Sales Order Line Statuses

The line status allocated to an order line is used primarily in the Warehouse Management System.

The line status can be displayed in the Order Line Status pane of the Sales Order Entry program by right clicking in the pane, selecting the Show Captions option and dragging the Line status caption onto the form.

The line status can also be displayed in the Detail lines listview of the Sales Order Query program by right clicking in a listview column heading, selecting the Field Chooser option and dragging the Line status field onto the listview.

The following are the possible status codes that can be assigned to an order line:

  • 0 - In process
  • 1 - Open order line
  • 2 - Open backorder line
  • 3 - Released backorder line
  • 4 - Line in warehouse
  • 5 - Line in Detailed Allocation
  • 6 - Line in picking (picking slip printed)
  • 7 - Line in ready to Dispatch
  • 8 - Line ready to invoice
  • 9 - Invoiced (indicates that the line was completed by being invoiced)
  • C - Complete (indicates that the line was set to 'Complete' by the operator)

The following programs currently manipulate or consider the line status:

  • Sales Order Entry

    Sets a line to status 9 if the line is complete or if the order is marked as complete.

  • Back Order Release

    Uses status 6 to determine if the line is in a picking status.

  • Release Reserved Stock

    Use status 6 to determine if the line is in a picking status.

    Set the line to a status of 8 after the stock is released.

  • Document Print

    Sets the line to status 9 after invoicing if the status of the line was previously 6 or 7 or 8.

    Sets the line to status to 1 for a dispatch note, if a backorder exists and the status was previously 6 or 7.

    Sets the line to status to 3 if automatic backorder processing is in use, the stock is released and the status was previously 6 or 8. If the backorder process does not release stock, then the status is set to 2.

  • Dispatch Note Review and the Dispatch Review business object

    Sets the status to 1 if the line is in status 7 (ready to dispatch) and the full quantity is not dispatched.

  • WMSQPS (Picking Slip business object)

    Sets the line status to 6 once the line is selected for reporting.

Copy Sales Order

You use the Copy option from the Function menu to create a copy of an existing sales order.

You can copy an order from a customer who is on hold, but you cannot copy an order to a customer who is on hold. You can copy an order to a sub account if its master account is on hold, but you cannot maintain the order to add lines.

[Note]
  • You cannot copy a Credit note that has any line which is ECC controlled, or is part of a kit, or requires stock allocations ((lots, bins or serials).

  • When you copy a sales order, all the information on the original sales order is copied across to the new order. If you change the original sales order and then copy it, the changed details are not applied.

  • The Copy function does not perform any repricing of order lines based on the new customer to whom the order is copied. The order is copied with the pricing and discounts per the original order.

    However, when you copy an order to a customer who is subject to order level discount, then that discount is applied to the new customer (i.e. if against the new customer you selected the option: Calculate order line discounts according to product class sold (Customers) and you defined product class discount breaks Order Discount Breaks).

  • If Trade Promotions apply, then the copied order must be requalified after the copy. Sales Orders are not automatically requalified when a Sales Order is copied because the promotions may no longer apply to the new lines.

  • If you selected the option: Tax by geographic area (Company Tax Options Setup) then you can only copy an order to a customer in a different geographic area if the same tax code is defined against both geographic areas.

  • The following process is performed when copying an order which contains ECC (Engineering Change Control) controlled items:

    • If ECC is not installed, then the revision/release fields on the new order are set to spaces.
    • If the item is not ECC controlled, then the revision/release fields on the new order are set to spaces.
    • If the item is currently ECC controlled, but the original sales order does not have ECC information against it (i.e. the original sales order was completed before the item was defined as ECC controlled) then the revision/release of item on the new order is set to the current revision and release as defined against the item itself.

      However, if on the original sales order, you selected the option: Use current when shipping, then the revision/release on the new order are set to '---'.

    • If the item being copied is ECC controlled, then a check is made to establish if the revision/release for that item is currently on hold for sales orders. If it is, then the revision/release for the item on the new order is set on hold.
Field Description
Copy

Select this to copy the order.

The system checks the credit limit and terms of the customer to whom the order is being copied and if either of these is exceeded, then the order is placed in a status of Suspense.

When you copy an order (scheduled or not) which has lines that go into backorder, the Insufficient Stock/Backorder screen is not displayed if:

  • any item is lot traceable, serialized or ECC controlled
  • multiple bins are used for any warehouse on the order
  • any item is a parent item or a component
  • the preference: Apply available ship quantity is not selected
  • the preference: Automatically put order qty into back order is selected.

    In addition, your selection at the Supply request in sales order entry option (Sales Orders Setup) or the Supply request preference (Sales Order Entry) if applicable, is used to determine whether the Insufficient Stock/Back Order screen is displayed.

Cancel Select this to return to the previous screen without copying an order.
Original Order Details  
From sales order Indicate the order from which you want to create a copy.
From customer Indicates the customer assigned to the original order.
SCT warehouses Indicates the source and target warehouses when the From sales order is a Supply Chain Transfer type order.
Type of order Indicates the type of order that was processed.
Order status Indicates the current status of the order. See Sales Order Status Codes for additional information on order statuses.
New Order Details  
To sales order

Indicate the new order number that must be created.

[Note]

You cannot access this field if your sales order numbering method is defined at company or branch level (Set Key Information).

To customer

Indicate a different customer to whom you want to copy the order.

You can leave this field blank if you want to create a copy of the order for the same customer.

See Activity considerations in Notes and warnings.

[Note]
  • You cannot copy a hierarchical or supply chain transfer order to a different customer.

  • You cannot copy an order to a different customer if:

    • the customer types do not match (e.g. a counter sales order can only be copied to a customer defined as a counter sales customer and an IBT order can only be copied to a customer defined as an IBT customer.
    • the customer currencies are not the same.
    • the customer you are copying the order to is on hold (Customers).
    • you do not have access to that customer's branch (Operators).
    • the tax status held against the original order does not match the tax status of the new customer (Customers).
    • the geographic area held against the original order does not match the geographic area of the new customer. This only applies if you enabled the option: Tax by geographic area (Company Tax Options Setup) and you are not using the tax code from the stock item (Geographic Areas).
  • If you are using Load Planning (Sales Orders Setup) then the Delivery route is taken from the route defined against the customer (Customers). If this is not defined, then the Delivery route field is left blank on the copied order. Delivery routes defined against customer's multiple addresses are ignored by the copy process.

Customer name Indicates the name of the To customer.
Customer p/o Indicate the customer purchase order number you want to assign to the new order. This defaults to the entry made against the original order.
To warehouse

Indicate the warehouse to which the order lines must be reassigned.

If a default warehouse is defined against the To customer, then that warehouse is displayed in this field, otherwise this field is left blank.

Leave this field blank if you want to create a copy of the order using the original warehouse assigned to each order line.

See Activity considerations in Notes and warnings.

[Note]
  • You cannot copy a hierarchical or supply chain transfer order to a different warehouse.

  • You cannot copy the order if the items held against the order are not stocked in the new warehouse.

  • You cannot copy a sales order to another warehouse if you have been denied access to that warehouse (Operators).

Warehouse description Indicates the description of the To warehouse.
To source warehouse

Enter the source warehouse for the new SCT order you are creating from the original SCT order.

This applies only when you copy a Supply Chain Transfer order.

Source warehouse description Indicates the description of the To source warehouse.
To target warehouse

Enter the target warehouse for the new SCT order you are creating from the original SCT order.

When you enter a target warehouse that is not currently attached to the stock code, the Copy function attaches the stock code to the warehouse, if the warehouse details are correctly defined.

This applies only when you copy a Supply Chain Transfer order.

Target warehouse description Indicates the description of the To target warehouse.
Place order qty into back order

Select this to create the new order and automatically place all quantities into back order.

This option is ignored when the Back orders allowed option is disabled for the customer (Customers).

Regardless of whether you select this option, orders are placed into back order if any of the following occurs:

  • the stocked line is for a traceable or serialized item, or multiple bins are in use (Inventory Setup)
  • the line is for a scheduled order
  • the parent or component item forms part of a single level bill of material
  • the Packaging optionis set to Requested and mandatory (Sales Orders Setup). The lines must be shipped manually to ensure that packaging details are entered for them
  • there is insufficient stock on hand
Retain original order branch Select this to retain the original order's branch code and salesperson on the copied order, even when the customer has a different branch code.

If you do not select this option, then the copied order is created with the new customer's branch code.

This option only applies when you enter a To customer.

Copy custom forms

Select this to copy the custom form information held against the original order to the new order.

This option is governed by your selection at the Sales order preference: Copy custom forms and is only enabled if that preference is set to On request.

Automatic Back Orders

If there is still a quantity in back order after printing an invoice or SCT transfer document and the option Back order release or retain is set to Automatic (Sales Orders Setup) then the remaining back order quantity is automatically moved to the Ship quantity field providing the order line passes a number of checks.

The back order quantity remains in back order if:

  • the order is hierarchical
  • the item is a stocked item and the Packaging option is set to Requested and mandatory or Requested but optional (Sales Orders Setup). These lines must be manually shipped to ensure that packaging details are entered.
  • multiple bins are installed (Inventory Setup) even if the warehouse for the line does not require multiple bins
  • the item is traceable, ECC controlled or serialized (Stock Codes)
  • the item is the parent or a component of a kit (Stock Codes)
  • there is insufficient stock and stock is not allowed to go negative (Inventory Setup)
  • the item is a non-stocked item and the Non-stocked action option is set to either Never or If unattached and there is a linked job, requisition or purchase order associated with the line (Sales Orders Setup)

If an order line passes all the above checks and the order is not a SCT (Supply Chain Transfer) then a credit check is performed if the option: Apply check when quantity moved to ship is enabled (Sales Orders Setup). Tax is included or excluded in the credit check according to your selection against the option: Include tax in customer order value (Sales Orders Setup). If the credit check fails and the option: Exclude lines that fail credit check (Sales Orders Setup) is enabled, then the back order quantity is not moved to the Ship quantity field. If this option is not selected then the back order quantity is moved to the Ship quantity field, but the order is placed into suspense.

If a credit check is not required and the order passes all the above checks, then the back order quantity is moved to the Ship quantity field.

The status of the order is changed to 3 (Released backorder) if the order is an SCT or normal order. For a billing, the status is changed to 8 (Released for invoice) if the back order quantity is moved to the Ship quantity field, otherwise the status is changed to 3 (Released backorder).

Notes and warnings

Do you wish to adjust the quantity of a specific bucket?

This message is displayed when you process a negative transaction in a FIFO environment. SYSPRO typically prompts you to adjust the quantity in a specific bucket, but if you select No, then processing proceeds differently in a number of programs.

The information below indicates these differences, based on whether there are FIFO buckets with quantities and if the Use zero cost bucket for returns option is not enabled.

Program Transaction Prompted for specific bin? With FIFO quantities Without FIFO quantities
Inventory Movements (-) Receipt Yes Oldest FIFO bucket (with quantity) Can't perform negative receipt when no quantities on hand
  (-) Adjustment Yes Oldest FIFO bucket(with quantity) Can't perform negative receipt when no quantities on hand
  (+) Adjustment Yes Latest FIFO bucket Latest FIFO bucket
  (-) Expense Issue Yes Latest FIFO bucket (with quantity) Oldest FIFO bucket
Purchase Order Receipts (-) Receipt Yes Oldest FIFO bucket (with quantity) Can't perform negative receipt when no quantities on hand
Sales Order Entry (-) Sales order No Latest FIFO bucket (with quantity) Oldest FIFO bucket
  Credit Note No Latest FIFO bucket (with quantity) Oldest FIFO bucket
  Credit Note (linked to invoice) No Create new FIFO bucket Create new FIFO bucket
Job Issues (-) Kit Issue No Latest FIFO bucket (with quantity) Oldest FIFO bucket
  (-) Specific Issue Yes Latest FIFO bucket (with quantity) Oldest FIFO bucket

Restrictions and limits

  • No orders of any type can be captured for a customer who is on hold (Customers).

  • No new backorders are allowed for any stock item which is on Partial (or Full) hold (Stock Code On Hold Maintenance). This applies to all order types.

    However, if a backorder quantity existed before the stock item was placed on Partial hold, then you can ship the entire quantity if you have stock available.

  • You have to end the order after canceling order lines in order to update the customer's outstanding order balance before you may cancel the whole order. This applies when maintaining existing orders and when adding new orders. The reason is that the OutstOrdVal and RelOrdOsValue in the ArCustomer table is updated as lines are saved. These fields are only cleared by the End Order process. Simply cancelling lines does not update these fields, and because the order value is retained against the customer, this could force following orders into suspense.

  • When adding custom columns to the Entered Order Lines listview, you can only add a column for a sales order line custom form type for merchandise lines.

    You cannot add a custom form type for non-merchandise lines (e.g. miscellaneous lines) because only one custom form type can be linked to a single table.

    As both the merchandise custom forms and non-merchandise custom forms are linked to the SorDetail table, only the Sales order line (merchandise) custom form type has been made available for use.

Coding considerations

  • Reserving stock is currently not supported for RMA (Return Merchandise Advices).

  • When converting from foreign to local currency, rounding is applied at line level and not at invoice level.

  • If the APS system is installed and you enabled the Link Sales Orders directly to APS setup option (Work in Progress Setup) then the APS system is updated whenever a sales order is added, copied, changed or cancelled.

Intrastat considerations

  • Delivery Terms and Shipping Location's can only be captured if:

    • a valid Nationality code has been entered, and EC Vat is in force, or

    • the option Capture non EC members delivery terms is enabled in the Intrastat Setup program.

  • The Delivery Terms and Shipping Location defaults defined in Suppliers and Customers take precedence over those defined in the Intrastat Setup program.

  • To reflect the Delivery Terms and Shipping Location on sales order and purchase order documents, ensure that these fields are enabled in the document format setup programs (only available with Word and SRS document printing).

  • Delivery terms are maintained using the Intrastat Delivery Terms program.

  • Shipping locations are maintained using the Shipping Locations program.

  • Nature of transaction codes are maintained using the Intrastat Transaction Nature program.

Error messages

Messages pertaining to maintaining orders in status 0

You cannot maintain an order which is in status 0 - In process, until the system resets the status for you.

The following messages are typically displayed when you attempt to maintain an order which is in a status of 0 - In process:

  • Check that this order is not being maintained by another user before continuing. Do you wish to continue?

    The system cannot know exactly why the order is in status 0, so you need to ensure that the order is not actually currently being maintained by another operator before proceeding. If it is not currently being maintained by another operator, then select Yes to continue, else select No.

  • You are about to reset an order that is currently in process. You must check/reset all allocations first to avoid loss of allocations. Do you want to do so now?

    This message is displayed when you selected Yes to continue maintaining the order.

    The system is requesting your permission to check that all lot, bin and serial allocations have been successfully completed for all lines on the sales order, before it resets the order status for you.

    • Select Yes to perform the validation and reset the order status if all allocations are found to be complete for the order.

      If the allocations are not found to be complete, then one of the following occurs:

      • For a sales order you are prompted to reset the order status anyway.

        If you accept, then the sales order status is reset, leaving the allocations as they were. The responsibility lies with you to correct the allocations.

        If you do not accept, then the sales order is left in a status of 0 - In process.

      • For a credit note attached to an invoice, the system will restore previous allocations as per the invoice.

      • For a credit note not attached to an invoice, you are prompted to re-enter allocations.

    • If you select No, then the following message is displayed:

      This order is not available for maintenance until allocations have been checked.

      The system will not allow you to maintain the order as the lot, bin and serial allocations have not been checked and the order status is still 0 - In process.

      If you attempt to maintain the order again, the message: Check that this order is not being maintained by another user before continuing. Do you wish to continue? is displayed.

  • The sales order has been validated and the status has been reset.

    This message is displayed when you selected Yes to checking the allocations, and all lot, bin and serial allocations were found to have been done for the order. The system has reset the order from status 0 to its previous status, so you can now maintain it.

See also Sales Order Status Codes.

The nationality is a member of EC but EC VAT is not in use

This message is displayed when the EC VAT system is not required (Company Tax Options Setup) but the Capture non EC members delivery terms option is enabled (Intrastat Setup) and a valid EC Nationality code is defined against the customer or the order.

Although you can ignore the warning and capture the order, you cannot end the order until you change the Nationality code to a non EC nationality.

Ship quantity error - The number of decimals in stocking qty to ship has been exceeded

This error can occur due to rounding when converting between the different units of measure for a stock code. For example, based on how you defined the conversion factors, you could have a conversion calculation such as: 1/12 = 0.0833333333333' which would trigger this error message.

Enable the option: Units of measure - Round quantities in the Inventory Setup program to prevent this error.

This customer is a contract customer and there are no valid contracts for this stock code

This message is displayed when you enter the stock code and a Flat price contract exists for the customer (SO Contract Prices) but the unit of measure defined against the contract (SO Contract Pricing Maintenance) does not match the unit price for the stock code being sold.

For example, if the unit of measure defined in SO Contract Pricing Maintenance is EA, then the unit of measure for the stock code on the sales order line must also be EA.

Warehouse/Stock Code details no longer available. No further processing can be done because warehouse stock levels cannot be updated.

This is displayed when the stock code or warehouse on an order line cannot be found. Either the stock code or the warehouse may have been deleted or the stock code is no longer stocked in the warehouse specified on the line.

Warehouse/stock code missing

The message:

Warehouse/stock code details no longer available. No further processing can be done because warehouse stock levels cannot be updated. This order may only be cancelled. You can ignore the order by selecting 'Close' or cancel the order by selecting 'Cancel'.

is displayed when maintaining a Scheduled order if the stock code/warehouse link was deleted (Inventory Warehouse Maintenance for Stock Code) while the scheduled order had unallocated quantities either in ship or backorder.

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.

eSignature Transaction Description
SO Add sales order

Controls access to the New Order and Order Entry functions for Orders in the Sales Order Entry and Sales Order Entry Express programs.

SO Add credit note

Controls access to the New Order and Order Entry functions for Credit Notes in the Sales Order Entry and Sales Order Entry Express programs.

SO Add supply chain transfer

Controls access to the New Order and Order Entry functions for Supply Chain Transfers in the Sales Order Entry and Sales Order Entry Express programs.

SO Change sales order

Controls access to the maintenance of sales orders in the Sales Order Entry and Sales Order Entry Express programs.

SO Cancel sales order

Controls access to the Cancel Order function in the Sales Order Entry and Sales Order Entry Express programs.

SO Print sales order

Controls access to printing Sales order documents online using the Sales Order Entry and Sales Order Entry Express programs. This eSignature is applied for each document printed.

SO Copy sales order

Controls access to the Copy function in the Sales Order Entry and Sales Order Entry Express programs.

SO Change sales order status

Controls access to the Order Status field and function in the Sales Order Entry and Sales Order Entry Express programs.

This applies to manually changing a sales order status using the Sales Order Entry program. It does not apply when the system changes the status such as placing a sales order into suspense following a credit limit check.

SO Cash drawer

Controls access to the Cash Drawer function in the Sales Order Entry and Sales Order Entry Express programs.

SO Add sales order merchandise line

Controls access to the Enter Stocked Line and Enter Non-stocked Line functions in the following programs:

  • Sales Order Entry

  • Requisition Stores Issues and Transfers

  • Requisition Issue & Transfer Build Util

[Note]

This is not available in Sales Order Entry Express.

SO Change sales order merchandise line

Controls access to the maintenance of merchandise lines in the Sales Order Entry and Inventory Demand Review programs.

SO Cancel sales order line

Controls access to the Cancel Line function in the Sales Order Entry program.

This eSignature, together with the %LoadsExist condition, can be used to prevent operators from cancelling sales order lines against which Load Planning delivery loads exist.

SO Insert sales order line

Controls access to the Insert Before Line and Add to End functions in the Sales Order Entry program.

SO Add sales order non-merchandise line

Controls access to the addition of non-merchandise lines in the following programs:

  • Sales Order Entry

  • Requisition Stores Issues and Transfers

  • Requisition Issue & Transfer Build Util

[Note]

This is not available in Sales Order Entry Express.

SO Change sales order non-merchandise line

Controls access to the maintenance of non-merchandise lines in the Sales Order Entry program.

SO Orders Controls whether an operator can process an Order using the Sales Order Entry or Sales Order Entry Express program, and create an Order from the Quotation Confirmation program.
SO Billing Controls whether an operator can process a Billing using the Sales Order Entry or Sales Order Entry Express program and create a Billing from the Quotation Confirmation program.
SO Counter sales Controls whether an operator can process a Counter Sale using the Sales Order Entry or Sales Order Entry Express program.
SO Credit note Controls whether an operator can process a Credit Note using the Sales Order Entry or Sales Order Entry Express program.
SO Debit note Controls whether an operator can process a Debit Note using the Sales Order Entry or Sales Order Entry Express program.
SO Forward order Controls whether an operator can process a Forward Order using the Sales Order Entry or Sales Order Entry Express program, and create a Forward order from the Quotation Confirmation program.
SO Scheduled order Controls whether an operator can process a Scheduled Order using the Sales Order Entry or Sales Order Entry Express program, and create a Scheduled order from the Quotation Confirmation program.
SO I.B.T. Controls whether an operator can process an Inter Branch Transfer using the Sales Order Entry or Sales Order Entry Express program.
SO Hierarchical order Controls whether an operator can process an Hierarchical Order using the Sales Order Entry or Sales Order Entry Express program, and create an Hierarchical order from the Quotation Confirmation program.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operators program.

Activity Description
SO Allow override of reserve stock options when shipping sales orders Controls whether an operator can override the Reserve stock default ship status set in the Sales Orders Setup program when processing orders in the Sales Order Entry program.

When this activity is enabled, the operator is prompted to set the options for reserving stock when accessing the Sales Order Entry program (see SO Reserve or Ship Stock). In addition, the operator can indicate options for reserving stock when releasing items from backorder (Back Order Release) and when indicating demand criteria in the Inventory Demand Review program.

SO Mark order complete Controls whether an operator can use the Sales Order Entry program to set a sales order or a sales order line to complete (Status 9).
SO Show cost/profit

Controls whether an operator can view the price and value of a sales order line and the order value, merchandise value and invoice total when creating, maintaining or querying sales orders.

In addition, the transfer cost is not displayed when creating supply chain transfers or when browsing on sales order lines.

[Note]

If the operator is allowed to print supply chain documents on-line (SO Print SCT transfer) then the value of the order is printed and costs are revealed.

SO Maintain sales order after delivery note print

Controls whether an operator can maintain order lines or cancel an order once the delivery note has been printed, or when it is ready to be invoiced.

It also controls whether an operator can maintain detail lines for credit notes, debit notes and billings (i.e. the operator won't be able to add, change or cancel lines or add comments to these order types).

This also includes:

  • using the WIP Inspection or Job Receipts program to accept an item into stock for a job linked to a sales order for which a delivery note has already been printed.

  • using the Part Billings program to part bill a job linked to a sales order for which a delivery note has already been printed

[Note]
  • This does not prevent the operator from maintaining the sales order header information.

  • This activity is applicable only if the Maintenance allowed option is enabled at the After delivery note print maintenance field (Sales Orders Setup).

SO Order Entry - re-qualify Trade Promotions Controls whether an operator can use the Sales Order Entry, Sales Order Entry Express or Dispatch Note Maintenance program to apply a newly-created trade promotion (Promotion Code) to an existing sales order.
SO Allow maintenance of attached service charge

Controls whether an operator can change or cancel service charge lines attached to a stock item in the Sales Order Entry and Quotations programs.

[Note]

This does not apply to miscellaneous service charges (see Service Charges).

SO Create order with no lines Controls whether an operator can select the Create Order function from the Sales Order Entry program, and the Assign Order Number function from the Sales Order Entry Express program, to create a sales order with no order lines (i.e. to create a sales order header only).
SO Take payment Controls whether an operator can process a payment (including a deposit) against a sales order.
SO Cancel non-invoiced lines on a partially invoiced sales order Controls whether an operator can cancel a line which has not yet been invoiced on a sales order that has been partially invoiced.
[Note]

This activity works together with the option: After delivery note print maintenance (Sales Orders Setup) as follows:

  • If the setup option is set to Maintenance allowed, then the operator can cancel any line, irrespective of this activity.

  • If the setup option is set to No maintenance allowed, then the operator can cancel comment lines and non-invoiced merchandise, freight and miscellaneous lines if this activity is set to allowed. The operator cannot cancel partially invoiced lines.

SO Allow maintenance of attached service charge

Controls whether an operator can change or cancel service charge lines attached to a stock item in the Sales Order Entry and Quotations programs.

[Note]

This does not apply to miscellaneous service charges (see Service Charges).

SO Allow price change after line has been dispatched Controls whether an operator can override the price for a dispatched stocked line or change the price for a dispatched non-stocked order line using the Sales Order Entry or Sales Order Entry Express program.
GIT Transfer of lots on hold

Controls whether an operator can allocate a lot which is on hold when processing a Supply Chain Transfer (SCT) using the Sales Order Entry program or when processing a GIT Transfer Out transaction using the Inventory Movements program.

The following preferences are enabled when this activity is allowed:

  • Give warning if lot is on hold (SCT) (Sales Order Entry)

  • Give warning if lot is on hold (Inventory Movements)

SO Allow override of 'Invoice Whole Order' rule

Controls whether an operator can:

  • access the Invoice whole order field on a sales order.

  • produce a delivery note or an invoice (online or in batch mode) for a partially shipped order when the Invoice whole order only option is selected against the customer (Customers).

  • change the order status to <8> - to invoice while there are order lines containing a backorder quantity.

This applies in the Sales Order Entry, Quick Sales Order Entry and SO Counter Sales programs. This does not apply to Supply Chain Transfer orders.

This activity is disallowed by default.

SO Allow override of minimum order validation rule Controls whether an operator can process a sales order for a customer when the order value after discount is less than the Minimum order value defined against the customer (Customers).

The minimum order value check is performed in the following programs: Sales Order Entry, Quick Sales Order Entry, Quotations and Quotation Confirmation.

This activity also controls whether an operator can change the value of the service charge applied to an order (by the SO Service Charges from Order Entry program) which does not meet the Minimum order value criteria.

Refer to Customers - General Details - Minimum order rules for details.

[Note]

This activity is disallowed by default.

SO Order Entry - add line to delivery load where capacity is exceeded Controls whether an operator can use the Sales Order Entry program to add a sales order line to a delivery load if this would cause the capacity (volume/mass) of the load to be exceeded.
SO Allow insertion of lines on a partially invoiced sales order Controls whether an operator can insert lines into a sales order that has been partially invoiced and can change comment lines to be more than the original number of lines. The operator can insert any line type by selecting the Insert before line option from the Entered Order Lines listview of the Sales Order Entry program.
SO Allow job creation if insufficient stock Controls whether an operator can create a job from a sales order (see Insufficient Stock/Back Order) when the quantity ordered is greater than the quantity available.
SO Create p-order, requisition, or job if sales order in suspense Controls whether an operator can create a purchase order, requisition, or job from a sales order which is in a status of Suspense when the quantity ordered is greater than the quantity available (see Insufficient Stock/Back Order).
SO Include/Exclude in MRP calculation Controls whether an operator can exclude or include an entire sales order or a sales order line for a stocked or non-stocked item from the Material Requirements Planning calculation when adding or maintaining sales orders using the Sales Order Entry or Sales Order Entry Express program or when creating a SCT using the SO Supply Chain Transfer Creation program.
SO Copy - change codes Controls whether an operator can change the Customer or Warehouse fields when copying a sales order using the Sales Order Entry or Sales Order Entry Express program. This therefore controls whether the operator can copy a sales order to a new customer and from a new warehouse.
SO Allow change to geographic area if multiple ship-to-address in use Controls whether an operator can change the geographic area in the Sales Order Entry and SO Header Maintenance programs when multiple ship to addresses are in use. This is set to denied by default.
SO Orders Controls whether an operator can process an Order using the Sales Order Entry or Sales Order Entry Express program, and create an Order from the Quotation Confirmation program.
SO Billing Controls whether an operator can process a Billing using the Sales Order Entry or Sales Order Entry Express program and create a Billing from the Quotation Confirmation program.
SO Scheduled order Controls whether an operator can process a Scheduled Order using the Sales Order Entry or Sales Order Entry Express program, and create a Scheduled order from the Quotation Confirmation program.
SO Credit note Controls whether an operator can process a Credit Note using the Sales Order Entry or Sales Order Entry Express program.
SO Debit note Controls whether an operator can process a Debit Note using the Sales Order Entry or Sales Order Entry Express program.
SO Forward order Controls whether an operator can process a Forward Order using the Sales Order Entry or Sales Order Entry Express program, and create a Forward order from the Quotation Confirmation program.
SO Counter sales Controls whether an operator can process a Counter Sale using the Sales Order Entry or Sales Order Entry Express program.
SO I.B.T. Controls whether an operator can process an Inter Branch Transfer using the Sales Order Entry or Sales Order Entry Express program.
SO Hierarchical order Controls whether an operator can process an Hierarchical Order using the Sales Order Entry or Sales Order Entry Express program, and create an Hierarchical order from the Quotation Confirmation program.
SO Supply Chain Transfer Controls whether an operator can process a Supply Chain Transfer using the Sales Order Entry or Sales Order Entry Express program.
SO Add lines to existing dispatch

Controls whether an operator can add additional lines to an existing dispatch note when reviewing dispatch notes within the Sales Order Entry program.

The operator is forced to create a new dispatch note each time items are dispatched, even if multiple dispatches are being made from one sales order.

This activity does not apply when you access the Dispatch Note Review program directly from the main menu; only when you access the Dispatch Note Review program from Sales Order Entry.

[Note]

If you allow operators to add lines to existing dispatch notes, then you must enable the Manual release to invoice option in the Dispatch Notes Setup program.

SO Allow decimal overflow on aum quantity

Controls whether an operator can save a sales order line if a decimal overflow is encountered.

This option applies only if:

  • multiple bins are installed (quantities in bins are always held to 6 decimal places)

  • the maximum number of decimals defined against the stock code is less than 6

  • sales orders are entered in the alternate unit of measure defined against the stocked item.

If you enable this activity, then a warning message is displayed when a decimal overflow occurs, but the operator is not prevented from saving the order.

[Note]

This could cause inventory and bin quantities to differ owing to rounding errors when the alternate unit of measure quantity is converted to the stocking unit of measure quantity.

Refer to Maximum number of decimals (Inventory Setup) for an example on how this activity is affected by that option and the Maximum number of decimals defined against the stock code (Stock Codes).

Field considerations

Operator access to the following fields within this program can be restricted. You configure this using the Security Fields function of the Operators program.

Field Description
SO Salesperson code Controls whether an operator can access the Salesperson field within the Sales Order Entry or Sales Order Entry Express program.
SO Non-stocked back order quantity Controls whether an operator can manually change the back order quantity for a non-stocked line during processing in the Sales Order Entry or Sales Order Entry Express program.
SO Tax status

Controls whether an operator can access the Tax status field on a Sales Order Header using either the Sales Order Entry, Sales Order Entry Express or SO Header Maintenance program.

SO Customer company tax registration no

Controls whether an operator can access the Customer tax regn or Customer tax reg no field on a Sales Order Header in either the Sales Order Entry, Sales Order Entry Express or SO Header Maintenance program respectively.

Password considerations

Password access to the following functions in this program may be defined in the Password Definition program. When defined, the password must be entered before you can access the function.

Field Description
SO Entry of credit notes This password restricts access to processing a Credit note in the Sales Order Entry program.

The password is only requested for the first credit note processed during the run of the program (i.e. it is not requested for each credit note processed).

SO Allow credit in excess of original invoice This password restricts access to increasing the value of a credit note beyond the current value of the original invoice using the Sales Order Entry program.

For example: The original invoice value was 1000. The customer paid 700 off this invoice, leaving a balance of 300. If you try to raise a credit note (linked to this invoice) for more than 300, then this password is requested.

This does not apply to credit notes created from the Return Merchandise Advice system (RMA Issues and Receipts). A password for RMA credit notes can be defined against the password option: SO RMA Allow credit in excess of original invoice.

SO Entry of credit authority on release of sales orders This password restricts access to releasing an order from a status of Suspense in the Sales Order Entry or Dispatch Note Maintenance program.
SO Changing sales order discounts This password restricts access to changing sales order discounts when adding or maintaining a sales order using the Sales Order Entry or Quick Sales Order Entry program. This does not apply to non-stocked items.
SO Cancelling sales orders This password restricts access to cancelling a sales order by selecting the Cancel Order function the Sales Order Entry program.
SO Changing prices This password restricts access to changing sales order prices when adding or maintaining a sales order using the Sales Order Entry program and adding or maintaining stocked quotation lines in the Quotations program.
SO Entry of detail lines for non-stocked items This password restricts access to adding or maintaining a non-stocked item in the Sales Order Entry program.
SO Changing customer request date for sales order This password restricts access to changing the Customer request date field when adding or maintaining a sales order in the Sales Order Entry program.
SO Maintenance of sales orders This password restricts access to maintaining sales orders using the Sales Order Entry or Sales Order Entry Express program.
SO Maintenance of sales orders 'in process' This password restricts access to resetting sales orders which are in a status of 0 (in process) using the Sales Order Entry program.
SO Cost margin override in Sales Order Entry This password restricts access to overriding the minimum price percentage above cost (defined in Sales Orders Setup) when adding a line on a sales order, and when adding a line with a zero unit cost on a sales order or on a quotation line.
SO Use expired contracts in Sales Order Entry This password restricts access to applying an expired contract price (if it is the lowest price) to a contract customer.

It only applies when the Prompt for expired contracts option is enabled (Sales Orders Setup). When this setup option is enabled, and the lowest price selected/suggested is from a contract that has expired, the Price Lookup program (IMPPRC) prompts the operator to use the price from the expired contract. The password is requested when the operator selects to accept the contract price.

Hints and tips

Show all captions

  • Sometimes, by default, not all available captions are displayed on a form. It is therefore possible that a caption which is described in the help, is not visible on the form.

    To display all captions, right-click in the form and select Show Captions->Show All Captions from the shortcut menu.

Customer purchase order number

  • Once an invoice has been printed, you need to use the AR Invoices for Customer program if you want to change the customer's purchase order number. Select the Invoices & Payments option from the Query menu of the Customer Query program. Locate the invoice number and select the Change option from the Edit menu.

  • You cannot change the purchase order number against the order and reprint the invoice, as the original purchase order number is already stored against the reprint file.

Document transmission method

  • If you need to change the transmission method against active sales orders when a customer suddenly decides to receive sales order documents using a different method, you can do this as follows:

    • Update the information for active orders and reprint data at the time of making the change in the Customers program.

    • Use the Update fax/email from customer and Update fax/email on reprint data options in the Order Purge program.

Copy Sales order custom form data to Dispatch Notes

  • To copy custom form data from a sales order across to a dispatch note, the field names on the sales order custom form must match the field names on the dispatch note custom form, and the Copy custom form from sales order option must be enabled in the Dispatch Note Review program.

    For this to apply when dispatching online (i.e. from Sales Order Maintenance > End Order) you must enable the Copy custom form from sales order option in the Dispatch Note Review program and select Save Form Values as Default.

Automatically ship Free goods Trade Promotions

  • To automatically ship free goods for a sales order line that qualifies for a Tiered free goods promotion when the full quantity of the free good is available and the parent item is also shipped, enable the option: Ship full quantity line free goods (Trade Promotions Setup).

  • To automatically ship free goods for a sales order that qualifies for a Global free goods promotion when the full quantity of the free good is available and the parent items are also shipped, enable the option: Ship full quantity global free goods (Trade Promotions Setup).