You use this program to record and maintain various types of customer orders.
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 | ||||
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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. |
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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. |
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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.
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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. |
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.
Field | Description | ||||||||||
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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. |
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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. |
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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. |
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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.
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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).
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Copy custom forms |
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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.
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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:
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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.
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. |
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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:
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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. |
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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. |
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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. |
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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. |
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
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.
This lets you pre-define options you want to apply at the time of capturing quick entry quotes.
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 |
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Allow entry of cost markup/profit margin % |
Select this to be able to specify the required cost markup or profit margin percentage.
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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.
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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.
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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. |
Field | Description | ||||||||||||||||||||||||||||||||||||||
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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.
This option is disabled while the Save function is enabled on the Order Line form. See Restrictions and limits in Notes and warnings |
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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. |
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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. |
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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. |
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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. |
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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.
See Restrictions and limits in Notes and warnings See Activity considerations in Notes and warnings. |
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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:
See Activity considerations in Notes and warnings. |
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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.
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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.
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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. |
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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. |
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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:
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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. |
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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:
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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.
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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:
This option is disabled while the Save function is enabled on the Order Line form. |
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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:
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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). |
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Order | Indicate the sales order to maintain. This is only
enabled if you selected the option: Order
Maintenance from the Function menu.
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You use this screen to indicate the AR branch to use when processing orders for the current run of the program.
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 |
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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. |
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. |
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. |
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. |
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. |
This displays the last 10 orders captured for the current customer, according to the Sales Order entry date.
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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. |
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 | ||||||||||
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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:
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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.
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. |
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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.
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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.
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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. |
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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. |
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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. |
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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). |
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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).
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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. |
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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.
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Discount percentage |
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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.
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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.
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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.
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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.
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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.
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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). |
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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. |
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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. |
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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. |
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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. |
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Language | You can indicate the language code to use if you enabled the option:
Multi-language for document printing in the System Setup
program.
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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.
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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.
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. |
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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). |
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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 |
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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). |
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Sales order notes | This option is only enabled under one of the following
conditions:
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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.
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). |
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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.
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. |
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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. |
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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. |
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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. |
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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. |
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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:
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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.
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GST registration number | Indicate the GST registration number of the client who has to pay GST tax on the order. |
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 | ||||
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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. |
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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. You can only set a sales order to a status of 9 (complete) if:
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. |
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Convert this order to be a scheduled order |
Select this to convert a forward order to a scheduled order.
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Release details | |||||
Credit authority |
This indicates the authorization code that must be entered to release a suspended order that failed a credit check.
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). |
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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. |
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SCT reference | Indicates the reference number for a Supply Chain Transfer transaction. |
This pane displays information related to the customer. Customer details are maintained using the Customers program.
Field | Description |
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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:
|
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:
When a payment is processed:
The new average number of days to pay is calculated as:
|
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. |
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. |
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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. |
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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 |
|
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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. |
This pane displays information on sales orders recently processed for the selected customer.
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:
|
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Add To End | This enables you to add one of the following types of
order lines after the last order line in the
listview:
|
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Change | Select this to maintain the currently highlighted order
line.
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. |
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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.
|
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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 -> -> for additional details. |
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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. |
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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:
|
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.
|
||||
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. |
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. |
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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.
|
||||
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 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. |
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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. |
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 |
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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) |
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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. |
Field | Description |
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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:
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. |
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.
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Refer to TPM Promotion selection Global and Line for additional information.
When you apply a trade promotion, the warehouse to use for the trade promotion is determined as follows:
For a Line promotion:
For a Global promotion:
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.
You use this screen to enter order lines for stocked items.
Field | Description | ||||||||||||||||||||||||
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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.
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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. |
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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
Changing the warehouse against a line
Refer to Warehouse for Trade Promotion for details on the warehouse used for trade promotions. |
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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. |
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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). |
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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. |
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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.
If all of the following are true:
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.
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.
This field is disabled when processing a Debit note or a Credit note and the Allow zero qty option is enabled. |
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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 |
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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.
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. |
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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:
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. |
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Stock qty to ship | Indicate the quantity of the ordered stock item that
will be shipped. This field is only enabled when:
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). |
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Stock qty to reserve | Indicate the quantity of the ordered stock item that
will be reserved. This field is only enabled if:
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). |
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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. |
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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. |
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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. |
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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.
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). |
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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. |
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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.
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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 |
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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. |
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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. |
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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.
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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. |
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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. |
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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. |
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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.
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. |
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Contract information |
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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:
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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). |
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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. |
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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. |
This is an editable pane and therefore Hyperlinks and Exceptions cannot be defined (Form functions). |
Field | Description | ||||
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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:
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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. |
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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.
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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).
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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.
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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. |
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Supplementary units |
Select to indicate that a supplementary unit must be used for the tariff code. |
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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. |
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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. |
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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. |
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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. |
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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.
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Field | Description |
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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.
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Stock code |
This displays the stock code for the order line. Selecting the stock code enables the following options:
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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).
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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 | ||||||||||||||
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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. |
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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. |
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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.
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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 | ||||
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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.
To enable the interchange of stock codes for the customer:
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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:
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. |
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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. |
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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. |
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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. |
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:
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Discount percentage(s) |
Enter the discount/surcharge percentages you want to apply.
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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.
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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. |
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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. |
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.
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 | ||||
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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. |
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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. |
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Description |
Enter a description for the non-stocked item. This description can be printed on delivery notes and invoices. |
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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. |
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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). |
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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 ). |
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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.
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 ). |
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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. |
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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. |
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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. |
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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). |
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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.
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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. |
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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. |
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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. |
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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). |
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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.
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. |
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.
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||||
Taxable | You use this option to indicate whether the order
line is taxable, and the applicable tax code that must be
used.
|
||||
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.
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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. |
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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. |
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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. |
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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. |
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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. |
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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. |
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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. |
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.
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).
|
||||
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.
|
||||
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).
|
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). |
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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.
|
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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.
|
||||
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).
|
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.
|
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. |
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.
|
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.
|
||||
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). |
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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). |
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. |
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).
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. |
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 |
|
||||||
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.
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. |
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).
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).
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.
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.
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:
|
||||
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.
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.
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
|
||||
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. |
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:
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.
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.
|
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:
|
||||
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.
|
||||
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.
|
||||
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.
|
||||
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:
|
||||
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. |
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:
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).
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 |
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.
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.
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.
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.
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.
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 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.
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.
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.
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. |
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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. |
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SO Cash drawer |
Controls access to the Cash Drawer function in the Sales Order Entry and Sales Order Entry Express programs. |
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SO Add sales order merchandise line |
Controls access to the Enter Stocked Line and Enter Non-stocked Line functions in the following programs:
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SO Change sales order merchandise line |
Controls access to the maintenance of merchandise lines in the Sales Order Entry and Inventory Demand Review programs. |
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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. |
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SO Insert sales order line |
Controls access to the Insert Before Line and Add to End functions in the Sales Order Entry program. |
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SO Add sales order non-merchandise line |
Controls access to the addition of non-merchandise lines in the following programs:
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SO Change sales order non-merchandise line |
Controls access to the maintenance of non-merchandise lines in the Sales Order Entry program. |
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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. |
Operator access to the following activities within this program can be restricted. You configure this using the Operators program.
Activity | Description | ||||
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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. |
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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.
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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:
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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.
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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.
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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.
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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:
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SO Allow override of 'Invoice Whole Order' rule |
Controls whether an operator can:
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. |
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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.
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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.
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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:
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.
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). |
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 |
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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 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 |
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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. |
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
-> from the shortcut menu.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.
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.
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.
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).