Sales Orders > Sales Order Processing > Sales Order Entry > Sales Order Header Maintenance

Sales Order Header Maintenance

You use this program to capture the header details applicable to an entire order.

Sales Order Header Information

Field Description
Save Select this to apply all the changes you made to the order header.
Cancel Select this to ignore any changes you made and to return to the previous screen.

New Ship Date

This screen is displayed when you change the Ship date for the order and save the information.

Field Description
Change all order lines to have new ship date Select this to apply the ship date you entered in the Ship date field to all order lines.
Enter new customer request date for all lines Select this to change the Customer request date for all lines on the order.

When you select this option, the date field is enabled for you to enter the new Customer request date required.

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

Shipping Information

You use the options on this pane to view and amend the current delivery address details to which goods will be shipped for the customer. The Sold to Address details are also displayed and you can optionally specify that this must be used as the ship address.

Field Description
Address Selection  
Multiple Ship Address Select this to use the SYSPRO Multiple Customer Address List program to select a specific ship to address from a list of addresses for the customer.

When maintaining information on the header for a Dispatch note, you will not be able to select a different address code if the sales order is defined as using line level address codes (Sales Order Entry). The message Cannot change address code from " " when dispatching by address code is displayed.

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.

Ship To Address Select this to use the Ship to address defined against the customer (Customers).
Sold To Address

Select this to replace the Ship to address with the Sold to address details for the order.

The Sold to address usually indicates the address to which the invoice documentation must be routed and is defined against the customer (Customers).

Ship to address This indicates the address to which the items must be sent.

The ship address assigned to the customer is used when you query or print an order. If you change the customer's ship address details for a particular order, then the information held against the order is used when querying or printing that order.

You can manually change this address or use the Address Selection function to apply an address.

[Note]

If, against the order, you selected the option: Ship address per line (Sales Order Entry) then the ship address defined against each individual order line is used.

Ship to name This indicates the name of the customer that you selected for the order. You can change the name if the Ship to name differs from the name defined against the client (Customers).
Address

This defaults to the default address defined against the customer (Customers) and which will be used as the default address for the order. If you are processing a Supply Chain Transfer order type, then the address of the target warehouse is displayed in these fields.

The system automatically displays the customer's address, excluding the postal/zip code. If no Ship to address is defined (or you need to enter a different address) you can enter the applicable address here.

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 (regardless of whether the customer's Ship to Address details change) then you must enable the option: Fix address at time of order entry (Sales Orders Setup). If you do not select this option, then the latest Ship to Address held against the customer is used when querying or printing an order that is still in progress.

If, against the order, you selected the option: Ship address per line (Sales Order Entry) then the ship address defined against each individual order line is used.

Postal/zip code This indicates the postal/zip code of the Ship to address.
Language You can indicate the language code to use if you enabled the option: Multi-language for document printing in the System Setup program.
[Note]

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

Sold to address The Sold to address defined against the customer is displayed for information purposes. You can use the Address Selection function to change the Ship to address to the Sold to address if required.
Sold to name This indicates the name and address. This is defined against the customer (Customers - Sold to address).
Language You can indicate the language code to use if you enabled the option: Multi-language for document printing in the System Setup program.
[Note]

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

Email address Indicate the email address to which you want to email the Dispatch note and Dispatch invoice for the current order. This defaults to the email address defined against the customer (Customers).

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

  • select the Preference: Use email address from document (SO Document Formats - Print Options) against the format you are using for the documents
  • define the document format used to print the document as either a Word or a SRS document (SO Document Formats)

This email address only applies for Dispatch Notes. For sales orders, the email address is maintained in the Order Header pane of the Sales Order Entry program.

Shipping Instructions

Indicate the shipping details that you want to assign to the order. This includes the ship date, special instructions, ship via, and alternate key information.

You can additionally indicate to apply the available ship quantity to an order. You also use this tab to view and amend details that will be printed on delivery notes and invoices.

Ship date Indicate when 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 Options function. For a Scheduled order, this indicates the default line ship date.

When you maintain the order header 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.

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

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

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

Within the Sales Orders Setup options you can configure the system to force the entry of an alternate key when capturing orders.

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

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

Ship via code Select this to use the Browse on Shipping Instructions program to select a shipping instruction code to apply to the order.

If you indicated that your Ship 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.

Ship via description

Indicate the shipping message that you want to print on delivery notes and invoices.

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 message defined against the Shipping instructions default message option (Sales Orders Setup) is displayed.

Apply available ship quantity Select this to indicate that the program must calculate the quantity of stock that is available to ship.
[Note]

This applies available quantity as you add order lines. It is not a function that will change all existing lines from backorder to ship.

The difference between this and the Apply available ship quantity preference in Sales Order Entry, is that this option is saved on the order header and is used whenever the order is accessed (i.e. when you select this option in the header, it sets it in memory so that the next time you add a line, it will try and apply the available quantity for this order).

Note that the preference Automatically put order qty into back order (Sales Order Entry) still takes precedence over this option.

This option is not available when the SO Header Maintenance program is called from the SO Supply Chain Transfer Creation, Sales Order Import, Quotations, Quotation Confirmation and Part Billings programs.

Invoice

You use the options on this pane to view and amend customer invoice details for the order that you are processing.

Field Description
Invoice information  
Invoice number

You can only access this field if you are processing a credit note, debit note or billing document and the Billing type is set to Post-billing with invoice (Sales Orders Setup).

If you are processing a Billing document and you do not enter an invoice number, the invoice number is assigned as follows:

  • If the option: Order number moved to invoice number is selected (Sales Orders Setup) then the order number becomes the invoice number providing this is the first invoice for the order. If this is not the first invoice for the order and the option: Automatic invoice numbering - order release is set to Yes (Set Key Information) then the next invoice number By company or By branch (Set Key Information) is assigned to the invoice. If the Automatic invoice numbering - order release is set to No, then a manual invoice number must be entered.
  • If the option Order number moved to invoice number is not enabled (Sales Orders Setup) then depending on the invoice numbering method selected (Sales Orders Setup) the next invoice By company or By branch is allocated to the invoice. If this is not the first invoice for the order then the next invoice By company or By branch is allocated to the invoice unless the option: Order release - automatic invoice numbering is not selected when a manual invoice number must be entered.

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.

If you enter an existing invoice number when processing a credit note for a sales order invoice, you can select (from the original invoiced sales order) those lines you want to credit (see SO Sales Order Lines from Reprint). Similarly, if you enter an existing dispatch invoice number when processing a credit note for a dispatch invoice, you can select (from the original dispatch invoiced sales order) those lines you want to credit (see SO Dispatch Order Lines from Reprint).

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 that was selected using the Options function from the main Sales Order Entry window.

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. The branch cannot be changed using the SO Header Maintenance program when processing a SCT.

[Note]

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

AR invoice terms This defines the period in which a customer qualifies for discount and the period within which an invoice is due to be paid. The default terms held against the customer is reflected here, but you can select the invoice terms that you want to apply to the order. (Customers).
Ordered by

Indicate the order type for the order. Order types are maintained using the Order Types program.

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

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

This is the default wording for this field, but is replaced by whatever wording you defined for the Order typePrompt field (Sales Orders Setup).

Geographic 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 defined by geographic area (Company Tax Options Setup) then you are prompted to change all lines to the new area tax codes. If you select Yes, then all lines are updated accordingly.

[Note]

You can change the geographic area when:

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

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

  • multiple ship to addresses are in use, providing the activity: SO Allow change to geographic area if multiple ship-to-address in use is allowed against your operator code.

GIT reference Enter a reference number for a Supply Chain Transfer transaction.

This field is only enabled if the option: Goods in transit reference is set to Manual (Set Key Information).

Payment method The entry made at the Payment method field is output to the sales tax file and is reflected against each invoice printed on the Sales Tax. In some countries this field is used to indicate whether sales tax is immediately due.
OptionDescription
CreditSelect this to indicate that the customer payment method is on credit.
CashSelect this to indicate that the customer payment method is cash.
Exchange rate details  
Fixed rate This option enables you to access the Exchange rate field and specify the exchange rate applicable to the currency of the customer.
Exchange rate This indicates the currency exchange rate applicable to the currency assigned to the customer (Customers). You can access this field only if the Fixed exchanged rate option is selected.
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 for the country in which the account/supplier/customer is located.
[Note]

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

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.

[Note]

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

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

This field defaults to the delivery terms defined against the customer.

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

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

Nature of transaction

This indicates a three-character numeric code denoting the type of transaction being declared on the Supplementary Declaration.

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

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

This information is printed on the Supplementary Declaration for dispatches.

Mode of transport

This indicates a two-character numeric code denoting the mode of transport used to deliver the goods.

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

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

Process

This indicates a single-character numeric code denoting the process used.

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 Aggregate Sales Listing summary report.

Triangulation required

Select 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.

Declaration exchange rate This field displays the declaration exchange rate defined against the currency (Currencies - EC Rates).

This exchange rate is used to calculate the local currency transaction value printed on the Supplementary Declaration for dispatches and Aggregate sales Listing (Sales Tax EU) and differs from the normal exchange rate used for transactions.

Tax information

You use these options to amend the tax status of orders you intend processing for the customer during the current run of the program.

See Field considerations in Notes and warnings.

[Note]
  • When you change the Tax/GST status and there are existing lines on the order, the totals in the Order Totals pane of the Sales Order Entry program are recalculated and refreshed when the order header is saved.

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

Tax status If the default exempt status held against the customer is changed, then this is indicated on the Sales Tax.
OptionDescription
TaxableSelect this to apply tax to the invoice for this order based on the tax code assigned to the stock code (Stock Codes).
Non taxable

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

If you select this option, then you will be unable to access the Taxable and Tax code fields in the Sales Order Entry and Quotations programs.

Taxable (use 'other' )Select this to apply tax to the invoice for this order based on the other tax code assigned to the stock code (Stock Codes).
Tax exemption no Indicate the tax exemption number of the customer where the customer qualifies for tax exemption on certain goods.
Customer tax reg no Indicate the customer's company tax registration number applicable to the order. This information is defined against the customer using the Customers program.

See Field considerations in Notes and warnings.

[Note]
  • If you enabled the option: Tax registration number mandatory - Invoicing, (Sales Orders Setup) then an entry must exist here before you can produce an invoice.

  • If you enabled the option: Tax registration number mandatory - Order entry, (Sales Orders Setup) then an entry must exist here before you can produce an order.

The following information is only displayed if you selected the USA Tax by advanced geocodes system or the USA AVP sales tax system (Company Tax Options Setup). See also Browse on Extended Tax Codes.  
State (extended tax code) This indicates the state code that forms part of the full tax geo code.
County (extended tax code) This indicates the county code that forms part of the full tax geo code.
City (extended tax code) This indicates the city code that forms part of the full tax geo code.
Extended tax code This indicates the geocode applicable to the order.
Extended tax base rate This indicates the base rate for the extended tax code.

Additional Information

This pane provides additional information relating to the order.

Field Description
Order capture information  
Operator who last changed this order This indicates the code of the operator who last amended the order.
Operator who last released this order This indicates the code of the operator who released the order from a status of Suspense. An order is typically placed in a status of suspense by the system if the customer's credit limit or credit terms have been exceeded. See Sales Orders Setup.
System date at entry This indicates the system date on which the order was originally captured.
Order captured at This indicates the time at which the order was originally captured.
Date last delivery note printed This indicates the time at which the last delivery note was printed for the order.
Delivery note This indicates the document number of the last delivery note printed for the order.
Date last invoice printed This indicates the date on which the last invoice was printed for the order.
Last invoice printed at This indicates the time at which the last invoice was printed for the order.
Invoice This indicates the document number of the last invoice printed for the order.
Time taken (in minutes)  
Time take to add the order This indicates the number of minutes taken to capture the order.
Time take to change the order This indicates the number of minutes taken to change the order.

Notes and warnings

Program access

  • This program is loaded when you select the Change Order Header option from the Edit menu of the Sales Order Entry program.

Restrictions and limits

  • The Field Selector option enabling you to add custom form fields to the Shipping Information pane is disabled until the sales order number has been allocated, because the sales order number forms part of the key. Custom form fields are saved in the CusSorMaster+ table.

Intrastat considerations

  • Delivery Terms and Shipping Location's can only be captured if:

    • a valid Nationality code has been entered, and EC Vat is in force, or

    • the option Capture non EC members delivery terms is enabled in the Intrastat Setup program.

  • The Delivery Terms and Shipping Location defaults defined in Suppliers and Customers take precedence over those defined in the Intrastat Setup program.

  • To reflect the Delivery Terms and Shipping Location on sales order and purchase order documents, ensure that these fields are enabled in the document format setup programs (only available with Word and SRS document printing).

  • Delivery terms are maintained using the Intrastat Delivery Terms program.

  • Shipping locations are maintained using the Shipping Locations program.

  • Nature of transaction codes are maintained using the Intrastat Transaction Nature program.

Field considerations

Operator access to the following fields within this program can be restricted. You configure this using the Security Fields function of the Operators program.

Field Description
SO 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.