Sales Order Entry Express

Sales Orders > Sales Order Processing > Sales Order Entry Express

Sales Order Entry Express

You use this program to capture sales orders using a grid-style entry process.

The functionality available is similar to SYSPRO's standard Sales Order Entry program (which is form-based) except that the express version provides a simplified process of data capture on a single screen.

A treeview structure shows details such as comment lines, kit components, miscellaneous or freight charges.

Toolbar and menu

Field

Description

File

Cancel Order

Cancels the entire order and discards any entries made to the order you are currently processing or maintaining.

Order Entry

Processes a new order.

Order Maintenance

Maintains an existing order.

Copy

Creates a copy of an existing sales order.

TPM

Global Promotions

View/apply global promotions applicable to the order.

Query

Order Value

Displays the value of the sales order based on the original and outstanding amounts.

Customer Query

Displays detailed customer information.

Customer Sales Movements

Displays sales movements for the customer.

Options

Branch

Defines the branch to use for orders for the current run of the program.

Dates

Defines the default dates you want to use for the current run of the program.

SCT Warehouses

Defines the warehouses to use for a supply chain transfer order.

Counter Sales

These options are only enabled when you select a counter sale order type.

Change Cash Drawer

Selects a cash drawer against which to process a counter sale transaction.

Open Cash Drawer

Physically opens the cash drawer without printing an invoice.

View Deposits

View all deposits that have been recorded, but not yet applied as payments.

Select Deposit

This option is available only when maintaining an order and where no order number is selected.

Pay Cash Out

Pay out money that is not attributable to a customer or an invoice.

Take Cash In

Receive money that is not attributable to a customer or an invoice.

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.

The warehouse field on the stocked line is disabled when maintaining the line, and you will need to save your changes before you can change the warehouse.

Order Commitment Graph

Graphically represent details of your sales order commitments projected into the future for a range of selected customers.

Customer

Enter the customer against whom to process an order.

New Order

Process a new sales order.

Reserve/Ship

Indicate the options you require for reserving stock.

Type

Option	Description
Order	Select this to enter a customer order that you want to deliver in full or that you want to part-deliver.
Billing	Indicates a customer order that must be processed immediately.
Scheduled Order	Indicates a customer order that you want to process at a specific date in future, or where the customer has requested different delivery dates for the items on the sales order.
Credit Note	Processes a credit (or refund) against a customer's account and produce a formal document for the customer. When you process a credit note linked to an existing invoice that includes an Off Invoice promotion with an Off invoice allowance type of Line promotion, then these lines are recorded against the credit note if the trade promotions setup option Credit off invoice lines from invoices is enabled. In addition, when a qualifying credit note line quantity is changed, the value of the off invoice promotion miscellaneous line is reduced based on the quantity credited. The value of the promotion recorded on the miscellaneous line is simply calculated on a pro-rata based on quantity credited.
Debit Note	Processes a debit adjustment against a customer's account and produces a formal document for the customer.
Forward Order	Processes customer orders that require stock allocations to be made at a future date.
Counter Sale	Processes a cash sale over the counter.
IBT	Processes stock transfers between branches in your company.
Supply Chain Transfer	Transfers stock between multiple warehouses in your company.

Save Order and End without Printing

Saves and closes the order.

Save Order and Print Document

Ends the order and prints the relevant document immediately.

Save Order and Display Printing Options

Ends the order and displays Finalize Sales Order window.

Take Payment

Processes payment details for an order without having to capture a counter sale order.

Order Header

Maintains the header details for the order you are currently processing.

Assign Order Number

Assign an order number prior to adding order lines.

See Activity considerations in Notes and warnings.

Order

Enter the order you want to maintain.

Order Header

Field

Description

Header Details

Sales order

The sales order number you are currently processing or maintaining is displayed. Select the Assign Order Number option to enter an order number.

Document type

This displays the type of order you are currently processing.

Order status

This displays the current status of the order.

Invoice whole order

This indicates 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).

Customer purchase order

This indicates the purchase order reference supplied by your customer for the order.

Order branch

Enter the branch applicable to this sales order only.

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.

Area

Enter the geographic area applicable to the customer for this order.

Order date

Enter the date on which the order is captured, or the date on which the sale is made.

Ship date

Enter when the ordered stock is due to leave the warehouse.

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.

Payment method

The selection made here is output to the sales tax file and is reflected against each invoice printed on the Sales Tax report.

Ordered By

Enter the order type that classifies the type of sale made for the order.

Alternate key

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

Set default order quantity to 1

Default the order quantity to 1 every time you add a stocked line to the order.

When enabled, the order quantity is set to 1 and the relevant line ship and backorder quantities are refreshed after a valid stock code is entered.

This option is not displayed by default. It is added using the Show Captions option.

Include in MRP

Deselect this to exclude the entire purchase order from the Material Requirements Planning calculation. When excluded, your selections for MRP inclusion/exclusion at line level are ignored.

See Activity considerations in Notes and warnings.

Order discount percentage

You use these fields to enter up to 3 chained discount or surcharge percentages to apply to the order value of merchandise lines.

Discount percentage

Option	Description
Less	Select this to subtract a discount from the total order value, based on up to 3 chained discount percentages.
Plus	Select this to add surcharges to the total order value, based on up to 3 chained percentages.

Discount %1

Enter the 1st discount/surcharge percentage you want to apply to the order.

Discount %2

Enter the 2nd discount/surcharge percentage you want to apply to the order.

Discount %3

Enter the 3rd discount/surcharge percentage you want to apply to the order.

Tax

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.

Tax status

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

Option	Description
Taxable	Select this to apply tax to the invoice for this order based on the tax code assigned to the stock code.
Non taxable	Select this to issue an invoice to a customer who qualifies for tax exemption and no tax should be calculated.
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.

Tax exemption

Enter the tax exemption number of the customer where the customer qualifies for tax exemption on certain goods.

Customer tax regn

Enter the customer's company tax registration number applicable to the order.

Extended tax code

This indicates the code that forms part of the full tax geo code. This is only displayed if either the USA Tax by advanced geocodes system or the USA AVP sales tax system is enabled.

Intrastat details

When creating a sales order for an EC customer you must enter the EC information required for EC statistical reports.

Shipping location

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

Nationality

This indicates the nationality code for the country in which the account/supplier/customer is located.


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

Delivery terms

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

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.

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.

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.

The default can be changed if required.

Mode of transport

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

Process

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

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, the Triangulation required option must be enabled (Company Setup) and the Triangulation options for the currencies in which you want to process sales orders must be define in the Currencies program.

Sales order notes

Use the notepad editor program to add free format notes to the order.

Address

Field

Description

Ship address

Ship to name

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

Building

Enter the name of the building in which the customer is located.

Street

Enter the street name and number of the customer's address.

City

Enter the city in which the customer is located.

Locality

Enter the locality (e.g. suburb) of the customer.

State

Enter the state or province of the customer's address.

Country

Enter the country in which the customer is located.

Zip

Enter the postal or zip code for the customer's address.

Geolocation

Enter the longitude and latitude of the 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.


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

Shipping Details

Ship via code

Enter the shipping instructions.

Ship via

Enter the shipping instructions.

Customer Information

Field	Description
Basic Details
Customer	Indicates the code of the customer for whom you are adding or maintaining the order.
Customer class	Indicates the category to which the customer has been assigned.
Customer branch	Indicates the branch assigned to the customer.
Area	This indicates the geographic area location assigned to the customer.
Currency	Indicates the currency in which the order was captured.
Exempt status	Indicates whether the customer is exempt from sales tax.
Invoices	View customer invoices and their corresponding payments.
Sold to address	Indicates the address to which documentation such as statements and invoices must be sent for the customer.
Sold to name	Indicates the customer name.
Building	Enter the name of the building in which the customer is located.
Street	Enter the street name and number of the customer's address.
City	Enter the city in which the customer is located.
Locality	Enter the locality (e.g. suburb) of the customer.
State	Enter the state or province of the customer's address.
Country	Enter the country in which the customer is located.
Zip	Enter the postal or zip code for the customer's address.
Geolocation	Enter the longitude and latitude of the address.
Credit information
Credit limit	Indicates the credit limit defined against the customer.
Over limit	Indicates the amount by which the customer's credit limit has been exceeded.
Order value	Indicates the value of orders and dispatch notes not yet invoiced for the customer.
Number of orders	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.
Last payment	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.
Customer notes	This displays the first few lines of customer notes for the customer. You enter these notes within the Customer Query program.

Sales Order Lines Capture

You use this pane to enter order lines for the order.

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

Field

Description

Line type

Select the order line type from the drop down option at this field.

Option

Description

Comment

Enter comment lines against the order or against a previous stocked line.

When comments are attached to a line (i.e. by selecting the option: Attach comment to a previous line) the comment is printed only if the line to which the comment is attached is printed, or any subsequent qualifying order line preceding the comment line is printed.

If you delete the stocked line to which a comment is attached and insert other lines, the comment line will be attached to the next stocked line between the deleted stock line and the comment. If a stocked line does not exist, the comment will remain unattached.

Warehouse

Enter the warehouse from which you will ship the stock.

See Restrictions and limits in Notes and warnings

Stock code

Enter the stock code of the item being ordered.

Description

This indicates the description for the item.

Order qty

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

Ship qty

Enter the quantity of the item to be delivered.

BO qty

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

Supply request

Select this to indicate what action to take when there is insufficient stock.

Price code override

Select this to change the default price code displayed.

Price code

Enter a price code.

Price override

Select this to change the default price displayed.

See Activity considerations in Notes and warnings.

Price

Enter the price of the item.

Price uom

Enter the pricing unit of measure.

Net value

The net value for the line is displayed in this field.

Include in MRP

Deselect this to exclude the purchase order line from the Material Requirements Planning calculation. Your selection here has no effect when the entire sales order is excluded from the MRP calculation at Order Header level.

See Activity considerations in Notes and warnings.

Order Information

Field	Description
Split commissions	Indicates which salespersons were involved with the order and the commission percentages applicable to each.
Salesperson 1	Enter the salesperson to whom you want to assign a percentage of the commission.
Commission %1	Assign commission to the salesperson responsible for the sale.
Salesperson 2	Enter the 2nd salesperson to whom you want to assign a percentage of the commission.
Commission %2	Assign commission to the salesperson responsible for the sale.
Salesperson 3	Enter the 3rd salesperson to whom you want to assign a percentage of the commission.
Commission %3	Assign commission to the salesperson responsible for the sale.
Salesperson 4	Enter the 4th salesperson to whom you want to assign a percentage of the commission.
Commission %4	Assign commission to the salesperson responsible for the sale.
Order Comments	Uses the Notepad Editor program to add free format notes to the order.

Invoice Totals

Field	Description
Calculate Invoice Totals	Refreshes the order totals.
Order Totals
Order value	Indicates the total value of the order, after discounts and including tax.
Order tax	Indicates the total value of tax for the outstanding order value.
Order total	Indicates the total outstanding order value.
Invoice tax	Indicates the total value of tax for the outstanding invoice value.
Invoice total	Indicates the total outstanding invoice value.
Currency of order	Indicates the currency in which the order was captured.
Hash totals
Merchandise value	Indicates the total value of merchandise items, including non-stocked items, for the order.
Hash quantity	Indicates the total quantity of merchandise items, including non-stocked items, for the order.
Volume	Indicates the total volume of merchandise items, including non-stocked items, for the order.
Mass	Indicates the total mass of merchandise items, including non-stocked items, for the order.

Recent Purchases

This displays a list of the customer's recent purchases (only applicable to customers where the customer/stock code cross reference option is enabled (Customers).

Field

Description

Refresh

Populates the list view with the details of recent purchases for the customer.

Insert as Order Lines

Adds the line currently highlighted into the order.


	The available stock is checked against the warehouse and the ship and back order quantities are updated accordingly. You won't be able to change the Order UOM as this could affect stock availability in the warehouse.

Clear

Removes all lines displayed in the list view.

SO Template

This enables you to view sales order templates currently defined.

Field

Description

Type

Option	Description
General template	Use a general template.
Customer template	Use the template for the current customer.

Template

Enter the code of the general template you want to display.

Insert Lines

Add all lines with a quantity greater than zero to the quote.

Recent Sales Orders

This pane displays information on sales orders recently processed for the selected customer. The listview in this pane displays the last 10 orders captured (according to entry date) for the current customer.

Notes and warnings

Restrictions and limits

Unlike in Sales Order Entry, the Warehouse cannot be changed once a line is added. The line must be deleted and recaptured with the required warehouse together with the lots, bins and serials where applicable.

Bought-out at warehouse level considerations

For scheduled orders, if the Use LDT + DTS to calculate ship date when there is insufficient stock preference is enabled (Sales Order Entry) and the stock item is defined as bought-out at warehouse level (Inventory Warehouse Maintenance for Stock Code) then at the time of creating the purchase order the ship date is calculated using the lead time defined against the warehouse instead of the values held against the stock code.

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.

Facilities not currently supported

Custom Forms for non-merchandise lines.

Saving order details

Order details are not saved as each order line is entered, but at the end of capturing the order when you select one of the Save Order icons. Lots, bins and serials are not allocated or reserved until the order is saved.

Adding sales order notes

You need to save the order before you can add sales order notes (notes can only be assigned against an existing order number). Alternatively, you can select the Assign Order Number function to assign an order number prior to entering any lines. This will allow you to capture sales order notes without having to end and then maintain the order.

Global Trade Promotions

If you have defined trade promotions and:
- the customer is defined as a trade promotions customer
- a global promotion exists which applies to the sale order
- you have not selected to automatically apply global promotions
then you need to select the relevant global promotion on saving the order.
If you selected to automatically apply global promotions then the promotions will be applied when the order is saved.

Associated products promotion levels

Discounts for the associated products are applied at the end of the order if the promotion level is reached.

The promotion discount for the associated product line is calculated as a percentage of the line value.

If the total associated products level is not greater than the promotion level, then the promotion discount is added to the total promotion discount.
If the total associated products level is greater than the promotion level, then a portion of the discount corresponding to the remaining level is added.

Example of a promotion of 20 associated products in an order receiving a 10% discount:

Order line	Line value	Discount
1 (10 associated products used)	1000	100 (discount calculated on the total value of the items)
2 (5 associated products used)	500	50 (discount calculated on the total value of the items)
		5 remaining items out of 20 applicable for promotion
3 (10 associated products used)	1000	25 (discount calculated on the portion of the remaining 5 items)

When the promotion level has been reached, or all lines on the order have been processed, then a miscellaneous line is added to the grid displaying the description of the promotion and the discount amount.

Limiting budgets

If an order is cancelled, deleted or changed and the allocated amount falls below the budget amount, the promotion will automatically be reactivated. This only applies if the Reactivate promotion when limit utilization reduced trade promotions setup option is enabled.
If a promotion limit is exceeded during an order creation, the promotion will still be applied for that order. This only applies if the Apply promotion if limit will be exceeded trade promotions setup option is enabled.

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.

eSignature Transaction	Description
SO Add sales order	Controls access to the New Order and Order Entry functions for Orders in the Sales Order Entry and Sales Order Entry Express programs.
SO Add credit note	Controls access to the New Order and Order Entry functions for Credit Notes in the Sales Order Entry and Sales Order Entry Express programs.
SO Add supply chain transfer	Controls access to the New Order and Order Entry functions for Supply Chain Transfers in the Sales Order Entry and Sales Order Entry Express programs.
SO Change sales order	Controls access to the maintenance of sales orders in the Sales Order Entry and Sales Order Entry Express programs.
SO Cancel sales order	Controls access to the Cancel Order function in the Sales Order Entry and Sales Order Entry Express programs.
SO Print sales order	Controls access to printing Sales order documents online using the Sales Order Entry and Sales Order Entry Express programs. This eSignature is applied for each document printed.
SO Copy sales order	Controls access to the Copy function in the Sales Order Entry and Sales Order Entry Express programs.
SO Change sales order status	Controls access to the Order Status field and function in the Sales Order Entry and Sales Order Entry Express programs. This applies to manually changing a sales order status using the Sales Order Entry program. It does not apply when the system changes the status such as placing a sales order into suspense following a credit limit check.
SO Cash drawer	Controls access to the Cash Drawer function in the Sales Order Entry and Sales Order Entry Express programs.

Activity considerations

Activity

Description

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 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 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 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 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.

SO Maintain sales order after delivery note print

Controls whether an operator can maintain order lines or cancel an order once the delivery note has been printed, or when it is ready to be invoiced.

It also controls whether an operator can maintain detail lines for credit notes, debit notes and billings (i.e. the operator won't be able to add, change or cancel lines or add comments to these order types).

This also includes:

using the WIP Inspection or Job Receipts program to accept an item into stock for a job linked to a sales order for which a delivery note has already been printed.
using the Part Billings program to part bill a job linked to a sales order for which a delivery note has already been printed


	This does not prevent the operator from maintaining the sales order header information. This activity is applicable only if the Maintenance allowed option is enabled at the After delivery note print maintenance field (Sales Orders Setup).

SO 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.

Password considerations

Password access to the following functions in this program may be defined in the Password Definition program. When defined, the password must be entered before you can access the function.

Field Description

SO Maintenance of sales orders This password restricts access to maintaining sales orders using the Sales Order Entry or Sales Order Entry Express program.

SO Use expired contracts in Sales Order Entry

Field	Description
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 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.

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.