Sales Orders Preferences

Setup Options > Preferences > Distribution > Sales Orders

This inserts sales order additional text (defined against a stock item) automatically as comment lines when capturing orders. You assign this text to stock items using the Inventory Query program.

This inserts dangerous goods text (defined against a stock item) automatically as comment lines when capturing orders. You assign this text to stock items using the Inventory Query program. We recommend you select this option if you have enabled the Prompt for dangerous goods data sheets option. This will ensure that dangerous goods data sheets are always printed.

This displays a sales recap page (information about the invoices produced) once order processing is complete. An order recap is displayed regardless of whether an invoice sales recap is required.

Indicate whether costs associated with a stock item can be viewed within the Quick Sales Order Entry program accessed from the Sales Order Entry program or accessed from the main menu. This enables you to restrict the unauthorized viewing of costs and to prevent profit figures from being displayed in the quote totals. If you don't select this option, then you cannot specify a cost markup or profit margin percentage when processing Quick Quotes.

This enables the display of cost and profit information in the Sales Order Entry, Sales Order Query and Sales Invoice Query programs. This information is displayed for the entire order and for each line added using the Sales Order Entry program. You can prevent the unauthorized viewing of these costs and profits by defining the SO Show cost/profit operator activity field.

This lets you cancel order lines on a previously-invoiced order as well as status 2 orders without having to first mark them as complete. A status 2 order indicates a partially-delivered and invoiced shipment, with the remainder on back order. If you don't enable this option, then any previously-invoiced order (regardless of its status) cannot be cancelled, but has to be set to complete. Previously-invoiced order lines also cannot be cancelled. This applies to the Point of Sale Entry program.

This suppresses the warning message that is displayed when an invalid salesperson is held against the customer entered in the Sales Order Entry, Quick Sales Order Entry and Point of Sale Entry programs. A valid salesperson will still be required before you can add a line in Sales Order Entry; select and accept a stock code in Point of Sale Entry and convert a quote into an order in Quick Sales Order Entry.

Enable this to use the Ship to address against the header of an order still in progress, regardless of whether you change the ship address against the customer. Otherwise, the latest Ship to address against the customer is used for the order header when querying or printing an order that is still in progress. The Sales Order Query program always displays the current Ship to address in the Customer Information pane, while the order's Ship to address appears in the Order Header pane.

This clears the multiple ship address code when you manually change it on a form in the Sales Order Entry or SO Header Maintenance programs. The Ship address for the multiple ship address code is not reloaded after being manually changed.

This suppresses the warning message displayed in the Sales Order Entry program when saving a line for a stocked or non-stocked item that has a zero cost.

Indicate (at company level) which order type to use as the default when capturing orders. This field is accessed from the Invoice tab of the Order Header function. If a default order type has been assigned to the customer, then it overrides the default order type specified here.

This requires a valid entry to be made at the Order type field.

This indicates the default sequence in which you want to browse on sales orders. This can be by order, by customer, by customer purchase order or by alternate key (which you will have to specify).

This prevents operators from changing the AR branch and geographic area when processing orders (this does not, however, prevent operators from defining the default branch to use for orders).

This allows the change, but does not require the system to check that GL integration accounts are defined against the branch.

This allows the change but also requires the system to check that GL integration is defined for the branch.

This allows the Sales Order Entry program to change the order ship date when releasing an order from a status 2 (i.e. open back order). The order ship date will then be the release date entered at the start of order entry. This option does not apply to dispatch notes.

This forces operators to enter a reason code before they can successfully capture a credit note. Reason codes are maintained using the SO Reason Codes program. The reason code and description can be printed on your invoice and order acknowledgment documents.

Select this if you want the order date entered at the time of capturing a billing to become the invoice date for the invoice. Otherwise, the system date is used as the invoice date.

This uses the text entered at the Shipping instructions default message option as the default text for the Ship via field when capturing sales orders. The message can be printed on delivery notes and invoices.

This links your shipping messages to a two-character shipping instruction code. The message is displayed automatically when the code is entered at the Ship via field. If the code is not on file then you can enter a 28-character shipping message description.

This prompts you to enter serial numbers when processing order lines for serialized items. Otherwise you'll need to supply the serial numbers at the time of releasing the order for invoicing. If multiple bins is in use and the stock code is lot traceable, then you have to capture serial numbers regardless of your selection here. If the Request lots/bins/serials Reserving stock option is enabled, then you are only prompted for serials if multiple bins is not installed and the item is not traceable.

This enables you to change order quantities and ship quantities for optional component lines when capturing orders for a parent stock item.

This enables you to change the description of stocked items when capturing sales orders. Changes made apply only for the order being processed (i.e. the original inventory stock description held on file is unaffected). This does not apply to Quick Entry.

This indicates the default shipping message that is displayed at the Ship via field when capturing orders. The message entered here is only displayed if you selected Free form at the Shipping via usage option. This message can be overwritten when processing orders.

This doesn't apply to the Purchase Order Receipts, Job Receipts and Shipment Receipt programs (which use the Order linked to a receipt option).

This defaults to shipping the order quantity on the sales order.

This defaults to reserving the order quantity on the sales order.

This is used as the default code by the Sales Order Entry program when no commission code is defined for the stock code's price code.

This includes returnable items associated with a stocked item when processing a Supply Chain Transfer. When adding a line to a SCT (using either the Sales Order Entry or SO Supply Chain Transfer Creation programs, any attached service charge for a returnable item is added to the order.

This notifies you when a customer purchase order number is entered that has already been used for the same customer or company. The warning is displayed when capturing an order (at the time of adding the first line and when you end the order) and when maintaining an order.

This prevents an order from being captured if the customer purchase order number has already been used for the same customer or company.

This indicates how the Document Print program must treat the remaining order qty after you print an invoice for a partial shipment.

This sets the order status to complete (the order qty which could not be shipped is ignored).

This requires you to use the Order Maintenance function to move the qty from back order to ship manually.

This moves the backorder qty to shipped automatically (if there is enough stock on hand, or if you have allowed stock on hand to go negative).

This releases non-stocked items that are on back order automatically. The back order qty is moved to the Ship field without checking if there are any outstanding purchase orders, requisitions or jobs for the item.

This requires non-stocked items on back order to be released manually.

This releases non-stocked items on back order automatically, providing they are not attached to purchase orders, requisitions or jobs.

This notifies the operator when any out-of-stock items are ordered. If stock on hand is allowed to go negative, then the operator can ship the order quantity.

This ships the entire order quantity, regardless of stock availability when stock on hand is allowed to go negative. The operator is not notified. If stock on hand is not allowed to go negative, then the operator must indicate the quantity to be shipped and the quantity to be placed on back order.

This enables you to update the ship quantity of lines for orders that are in a status of 4 at the time of importing back order releases from an ASCII file. Back order releases are imported using the Import Back Order Releases program. In order to apply this option when importing back order releases, the entry at the Status field of the import file must be 8 and the entry at the Update ship quantity field must be Y.

This lets you indicate when the Insufficient Stock window must be displayed during sales order entry.

This displays it after the order qty is entered and you tab off the field.

This displays it as soon as the shortage qty is placed into backorder.

This enables the operator to manually select the option to display it.

This displays it according to the sales order preferences defined for the operator.

This lets you request the invoice date or number (provided automatic numbering is not defined) at the time of releasing a status 4 order or when a dispatch note is released for invoicing. Otherwise, the order number is automatically assigned as the invoice number for the first invoice produced for the order (if the Sales order moved to invoice option is enabled). For subsequent invoices, the next invoice number is assigned based on the invoice numbering method defined.

This notifies you when dangerous goods text is held against the stock item being processed for the customer during sales order entry. Upon saving the line, you are given the option to enter a standard comment or free format comment text. This allows you to notify customers of the delivery of dangerous goods items, where the data sheet for those items must accompany the goods, or to inform the customer of an updated specification or data sheet.

Indicates how often you want to notify a customer of dangerous goods text held against an item being ordered. 0 always notifies the customer of dangerous goods text (e.g. to inform customers at least every year about dangerous goods text, enter 365 here). When capturing an order, the program checks the date when last an invoice was raised for the customer/stock code combination, and notifies the operator of dangerous goods text only if the number of days entered here is exceeded.

This prevents an order from being released without authorization.

This prevents the release of an order for invoicing when the customer's credit terms and/or credit limit is exceeded. If the Apply check to current order only option is also enabled, then the order remains in its current status until the customer's outstanding balance is reduced or the credit limit increased to allow the order to be released for invoicing.

This ensures that a credit authority is requested when releasing orders that were placed in a status of suspense manually.

This applies customer credit limit checking when an invoice is about to be produced (i.e. orders in a status of 8) regardless of whether you selected No check at the Credit check for order to be released option. The check is based on the sum of the value of the invoice about to be produced; the customer's current balance; and the ship value of any orders for the customer which are in a status of ready to be invoiced. Negative orders (i.e. credit notes) are ignored from this credit check.

This ignores order lines that fail a customer credit limit check applied at the time the order is shipped (when selecting either the Apply release quantity or Release all lines functions of the Back Order Release program) and to place the order into a status of 2 (i.e. open backorder). Otherwise orders are placed into a status of suspense if any order lines fail the credit check applied at the time of shipping the order.

This resets a customer's credit status after using the Document Print program to process a credit note against an invoice.

Include orders in this status when the Order Purge program updates sales order prices where there have been changes to the price of a stocked item.

Include orders in this status when the Order Purge program updates sales order prices where there have been changes to the price of a stocked item.

Include orders in this status when the Order Purge program updates sales order prices where there have been changes to the price of a stocked item.

Include orders in this status when the Order Purge program updates sales order prices where there have been changes to the price of a stocked item.

Include orders in this status when the Order Purge program updates sales order prices where there have been changes to the price of a stocked item.

Include orders in this status when the Order Purge program updates sales order prices where there have been changes to the price of a stocked item.

Include orders in this status when the Order Purge program updates sales order prices where there have been changes to the price of a stocked item.

This enables you to apply an expired contract price (if it is the lowest price) to a contract customer during sales order entry. If the operator does not select to apply the expired contract price, then the program searches for the next lowest unexpired price as normal. This facility can be password-protected.

This uses the line ship date (instead of the document or order date) as the date for checking the contract prices of scheduled orders. For normal orders, the document date or order date is used to determine contract prices. Regardless of selection here, if you maintain an order line and change the ship date, the price is not automatically recalculated according to the contract dates.

This notifies you if there are no contracts on file for the current customer/stock code combination, whenever you attempt to retrieve contract prices (e.g. when entering an order or quotation).

This uses the stocking unit of measure as the default when entering orders for stocked lines.

This uses the alternate unit of measure as the default when entering orders for stocked lines.

This uses the other unit of measure as the default when entering orders for stocked lines.

This enables you to change the default unit of measure displayed at the Order quantity field when capturing an order.

This indicates that the relationship between the ordering and stocking units of measure is not absolute.

For example:

You sell fruit that you stock in kilograms but sell by the box. Theoretically, there should be 10 kilograms of fruit in a box. However, only at the time of actually selling (shipping) the fruit do you know exactly how many kilograms you have sold. An example of an absolute unit of measure is if you sell items by the dozen (i.e. there are always 12 items in a dozen).

This defines the quantity you want to use when calculating the total unit discount value for an order line.

This calculates the unit discount for an order line based on the quantity specified at the Order quantity field.

This calculates the unit discount for an order line based on the quantity specified at the Ship quantity field.

Indicate the default invoice format you want to use for counter sales invoices and point of sales documents. It overrides the default of 0 at the Format number field in the Sales Order Entry program.

Indicate the default format you want to use for counter sales deposits. You use the SO Document Formats program to define the fields you want to print on the deposit document.

Select this for the order quantity to default to 1 in sales order entry. You can override this quantity at the time of capturing the counter sale (or point of sale) during order entry.

This enables you to set the default payment code that you want to use when giving change. You can override this code during payment entry