Sales Order Entry

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.

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

Providing a link exists between the supplier's catalog number and the SYSPRO stock code, the supplier's catalog number is saved against the order line.

This is regardless of whether you enter the supplier's catalog number or the SYSPRO stock code on the sales order line.

Configuration required

• TheBack order release or retain setup option must defined as Manual or Automatic (Setup Options > Preferences > Distribution > Sales Orders) as hierarchical sales orders are always placed on back order automatically.

Hierarchical sales order creation

• You can't enter stocked lines on hierarchical sales orders.

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

• Although you can enter Miscellaneous and Freight lines, they are not assigned to the job hierarchy.

  To assign these charges, you must enter them as allocations.

• You need to create a hierarchical sales order to be able to link a hierarchical job to the sales order line.

• The customer against a hierarchical job must match the customer on the sales order.

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

• When adding non-stocked lines against a hierarchical order, the price must be greater than zero (i.e. you cannot save a line with zero-price on a hierarchical order).

Hierarchical sales order maintenance

• Since the order quantity for hierarchical orders is automatically placed onto back order, maintenance of the Ship quantity is not allowed.

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

• If the net value of an order line is changed when maintaining a hierarchical sales order, the value of the change must be distributed to a valid hierarchy.

  The value of the change is added to either the original sales value or is entered as an adjustment value.

• When adding new lines to a hierarchical sales order you must indicate whether the value of the line must be added to the original sales value or the adjustment value.

Hierarchical sales order release

• You cannot use the Back Order Release program to release hierarchical sales orders.

• Once a delivery note has been produced and the order is in a status 4 - In warehouse, you can only release the order for invoicing using the Part Billings program.

Hierarchical sales order deletion

• You cannot cancel an hierarchical order which is ready for invoicing.

  This is because the Part Billings program has been used to release the back ordered lines and the cost of sales and billings have already been updated.

  There is no way of reversing the cost of sales and billing entries that have been updated.

• Deleting an hierarchical sales order removes from the order master table and from the job hierarchy details file.

  As a result all details for the sales order are removed.

Hierarchy distribution

• 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.

• The P&C Distribute Sales Order Value program is automatically loaded when the net value of an hierarchical sales order line changes.

• 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.

Configuration considerations

• SCT orders are only available if the Full goods in transit transfers facility setup option is enabled (Setup Options > Configuration > Distribution > Inventory).

• You can only create a supply chain transfer for a non-transfer supplied warehouse when the sales order preference Allow SCT for no-xfer supplied warehouses is enabled.

• When the Use sales order description setup option is enabled (Setup Options > Preferences > Distribution > Inventory), the stock code description entered on SCT orders is used for the stock item on the following:

  • Transfer document
  • GIT Trial Balance report
  • GIT Detail Report report

• The Branch defaults to the branch defined against the receiving warehouse.

  However, the Branch defaults to the branch defined against the source warehouse if sales order numbering method is defined By branch and the Use source branch for SCT numbering setup option is enabled (Setup Options > Keys > Distribution - Sales Management).

• When the Include returnable item in SCT setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders), any attached service charge for a returnable item is added to the SCT order.

  The returnable item is always issued from the source warehouse and receipted into the target warehouse for the SCT.

SCT processing considerations

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

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

• Although an SCT may proceed through the normal order process of printing a delivery note before releasing it to a status 8 - To invoice, it can also proceed directly from a status 1 - Open order line to status 8 - To invoice without the printing of a delivery note.

• A transfer reference number is allocated (or entered, if you selected a manual numbering method) at the time of releasing the SCT to a status 8 - To invoice.

• When you process an SCT for a Kit part defined as a type Kit or Sub in the Stock Code Maintenance program, the appropriate components are selected at cost.

  Both the Kit parent and the component(s) must exist in the source warehouse.

• The creation of a transfer on completing the SCT ignores the parent part.

  The Transfer In process receipts each component into stock as a separate item.

SCT sales order creation

• Only stocked merchandise lines and comment lines can be entered on SCT orders.

  However, the transfer cost multiplier assigned to the stock code/warehouse provides the facility to include transport costs at the receiving warehouse.

• You can't define a branch to use for supply chain transfers, as the branch is not relevant and is only used for product class validation.

  Nothing is posted to the branch for an SCT.

• Tax can't be applied to an SCT transaction.

  If you require tax to be applied, then you need to use an IBT (inter Branch Transfer).

The following program(s) and business object(s) currently manipulate or consider the line status:

• Release Reserved Stock

  Sets the line to a status of 8 - Line ready to invoice after the stock is released.

If the Invoice whole order option is enabled at header level, you cannot change an order's status to 8 - To invoice while there are order lines containing a back order quantity, unless your operator code has activity access to override the Invoice whole order rule.

In addition, you can only change an order status from a status of S - In suspense if there are no live dispatches for the order.

If you change the status of an order in suspense, you are prompted to enter the relevant password to release the suspended order if one is defined against the SO Entry of credit authority on release of sales orders option in the Password Definition program.

The Line Notes option is only enabled after you save the order line.

Therefore, you can only attach notes to a line when maintaining the order line (i.e. right click on the line in the Entered Order Lines listview and select the Change Line option).

Intrastat details apply when the EC VAT system required setup option is enabled (Setup Options > Tax > Company Tax Options).

In order to change the stock code description, ensure that the Change to descriptions for stocked items setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders).

You can change the unit of measure for a stocked line if both of the following are true:

• The stocking, alternate or other units of measure of the item are different (Stock Code Maintenance)
• The Request uom for order quantity setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders).

This depends on your Action selection at the Duplicate customer purchase order number setup option (Setup Options > Preferences > Distribution > Sales Orders).

Based on this configuration, you are either warned or disallowed from continuing if you enter a customer purchase order that has already been used on another sales order.

When the Invoice whole order only option is enabled against the customer, you can only change the Invoice whole order option against an order when you have access to the SO allow override of 'Invoice Whole Order' rule activity (Operator Maintenance ).

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.

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 cannot copy a hierarchical or supply chain transfer order to a different customer or warehouse.

• You cannot copy the order if the items held against the order are not stocked in the new warehouse.

• You cannot copy a sales order to another warehouse if you have been denied access to that warehouse (Operator Maintenance).

• When the Tax system setup option is defined as Tax by geographic area (Setup Options > Tax > Company Tax Options), you can only copy an order to a customer in a different geographic area if the same tax code is defined against both geographic areas.

• If Trade Promotions apply, then the copied order must be re-qualified after the copy.

  Sales orders are not automatically re-qualified when a sales order is copied, because the promotions may no longer apply to the new lines.

• You cannot copy an order to a different customer if any of the following are true:

  • The customer types do not match.

    For example:

    A counter sales order can only be copied to a customer defined as a counter sales customer and an IBT order can only be copied to a customer defined as an IBT customer.

  • The customer currencies are not the same.

  • The customer you are copying the order to is on hold.

  • You do not have access to that customer's branch.

  • The tax status held against the original order does not match the tax status of the new customer.

  • The geographic area held against the original order does not match the geographic area of the new customer.

    This only applies if the Tax system setup option is defined as Tax by geographic area (Setup Options > Tax > Company Tax Options) and you are not using the tax code from the stock item.

The Place order qty into back order option is ignored when the Back orders allowed option is disabled for the customer in the Customers program.

Regardless of whether you select this option, orders are placed into back order if any of the following occurs:

• There is insufficient stock on hand.
• The line is for a scheduled order.
• The stocked line is for a traceable or serialized item, or multiple bins are in use.
• The parent or component item forms part of a single level bill of material.

• The Packaging option is defined as Requested and mandatory (Setup Options > Configuration > Distribution > Sales Orders).

  Order lines must then be shipped manually to ensure that packaging details are entered for them.

When you copy an order (scheduled or not) which has lines that go into back order, the Insufficient Stock/Back Order screen is not displayed if:

• any item is lot traceable, serialized or ECC controlled.
• multiple bins are used for any warehouse on the order.
• any item is a parent item or a component.
• the preference: Apply available ship quantity is not selected.
• the preference: Automatically put order qty into back order is selected.

In addition, your selection at the following options is used to determine whether the Insufficient Stock/Back Order screen is displayed:

• The Supply request in Sales Order Entry setup option (Setup Options > Preferences > Distribution > Sales Orders).
• The Supply request preference in the Sales Order Entry program if applicable.

You can't copy a Credit note that contains order lines with any of the following:

• Stock code that is ECC controlled.
• Stock code that is part of a kit.
• Stock code that requires stock allocations (lots, bins or serials).

When you select the Copy function, the system checks the credit limit and terms of the customer to whom the order is being copied.

If either of these is exceeded, then the order is placed into a status of S - In suspense.

The following process is performed when copying an order which contains ECC (Engineering Change Control) controlled items:

• If ECC is not installed, then the revision/release fields on the new order are set to spaces.
• If the item is not ECC controlled, then the revision/release fields on the new order are set to spaces.

• If the item is currently ECC controlled, but the original sales order does not have ECC information against it (i.e. the original sales order was completed before the item was defined as ECC controlled) then the revision/release of item on the new order is set to the current revision and release as defined against the item itself.

  However, if on the original sales order, you selected the option: Use current when shipping, then the revision/release on the new order are set to '---'.

• If the item being copied is ECC controlled, then a check is made to establish if the revision/release for that item is currently on hold for sales orders.

  If it is, then the revision/release for the item on the new order is set on hold.

If the Load planning required setup option is enabled (Setup Options > Configuration > Distribution > Sales Orders) then the Delivery route is taken from the route defined against the customer.

If this is not defined, then the Delivery route field is left blank on the copied order.

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.

The Copy function does not perform any repricing of order lines based on the new customer to whom the order is copied.

The order is copied with the pricing and discounts per the original order.

However, when you copy an order to a customer who is subject to order level discount, then that discount is applied to the new customer then that discount is applied to the new customer to whom the order is copied providing the following are true:

• The Calculate order line discounts according to product class sold option is enabled against the to customer.
• Product class discount breaks are defined (Order Discount Breaks).

To copy custom form data from a sales order across to a dispatch note the following rules apply:

• The field names on the sales order custom form must match the field names on the dispatch note custom form.
• 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):

1. Enable the Copy custom form from sales order option in the Dispatch Note Review program.
2. Select Save Form Values as default.

Use the Order Maintenance option from the Edit menu of the Sales Order Entry program to maintain the details of an existing order.

This could be to correct mistakes, change the status of the order, take payment, or print required documents.

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.

• 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.

• A miscellaneous line generated from a Free goods or Off invoice promotion can only be maintained when the Maintain miscellaneous line setup option is enabled (Setup Options > Preferences > Distribution > Trade Promotions ).

  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.

• You cannot change a Comment line containing packaging details.

  Packaging details can only be changed by amending the packaging against the order line (i.e. you need to update the line and against Dimensions and select Packaging).

• You cannot change a line for a Service charge attached to a stock item if you are denied access to maintaining attached service charges.

To change the Ship date and/or Customer request date for all order lines, use the Change Order Header option from the Edit menu of the Sales Order Entry program.

The following rules apply when inserting order lines:

• You cannot insert a line between a service charge and the line to which the service charge is attached.

• You cannot insert lines onto an order which has been partially invoiced.

  You can only insert a line onto an order which has been partially invoiced, if you are allowed to insert lines on a partially invoiced order.

• You can only insert detail lines into an EDI order (imported sales order) if the Insert of lines into EDI orders in SO Entry allowed setup option is enabled in the Interface Setup program.

Ensure that the operator activity SO Maintain sales order after delivery note print is enabled for your operator code.

If this activity is not selected against your operator code, you are unable to maintain detail lines of the following order types:

• Credit notes
• Debit notes
• Billings

Therefore you won’t be able to add, maintain or cancel lines, or add comments to these order types.

Once an invoice has been printed, 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 table.

To change the customer purchase order number you need to:

1. Open the Customer Query program.
2. Select the Invoices & Payments option from the Query menu.
3. Locate the invoice number and select the Change option from the Edit menu.
4. Enter the required number in the Customer p/order field.
5. Save your changes.

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.

You can only change the revision/release information for an ECC controlled item if there is a quantity to ship (i.e. the value in the Ship quantity field is not zero).

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.

The following restrictions apply to canceling order lines:

• Comment line for packaging

  You cannot cancel a comment line containing packaging details.

  Packaging details can only be changed by amending the packaging against the order line (i.e. you need to update the line and against Dimensions select Packaging).

• Line on invoiced order

  You can only cancel a line on an order which was previously invoiced when the Cancel open order previously invoiced setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders).

  The line can however be set to Complete.

• Line on partially invoiced order

  You can cancel a line on a partially invoiced order if the After delivery note print maintenance setup option is defined as No maintenance allowed (Setup Options > Configuration > Distribution > Sales Orders) providing you are allowed to cancel non-invoiced lines on a partially invoiced sales order.

• Miscellaneous line

  You cannot cancel a miscellaneous order line that was added for projects & contracts, deposits or retentions.

• Service charge line

  You can only cancel a line for a service charge attached to a stock item if you are allowed to maintain attached service charge lines.

You cannot individually cancel all lines on an order and then immediately cancel the entire order.

You have to end the order after canceling order lines in order to update the customer's outstanding order balance, before you can cancel the whole order.

The reason is that the OutstOrdVal and RelOrdOsValue columns in the ArCustomer table are updated as lines are saved.

These fields are only cleared by the End Order process.

Simply canceling lines does not update these fields, and because the order value is retained against the customer, this could force following orders into suspense.

You can cancel an order which has been partially invoiced and is in a status of 2 - Open back order, providing the Cancel open order previously invoiced setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders).

When the Cancel open order previously invoiced option is disabled, any order previously invoiced (irrespective of its status) cannot be canceled, but has to be set to C - Complete.

You have to enter a Reason for canceling an order line if the following are true:

• The relevant fields against the Order analysis files to be generated setup option are enabled (Setup Options > Configuration > Distribution > Sales Orders).
• The Ask reason code for new credit note setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders.

• Custom forms

  When a sales order detail line is canceled, the information stored against the custom form fields are discarded.

• Line linked to a job

  If a sales order line which is linked to a job is canceled, then the job is no longer linked to the order and unless the job is also canceled, it will be receipted into stock.

• Line linked to a purchase order requisition

  When you cancel a line linked to a purchase order requisition Stores transfer, the sales order link is removed and the requisition status changed to R - Approved.

• Trade promotions

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

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

• If the EC VAT system required setup option is enabled and the sales order is for a customer in an EC Member State (excluding local transactions), then a valid Nature of Transaction code and Delivery Terms must be entered against the order header before you can end the order.

• You cannot release an order for invoicing or end an order captured as a billing, credit note or debit note when:

  • The Tax registration number mandatory setup option is enabled (Setup Options > Tax > Sales Orders)
  • A blank entry exists against the Customer tax regn field on the Order Header.

If you designed a sales order custom form that includes mandatory fields, then you must capture data at these fields before you can end the order.

You use the Document format field on the End Order screen to indicate the document format to use to generate the document.

If you indicate a different format when generating the first document for the sales order (e.g. an order acknowledgement) then that format is used thereafter as the default for the sales order, right through to the end of the order.

The reason is that the format indicated in the Document format field for the first document printed for the order, is saved to the SorMaster table and is therefore used as the format for all documents for that sales order.

1. Open the sales order in Order Maintenance mode in the Sales Order Entry program.

2. From the Order Header pane, select the hyperlink in the Order Status field.

3. From the Select New Order Status window, change the order status to be 9 - Complete.

A sales order status affects the ability to mark it as complete:

In addition, the following conditions must be met when attempting to set a whole sales order as 9 - Complete:

• Your operator is permitted to mark an order as complete.

• There are no dispatches attached to the order that have not yet been invoiced.

• No outstanding deposits exist against the order.

• The order is not a blanket sales order.

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

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

When an order is set to 9 - Complete, any quantities to ship and on backorder are set to zero and the warehouse allocation is adjusted accordingly.

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

1. Open the sales order in Order Maintenance mode in the Sales Order Entry program.
2. Select the order line that you want to complete in the Entered Order Lines listview.
3. Select the Set line to Complete option from the toolbar.

A sales order status affects the ability to mark it's order lines as complete:

When you select the Set line to Complete option, the order line is set to a status of C - Complete and any allocations are removed for stocked lines as follows:

• Ship and backorder quantities are cleared for merchandise lines.

• Non-merchandise lines are set to 9 - Invoiced.

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

The order status remains in tact.

Before you can print any document for a sales order, you need to use the SO Document Formats program to define a print format for the document types that you want to generate.

You cannot print an invoice for the following:

• An order in a status of S - In suspense.
• A Counter sale order for a customer defined as Counter sales only.

For a sales order to be ready for invoicing, it must be in status 8 - To invoice and must have at least one detail line to be invoiced (either a merchandise line with a quantity to ship, or a non-merchandise line not already invoiced).

You cannot print a delivery note for the following:

• A customer who is on hold.
• A sub account if the master account is on hold.
• An order in a status of S - In suspense.

If you entered a Forward order then you can only print a delivery note once you have changed the status of the order to an open order.

The e-mail address on the Order Header is only used for emailing sales order documents when using the Document Print program for the following:

• Batch printing
• Bulk e-mailing

If you want to use this email address for sales order documents, then action as follows in the SO Document Formats program:

1. Enable the Use email address from document preference against the document format used to generate the document.
2. Define the document format used to print the document as either a Word or SRS document.

If you need to change the document transmission method against active sales orders when a customer suddenly decides to receive sales order documents using a different method, proceed as follows:

1. Update the information for active orders and reprint data at the time of making the change in the Customers program.
2. Use the Update fax/email from customer and Update fax/email on reprint data options in the Order Purge program.

The Email option is disabled if either of the following are true:

• Your operator code does not have permission to print the appropriate document type (i.e. sales orders).

• The document format is not a MS Word template.

You can fax a document directly to the customer, providing the following are true:

• The Office Automation and Messaging module is installed.
• The Fax/mail integration required option is enabled for your operator code in the Operator Maintenance program.

Using the End Order function of the Sales Order Entry program, you can print various sales order documents online.

Once printed, however, you need to use the Document Print program to reprint a document if required.

A new order acknowledgment can only be reprinted from within the Sales Order Entry program by changing the order to either of the following statuses:

• 1 - Open order line
• 3 - Released back order

However, when the OrdAcknwPrinted flag in the SorMaster table is set to Y, the order acknowledgment cannot be printed again.

This flag is only cleared (after the order is initially saved) after the order is changed back to one of the above mentioned statuses.

When you print a delivery note, the quantity on hand for the item is not reduced.

When you print an invoice, the quantity on hand for the item is reduced.

If theBack order release or retain setup option is defined as Automatic (Setup Options > Preferences > Distribution > Sales Orders) then any remaining back order quantity is moved to the ship quantity field after you print a transfer document.

If the Include returnable item in SCT setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders) then any attached service charge for a returnable item is added to the SCT order.

The returnable item is always issued from the source warehouse and receipted into the target warehouse for the SCT.

Once printed, the GIT reference in the InvMovements table is updated with the details of the transfer. This information is accessible using the following programs:

• GIT Detail Report
• Browse on GIT References

If an error occurs during printing, then the order reverts to its original status.

If an error occurs during printing, then the order reverts to its original status.

If you are printing invoices to a device type printer and have not selected the Preview option, then a message is printed on the invoice if a failure occurs. The message invalidates the document and is printed if a failure occurs during the print phase (if some lines have already been printed) or if a failure occurs during the update phase.

The Tax totals for SRS sales order documentation feature (exclusive to SYSPRO Reporting Services) is designed to comply with the Canadian and US legislation that requires certain tax total amounts to be displayed on sales order documentation.

• Tax totals - Canadian nationalities:

  • Canadian GST

  • Canadian PST

• Tax totals - USA nationalities:

  • US State tax

  • US County tax

  • US City tax

The following process uses Invoice as an example document type, however you can use this process for all sales order documentation as required:

1. Open the Document Print program.

2. Select Invoice against the Document type field within the Documents section of the Report Options pane.

3. Select the Define Format... option against the Format field to load the SO Document Formats program.

4. From the General tab, select SRS Options, followed by the Change function.

   The SRS Document Print Setup Program: SRSPB1 program is launched.

5. Select the Design option to load SAP Crystal Reports.

   You may experience a slight delay while waiting for Crystal reports to load.

6. Open the Field Explorer pane and expand the following in order:

   1. Database fields

   2. Documents

   3. Document/TotalData

7. Drag the following fields on to the report:

   • TotalAmtStateGST

     This is either the Canadian GST total tax (applicable to Canadian nationality) or US State total tax (applicable to USA nationality).

   • TotalAmtCounty

     This is the US County total tax (for USA nationality only).

   • TotalAmtCityPST

     This is either the Canadian PST total tax (for Canadian Nationality) or US City total tax (for USA Nationality).

8. Change the text of the fields as you require.

   These fields are only printed once as part of the tax totals.

The back order quantity remains in back order if any of the following are true:

• The order type is hierarchical.

• The item is a stocked item and the Packaging option is defined as Requested and mandatory or Requested but optional (Setup Options > Configuration > Distribution > Sales Orders).

  These lines must be manually shipped to ensure that packaging details are entered.

• Multiple bins are enabled (Setup Options > Configuration > Distribution > Inventory), even if the warehouse for the line does not require multiple bins.

• The item is traceable, ECC controlled or serialized.

• The item is the parent or a component of a kit.

• There is insufficient stock and the Stock on hand allowed to go negative setup option is disabled (Setup Options > Configuration > Distribution > Inventory).

• The item is a non-stocked item and the Non-stocked action setup option is defined as either Never or If unattached (Setup Options > Preferences > Distribution > Sales Orders).

  This is especially true if there is a linked job, requisition or purchase order associated with the line.

If an order line passes all of the above checks and is not an SCT order and the Apply check when quantity moved to ship setup option is enabled, then a credit check is performed (Setup Options > Configuration > Distribution > Sales Orders).

If the credit check fails and the Exclude lines that fail credit check setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders) then the back order quantity is not moved to the Ship quantity field.

If this option is not enabled, then the back order quantity is moved to the Ship quantity field, but the order is placed into S - In suspense.

If a credit check is not required:

• The back order quantity is moved to the Ship quantity field.
• The status of the order is changed to 3 - Released back order if the order is an SCT or normal order.
• For a Billing order type, the status is changed to 8 - Line ready to invoice if the back order quantity is moved to the Ship quantity field, otherwise the status is changed to 3 - Released back order line.

Check to see if the Invoice whole order option is enabled against the sales order in the Order Header.

If it is enabled then the order cannot be part shipped and no delivery note or invoice can be produced whilst there is a quantity in back order on any order line.

In other words, if any order lines contain a back order quantity, then you can only print an Order Acknowledgment.

• The maximum number of characters allowed on a single comment line is 45.

• You can add a maximum of 9999 comment lines.

• You can only add Stock S/order text or Stock D/goods text when the previous order line is for a stocked item.

  The exception to this is Kit items using Single level bill of materials.

  Depending on the type of kit being processed, either the parent part or its components are inserted as comment lines on the order.

  Once you have added a parent part (and its components) to a sales order, you cannot insert any lines between component lines (i.e. component lines must follow each other sequentially).

• Comments attached to a sales order line are copied to a Purchase order created for that line from the Back Order Review program when the Copy attached comment lines to PO option is enabled in the Back Order Review program.

• Comments can be attached to a maximum of 20 preceding lines.

• It is important to position comment lines correctly within an order as this affects the canceling of order lines.

It is important to position comment lines correctly within an order as this affects the canceling of order 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 canceled order line.

If the comment line is attached to the order line, but is placed after another order line, then it is not canceled.

After maintaining an existing comment on an order line and exiting the Comments window, the program may appear unresponsive.

Click the Close this window function from the Order Line menu bar to continue:

Be aware of the following when assigning dangerous goods text to an order line:

• You can only view dangerous goods text when the Auto insert dangerous goods text setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders).
• You are notified that dangerous goods text is held against a stock item when the Prompt for dangerous goods data sheets setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders) and an invoice has yet to be produced for the stock item.
• 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 Notification frequency (in days) setup option (Setup Options > Preferences > Distribution > Sales Orders).
• Dangerous goods text is assigned to a stock item using the Notes function of the Inventory Query program.

• The facility to be notified of dangerous goods text held against a stock item does not apply to the following:

  • Credit notes
  • Debit notes
  • Components generated from kit sales
  • Items generated using the Product Configurator

Free-format comments that are attached to an invoice line for a made-in item are copied automatically to the job notes if you select to create a job from a back ordered sales order in the Back Order Review.

You can attach free-format comments only to the previous 10 non-comment lines.

Use the SO Standard Comments program to define default coded comments that can be used repeatedly on sales order documents.

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 when the Auto insert sales order additional text setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders).

• When comments are attached to an entire order, they are printed regardless of what has already been printed on the document.

  This means, for example, that a delivery note could be generated where only comment lines are printed (i.e. all the other lines are stocked lines, and the ship quantities are zero).

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

  For example:

  If you have 6 order lines where line 6 is a comment attached to order line 3, then the comment is printed if you print line 3.

  It is also printed if you print lines 4 or 5 since the comment is effectively linked to all lines between the line to which it is attached and the comment line itself.

  In this example, the comment is not printed if you print only lines 1 or 2.

• Attaching a comment line to an order line does not affect where the comment is actually printed on the document.

  If you require a comment to be printed with a specific order line, then you must insert the comment at the required position (i.e. after the order line to which you want it attached).

  Alternatively, use one of the specific comment types that can be associated with a stock item.

If you process a cost modification (e.g. purchase order receipt) for a stock item that forms part of an existing Supply Chain Transfer in back order, the Unit Price field displays the old cost when placing the item into ship.

However, the transfer out is processed correctly using the newly calculated average cost when you complete the Supply Chain Transfer transaction.

The reason for this is that the Unit Price field retrieves its value from the SorDetail table which only updates after the transfer is completed.

However, the transfer out is processed correctly using the newly calculated average cost.

The Cost/Profit values are displayed as zeros when either of the following are true:

• The Cost and gross profit in order totals setup option is disabled (Setup Options > Preferences > Distribution > Sales Orders).
• Your operator cannot view costs / profit in sales orders.

You can only access the Commission code field if a manual price was entered, or if you are using coded prices and you require commission codes for coded prices (Setup Options > Configuration > Distribution > Sales Orders).

When converting from foreign to local currency, rounding is applied at line level and not at invoice level.

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

Yes, however 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.

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

When you override the Price against a stocked order line, the following occurs:

• You can select a new price unit of measure.

• 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 canceled and re-instated without overriding the price again.

• If a percentage is specified against the Minimum price percentage above cost setup option (Setup Options > Configuration > Distribution > Sales Orders) 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 (Setup Options > Configuration > Distribution > Inventory).

• Margin checking is based on Last cost when your Costing method is defined as FIFO, LIFO or Last cost (Setup Options > Configuration > Distribution > Inventory).

The Price override option is not allowed for a stocked order line which has been dispatched.

In addition, the Price override and Price code fields are disabled for a contract price customer when the Pricing method is defined as Manual (Setup Options > Configuration > Distribution > Sales Orders).

If you want to apply coded prices to a foreign currency customer, you need to define foreign currency price codes against the stock codes that you are selling in the Stock Code Maintenance program .

To automatically include service charges for returnable items associated with a stocked item in a Supply Chain Transfer order, ensure that the Include returnable item in SCT setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders).

No general ledger journal is created for the service charge when the Include charge line in invoice total option is disabled against the service charge code in the Service Charges program.

The Tax adjustment value field for a miscellaneous charge line is disabled when the Tax system setup option is defined as either of the following:

• USA tax by advanced geocodes system
• USA AVP sales tax system

A maximum of 25 different tax codes can be printed on each individual invoice document .

This is not a limit on the number of tax codes that can be entered for an order in the Sales Order Entry program, but rather a limit to the number that can be catered for in the final document.

You could have 25 different tax codes on each document if, for example, you processed two separate delivery notes and invoices from an order.

• Ensure that your nationality code is set to Canada in the System Setup program.
• Enable the Canadian GST required setup option (Setup Options > Tax > Company Tax Options).

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

An IBT follows the normal tax rules which means that tax is applied to the transaction if the customer is defined as being taxable.

You can only access the Taxable field when the following are true:

• The customer is defined as taxable in the Customers program.
• The order is taxable, as indicated on the Tax information tab of the SO Header Maintenance program.
• You are maintaining the order.

On the End Order screen, you can split the commission for an order between various salespersons.

However the following must be considered:

• Only the first salesperson (i.e. the one assigned when the order was captured) receives actual commission.

• Commission for each salesperson is not calculated.

  These salesperson entries are purely for documentation purposes.

The sequence for determining pricing is as follows:

1. A check determines whether the customer uses contract pricing and determines a price from the customer/buying group contracts.

2. If no contract price is found, the best price is retrieved from the price group rules.

3. If a best price cannot be retrieved, the price is determined using the active list price price list.

4. If no list price is found, the price is set to zero.

Discounts applicable at order level (Order Discount Breaks ) are only applied when you end the order.

They are based on a product class and apply over more than one line, so only when you end the order are the lines updated with the applicable order discount break percentages.

Order level discount breaks are only applied to stocked and non-stocked lines.

Freight and miscellaneous lines are excluded.

You can prevent order discounts from being applied to the following Trade Promotion line types in the Setup Options program (Setup Options > Configuration > Distribution > Trade Promotions):

• Free goods:

  Enable the Exclude free goods lines setup option.

• Single qualifying lines:

  Enable the Exclude single qualifying lines setup option.

Manually entered line discounts are not cleared when you change the order quantity, unless both of the following conditions are true:

• The line is quantity-discounted.
• The Quantity discount price update setup option is enabled (Setup Options > Configuration > Distribution > Sales Orders).

However, if the price changed, then the line discount is removed.

If a valid contract price is defined for the stock code in the SO Contract Prices program and contract pricing applies to the customer, then the following occurs:

• The contract price is used over the list price.

  If the customer qualifies for more than one contract price, then the lowest of the valid contract prices is used.

  The contract price is based on the Order quantity and not on the Ship quantity or on the Stock quantity to ship.

• 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 Prompt for expired contracts setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders ).

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

• Trade promotions pricing is not applied, irrespective of whether the option Trade promotions pricing is enabled against the customer.

• 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 Quantity discount price update setup option is defined as Never (Setup Options > Configuration > Distribution > Sales Orders) in which case, the contract is reviewed.

• For a Forward order, the prices are based on the order date.

  Therefore, when processing a Forward order for a contract customer with multiple contracts, only the current contract is selected regardless of dates entered.

  If the Forward order is then converted to a Scheduled order, the prices are not automatically recalculated.

  The correct contract price will only be selected when the order is raised as a Scheduled order.

The following order of processing is applied to the order line's price after you select the stock code and required quantity:

1. The system checks if the customer is configured for contract pricing and if there is a current/active contract that applies.

   The Contract price is then applied to the order line (and supersedes any other pricing) if the following are true:

   • The Contract pricing option is enabled against the customer within the Customers program.

   • Valid contract prices have been maintained for the customer and stock code within the SO Contract Prices program.

2. If contract pricing doesn't apply, then the system checks if the customer is configured as a Trade Promotions Pricing customer.

   The TPM price is then applied to the order line if the following are true:

   • There is no valid contract that applies to the customer and stock code.

   • The Trade promotions pricing option is enabled against the customer within the Customers program.

   • Valid TPM pricing has been maintained for the stock code within the TPM Prices program.

   • The Trade promotion pricing is defined against the stock code in the Stock Code Maintenance program.

3. If there is a TPM price break configured by percentage discount that qualifies for the stock code and customer in question, then the system checks if the Sales Pricing Engine feature is in use, and if the customer and stock code form part of a price group.

   The Best price is then applied to the order line if the following are true, and the percentage discount configured on the TPM price break is then applied after you save the order line:

   • There is no valid contract that applies to the customer and stock code.

   • The Trade promotions pricing option is enabled against the customer within the Customers program.

   • A valid TPM price break is configured by percentage discount for the stock code within the TPM Prices program.

   • Your Pricing method setup option is defined as Price groups and the Price group level is configured accordingly within the Setup Options program.

   • A valid price group is configured against the customer within the Price Group Maintenance program and is defined accordingly against the sales order in the order header.

   The SO Pricing Best Price Query Business object: SORQPQ business object calculates the best price using the price group defined in the sales order header along with the stock code and quantity entered on the sales order line.

4. If contract and TPM pricing don't apply, then the system checks if the Sales Pricing Engine feature is in use and if the customer and stock code form part of a price group.

   The Best price is then applied to the order line if the following are true:

   • There is no valid contract that applies to the customer and stock code.

   • The customer is not configured as a Trade Promotions Pricing customer and there is no Trade Promotion Pricing defined for the stock code.

   • Your Pricing method setup option is defined as Price groups and the Price group level is configured accordingly within the Setup Options program.

   • A valid price group is configured against the customer, branch, geographic area or customer class within the Price Group Maintenance program and is defined accordingly against the sales order in the order header.

   The SO Pricing Best Price Query Business object: SORQPQ business object calculates the best price using the price group defined in the sales order header along with the stock code and quantity entered on the sales order line.

5. If none of the above apply, then the system checks if the stock code is configured with a list price.

   The List price is then applied to the order line if the following are true:

   • There is no valid contract that applies to the customer and stock code.

   • The customer is not configured as a Trade Promotions Pricing customer and there is no Trade Promotion Pricing defined for the stock code.

   • A valid List price code is defined against the stock code in the Stock Code Maintenance program.

6. Alternatively, you may override the price and enter your own price manually, in which case your entered price is used for the sales order line.

Then, when you save the order line, the following occurs:

1. The system checks if the Trade promotions customer option is enabled against the customer within the Customers program.

2. If this is enabled, the system then checks for any active promotions which apply to the sales order line.

3. If valid promotions are found, the system then applies these promotions to the order line and affects the price accordingly.

Order level discounts are only applied to trade promotion customers when the Apply Trade Promotion customers discount setup option is enabled (Setup Options > Configuration > Distribution > Trade Promotions).

However, order level discounts cannot be applied to customers against for whom the Trade promotions pricing option is enabled.

The cost of a Trade Promotions miscellaneous charge line defaults to zero when the Miscellaneous cost zero setup option is enabled (Setup Options > Preferences > Distribution > Trade Promotions).

To use the TPM Promotion selection Global and Line program to apply promotions, the following must apply:

• The customer must be defined as a trade promotions customer in the Customers program.
• One or more promotions must apply to the order line.

If a global promotion applies to the order, but the Automatically select global promotions setup option is disabled (Setup Options > Preferences > Distribution > Trade Promotions) then you are prompted to select global promotions manually for TPM customers.

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

When you apply global promotions, the original line price of the item is used without any discounts to calculate the value of the line.

This is because global promotions are calculated on gross prices only.

If you select to automatically apply line promotions:

• 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 re-qualify the entire order.

Trade promotions are calculated on the total ordered and shipped for a line.

Therefore, you cannot part ship an order without applying trade promotions and then ship the remainder of the order and apply the promotions only to the second part of the order.

Trade promotions will recalculate and apply the promotions to the entire order quantity.

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

The following depicts an example of how TPM Tiered promotions with line promotion percentages based on quantities work:

Tiered promotions are based on the cumulative quantity shipped for the line (and not the order quantity).

Therefore, the discounts on a sales order with this promotion code would be processed as follows:

• If less than 10 items are shipped:

  No discount applies.

• If between 10 and 19 items are shipped:

  10% discount applies

• If between 20 and 29 items are shipped:

  20% discount applies

• If between 30 and 39 items are shipped:

  30% discount applies

• If 40 or more items are shipped:

  40% discount applies

If the sales order is created with these order quantities all in back order, then lines are created with the TPM tiered line discounts, but no discount will apply as nothing has been shipped yet:

If you then ship the following quantities:

The TPM tiered line discounts are calculated and applied as follows:

• Line 1 qualifies for a 10% discount based on the order quantity, however the ship quantity doesn't meet the threshold.

  Discount amount = zero.

• Line 2 qualifies for a 20% discount based on the order quantity and the ship quantity meets the threshold for a 10% discount.

  Discount amount = 1,200 (i.e. 12 x 1000 = 12,000 x 10% = 1,200)

• Line 3 qualifies for a 30% discount based on the order quantity and the ship quantity meets the threshold for a 10% discount.

  Discount amount = 1,800 (18 x 1000 = 18,000 x 10% = 1,800)

• Line 4 qualifies for a 40% discount based on the order quantity and the ship quantity meets the threshold for a 30% discount.

  Discount amount = 9,300 (31 x 1000 = 31,000 x 30% = 9,300)

Based on the above, the first invoice for this order would be as follows:

Then when maintaining the order after invoicing (to process the second partial invoice) the following occurs:

• Line 1:

  The remaining 5 items are shipped and the cumulative Ship quantity is now 10.

  This now meets the threshold for a 10% discount and is calculated as follows:

  • 10 x 1000 = 10 000

  • 10 000 x 10% = 1 000

  Total discount = Current discount - Previous discounted amount from Invoice 1:

  • = 1 000 - 0

  • = 1000

• Line 2:

  The remaining 8 items are shipped and the cumulative Ship quantity is now 20

  This now meets the threshold for a 20% discount and is calculated as follows:

  • 20 x 1000 = 20 000

  • 20 000 x 20% = 4 000

  Total discount = Current discount - Previous discounted amount from Invoice 1:

  • = 4 000 - 1 200

  • = 2 800

• Line 3:

  2 items are added to the ship quantity and the cumulative Ship quantity is now 20.

  This now meets the threshold for a 20% discount and is calculated as follows:

  • 20 x 1000 = 20 000

  • 20 000 x 20% = 4 000

  Total discount = Current discount - previous discounted amount from Invoice 1:

  • = 4 000 - 1 800

  • = 2 200

• Line 4:

  9 items are added to the ship quantity and the cumulative Ship quantity total is 40.

  This now meets the threshold for a 40% discount and is calculated as follows:

  • 40 x 1000 = 40 000

  • 40 000 x 40% = 4 000

  Total discount = Current discount - previous discounted amount from Invoice 1:

  • = 16 000 - 9 300

  • = 6 700

Therefore, based on the above, the second invoice for this order would be as follows:

If the cumulative shipping quantity doesn't move into the next tier, then the current discount is calculated using the line ship quantity entered.

If the cumulative shipping quantity moves into the next tier, then the total line discount is calculated by taking the current discount (based on cumulative ship quantity) less previous discounts already applied.

Yes, the transactions are tagged with default dimension codes.

The GL Dimension Analysis Capture program won't be displayed when posting transactions, as the GL Dimension Analysis Business Object Business object: GENTDN business object is used to update the dimension analysis details.

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

• The Product Configurator option from the Entered Order Lines listview of the Sales Order Entry program is not available for the web Product Configurator.

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

  Non-stocked items cannot be maintained using this option once a quotation is confirmed into a sales order.

  An estimate must be created in order to create a non-stocked item and the estimate's rolled up costs are not stored anywhere permanently, therefore costs could be compromised if maintenance was allowed.

Configurations can only be re-used for the following order types:

• Order
• Billing
• Scheduled order
• Forward order

The Configurator option in the Stocked Line Information pane enables you to create the sales order for an item defined in the Product Configurator module using either of the following:

• The Configurator Wizard Program: INVPC1 program
• The web-based Product Configurator, if the Product configurator web setup setup option is enabled (Setup Options > Configuration > Distribution > Inventory).

Stocked items

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.

Non-stocked items

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.

Although you can specify a ship address against individual merchandise sales order lines, the Ship to address against the Order Header is the default address used if an address is not specified against a line.

The Ship to address against the Order Header is therefore mandatory, even if an address is specified against each sales order line.

If the EC VAT system required setup option is enabled (Setup Options > Tax > Company Tax Options), then the Nationality and VAT number defined against the selected ship address in the Multiple Ship to Addresses program are automatically used for the Order Header.

Multiple ship addresses are used when the customer has more than one address to which items can be shipped.

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

The invoice always uses the order ship address.

When the Ship address per line option is enabled:

• The ship address on the Order Header is used as the default ship address for each merchandise order line.

  If you did not enter a ship to address in the Order Header pane, then the ship address defined against the Order Header option in the SO Header Maintenance program is used.

  If you specify a different ship address against specific merchandise lines, then the ship address defined against the line is used and the ship address on the Order Header is ignored.

• If you are using Dispatch Notes, you can select to dispatch by individual ship address line in the Dispatch Note Review program.

• 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 order 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.

When the Ship address per line option is disabled, the ship address indicated on the Order Header is used for the entire order.

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):

• Enable the Fix ship address at time of order entry setup option (Setup Options > Preferences > Distribution > Sales Orders).

  Or...

• Manually change the ship to address on the order.

When the Fix ship address at time of order entry setup option is disabled and you do not manually change the ship to address on the order, then the latest Ship to Address defined against the customer is used when querying or printing an order that is still in progress.

This depends on if you are entering a new order or maintaining an existing order:

• New orders:

  1. If you are adding the first line of an order and the Branch to be warehouse setup option is enabled (Setup Options > Configuration > Distribution > Sales Orders) then the customer's branch from the order header is automatically entered in the Stocked Line's Warehouse field.

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

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

  2. If the Branch to be warehouse setup option is disabled, then the default warehouse used is determined in the following order:

     1. The warehouse against the customer.

     2. The warehouse against the operator.

     3. The warehouse against the company.

  If no default warehouse exists for any of these, then you will have to enter the warehouse manually.

• Existing orders:

  1. When adding a line for an existing order, then the warehouse defaults to the warehouse against the first stocked line on the order.

     For subsequent lines, the warehouse defaults to the warehouse used against the last stocked line added.

     The Quantity allocated field in the warehouse file is updated as each order line is entered.

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

• Line promotions:

  1. The system checks whether the stock code is stocked in the same warehouse as the one being sold out of for the promotion line.

     If so, then that warehouse is used for the promotion.

  2. If not, then the system checks whether the stock code is stocked in the operator's default warehouse (Operator Maintenance ).

     If that is defined, then that warehouse is used for the promotion.

  3. If no default warehouse is defined for the operator, then the Warehouse to use defined against the stock code is used (Stock Code Maintenance ).

• Global promotions:

  1. The system checks whether the stock code is stocked in the operator's default warehouse (Operator Maintenance).

     If so, then that warehouse is used for the promotion.

  2. If not (or if no default warehouse is defined for the operator) then the Warehouse to use defined against the stock code is used (Stock Code Maintenance).

  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 can't change the Warehouse for a stocked line under the following conditions:

• The order line is linked to a job.

  You can only change the warehouse on the job and when prompted to update the sales order, you can select Yes to change the warehouse on the order line.

• The order line (or credit note) contains a Kit type item.

• The order line is partially dispatched (i.e. you have created a dispatch note for a partial quantity and have not yet invoiced that dispatch note).

  However, you can change the warehouse if you have partially shipped and invoiced the line (not using dispatch notes).

  For example:

  You have an order quantity of 10, a ship quantity of 8 and back order quantity of 2.

  You then invoice the ship quantity of 8.

  You can change the warehouse for the back order quantity of 2.

  Once you have invoiced the partial dispatch note created, you can then change the warehouse for the remaining quantity (which you have not yet dispatched).

Serial numbers must be re-entered when you change the warehouse and serials were already allocated to the previous warehouse.

This applies even if the Capture serial numbers for orders setup option is disabled (Setup Options > Preferences > Distribution > Sales Orders).

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 Sales Order Entry program.

You can set a default order date for the run of the program by selecting the Dates option from the Options menu.

The following rules apply to the Ship date entered in the Order Header:

• Except for the following order types, the Ship date entered in the Order Header is applied as the ship date for all order lines added:

  • Scheduled order
  • Supply Chain Transfer (SCT)
  • Forward order

  This means that you can only allocate a ship date to each order line for Scheduled SCT and Forward orders.

• For a Blanket Sales Order, the Shipment days field on the contract (Contract Maintenance) is used to calculate the Ship date.
• The Ship date cannot be later than the Receipt date for a Supply Chain Transfer.

The following rules apply to the Ship date on an Stocked line:

• This field is only applicable to the following order types:

  • Scheduled order
  • Supply Chain Transfer (SCT)
  • Forward order

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

• The Ship date must be entered manually when the following sales order preference is enabled:

  Line ship date calculation - Force date to be entered for each line

• For Scheduled or Forward orders:

  The following sales order preference is used to indicate the default number of days by which the ship date must be incremented for each new line entered:

  Default days until next ship date

• For Scheduled orders only:

  • Providing there is sufficient stock available, stock is allocated 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.

    This is defined at the Days to allocate scheduled orders setup option (Setup Options > Configuration > Distribution > Sales Orders).

  • 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.

  • 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.

The expected Receipt date is calculated as the line Ship date plus the Transfer lead time defined for the stock code and warehouse in the Warehouse Maintenance for Stock Code program.

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.

When a customer is on hold, you can edit existing sales order headers, but you can't do the following:

• Maintain existing sales order lines

• Create new sales orders

The following only occurs if Credit checking is enabled (Setup Options > Preferences > Distribution > Sales Orders):

When you enter the Customer for an order, the system verifies whether the customer has exceeded the invoice terms or credit limit defined in the Customers program.

If so, the order is placed into a status of S - In suspense.

When processing the following order types credit checking is excluded, irrespective of the setup options defined for credit checking:

• Credit notes

• Debit notes

• Forward orders

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

• IBT's (Inter Branch Transfer)

  This does not involve a customer.

• SCT's (Supply Chain Transfer)

  This does not involve a customer.

If you want credit limit checking to be performed only when an invoice is about to be produced (i.e. orders in a status of 8 - To invoice) then enable the Apply check to current order only option (Setup Options > Preferences > Distribution > Sales Orders).

This check is based on the sum of the following:

• The value of the invoice about to be produced (for non-zero ship quantity lines and freight / miscellaneous charges still to be invoiced).
• The customer's current balance.
• The ship value of any orders for the customer which are in a status of ready to be invoiced.

To produce an invoice for an order that has failed credit checking, perform one of the following:

• Increase the customer's credit limit.

• Process a payment against the customer to reduce the customer's current balance.

  After processing the payment, you must run the Order Purge program for these values to be recalculated.

Ensure that the Credit check for order to be released setup option is defined as Check and authorize to release (Setup Options > Preferences > Distribution > Sales Orders).

The system will request a credit authority code.

The Over Limit value indicates the amount by which the customer's credit limit has been exceeded.

The value is calculated differently depending on your configuration of the Apply check to current order only setup option (Setup Options > Preferences > Distribution > Sales Orders):

• If this option is enabled:

  The Over Limit value is calculated as follows:

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

  The order value released is the total value of all shipped order lines.

  The order does not have to be any specific status for it to be included in this total.

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

• If this option is enabled, but the Include tax in customer invoiced value setup option is disabled (Setup Options > Configuration > Distribution > Sales Orders):

  The Over Limit value is calculated as follows:

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

  The Order value released is the total value of all shipped order lines.

  The order does not have to be any specific status for it to be included in this total.

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

• If this option is disabled:

  The Over Limit value is calculated as follows:

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

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

• If this option is disabled, and the Include tax in customer invoiced value setup option is disabled:

  The Over Limit value is calculated as follows:

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

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

Available stock is checked immediately after you enter an Order quantity and tab off that field.

Available stock is calculated as 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 back order.

The program does not check stock at lot level, but at the warehouse level.

You can indicate when the Insufficient Stock window must be displayed during sales order entry by selecting your preference at the Supply request field in the sales order Preferences.

This option is only available when the Supply request in Sales Order Entry setup option is defined as By operator preference (Setup Options > Preferences > Distribution > Sales Orders).

The following limitations apply when creating supply for insufficient stock:

• You can only create a supply for a sales order which is in a status of S - In suspense, if your operator code is permitted to create a purchase order, requisition or job for an order which is in suspense.

• You can only create a requisition when the Allow creation of reqn from sales order review option is enabled against your operator code in the Requisition Users program.

• You can only create a supply chain transfer for items defined as Transfer supplied in the Warehouse Maintenance for Stock Code program, unless the Allow SCT for non-transfer supplied warehouse sales order preference is enabled.

The options for reserving stock are only available when the Reserving stock required setup option is enabled (Setup Options > Configuration > Distribution > Sales Orders).

The Qty allocated to sales orders is reduced by the Quantity reserved for WIP allocations when the Reserve stock for confirmed jobs setup option is enabled (Setup Options > Configuration > Manufacturing > Work in Progress).

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

Before an order line can be saved, the required lot, bin and serial information must be entered where applicable, using the Bins, Lots & Serial Allocation program.

Lots and bins can automatically be depleted by defining the Automatic deplete in setup option as Sales orders (Setup Options > Preferences > Distribution > Inventory).

However, if the stock item is serialized, then the serial numbers must be allocated against the order line as serials are not automatically depleted. This is dependent on the Capture serial numbers for orders setup option being enabled (Setup Options > Preferences > Distribution > Sales Orders).

If the stock item is traceable or serialized or Multiple bins are in enabled, then you use the Bins, Lots & Serial Allocation program to allocate the lots, bins and serials against the sales order line.

When maintaining orders that have a quantity in reserve, the Request lots/bins/serials when reserving stock option must be defined as it was when you initially entered the order.

Existing sales orders with quantities to ship are unaffected by disabling multiple bins, as the bin allocations are removed as part of the conversion.

However, we still recommend running the Balance function of the Order Purge program to maintain data integrity.

• You can't use the Bins, Lots & Serial Allocation program to view information on the bin(s) allocated to the detail line when the order is in a status of 9 - Complete because once a sales order is complete, the bins are attached to the invoice and no longer to the sales order.

  Use the Customer Query program to select the invoice for the order and view the order details using the SO Browse on SO Lines program.

• You can't view bin information for a line if the stock item is traceable because the bins are inextricably linked to the lot number and must therefore be queried via the lot number.

• You can't view bins within the Sales Order Query program for lines that have been dispatched.

  Although the Multiple Bin link in the Sales Order Query program reads from the SorDetailBin table, once you have dispatched the order line there are no entries in the SorDetailBin table (they are moved to MdnDetailBin table).

  You can, however, view the bins from which it was dispatched using the Dispatch Note Query program, as it reads the MdnDetailBin table.

Lot information is not displayed when the order is not in a status of 9 - Complete.

The reason for this is that once a sales order is complete, the lot numbers are attached to the invoice and no longer to the sales order.

To view lot number information against completed sales orders, you can use the Customer Query program, select the invoice for the sales order and view the order details using the SO Browse on SO Lines program.

• You can't view the serial numbers allocated to the line when the order is in a status of 9 - Complete.

  The reason is that once a sales order is complete, the serial numbers are attached to the invoice and no longer to the sales order.

  To view serial number information for completed sales orders, you can use the Customer Query program, select the invoice for the sales order and view the order details using the SO Browse on SO Lines program.

• You can't view the serial numbers allocated to the line when a dispatch note was printed for the sales order.

  Use the Dispatch Note Query program to view serial numbers for a printed dispatch note.

• You can't view the serial numbers allocated to the line when the stock item is traceable.

  For a traceable item, the serials are inextricably linked to the lot number and are therefore queried via the lot number.

To process credit notes against the lot based on the credit note quantity entered, ensure to enter a quantity in the Original qty received field of the Lot Maintenance program.

• If the item is non-traceable and multiple bins is not enabled for the specific warehouse, then you are not automatically prompted for serial numbers at line level for new orders.
• If the order is linked to a job and multiple bins is in use and/or the item is traceable and requires inspection, then serials are requested in the WIP Inspection program.
• If the order is linked to a job (with or without inspection) and multiple bins is in use and/or the item is traceable, then serials are requested in the Job Receipts program.

You're prompted to enter serial numbers when:

• The Capture serial numbers for orders setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders).

• You have changed the warehouse, but serials were already allocated to the previous warehouse (regardless of your selection at the Capture serial numbers for orders setup option).

• Multiple bins are enabled for the specific warehouse. You are then prompted for serial numbers regardless of whether the item is traceable.

You are prompted to enter serial numbers when reserving stock if the following setup options are enabled:

• Request lots/bins/serials

  (Setup Options > Configuration > Distribution > Sales Orders)

• Capture serial numbers for orders

  (Setup Options > Preferences > Distribution > Sales Orders)

A purchase order is only available to a sales order until it 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.

If the job is set to Complete, then the job number is only displayed in the Order Detail Lines pane if the Job complete retain link to sales order setup option was enabled at the time that the job was set to complete.

If this option was disabled, then once a job is receipted and complete, the details are only available in the Sales Order Query program.

Delivery routes and delivery loads only apply when the Load planning required setup option is enabled (Setup Options > Configuration > Distribution > Sales Orders).

When the Load planning required setup option is enabled (Setup Options > Configuration > Distribution > Sales Orders), the following rules for sales orders apply:

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

• If you do not want to allocate the line to a load when you add the line, then you can use the Load Planning Delivery Load Maintenance program to allocate the line to a load later.

The system automatically allocates the line to the next available delivery load if the Sales Order Entry/Dispatches loads setup option is defined as Allocate automatically (Setup Options > Configuration > Distribution > Sales Orders).

This is based on the Required delivery date or Stock availability, depending on your selection at the Basis of load calculation setup option (Setup Options > Configuration > Distribution > Sales Orders).

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.

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

• If the Sales Order Entry/Dispatches loads setup option is defined as Allocate automatically then you are informed that loads will be allocated automatically for each sales order line.

  If a valid load is not found or its capacity has been exceeded, then you are prompted to select another load or to ignore the delivery load.

  If you select to ignore the delivery load, the sales order line is added to the sales order without a delivery load.

• If the Sales Order Entry/Dispatches loads setup option is defined as Allocate on request then you are prompted to allocate the delivery loads.

  If you select not to do so, then no loads are allocated and sales order lines are added without delivery loads.

  If you select to allocate delivery loads, the Delivery Loads program is then displayed enabling you to allocate delivery loads.

  Only delivery loads for the specified date and later are available for selection.

  When a selected load capacity is exceeded, the process is repeated until all sales order lines are processed.