Sales Order Query

Exploring

This program lets you view the latest information for sales orders captured or maintained.

A typical use of this program would be to track the status of a sales order, which could be driven internally from your sales department, or externally in response to a customer request.

Things you can do in this program include:

  • View order header and detail line information for the a specific sales order
  • View order values in local and foreign currency
  • Configure the level of detail you want to view within the query
  • View custom form information attached to a sales order header and order detail lines
  • View and maintain multimedia objects for an order
  • Establish how many items are on back order for a specific stock code or customer

A customer order that must be processed immediately.

Insufficient stock can be placed on back order.

Documents that can be printed for this order type:

  • Order acknowledgment
  • Invoice

A cash sale over the counter, where payment can be made immediately.

Payment types include check, cash, credit card, or account (i.e. a debit on the customer account).

Documents that can be printed for this order type:

  • Cash sale invoice

A credit (or refund) against a customer's account that produces a formal document for the customer.

Items can't be placed on back order.

Documents that can be printed for this order type:

  • Order acknowledgment
  • Credit invoice

A debit adjustment against a customer's account that produces a formal document for the customer.

Documents that can be printed for this order type:

  • Order acknowledgment
  • Invoice

A customer order that requires stock allocations to be made at a future date.

Items can be placed on back order.

Documents that can be printed for this order type:

  • Order acknowledgment

An order for line items that are normally associated with a job that is linked to a contract.

Items can't be placed on back order.

Documents that can be printed for this order type:

  • Order acknowledgment
  • Delivery note
  • Invoice

An Inter Branch Transfer enables transferring stock between branches in your company and invoicing those items at their current inventory cost price.

Items can be placed on back order.

Documents that can be printed for this order type:

  • Order acknowledgment
  • Delivery note
  • Invoice

A customer order that you can deliver in full or part-delivery.

Insufficient stock can be placed on back order.

Documents that can be printed for this order type:

  • Order acknowledgment
  • Delivery note
  • Invoice

A customer order that must be processed at a specific date in the future.

This type of order is useful when a customer requests different delivery dates for the items, as a line ship date is attached to each merchandise line.

Documents that can be printed for this order type:

  • Order acknowledgment
  • Delivery note
  • Invoice

This is a transfer of stock between multiple warehouses in your company and is always processed in your local currency.

Although similar to inter-branch transfers, supply chain transfers do not require the capture of customer details.

Items to be transferred can be placed on back order.

Documents that can be printed for this order type:

  • Order acknowledgment
  • SCT Delivery note

This program is accessed from the Program List of the SYSPRO menu:

  • Program List > Sales Orders

This refers to an item that can be used as a substitute for a similar, but different item.

Within SYSPRO, assigning alternate stock codes lets you offer the customer a substitute item when there is a shortage of the original item.

If a shortage of an item occurs at the time of entering detail lines in Sales Order Entry or Quick Sales Order Entry, you can query the stock availability of the alternate stock codes and offer the customer the choice of items with available stock instead.

You can query alternate stock code information using the Inventory Query program and print alternate stock code details using the Purchasing Work Sheet report.

The Back order function in SYSPRO enables you to manage customer orders for items for which you have insufficient stock to satisfy the demand.

You can configure each customer to allow the entry of back order quantities when processing sales orders for the customer. You can also select whether to allow partial shipments for the customer, or whether the full order must be shipped.

Regardless of whether you select to release back orders automatically after you print an invoice or SCT document, the back order quantity remains in back order if:

  • the order is hierarchical.
  • the item is stocked and either the Requested and mandatory or Requested but optional packaging option is enabled. These lines must be manually shipped to ensure that packaging details are entered.
  • multiple bins is in use for the warehouse against the order line.
  • the item is traceable, ECC-controlled or serialized.
  • the item is the parent or a component of a kit.
  • there is insufficient stock and stock is not allowed to go negative.
Module affected Details

Accounts Receivable

You can configure each customer to allow the entry of back order quantities when processing sales orders for the customer. In addition, you can select whether to allow partial shipments for the customer, or whether the full order must be shipped.

Sales Orders

When processing a sales order for a stocked line where the order quantity exceeds the available stock on hand and stock is not allowed to go negative, the system enters the available stock in the ship quantity field and places the balance in the back order quantity field.

When processing a sales order for non-stocked items where the order quantity exceeds the quantity you have entered in the ship quantity field, the system places the balance in the back order quantity field. You can configure the system to automatically display the Insufficient Stock window for the order shortage. This enables you to select an alternate stock item or to process a supply chain transfer for stocked items, or to create a purchase order, requisition or job for either stocked or non-stocked items.

Alternatively, you can use the back order review to create purchase orders and requisitions for bought-out items; and jobs for made-in and subcontract items. By creating a purchase order, requisition or job that is linked to a sales order line, you ensure that when goods are received into stock the sales order line is updated automatically.

You can configure the system to automatically move any remaining back order quantity to the ship quantity field after printing an invoice or SCT transfer document for a partial shipment.

You use the Back Order Release program to manually release order lines that were placed on back order during sales order processing. Hierarchical orders and orders which are in suspense at the time of running the program are automatically excluded. You use the Import Back Order Releases program to release/update a batch of sales order lines by processing back order release information that is imported from an ASCII file. Although quantities are typically moved from the Back order field to the Ship quantity field on a sales order, you can indicate that quantities must move from the Ship quantity field to the Back order field.

Several reports are available to assist you in monitoring order backlog. In addition, you can view back order information for sales order lines in the Sales Order Query, Sales Invoice Query, Dispatch Note Query and Customer Query programs.

Bill of Materials

If you select to run the Advanced Trial Kitting (Legacy) report using the sales order selection, then only sales order lines with a back order quantity greater than zero are included.

RMA

If you enable the Fix In-house option for an RMA receipt, then the system automatically creates a back ordered non-stocked sales order for returning the item to the customer once it has been repaired. You can also select to automatically put the order quantity into back order on the sales order you create when processing a cross shipment, or when processing an exchange on an RMA receipt.

Requirements Planning

When you run the Requirements Calculation program and select to include sales orders in requirements, then the demand quantity for each merchandise line is calculated by adding the ship and back order quantities and converting it to the stocking unit of measure.

A customer provides the mechanism for you to raise sales orders within SYSPRO.

The static information captured against a customer is used when processing sales transactions and determines, for example, the tax and discounts applicable.

Documents generated from these transactions (e.g. invoices, credit notes, debit notes) are also stored against the customer.

The customer code can be used as a filtering tool when generating reports.

Customers are maintained using the Customers program (Program List > Accounts Receivable > Setup).

This indicates the address to which a supplier must deliver goods.

More than one delivery address may be required for larger companies that typically have a number of sites, branches or depots.

Each alternate delivery address is referenced by an address code that can be selected during purchase order processing.

You create alternate delivery addresses using the PO Multiple Delivery Address Maintenance program (Program List > Purchase Orders > Setup).

An order type assists in classifying sales orders according to the type of sale (e.g. service revenue or product revenue).

You can print the order type on your sales order documents and also use it as a selection criterion for printing a number of Sales Order reports. The order type can also be used within the Sales Analysis module to provide a breakdown of the salesperson, product class and sales history reports.

Within SYSPRO, product classes group together merchandise items that you sell (i.e. stocked and non-stocked).

It is used for reporting purposes (Sales Analysis); as a method of defining your integration to General Ledger (if linked to a branch) and caters for multiple account distributions of sales revenue and cost of sales expenses.

You can measure sales performance by product class by assigning targets and budgets to a product class.

You can only maintain and play multimedia for a product class that is linked to a branch.

You maintain product classes using the Product Class Maintenance program.

The following product classes cater for non-merchandise sales and are automatically created by the system whenever an Accounts Receivable branch is added:

Automatically assigned when processing freight charge lines in the Sales Order Entry and AR Invoice Posting programs.

Assigned when you run the AR Finance Charge Calculation program. The program creates a finance charge invoice record which appears on the customer's statement.

Used when processing miscellaneous charge and non-stocked merchandise lines within the Sales Order Entry and AR Invoice Posting programs, unless you have assigned different product classes for these entries.

Assigned to system-generated transactions where discounts are applied that result in rounding errors.

Used when processing sales tax transactions. This is automatically created providing the tax options are defined (Setup Options > Tax > Company Tax Options) before the product class is defined.

Used when processing sales tax transactions (Canada only). This is automatically created providing the tax options are defined (Setup Options > Tax > Company Tax Options) before the product class is defined.

Assigned when applying discounts within the Product Configurator module.

Assigned when processing labor charges in the Product Configurator module.

Assigned when processing payments from counter sales deposits.

Sales orders are used to record the sale or transfer of goods and services to both internal and external customers.

It forms a temporary legal contract between your company and the customer, as well a providing an audit trail of goods sold or transferred.

Within SYSPRO, a salesperson serves as a mandatory link for customers (i.e. a customer must be assigned to a valid salesperson).

You can use salespersons as a selection criterion within various reports, as well as for subtotalling and sequencing purposes.

You can measure salesperson performance against actual sales by assigning monthly budgets to salesperson which can be compared to actual sales made.

You maintain salespersons using the Salesperson Maintenance program.

This indicates the address of a customer to which you deliver goods.

Multiple ship to addresses lets you have more than one delivery address per customer. This is useful if, for example, you need to invoice one customer but deliver the goods to multiple locations.

Each ship to address is referenced by an address code that can be selected during sales order processing.

You create multiple ship to addresses and assign them to customers using the Multiple Ship to Addresses program (Program List > Accounts Receivable > Setup).

This applies when the EC VAT system is in use (Setup Options > Tax > Company Tax Options ).

A number of Tariff codes require the declaration of a supplementary unit, for example the number of pieces, litres or cubic metres.

Generally, a supplementary unit is required when it is a more appropriate measure of particular goods than the net mass and allows a greater degree of comparison and analysis.

Supplementary units are assigned to Inventory items using the Stock Code Maintenance program.

When adding a sales order line for an item that requires supplementary units, the supplementary unit code is passed to the order line from the stock code. A factor can then be added for calculating the supplementary unit quantity. When invoicing, the supplementary unit information is saved and made available for printing on the EC Sales reports, such as the Supplementary Declaration for Dispatches report.

When receipting a purchase order, the supplementary unit information is requested, saved and made available for printing on the EC Declaration of Arrivals report.

In SYSPRO this refers to an order type that is processed using the Sales Order Entry program.

SCT orders enable you to transfer stock between your warehouses at the current inventory cost of the stock (always in your local currency).

Stock is allocated immediately and can then be physically transferred at a later date. This lets you reserve stock to be transferred to another warehouse.

Items to be transferred can be placed on backorder.

You can optionally print an order acknowledgment and delivery note for an SCT order type.

Although only stocked merchandise lines and comment lines can be captured for a SCT order, the transfer cost multiplier assigned to the stock code/warehouse lets you include transport costs at the receiving (target) warehouse.

A transfer reference number is allocated (or entered, if you indicated that goods in transit references must be generated manually) at the time of releasing the SCT to a status 8 - To Transfer.

Although similar to inter-branch transfers, SCTs don't require the capture of customer details.

Within the Requirements Planning system, SCT orders are treated as both a supply and a demand and the system takes into account any items that are part of a warehouse transfer awaiting receipt at the target warehouse.

The tariff code identifies the goods that are the subject of a dispatch or an arrival and is the basis for most of the statistical information used by government departments, the European Commission, United Nation's agencies and businesses themselves.

The tariff code is an important data field on the Supplementary Declarations reports.

Tariff codes are used in the Landed Cost Tracking system to determine the duty rate applicable to an imported item. LCT Tariff codes require the Nationality and Country status to be defined against the supplier (Suppliers ).

Tariff codes are also used when receipting purchase orders for both stocked and non-stocked items.

The tariff code is mandatory on sales orders that are for an EC Member State customer (excluding local transactions). When adding a sales order line for a stocked item, the tariff code defined against the stock item is used. When adding a line for a non-stocked item, the tariff code must be entered.

Tariff codes are assigned to inventory items using the Stock Code Maintenance program .

Trade promotions refers to the management and control of special deals you offer to your customers. These deals include promotions, special offers and rebates.

The Trade promotions module is integrated to the Sales order module.

This refers to a stocked item which can be transferred to another warehouse within the organization, to replenish stock in the other warehouse.

A stock item is designated as transfer-supplied using the Warehouse Maintenance for Stock Code program.

Stock items can be transferred by processing a Supply Chain Transfer (SCT) order in the Sales Order Entry program or using the various Transfer functions within the Inventory Movements program.

Within SYSPRO, a warehouse represents an actual warehouse containing your inventory items (i.e. a physical warehouse) or a grouping of your inventory according to specific characteristics of the item (i.e. a logical warehouse).

For example:

You may want to split your inventory raw materials and finished goods into different logical warehouses even though they are located in the same physical warehouse.

You maintain warehouses using the Warehouse Maintenance program.

Starting

You restrict operator access to activities within a program using the Operator Maintenance program.

Controls whether an operator can use the Sales Order Query program to maintain custom form information for an order which is in a status of 9 - complete.

Controls whether an operator can view the following when creating, maintaining or querying sales orders:

  • Price and value of a sales order line
  • Order value
  • Merchandise value
  • Invoice total

In addition, the transfer cost is not displayed when creating supply chain transfers or when browsing on sales order lines.

If the operator is allowed to print supply chain documents on-line (S/O Print SCT transfer) then the value of the order is printed and costs are revealed.

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

The following configuration options in SYSPRO may affect processing within this program or feature, including whether certain fields and options are accessible.

The Setup Options program lets you configure how SYSPRO behaves across all modules. These settings can affect processing within this program.

Setup Options > Company > General

  • Nationality code

Setup Options > Configuration > Distribution > Inventory

  • Multiple bins
  • Full goods in transit transfers facility
  • Stock on hand allowed to go negative
  • Costing method

Setup Options > Configuration > Distribution > Sales Orders

  • Load planning required
  • Alternate key mandatory
  • Default alternate key
  • Customer stock codes for sub-accounts
  • Change to counter sale order
  • Back order release or retain
  • Packaging option
  • After delivery note print maintenance
  • Order analysis files to be generated
  • Apply check when quantity moved to ship
  • Include tax in customer order value
  • Quantity discount price update
  • Minimum price percentage above cost
  • Pricing method
  • Branch to be warehouse
  • Sales Order Entry/Dispatches loads
  • Basis of load calculation
  • Billing type
  • Days to allocate scheduled orders

Setup Options > Configuration > Manufacturing > Work in Progress

  • Link Sales Orders directly to APS
  • Reserve stock for confirmed jobs

Setup Options > Preferences > Distribution > Inventory

  • Use sales order description
  • Use absolute days

Setup Options > Preferences > Distribution > Sales Orders

  • Order type default
  • Branch/geographic area change
  • Include returnable item in SCT
  • Cancel open order previously invoiced
  • Ask reason code for new credit note
  • Back order release or retain
  • Non-stocked action
  • Exclude lines that fail credit check
  • Auto insert dangerous goods text
  • Prompt for dangerous goods data sheets
  • Notification frequency (in days)
  • Auto insert sales order additional text
  • Prompt for expired contracts
  • Clear multiple ship address code
  • Fix ship address at time of order entry
  • Capture serial numbers for orders
  • Credit checking
  • Apply check to current order only
  • Credit check for order to be released
  • Request when order release from status 4

Setup Options > Keys > Financials

  • Sales order moved to invoice
  • Same invoice for different customers
  • Numbering method
  • AR invoices/settlement

Setup Options > Keys > Distribution - Sales Management

  • Use source branch for SCT numbering
  • Use source branch for SCT numbering
  • Numbering method
  • Sales orders
  • Delivery notes
  • Auto invoice numbering - order release

Setup Options > Keys > Distribution - Inventory

  • Numbering method
  • Goods in transit

Setup Options > Tax > Company Tax Options

  • Tax system
  • EC VAT system required

Setup Options > Tax > Intrastat

  • Capture non EC members delivery terms

Setup Options > Configuration > Distribution > Trade Promotions

  • Apply Trade Promotion customers discount
  • Exclude free goods lines
  • Exclude single qualifying lines

Setup Options > Preferences > Distribution > Trade Promotions

  • Maintain miscellaneous line
  • Miscellaneous cost zero
  • Allow global promotion selection

  • You can only view orders for the AR Branches to which you have access.

  • You can only view sales order detail lines for warehouses to which you have access.

  • You can only view orders for salespersons to which you have access.

  • Delivery Terms and Shipping Locations can only be captured if:

    • A valid entry is defined against the Nationality code setup option and the EC VAT system required setup option is enabled.

    • or, the Capture non EC members delivery terms setup option is enabled.

  • If default entries for these fields are defined in the Suppliers and Customers programs, they take precedence over those defined in the Setup Options program.
  • To reflect Delivery Terms and Shipping Location on order documents, ensure that these fields are enabled in the document format setup programs (only available with Word and SRS document printing).

Solving

You can personalize this query in a number of ways, including:

  • Set preferences that are retained for future use.

  • Set options that affect the orders and order lines displayed.

  • Configure property sheets (e.g. the section headed Order Header).

    This includes being able to sequence items by dragging them up or down to show important items first.

  • Configure the Detail Lines listview:
    • Sequence columns by dragging them left or right, sorting columns and changing column widths.
    • Use the Ctrl+F1 keys to display the functions you can apply to the Detail Lines listview.
    • You can press Ctrl+Q from within the Detail Lines listview to use the Listview Styles program to customize lines with the following characteristics:

      • Quantity on back order

      • Ship quantity or back order quantity overdue (this occurs when the customer request date is earlier than the company date)

      • Back order quantity with attachment job, requisition, purchase order or supply chain transfer

      • Back order quantity with attachment overdue

  • Configure the layout of the panes on the screen, including hiding or displaying panes.

  • Customize the menu and toolbars.

You can query an order using the sales order number, customer code, or customer purchase order number.

If you know the order number, then you can enter it directly and press the tab key to view the information.

Alternatively, if you don't know the order number, you can use a number of other methods:

  • Use the browse function to locate the order.

  • Use the Find function (i.e. Ctrl+F) within the browse to search for the order.

  • Use the Backlog By Customer or Backlog By Stock Code functions (selected from the Query menu).

The option Include only active orders is enabled in the Preferences.

When enabled, orders that are complete (i.e. status 9 - Complete), orders that were canceled during order entry (i.e. status * Cancelled) and orders that were canceled (i.e. status \ Cancelled) are not displayed.

Details for completed requisitions, or requisitions linked to a completed detail line, are only displayed when the Show purchase orders and requisitions that are complete or purchase orders and requisitions linked to a completed detail line preference is enabled.

Details for completed jobs are only displayed when the Show jobs that are complete or jobs linked to a completed detail line sales order preference is enabled.

In addition, no jobs are displayed when more than one job is linked to the sales order.

You need to right-click on the sales order line in the Detail Lines pane and select the Job option to view all jobs linked to the sales order lines.

Details for completed purchase orders, or purchase orders linked to a completed detail line are only displayed when the Show purchase orders and requisitions that are complete or purchase orders and requisitions linked to a completed detail line preference is enabled.

  • 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.

  • 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.

There are two ways in which you can view additional information such as lots, serials and bin allocations, purchase order, requisition and job details attached to an order line:

  1. In the Detail Lines listview, right click on the line for which you want to display additional information.
  2. Select the option for the additional information you want to view.

Alternatively:

  1. In the Detail Lines listview, highlight the line for which you want to display additional information.
  2. In the S/O Line Information pane, select the hyperlink against the field for which you want to display the additional information.

  1. Select Preferences from the Options menu.

  2. From the Preferences screen, select the General tab:

    • Enable the Show purchase orders and requisitions that are complete or purchase orders and requisitions linked to a completed detail line option.

    • Enable the Show jobs that are complete or jobs linked to a completed detail line option.

  3. In the Detail Lines listview, right click on the line for which you want to display additional information.

  4. Select the option for the additional information you want to view.

The Alternate key is defined on the Order Header and provides an additional sequencing key for your orders.

The Alternate key must be entered when capturing orders if the Alternate key mandatory setup option is enabled (Setup Options > Configuration > Distribution > Sales Orders).

You can configure the generation of a default entry for the Alternate key based on the following:

  • The customer’s geographic area
  • The warehouse assigned to the order
  • The branch assigned to the order

To print the alternate key on sales order documents, a print position must be defined in the document format that you select to use for your documents (SO Document Formats).

You can tailor the wording for the Alternate key prompt to suit your own requirements by defining the Default alternate key setup option (Setup Options > Configuration > Distribution > Sales Orders).

Tax Connector - Avalara Considerations:

When using the Tax Connector - Avalara , this field is used to populate the Reference code field when submitting transactions to Avalara.

For example:

If you enter ExWorks or Collection in this Alternate Key field, then this entry is used as the Reference Code when submitting to Avalara.

You can then configure an Advanced Rule within Avalara to consider the Reference Code in the tax calculation.

The APS system is updated whenever a sales order is added, copied, changed or canceled, as long as the following are true:

  • The Advanced Planning and Scheduling system is installed.
  • The Link Sales Orders directly to APS setup option is enabled (Setup Options > Configuration > Manufacturing > Work in Progress).

The Area is defined on the Order Header and indicates the geographic area applicable to the customer for this order.

You can change the geographic area when the following are true:

  • The Branch/geographic area change setup option is defined as Allowed (Setup Options > Preferences > Distribution > Sales Orders).

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

  • Multiple ship to addresses are in use, providing you are allowed to change the geographic area when multiple ship-to-addresses are in use.

If you change the geographic area for an order with existing lines and you are using USA tax defined by geographic area (Setup Options > Tax > Company Tax Options) then you are prompted to change all lines to the new area tax codes.

Select Yes to update all lines accordingly.

The Average days to pay information is displayed in the Customer Information pane.

It is recalculated as follows each time you use the AR Payments and Adjustments program to process a payment for the customer, or you run the Balance function of the AR Period End program:

  1. For each invoice or debit note paid, two totals are updated:
    1. Total number of invoices paid
    2. Total number of days to pay
  1. When a payment is processed:
    1. The Total number of invoices paid is increased by 1 for each invoice / debit note paid in full.
    2. The Total number of days to pay is increased by the number of days taken to pay (i.e. the number of days between the invoice date and the payment date).

  1. The new average number of days to pay is calculated as:

    Total number of days to pay / Total number of invoices

When adding a stocked order line to an order, the Field Selector option in the Stock code field enables you to select which stock code linked to a SYSPRO stock code you want to enter.

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.

When processing orders for sub-account customers, you can use the customer account defined against the sub-account and/or the master account. However, this depends on your configuration of the Customer stock codes for sub-accounts setup option (Setup Options > Configuration > Distribution > Sales Orders).

The customer's stock code can be printed on sales order documents.

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.

The supplier's catalog number can be printed on sales order documents.

The Minimum order rules defined against the customer are applied when you end an order.

To change the order type of a normal order to be a Counter sales order when processing deposit transactions against the order, enable the Change to counter sale order setup option (Setup Options > Configuration > Distribution > Sales Orders).

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.

  • 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.

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.

Delivery routes defined against customer's multiple addresses are ignored by the copy process.

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:

The SO Cancel sales order line eSignature can be used to prevent operators canceling a line under conditions not listed below (e.g. when the line has been allocated to a delivery load).

  • 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.

This applies when maintaining existing orders and when adding new orders.

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.

If there is still a quantity in back order after printing an invoice or SCT transfer document, and the Back order release or retain setup option is defined as Automatic (Setup Options > Preferences > Distribution > Sales Orders), then the remaining back order quantity is automatically moved to the Ship quantity field, providing the order line passes a number of checks.

The back order quantity remains in back order if 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.

Tax is included or excluded in the credit check according the requirements defined for the Include tax in customer order value setup option (Setup Options > Configuration > Distribution > Sales Orders).

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.

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.

For example:

You have the following:

  • Order line 1

    Comment 1 attached to Order line 1

  • Order line 2

    Comment 2 attached to Order line 1

You now cancel order line 1.

Comment 1 is canceled, but Comment 2 remains, since Comment 2 is linked to all lines between the line to which it is attached and the comment line itself.

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.

This field is located in the Entered Order Lines pane.

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.

For example:

This is best explained with an example:

  1. You add an SCT item for stock code A100 and place the line into back order.

    The current warehouse cost is $90.

  2. A purchase order is created to replenish A100at a new cost of $100.

  3. The purchase is then receipted into stock at the new cost price.

    The new warehouse cost is therefore $100 (unless you are using Average costing, in which case the new average cost is calculated).

  4. Using the Sales Order Entry program, you move the back order quantity for the SCT to ship.

    The Unit Price will still reflect in the Entered Order Lines pane as $90.

  5. You then end and complete the SCT transfer.

    It may look like the transaction was processed at the old cost of $90, however if you check the transactions you can see that it was actually posted using the new cost of $100, which is correct.

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.

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.

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.

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.

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.

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.

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.

If you do not require tax to be applied, then you need to use a SCT (Supply Chain Transfer).

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 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.

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".

For example:

You defined an Off invoice tiered promotion where a 10% discount is given when buying a quantity of 1 to 9 of an item and 25% discount is given for buying a quantity of 10 or more of the item.

The customer orders 10 of the item.

You ship 6 and place the other 4 on back order.

A discount of 10% is applied to the 6 shipped.

You release the back order for the remaining 4 and re-qualify the promotion.

A discount of 25% is applied only to the 4 now shipped.

The system does not recalculate 25% discount on the entire order less the 10% discount already given for the 6 previously shipped.

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 you manually change the actual address on the Order Header, the address code is retained.

However, the address code is cleared when the Clear multiple ship address code setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders).

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.

To apply the line ship address to the invoice, use Dispatch Notes and select the Ship address per line option.

Then when the dispatch is created from the Sales Order Entry program, each dispatch invoice is created for the specific line delivery address, providing you do not consolidate the dispatch notes.

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.

Load planning does not honor the Ship address per line selection. It reads the address from the Order Header and not the details line.

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.

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.

Non-working days are not taken into account when calculating this date when the Use absolute days setup option is enabled (Setup Options > Preferences > Distribution > Inventory).

If the lead time is not defined against the stock item, then the transfer lead time defined against the Warehouse Move Matrix is used.

If this is not defined, then the transfer lead time defaults to zero.

The Receipt date for an SCT is always recalculated when you change the Ship date regardless of line entry or maintenance mode. Therefore, if you change the Receipt date and then change the Ship date, your original receipt date is over-ridden.

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.

Orders in a status of S - In suspense do not increase the customer's credit limit.

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.

If an order then fails the credit check, the order is not placed into S - In suspense, but remains in a status of 4 - In warehouse or 8 - To invoice.

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.

You can't print the invoice if you define the Credit check for order to be released setup option as Check and reject if fail.

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.

This value is not increased by orders in a status of S - In suspense.

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.

The Balance function of the Inventory Period End program should be run periodically to ensure that the warehouse values are correct.

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.

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.

For example:

You create a sales order with:

  • Order qty = 10
  • Reserved qty = 2
  • Back order qty = 8
  • Lots, bins and serials allocated at time of reserving.

This means that the lots, bins and serials were allocated for the 2 items placed in reserve.

You now want to change the reserved quantity to 5.

When you maintain the order, you also must select to request lots, bins and serials at the time of reserving.

You cannot have lot, bin and serial information against the first 2 items in reserve and not against the next 3 you are placing in reserve.

The reverse is also true. With the above example, if you had not selected to reserve lots, bins and serials when you placed the quantity of 2 into reserve, then you must not select this option when you place the 3 items into reserve.

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.

For example:

You are using the Sales Order Entry program to generate a credit note for a lot traceable item.

The credit note is for a quantity of 10 and is not linked to the original invoice.

When you create a new lot number for the credit note, you need to enter the full credit note quantity in this field (i.e. 10 in this example).

If you enter any quantity less than 10, you won't be able to credit the full credit note quantity against this lot.

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.

Using

  • Columns in a listview are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the listview). Select and drag the required column to a position in the listview header.

  • Fields on a pane are sometimes removed by default. You can reinstate them using the Field Selector option from the context-sensitive menu (displayed by right-clicking any field in the pane). Select and drag the required fields onto the pane.

    The captions for fields are also sometimes hidden. You can select the Show Captions option from the context-sensitive menu to see a list of them. Click on the relevant caption to reinstate it to the form.

    If the Show Captions option is grayed out, it means no captions are hidden for that form.

  • Press Ctrl+F1 within a listview or form to view a complete list of functions available.

Following the entry of a sales order document into the system, a status code is assigned to the order header indicating its progress within the system.

The status code held against an order determines which functions can be performed at that point, particularly during maintenance and printing.

The current order status is stored in the SorMaster table.

The status may also be stored in the SorMasterRep table, but may not be the same as the status in the SorMaster table.

For example:

For an SCT order, the status in the SorMasterRep table is the order status at the time of performing the transfer, whereas the order status in SorMaster is the current status.

The following are the possible statuses that can be assigned to a sales order header:

Status Description
0 - Order in process

The entered order is currently being maintained by another user or the End order function was not performed (e.g. a power failure occurred during the entry or maintenance of an order).

This status can be reset to the previous status using the Order Maintenance function.
1 - Open order line

An order has been entered into the system.

A delivery note must be printed before the order can be released for invoicing.

Next status: 4 - In warehouse

The following actions place an order into a status of 4 - In warehouse:

  • Printing a delivery note upon ending the order.
  • Printing delivery notes using the Document Print program for sales orders in 1 - Open order line.
  • Using the Sales Order Entry program to manually change the order status from 8 - To invoice to 4 - In warehouse
2 - Open back order

An order or billing contains lines which could not be shipped owing to a stock shortage.

The order or billing may have been partially invoiced, but there are remaining lines on back order.

Releases for a Blanket Sales Order have been accepted.

An order or billing has to pass through the invoicing process at least once to become an open order.

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

Your configuration of the Back orders setup option affects how this status is updated (Setup Options > Preferences > Distribution > Sales Orders):

  • If the option is set to Manual, then the order is set to a status of 2 - Open back order.

  • If the option is set to Automatic, then the order is set to a status of 3 - Released back order.

Next status:

  • 3 - Released back order (for orders)
  • 8 - To invoice (for billings)
3 - Released back order

An open back order now has items to be shipped and has been released for delivery note printing.

Billings are released into status 8 - To invoice, not status 3 - Released back order.

The next delivery note print will produce a delivery note document.

Your configuration of the Back orders setup option affects how this status is updated (Setup Options > Preferences > Distribution > Sales Orders):

  • If the option is set to Manual, then the order is set to a status of 2 - Open back order.

  • If the option is set to Automatic, then the order is set to a status of 3 - Released back order.

Next status: 4 - In warehouse
4 - In warehouse

A delivery note has been printed for an open order or a released back order.

Next status: 8 - To invoice
8 - To invoice

A billing has been entered.

A back ordered billing has been released.

An order in the warehouse has been released.

Next status:

  • 9 - Complete (if completely shipped after invoicing)
  • 2 - Open back order (if any back orders remain)
8 - To transfer

A Supply Chain Transfer order has been entered.

Next status: 9 - Complete
F - Forward order

The order is indefinite and must be released before it is processed as a normal order.

Next status: 1 - Open order line

When releasing a Forward order, the quantity is placed in back order when any of the following are true:

  • The sales order entry preference Automatically put order qty into back order is enabled.

  • There is insufficient stock and negative stock is not allowed for the selected warehouse.

  • Multiple bins are enabled (irrespective of whether stock is being reserved).

  • The item is traceable, ECC-controlled, or serialized.

  • The line is for items that are parents or components of kits (i.e. a single level BOM structure of parent or component exists).

    Components cannot automatically be released because the stock allocations are required before the lines can be shipped.

  • The Packaging option Requested and mandatory or Requested but optional are selected.

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

S - In suspense

An order or billing has failed credit checking.

An order or billing has been placed on hold.

Next status: The order reverts to the status in process (0 - Order in process) prior to the order being suspended.
9 - Complete

A sales order has been fully invoiced and will be removed from file when the Order Purge program is run.

When a Blanket Sales Order is complete in terms of invoicing, it is set to a status of S - In suspense while waiting for the next release. It is not set to a status of 9 - Complete.
* Cancelled

An order was canceled during entry (i.e. before it was completely entered into the system) and will be removed from the file when the Order Purge program is run.
\ Cancelled

An order was canceled prior to invoicing and will be removed from the file when the Order Purge program is run.
R - Released to picking

Indicates that an order has been released to picking.

An open order (status 1 - Open order line) which contains lines for picking, would typically move to a status R - Released to picking and then P - In picking.

Sales orders can only be invoiced when the picking cycle has been completed.
P - In picking

Indicates that the order is currently within the picking process.

Once picking has completed, the order would return to a status 1 - Open order line, therefore enabling you to add additional lines if required, or proceed to the next required stage.

The line status allocated to an order line is used primarily in the Warehouse Management System.

The line status can be displayed in the Order Line Status pane of the Sales Order Entry program by right clicking in the pane, selecting the Show Captions option and dragging the Line status caption onto the form.

The line status can also be displayed in the Detail Lines listview of the Sales Order Query program by right clicking in a listviewcolumn heading, selecting the Field Chooser option and dragging the Line status field onto the listview.

The following are the possible status codes that can be assigned to an order line:

Status Description
8 - Line ready to invoice

Indicates one of the following:

  • A billing has been entered
  • A back-ordered billing has been released.
  • An order line in the warehouse has been released.
C - Complete

Indicates that the order line was set to 'Complete' by the operator.
P - In picking

Indicates that picking is currently in progress for the order line.
R - Released to picking

Indicates that an order line has been released to picking.
K - Picking complete

Indicates that picking has completed for the order line.

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.

By default, SYSPRO includes checks to ensure that invoice numbers originating from within the Sales Orders module are not duplicated.

If an invoice number was not manually entered against the order, then an invoice number is automatically assigned according to the following rules:

  1. All sales invoices created within a single SYSPRO company must have a unique number, regardless of both the order and invoice numbering methods selected when the Same invoice for different customers setup option is disabled (Setup Options > Keys > Financials).

    • If this setup option is enabled and an invoice number is already allocated (e.g. by selecting the option to move order number to invoice number or by allocating on release of the order), then the allocated number is checked against existing invoices for that customer. If it already exists, then the invoice is not processed. Otherwise the number is used.

    • If this setup option is enabled and an invoice number is not yet allocated, then the next available number to use is checked against the existing invoices for the customer.

    • If the next available number has not yet been used, then it is used for the invoice.

    • If the next available number already exists against the customer, then an attempt is made to find a number not yet used.

    An error message is displayed after 10 unsuccessful search attempts.

  2. When the order is released for invoicing from a status of 1 - Open order line, the invoice number is determined as follows:

    • If the Sales order moved to invoice setup option is enabled (Setup Options > Keys > Financials), then the order number becomes the invoice number, unless this is not the first invoice for the order.

      If this is not the first invoice for the order and the Auto invoice numbering - order release setup option is defined as Yes (Setup Options > Keys > Distribution - Sales Management), then the next invoice number by company or by branch is allocated to the invoice, based on the Numbering method defined (Setup Options > Keys > Financials).

      If the Auto invoice numbering - order release setup option is defined as No, then a manual invoice number must be entered.

      However, if the Request when order release from status 4 setup option is disabled (Setup Options > Preferences > Distribution > Sales Orders), then the next invoice number by company or by branch is allocated to the invoice.

    • If the Sales order moved to invoice setup option is disabled, then the next invoice number by company or by branch is allocated to the invoice, based on the numbering method defined.

  3. When the order is released for invoicing from a status of 4 - In warehouse, the invoice number is determined as follows:

    • If the Auto invoice numbering - order release setup option is defined as Use delivery note, then the delivery note number becomes the invoice number.

      This does not apply if the order type is Billing or Counter Sale.

  4. You are requested to enter an invoice number when you change the order status to 8 - To invoice, when both of the following are true:

    • The Auto invoice numbering - order release setup option is defined as No.
    • The Sales order moved to invoice setup option is disabled.

    However, if the Request when order release from status 4 setup option is disabled, then the next invoice number by company or by branch is allocated to the invoice.

If you cancel an order which is in a status of 8 - To invoice and you want to re-use the invoice number, then you need to run the Purge function of the Order Purge program and select the Purge invoice index option.

The next document number defined against either the company or branch is allocated based on the Numbering method defined against the AR invoices/settlement setup option (Setup Options > Keys > Financials).

If delivery note numbers are being generated, then the next delivery note number defined against either the company or branch is allocated to the delivery note.

This is based on the Numbering method defined against Delivery notes (Setup Options > Keys > Distribution - Sales Management).

For Billing type orders where the Billing type is defined as Post-billing with invoice (Setup Options > Configuration > Distribution > Sales Orders), you can enter an invoice number even if automatic invoice numbering is defined.

If you don't enter an invoice number (or the Billing type is not defined as Post-billing with invoice) then an invoice number is automatically assigned to the order according to the following logic:

  • If the Sales order moved to invoice setup option is enabled (Setup Options > Keys > Financials) then the order number becomes the invoice number, providing this is the first invoice for the order.

    If this is not the first invoice for the order and the Auto invoice numbering - order release setup option is defined as Yes (Setup Options > Keys > Distribution - Sales Management), then the next invoice number By company or By branch is assigned to the invoice.

    Otherwise a manual invoice number must be entered.

  • If the Sales order moved to invoice option is disabled then the next invoice By company or By branch is allocated to the invoice based on the invoice numbering method selected.

    If this is not the first invoice for the order, then the next invoice By company or By branch is allocated to the invoice (unless the Auto invoice numbering - order release setup option is defined as No and a manual invoice number must be entered).

The order number is allocated according to the Numbering method defined for Sales orders (Setup Options > Keys > Distribution - Sales Management).

The order number is only allocated after the first order line is added and saved to the order.

The Order line number changes when lines are inserted before existing lines.

Line re-sequencing only occurs when there is a requirement to place a line in a position where there is no vacant line number.

The line number is therefore not changed when a line is canceled.

The next number assigned to a supply chain transfer order is based on the numbering method of the branch assigned to the source warehouse when the Use source branch for SCT numbering setup option is enabled (Setup Options > Keys > Distribution - Sales Management).

Otherwise, the next order number assigned to a supply chain transfer order is determined by the numbering method of the branch assigned to the target warehouse.

If the Numbering method for Goods in transit is defined as Manual (Setup Options > Keys > Distribution - Inventory), then you are prompted to enter a manual SCT reference.

The SO Header Maintenance program is loaded if you select to enter an SCT reference manually, otherwise a transfer reference number is automatically allocated.

The following table indicates how stock is allocated for the various order types:

Order type Inventory allocation

Order

Stock is allocated immediately.

Billing

Stock is allocated immediately.

Scheduled order

Stock is allocated only once the Scheduled Order Allocations is run and the time period (cut-off date) within which scheduled orders must be allocated is reached.

The cut-off date is determined by the entry defined for the Days to allocate scheduled orders setup option (Setup Options > Configuration > Distribution > Sales Orders).

Credit note

Inventory is only updated only once the credit note is printed.

Debit note

If the debit note relates to a stocked item, then the quantity of stock on hand is decreased only when the invoice is printed.

Forward order

Stock is allocated when the forward order is converted to an order or a scheduled order according to the rules applicable to these order types.

Counter sale

Stock is allocated immediately.

IBT

Stock is allocated immediately.

Hierarchical order

Not applicable.

Only non-stocked items can be entered on hierarchical sales orders.

Supply Chain Transfer

Stock is allocated immediately and can then be physically transferred at a later date, which effectively enables you to reserve stock to be transferred to another warehouse.

Referencing

Field Description
File  
Find

Select this to use the Key Search program to locate sales order numbers according to extensive search criteria.
Options  
Preferences

Select this to configure options that will determine the level of detail you want to view within the query.
Sequence

Indicate the sequence in which you want to query sales orders:

Select this to view sales order information by entering a sales order number.

You can only view sales orders in a status of \ Cancelled or * Cancelled in this sequence.

Select this to view sales order information by entering a customer code.

This does not include sales orders in a status of \ Cancelled or * Cancelled.

Select this to view sales order information by entering a customer purchase order number.

If you select this option, then you must know the customer's purchase order number in order to enter it (i.e. there is no browse available on customer purchase order numbers).

You typically select this sequence when customers give you their purchase order number.

This does not include sales orders in a status of \ Cancelled or * Cancelled.
Query  
Value

This lets you use the SO Value Sales Orders program to establish the value of a specific sales order based on the original and outstanding amounts.

To alternate viewing order values in local or foreign currency for foreign currency customers, use the Convert to Foreign Currency Values option.

The currency in which the order values are being displayed is indicated in the window title bar.
Backlog

Select this to establish either of the following:

  • How many items are on back order for a specific stock code or customer.
  • The total monetary value that the back order quantity represents.

Select this to view the order backlog information by customer.

You are prompted to enter the customer for whom you want to display this information.

Select this to view the order backlog information by stock code.

You are prompted to enter the stock code for which to display this information.

For supply chain transfer orders, the target warehouse is displayed in the Customer column.
Dispatches

This lets you use the Dispatch Note Browse program to view the dispatch note(s) for the sales order.

This option is only enabled if you created a dispatch note from the sales order.
Archived Orders

This lets you use the SO Browse Archived Sales Orders program to view details of archived sales orders.
Quotation Query

This lets you use the Quotations Query program to view the information for the quotation.

This option is only enabled if the sales order was created from a quotation.
View in Browser

Select this to view the current sales order information in a browser window when the View live orders in browser preference is disabled.
Graph  
Sales Order Commitment Graph

This lets you use the SO Graph Sales Order Commitment program to graphically represent details of your sales order commitments projected into the future for a range of selected customers.
Sales order

Enter the sales order number to query.
Play

This lets you view any multimedia objects assigned to the order.
Edit

This lets you maintain multimedia objects for the order using the Multimedia program.
Notepad

This lets you capture text for the current order using the Admin Notepad Editor (Rich Text) program.
Customer

Indicate the customer code of the customer to query if you selected Sales Order by Customer from the Sequence menu.
Customer p/o

Enter the customer purchase order number to query if you selected By Customer Purchase Order from the Sequence menu.

You use the Preferences option to define the amount of information you want to view in the query.

The options on this tab enable you to define the sales orders you want to include in the query, based on the order status.

These include:

  • 0 - Order in process

  • 1 - Open order line

  • 2 - Open back order

  • 3 - Released back order

  • 4 - In warehouse

  • 8 - To invoice

  • 9 - Complete

  • * Cancelled

    This preference only applies when sales orders are queried using the By Sales Order sequence.

  • F - Forward order

  • \ Cancelled

    This preference only applies when sales orders are queried using the By Sales Order sequence.

  • S - In suspense

  • R - Released to picking

  • P - In picking

The options on this tab enable you to indicate the types of sales order lines to display in the Detail Lines listview of the query.

These include:

  • Stocked detail
  • Non-stocked detail
  • Freight
  • Other charges
  • Comments
  • Completed sales order lines

The options on this tab enable you to set general preferences relating to the query.

Field Description
View live orders in browser

Select this to view live orders in a browser window.

By default, archived orders can only be viewed in a browser window.

If you do not select this option, then individual orders can still be viewed in a browser window by selecting the View in browser option from the Query menu.
Show jobs that are complete

Select this to be able to view completed jobs for detail lines.

This information can be viewed from within the Detail Lines listview pane by using the right mouse button to select Jobs from the shortcut menu.
Show complete porders and requisitions

Select this to be able to view purchase orders and requisitions that are complete, or purchase orders and requisitions linked to a completed detail line.

This information can be viewed from within the Detail Lines listview pane by using the right mouse button to select Purchase Order or Requisition from the shortcut menu.

The data may take longer to appear on the screen when you select this option.
Include only active orders

Select this to include only active orders in the query.

If you select this preference, then you can't view orders with the following statuses:

  • 9 - Complete
  • * Cancelled
  • \ Cancelled
Default sales order query sequence

Select this to use the sales order number as the basis for the query.

Select this to use the customer code as the basis for the query.

Select this to use the customer's purchase order number as the basis for the query.
Field Description

Order status

This indicates the status that the order is in currently.

Sales order

This indicates the sales order number you are currently querying.

Select the hyperlink to view more information for the order.

Document type

Indicates the type of order you are currently querying:

  • Order

  • Forward order

  • Billing

  • Credit note

  • Debit note

  • Scheduled order

  • Inter Branch transfer

  • Hierarchical order

  • Supply Chain Transfer

  • Counter Sale

Supply message

This indicates whether a job, requisition, purchase order or supply chain transfer is attached to the order.

Currency

This indicates the currency that applies to the order.

Exchange rate for conversion

This indicates the exchange rate used for converting the order value into a foreign currency.

This is only displayed for sales orders that have a fixed exchange rate.

A fixed exchange rate can be applied when capturing the sales order or by enabling the Fixed exchange rate preference within the Sales Order Entry program.

Credit/cash

This indicates if the customer payment method is cash or on credit.

Customer purchase order

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

This number is assigned to the customer's invoice and can be viewed when querying invoices for the customer.

Salesperson

This indicates the operator code of the person responsible for the sale and to whom sales commission might be payable.

Sales order date

This indicates the date on which the order was captured, or the date on which the sale was made.

Requested ship date

This indicates the requested date for the ordered stock to leave the warehouse.

This date is also used by the Requirements Planning system to determine when stock is required.

Shipping instructions

This indicates the instructions for shipping defined against the order.

Special instructions

This indicates the message to print on order documents for the customer.

Whole order invoicing

This indicates that Invoice whole order option is enabled against the sales order. Therefore, the order can only be released for invoicing if there are no quantities in back order on any of the order lines (i.e. the entire order must be shipped simultaneously).

Apply AR withholding tax

This indicates the withholding tax recorded against a sales order which can be one of the following:

  • Y = Withholding tax will be applied

  • N = Withholding tax will not be applied

  • Blank = The default company tax option will be used for the customer.

This is a custom form field (WHT001) that must be configured and added to the program.

Tax exemption number

This indicates the tax exemption number of the customer if the customer qualifies for tax exemption on certain goods.

Tax status flag

This indicates the tax status to apply to the invoice for the current order.

Tax status override flag

This indicates if the tax status was overridden for the order.

Company tax reg no

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

Invoice terms

This indicates the invoice terms for the order.

Order type

This indicates the order type for the order.

Order type is the default wording for this field, but is replaced by the wording defined against the Order type default setup option.

Alternate key

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

Geographic area

This indicates the geographic area applicable to the customer for this order.

Order discount

This indicates if a discount or surcharge applies to the order value of merchandise lines.

Invoices

This lets you use the SO Browse on Sales Invoices program to view information for invoices created from the sales order.

Delivery note number generated

This indicates the last delivery note number generated against the order.

RMA number

This is displayed if the order was created from a Return Merchandise Advice.

Quotation

This indicates the quote reference number allocated to the original quote that has subsequently been converted to the current sales order.

If only one quotation is linked to the sales order, the quotation number becomes a hyperlink that can be selected to view the quotation card. The hyperlink is not available if more than one quotation is linked to the sales order. To view multiple linked quotations select the Quotation Query option from the Query menu.
Quick Quote number

This indicates the quote reference number allocated to the original quick quote (created using the Quick Sales Order Entry program) that has subsequently been converted to the current sales order.

This field is hidden by default.

You can reinstate it by using the Field Selector option from the context-sensitive menu (displayed by right-clicking any field in the pane). Select and drag the required field onto the pane from the Sales Order Master fields.

Delivery route

This indicates the delivery route code or sequence defined for the order.

Include in MRP

This indicates if the order is included in (or excluded from) the material requirements planning calculation.

When orders are excluded at header level, their detail lines are excluded, regardless of whether they are included at line level.

Address

This is the customer's address to which the order must be shipped and the default address to use for the order.

This defaults to the Ship to address defined against the customer, but can be changed if required.

If you are processing a Supply Chain Transfer (SCT) order type, then the address of the target warehouse is displayed in these fields.

Ship to address

This indicates the customer's address to which the order must be shipped and the default address to use for the order.

If you are querying a supply chain transfer order, then the address of the target warehouse is displayed in these fields.

Sales order notes

This displays any free format notes defined against the order.
Regime code

This lets you select a regime code using the Regime Code Browse program.

Each country within the European Union requires different Intrastat information for reporting purposes. A regime is a set of regulations and agreements that determine the reporting requirements.
Port/Airport of dispatch

This lets you indicate the port from which the goods were dispatched using the Port and Airport Browse program.

Price group information

 

Price group

This indicates the code of the price group that is used to calculate the best price per stock code and determine which order discount breaks and/or invoice discounts to apply.

Price group description

This indicates the description of the price group selected or displayed.

This pane displays information defined against the customer for the order.

This displays custom form information attached to the sales order header.

You can't maintain custom form information for canceled orders, and you can only maintain custom forms for a completed order if you have the appropriate authority.

Field Description

Custom Form Data Entry

This lets you use the Custom Form Data Entry program to enter custom form data against the sales order header.

Details that can be viewed in this pane include the following:

  • Operator who last changed this order

    This indicates the operator who last maintained the order using the Sales Order Entry program. If the order was maintained using the Document Print program, then that operator code is not displayed in this field.

  • Operator who last released this order

    This relates to credit checking and indicates the operator who released the order from suspense.

  • Sales Order text

    This displays text entered against the sales order using the Order Comments function from the End Order screen of the Sales Order Entry program.

This pane provides details for each sales order line.

You can also right click on a line to view additional information applicable to the order line, such as:

  • Lots, serials and bin allocations
  • Purchase order information
  • Attached requisition and job details

However, details for completed purchase orders and requisitions, or purchase orders and requisitions linked to a completed detail line, are only displayed when the Show complete porders and requisitions preference is enabled.

Similarly, details for completed jobs are only displayed when the Show jobs that are complete preference is enabled.

Field Description

Stock code

This indicates the code of the item sold.

Description

This indicates the description for the stock code sold.

Order quantity

This indicates the quantity of the stock code ordered.

Uom

This indicates the unit of measure for the order quantity.

Warehouse

This indicates the warehouse from which the stock item was sold.

Ship quantity

This indicates the quantity of the item which was shipped.

Back order quantity

This indicates the quantity of the item not yet shipped.

Price

This indicates the unit price of the item.

Price uom

This indicates the unit of measure for the price.

Ship date

This indicates the ship date for the order.

This displays the ship date defined against the order line for the following order types:

  • Scheduled orders
  • Forward orders
  • Supply chain transfers

For all other order types, this displays the ship date defined against the order header.

Line

This indicates the sales order line number.

Line status

This indicates the sales order line status.

Invoiced

This applies to freight and miscellaneous charge order lines only and indicates whether these have been invoiced.

Rev

This indicates the revision number of the stock item and is displayed if the item is ECC controlled.

Rel

This indicates the release number of the stock item and is displayed if the item is ECC controlled.

Tax code/GST code

For a stocked line, this indicates the tax or GST code defined against the stock item when the customer is taxable.

For a non-stocked line, this indicates the tax or GST code for the non-stocked line (if it was defined in the Sales Order Entry program) or remains blank if the Tax status on the order header is set to Non-taxable.

Customer

This indicates the code of the customer against which the order was raised.

Customer name

This indicates the customer's name.

Unit mass

This indicates the mass of one unit of the item.

Unit volume

This indicates the volume of one unit of the item.

Customer/supplier stock code

This displays either the customer's or the supplier's stock code captured when the sales order was created.

Long description

This displays long description for the stock code.

Reserved quantity

This indicates the quantity of the item which was placed in reserve.

Detail ship date

This indicates the actual ship date from the sales order line (as opposed to the ship date on the order header). This is displayed for all order types.

Sales order

This indicates the requisition linked to the sales order, where applicable.

Include item in MRP

This indicates whether the line item is included in the Material Requirements Planning calculation.

Price group rule

This indicates the price group rule that is used to determine the price at the Price field.

Catalog

This indicates the description of the price catalog.

The information displayed in this pane relates to the order line highlighted in the listview.

You can view completed jobs or jobs linked to a completed detail line providing you enabled the Show jobs that are complete preference.

Similarly, completed purchase orders and requisitions or purchase orders can also be viewed if the Show complete porders and requisitions preference is enabled.

Field Description

Stock code

This indicates the code of the item sold.

Stock description

This indicates the description for the stock code sold.

Long description

This indicates the long description for the stock code sold.

Product class

This indicates the product class used for the line.

Selection key

This indicates the alternate stock code that was entered on the order line to obtain the SYSPRO stock code.

This is only displayed for stocked order lines.

Selection method

This indicates the type of alternate stock code used on the order line and can be one of the following:

  • SCI - Customer Interchange
  • SSI - Supplier Interchange
  • STA - Approved Manufacturers
  • STM - Matching Stock Codes
  • ST1 - Alternate key 1

This is only displayed for stocked order lines.

Multiple bins

This lets you use the Bins, Lots & Serial Capture program to view information on the bins allocated to the detail line.

This is only available if the Multiple bins setup option is enabled.

Lots

If the order line is for a lot traceable item, then you can view the lot numbers allocated to the line.

Serials

If the line is for a serialized item, then you can view the serial numbers allocated to the line.

This option is disabled when the stock item is traceable.

Reserved allocations

Use the Bins, Lots & Serial Capture program to view any lots, bins and serials allocated to reserved stock.

Lot, bin and serial information for reserved stock is entered according to your selection at the Request lots/bins/serials when reserving stock option in the Sales Order Entry program.

Requisition

This indicates the purchase order requisition linked to the sales order line if applicable.

Purchase order

This indicates the purchase order linked to the sales order line if applicable.

Job

This indicates the job linked to the sales order line if applicable.

Line value

This lets you view the line value information using the SO Value Sales Orders program.

Cost

This indicates the cost for a non-stocked, freight or miscellaneous charge line.

This displays as zero for a stocked line.

Multiple ship address code

This indicates the code of the ship address for the order line.

This only applies if the Ship address per line option was enabled against the order header in the Sales Order Entry program.

Service charge details

This displays non-merchandise charges included on the sales order.

The information is displayed when you highlight a service charge line in the Detail Lines pane.

Promotion type

This indicates whether a trade promotion was applied to the line, and if so, includes the comment "Attached to this line".

For the actual promotion line, the type of promotion is displayed.

For example:

The comment Free goods is displayed for a free goods line.

This is only displayed for orders for trade promotion customers.

Promotion code

This indicates the promotion code applied to a trade promotions line.

This is only displayed for orders for trade promotion customers.

Delivery load

This indicates the load on which the currently highlighted sales order line was or is to be delivered.

This is only displayed if the Load planning required setup option is enabled.

Product code

This lets you view details of the product configurations currently defined, using the Configuration Maintenance program.

For this to apply to a non-stocked item, you must have created an Estimate for the non-stocked item.

This applies when the sales order line is linked to a configuration and the Allow in process configurations option of the Product Configurator Maintenance program is enabled against the configuration used.

Library code

This lets you view details of the component and operation library selections for the configuration library linked to the sales order line, using the Product Configurator Library Selections program.

This applies when the Allow in process configurations option of the Product Configurator Maintenance program is enabled against the configuration used.

Include item in MRP

This indicates whether the order is included in the Material Requirements Planning calculation.

This pane displays custom form information attached to the order detail line.

Field Description

Detail Line Custom Form Data Entry

Select this to use the Custom Form Data Entry program to enter custom form data against the RMA detail line.

The order values, including the net merchandise value, tax, invoice total, mass and volume for a local currency customer order are displayed in this pane.

You can also view the order values by selecting the Value option from the Query menu.

Field Description

Outstanding values

These values are based on items with quantities in back order and to ship status.

Original values

These values are based on the original order quantities entered, before any invoicing of order items.

To invoice values

If you are using delivery notes and invoices, then these values are based on items with quantities in the Ship Qty field, excluding any previously invoiced items.

If you are using dispatch notes, then these values are based on items with quantities in the Ship Qty field, excluding any previously dispatched items.

The order values for a foreign currency customer order are displayed in this pane.