Configuration of Order Management: Implementation Activity

In this implementation activity, you will learn how to prepare the system to support the tracking of inventory and the processing of sales and purchase orders with stock items.

Video Tutorial

This video shows you the common process but may contain less detail than the activity has. If you want to repeat the activity on your own or you are preparing to take the certification exam, we recommend that you follow the instructions in the activity steps.

FEEDBACK

Story

Suppose that you are an implementation manager for the SweetLife Fruits & Jams company, and you need to configure the system for the processing of sales and purchases of stock items through orders.

Process Overview

In this activity, you will do the following:

1. Configure inventory preferences on the Inventory Preferences (IN101000) form
2. Configure sales order preferences on the Sales Orders Preferences (SO101000) form
3. Configure purchase order preferences on the Purchase Orders Preferences (PO101000) form
4. Review the company's units of measure on the Companies (CS101500) form
5. Configure inventory control accounts on the Chart of Accounts (GL202500) form

System Preparation

Before you start configuring the inventory and order management functionality, you should do the following:

1. Launch the MYOB Advanced website with the U100 Basic Company dataset preloaded, and sign in to the system as implementation manager Kimberly Gibbs by using the gibbs username and the 123 password.
2. On the Enable/Disable Features (CS100000) form, make sure that the Inventory and Order Management and Inventory features are enabled.
3. On the Reason Codes (CS211000) form, create and save the reason codes that are required for configuring inventory and order management, as described in Reason Code Creation: Implementation Activity.
4. On the Order Types (SO201000) form, configure and activate at least the SO order type, as described in Sales Order Types: To Configure the SO Order Type.

Step 1: Configuring Inventory Preferences

To configure the inventory functionality, do the following:

1. Open the Inventory Preferences (IN101000) form.
2. In the Default Reason Codes section of the General tab, specify the following settings:
   • Receipt Reason Code: INRECEIPT
   • Issue/Return Reason Code: INISSUE
   • Adjustment Reason Code: INADJUST
   • Phys. Inventory Reason Code: PHYINVADJ
3. In the Posting Settings section, select the Update GL check box.
4. In the Data Entry Settings section, clear the Hold Documents On Entry and Validate Document Totals on Entry check boxes.
5. On the form toolbar, click Save.

Step 2: Configuring Sales Order Preferences

To configure the sales order functionality, do the following:

1. Open the Sales Orders Preferences (SO101000) form.
2. In the Data Entry Settings section of the General tab, make sure that SO is selected in the Default Sales Order Type box. This is the predefined sales order type used for the processing of stock items with shipping.
3. In the Shipment Settings section, clear the Hold Shipments on Entry and Validate Shipment Total on Confirmation check boxes.
4. In the Invoice Settings section, clear the Hold Invoices on Failed Credit Check check box.
5. In the Posting Settings section, select the Automatically Release IN Documents check box.
6. On the form toolbar, click Save.

Step 3: Configuring Purchase Order Preferences

To configure the purchase order functionality, do the following:

1. Open the Purchase Orders Preferences (PO101000) form.
2. In the Validate Total on Entry section of the General tab, make sure that the For Normal and Standard Orders and For Receipts check boxes are cleared.
3. In the Other section, specify VENDORRET as the PO Return Reason Code.
4. Make sure that the Release IN Documents Automatically check box is selected.
5. Select the Release AP Documents Automatically check box.
6. Clear the Hold Receipts on Entry check box.
7. On the form toolbar, click Save.

Step 4: Reviewing the Company’s UOMs

To review the settings of the company’s units of measure (UOMs), do the following:

1. Open the SWEETLIFE company on the Companies (CS101500) form.
2. In the Miscellaneous Settings (Shared) section of the Company Details tab, make sure that KG has been specified in the Weight UOM box and LITER in the Volume UOM box.

Step 5: Reviewing Inventory Control Accounts

To review the control accounts needed for inventory operations, do the following:

1. Open the Chart of Accounts (GL202500) form.
2. Search for the 12100 account that has Inventory Asset in the Description column.
   Tip: To search for a record in a list or records, you can enter a text string in the Search box of the filtering area. The system will find all the records that match your search criteria and display these records in the table. For details, see Searching in MYOB Advanced.
3. In the Control Account Module column for the 12100 - Inventory Asset account, make sure that IN is specified.
4. Search for the 20100 account that has Inventory Purchase Accrual in the Description column.
5. In the Control Account Module column for the 20100 - Inventory Purchase Accrual account, make sure that PO is specified.

You have configured the basic inventory and order management functionality. Now you can proceed with configuring inventory entities. For details, see Preparing Inventory Entities.

Activity Recap

In this activity, we have illustrated how the implementation manager has done the following:

1. Configured the basic settings of inventory documents, sales orders, and purchase orders
2. Reviewed the company’s UOMs
3. Configured control accounts for inventory operations