Entering Records into the System: Process Activity

The following activity will give you experience navigating to a data entry form—in this case, the Sales Orders (SO301000) form. On the form, you will create a record (a sales order) and create another sales order by copying the first sales order.

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.

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Story

Suppose that you are David Chubb, a new sales manager of the SweetLife Fruits & Jams company. You have received two orders for fruit. The first one is a purchase order for 50 pounds of apples for the GoodFood One Restaurant customer. The second order is a similar order for 50 pounds of oranges for the FourStar Coffee & Sweets Shop customer; you have not received a purchase order from this customer yet. You need to create sales orders for both orders for fruit.

Process Overview

In this activity, you will do the following:

1. Create a new sales order on the Sales Orders (SO301000) form
2. Create another new sales order by copying the existing sales order

System Preparation

Before you start performing the steps of this activity in MYOB Advanced, make sure that the following tasks have been performed:

• You have installed an MYOB Advanced instance with the U100 dataset, or a system administrator has performed this task for you.
• You have signed in to MYOB Advanced with the following credentials:
  • Username: chubb
  • Password: 123

  For details, see Accessing MYOB Advanced: Process Activity.

• The business date in your system is set to 1/30/2023. If a different date is displayed, click the Business Date menu button in the top pane of the MYOB Advanced screen, and select 1/30/2023 in the calendar.

Step 1: Creating a Sales Order

Suppose that you have received a purchase order from the GoodFood One Restaurant customer, and you need to create a new sales order based on the purchase order. The customer has assigned the reference number 10557 to its purchase order.

To create this sales order, do the following:

1. On the main menu, click the Sales Orders menu item. The Sales Orders workspace opens.
2. In the Transactions category, point at the Sales Orders link (which is a link to the list of sales orders) and click the New button right of the link. The Sales Orders (SO301000) form opens so that you can create a new record.
   Tip: In the workspace, you could instead click the New Sales Order tile. Some data entry forms, such as sales order, have a tile at the top of the workspace that you can click to create a new record.
3. In the Date box of the Summary area of the form, specify 1/30/2023.
4. In the Requested On box, specify 1/30/2023.
5. In the Customer box, select the customer as follows:
   1. Click the magnifier button.
   2. In the lookup table, which opens, double-click GOODFOOD. The system closes the lookup table and fills in the Customer box with the option you have selected.
6. In the Description box, type Apples.
7. On the Details tab, click the Add Row button. In the row, specify the following settings:
   • Branch: HEADOFFICE
   • Inventory ID: APPLES
   • Quantity: 50
   Tip: A number of columns in the row—such as the Warehouse, Line Description, UOM, Unit Price, and Ext. Price—are filled in automatically, based on the settings of the item. The APPLES item has been predefined on the Stock Items (IN202500) form in the U100 dataset.
8. On the form toolbar, click Save. The system saves the sales order with the Open status.
9. In the Customer Order Nbr. box, type the number the customer has assigned to the purchase order: 10557.
   Tip:

   The Customer Order Nbr. box holds the number of the external customer document the sales order is based on. The internal reference number, which you can see in the Order Nbr. box, was automatically assigned to the sales order.

10. Click Save and Close to save the sales order. The system closes the Sales Orders form and opens the list of sales orders that have been created in the system. In the list of sales orders, you can see the sales order that you have just created.

Step 2: Copying the Sales Order

Suppose that the FourStar Coffee & Sweets Shop customer has ordered 50 pounds of oranges. Most settings of the new sales order are the same as those in the sales order that you created in Step 1. Thus, to quickly create the new sales order, you will copy the existing sales order and change needed settings of the copied order.

To copy the sales order, do the following:

1. While you are still viewing the list of sales orders on the Sales Orders (SO3010PL) form, click the link in the Order Nbr. column to open the sales order that you have created in Step 1.
2. On the Sales Orders (SO301000) form, which opens, click the More (...) button on the form toolbar to open the More menu and view the available menu commands.
3. On the More menu, under Other, click Copy Order. The Copy To dialog box opens.
4. In the dialog box, click OK. The Sales Orders form reopens for the new sales order. Some elements on the form are filled in with the data of the sales order that you have copied.
5. In the Customer box of the form, select COFFEESHOP.
6. On the Details tab, in the Inventory ID column of the only row, double-click right of the APPLES link. The value is highlighted.
   Attention:

   If you had instead clicked the link that has the APPLES value, the Stock Items (IN202500) form would open in a pop-up window, displaying the settings of this item.

7. In the column, type orange.
8. In the list of options that appears (which changes as you type), select ORANGES - Fresh oranges 1 lb.
9. In the Quantity column, type 50.
10. In the Unit Price column, type 2.15.
11. In the Description box of the Summary area, update the description for the sales order: Type Oranges.
12. Click Save to save the sales order you have copied and changed.