Matrix Items: To Sell Matrix Items

The following activity will walk you through the process of creating and processing sales documents that contain matrix items.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that HM's Bakery & Cafe have ordered from SweetLife Fruits & Jams cherry, peach, and strawberry juice in glass bottles of 32 fluid ounces, ordering 10 units of each. You, as a sales manager of SweetLife, will process the appropriate sales documents that contain these items.

Note: For simplicity, in this activity, you will create and process all documents in the system during the same business date.

Configuration Overview

For the purposes of this lesson, the following features have been enabled on the Enable/Disable Features (CS100000) form:

  • Matrix Items
  • Inventory

The following entities, which you will use in this activity, have been predefined in the system:

  • The WHOLESALE warehouse on the Warehouses (IN204000) form
  • The MJUICE item class on the Item Classes (IN201000) form
  • The HMBAKERY customer on the Customers (AR303000) form
  • The following attributes on the Attributes (CS205000) form: VOLUME, PACKAGE, and INGREDIENT
  • The JUICE template item on the Template Items (IN203000) form
  • The following matrix items on the Stock Items (IN202500) form: CHR-32OZ-GBT, PCH-32OZ-GBT, and SWB-32OZ-GBT (that is, the matrix items for cherry, peach, and strawberry juice, respectively, in glass bottles of 32 fluid ounces, all of which are available in stock)

Process Overview

To perform the sale of matrix items in this activity, you will create a sales order on the Sales Orders (SO301000) form, select an order type that supports quick processing, select the customer to which the items are being sold, and add the juice bottles to the order by using the Add Matrix Item dialog box. You will click Quick Process on the form toolbar, review the quick processing settings, and correct them, if needed. Then you will run quick processing, during which the system will process the sales order to completion and generate all needed documents. When the quick processing completes, you will review the generated documents and verify them.

System Preparation

Do the following:

  1. Launch the MYOB Advanced website, and sign in as a sales manager by using the gibbs login and the 123 password.
  2. On the Company and Branch Selection menu, on the top pane of the MYOB Advanced screen, make sure that the SweetLife Head Office and Wholesale Center branch is selected.
  3. In the info area, in the upper-right corner of the top pane of the MYOB Advanced screen, make sure that the business date in your system is set to today’s date. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step 1: Creating a Sales Order

To create a sales order, do the following:

  1. On the Sales Orders (SO301000) form, create a sales order, and specify the following settings in the Summary area:
    • Order Type: SO
    • Customer: HMBAKERY
    • Date: Today
    • Requested On: Today
    • Description: Sale of cherry, peach, and strawberry juice
  2. On the table toolbar of the Details tab, click Add Matrix Items. The system opens the Add Matrix Item: Matrix View dialog box.
  3. In the dialog box, do the following:
    1. In the Template ID box, select JUICE.
    2. In the Warehouse box, select WHOLESALE.
    3. Select the Display Availability Details check box. In the table footer, the system will display availability details when you click any matrix cell.
    4. In the only row of the Package column (which is located right of the Summary area), select GBT - Glass Bottle.
    5. In the matrix table, specify the quantities listed in the following table.
      Attribute Value Cherry Peach Strawberry
      32 fl oz 10 10 10
    6. Click Add and Close to add the items to the Details tab of the sales order.
  4. In the Unit Price column of this tab, specify the following unit prices for the items:
    • CHR-32OZ-GBT: 16.99
    • PCH-32OZ-GBT: 14.99
    • SWB-32OZ-GBT: 16.99
  5. On the form toolbar, click Save.

You have created a sales order with matrix items.

Step 2: Processing Shipment and Invoice

To create and process the shipment and invoice related to the created sales order, do the following:

  1. While you are still viewing the sales order on the Sales Orders (SO301000) form, on the More menu, click Quick Process.
  2. In the Process Order dialog box, which opens so that you can review (and change, if needed) the settings before quickly processing the order, do the following:
    1. In the Warehouse ID box, make sure that WHOLESALE is selected.
    2. In the Shipment Date section, make sure that Today is selected.
    3. In the Shipping section, make sure that the following check boxes are selected:
      • Create Shipment
      • Confirm Shipment
      • Update IN
    4. In the Invoicing section, make sure that the Prepare Invoice check box is selected.
    5. Select the Release Invoice check box.
    6. Click OK.
    7. After the system creates the documents, close the Processing Results box (which the system has opened). Notice that the sales order now has the Completed status.

You have successfully created a sales order with matrix items and processed the related shipment and invoice.