Blanket Sales Orders: General Information

In MYOB Advanced, a blanket sales order is an order with large item quantities that you enter to reflect a customer's plans to buy this quantity over a period of time. The quantities in a blanket sales order are used for planning purposes and do not affect the item availability in the warehouse, unlike the quantities in regular sales orders. The blanket sales order will be used as a framework from which multiple child orders will be created. These orders may involve delivery to multiple locations of the customer.

Learning Objectives

In this chapter, you will learn how to do the following:

Activate an order type with the minimum required settings
Create a blanket sales order
Generate child orders for a blanket sales order
Perform quick processing of the child orders

Applicable Scenarios

You use blanket sales orders in the following cases:

When you need to record the sales of large quantities of items to the same customer over a specified period
When you need to plan, monitor, or forecast sales to a customer without affecting the availability of the included items in stock

Sales with Blanket Sales Orders

A blanket sales order in MYOB Advanced has an order type for which the Blanket Order automation behavior is specified on the Template tab of the Order Types (SO201000) form. You can use the predefined BL order type, which has this automation behavior, for the processing of blanket sales orders. For details, see Sales Order Types: General Information.

You create a blanket sales order of the BL order type on the Sales Orders (SO301000) form. In the Summary area, you select a customer, and then on the Details tab, you add the items expected to be ordered by the customer.

For each line of the blanket sales order, you create line splits for each planned sale of the line item by selecting the line and clicking the Line Details button on the table toolbar. In the Line Details dialog box, which opens, you change the quantity in the Quantity column for the only line to the quantity of the first sale; the system automatically creates another line split with the remaining quantity of the original line on the Details tab. You create line splits for each item in each sale planned for this blanket sales order. Then in the Sched. Order Date column, you specify the date of shipping for each line split.

Line splits of the blanket sales order are converted to child orders when it is time to ship the items to a customer location. A child order is a regular sales order with the Sales Order automation behavior, which has a link to the blanket sales order.

You create child orders for a blanket sales order in one of the following ways:

On the Sales Orders form: You click Create Child Orders on the form toolbar or the More menu while you are viewing a blanket sales order with the Open status.
On the Process Orders (SO501000) form: You select Create Child Orders in the Actions box of the Summary area, select the blanket sales orders for which child orders should be created in the table, and click Process on the form toolbar.

Then you use the Shipments (SO302000) form to prepare and confirm the shipment or shipments related to the child sales order whose items you want to ship. The system changes the status of the blanket sales order to Completed when all child orders are shipped.

When a shipment for a child order is confirmed, you need to bill the customer for the shipped items by preparing an SO invoice, which is a financial document in the system that contains links to the applicable shipments and sales orders. You can review the prepared SO invoice on the Invoices (SO303000) form and then you release it. When the SO invoice is released, the system generates and releases a corresponding AR invoice, which you can view on the Invoices and Memos (AR301000) form.

Splitting of Lines in the Line Details Dialog Box

By default, when you add a line with an item to the blanket sales order on the Sales Orders (SO301000) form, the system displays only one line in the Line Details dialog box. You open this dialog box on the Details tab by clicking the line and then clicking Line Details on the table toolbar. In blanket sales orders, you can split the line in the Line Details dialog box into multiple lines and enter different data for each of the lines in the following columns: Sched. Order Date, Customer Order Nbr., Allocated, and PO Creation Date. The editing of the Alloc. Warehouse column is disabled because transfers between warehouses are not supported for blanket sales order processing.

You can create a new line in the Line Details box by reducing the value in the Quantity column and pressing Enter. The system automatically creates a new line with the remaining quantity of the item.

By default, the current business date is automatically inserted in the Sched. Order Date column on the Details tab of the Sales Orders form for each line of the blanket sales order. When you create multiple lines with different scheduled order dates in the Line Details dialog box for a blanket order line, the system changes the value in the Sched. Order Date column on the Details tab to <SPLIT> for this line.

When you create child orders, the system generates a separate child order on the Sales Orders form for each line split with a different scheduled order date if the scheduled order date is earlier than or the same as the current business date. If the Sched. Order Date column is empty in a line split of a blanket sales order in the Line Details dialog box, the system does not add this line split to the generated child orders. If the blanket sales order has only line splits with the empty Sched. Order Date column in the Line Details dialog box, the system does not generate any child orders.

The customer order number in the Line Details dialog box is empty by default. If you specify the customer order number, the system inserts it into the Customer Order Nbr. box in the Summary area of the Sales Orders form for the generated child order.

Expiration of a Blanket Sales Order

You can specify an expiration date for a blanket sales order in the Expires On box in the Summary area of the Sales Orders (SO301000) form. This box is empty by default, and you can leave it empty if no expiration date is known.

When the current business date is later than the expiration date of the blanket sales order, the system displays a warning message in the Summary area. The order maintains the Open status. If you try to make changes in the order, you will not be able to save those changes in the expired blanket sales order until the expiration date is changed to a later date.

If you don't want to extend the expiration date of the blanket sales order, you can assign the Expired status to it in one of the following ways:

Click Process Expired Order on the More menu of the Sales Orders form for the blanket sales order.
Select the Process Expired Order action in the Summary area of the Process Orders (SO501000) form, select the unlabeled check box for the order in the table, and click Process on the form toolbar.

You can also create a schedule for the system to regularly process expired orders on the Process Orders form for all listed blanket sales orders.

Important: If the blanket sales order has any payment applications, allocations of items, or links to purchase orders, they are not removed when the order is assigned the Expired status. Instead, the system displays warning messages about the lines with payment methods, allocations, or links to purchase orders, which you can review and manually remove. Alternatively, you can extend the expiration date if the agreement with the customer will continue. If you cancel a blanket sales order with the Expired status by clicking Cancel Order on the More menu, the allocations and the links to purchase orders are removed automatically.

Shipping Location in Blanket Sales Orders

The Ship-To Location on the Details tab of the Sales Orders (SO301000) form is mandatory for each line of the blanket sales order. By default, the system copies this value from the customer location specified in the Location box in the Summary area of the Sales Orders form. You can manually change the value in any line.

In child orders, the value of the Location box in the Summary area is copied from the Ship-To Location column of the blanket sales order line. When you create child orders, the system generates a separate child order for each location and groups lines with the same location within one child order.