Sales with Payments and Prepayments: To Process a Sales Order with a Payment

The following activity will walk you through the processing of a sales order with a payment.

Story

Suppose the on January 30, 2024, the CoffeeShop customer has orders a large amount of banana and cherry jam for milkshakes. According to the credit terms of the CoffeeShop customer, a payment equal to the order amount must be made before you can ship the goods to the customer's location. The CoffeeShop company pays the required amount the same day as order has been made.

Acting as the sales manager of SweetLife Fruits & Jams, you need to enter and process a sales order for CoffeeShop and record the payment made by the customer.

Configuration Overview

In the U100 dataset, the following configuration tasks have been performed to prepare the system for this activity to be performed:

• On the Enable/Disable Features (CS100000) form, the Inventory feature, which provides the ability to create sales orders that include stock items, has been enabled.
• On the Order Types (SO201000) form, the predefined SO order type has been activated.
• On the Customers (AR303000) form, the COFFEESHOP (FourStar Coffee & Sweets Shop) customer has been defined.
• On the Stock Items (IN202500) form, the BANJAM96 and CHERAM96 stock items have been defined.

Process Overview

In the activity, to process a sales order with a payment, you will first create a sales order of the SO type on the Sales Orders (SO301000) form and add items to be sold. Then you will create a payment on the Payments tab of the Sales Orders form and release it on the Payments and Applications form.

Then you will click Create Shipment on the form toolbar of the Sales Orders form. The system will create the shipment and open it on the Shipments (SO302000) form. You will release the shipment and click Prepare Invoice on the form toolbar. The system will create a sales invoice and open it on the Invoices (SO303000) form. Then you will release the invoice.

System Preparation

Do the following:

1. Launch the MYOB Acumatica website, and sign in to a company with the U100 dataset preloaded. You should sign in as sales manager by using the wiley username and the 123 password.
2. In the info area, in the upper-right corner of the top pane of the MYOB Acumatica screen, make sure that the business date in your system is set to 1/30/2024. If a different date is displayed, click the Business Date menu button, and select 1/30/2024 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.
3. On the Company and Branch Selection menu in the top pane of the MYOB Acumatica screen, select the SweetLife Store branch.

Step 1: Entering the Sales Order

To create the sales order for the FourStar Coffee & Sweets Shop, do the following:

1. Open the Sales Orders (SO301000) form.
   Tip:

   To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New right of the title.
2. On the form toolbar, click Add New Record.
3. In the Summary area, specify the following settings:
   • Order Type: SO
   • Customer: COFFEESHOP
   • Description: Sale of banana and cherry jam
4. On the table toolbar of the Details tab, click Add Row.
5. In the added row, specify the following settings:
   • Inventory ID: BANJAM96
   • Warehouse: RETAIL (inserted automatically)
   • Quantity: 15
6. Click Add Row again.
7. In the added row, specify the following settings:
   • Inventory ID: CHERJAM96
   • Warehouse: RETAIL
   • Quantity: 15
8. On the form toolbar, click Save.

Step 2: Creating and Releasing the Payment

Now you need to record the payment made by the COFFEESHOP customer. To perform this task, do the following while you are still viewing the sales order on the Sales Orders (SO301000) form:

1. On the table toolbar of the Payments tab, click Create Payment.
2. In the Create Payment dialog box, which opens, make sure that 10200WH - Wholesale Checking is specified in the Cash Account box.
3. In the Payment Amount box, verify that the payment amount is 1390.61.
4. Click OK to close the dialog box.

   The system creates a payment and applies it to the sales order.

5. In the only row on the Payments tab, click the link in the Reference Nbr. column.

   The system opens the payment on the Payments and Applications (AR302000) form in a new browser window.

6. On the form toolbar, click Remove Hold, and then click Release.
7. Close the browser window with the Payments and Applications form and return to the sales order on the Sales Orders form.

The payment has been created and released. Now you can process the shipment.

Step 3: Creating the Shipment

While you are still viewing the sales order on the Sales Orders (SO301000) form, process the shipment as follows:

1. On the form toolbar, click Create Shipment.
2. In the Specify Shipment Parameters dialog box, which opens, make sure the 1/30/2024 date and the RETAIL warehouse are selected, and click OK.

The system creates a shipment and opens it on the Shipments (SO302000) form.

Step 4: Confirming the Shipment

To confirm the shipment you have created, do the following, while you are still viewing the shipment on the Shipments (SO302000) form:

1. Review the lines on the Details tab. Make sure that both order lines have been included in the shipment and that the shipped quantity in both lines is equal to the ordered quantity.
2. On the form toolbar, click Confirm Shipment.

The shipment is assigned the Confirmed status, and now you can prepare the invoice to bill the customer and increase the customer's debt in the system.

Step 5: Processing the Invoice

To prepare and release the invoice related to the sales order and shipment, do the following:

1. While you are still viewing the shipment on the Shipments (SO302000) form, on the form toolbar, click Prepare Invoice. The system prepares the invoice and opens it on the Invoices (SO303000) form.
2. On this form, review the details of the prepared invoice. The invoice has two lines, as the sales order does. On the Applications tab, notice that the system has inserted the line with the payment, which you have created in Step 2.
3. On the form toolbar, click Release to release the invoice.

   The invoice is assigned the Closed status and the value in the Balance box in the Summary area is 0, which means that the invoice has been fully processed.

4. Return to the Sales Orders (SO301000) form, and open the sales order that you have processed.
5. On the Shipments tab, in the only row, click the link in the Inventory Ref. Nbr. column to view the inventory issue that was generated when you released the invoice.
6. On the Issues (IN302000) form, which opens, review the details of the inventory issue, which is shown in the following screenshot. Make sure the issue has the Released status, which means that the issue has been released and the items' quantities in inventory have been decreased appropriately.

   
   
   

The processing of the sales order with a payment is now complete.