Related Items in Sales Orders: To Sell a Substitute Item

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

Story

Suppose that the GoodFood One Restaurant customer orders five 96-ounce jars of mango jam from the SweetLife retail store. When the sales manager enters the sales order, she notices that the 96-ounce jars of mango jam are out of stock, but this item has 32-ounce jars, which are defined as the required substitute with a one-to-three ratio (of 96-ounce jars to 32-ounce jars). The sales manager offers to replace five 96-ounce jars with fifteen 32-ounce jars, and the purchasing manager of GoodFood One Restaurant agrees with the replacement.

Acting as the sales manager of SweetLife Fruits & Jams, you need to enter and process the sales order for the substitute item.

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 GOODFOOD (GoodFood One Restaurant) customer has been defined.
• On the Stock Items (IN202500) form, the MANJAM96 and MANJAM32 stock items have been defined.

Process Overview

In this activity, to process a sales order with the substitute item replacing the original item, you will first create a sales order of the SO type on the Sales Orders (SO301000) form and add a line with the original item to the sales order. You will then review the suggestions and replace the original item with the substitute item.

Then you will save the sales order and click Prepare Invoice on the form toolbar. The system will create an SO invoice and open it on the Invoices (SO303000) form. Finally, you will release the invoice.

System Preparation

Do the following:

1. Launch the MYOB Advanced 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 Advanced screen, make sure that the business date in your system is set to 1/30/2023. If a different date is displayed, click the Business Date menu button, and select 1/30/2023 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, on the top pane of the MYOB Advanced screen, select the SweetLife Store branch.

Step 1: Entering the Sales Order

To create the sales order for the GoodFood One Restaurant, 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 New Record.
3. Specify the following settings in the Summary area:
   • Order Type: SO
   • Customer: GOODFOOD
   • Description: Sale of mango jam
4. On the table toolbar, click Add Row.
5. In the added row, specify the following settings:
   • Inventory ID: MANJAM96
   • Warehouse: RETAIL
   • Quantity: 5
6. On the form toolbar, click Save.

Notice that on the table toolbar, the system displays a warning message that the quantity of this item is not sufficient to fulfill the order. Also, MANGOJAM96 has a substitute item.

Step 2: Replacing the Original Item with the Substitute Item

In this step, you will replace the original item in the sales order with the substitute item. While you are still viewing the sales order that you have created on the Sales Orders (SO301000) form, do the following:

1. In the only line on the Details tab, click the button in the Related Items column.
2. In the Add Related Items dialog box, which opens, select the unlabeled check box in the line with the RETAIL value in the Warehouse column on the Substitute Items tab.
3. Click Add and Close.

   The system closes the dialog box and replaces the MANJAM96 item with the MANJAM32 item. Notice that the value in the Quantity column has changed from 5 to 15.

4. On the form toolbar, click Save.

Step 3: Creating the Shipment

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

1. On the form toolbar, click Create Shipment.
2. In the Specify Shipment Parameters dialog box, which opens, make sure the 1/30/2023 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 line on the Details tab. Make sure that both order lines have been included in the shipment and that the shipped quantity in the line 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 creates the invoice and opens it on the Invoices (SO303000) form.
2. On this form, review the detail line of the prepared invoice. In the Shipment Nbr. and Order Nbr. columns of the Details tab, notice that the system has inserted the reference numbers of the related shipment and sales order, which are links you can click to open these documents.
3. On the form toolbar, click Release to release the invoice.
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 is now complete.