Changing the Processing of Sales Documents

In MYOB Advanced, you can require a user to perform additional steps during the processing of sales orders of a particular order type and related documents, by configuring order settings on the General tab of the Order Types (SO201000) form, and by configuring module preferences on the Sales Orders Preferences (SO101000) form.

Holding Documents on Entry

On the General Settings tab of the Order Types (SO201000) form, you can configure the following settings, which specify whether the orders of this type and related documents should be on hold on creation:

  • Hold Documents on Entry (Order Settings section): If the check box is selected for an order type, new orders of this type will be created with the On Hold status by default. Otherwise, if the check box is cleared, a newly created order will be created with the Open status.
  • Hold Invoices on Entry (Accounts Receivable Settings section): If the check box is selected for an order type, new invoices prepared for the order of this type will be created with the On Hold status by default. Otherwise, if the check box is cleared, invoices will be created with the Balanced status.

Holding Orders on a Failed Credit Check

By default, a credit check is performed for sales orders of any type; the system displays a warning if the customer fails the credit check. If you want to instead hold sales orders on a failed credit check, you need to select the Credit Check on Entry check box on the Order Types (SO201000) form for the needed order type. Then if the customer fails the credit check, the order is assigned the Credit Hold status.

Orders placed on credit hold can be released from credit hold if customer payments were entered or order amounts were appropriately decreased. To release these orders from credit hold, you select the orders on the Process Orders (SO501000) form, select the Release from Credit Hold action, and process the selected orders. This initiates credit checks for each selected order, and gives the order the Open status if the credit check is successful. For more details, see Checking the Credit Limit in Sales Documents.

Holding Invoices on a Failed Credit Check

New and edited invoices are put on credit hold for customers that fail credit check if the Hold Invoices on Failed Credit Check check box is selected on the Sales Orders Preferences form.

Affecting the Processing of Inventory Issues

Generated inventory issues are released automatically if the Automatically Release IN Documents check box is selected on the Sales Orders Preferences (SO101000) form. If the check box is cleared, inventory issues are generated and saved with the Balanced status.

Making the Entry of Orders Error-Proof

You select the Require Control Total check box in the settings of an order type on the Order Types (SO201000) form to prevent the orders of this type from being processed until a user types the total order amount in the Control Total box, which is displayed on the data entry form if the check box is selected for an order type. The control total that the user enters must be equal to the order total calculated by the system.

Making the Entry of Shipments Error-Proof

You select the Validate Shipment Total on Confirmation check box on the Sales Orders Preferences (SO101000) form to prevent the shipment from being confirmed until a user types the total quantity of the items being shipped in the Control Quantity box, which is displayed on the data entry form if the check box is selected. The quantity that the user enters must be equal to the quantity calculated by the system.

Causing the Documents to Be Processed Separately

In the settings of an order type on the Order Types (SO201000) form, you can configure the following settings, which specify whether the orders of this type and related documents should be processed individually from other orders of this type:
  • Bill Separately: If this check box is selected, the system prepares individual Sales Orders invoices for each order of this type. Otherwise, if the check box is cleared, the system prepares consolidated invoices.
  • Ship Separately: If this check box is selected, the system prepares individual shipments for each order of this type. Otherwise, if the check box is cleared, the system prepares consolidated shipments.
    Note: The orders of the type for which the Ship Separately check box is selected can still be consolidated into a single shipment if you manually add them using the Add Order button on the Details tab of the Shipments (SO302000) form.

Affecting the Date of the Invoice Generation

In the settings on the Sales Orders Preferences (SO101000) form, you can select the Use Shipment Date for Invoice Date check box, if you want to generate Sales Orders invoices with the date of shipment. Otherwise, if the check box is cleared, the system uses the current business date for invoice generation.