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Sales Order

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Security

These settings determine the level of access given to the Sales Order form:

Module:

  • Company Maintenance / Modules in Use / Accounts Receivable
  • Company Maintenance / Modules in Use / Sales Orders.

Form:

To access the form, you must have at least one of the following:

Distribution module:

  • User Preferences / Access / Suite / Distribution
  • User Preferences / Privileges / SO Sales Order Entry Add, Change or Delete enabled
  • User Preferences / Menu security / Data Entry / Sales Orders.

CRM Enquiry:

  • CRM User Preferences / Integration / Allow sales order enquiry from CRM.

Record:

Read:

  • Access to the form enables access to read a Sales Order.
  • Users with only Allow sales order enquiry from CRM can only read sales orders.

Add:

  • User Preferences / Privileges / Sales Orders / SO Sales Order Entry / Add
  • Users with only Allow convert quote to sales order cannot directly add a sales order.

Edit:

  • User Preferences / Privileges / Sales Orders / SO Sales Order Entry / Change

Some sales order statuses will prevent the sales order from being edited.

Delete:

  • User Preferences / Privileges / Sales Orders / SO Sales Order Entry / Delete

Some sales order statuses will prevent the sales order from being deleted.

Sales Order Header

Customers

All customers are available to the user unless advanced security is in use.

Where advanced security is in use:

  • User Preferences / Privileges / Accounts Receivable / Customer Maintenance / All / Read; or
  • User Preferences / Privileges / Accounts Receivable / Customer Maintenance / Team / Read.

For team access, the Customer Maintenance / Assigned team must be one of the teams the user has access to.

Sales Order Lines

For team access, the GL Account Maintenance / Assigned team must be one of the teams the user has access to.

Status

Displays on the sales order header. Relates to the overall sales order rather than individual line statuses as these may be different.

The sales order status consists of both system and user defined options.

Sales order statuses are set in System / Sales Orders / Status Definition Maintenance

System options include:

  • Not Finalised
  • On Backorder
  • On Hold
  • Forward Order
  • Pro Forma
  • Cancelled.

The Not Finalised header status is displayed on save of the first line. This status remains until the sales order is finalised. On Finalise, the standard status hierarchy is applied.

NUMBER (20) (mandatory)

A droplist showing the sales order Number and Customer name.

New Sales Orders

If left blank, on Save, NUMBER defaults to the next number in the sequence set in SO Module Control / Options / Order number range.

Once saved, this field is read only.

Existing Sales Orders

To select an existing sales order:

  • select NUMBER
  • enter the sales order number
  • [TAB] or [ENTER] off the field.

To search:

  • select NUMBER
  • enter the first two characters of the sales order number
  • Enterprise search will automatically activate
  • [TAB] or [ENTER] off the search result to select.

Selecting the field title provides the option of choosing which fields are included in the search. By default All is selected.

CUSTOMER

A droplist showing the organisation Code, Name, Address 3, and Phone.

New Sales Orders

To select:

  • select CUSTOMER
  • enter the customer code or name
  • [TAB] or [ENTER] off the field.

To search:

  • select CUSTOMER
  • enter a partial customer Name, Address, Mobile or Phone.
  • Enterprise search will automatically activate
  • [TAB] or [ENTER] off the search result to view.

Existing Sales Orders

Where the customer is selected, the sales order list is filtered to display only those sales orders that belong to the customer.

Details

Order (mandatory)

The date of the sales order.

Defaults to the current date.

Delivery

The delivery date of the sales order.

Defaults to the current date plus the Default delivery date to today plus 'n' days value set in User Preferences / Sales Orders / Defaults.

Where this is set to zero, Delivery is set to the current date.

If the option to Validate delivery address is selected in SO Module Control / Delivery, the delivery date will automatically update to the next working day if the calculated day falls on a non-working day.

Salesperson

The salesperson responsible for the order.

Defaults from the Customer salesperson.

To change the default:

  • select Salesperson
  • Select an option from the droplist 
  • [TAB] or [ENTER] off the field.

Note: Inactive salespeople do not appear in the list.

Customer order no

Defaults to blank.

Mandatory if Customer Maintenance / Order number required is selected.

Must be unique if Customer Maintenance / Order number must be unique is selected.

Narration

General text applicable to the sales order.

To insert a line break within the text area press [ENTER].

Changes made to the narration are retained on clicking, tabbing or tapping out of the field.

Quick list

On selection, the Quick List form is opened

History

On selection, the Sales History form is opened.

Line entry

Line type defaults based on the User Preferences / Sales Orders / Defaults / Line Type.

Specific points to note for sales orders:

Location

Header level defaults based on these hierarchy:

  • SO Preferences / location
  • IN Module Control / location.

If primary locations are not in use, defaults from the header.

If primary locations are in use:

  • where no primary location is defined, location defaults to blank
  • where one primary location is defined, location defaults to that location
  • where multiple primary locations are defined, defaults to the first location associated with the header location warehouse, otherwise
  • defaults to the first primary locations set in Inventory Item Maintenance.

Quantity

Where there is insufficient inventory, the difference between the quantity required and the quantity available will automatically be placed on back order.

Column views

Columns can be sorted or hidden from view as required.

Popup view

In the grid:

  • select to the left of the entry to be viewed
  • select Open popup form
  • use the navigation buttons to move through the sales order entries
  • to exit popup view, select Done.

For desktop, F4 can also launch the popup.

Product

Product is only visible for Inventory (IN) line items. Selecting an existing IN line will bring this tab into view.

Images

Where a picture of the inventory item exists, this will display.

Use or keyboard left/right arrow to scroll for multiple pictures.

Product Detail

Descriptive text relating to the Inventory Item displays beside the image. This includes:

  • Inventory Item text
  • Weight/Volume
  • Colour
  • Dimensions (only available if Warehouse Bin Management is in use).

For an image to display, this must be attached to the Inventory Item as Attachment Type = Image.

Product Grid

Displays On Hand, Available and On Order quantities by Location for the selected inventory line.

Delivery

Name

Populates based on the delivery details default hierarchy.

A droplist showing the delivery address Number, Name, Suburb / City and Phone Number.

Where Organisation Maintenance / Internal / Invoice Reseller is selected, and the reseller is a customer with delivery addresses, these are also available for selection in the droplist.

May be manually entered/changed.

(Description)

Populates based on the Delivery number selected.

May be manually entered/ changed.

Address

Populates based on the delivery details default hierarchy.

May be manually entered/changed.

Suburb / City

Populates based on the delivery details default hierarchy.

Select an option from the droplist, which shows the delivery:

  • Suburb, Post code, State (AUS)
  • Suburb, Post code, City (NZ)
  • Suburb, Post code, County (UK)
  • City, Zip code, State (USA)

On selection, all three fields are updated.

Droplist options are filtered based on Country.

Post code / Zip code

Populates based on the delivery details default hierarchy.

Select an option from the droplist, which shows the delivery:

  • Post code, Suburb, State (AUS)
  • Post code, Suburb, City (NZ)
  • Post code, Suburb, County (UK)
  • Zip code, City, State (USA)

On selection, all three fields are updated.

Droplist options are filtered based on Country.

State / City / County

Populates based on the delivery details default hierarchy.

Select an option from the droplist, which shows the delivery:

  • State Code and Name (AUS, USA)
  • City Code and Name (NZ)
  • County Code and Name (UK)

On selection, only State / City / County is updated.

Droplist options are filtered based on Country.

Country

Populates based on the delivery details default hierarchy.

Instructions

Instructions relating to the delivery of the order.

Populates based on the delivery details default hierarchy.

Tabbing into the field places focus at the end of any defaulted text.

May be manually entered/changed.

Contact

Name

The contact for this delivery address.

Populates based on the delivery details default hierarchy.

May be manually entered/changed.

Phone

The phone number for the delivery contact.

Populates based on the delivery details default hierarchy.

May be manually entered/changed.

Mobile

The mobile number of the delivery contact.

Populates based on the delivery details default hierarchy.

May be manually entered/changed.

Fax

The fax number for the delivery contact.

Populates based on the delivery details default hierarchy.

May be manually entered/changed.

Email

The email address of the delivery contact.

Populates based on the delivery details default hierarchy.

May be manually entered/changed.

Web

The web address for the delivery contact.

Populates based on the delivery details default hierarchy.

May be manually entered/changed.

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