Sales History Search

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Click the Sales History button on the Sales Order Entry header form to search for an item that is previously purchased by a customer and you are unsure of the item code, or you want to default details of the customer's previous purchases or standing orders to sales order lines during data entry.

When you click this button, the Sales History form displays.

Searching

The description of the inventory item selected in the sales order line defaults to the Search field. It will be left empty if no inventory line was selected when the form was launched. You can search for any item (search is only available for inventory items) in this field by typing in words, based on these criteria:

• A + between words will have an AND effect on the search;
• A / between words will have an OR effect on the search.

When you click the Search Now button, all sales to the selected customer (sales order header) for the selected inventory item display in the search table. The number of days history that displays depends on the SO Module Control setting Price/Sales History, number of days to show. The date for this function is the posting date of the historical transaction.

If you don't enter text in the Search field and click Search Now, the sales history for all items associated with the selected customer displays in the table.

Pricing

Select either:

• Use previous price - The price displayed in the history defaults to the sales order line.
• Use current price - The price that defaults to the sales order line will recalculate based on the date/customer/item/location/tax combination.

Selecting from Search Table

You can select historical lines to add to the sales order when the lines are populated in the Items to order table. You can highlight a line in the search table and double click on the line or press F10. The cursor moves to the Qty field, and you can change the quantity before updating the line to the sales order.

Notes:

• The tax indicator (inclusive or exclusive), tax code, and tax percentage that display default as if a new sales order line was being added to the sales order.
• The price uses the pricing option selected.
• If the current price option is being applied, the discount percentage and price book details defaults as if a new sales order line was being added to the sales order.

Selecting from Substitute Items

If substitutes exist for the selected item, the Substitutes button is available on the search form. Click this button to view details of substitute items.

You can highlight a substitute line item on this form, and click OK to return the selected detail to the Items to order table.

Notes:

• The location uses the location of the selected substitute line.
• The unit of measure displays as the selling unit of measure.
• The Qty, Discount %, Price book, Tax indicator (E or I), Tax code, and Tax % all default as if a new sales order line was being added to the sales order.

If you do not want to select any of the substitute items, click Cancel to return to the Sales History form.

Selecting from Alternate Items

The Alternates button is enabled if alternates exist for the selected item. Click this button to select an item using an assigned alternate code. The Inventory Advanced Search form displays.

When search details are returned to the advanced search table, double click the item you want to select, and it is added to the Items to order table.

Notes:

• The unit of measure displays as the selling unit of measure.
• The Qty, Discount %, Price book, Tax indicator (E or I), Tax code, and Tax % will all default as if a new sales order line was being added to the sales order.
• The price will calculated using the date/customer/item/location/tax combination.

Selecting from Standing Orders

If there are any standing orders set up for the sales order customer, the Standing Order button is available from the search form. If there is only one standing order for the customer, the standing order Line Details displays in the search table.

If there are multiple standing orders for the customer, Select Standing Order form displays. You can select the order you want to want to display details for in the Sales History table.

If the SO Module Control option Auto add to Items to order from Stding Ord in Sales Hist is selected, the standing order lines displays in the Items to order table and in the search table. If the option is not selected, click the Add All button to add all standing order lines to the Items to order table. You can also add lines individually by double clicking on the standing order line in the search table or pressing F10.

Items to Order Table

As lines are added to the Items to Order table, using one of the selection methods detailed above, you can subsequently add all lines to the active sales order, by clicking the Add to Sales Order button. Alternatively, if Cancel is selected, you returns to the sales order without defaulting any line items, and continue with order entry.

If you want to remove any previously selected lines from the Items to Order table before adding to the sales order, press Shift-F2 while on the line you want to delete.

When items are added to the sales order, some exceptions may occur. These include:

Locations

• If the location in the Item to Order table is not a stocking location, then the primary location in the associated warehouse (if one exists) is used to attempt to fulfil the required quantity.
• If there is insufficient inventory in the above location, or there is no primary location in that warehouse for the item, then all locations in that warehouse where inventory is available will be applied, in descending order.
• If there is still insufficient inventory available to fulfil the order, then a backorder will be created against the primary location for the item. If there is no primary location, the first location in the warehouse will be applied, if no valid locations have been assigned to the item. If valid locations have been assigned, the first valid location in the warehouse will be applied.
• If there is no location to create a backorder against, this message displays: Location not available to raise backorder against.

Backorders

If there is insufficient inventory to fulfil an order, a backorder is created for the outstanding quantity. If backorders are not allowed, Greentree doesn't add the line. This message displays: Not enough inventory available and backorders are not allowed.

Serial/Lot Items

If the inventory item is a serial/lot item and the SO Module Control option Serial/lot numbers required at SO Entry is selected, Greentree doesn't add the line. This message displays: Please add, serial/lot items cannot be added using Sales History.

Kitset Items

If the inventory item is a kitset item, and it is not being stocked as a parent, Greentree doesn't add the line. This message displays: Please add, kitset items were parent is not stocked cannot be added using Sales History.

Fields in SO Entry not in Items to Order Table

Most of the fields on the sales order line will be populated with the equivalent value from the Item to Order table. If there is no equivalent field (for example, tran type, delivery date), these defaults to the sales order line as if a new line was being added.

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