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Sales Order Header

Before you can enter sales order lines, enter the order header details. Many of the fields in the header is taken from the Sales Order User Preferences form and/or the Sales Order Module Control form.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Last Order Number

This field displays the number of the sales order that was last entered. It only displays the last system-generated number, using the sequence defined on the Sales Order Module Control form.

If you have entered a sales order number, it does not display.

Number

Enter a sales order number, up to 12 alphanumeric characters. You can leave this field empty and let Greentree Desktop assign the next system number, using the sequences defined on the Sales Order Module Control form. Greentree Desktop assigns the number when the sales order header detail is saved.

To recall an existing sales order, use this field to search for the number.

Branch

The default value is the branch assigned on the Sales Order User Preferences form, using the user who is logged in and entering the sales order. You can change this setting if the sales order is for a branch that is different to the default.

Order Date

The default value is today's date, but you can enter any date. Use the Sales Order Status Print form to search for orders using the order date.

Delivery Date

The default value is today's date, but you can enter any date beyond the order date.

When packing slips are generated, you can enter the earliest delivery date which enables you to control which orders should be included in the process. If you have orders that have a future delivery date, you can control at what point they are picked. The Sales Order Enquiry form also enables a search for orders using the delivery date.

Location

This field is enabled if the Inventory Location sub-module is in use.

Type

If the Sales Orders Module Control option Use order type entry is selected, this field is enabled so you can enter a order, up to six alphanumeric characters. You can reference this field in custom reports to analyse orders using the type.

Forward Order

This option is enabled if the Sales Orders Module Control option Allow Forward Orders is selected.

Select this option to classify the order as a forward order, which means you are entering a future order date, and do not want inventory to commit to the order until it is released using the Release Forward Orders form.

If you select this option, the order status updates to the default forward order status specified on the Module Control form. You can change the status.

You can select any status from all user-defined hold statuses, and the Hold and Don't Commit system status. Once an order has a forward order status, you can remove the hold by clicking the Off Hold button on the Sales Order Header form.

Status

This field displays the current header status of the sales order. For new sales orders, the status defaults to the order header based on this hierarchy:

Customer-specific status, if defined on the AR Maintenance form.
User preference default status.
System default status.

The sales order header updates, based on how the sales order is progressing through the distribution process. Statuses also update for each sales order line.

Note: The status displayed in the header reflects the lowest status of the sales order lines. For example, if three out of four lines have progressed to an invoice status, but one line is still on backorder, the header status displays Backorder, not Invoiced.

Entered By

This is a system-generated, read-only field that displays the name of the user entering the sales order, or the user who last updated the order (if viewing an existing order).

Drop Ship

This option is enabled if SO-PO linking is enabled for the user, and is selected if the Sales Order Control option PO linked orders are always drop shipped is selected.

If a purchase order is created to link to the sales order, and this option is selected, the SO delivery address details default to the PO delivery details, so the items can be delivered from the supplier to the customer. This is enabled if a New Purchase Order is created when the linking process occurs.

Customer Detail

Enter or select the customer that the sales order applies to. You can search for the customer using the Code, Alpha, or Name fields. The Currency and Rate of the customer defaults to the details in read-only format (if applicable). The Discount % is taken from the Invoice discount % assigned to the customer. If none is assigned, this value defaults to the Invoice discount % assigned on the AR Module Control form.

You can change the discount percentage in the order header. That value cannot exceed the Maximum Discount % assigned to the user in SO User Preferences. The discount percentage defaults to each sales order line.

The Salesperson defaults to the salesperson assigned to the customer on the AR Maintenance form, but you can change it when entering an order. If the AR Sales Analysis sub-module is in use, you can print a report which details sales by salesperson. Only active salespeople appear in the Salesperson list.

The Payment Terms defaults to the terms assigned to the customer on the AR Maintenance form, but they can be overridden when entering an order. The Order Number is a free-form field that you can use to enter the customer's order reference number, up to 30 alphanumeric characters. This is mandatory if the Order number required option is selected for the customer on the AR Maintenance form. The number must be unique for the customer if the Order number must be unique option is also selected for the customer.

Customer Status

Click this button to view details of the sales order customer. If the Sales Order Preference option Customer status displays enquiry form is selected, the AR Customer Enquiry form displays. If you don't select this option, a limited version of the customer details is shown.

Note: If the full AR Customer Enquiry is shown, you cannot access the Cash, Banking, Credit, Integration, and Web Users sections of the enquiry.

Narration

Enter text as a narration for your reference. If the Sales Order Control option Print order header text is selected, the narration prints on the packing slip. Click F9 to add or view the narration.

Press CTRL-Enter to start a new line.

Print Options - Packing Slip

This option is enabled if packing slips are in use, and the Hotprint enabled option is selected on the Sales Order Module Control form. It activates the Packing Slip Generation form, and prints a packing slip from sales order entry. The button is not enabled when:

A printer option has not been assigned in the Print Forms tab within User Preferences.
The full order is on backorder, and the option to print backorder lines is set to Never on the Sales Orders Module Control form.
The order has a hold status assigned.
All order lines have already progressed to, or beyond an On Packing Slip status.
All order lines have a Cancelled status.
The order has a Completed status.

The Packing Slip form defaults to the one assigned to the customer on the Integration tab on the AR Customer Maintenance form. If no form is assigned here, it defaults to the one assigned on the Sales Order Module Control form.

If:

eReporting options are in use, right click the Packing Slip print button to select one of these options:
The option Output to Email is selected, the email recipient address is derived from the Invoice Recipient assigned on the AR Customer Maintenance form.
Either the Use picker or Use packer option is selected on the Sales Order Module Control form, and the logged in user can assign, the user is prompted to assign the picker and/or packer using this form when Packing Slip print button is clicked. Once assigned, the picker and/or packer is visible on the SO Packing Slip Maintenance form,.

Print Options - Order Status

This button is enabled if an order has a hold status assigned. You can hotprint the Order Status report that is of the hold status, as defined on the Status Definition Maintenance form.

Print Options - Invoice

If the Hotprint enabled option is selected in Sales Order Module Control, click this button to print an invoice from sales order entry. If packing slips are in use, this will also activate the Packing Slip Generation form, and generate the associated packing slips. The button will not be available when:

The full order is on backorder.
The order has a hold status assigned.
All order lines have already progressed to an Invoiced status.
All order lines have a Cancelled status.
The order has a Completed status.

The Invoice form defaults to the one assigned to the customer on the Defaults tab of the AR Customer Maintenance form. If no form is assigned here, it defaults to the one assigned on the AR Module Control form.

Note: If eReporting options are in use, you can right click the Packing Slip print button to select one of these options with regard to how the packing slip is output:

If the option Output to Email is selected, the email recipient address comes from the Invoice Recipient assigned on the AR Customer Maintenance form.

On/Off Hold

If the order is not on hold, this button will read On Hold. Click the button to assign a hold status to the entire order. You are prompted to enter a status from those that have been pre-defined with an effective status of Hold and Commit Inventory, or Hold and Don't Commit.

If the order is on hold, this button will read Off Hold. Click the button to remove the hold status from the order. Greentree Desktop prompts you for confirmation to remove the hold. When you agree, the status of the order reverts back to what it was before the hold being applied.

This button is enabled before packing slips and/or invoices being generated for the order.

Cancel Order

Click this button to cancel the entire order. Greentree Desktop prompts you to enter a reason code, and you can select a pre-defined Cancel Reason.

Save Header

Click this button to save the header details and begin entering line items.

Discount

This is the total discount value for the selected order.

Surcharge

If the sales order has non-stock lines, if the non-stock sales code is classified as a surcharge item, this is the total net value of the surcharge items.

Net

This is the total net value for the selected order.

Tax

This is the total tax value for the selected order.

Total

This is the total order value.

Intrastat/EC Sales

These fields only display if the company is subject UK Intrastat and EC Sales reporting.

Note: You can delete a sales order by clicking the trash can delete icon, as long as none of the sales order lines have progressed beyond sales order entry.