Sales Order (Order Entry)

You are looking at an old Manual of pc/MRP,
the Complete MRP Inventory/Accounting Package.

Please click below for
the latest pc/MRP Manual

Please click below to
reach the pc/MRP Main Page

Manual Logo

Main Page Logo

 

9.1.1 Overview

pc/MRP's Sales Module allows you to enter, edit, and print sales orders and sales order reports. If a sales order entered as a "cash and carry" or as an "account and carry" order, pc/MRP will print out an invoice and decrement the on hand quantity in inventory. If a sales order is created as "order entry" (to be delivered at a later date) pc/MRP will print out a sales order and increase the on demand quantity. pc/MRP's Sales Module will provide numerous reports including All Overdue Sales Orders, All Sales Orders for a Month, Sales Tax, Sales Commission and Cost of Sales. Each Sales Order can contain up to 9999 line items. Each line item has a due date and can be taxable or non-taxable.

9.1.2 New (Enter A New Sales Order)

         Select Modules, Sales and New. The following screen will appear:

 

Step 1: Select all the necessary items from the screen:

Type of sales

         Note:
Cash, places a C in the 1st character of the sales code field, SC
On Account, places an A in the 1st character of the sales code field, SC
Order Entry, places an O in the 1st character of the sales code field, SC

Issue Area

Term

Shipping Via

Tax Code

Note:

         Taxable, places a T in the 2nd character of the sales code field, SC

         Resale, places an R in the 2nd character of the sales code field, SC

         Food Products, places an F in the 2nd character of the sales code field, SC

         Service, places an S in the 2nd character of the sales code field, SC

         US Government, places a U in the 2nd character of the sales code field, SC

         Out of State, places an O in the 2nd character of the sales code field, SC

         Exempt, places an E in the 2nd character of the sales code field, SC

If the sales order were to have taxable and non-taxable line items, you would have to change the 2nd character of the SC field on the individual line items.

FOB

Optional Selection -- if you want to save the above settings.

Step 2: Hit "OK'" to move to the next screen.

The Sales Order Data Entry Form will appear as shown:

Note:

Step 1: Select Customer:

Step 2: Select Part

Note:

Step 3: Enter Quantity

Step 4: Enter Date Required

Step 5: Enter the rest of the fields

Step 6: If Billing Address and/or Shipping Address Different from the Customer Address :

Step 7: Add Another Line Item, if required

Step 8: Save the Sales Order when finished

Note: pc/MRP will check all the data validity. If the Customer Account # or Part Number is not valid (cannot be found in the Address Book or Part Master), the user will be prompted to take corrective actions. If the Sales Order is for a non-standard part, enter "NA" in the Part # field and pc/MRP will not check the Part Master. If the Sales Order exceeds the customers credit limit pc/MRP can be made to prompt a warning. If desired the ability to override the credit limit can be password protected. (See Option 53 in the Settings and Utilities for further detail on the credit limit warning.

Optional Functions/Buttons

Cancel the Sales Order

Duplicating A Line Item ( V6.80 and up)

 

 

Adding Line Item With Different Quantity For Each Delivery

 

 

Review The Items Already Entered

Delete A Line Item

Undelete A Line Item

Option Buttons

The selections of the "Auto Look-Up Returns will determine what appear in the customer list and the part number list during the selecting customer and selecting parts operations.

ADDRESS LABEL SCREEN

Notes:

The Invoice Boiler Plate field will print the same statement on every invoice and can contain statements such as country of origin, late payment penalties, etc. The invoice boilerplate can be created and edited from the Configuration Menu under "Boiler Plate Notes For Forms".

After all the line items have been entered for a cash and carry or on account and carry sales order pc/MRP will automatically debit and credit the general ledger if auto accounting is set on in the configuration menu. However, it is recommended that auto accounting to be set off. This will allow the invoice to be reviewed prior to entering the general ledger transaction.

When a sales order is entered pc/MRP increments the ondemand quantity for the completed assembly and not the parts in that assembly. The explosion is done later in a temporary scratch pad field whenever purchasing runs an MRP Report. The MRP Report takes each assembly's on demand quantity and allocates finished on hand assemblies and subassemblies and finally parts to fill the demand. When it runs out of parts or goes below the minimum quantity level it prints out that part number and the quantity to purchase.

The above method provides pc/MRP with the following advantages:

* The ondemand status of any assembly is available
* Line items can be quickly entered w/o waiting for an explosion
* Users can build to stock, stocking finished-assemblies and sub-assemblies

Menu option 53 in the Configuration/Settings and Utilities can be set to provide on not provide credit limit warnings.

For one of our customers, RCH, pc/MRP will automatically create a BOM with a BOM number of the sales order number plus "00." Each line item on the sales order becomes a part of the BOM, is assigned an 8 character part number consisting of the sales order number plus the last two characters of the line item number. If you delete a sales order line-item the part is removed from the inventory/partmast database file. If you remove the last line-item the BOM is removed from the BOM database file. (This is only applicable to one company.)

9.1.3 Edit/View (Scroll/Delete/Undelete Sales Order Line Items)

This option allows users to scroll, edit, delete, undelete or run queries against Sales Order records.

Selecting an Indexed Search allows users to search on indexed fields. This allows pc/MRP to find the information much faster. To perform an Indexed Search select the:

         Indexed Search tab

         Desired Sort Order, Document Number, Account Number, Part Number, Model Number, Customer Purchase Order Number, and, Ship to Address

         Desired Include information, Open, Closed, Open and Closed

         Enter the applicable data in the Begin Scrolling At: field

         Select the desired Action, View or Edit

         Press Search

pc/MRP will automatically scroll to the desired record or the nearest match. Select the correct record by scrolling and press Ok to proceed to the edit screen for that record.

Selecting to run a Queried Search allows users to build, run, save, and load queries for the Sales Order table. For further details see chapter 15.14.

 

Every field within the Sales Order table is editable. There are however several key concepts user must understand before editing.

o        If the Sales Order edited was originally entered as "Cash and Carry" or "Account and Carry", and you add an additional line item you will be asked whether you wish to create a new invoice or add to an existing invoice.If you choose to add to an invoice and more than one invoice for this particular Sales Order exists, a scroll window with the last line item of each invoice will be displayed. Select the item with the invoice number you wish to append.

o        If you were to edit the quantity on a sales order you must also edit the quantity on order in inventory or run one of the Audit OnDemand features. If an invoice has been entered for this sales order you must edit the invoice as well.

The reason pc/MRP doesn't edit the other files automatically is that if the other files were edited first, your edit would then re-adjust the previous edit. This could create an endless loop of confusion. To edit the address, simply edit the address in the first line item.

o        The ISSUED / QTY ASSMD appear on the edit screen for order entry sales orders as these types of orders automatically become work orders. pc/MRP will automatically enter a "Y" when the assemblies are issued from stock to manufacturing. The QTY ASSMD field is automatically updated when the assemblies are received by the stock room from manufacturing for that sales order number.

o        The COMPLETE, and QTY SHIP fields are displayed only in the edit mode and are filled in automatically when the items are invoiced. The QTY SHIP field contains the accumulative amount shipped. pc/MRP uses the COMPLETE field to determine if a record is overdue, open or closed. A Y in the COMPLETE field marks the record as closed. An N in the COMPLETE field marks the record as open.

o        The DATE SHIPPED field appears to the right of the DATE REQ field. This is updated automatically when invoicing.

o        The CO# stands for Change Order Number, this is used to note any changes in the order.

o        Use the delete button to mark a record for deletion Once the record has been marked for deletion you must return to the menu and select REMOVE MARKED RECORDS.

o        DO NOT manually edit the SC field unless you are aware of the consequences. The SC field contains important information that will change how pc/MRP uses the sales order if it is manually edited. If this field is edited, be sure to use the correct letter code as described in Step One of the sales order entry process.

9.1.4 Print (Display/FAX/EMAIL A Sales Order)

When you are finished you also have the opportunity to print, display, send to e-mail, or send the sales order to an HTML document to attach the sales order to an e-mail. Through the use of programs like WINFAX users can also directly fax from pc/MRP. Furthermore, if the flag file SSMAILLB.FLG exists an address label for the customer on that sales order will automatically be created from the CUSTARD*.LBX or the CUSARD*.LBX.

Note: If you send an e-mail directly from pc/MRP we use MS Outlook. The e-mail address in MS Outlook will automatically be populated from the e-mail entry in the pc/MRP Address Book. If you create an HTML document, you can save this document and attach it to an e-mail created in your existing e-mail program.

The sales order form is sale.frx and saleb.frx. See section 15.4.1 to create a custom sales order (cso.frx).

Sales Orders may be FAXed with a FAX/Modem by selecting the FAX/Modem driver instead of the default printer driver.

Sales Orders, Invoices and Shippers can be configured to print out the Serial Number or Model Number using the Configuration Menu's Change Boiler Plate Option.

For dot matrix printers

 


You can order pc/MRP's two part (5K-2990-2), three part (5K-2990-3) or four part (5K-2990-4) carbonless forms and matching double window envelopes (5K-DW3787) from Rapid Forms, telephone number 1-800-257-8354. Be sure to give the Rapid Forms Operator pc/MRP's Keycode Number C20100.

 

For laser printers

 

You can order the 3 part NCR carbonless paper by calling JC Paper in Mt. View, CA at (650)965-0983. Ask for the zero-form, straight sequence 3 part NCR pre-collated 8-1/2" X 11" paper. It comes in sets per package.

9.1.5 Reports (Printout/Display Sales Order Reports)


Allows users to print out or display various Sales Order Reports. See section 15.4.1 to create custom reports. Your standard report options are as follows:

All sales records (salelog.frx and cusso*.frx with sales.dbf)
All sales records for a product code
All sales records for a part number
All sales records for a specified account #
All sales records for a related document/contract #
All sales records for a div/dept
All sales records for a model number
All sales records for a serial number
All sales records for a sales order number
All sales records for a salesman
All sales records for a sales code
All sales records for a customer PO #
All sales records for a territory
All sales records for a region
All sales records for a licensor

Any of the above can include the following:

Matching Exact: This selection allows you to find sales records by using the exact sale record number, product code, part number, specified account#, related document/contract#, div/dept, model number, serial number, sales order number, salesman, sales code, or customer PO#. It will display/print/send only those records.

Matching Partial: This selection allows you to find sales records by using a partial description of the sale record number, product code, part number, specified account#, related document/contract#, div/dept, model number, serial number, sales order number, salesman, sales code, or customer PO#. It will display/print/send all sales records matching the partial description.

Any of the above can include:

All open and closed records
Open records only(total quantity not invoiced Complete # Y)*
Closed records only (total quantity invoiced Complete = Y)
Overdue records only

 

Any of the above can include:

All records regardless of time period
Records entered during a specified time period
Records due during a specified time period
Records exactly 30, 60, and 90 days old

 

Any of the above reports may be sorted by:

Sales number (faster no re-indexing)
Part number (faster no re-indexing)
Account number (faster no re-indexing)
Date entered

Part number root
Division
Document/Contract #
Date due
Model number
Product code
PO number
Territory
Salesman
Region

 

Ship-to address

Licensor

Ship-to state

Ship-to country

Date shipped

The report output options include:

Displayed on screen
Printed in narrow carriage format
Printed in wide carriage format
Sent to a comma delimited ASCII file
HTML file
Sent to a XLS file
Sent to a DBF file

If the Database, Comma Delimited or ASCII output options are chosen, pc/MRP will create a file of that type which contains all of the raw data used by the report. If you have the Windows Generic Print Driver installed, you may select one of the Print output options. Then select Print to File to generate a text file, which mirrors the actual report. Any portion of the printed report, which normally appears in bold, will be included in the text file three times. You may edit the report forms to remove the bolding and prevent the duplication. See Configuration, Settings & Utilities, option 24.

 

The report format options include:

Standard format
Custom format (see custom report section)

9.1.6 Shipper (Printout/Display A Shipper)

Allows you to print out or display a shipper for a specified sales order. Each shipper order can contain up to 9999 line items.

For laser printer

 

You can order the 3 part NCR carbonless paper by calling JC Paper in Mt. View, CA at (650)965-0983. Ask for the zero-form, straight sequence 3 part NCR pre-collated 8-1/2" X 11" paper. It comes in sets per package.

9.1.7 Audit On-Demand Quantities

Zeros out the ondemand quantity in inventory and then replaces the on demand quantities with the ondemand quantities from all open sales orders. If several sale order quantities are edited, this option will automatically correct inventory quantities.

9.1.8 Index

Re-indexes the Sales Order index file. pc/MRP automatically updates its index files under normal operation. However, if you ever get a "record out of range" error message or cannot find a sales order, re-indexing the index file is usually the cure.

9.1.9 Remove Marked Records

Removes all of Sales Orders marked for deletion from the disk. The records will no longer be recoverable.

9.1.10 Remove Over X Years

Deletes and removes from the disk all Sales Orders over a specified number of years old. Prior to running this command it is advisable to save the Sales Order Database File to disk and label it "Sales DBF as of mm-dd-yr". You should also generate a printout of the file prior to closing it out.