Sales Order (Order Entry)

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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 (Settable via Settings & Utilities, Option 63). Each line item has a due date and can be taxable or non-taxable.

 

9.2.1 Enter a new sales order step 1, Select Sales and New from pc/MRP’s Main Menu

 

Select Modules, Sales and New as shown above and the following screen will appear.


 

9.2.2 Enter a new sales order step 2, Select Type, Area, Terms, Ship Via, Tax and FOB

 


 

 

 

Select the Type of sale

·         Cash and Carry -- pc/MRP generates a Sales Order, creates/prints an Invoice and deducts stock.   This method places a C in the 1st character of the sales code field, SC.

·         On Account and Carry -- pc/MRP creates a Sales Order, creates/prints an Invoice and deducts stock.   This method places a A in the 1st character of the sales code field, SC

·         Order Entry -- pc/MRP creates/prints Sales Order, increases on demand in inventory.   This method places a O in the 1st character of the sales code field, SC

·         Sales Return -- This creates a credit memo. See the credit memo chapter for more information. In versions 6.89 and higher when creating a sales return, users can choose to re-stock the returned items.

·         Payment on Account -- This is the same as the R type transaction in the Accounting GL. See the chapter on the Accounting GL for more details.

Select the Issue Area  where the parts and assemblies will be issued from.

Select the Terms for this sales order.

Select the Shipping Via method by double clicking on the method.  .

Select the sales Tax Type

Select the FOB by double clicking on the option. 

Press the Save Settings Button to save the current settings of this screen for the current user.

Press the OK Button to move to the next screen.

 

 


9.2.3 Enter a new sales order step 3, Select the Customer

 

 

 

 

The "Account #" and "Part #"fields are always linked to the Customer Address Book and Part Master. This means that the entries to these two data fields must be valid numbers contained in the Address Book or the Part Master.

 

Sales Order and Work Order numbers are automatically incremented. Though alpha characters are acceptable it is recommended to let pc/MRP automatically increment the Sales and Work Orders.


9.2.3 Enter a new sales order step 4, Select the Part

 


Place the cursor in the Part # Field, Description Field or Model Number field.

 

For items without a part #, enter "NA". Then manually enter the description and model number.

 

Users can set the sales price lookup to either Level/Quantity (method set by default) or to a Category Matrix using option 67 in the settings and utilities. For a complete description of both methods, see the Inventory chapter.

 

 

9.2.4 Enter a new sales order step 5, Enter Quantity, Tax, Freight, Discount

 


 

Enter the Quantity. Unit and Sale Price will be updated automatically, if there is a price/quantity break, the price data will be different for different quantity levels.

 

Enter the Date Required.   This allows pc/MRP to track and print Overdue Sales Order Reports and ISO 9000 Customer Performance Reports.

 

The Customer PO Number and Customer Contact and any known Freight or handling charges should be entered.  If the entire amount for the Freight is known, it can be entered once in one line item in the freight field or entered individually for all line items. The freight totals for all line items will be totaled and printed out on the forms and reports.

 

The Related Document Field is a 23 character scrollable field. It can be used to enter a related contract number, serial number, or document number.   Each line item can include as many Comments as necessary.

 

Each line item can have one Serial Number. If multiple serial numbers are needed per line item then you may need the Serial Lot Number module. (Chapter 16.10.1)

9.2.5 Enter a new sales order step 6, Enter Billing and Shipping Addresses if necessary

 


 

 

If Billing Address and/or Shipping Address Different from the Customer Address, you can manually enter the appropriate data fields.   Or, you can click the Billing Address check box and /or Ship Address check box.    Type in a few characters of the customer name in the "Bill To" and/or "Ship To" fields.   The Address Book window will appear allowing you to select the desired addresses.

 

9.2.6 Enter a new sales order step 7, Enter Delivery Information if necessary

 


 

 

UPS, FedEx, DHL and Postal Service Tracking Numbers can be entered into the sales order and tracked by clicking on the Track Button.  Internet Explorer must be your default browser if you wish to track DHL and Postal Service Packages.

 

When you click the Track Button, pc/MRP will track the package.   pc/MRP will first look to the Ship Via Edit Box to see which shipping vendor (UPS, FedEx, DHL, Postal Service, TNT) to track.   If the Ship Via Edit Box is blank or you used multiple vendors pc/MRP will see if the tracking number is proceeded by UPS:, FEDEX:, DHL:, or TNT: to see which shipping vendor to track.   If all of the above is blank, pc/MRP will prompt you to select a shipping vendor.

 

 

 

 

9.2.8 Enter a new sales order step 8, Enter Item Information if necessary

 


 

 

If the sales order requires dedicated work orders, check the Requires Dedicated Work Orders Checkbox.  See the Work Orders Chapter, Section 13.1.10 and .11in this manual for details on this feature.

 

Each line item can have a separate Sales Discount, Salesman, Commission Rate, Licensor and Licensor Rate.   The Licensor and Rate % fields are used if you have to pay royalty fees per line item.  

 

The Original Date Required is automatically populated anytime the Date Required is edited.  This fields stores the previous Date Required.

 

The Credit Account (cacct1) field is automatically populated from the part or assembly entry in inventory. If there are several different accounts per sales order, pc/MRP will default to the standard business income account. If the Credit Account is the same throughout the sales order when the transaction is posted the account number in this field will be credited in the GL.

 

The Purchase Cost (po_cost) of the assembly or part will be automatically inserted into the sales order. Using settings and utilities options 17 and 35, the unit cost can be set to average or standard and be comprised of component part costs (includes outside labor) only, component and all labor costs, or component, all labor and overhead costs (P,L,A).

 

The Additional Cost field is an optional field currently not used in any calculations.

 

9.2.9 Enter a new sales order step 9, Add Another Line Item or click on Finished

 

  

 

Click  the "Add" Button to enter another line item to the Sales Order.

 

Once you have added additional line items the following Navigational Buttons will be enabled

Click on the Back Button to see the prior line item.

Click on the Next Button to see the next line item.

Click  on the Jump To Button to see a list of all of line items.  Select the item you want to review.

 


9.2.10 Enter a new sales step 10, Enter the Boiler Plate and Review the line items

 

 


 

To enter/edit the sales order boiler plate and review/edit the sales order line items, click on the Items/Notes Button.

 

 


9.2.11 Enter a new sales step 11, Click on Finished to save the sales order 

 


 

 

 

To Click the  "Finished" to save the sales order.

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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.

 


9.3.1 Other Buttons and Keys, Clone Button

 


 

 

Click on the Clone button to create a blanket sales order with evenly spaced delivery dates and quantities.        

 

The "Number of clones to create" means the number of line items to be added to the Sales Order for the same part in addition to the current line.

 

The number entered into the "Every'" box will be activated only when the "Date REQ" field on the Sales Order entry screen has a valid delivery date.

 

Enter the desired parameters and click "OK"

 

Clicking "Cancel" will return to the Sales Order entry screen without adding any line items.

 
9.3.2 Other Buttons and Keys, Breakdown Button

 


 

 

Click on the "Breakdown" to create a blanket sales order with varied delivery dates and or varied quantities.

 

On the top of the window is the part that you are ordering followed by the total number of parts you have entered in the Sales Order entry screen.

 

Enter the number of parts and the delivery dates in the highlighted columns.

 

As the numbers are entered, the "Accounted for" will increase to reflect the total that has been entered so far.

 

The "Still needed" indicating the number of parts left. It will become zero when all the required number of parts has been entered with delivery dates.

 

Click "OK" when all the entries are done. Note: if the total of all the deliveries does not match with the number entered in the Sales Order entry screen, a warning will appear.   Select "OK", pc/MRP will accept all the deliveries entered and discard the original quantity entered in the Sales Order entry screen. Click “Correct" to go back to the Breakdown window to correct the entries. Click "Abandon" will discard all the entries and go back to the Sales Order entry screen.


9.3.3 Other Buttons and Keys, Options Button

 


 

 

Click on the Options Button to perform the following tasks.

 

The Auto Look-Up will determine what appear in the customer list and the part number list during the selecting customer and selecting parts operations.   The Whole Database window will contain the whole database starting at the first matching name. This is the fastest look-up method.  Starts with Entered Characters  will only show the entries starting with the characters entered in the data field.  Contains Entered Characters will show all the entries as long as they contain the characters entered. This is the most versatile look-up method but is also the slowest of the three methods with large database

 

The Always Look-up pricing info. when clicked, the pricing will always be looked up even when then quantity is edited.

 

The Resort the Order Items, will resort the Items Number in ascending order.

 

The Update all Header Information  will sync the header information  as per one of the three listed parameters listed.


The Mailing Labels button will allow you to create shipping labels for this sales order.

 

9.3.4 Other Buttons and Keys, F2 Button, Display Totals

 


 

9.3.5 Other Buttons and Keys, F1 Button, Display Part Number Information

 


 

9.4.1 Notes on sales orders

 

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 allocation of sub-assemblies and parts in the parent assembly(s) is performed when the user Generates MRP Action Items.   The field is

 

The field  an MRP.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, 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.   This 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 or 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.)

 

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

 

 


To view or edit a sales order, select Modules, Sales and Edit.  pc/MRP will display the screen shown below.

 

 

 

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:

 

Desired Sort Order, Document #, Account #, Part #, Model #,  Customer PO #, Ship to Address

Desired Include information, Open, Closed, Open and Closed (Closed = Invoiced)

Enter the applicable data in the Begin Scrolling At: field

Select the desired Action, View or Edit

Press Search

Select the correct record

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 a user must understand before editing.

 

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.

 

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 does not 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.

 

The ISSUED / QTY ASSMD appears 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.

 

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.

 

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

 

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

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.

 

The Original Date Required is automatically populated anytime the Date Required is edited.  This fields stores the previous Date Required.


9.6.1 Print, Display, Fax, Email a Sales Order

 


           

 

To print, display, email, fax a sales order, select Modules, Sales, and Print.   You can also create an HTML or PDF  sales order document.   Programs like WINFAX will allow users to fax sales orders directly from pc/MRP.

 

To e-mail a sales order directly from pc/MRP, you must use Outlook, not Outlook Express. The e-mail address in MS Outlook will automatically be populated from the e-mail entry in the pc/MRP Address Book.  

 

If you choose to create an HTML or PDF document, you can save this document and attach it to an e-mail created in your existing e-mail program.

 

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.

 

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

 

Sales Orders, Invoices, and Shippers can be configured to print out the Serial Number or Model Number using the Configuration Menu's, Settings and Utilities, Option 22.

 

If you select to print “Single Sales Order”, and you have a custom form named SOFORM1.FRX or SOFORM2.FRX, pc/MRP will ask users if they want to print them after printing the sales order.  These two additional forms can be used to make travelers.


9.6.2 Printing sales orders on carbonless paper on 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.

 

9.6.2 Printing sales orders on carbonless paper on 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.

 

9.7.1 Reports (Printout/Display Sales Order Reports)

 


 

Select Modules, Sales Orders and Reports to display or print out a sales order report .   Allows users to print out or display various sales order reports (salelog.frx). See section 15.4.1 to create custom sales order reports (cusso*.frx).

9.7.2 ISO 9000 On Time Delivery Report for Customers

 

The ISO 9000 On Time Delivery Report (soper.frx) for Customers is sorted by customer Account Number and consists of the following columns:

 

Sales Order Number

Item Number

Original Date Required

Revised Date Required

Date Shipped

On Time to Original Date Required

Will contain a Y if Date Ship is between Original Date – 10 and Original Date.  The subtotal will be 100 * (number of on time orders/total number of orders)

On Time to Current Date Required

Will contain a Y if Date Ship is between Revised Date – 10 and Revised Date.  The subtotal will be 100 * (number of on time orders/total number of orders)

     

9.8.1 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.

 

9.9.1 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. If ‘Audit On-Demand Quantities’ reports any errors, you must fix the errors and re-run the function again.

 

9.10.1 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.

 

9.11.1 Remove Marked Records

 

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

 

9.12.1 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.