Sales Order Entry

Sales Order Entry / Sales Order Inquiry

Window Details
	Navigation
	Overview
	Fields

How Do I...
	Enter a Sales Order or Price Quote	Process Customer Deposits
	Save Default Values for Sales Order and Invoice Data Entry	Post Credit Card and ACH Settlement Amounts
	Copy Sales Order Information	Recalculate Sales Tax on a Sales Order or Invoice
	Assign a Default Warehouse to a Ship-to Address	Enter a Sage CRM Prospect Quote
	Assign a Default E-mail Address to a Ship-to Address	Enter a Sage CRM Sales Order or Customer Quote
	Add a New Miscellaneous, Charge, or Comment Item Code On the Fly	Enter a Sage CRM Opportunity On the Fly
	Look Up an Item by Alias Number	Generate a Purchase Order from a Sales Order
	Enter a Sales Kit	Distribute Transaction Quantities to Lot and Serial Numbers
	Enter Options for Standard Bills and Sales Kits	Process Credit Card Transactions
	Enter an Extended Item Description	Enter Sales Order/Invoice and A/R Cash Receipts/Invoice Credit Card Information
	Use the Last Purchase Price on an Order	Process ACH Payment Transactions
	Reauthorize a Credit Card Transaction

Related Topics
	Grids	Setting Up SO, AR, and eBM to Process Credit Card Transactions Flowchart
	Calculating Sales Commissions	Receiving Payment by Credit Card From Your Customers Flowchart
	Determining and Updating Quantities	Sales Order/Invoice FAQs
	General Ledger Accounts	Retaining Sales Order History
	Using Sales Kits	Customer Relationship Management FAQs
	Using Sales Tax in Job Cost	Sales Order Paid by Credit Card Flowchart
	Credit Card Processing FAQs

Navigation

To access Sales Order Entry, select Sales Order Main menu > Sales Order Entry.

To access Sales Order Inquiry, select Sales Order Main menu > Sales Order Inquiry.

Sales Order Inquiry fields can only be viewed.

Note When this task is accessed from Sage CRM, the system date is automatically used as the accounting date.

Before entering sales orders, if you are currently using a manual sales order system or a different computerized system, you may need to perform certain preliminary data entry procedures to ensure your accounting records are in balance. Customer information, including the customer name, billing address, shipping address, sales tax, terms, and applicable trade discounts, is retrieved automatically from the Customer file to speed the data entry process.

Overview

Use Sales Order Entry to enter information necessary to create sales orders, blanket master orders, repeating orders, back orders, and price quotes. Back orders are usually entered using Sales Order Entry during the initial conversion process. During normal operations, back orders are generated automatically during Invoice Data Entry if the quantity shipped is less than the quantity ordered.

Price schedules established in the Inventory Management module are accessed to provide automatic pricing of inventory line items. Charges for non-inventory items, such as services and fees, are accessed from Miscellaneous Item Maintenance.

If the Enable Purchase Order Generation During Sales Order Entry check box is selected in Purchase Order Options, a Generate PO button appears allowing you to generate a purchase order from a sales order. If the Prompt to Generate Purchase Order on New Sales Orders check box is selected, you are prompted to generate a purchase order from a new sales order.

If the Customer Relationship Management module is set up, you can access this task from Sage CRM to enter sales orders, customer quotes, and prospect quotes. Sales orders and customer quotes can be entered for Sage CRM companies that are related to Accounts Receivable customers. Prospect quotes can be entered for Sage CRM companies that are not related to customers. The prospect quotes for a Sage CRM company are automatically promoted to customer quotes if a relationship is later created between the company and an Accounts Receivable customer.

After the data is entered for a group of orders, you can print sales orders and picking sheets to help process the orders and prepare them for invoicing. During the invoicing process, all information entered in Sales Order Entry is retrieved and displayed automatically. After a sales order is shipped and invoiced completely, you can view the sales order using Sales Order and Quote History Inquiry.

Use Sales Order Recap to view order numbers entered using Sales Order Entry, including price quotes, master orders, repeating orders, RMAs, and Internet orders. Deleted order numbers, as well as processed order numbers are included on this report. History is not retained for master orders or repeating orders; however, master orders and repeating orders can be tracked in the Sales Order Recap. Sage CRM prospect quotes are not tracked in the Sales Order Recap.

You can view the Sales Order Entry window in normal or expanded view. The expanded view allows you to view more entries on the Lines tab. The Change View button is available only if your screen resolution is set to 1024 x 768 or higher.

Fields

Order Number	User

1. Header
Order Date	No. of Ship Labels
Order Type	Quick Print Without Displaying Printing Window
Cycle Code	Ship To Addr
Master/Repeating Order	Terms Code
RMA Number	Ship Via
Customer No.	FOB
Prospect ID	Confirm To
Cust PO	E-mail
Promoted to Order On	Fax No.
Last Order/Invoice Date	Batch Fax
Last Order/Invoice No.	Comment
Ship/Expire Date	Salesperson
Status	Split Comm
Reason	Job No.
Whse	IT User ID
Schedule/Exemption	IT User Name
Print Order	Sage CRM User
Print Pick Sheets	Sage CRM Opportunity

2. Address
Bill To	Residential Address
(Bill To) Name	(Ship To) Name
(Bill To) Address	(Ship To) Address
(Bill To) ZIP Code	(Ship To) ZIP Code
(Bill To) City	(Ship To) City
(Bill To) State	(Ship To) State
(Bill To) Country	(Ship To) Country
Ship To

3. Lines
Grid Button Bar	Cost Account
Quick Row	Warranty Code
Line Number	Expiration Date
Item Code	Promise Date
Ordered	Customer Action
Backordered	Item Type
Original Qty	Product Line
Balance	Product Type
Unit Price	Price Code
Extension	Costing
Comment	Extended Desc
Description	Component
Warehouse	Alias Item
Unit of Measure	Vendor Number
Shipped	PO Number
Ordered To Date	PO Req Date
Shipped To Date	Options
Cost Code	Revision
Cost Type	Total Amount
Price Level	Commodity Code
Tax Class	Commodity Desc
Discountable	Alt Tax ID
Disc %	Tax Type Applied
Drop Ship	Net/Gross
Commissionable	Debit/Credit
Subj to Exempt	Tax Amount
Cost	Tax Rate
Sales Account

4. Totals
Order Date	Ship Weight
Order Type	Freight Amount
Prospect ID	Deposit Payment Type
Salesperson	Check Number/Reference Number
Amount Subject to Discount	Deposit Amount
Discount Rate	Commission Rate
Discount Amount	Sales Tax Amount
Taxable Amount	Order Total
Non-Taxable Amount	Net Order
Ship Zone

5. Payment
Payment ID	Corporate ID/PO
Save	Transaction Type
Payment Type	Pay Balance
Account Type	(Balance/Payment) Amount
Card Type	(Balance/Payment) Corp Sales Tax
Primary	(Balance/Payment) Auth No.
Bank	(Balance/Payment) Auth Amount
Last Four Routing	(Balance/Payment) Auth Date
Last Four Digits	(Balance/Payment) Auth Time
Expiration Month/Year	(Balance/Payment) Transaction ID
Account / Cardholder Name	(Deposit) Amount
Address	(Deposit) Corp Sales Tax
ZIP Code	(Deposit) Auth No.
City	(Deposit) Auth Date
State	(Deposit) Auth Time
Country	(Deposit) Transaction ID
E-mail Address	Swipe Card
Comment	Process in Batch