Sales Order Entry

Enter a sales order number, or click the Lookup button to list all order numbers. Click the Next Number button to automatically increment the sales order number for a new order. If this task is accessed from Sage CRM, this field displays the next order number and can only be viewed.

Click the Lot/Serial Order Lookup button to list all order numbers that include items with lot/serial number distributions. This button is available only if the Enable Lot/Serial Distribution check box is selected in Sales Order Options.

Click the Memo button next to the navigation buttons to view, create, or maintain memos for this transaction. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.

Click Copy from to copy from existing sales orders/quotes, sales order/quote history, or Accounts Receivable invoice history information.

Click the Print Order button to print the sales order using the Quick Print feature. This button is available after selecting a customer and clicking the Lines tab if the Print Sales Orders check box is selected in Sales Order Options.

You will be prompted to print picking sheets immediately after printing sales orders if the appropriate security is set up and the Picking Sheet After Quick Printing Sales Order check box is selected in Sales Order Options.

Alternately, click the Print Picking button to print the picking sheet using the Quick Print feature. This button is available after selecting a customer and clicking the Lines tab unless None is selected in the Print Picking Sheets By field.

You can print shipping labels immediately after printing the picking sheet if the appropriate securityis set up and theShipping Labels After Quick Printing Picking Sheet check box is selected in Sales OrderOptions.

Note If the system has no record of which form template should be used for sales orders, picking sheets, and shipping labels, the Template Selection window appears. Select a template to proceed with printing.

This field displays the user logon ID of the user who entered the sales order and can only be viewed.

Enter an order date, or click the Calendar button to select a date from the calendar.

Select an order type. If you are maintaining an open order, this field can be accessed only if you are changing a price quote to another order type. If you are maintaining a prospect quote, this field can only be viewed.

Back orders are usually entered directly in Sales Order Entry during the initial conversion process. During normal operation, back orders are generated automatically in Invoice Data Entry if the quantity shipped is less than the quantity ordered.

Type the cycle code for the order. This field appears only for master or repeating orders. You can type a cycle code to sort or group master or repeating orders.

Enter the number of a master or repeating order from which to retrieve the order information for this order. Click the Lookup button to list all master and repeating orders. This field is available only when entering standard sales orders.

This field displays the RMA number if a sales order has been generated from the Return Merchandise Authorization module using the Xpress Sales Order feature in Return Merchandise Authorization Entry, or generated in Generate Transactions. This field can only be viewed, and appears only if the Return Merchandise Authorization module is installed.

Enter the customer number, or click the Lookup button to list all customer numbers.

Alternately, start typing a customer name to locate a record. As you type, a list of records matching your entry appears. You can then select a record from the list, and the customer number will appear in the field.

Click the Next Number button to automatically increment the customer number for a new customer. The Next Number button is available only if the Auto Increment Customer Number check box is selected in Accounts Receivable Options.

Type a new customer number to add a customer using Customer Maintenance (On the Fly). This task can be accessed only with the appropriate security setup; some nonessential fields are omitted to speed data entry. You can access Customer Maintenance at a later time to complete the remaining entries for a new customer.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Click the Memo button next to this field or next to the Customer button to view, create, or maintain memos for this customer. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.

This field displays the selected Sage CRM company ID for which you are entering a prospect quote and can only be viewed. Prospect quotes can be created for companies in Sage CRM that either do not have a company type of Customer, or have a company type of Customer but are not related to an Accounts Receivable customer.

This field appears only if the Customer Relationship Management module is set up, this task is launched from Sage CRM, and a prospect company is selected for the quote in Sage CRM.

Type the customer purchase order number assigned to this sales order. If any of the Files to Check for Duplicate Customer PO Numbers check boxes are selected in Sales Order Options, the system checks to see if the purchase order number entered is already in use with another sales order or invoice for this customer. A message appears if the purchase order number is already in use. Click Documents to view a list of sales orders and invoices that use the purchase order number entered, or click Continue to return to Sales Order Entry. If the appropriate security is not set up, the duplicate customer purchase order number will be removed from the field; otherwise, you can continue entering the sales order with the duplicate number.

This field is available only if a valid customer number is entered in the Customer No. field.

This field appears if the sales order was promoted from a quote and displays the date on which the order was promoted. This field can only be viewed.

For back orders, this field displays the last invoice date used to invoice this order number. This field is maintained automatically as standard sales orders are issued against master orders for shipping and invoicing, or as repeating orders are copied to standard sales orders. For master or repeating orders, this field displays the last order date.

For back orders, this field displays the last invoice number used to invoice this order number. This field is maintained automatically as standard sales orders are issued against master orders for shipping and invoicing, or as repeating orders are copied to standard sales orders. For master or repeating orders, this field displays the last order number.

Enter a shipping date for this order, or click the Calendar button to select a date from the calendar. For master orders, repeating orders, and price quotes, the expire date determines when the order or quote expires.

For quotes, the default expiration date is calculated using the value entered in the Default Days Until Quote Expires field in Sales Order Options.

Select an order status. The status of new orders is automatically updated as orders are processed. A New order status defaults when a sales order is first created. After a new order is printed, it is assigned an Open order status automatically. Select Open during the system conversion process to record orders that have not been shipped and invoiced. Orders manually placed on hold following credit limit checking are assigned a Hold status.

If you make a change on the Sales Order Entry Lines tab for an eBusiness Manager order with a Hold status and click Accept after completing your sales order entry, a message appears asking if you want to change the order status. Click Yes to change the status. You are returned to the status field.

Enter a reason code for placing an order on hold, or click the Lookup button to list all reason codes.

Enter a warehouse code to use for this order, or click the Lookup button to list all warehouse codes. This field is available only if the Inventory Management module is integrated with Sales Order, and the Require Multiple Warehouses check box is selected in Inventory Management Options.

Enter the tax schedule or exemption number for the invoice, or click the Lookup button to list all tax schedules or exemptions. This field automatically displays the tax schedule for the ZIP Code of the ship-to address entered in the Ship To Addr field.

Select this check box to print a sales order acknowledgment for this order. Clear this check box if you do not want a sales order acknowledgment printed for this order. After a sales order is printed for a new order, this check box is cleared automatically. You can reprint open sales orders by clicking the Print button, or by selecting them using Sales Order Printing. You can print the current sales order by clicking the Print Order button.

If the current order has already been printed, *printed appears next to this check box. If you select the check box to reprint the order, *printed no longer appears. This field is available only if the Print Sales Orders check box is selected in Sales Order Options.

Select this check box to print a picking sheet for this order. Clear this check box if you do not want to print a picking sheet for this order. After a picking sheet is printed for a new order, this check box is cleared automatically but can be reselected to reprint the picking sheet. You can also select picking sheets for reprinting using Picking Sheet Printing, and you can print the picking sheet for the current order by clicking the Print Pick button.

If the picking sheet for the current order has already been printed, *printed appears next to this check box. If you select the check box to reprint the picking sheet, *printed no longer appears. This field is available only if an option other than None is selected in the Print Picking Sheets By field in Sales Order Options.

Type the number of shipping labels (from 01 to 999) to print. This field is available only if the Print Shipping Labels check box is selected in Sales Order Options. The value you enter in this field determines the number of labels printed during Shipping Label Printing. The number of labels printed can vary from order to order. This field is reset to 0 (zero) after printing is completed.

Select this check box to bypass the printing window when printing the sales order or picking sheet using the Quick Print feature.

Enter a location code to automatically enter a shipping address defined in Accounts Receivable Customer Ship-To Address Maintenance. Click the Lookup button to list all location codes.

The ship-to location code defaults to the ship-to location entered in the Primary Ship To field in Customer Maintenance.

Enter a terms code for this customer, or click the Lookup button to list all terms codes. This field defaults to the bill-to customer's terms code based on the setting selected in the Terms Code field in Bill To Customer Maintenance or Bill To/Sold To Maintenance for the selected customer, but it can be changed.

The default shipping code can be changed. If Yes or Actual is selected in the Use Shipping Code to Calculate Freight field in Sales Order Options, you must enter a shipping code defined in Shipping Rate Maintenance.

Type the FOB (freight on board) location. The FOB location indicates the location this order is placed on board a freight carrier at no charge to the customer. This field automatically displays the freight on board location entered in the FOB field in the Default Values for Sales Order Entry window, but can be changed.

Enter the name of the person to contact regarding orders for the current ship-to address, or click the Lookup button to list all contact codes.

If the opportunity entered in the Sage CRM Opportunity field is specific to a Sage CRM contact, this field displays the Sage CRM contact or related customer contact and can only be viewed.

Type the e-mail address of the person to contact regarding orders for the current ship-to address. This field displays the e-mail address defined for the ship-to address entered in the Ship To Addr field. If there is no ship-to e-mail address, this field displays the e-mail address of the customer selected. Click the E-mail button to compose a new e-mail message to the address entered in this field.

Type the customer's fax number starting with the area code. This field displays the customer fax number entered for the ship-to address or the customer. For more information, see Sales Order/Invoice FAQs.

Select this check box to include the document for batch faxing. Clear this check box if you do not want to include the document for batch faxing. This field is available only if a fax number is entered in the Fax field.

Enter a salesperson code, or click the Lookup button to list all salesperson codes. The default salesperson code that appears in this field is set inCustomer Ship-To Address Maintenance; if no salesperson is assigned in that task, the salesperson code defaults from Customer Maintenance. The default value can be changed.

This field is available only if the Salesperson Commission Reporting check box is selected in Accounts Receivable Options.

Select how the sales commission will be distributed. This field is available only if the Split Commissions between Salespersons check box is selected in Sales Order Options. This field is not available for Sage CRM prospect quotes.

Click Split Comm to enter or maintain commission rates in the Split Commission Entry window.

Enter the job number associated with all costs and billings for the sales order, or click the Lookup button to list all open job numbers. If the Require Job Number During Data Entry check box is selected in Sales Order Options, a value in this field is required. Only one job number can be entered for each sales order. For more information, see Sales Order/Invoice FAQs.

The job entered must have an Open status. If the job does not have an Open status, a message appears. Click Yes to change the job status to Open during the Sales Journal update. If the Set Job Status to Complete When Invoiced check box is selected in Sales Order Options, the job status will be changed to complete during the Sales Journal update.

Depending on the selection in the Validate Customer for Job field in Sales Order Options, the system may check to see if the customer number in the Customer No. field matches the customer number entered for the job in Job Masterfile Maintenance.

If the Define Job Statuses Allowed in Entry check box is selected in Job Cost Options, the system checks to see if the status of the job number entered is allowed in Job Status Maintenance. If you enter a job number with a status that is not allowed, a warning message appears. If the appropriate security is set up in Role Maintenance, you can click Yes to enter the job number. If the appropriate security is not set up, you can click Yes to override security with a logon ID and password. In both cases, if you click No, the job number is removed from this field.

If you enter a new job number and the Allow Jobs to be Created Automatically check box is selected in Sales Order Options, a message appears asking if you want to add the new job. For more information, see Add a Job On the Fly.

If you change the job number, the cost codes and cost types will be cleared for each line item on the order or invoice, and the sales and cost accounts for each item will change. If you are posting invoice costs to the Job Cost module, re-enter the correct cost code and cost type for each item.

This field is available only if the Job Cost module is integrated with Sales Order and a valid customer number is entered in the Customer No. field.

This field displays the user ID of the user who submitted the order from the Internet. This field appears only if the eBusiness Manager module is installed and can only be viewed.

If the Send/Shipped Invoiced Sales Order Notifications check box is selected in eBusiness Manager Options, an e-mail notification is sent during the update of an invoice.

This field displays the name of the user who submitted the order from the Internet. This field appears only if the eBusiness Manager module is installed and can only be viewed.

This field displays the Sage CRM user ID of the user creating the sales order or quote from the Sage CRM software, and it can only be viewed. This field appears only if the Customer Relationship Management module is active.

Enter the Sage CRM opportunity for the sales order or quote, or click the Lookup button to list all available opportunities. The opportunities displayed in the Lookup window are specific to the customer and contact person entered for the order or quote.

After an order or quote is saved with an opportunity entered, the entry in this field cannot be modified or deleted. All orders and quotes created for Sage CRM must have an opportunity entered.

Click the New Opportunity button to create a new opportunity for the linked company and contact on the order. After the New Opportunity button is clicked, this field displays *ASSIGN to indicate that the Sage CRM opportunity will be assigned when the order information is accepted.

This field is available only if the Customer Relationship Management module is active, and this task is launched from Sage 100. If this task is launched from the Sage CRM software, this field can only be viewed, and it displays either the opportunity selected in Sage CRM or *ASSIGN if the on-the-fly opportunity was selected.

Alternately, start typing a bill-to customer name to locate a record. As you type, a list of records matching your entry appears. You can then select a record from the list, and the bill-to customer number will appear in the field.

This field defaults to the bill-to customer if one is defined for the selected customer and can only be changed with the appropriate security setup.

This field is available only if the Enable Bill To Customer Reporting check box is selected in Accounts Receivable Options.

Type a bill-to name. This field defaults to the bill-to customer's name based on the setting selected in the Default Address field in Bill To Customer Maintenance or Bill To/Sold To Maintenance for the selected customer, but it can be changed.

Type a bill-to address in the lines provided. This field defaults to the bill-to customer's address based on the setting selected in the Default Address field in Bill To Customer Maintenance or Bill To/Sold To Maintenance for the selected customer, but it can be changed.

Type a bill-to ZIP Code. This field defaults to the bill-to customer's ZIP Code based on the setting selected in the Default Address field in Bill To Customer Maintenance or Bill To/Sold To Maintenance for the selected customer, but it can be changed.

Type a bill-to city. This field defaults to the bill-to customer's city based on the setting selected in the Default Address field in Bill To Customer Maintenance or Bill To/Sold To Maintenance for the selected customer, but it can be changed.

Type a bill-to state abbreviation. This field defaults to the bill-to customer's state based on the setting selected in the Default Address field in Bill To Customer Maintenance or Bill To/Sold To Maintenance for the selected customer, but it can be changed.

Enter a bill-to country code, or click the Lookup button to list all country codes. This field defaults to the bill-to customer's country based on the setting selected in the Default Address field in Bill To Customer Maintenance or Bill To/Sold To Maintenance for the selected customer, but it can be changed.

Enter a location code to automatically enter the corresponding shipping address defined in Customer Ship-To Address Maintenance. Click the Lookup button to list all location codes. This field is not required.

Select this check box if the ship-to address is located in a residential delivery zone. Clear this check box if the ship-to address is not located in a residential delivery zone. External shipping systems require this information to calculate shipping rates.

If Purchase Control Maintenance is enabled and Ship-To State is selected in the Select Items Based On field in Sales Order Options, a message appears if you change the ship-to state for an order with existing lines and Purchase Control Maintenance records exist for the newly selected state. Depending on how security is set up, the following options are available:

Enter a ship-to country code, or click the Lookup button to list all country codes.

The buttons located above the primary grid allow you to select items, view history and item information, enter extended item descriptions, and distribute lot/serial numbers. If a purchase order number exists for a line item, a Purchase Order button appears if you have the appropriate security set up to access either Purchase Order Entry or Purchase Order Inquiry. Click the button to access the applicable task and view the purchase order. In Sales Order Inquiry, the grid can only be viewed.

This field displays the line number in the grid and can only be viewed. The line number appears red for lines that are new or modified. After the Accept button is clicked, the line number changes from red to black.

A yellow exclamation point appears next to the line number if the line item has not been fully distributed. You must distribute the lot or serial number line item before the sales order is accepted if the Require Lines to be Fully Distributed check box is selected in Sales Order Options.

This field displays the number of the selected row in the primary grid. Additional fields for the selected row appear in the secondary grid. Enter a row number to view or edit information for a different row, or click the Find Row button to search for a row in the Search Grid window.

Enter an item code identifying the line item. Click the Lookup button to list all inventory item codes.

Alternately, start typing an item description to locate an item. As you type, a list of records matching your entry appears. You can then select an item from the list, and the item code will appear in the field.

To view the Comments List, type /C and press F2. To view the Miscellaneous Item List, type /M and press F2. To view comments and miscellaneous items, type a slash ( / ) and press F2.

A new item or alias item can be added on the fly if the appropriate security is set up. A window similar to Alias Item Number Maintenance or Item Maintenance appears; however, some non-essential fields are omitted to speed data entry. You can access Alias Item Number Maintenance or Item Maintenance at a later time to complete the remaining entries for the new alias item or inventory item. For more information, see Add a New Inventory or Alias Item.

Type the quantity of this item to order. The quantity available in stock appears below the secondary grid.

At the Item Inquiry button, click the drop-down arrow and select Item Status to view quantity information for the item. The Item Status option is available only if an inventory item is entered in the Item Code field.

If a back order quantity is 4 and all 4 are distributed to one lot, changing the back order quantity to 3 will automatically change the distributed quantity to 3. If the back order quantity is changed to 5, the distributed quantity will remain at 4.

Original Qty

Type the original total quantity ordered. This field is available only if Master Order is selected in the Order Type field.

Balance

This field displays the balance remaining of the total quantity ordered, and is available only if Master Order is selected in the Order Type field. This field can only be viewed.

Unit Price

Enter a unit price for this item, or click the Calculator button to enter an amount using the calculator. The unit price that appears is based on the item price code, customer price level, and current sale pricing, and is discounted where specified.

By default, if quantity price breaks are set up for this item, the reduction is applied to the price based on the ordered quantity for this line only; however, the combined quantity for multiple lines can be used to determine the price reduction depending on the selection made in the (Item Pricing by Total Quantity) Enable Based On field in Sales Order Options. For exploded kits, only the parent item's ordered quantity is included in the total ordered quantity.

If the Item Pricing by Total Quantity feature is enabled, and No is selected in the Apply Item Pricing Automatically field in Sales Order Options, you must click Item Price to apply the total-quantity-based price reduction to the price.
If Prompt is selected in the Apply Item Pricing Automatically field, click Yes when prompted to proceed with item price recalculation to apply the total-quantity-based price reduction. Click No if you do not want to recalculate the prices.

If a percentage is entered in the Disc % field, the unit price for this line will not be recalculated using the Item Pricing by Total Quantity feature; however, the ordered quantity for this line will be included in the total quantity used to determine the quantity-based price reduction.

You can enter a new value in this field only if the appropriate security is set up.

At the Item Quantity Inquiry button, click the drop-down arrow and select Price Lookup to view pricing information for the item in the Price Lookup window. The Price Lookup option is available only if an inventory item is entered in the Item Code field.

Click the Customer Last Purchase History button to view the last purchase history price for this customer. The Customer Last Purchase History button is available only if Yes or Invoice is selected in the Retain Customers' Last Purchase History field in Sales Order Options.

If the Inventory Management module is integrated with Sales Order, this field is available if an inventory item or miscellaneous item is entered in the Item Code field.

If the Inventory Management module is not integrated with Sales Order, this field is available only if a miscellaneous item is entered. At the Customer Last Purchase History button, click the drop-down arrow and select Use Last Purchase Price to automatically display the last purchase price for the customer in this field. For more information, see Use the Last Purchase Price on an Order.

Extension

Type the total sale amount for this item. The total sale amount is calculated by multiplying the quantity ordered by the unit price. If a new extension amount is entered, the unit price is recalculated. This field is available only if the Allow Discount Rate By Detail Line check box is cleared in Sales Order Options.

Comment

Type a comment for this line. Comments can contain up to 2048 characters.

Note Press CTRL+ENTER to add a new line of text in the Comment field.

Description

Type the description of this item. The description entered is printed on the current sales order. This field is not available for comment items.

Click the Extended Item Description button to view and maintain extended item descriptions in Item Text Maintenance.

If there is no extended description entered for an item, the Extended Item Description button appears blue.
If an extended description is entered for the line item, the Extended Item Description button appears yellow.

Warehouse

Enter a warehouse code, or click the Lookup button to list all warehouse codes.

If the item has a default warehouse defined in Item Maintenance, and the Use Item Default Warehouse check box is selected in Sales Order Options, this field displays the item default warehouse.

If no default item warehouse is defined, this field displays the warehouse code entered in the Warehouse field.

If the Picking Sheet Only for Default Warehouse check box is selected in Sales Order Options, and the warehouse selected on the Header tab or for any of the inventory line items does not match the default warehouse defined in Sales Order Options, a warning message appears, and the picking sheet is not printed.

At the Item Inquiry button, click the drop-down arrow and select Alternate Warehouse to select an alternate warehouse in the Alternate Warehouse Selection window.

This field is available only if the Inventory Management module is integrated with Sales Order, the Require Multiple Warehouses check box is selected in Inventory Management Options, and an inventory item code is entered in the Item Code field.

Unit of Measure

Enter a unit of measure, or click the Lookup button to list all units of measure.

Shipped

Type the actual quantity shipped. If the quantity entered is less than the quantity ordered and the appropriate security is set up, the remaining quantity is automatically entered in the Back Order field. This field is available only if Standard Order or Back Order is selected in the Order Type field.

Ordered To Date

This field displays the quantity ordered to date, and is available only if Master Order is selected in the Order Type field.

Shipped To Date

This field displays the ship-to date, and is available only if Repeating Order is selected in the Order Type field.

Cost Code

Enter a cost code for this line, or click the Lookup button to list all cost codes. Right-click this field and select Active Cost Code to view only the active cost codes on file for the job number entered in the Job No. field.

If the Require Cost Code During Data Entry check box is selected in Sales Order Options, an entry in this field is required. Only cost codes with one or more valid cost types can be entered in this field. If a default cost code is entered for the selected customer in Customer Maintenance, it will be the default cost code for this field, but it can be changed.

If the cost code and cost type are not entered, no costs will post to the Job Cost or General Ledger module for special job postings for this line.

This field is available only if all of the following conditions are met:

The Job Cost module is integrated with Sales Order.
The Post Invoice Costs to Job Cost check box is selected in Sales Order Options.
A job number is entered in the Job No. field.

This field is not available for comment items or kit component items. This field is available for drop-ship lines only if the Post Drop Ship Costs to Job Cost check box is selected in Sales Order Options.

Cost Type

Select a cost type for the cost code entered in the Cost Code field. The menu displays the descriptions of all cost types set up in the Valid Cost Types field in Sales Order Options for the cost code entered.

If the Require Cost Code During Data Entry check box is selected in Sales Order Options, an entry in this field is required.
If a default cost type is entered for the selected customer in Customer Maintenance, and the default cost code has not been changed in the Cost Code field, the cost type from Customer Maintenance will be the default value for this field, but it can be changed. The Subcontractor cost type cannot be selected in this field.
If the cost code and cost type are not entered, no costs will post to the Job Cost or General Ledger module for special job postings for this line.

This field is available only if all of the following conditions are met:

The Job Cost module is integrated with Sales Order.
The Post Invoice Costs to Job Cost check box is selected in Sales Order Options.
A job number is entered in the Job No. field.
A cost code is entered in the Cost Code field.

Price Level

Type a price level for the current customer. The price level is used to determine the pricing schedule for calculating the price of this item. This field is available only if the Inventory Management module is integrated with Sales Order and an inventory item is entered in the Item Code field.

A price level can be defaulted if the Enable Default Price Level by Customer check box is selected in Sales Order Options, or it can default from the customer's default price level assigned in Customer Maintenance. If the price level is defaulted, it will display automatically, but it can be changed.

Tax Class

Enter the tax class for the order, or click the Lookup button to list all tax classes. This field is available only if the Sales Tax Reporting check box is selected in Accounts Receivable Options.

Discountable

Select this check box if the item is discountable. Clear this check box if the item is not discountable.

A warning message appears if a discount amount is entered and no line items are selected as discountable on the Lines tab.

Disc %

Type the discount percentage to apply to this line. This field is available only if the Allow Discount Rate By Detail Line check box is selected in Sales Order Options.

Drop Ship

Select this check box if the item will be drop-shipped. Clear this check box if the item will not be drop-shipped. If this check box is selected, the quantity on hand is not checked because the item does not affect inventory in stock. This check box defaults to cleared for a new item.

Commissionable

Select this check box to calculate commission on this item. Clear this check box if you do not want to calculate commission on this item.

Subj to Exempt

Select this check box if the item is subject to sales tax exemption. Clear this check box if the item is not subject to sales tax exemption.

Cost

Type the unit cost amount of this item (the total amount you pay for the item). This field is available only if the Drop Ship check box is selected.

Sales Account

Enter the general ledger sales account number for posting the sale of this item, or click the Lookup button to list all general ledger accounts. If the account number is longer than the field, use the left and right arrow keys to view the entire account number.

If the Job Cost module is integrated with Sales Order and a job number is entered in the Job No. field, this field defaults to the Job Revenue account or Deferred Revenue account assigned in Job Type Maintenance. If the Job Cost module is not integrated with Sales Order, this field defaults to one of the following:

The Sales account assigned to the inventory item product line in Product Line Maintenance
The Sales account assigned to the miscellaneous item in Miscellaneous Item Maintenance
The Special Item Sales account assigned in Sales Order Options

For more information, see Sales Order/Invoice FAQs.

Accounts can be created in this field if the appropriate settings are defined in the Auto Create when all Segments are Valid field in General Ledger Options.

Cost Account

Enter the general ledger account number for posting the cost of goods sold for this item, or click the Lookup button to list all general ledger accounts.

If the account number is longer than the field, use the left and right arrow keys to view the entire account number. This field is not available if a miscellaneous charge, comment item, or kit component is entered in the Item Code field.
If a job number is entered in the Job No. field but a cost code is not entered in the Cost Code field, or if the Drop Ship check box is selected, the cost account can be entered but is not used for postings.
If the Job Cost module is integrated with Sales Order, a job number is entered in the Job No. field, and a cost code is entered in the Cost Code field, this field defaults to the expense account, cost of sale account, or work in process account for the cost type.
If the expense account, Cost of Sale account, or Work in Process general ledger account is not entered for the cost type in the Job Cost module, this field defaults to the account that would appear if the Job Cost module were not integrated with Sales Order. This would be the equivalent of not entering a cost code and cost type for the sales order line.
If a job number is entered for a sales order but cost types and cost codes are not entered, job billings are posted to the Job Cost module, but job costs are not. This can affect statements of profitability. For more information, see Update FAQs.

If the Job Cost module is not integrated with Sales Order, this field defaults to one of the following:
The Cost of Goods Sold account assigned to the inventory item product line in Product Line Maintenance
The Cost of Goods account assigned to the miscellaneous item in Miscellaneous Item Maintenance
The Special Item COGS account assigned in Sales Order Options

For more information, see Sales Order/Invoice FAQs.

Accounts can be created in this field if the appropriate settings are defined in the Auto Create when all Segments are Valid field in General Ledger Options.

Warranty Code

Enter a warranty code for this item code, or click the Lookup button to list all warranty codes. If a warranty code displays automatically in this field, you can change it if the appropriate security is set up. If you change the warranty code displayed, the expiration date is updated as well.

The warranty code displayed in this field can be one of the following:

The warranty code assigned to an item in Inventory Management Item Maintenance
If a sales order was created using the Xpress Sales Order feature in Return Merchandise Authorization Entry, the warranty code entered in Sales Order Options
If an item is back ordered in Invoice Data Entry, the warranty code entered in Invoice Data Entry

This field is available only if the Inventory Management module is integrated with Sales Order and the Enable Warranty Tracking field check box is selected in Inventory Management Options.

Expiration Date

Enter an expiration date for the item code, or click the Calendar button to select a date from the calendar. You can change the expiration date if the appropriate security is set up.

The warranty expiration date is calculated based on the selection made in the Warranty Calculation Based On field in Sales Order Options and the value entered in the Number of Days Before Warranty Expires field in Warranty Code Maintenance.

This field appears only if the Inventory Management module is integrated with Sales Order, the Enable Warranty Tracking check box is selected in Inventory Management Options, if the Return Merchandise Authorization module is installed, and if the sales order was generated by the Return Merchandise Authorization module.

Promise Date

Enter the promised date for delivery of this item, if different from the order date, or click the Calendar button to select a date from the calendar.

Customer Action

This field displays the customer action, and appears only if the Return Merchandise Authorization module is installed and if the sales order was generated in the Return Merchandise Authorization module. This field can only be viewed.

Item Type

This field displays the item type of the item selected and can only be viewed. Inventory item types can be accessed and maintained in Item Maintenance.

Product Line

This field displays the product line of the item selected and can only be viewed. This field is available only if the Inventory Management module is integrated with Sales Order.

Product Type

This field displays the product type of the item selected and can only be viewed. This field is available only if the Inventory Management module is integrated with Sales Order.

Price Code

This field displays the price code of the item selected and can only be viewed.

Costing

This field displays the cost description of the item selected and can only be viewed. This field is available only if the Inventory Management module is integrated with Sales Order.

Extended Desc

This check box appears selected if the item has an extended description. This field can only be viewed.

Component

This check box appears selected if the item is a component item in a sales kit. This field can only be viewed.

Alias Item

This field displays the alias item code for the item code selected and can only be viewed.

Vendor Number

Enter the vendor number, or click the Lookup button to list all vendor numbers.

Alternately, start typing a vendor name to locate a record. As you type, a list of records matching your entry appears. You can then select a record from the list, and the vendor number will appear in the field.

For inventory items, this field defaults from the inventory item's primary vendor, but it can be changed. For previously entered sales orders, this field is blank.

This field is available only if the Purchase Order module is set up and the user has the appropriate security set up. This field is not available for a kit item if No is selected when prompted to explode the lines and order by component.

PO Number

Type the purchase order number. The entry in this field defaults from Auto Generate from Sales Orders, when creating a purchase order from Sales Order Entry, and when manually creating a drop-ship purchase order from a sales order in Purchase Order Entry. This field is available only if the Purchase Order module is set up and the user has the appropriate security set up.

This field is not available for a kit item if No is selected when prompted to explode the lines and order by component.

PO Req Date

Enter the purchase order required date, or click the Calendar button to select a date from the calendar. The entry in this field defaults from Auto Generate from Sales Orders, when creating a purchase order from Sales Order Entry and when manually creating a drop-ship purchase order from a sales order in Purchase Order Entry. This field is available only if the Purchase Order module is set up and the user has the appropriate security set up.

This field is not available for a kit item if No is selected when prompted to explode the lines and order by component.

Options

This field displays the option codes entered in the Option Selection window and can only be viewed. This field is available only if the Inventory Management module is integrated with Sales Order and the Bill of Materials module is set up.

Revision

This field displays the revision selected for a Bill of Materials kit at the time this order is entered and can only be viewed. This field is available only if the Inventory Management module is integrated with Sales Order, the Bill of Materials module is set up, and revision tracking is enabled in Bill of Material Options.

Total Amount

This field displays the total amount for this order and can only be viewed.

Commodity Code

Enter a commodity code for the item or click the Lookup button to list all commodity codes. If a commodity code is entered for the item in Item Maintenance or Miscellaneous Item Maintenance, it automatically appears in this field, but it can be changed.