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 How is the default fax number determined for a sales order or invoice?

The default fax number that appears in the Fax No. field in Sales Order Entry and Invoice Data Entry is one of the following:

• If a fax number is defined in the Customer Ship-To Address Maintenance window for the ship-to address entered in the Ship To Addr field, this fax number is displayed.

• If no fax number is defined for the ship-to address, the fax number defined in Customer Maintenance for the customer entered in the Customer No. field is displayed.

 

 How is the default warehouse determined for a sales order or invoice?

The default warehouse that appears in the Whse field on the Lines tab for an item entered in Sales Order Entry and Sales Order Invoice Data Entry is one of the following:

• If a default warehouse is defined for the item in Item Maintenance, and the Use Item Default Warehouse check box is cleared in Sales Order Options, the item default warehouse is displayed.

• If no default warehouse is defined for the item, or the Use Item Default Warehouse check box is cleared in Sales Order Options, the warehouse entered in the warehouse field on the Header tab of Sales Order Entry or Invoice Data Entry is displayed. The default warehouse that appears in this field is one of the following:

• If a warehouse is defined for the order/invoice customer ship-to address in the Customer Ship-To Address Maintenance window, the ship-to address warehouse is displayed.

• If no warehouse is defined for the customer ship-address, the warehouse entered in the Default Values for Sales Order Entry or Default Values for S/O Invoice Data Entry is displayed.

• If no warehouse is defined for the customer ship-to address or in the Default Values window, the warehouse entered in the Default Warehouse for Order/Invoice Header field in Sales Order Options is displayed.

 

Why can only one job number be entered per sales order/invoice?

In Sales Order Entry and Sales Order Invoice Data Entry, you can enter only one job number for a sales order/invoice for the following reasons:

• To allow posting of the job number to the Accounts Receivable module and allow payments received for the job to be updated in Cash Receipts Entry.

• To calculate and update retention for invoices. This applies only if the Track Job Cost Retention Receivables check box is selected in Accounts Receivable Options.

• To allow posting of deposits to the job as cash received.

• To allow discounts, sales tax, and freight to be updated to the job without being prorated by line.

 

 How is the default sales account determined for items entered in sales orders and invoices?

The default general ledger account that appears at the Sales Account field in Sales Order Entry and Sales Order Invoice Data Entry is determined based on the following:

• The item type

• Whether a job number is entered

• If a job number is entered, whether the Use Sales Order Accounts for Sales Revenue check box is selected in Accounts Receivable Options, whether the Post to G/L for Work in Process check box is selected in Job Cost Options, whether the Relieve Work in Process check box is selected in Sales Order options, and the Job Cost accounting method used

Click the + graphic next to an item type to view more information on how the default account is selected.

 All item types with no job number entered

Item Type	Account
Charge Item	Sales account entered in Miscellaneous Item Maintenance
Miscellaneous Item	Sales account entered in Miscellaneous Item Maintenance
Inventory Item	Sales account entered in Product Line Maintenance
Special Item	Sales account entered in Sales Order Options

 

 Inventory item with job number entered

Use Sales Order Accounts for Sales Revenue check box is selected in Sales Order Options	Relieve Work in Process check box is selected in Sales Order Options	Post to G/L for Work in Process check box is selected in Job Cost Options	Completed Contract accounting method is used	Percentage of Completion accounting method is used
No	Yes	Yes	Deferred revenue account entered in Job Type Maintenance	Job revenue account entered in Job Type Maintenance
No	No	Yes	Job revenue account entered in Job Type Maintenance	Job revenue account entered in Job Type Maintenance
No	No	No	Job revenue account entered in Job Type Maintenance	Job revenue account entered in Job Type Maintenance
Yes	No	No	Sales revenue account entered in Product Line Maintenance	Sales revenue account entered in Product Line Maintenance
Yes	No	Yes	Sales revenue account entered in Product Line Maintenance	Sales revenue account entered in Product Line Maintenance
Yes	Yes	Yes	Sales revenue account entered in Product Line Maintenance	Sales revenue account entered in Product Line Maintenance

 

 Special item with job number entered

Use Sales Order Accounts for Sales Revenue check box is selected in Sales Order Options	Post to G/L for Work in Process check box is selected in Job Cost Options	Completed Contract accounting method is used	Percentage of Completion accounting method is used
No	Yes	Deferred revenue account entered in Job Type Maintenance	Job revenue account entered in Job Type Maintenance
No	No	Job revenue account entered in Job Type Maintenance	Job revenue account entered in Job Type Maintenance
Yes	Yes or no	Sales revenue account entered in Sales Order Options	Sales revenue account entered in Sales Order Options

 

 

 Miscellaneous item with job number entered

Use Sales Order Accounts for Sales Revenue check box is selected in Sales Order Options	Post to G/L for Work in Process check box is selected in Job Cost Options	Completed Contract accounting method is used	Percentage of Completion accounting method is used
No	Yes	Deferred revenue account entered in Job Type Maintenance	Job revenue account entered in Job Type Maintenance
No	No	Job revenue account entered in Job Type Maintenance	Job revenue account entered in Job Type Maintenance
Yes	Yes or no	Sales revenue account entered in Miscellaneous Item Maintenance	Sales revenue account entered in Miscellaneous Item Maintenance

 

 Charge item with job number entered

Use Sales Order Accounts for Sales Revenue check box is selected in Sales Order Options	Post to G/L for Work in Process check box is selected in Job Cost Options	Completed Contract accounting method is used	Percentage of Completion accounting method is used
No	Yes	Deferred revenue account entered in Job Type Maintenance	Job revenue account entered in Job Type Maintenance
No	No	Job revenue account entered in Job Type Maintenance	Job revenue account entered in Job Type Maintenance
Yes	Yes or no	Sales revenue account entered in Miscellaneous Item Maintenance	Sales revenue account entered in Miscellaneous Item Maintenance

 

 How is the default cost account determined for items entered in sales orders and invoices?

The default general ledger account that appears at the Cost Account field in Sales Order Entry and Sales Order Invoice Data Entry is determined based on the following:

• The item type

• Whether a job number is entered

• If a job number is entered, whether the Use Sales Order Accounts for Sales Revenue check box is selected in  Accounts Receivable Options, whether the Post to G/L for Work in Process check box is selected in Job Cost Options, and the Job Cost accounting method used

Click the + graphic next to an item type to view more information on how the default account is selected.

 

 All item types with no job number entered

Item Type	Account
Miscellaneous Item	Sales account entered in Miscellaneous Item Maintenance
Inventory Item	Sales account entered in Product Line Maintenance
Special Item	Sales account entered in Sales Order Options

 

 

 Inventory item with job number entered

Use Sales Order Accounts for COGS check box is selected in Sales Order Options	Post to G/L for Work in Process check box is selected in Job Cost Options	Completed Contract accounting method is used		Percentage of Completion accounting method is used
		A cost type is selected	No cost type is selected	A cost type is selected	No cost type is selected
No	Yes	Work in process cost of sale account entered in Job Type Maintenance	Cost of goods sold account entered in Product Line Maintenance	Cost of sale account entered in Job Type Maintenance	Cost of goods sold account entered in Product Line Maintenance
No	No	Expense account entered in Cost Code Maintenance	Cost of goods sold account entered in Product Line Maintenance	Expense account entered in Cost Code Maintenance	Cost of goods sold account entered in Product Line Maintenance
Yes	Yes or no	Cost of goods sold account entered in Product Line Maintenance	Cost of goods sold account entered in Product Line Maintenance	Cost of goods sold account entered in Product Line Maintenance	Cost of goods sold account entered in Product Line Maintenance

 

 Special item with job number entered

Use Sales Order Accounts for COGS check box is selected in Sales Order Options	Post to G/L for Work in Process check box is selected in Job Cost Options	Completed Contract accounting method is used		Percentage of Completion accounting method is used
		A cost type is selected	No cost type is selected	A cost type is selected	No cost type is selected
No	Yes	Not applicable	Cost of goods sold account entered in Sales Order Options	Not applicable	Cost of goods sold account entered in Sales Order Options
No	No	Not applicable	Cost of goods sold account entered in Sales Order Options	Not applicable	Cost of goods sold account entered in Sales Order Options
Yes	Yes or no	Not applicable	Cost of goods sold account entered in Sales Order Options	Not applicable	Cost of goods sold account entered in Sales Order Options

 

 Miscellaneous item with job number entered

Use Sales Order Accounts for COGS check box is selected in Sales Order Options	Post to G/L for Work in Process check box is selected in Job Cost Options	Completed Contract accounting method is used		Percentage of Completion accounting method is used
		A cost type is selected	No cost type is selected	A cost type is selected	No cost type is selected
No	Yes	Work in process cost of sale account entered in Job Type Maintenance	Cost of goods sold account entered in Miscellaneous Item Maintenance	Work in process cost of sale account entered in Job Type Maintenance	Cost of goods sold account entered in Miscellaneous Item Maintenance
No	No	Expense account entered in Cost Code Maintenance	Cost of goods sold account entered in Miscellaneous Item Maintenance	Expense account entered in Cost Code Maintenance	Cost of goods sold account entered in Miscellaneous Item Maintenance
Yes	Yes or no	Cost of goods sold account entered in Miscellaneous Item Maintenance	Cost of goods sold account entered in Miscellaneous Item Maintenance	Cost of goods sold account entered in Miscellaneous Item Maintenance	Cost of goods sold account entered in Miscellaneous Item Maintenance