Sales Order Entry

Sales Order Entry / Sales Order Inquiry - Fields

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Order Number

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.

If the Quick Print Without Displaying Printer Window check box is cleared, the Sales Order Printing (Quick Print) window appears; otherwise, the printing window is bypassed, and the sales order is printed.

If the Picking Sheet After Quick Printing Sales Order check box is cleared in Sales Order Options, you automatically return to Sales Order Entry. If the (Redisplay Source Document After Quick Printing) Sales Orders check box is selected in Sales Order Options, the sales order that you printed will be the current record; if the check box is cleared, no sales order record will be selected.

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.

If you click Yes at the Print picking sheet message, and the Quick Print Without Displaying Printer Window check box is cleared, the Picking Sheet Printing (Quick Print) window appears; if the check box is selected, the printing window is bypassed, and the picking sheet is printed.

If you click No at the Print picking sheet message, and the Shipping Labels After Quick Printing Picking Sheet check box is cleared in Sales Order Options, you are automatically returned to Sales Order Entry; if the check box is selected, and the appropriate security is set up, you are prompted to print a shipping label for the order.

If you click End at the Print picking sheet message, you are returned to Sales Order Entry.

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.

If you click Yes at the Print shipping labels message, and the Quick Print Without Displaying Printer Window check box is cleared, the Shipping Label Printing window appears; if the check box is selected, the printing window is bypassed, and the shipping label is printed.

If you click No at the Print shipping label message, you are automatically returned to Sales Order Entry.

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.

User

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

1. Header

Order Date

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

Order Type

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.

Cycle Code

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

A group of master or repeating orders can be selected in Auto Generate Orders Selection by entering a cycle code. A group of repeating orders can be selected for invoicing in Auto Generate Invoices Selection by typing a cycle code.

Examples

Enter....

If....

WK

you are entering a weekly order.

MT

you are entering a monthly order.

Master/Repeating Order

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.

RMA Number

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.

Customer No.

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.

If divisions are set up in the Accounts Receivable module, the first two characters entered must be a valid division number.

If divisions are not set up and you enter ALL as a customer number, you will not be able to enter a record for that customer in Line Item Commission Maintenance.

If the customer is on credit hold or has exceeded the credit limit established, the Customer Credit History window appears.

If the Enable Bill To Customer Reporting and the Include Open Orders in Customer's Credit Limit check boxes are selected in Accounts Receivable Options, the open orders for the sold-to customers will be included when checking the credit limit for the customer.

If you enter a customer whose status is set to Inactive in Customer Maintenance, a message appears warning that the customer is inactive and cannot be used.

If Purchase Control Maintenance is enabled and Customer is selected in the Select Items Based On field in Sales Order Options, a message appears if you change the customer number for a one-step invoice with existing lines and Purchase Control Maintenance records exist for the newly selected customer. Depending on how security is set up, the following options are available:

Click Yes to delete the lines with items that are not allowed.

Click No to retain the lines with items that are not allowed (available with the appropriate security setup).

Click Override to enter a logon ID and password to override security (available with the appropriate security setup)

Click Cancel to change the customer number back to the original entry and retain all lines.

If this task is accessed from Sage CRM, this field displays the customer number that is related to the company selected in Sage CRM, and can only be viewed.

If this task is accessed from Sage 100 and a Sage CRM opportunity has been entered in the Opportunity field, this field displays the customer number associated with the opportunity, and can only be viewed.

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.

Enter 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.

Prospect ID

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.

Cust PO

Enter 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.

Promoted to Order On

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.

Last Order/Invoice Date

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.

Last Order/Invoice No.

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.

Ship/Expire Date

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.

Status

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.

Reason

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

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.

For more information, see Cancel/Reason Code Maintenance.

Whse

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.

If there is a default warehouse defined for the customer ship-to address entered in the Ship To Address field, this field displays the customer ship-to warehouse.

If there is no default warehouse defined for the ship-to address entered, this field displays the default warehouse entered in the Warehouse field in the Default Values for Sales Order Entry window.

If a value is not saved in the Default Values for Sales Order Entry window, this field displays the warehouse entered in the Default Warehouse for Order/Invoice Header field in Sales Order Options. For more information, see Sales Order/Invoice FAQs.

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 message appears and the picking sheet is not printed.

Schedule/Exemption

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.

Print Order

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.

Print Pick Sheets

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.

No. of Ship Labels

Enter 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.

Quick Print Without Displaying Printing Window

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

Ship To Addr

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.

If Purchase Control Maintenance is enabled and Ship-To State/Province is selected in the Select Items Based On field in Sales Order Options, the system will perform purchase control checking if you change the ship-to location code for an order with existing lines that results in a change to the ship-to state or province.

If split commission information is set up in the Split Commission Entry window and the Customer Split Commission to Override Ship-To Salesperson check box is selected in Sales Order Options, changing the ship-to location code will not affect commissions; however, if the check box is cleared and the ship-to salesperson is not the same as the customer's primary salesperson, the split commission information is removed when the ship-to location code is changed.

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

Enter a new location code to add a customer ship-to address using Customer Ship-To Address Maintenance (On the Fly).

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.

Terms Code

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.

Enter a new terms code to add a term using Terms Code Maintenance (On the Fly).

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.

Ship Via

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

If the selected customer has a default ship-to address, or if you enter a ship-to address, the shipping code set up for that address in Customer Ship-To Address Maintenance appears in this field.

If there is no shipping code set up for the ship-to address, this field displays the shipping method entered for the customer in Customer Maintenance.

If there is no shipping code defined for the customer or the ship-to address, this field displays the shipping code entered in the Default Values for Sales Order Entry window.

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.

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.

FOB

Enter 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.

Confirm To

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.

E-mail

Enter 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.

Fax No.

Enter 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.

Note The fax number must include the area code to process a fax.

Batch Fax

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.

Note The fax number must include the area code to process a fax.

Comment

Enter a comment relating to this order.

Salesperson

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.

If divisions are defined in the Accounts Receivable module, enter a salesperson code that is in the same division as the customer entered in the Customer field.

If split commission information is entered in Split Commission Entry, it will be removed if you change the salesperson in this field. If a salesperson is selected in Default Values for Sales Order Entry who is not the current customer's primary salesperson, any split commission percentages set up in Customer Split Commission Maintenance will not default to the Split Commission Entry window.

If divisions are not set up and you enter ALL as a salesperson number, you will not be able to enter a record for that salesperson in Line Item Commission Maintenance.

If this task is launched from Sage CRM, this field defaults to the salesperson code selected in Customer Maintenance and can only be viewed.

Enter a new salesperson code to add a salesperson using Salesperson Maintenance (On the Fly).

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.

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

Split Comm

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.

Select Yes to distribute the total commission amount among up to five salespersons.

Select Override to enter an override commission. If the Override option is selected, the standard commission will be posted to the primary salesperson. The override commission will be posted to the salesperson specified in the Override Commission Entry window.

Select No to post the commission only to the primary salesperson on the order.

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

Job No.

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 No is selected, you can enter any job number in this field.

If Write Back to Job is selected, you can enter any job number in this field. If the number entered in the Customer No. field is not associated with the job, the job's associated customer number will be updated in the Job file to match the customer number entered in the Customer No. field. The Job file will be updated when you update the Sales Journal.

If Yes is selected, the customer number entered for the job in Job Masterfile Maintenance must match the customer number entered in the Customer No. field.

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.

IT User ID

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.

IT User Name

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.

Sage CRM User

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.

Sage CRM Opportunity

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.

If a customer and contact are selected, the Lookup window displays all opportunities set up for the Sage CRM company and person combination linked to the customer and contact entered.

If a customer but not a contact person is entered, the Lookup window displays all opportunities set up for the Sage CRM company linked to the customer entered that do not have a person selected.

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.

2. Address

Bill To

Enter the bill-to customer number defined in Bill To Customer Maintenance or Bill To/Sold To Maintenance. Click the Lookup button to list all bill-to customer numbers.

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.

If Bill To is selected in the Default Address field in Bill To Customer Maintenance or Bill To/Sold To Maintenance, the bill-to customer's address will default to all the bill-to addresses fields.

If the bill-to customer number is changed and Bill To is selected in the Default Bill To Address Setting field in Accounts Receivable Options, the new bill-to customer's address will populate the bill-to addresses fields.

If the bill-to customer is changed, a message appears prompting you to recalculate the pricing. A warning message also appears when attempting to change the bill-to customer to a sold-to customer.

If you enter a bill-to customer whose status is set to Inactive in Customer Maintenance, a message appears warning that the customer is inactive and cannot be used.

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.

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

(Bill To) Name

Enter 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.

(Bill To) Country

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.

A country code is needed to ensure that the correct city and state or province are entered based on the ZIP or postal code.

Enter a new country code to add a country code using Country Code Maintenance (On the Fly).

(Bill To) Address

Enter 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.

(Bill To) ZIP/Postal Code

Enter a bill-to ZIP or postal code. This field defaults to the bill-to customer's ZIP or postal 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.

Enter a new ZIP or postal code to add it using ZIP/Postal Code Code Maintenance (On the Fly).

(Bill To) City

Enter 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.

(Bill To) State/Province

Enter a bill-to state or province abbreviation. This field defaults to the bill-to customer's state or province 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.

Ship To

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.

If Purchase Control Maintenance is enabled and Ship-To State/Province is selected in the Select Items Based On field in Sales Order Options, the system will perform purchase control checking if you change the ship-to location code for an order with existing lines that results in a change to the ship-to state or province.

If split commission information is set up in the Split Commission Entry window and the Customer Split Commission to Override Ship-To Salesperson check box is selected in Sales Order Options, changing the ship-to location code will not affect commissions; however, if the check box is cleared and the ship-to salesperson is not the same as the customer's primary salesperson, the split commission information is removed when the ship-to location code is changed.

Enter a new location code to add a customer ship-to address using Customer Ship-To Address Maintenance (On the Fly).

To copy the ship-to information to the bill-to information, click Copy Ship To.

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.

Residential Address

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.

(Ship To) Name

Enter a ship-to name.

(Ship To) Country

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

A country code is needed to ensure that the correct city and state or province are entered based on the ZIP or postal code.

Enter a new country code to add a country code using Country Code Maintenance (On the Fly).

(Ship To) Address

Enter a ship-to address in the lines provided.

(Ship To) ZIP/Postal Code

Enter a ship-to ZIP or postal code.

If the value entered in this field is changed, the corresponding sales tax schedule is automatically entered in the Schedule field.

If Purchase Control Maintenance is enabled and Ship-To State/Province is selected in the Select Items Based On field in Sales Order Options, the system will perform purchase control checking if you change the ship-to ZIP or postal code for an order with existing lines that results in a change to the ship-to state or province.

Enter a new ZIP or postal code to add it using ZIP/Postal Code Code Maintenance (On the Fly).

(Ship To) City

Enter a ship-to city.

(Ship To) State/Province

Enter a ship-to state or province abbreviation.

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

Click Yes to delete the lines with items that are not allowed.

Click No to retain the lines with items that are not allowed (available with the appropriate security setup).

Click Override to enter a logon ID and password to override security (available with the appropriate security setup).

Click Cancel to change the ship-to state back to the original entry and retain all lines.

3. Lines

Grid Button Bar

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.

For more information, see:

Item Quantity Inquiry

Look Up an Item by Alias Number

Customer Last Purchase Maintenance

Item Status

Item Maintenance

Item Price Lookup

Alternate Warehouse Selection

Alternate Item Selection

Item Text Maintenance

Item Memo

Option Selection

Price Level Inquiry

Purchase Order Entry

Lot/Serial Distribution

Line Number

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.

Quick Row

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.

Item Code

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.

Click the Alias Item button to display all alias item codes.

Click the Kit Items/Bill of Materials Search button to display all sales kit item numbers and bill numbers. When a kit is exploded in the grid, kit item rows cannot be moved using the Move Row Up or Move Row Down buttons. Items that are not in the kit cannot be moved between kit component rows.

Right-click and select Item Maintenance to view item information.

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

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.

If the Inactive Item check box is selected for an item in Item Maintenance, the inactive item code cannot be entered in this field when adding a new line. Inactive items will appear in the Item List window when you click the Lookup button. To help distinguish which items are inactive, you can create a custom lookup view and add the Inactive Item field. For more information, see Create a Lookup View.

If you enter an active kit with inactive components, the components will be treated as active. If you are creating a sales order from a master or repeating order with items that are now inactive or by copying an existing sales order with items that are now inactive, the existing inactive items will be allowed. You cannot, however, add new lines with inactive items to those sales orders.

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.

If you enter an inventory item code, and the Enable Purchase Control of Items check box is selected in Sales Order Options, the system checks to see if the item code is allowed based on entries in Purchase Control Maintenance.

If you enter an item code 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 item code. 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 item code is removed from the field.

If you add an item code on the fly, the system checks to see if the item's product line is allowed to determine if the item is allowed. If you enter an alias item or add an alias item on the fly, a purchase control check is performed for the corresponding item code.

If you enter an inventory item code, and the Enable Default Price Level by Customer check box is selected in Sales Order Options, the following will occur (not necessarily in this order) to determine the default price level that should be used for the item:

If Price Code is selected in the Base New Price Level Records On field in Sales Order Options, the system will determine if a price level record exists in Price Level by Customer Maintenance for the customer based on the product line and price code corresponding to the item that was entered.

If Ship-To Code is selected in the Base New Price Level Records On field in Sales Order Options, the system will determine if a price level record exists in Price Level by Customer Maintenance for the customer based on the ship-to code entered on the Header tab and the product line corresponding to the item that was entered.

If a matching price level record is found, the system will check the effective date/end date for that record. If the order date falls within the effective/end date range, the price level for the item will default. Following that, the system will determine the actual price based on the pricing hierarchy. If the order date falls outside the effective/end date range, the price level will be determined by the customer's default price level from Customer Maintenance. For more information, see Hierarchy of Pricing.

Entry Sample - Entering miscellaneous items, charge items, comment items, and inventory items

Enter....

To....

/ and then press F2

view a list of all miscellaneous items, miscellaneous charges, and comment items.

/C and then press F2

view a list of comment items only.

press F2

view a list of inventory items only.

HON and then press F2

view a list of all inventory items beginning with "HON".

/HON and then press F2

view a list of all miscellaneous items, miscellaneous charges, and comment items beginning with "HON".

/ followed by an item code

enter a new miscellaneous item or miscellaneous charge.

/C followed by an item code

enter a new comment line.

* followed by an item code

enter a non-inventory special item.

Ordered

Enter 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 the Inventory Management module is integrated with Sales Order, and if the quantity ordered exceeds the quantity on hand, the Entry Exceeds Quantity Available window appears automatically. 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. This field is not available if Master Order is selected in the Order Type field.

If the Job Cost module is integrated with Sales Order, a job number is entered, and the Relieve Inventory check box is selected in Sales Order Options, the quantity in this field will adjust the quantity on sales order value that appears in Item Maintenance. Also, the warehouse quantity on hand value displayed in Item Maintenance will be updated when the Sales Journal is updated.

If the Enable Lot/Serial Distribution check box is selected in Sales Order Options and a balanced distribution to one lot exists, decreasing the net quantity (ordered - back ordered) on a standard sales order line will automatically adjust the distributed quantity to that lot if the new net quantity is less than the distributed quantity.

Sample for adjusting a lot distribution on a Standard Order type

If quantity ordered is 10, back ordered quantity is 2, and distributed quantity is 8, changing the ordered quantity to 11 will not change the distributed quantity to 9. If the quantity ordered was changed to 9, the distributed quantity will automatically adjust to 7. Additionally, if changing the back ordered quantity, the same would occur.

Back Ordered

Enter the quantity to back order.

If the quantity shipped is less than the quantity ordered, this field displays the difference.

If the quantity shipped equals the quantity ordered, this field displays a zero. If the Inventory Management module is integrated with Sales Order, the Quantity on Back Order field in the Item file is adjusted by the quantity back ordered. This field is available only if Standard Order, Back Order, or Price Quote is selected in the Order Type field, the Back Orders check box is selected for the item in Item Maintenance, and the appropriate security is set up.

If the Enable Lot/Serial Distribution check box is selected in Sales Order Options and a balanced distribution to one lot exists, decreasing the back order quantity on a back order line will automatically adjust the distributed quantity to that lot if the new back order quantity is less than the distributed quantity.

Sample for adjusting a lot distribution on a Back Order type

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

Enter 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

Enter 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

Enter 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

Enter 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

Enter 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.

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.

Price Level

Enter 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 %

Enter 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

Enter 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

Enter 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.

This information is used for Level 3 credit card processing. This field is available only if the following conditions are met:

You have selected a payment type for which the Allow Corporate Cards and Include Level 3 Information check boxes are selected in Payment Type Maintenance.

A value is entered in the Corporate ID/PO field on the Payment tab.

Payment is selected in the Transaction Type field on the Payment tab.

The current line is not a comment line.

The current line item is not a component of an exploded kit.

For more information, see Setup Customer Credit Cards for Level 3 Processing.

Commodity Desc

This field displays the description for the code entered in the Commodity Code field, and it can only be viewed. The commodity code description is maintained in Commodity Code Maintenance.

This information is used for Level 3 credit card processing. This field is available only if the following conditions are met:

You have selected a payment type for which the Allow Corporate Cards and Include Level 3 Information check boxes are selected in Payment Type Maintenance.

A value is entered in the Corporate ID/PO field on the Payment tab.

Payment is selected in the Transaction Type field on the Payment tab.

The current line is not a comment line.

The current line item is not a component of an exploded kit.

For more information, see Setup Customer Credit Cards for Level 3 Processing.

Alt Tax ID

Enter the alternate tax identifier.

This information is used for Level 3 credit card processing. This field is available only if the following conditions are met:

You have selected a payment type for which the Allow Corporate Cards and Include Level 3 Information check boxes are selected in Payment Type Maintenance.

A value is entered in the Corporate ID/PO field on the Payment tab.

Payment is selected in the Transaction Type field on the Payment tab.

The current line is not a comment line.

The current line item is not a component of an exploded kit.

For more information, see Setup Customer Credit Cards for Level 3 Processing.

Tax Type Applied

Enter the tax type applied.

This information is used for Level 3 credit card processing. This field is available only if the following conditions are met:

You have selected a payment type for which the Allow Corporate Cards and Include Level 3 Information check boxes are selected in Payment Type Maintenance.

A value is entered in the Corporate ID/PO field on the Payment tab.

Payment is selected in the Transaction Type field on the Payment tab.

The current line is not a comment line.

The current line item is not a component of an exploded kit.

For more information, see Setup Customer Credit Cards for Level 3 Processing.

Net/Gross

Enter the net gross indicator.

This information is used for Level 3 credit card processing. This field is available only if the following conditions are met:

You have selected a payment type for which the Allow Corporate Cards and Include Level 3 Information check boxes are selected in Payment Type Maintenance.

A value is entered in the Corporate ID/PO field on the Payment tab.

Payment is selected in the Transaction Type field on the Payment tab.

The current line is not a comment line.

The current line item is not a component of an exploded kit.

For more information, see Setup Customer Credit Cards for Level 3 Processing.

Debit/Credit

Enter the debit/credit indicator.

This information is used for Level 3 credit card processing. This field is available only if the following conditions are met:

You have selected a payment type for which the Allow Corporate Cards and Include Level 3 Information check boxes are selected in Payment Type Maintenance.

A value is entered in the Corporate ID/PO field on the Payment tab.

Payment is selected in the Transaction Type field on the Payment tab.

The current line is not a comment line.

The current line item is not a component of an exploded kit.

For more information, see Setup Customer Credit Cards for Level 3 Processing.

Tax Amount

Enter the tax amount.

This information is used for Level 3 credit card processing. This field is available only if the following conditions are met:

You have selected a payment type for which the Allow Corporate Cards and Include Level 3 Information check boxes are selected in Payment Type Maintenance.

A value is entered in the Corporate ID/PO field on the Payment tab.

Payment is selected in the Transaction Type field on the Payment tab.

The current line is not a comment line.

The current line item is not a component of an exploded kit.

For more information, see Setup Customer Credit Cards for Level 3 Processing.

Tax Rate

Enter the tax rate.

This information is used for Level 3 credit card processing. This field is available only if the following conditions are met:

You have selected a payment type for which the Allow Corporate Cards and Include Level 3 Information check boxes are selected in Payment Type Maintenance.

A value is entered in the Corporate ID/PO field on the Payment tab.

Payment is selected in the Transaction Type field on the Payment tab.

The current line is not a comment line.

The current line item is not a component of an exploded kit.

For more information, see Setup Customer Credit Cards for Level 3 Processing.

4. Totals

Order Date

This field displays the order date and can only be viewed.

Order Type

This field displays the order type and can only be viewed.

If this task is accessed from Sage CRM, this field displays the order type selected in Sage CRM and can only be viewed.

Prospect ID

This field displays the selected Sage CRM company ID for which you are entering a prospect quote and can only be viewed.

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.

Salesperson

This field displays the salesperson code and can only be viewed.

Amount Subject to Discount

This field displays the total of all line items for which the amount is subject to discount. This field can only be viewed.

Discount Rate

Enter a discount rate for this customer. If a new rate is entered, the discount amount is recalculated. This field defaults the rate entered in the Discount Rate field in Customer Maintenance, but it can be changed.

Discount Amount

Enter a discount amount. The discount amount is calculated by multiplying the amount subject to discount by the discount rate. If a new discount amount is entered, the discount rate is recalculated.

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

Taxable Amount

This field displays the taxable total amount of all line items for which a tax class is entered in the Tax Class field. This field can only be viewed.

Non-Taxable Amount

This field displays the nontaxable total amount of all line items for which a tax class is entered in the Tax Class field. This field can only be viewed.

Ship Zone

Enter a ship zone for this order. If Yes or Actual is selected in the Use Shipping Code to Calculate Freight field in Sales Order Options, click the Lookup button to list all ship zones. The freight is calculated automatically.

If the shipping code entered in the Ship Via field for this invoice indicates that the ship zone is a ZIP Code, the ZIP Code from the ship-to address appears.

If the Use Prior Range of ZIP Codes check box is selected in Shipping Rate Maintenance, the last sequential ZIP Code that most closely matches the ZIP Code entered is used in the freight charge calculation. This field is available only if the shipping code entered in the Ship Via field is defined to use ship zones.

Ship Weight

Enter a shipping weight for this order. Fractional weights are not accepted.

If Yes or Actual is selected in the Use Shipping Code to Calculate Freight field in Sales Order Options, click the Lookup button to list all ship weights.

If Actual is selected in the Use Shipping Code to Calculate Freight field in Sales Order Options, this field displays the actual total weight of all inventory items on this order; however, the weights for each item must be in the Inventory file, and all weights must be expressed in the same unit of measure (lb, tons). You can change the actual weight that appears.

If Auto Use Next Weight from Table is selected in the Freight Calculation Method field in Shipping Rate Maintenance, the next sequential weight for this ship zone that most closely matches the ship weight entered is used to calculate the freight charge for this order.

Note The ship weight must be numeric. Do not include the unit of measure.

Freight Amount

Enter the freight amount for the invoice. If the Use Shipping Code to Calculate Freight check box is selected in Sales Order Options and a shipping code is entered in the Ship Via field, the freight amount is automatically calculated based on the entries in the Ship Zone and Ship Weight fields.

Deposit Payment Type

Select the payment type to use for the current sales order. If Credit Card or ACH is selected, focus moves to the Payment tab where you can enter the payment information.

If the default payment type is Credit Card and the customer has a credit card as the primary payment method in Customer Maintenance, this field defaults to Credit Card.

If the default payment type is ACH and the customer has an ACH account as the primary payment method in Customer Maintenance, this field defaults to ACH.

The default value can be changed. Payment types are defined in Payment Type Maintenance.

Check Number/Reference Number

For deposits paid by a check payment type, enter the check number. For deposits paid by cash payment type, type a reference number. This field is available only if Check or Cash, or a check or cash payment type set up in Payment Type Maintenance is selected in the Deposit Payment Type field.

Deposit Amount

Type the customer deposit amount to record a customer deposit to apply against the invoice for this sales order. Customer deposits can be recorded only for standard sales orders and back orders. The deposit amount can be maintained for partial shipments and is not zeroed out automatically for the first shipment.

For credit card deposits, this field displays the deposit amount entered on the Payment tab.

This field is available only if a check number or reference number is entered in the Check Number or Reference Number field.

Commission Rate

The commission rate for the responsible salesperson appears. Type 0 (zero) for the commission rate if you do not want commission calculated for this order. The commission amount is calculated after the order is invoiced. You can override the commission rate if the appropriate security has been set up.

Sales Tax Amount

This field displays the total sales tax for the order and can only be viewed. The sales tax amount is calculated using the amount in the Taxable Amount field and the tax rates and limits set up for the sales tax schedule that applies to this sales order. To modify the sales tax amount displayed, click Tax Detail and enter the new sales tax amount in the Tax Amount field in the Tax Detail window.

Order Total

When all field entries are complete for the order, this field displays the total for all lines items, applicable freight, and tax amounts, minus any applicable discount. This field can only be viewed.

Net Order

When all field entries are complete for the order, this field displays the order total less any deposit amount. This field can only be viewed.

5. Payment

Payment ID

Enter a payment ID to identify this credit card or ACH payment account. Click the Lookup button to view a list of all payment IDs for this customer. The primary payment ID automatically appears if the default payment type is Credit Card or ACH in Customer Maintenance, but it can be changed.

Click Clear to clear the information on the Payment tab.

Save

Select this check box to save the payment ID for future use. Clear this check box if you do not want to save the payment ID for future use.

This check box is automatically selected when entering a new payment ID and clicking Yes to the message that appears asking if you want to save the payment ID for future use. This check box is also selected if the payment ID already exists for the customer, but it can be changed.

If this check box is selected and changes are made to the billing or corporate card information, the record in Customer Credit Card and ACH Payment Maintenance will be automatically updated when the entry is saved. This check box is cleared after the credit card information is successfully updated.

If this check box is cleared for an existing credit card payment ID and the card’s expiration date is changed in the Paya Exchange window, clicking Submit in Paya Exchange will automatically update the record in Customer Credit Card and ACH Payment Maintenance with the new expiration date.

Payment Type

Enter the credit card or ACH payment type, or click the Lookup button to list all credit card and ACH payment types. The payment type automatically appears if an existing payment ID is entered, but it can be changed.

Account Type

This field displays the ACH payment bank account type returned from Paya Exchange. The field is available only if an ACH payment type is entered and can only be viewed.

Card Type

This field displays the card type returned from Paya Exchange. The field is available only if a credit card payment type is entered and can only be viewed.

Primary

This check box is automatically selected if this credit card or ACH payment account is the primary payment method assigned in Customer Maintenance, and it can only be viewed.

Last Four Routing

This field displays the last four digits of the routing number for the ACH payment account entered in Paya Exchange.

This field is available only if an ACH payment type is entered and can only be viewed.

Bank

Enter the bank name for the ACH payment account. If an existing payment account is selected, this field displays the bank name entered in Customer Credit Card and ACH Payment Maintenance, but it can be changed.

This field is available only if an ACH payment type is entered.

Last Four Digits

This field displays the last four digits of the credit card number or ACH payment account number entered in Paya Exchange and can only be viewed.

For a one-time use credit card that is not processed through Paya Exchange, this field is available to manually enter the last four digits of the credit card number.

Expiration Month/Year

These fields display the expiration month and year of the credit card entered in Paya Exchange and can only be viewed.

If you are using a non-processing payment type and not saving the credit card record, these fields will be available to manually select an expiration month and year.

A message indicating that the card will expire in a specified number of days may appear based on the value entered in the Days Before Credit Card Expiration field in Accounts Receivable Options. You can click Submit Card/ACH Account to update the credit card's expiration month and year.

This field is available only if a credit card payment type is entered.

Account Name / Cardholder Name

For credit card payment types, type the cardholder name. For ACH payment types, type the account name. When entering a new payment ID and a payment type or changing the payment type, this field defaults to the customer name in Customer Maintenance, but it can be changed.

Country

Enter the code for the account holder's billing country, or click the Lookup button to list all country codes. When entering a new payment ID and a payment type, this field defaults to the customer's country code entered in Customer Maintenance, but it can be changed.

A country code is needed to ensure that the correct city and state or province are entered based on the ZIP or postal code.

Enter a new country code to add it using Country Code Maintenance (On the Fly).

Address

Type the account holder's billing address. When entering a new payment ID and a payment type, these fields default to the first three address lines in Customer Maintenance, but they can be changed. The street number will be used by the Paya Exchange address verification service for credit card payments.

ZIP/Postal Code

Enter the account holder's billing ZIP or postal code. When entering a new payment ID and a payment type, this field defaults to the customer's billing ZIP or postal code in Customer Maintenance, but it can be changed. The information in this field will be used by the Paya Exchange address verification service for credit card payments.

If you enter a ZIP or postal code that's not on file, a message asks if it's a new one. Click yes to open the ZIP/Postal Code Code Maintenance (On the Fly) window and add a new code.

City

Enter the account holder's billing city. When entering a new payment ID and a payment type, this field defaults to the customer's billing city in Customer Maintenance, but it can be changed.

State/Province

Type the account holder's billing state or province. When entering a new payment ID and a payment type, this field defaults to the customer's billing state or province in Customer Maintenance, but it can be changed. If a ZIP or postal code is entered, the state or province abbreviation is automatically entered.

E-mail Address

Type the account holder's e-mail address. This field defaults to the e-mail address in Customer Maintenance, but it can be changed. Use a semicolon (;) to separate multiple e-mail addresses. If the e-mail address is longer than this field, use the left and right arrow keys to view the entire address.

Comment

Enter a comment for this payment.

Corporate ID/PO

Type the corporate ID or purchase order number assigned to the user of the corporate/commercial card.

Note The corporate ID or purchase order number is not required to process the transaction; however, the credit card company may charge a higher transaction fee if you do not track this information.

This field is available only if a credit card payment type is entered and the Allow Corporate Cards check box is selected for the payment type in Payment Type Maintenance.

Transaction Type

Select a fund transfer method.

Select Deposit to process a credit card transaction on the deposit amount entered. A deposit transaction will be fully processed as a sale when the Submit Card or Accept button is clicked in this task or Sales Order Entry, and a deposit amount is entered. If the Process in Batch check box is selected, the transaction can be fully processed when the Perform Payment Processing check box is selected during the Daily Sales Journal printing.

Select Payment to trigger the transfer of funds when printing the Daily Sales Journal.

For Creit Card payments, a payment will first be pre-authorized when the Submit Card or Accept button is clicked in this task or Sales Order Entry. If the Process in Batch check box is selected, the transaction can be fully processed when the Perform PaymentProcessing check box is selected during the Daily Sales Journal printing.

Note The Deposit option is not available for credit memos or ACH payments.

Pay Balance

Select this check box to pay the balance of the invoice using a credit card.

If this check box is selected when you click Submit Card / ACH Account, the deposit that is entered will be processed and the remaining invoice balance will be pre-authorized. The remaining balance will be processed when the Daily Sales Journal is printed.

Clear this check box to pay only the deposit using a credit card.

This field is available only if a credit card payment type is entered.

(Balance/Payment) Amount

This field displays the balance or payment amount for the invoice. This field can only be viewed.

(Balance/Payment) Corp Sales Tax

Enter the sales tax amount associated with the credit card payment for the sales order. This amount is included in the total transaction amount. Sales tax amounts are reported for corporate cards only, and the amount entered here will be reported on the customer's corporate credit card statement.

If the Sales Tax Reporting check box is selected in Accounts Receivable Options, the default amount is calculated based on the actual sales tax amount and the amount of sales tax already allocated to the payment. If the Sales Tax Reporting check box is cleared, this field defaults to 0.00. Click the Reset Corporate Sales Tax button to reset the amount to the default amount.

This field is available only if the Allow Corporate Cards check box is selected for the payment type in Payment Type Maintenance, and a corporate card ID or purchase order has been entered. This field is also available only for standard orders and backorders.

NoteThe sales tax amount is not required to complete the transaction; however, the credit card company may charge a higher transaction fee if you do not track this information.

(Balance/Payment) Auth No.

This field displays the authorization number for the credit card or ACH payment transaction processed through Paya Exchange. This field can only be viewed.

For a one-time use credit card that is not processed through Paya Exchange, this field is available to manually enter the authorization number for the credit card transaction.

Note The Process in Batch check box must be cleared to obtain a credit card transaction authorization number through Paya Exchange immediately after clicking Submit Card

(Balance/Payment) Auth Amount

This field displays the authorization amount for the credit card transaction processed through Paya Exchange. The authorization amount defaults to the total order or total invoice amount less the deposit amount, but it can be changed.

The pre-authorization amount is valid for 7 days. If the order will be held beyond the 7-day period, select the Process in Batch check box to pre-authorize the amount through the Daily Sales Journal process.

This field is available only if the Pay Balance check box is selected or Payment is selected in the Transaction Type field.

(Balance/Payment) Auth Date

This field displays the authorization date for the credit card or ACH payment transaction processed through Paya Exchange. This field can only be viewed.

For a one-time card that is not processed through Paya Exchange, this field defaults to the current date when an authorization number has been entered.

(Balance/Payment) Auth Time

This field displays the authorization time for the credit card or ACH payment transaction processed through Paya Exchange. This field can only be viewed.

For a one-time card that is not processed through Paya Exchange, this field defaults to the current time when an authorization number has been entered.

(Balance/Payment) Transaction ID

This field displays the transaction ID for the credit card or ACH payment transaction when the transaction is successfully processed through Paya Exchange and can only be viewed. A message appears below this field stating that the credit card transaction was authorized. If the transaction is declined, this field is blank and a message appears below this field stating that the credit card transaction was not authorized.

This field is available only if the Pay Balance check box is selected or Payment is selected in the Transaction Type field.

(Deposit) Amount

Enter the credit card deposit amount applied to this transaction.

This field is available only for standard orders and backorders, and if Deposit is selected in the Transaction Type field.

(Deposit) Corp Sales Tax

Enter the sales tax amount associated with the credit card deposit for the sales order. This amount is included in the total transaction amount. Sales tax amounts are reported for corporate cards only, and the amount entered here will be reported on the customer's corporate credit card statement.

If the Sales Tax Reporting check box is selected in Accounts Receivable Options, the default amount is calculated based on the actual sales tax amount and the amount of sales tax already allocated to the deposit. If the Sales Tax Reporting check box is cleared, this field defaults to 0.00. Click the Reset Corporate Sales Tax button to reset the amount to the default amount.

This field is available only if the Allow Corporate Cards check box is selected for the payment type in Payment Type Maintenance, and a corporate card ID or purchase order number has been entered. This field is also available only for standard order and backorders and if Deposit is selected in the Transaction Type field.

NoteThe sales tax amount is not required to complete the transaction; however, the credit card company may charge a higher transaction fee if you do not track this information.

(Deposit) Auth No.

This field displays the authorization number for the credit card transaction processed through Paya Exchange and can only be viewed.

For a one-time use card that is not processed through Paya Exchange, this field is available to manually enter the authorization number for the credit card transaction.

This field is available only for standard orders and backorders and if Deposit is selected in the Transaction Type field.

Note The Process in Batch check box must be cleared to obtain an authorization number through Paya Exchange immediately after clicking Submit Card/ACH Account.

(Deposit) Auth Date

This field displays the authorization date for the credit card transaction processed through Paya Exchange and can only be viewed.

For a one-time card that is not processed through Paya Exchange, this field defaults to the current date when an authorization number has been entered.

This field is available only for standard orders and backorders and if Deposit is selected in the Transaction Type field.

(Deposit) Auth Time

This field displays the authorization time for the credit card transaction processed through Paya Exchange and can only be viewed.

For a one-time card that is not processed through Paya Exchange, this field defaults to the current time when an authorization number has been entered.

This field is available only for standard orders and backorders and if Deposit is selected in the Transaction Type field.

(Deposit) Transaction ID

This field displays the transaction ID for the credit card transaction when the transaction is successfully processed through Paya Exchange and can only be viewed. A message appears below this field stating that the credit card transaction was authorized. If the transaction is declined, this field is blank and a message appears below this field stating that the credit card transaction was not authorized.

This field is available only for standard orders and backorders and if Deposit is selected in the Transaction Type field.

Swipe Card

Select this check box if a new credit card will be swiped for this transaction when Paya Exchange is launched. Clear this check box if the credit card will not be swiped.

This check box is available only for standard orders and backorders if a credit card payment type is entered and the Process in Batch check box is cleared.

Note A Paya (formerly Sage Payment Solutions) approved credit card swipe device, available through Paya Exchange only, is required to use this feature.

Process in Batch

Select this check box to process this credit card transaction through Paya Exchange in a batch when printing the Daily Sales Journal or the Sales Order Batch Authorization listing. Clear this check box if you do not want to process this transaction in a batch. You can then enter the CVV number for each credit card transaction when clicking Submit Card/ACH Account or Accept. This check box is automatically selected if the Default Transactions to Process in Batch check box is selected in Company Maintenance, but it can be cleared.

This check box is available only for standard orders and backorders if a credit card payment type is entered and the Process in Batch check box is cleared.

Note When processing credit card transactions in a batch, the CVV number cannot be entered for each credit card transaction; therefore, the credit card company may charge a higher transaction fee.

Enter....	If....
WK	you are entering a weekly order.
MT	you are entering a monthly order.

Enter....	To....
/ and then press F2	view a list of all miscellaneous items, miscellaneous charges, and comment items.
/C and then press F2	view a list of comment items only.
press F2	view a list of inventory items only.
HON and then press F2	view a list of all inventory items beginning with "HON".
/HON and then press F2	view a list of all miscellaneous items, miscellaneous charges, and comment items beginning with "HON".
/ followed by an item code	enter a new miscellaneous item or miscellaneous charge.
/C followed by an item code	enter a new comment line.
* followed by an item code	enter a non-inventory special item.