Sales Order Options - Fields Home | FAQs & Troubleshooting

 

Sales Order Options

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1. Main

 

Enable Shipping

Select this check box to allow access to shipping tasks, such as Shipping Setup Options, Shipper ID Maintenance, and all the tasks on the Shipping menu. Clear this check box if you do not want access to these tasks. This field cannot be cleared while Shipping Data Entry is in progress.

 

Post Sales to General Ledger by Division

Select whether sales transactions are posted to the general ledger by a division defined in Accounts Receivable Division Maintenance, or a warehouse defined in Warehouse Code Maintenance.

• Select Yes to post sales for inventory transactions to default accounts by division. If segment substitution is set up, the substituted account is posted to the general ledger by division. This option is available only if divisions are set up in the Accounts Receivable module.

• Select By Warehouse to post sales for inventory transactions to default accounts by warehouse. If segment substitution is set up, the substituted account is posted to the general ledger by warehouse. This option is available only if Sales Order is integrated with the Inventory Management module, and the Require Multiple Warehouses check box is selected in Inventory Management Options.

• Select No to post sales for inventory transactions to default accounts without division or warehouse breakdown.

In addition to posting sales to the general ledger by division or warehouse, transactions are posted to default accounts or to substituted accounts based on division or warehouse. For more information about setting up segment substitution by division or warehouse, see Setting up Segment Substitution for Inventory Management by Warehouse.

 

Post Customer Deposits by Division

Select this check box to post to the customer deposits account with a breakdown by customer division. Clear this check box to post deposits with no breakdown by division. This field is available only if the Accounts Receivable Divisions check box is selected in Accounts Receivable Options.

 

Post Deposits in Detail

Select this check box to post the customer deposits account in detail to the General Ledger module during the Sales Journal update. Clear this check box to post the customer deposits account to the General Ledger module in summary during the update.

 

Customer Deposits

Enter the general ledger account number for posting customer deposits, or click the Lookup button to list all general ledger account numbers.

If the account number is longer than the field, use the left and right arrow keys to view the entire account number.

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.

 

Special Item Sales

Enter the default general ledger sales account number for posting the sale of special items that are not contained in the Item file. Click the Lookup button to list all general ledger account numbers.

If the account number is longer than the field, use the left and right arrow keys to view the entire account number.

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.

 

Special Item COGS

Enter the default general ledger cost of goods sold account number for posting the cost associated with the sale of special items that are not contained in the Item file. Click the Lookup button to list all general ledger account numbers.

If the account number is longer than the field, use the left and right arrow keys to view the entire account number.

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.

 

Special Item Purchases

Enter the general ledger purchases account number for posting the cost associated with the sale of special items that are not contained in the Item file. Click the Lookup button to list all general ledger account numbers.

If the account number is longer than the field, use the left and right arrow keys to view the entire account number.

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.

 

Current Fiscal Year / Current Calendar Year

If Fiscal Periods is selected in the Base Inventory Periods On field in Inventory Management Options, select the current fiscal year. If Calendar Months is selected in the Base Inventory Periods On field, select the current calendar year. When Sales Order period end is processed, the current sales order period is automatically incremented. The current sales order period is independent of General Ledger, and performing General Ledger period-end processing does not increment the sales order period.

Note Do not change this value in order to make modifications to a closed period.

 

Current Period

If Fiscal Periods is selected in the Base Inventory Periods On field in Inventory Management Options, select the current sales order period. If Calendar Months is selected in the Base Inventory Periods On field, select the current calendar month. When Sales Order period end is processed, this option is incremented automatically. The current Sales Order period is independent of General Ledger, and performing General Ledger period-end processing will not increment the sales order period.

Note Do not change this value in order to make modifications to a closed period.

 

(Integrate with) General Ledger

Select this check box to integrate the Sales Order module with General Ledger. Clear this check box if you do not want general ledger postings from the Sales Order module to update to General Ledger or post to the General Ledger Posting Recap.

 

(Integrate with) Inventory Management

Select this check box to integrate the Sales Order module with Inventory Management. Clear this check box if you do not want to integrate the Sales Order module with Inventory Management.

When these modules are integrated, you can use Miscellaneous Item Maintenance to enter miscellaneous items. The Sales Order module reduces inventory and records a sale for the customer in one step. Items are tracked and maintained at the same time sales are recorded.

 

(Integrate with) Job Cost

Select this check box to integrate the Sales Order module with Job Cost. Clear this check box if you do not want to integrate the Sales Order module with Job Cost. The Integrate with Job Cost check box in Accounts Receivable Options and the Integrate with Accounts Receivable check box in Job Cost Options must be selected before the Job Cost module can be integrated with Sales Order.

When these modules are integrated, the job information in the Job Cost module is used when entering sales orders and invoices. As sales orders and invoices are entered in Sales Order, inventory costs and sales order invoice billings are tracked and maintained in Job Cost.

Warning If the Job Cost check box and the Post Invoice Costs to Job Cost check box in Sales Order Options are both selected, costs can potentially be double-posted to the Job Cost module. If both check boxes are cleared, costs are not posted to the Job Cost module from either the Sales Order or Purchase Order module.

Note When planning module integration, you can integrate Sales Order with both the Job Cost and Work Order modules; however, the Purchase Order module can be integrated with the Job Cost module or the Work Order module, but not both.

Note This field is not available for Sage 100 Premium.

 

2. Entry

 

Description

This field indicates that batch processing is available for Invoice Data Entry, and can only be viewed.

 

Enable

Select this check box to allow batch processing for Invoice Data Entry. Clear this check box if you do not want to allow batch processing for Invoice Data Entry.

 

Next Batch

Enter the next batch number to be assigned when using the batch processing feature in Invoice Data Entry. You can enter numeric or alphanumeric characters. This field is available only if the Enable check box is selected.

 Entry Sample

Enter....	If....
00001	you want the next batch number assigned in Invoice Data Entry to be 00001.
A0005	you want the next batch number assigned in Invoice Data Entry to be A0005.

 

 

Next Automatic Sales Order Number

Enter the next sales order number to assign when using the Automatic Sales Order Number feature in Sales Order Entry.

 

Next Automatic Invoice/Shipping Number

Enter the next invoice number to assign when using the Automatic Invoice Number feature in Invoice Data Entry.

The invoice number entered is independent of the automatic invoice number used by the Accounts Receivable module. To use the Automatic Invoice Number feature in both the Sales Order and Accounts Receivable modules, use a separate series of numbers for each module. The shipping number is assigned automatically in Shipping Data Entry.

 

Files to Check for Duplicate Customer PO Numbers

Select one or more check boxes to search the corresponding data entry or history files for existing customer purchase order numbers when a customer purchase order number is entered in Sales Order Entry or Invoice Data Entry. A message will appear if the customer purchase order number entered is used with another sales order or invoice. Clear any check boxes corresponding to data entry or history files that you want to exclude from checking for duplicate customer purchase order numbers.

The Check Sales Order History check box is available only if the Retain Sales Orders/Quote History check box is selected. The Check Accounts Receivable Invoice History check box is available only if Yes or Summary is selected in the (Invoice History) Retain in Detail field in Accounts Receivable Options.

 

Split Commissions Between Salespersons

Select this check box to split commissions between a maximum of five salespersons or pay commission overrides in Sales Order Entry and Invoice Data Entry. Clear this check box if you do not want to split commissions. This field is available only if the Salesperson Commission Reporting check box is selected in Accounts Receivable Options.

 

Customer Split Commission to Override Ship-To Salesperson

Select this check box to retain the split commission information from Customer Split Commission Maintenance when a ship-to code is entered or changed in Sales Order Entry or Invoice Data Entry. Clear this check box if you want the salesperson information associated with the ship-to code to override the split commission information from Customer Split Commission Maintenance. This field is available only if the Split Commissions Between Salespersons check box is selected.

 

Default Warehouse for Order/Invoice Header

Enter a warehouse code established in the Inventory Management module to use as the primary default warehouse used in Sales Order Entry and Invoice Data Entry. Click the Lookup button to list all warehouse codes. This field is available only if the Sales Order module is integrated with Inventory Management, and the Require Multiple Warehouses check box is selected in Inventory Management Options. The default warehouse entered in this field is overridden by the item default warehouse in Sales Order Entry and Invoice Data Entry if the Use Item Default Warehouse check box is selected. It is also overridden if there is a default warehouse defined for the customer ship-to address entered in Sales Order Entry and Invoice Data Entry.

 

Use Shipping Code to Calculate Freight

Select an option to define how to calculate freight.

• Select Yes to use preset shipping codes to calculate freight charges.

• Select No to manually enter all freight charges, or if freight charges are not required.

• Select Actual to calculate freight charges using the total weight of all items ordered; this option allows you to use ship codes and the actual weights from the Item file and is available only if the Inventory Management module is integrated with Sales Order. Individual shipping codes are defined in Shipping Rate Maintenance.

 

Use Default Order Date When Promoting to Order

Select this check box to use the date from the Default Values for Sales Order Entry window as the order date when promoting a quote to an order. The default order date will replace the original quote date. Clear this check box to keep the original quote date as the order date.

 

Default Days Until Quote Expires

Enter the number of days to add to the Sales Order accounting date to calculate the default quote expiration date in Sales Order Entry.

 

3. Line Entry

 

Use Alternate Warehouse for Out-of-Stock Items

Select this check box to fill orders from an alternate warehouse if the primary warehouse is out of stock for the item ordered. Clear this check box if you do not want to fill orders from an alternate warehouse. This field is available only if the Integrate with Inventory Management check box is selected, and the Require Multiple Warehouses check box is selected in Inventory Management Options.

 

Use Item Default Warehouse

Select this check box to use the default item warehouse defined in Item Maintenance when creating orders and invoices, instead of the warehouse entered in the Default Warehouse for Order/Invoice Header field. Clear this check box to use the warehouse entered in the Default Warehouse for Order/Invoice Header field for all orders and invoices. This field is available only if the Integrate with Inventory Management check box is selected, and the Require Multiple Warehouses check box is selected in Inventory Management Options.

 

Check for Available Quantity

Select this check box to cause the Entry Exceeds Available Quantity message to appear in Sales Order Entry and Invoice Data Entry when the quantity ordered is greater than the quantity available in the warehouse. Clear this check box if you do not want the message to appear. This field is available only if the Sales Order module is integrated with Inventory Management.

 

Display Unit Cost

Select this check box to display item unit cost in Sales Order Entry and Invoice Data Entry. Clear this check box if you do not want to display the item unit cost during line entry. The cost displayed is not the actual cost. A cost hierarchy is used to determine a cost amount other than zero, based on the valuation method of the item. The hierarchy for each valuation method is as follows:

• If Average Cost is used, the unit cost value defaults to the Warehouse Average. If the amount is zero, then Item Average Cost, then Last Cost, and then Item Standard Cost is used.

• If Standard Cost is used, the unit cost value defaults to the Standard Cost. If the amount is zero, then Last Cost is used.

• If LIFO/FIFO or Lot/Serial are used, the unit cost value defaults to the Last Cost. If the amount is zero, then Standard Cost, and then Average Cost is used.

 

Display Profit Margin Percent

Select this check box to display the profit margin percentage for each line in Sales Order Entry and Invoice Data Entry. Clear this check box if you do not want to display this information during line entry.

 

Profit Margin Percent to Display Warning

Enter the minimum percentage (greater than zero) to use in Sales Order Entry and Invoice Data Entry to activate the Profit Margin Checking feature. This feature calculates a profit percentage based on the price entered for the line and the last cost of the item, regardless of the inventory valuation method.

The percentage is recalculated whenever the price for the current line is changed. If the calculated percentage is lower than the percentage entered in this field, a warning message appears. Discount rates by line are included in the calculation.

Note Profit margin warning is not performed on credit memos, or the defaulted price from the item.

 

Enable Purchase Control of Items

Select this check box to enable the Purchase Control Maintenance task, which allows you to restrict which items are available for purchase in certain data entry tasks by either the customer number or the ship-to state. Based on the records that you create in Purchase Control Maintenance, restricted items can be selected only with the appropriate security setup.

This field is available only if the Sales Order module is integrated with Inventory Management.

 

Select Items Based On

Select an option to define the basis for how items are restricted in Purchase Control Maintenance.

• Select Customer to restrict the purchase of items based on the selected customer number.

• Select Ship-To State/Province to restrict the purchase of items based on the customer's ship-to state or province.

This field is available only if the Enable Purchase Control of Items check box is selected.

Note If you change the selection in this field after creating records in Purchase Control Maintenance, the existing purchase control records will remain intact, but purchase control checking is performed based on the current selection. Additionally, any changes in this field will not affect the existing transactions created in data entry tasks. Only new transactions will be affected.

 

Control Purchases Based On

Select an option to define whether the items selected in Purchase Control Maintenance are allowed or restricted.

• Select Items Allowed if you want only the items selected in Purchase Control Maintenance to be available for purchase.

• Select Items Not Allowed if you want the items selected in Purchase Control Maintenance to be restricted based on the selected customer or ship-to state.

Note If you select Items Allowed in this field, you must set up records in Purchase Control Maintenance before any restrictions are enforced in the applicable data entry tasks.

 Example

• If you select Items Allowed and create a record in Purchase Control Maintenance for item code 1001, then item code 1001 can be selected in Sales Order Entry regardless of the security setup.

• If you select Items Allowed and do not create a record in Purchase Control Maintenance for item code 2003, then item code 2003 cannot be selected in Sales Order Entry unless the appropriate security is set up.

• If you select Items Not Allowed and create a record in Purchase Control Maintenance for item code 1001, then item code 1001 cannot be selected in Sales Order Entry unless the appropriate security is set up.

• If you select Items Not Allowed and do not create a record in Purchase Control Maintenance for item code 2003, then item code 2003 can be selected in Sales Order Entry regardless of the security setup.

Note If you change the selection in this field after creating records in Purchase Control Maintenance, the existing records will remain intact, but purchase control checking is performed based on the current selection. Additionally, any changes in this field will not affect the existing transactions created in data entry tasks. Only new transactions will be affected.

 

Enable Based On

Select a method for grouping inventory items in Sales Order Entry and Invoice Data Entry that will be used to determine item pricing for the order or invoice. The pricing schedule set up for your company is still used; however, instead of using the total ordered quantity for each line, the total ordered quantity for all items within the grouping method is used. The same method will also be applied to eBusiness Manager shopping cart orders when they are accepted into Sales Order.

• Select All Lines to use the total ordered quantity for all inventory items.

• Select an item category to combine the total ordered quantity for all items with the same value assigned for that category. Item categories appear in the drop-down list only if they are defined in Inventory Management Options.

• Select None if you do not want to base item pricing on the total ordered quantity. Item pricing for each line will be based on the ordered quantity for that line only.

• Select Product Line to group items by product line and use the total ordered quantity for each product line to determine pricing for that product line.

Note For exploded kits, only the parent item's ordered quantity is included in the total ordered quantity.

 Example

You have a price schedule set up to offer discounted pricing based on the number of items ordered. Product Line is selected in this field, and you have a product line called t-shirts. You have separate item records for each size and color of t-shirt that belong to that product line. A customer places an order with the following three lines:

 

• 100 red t-shirts, size large

• 75 blue t-shirts, size medium

• 50 blue t-shirts, size large

The total number of t-shirts ordered is 225; therefore, the customer will receive a discount based on a total of 225 items. The price reduction will be applied to all three lines.

For more information on pricing, see Pricing Priorities.

 

Unit of Measure for Total

Select a unit of measure (UOM) to use for grouping Sales Order Entry and Invoice Data Entry lines when totaling the ordered quantity to determine item pricing.

• Select None if you do not want to group the lines by the UOM. The line item's standard UOM, entered in the Standard field in Item Maintenance, will be used to calculate the total ordered quantity.

• Select Sales to group items based on the UOM entered in the Unit of Measure field for each line and to use that UOM to calculate the total ordered quantity for each UOM grouping in the order.

• Select Standard to group items based on their standard UOM defined in Item Maintenance and to use that UOM to calculate the total ordered quantity for each UOM grouping in the order.

Note Additional grouping may occur based on the selection in the Enable Based On field.

This field is available only if an option other than None is selected in the Enable Based On field.

 Example

You have a price code set up with the following price reduction percentages for the quantities shown:

From Quantity	To Quantity	Reduction Percentage
2	9	2%
10	19	4%
20	29	6%
30	39	8%
40	49	10%
50	59	12%

You create a sales order with the following lines. The price code described in the table above applies to all items included in the order.

Line Number	Item Description	Item's Standard UOM	Line UOM	Quantity Ordered
Line 1	Jacket	Each	Each	1
Line 2	T-shirt	Each	Pkg (Equal to 5 Each)	2
Line 3	Ribbon	Feet	Yard (Equal to 3 Feet)	10
Line 4	Vest	Each	Each	12

In the Enable Based On field, All Lines is selected.

• If you select None in this field, the total quantity used to determine the item pricing is 53. The system converts the ordered quantity to the standard units of measure with the following result: 1 jacket + 10 t-shirts + 30 feet of ribbon + 12 vests.

• If you select Standard in this field, the items are grouped and totaled by the two standard units of measure used in the order:

• • Each: 1 jacket + 10 t-shirts + 12 vests = 23

  • Feet: 30 feet of ribbon

A 6 percent price reduction will be applied to lines 1, 2, and 4 based on the combined ordered quantity of 23.

An 8 percent price reduction will be applied to line 3 based on the ordered quantity of 30.

• If you select Sales in this field, the items are grouped and totaled by the three UOMs used on the lines:

• • Each: 1 jacket + 12 vests = 13

  • Pkg = 2

  • Yard = 10

A 4 percent price reduction will be applied to lines 1 and 4, based on the combined ordered quantity of 13.

A 2 percent discount will be applied to line 2 based on an ordered quantity of 2.

A 4 percent discount will be applied to line 3 based on an ordered quantity of 10.

If you select Product Line or an item category in the Enable Based On field, additional grouping can be used.

In the following sales order example, Product Line is selected in the Enable Based On field, and Standard is selected in this field:

Line Number	Item Description	Item's Product Line	Item's Standard UOM	Line UOM	Quantity Ordered
Line 1	Jacket	Clothing	Each	Each	1
Line 2	T-shirt	Clothing	Each	Pkg (Equal to 5 Each)	2
Line 3	Ribbon	Other	Feet	Yard (Equal to 3 Feet)	10
Line 4	Duffel bag	Bags	Each	Each	12

 

• Lines 1 and 2 will be grouped by both the UOM and the product line. A 4 percent price reduction will be applied to those lines based on a combined ordered quantity of 11.

• Line 4 will be totaled separately because the product line is different than the one on lines 1 and 2. Line 4 will also receive a 4 percent price reduction based on an ordered quantity of 12.

• Line 3 will be totaled separately based on the different standard UOM and the different product line. Line 3 will receive an 8 percent price reduction based on an ordered quantity of 30.

 

Apply Item Pricing Automatically

Select an option for applying item pricing by total quantity in Sales Order Entry and Invoice Data Entry.

• Select New Entries Only to automatically apply item pricing by total quantity when entering new orders and invoices. For existing orders and invoices, you will be prompted to apply item pricing by total quantity when exiting the Lines tab or clicking Accept while on the Lines tab.

• Select No to never automatically apply item pricing by total quantity to orders and invoices.

• Select Prompt to receive a message asking if you want to proceed with item price recalculation when exiting the Lines tab in Sales Order Entry or Invoice Data Entry. This selection applies for both new and existing orders and invoices.

• Select Yes to always automatically apply item pricing by total quantity when entering new orders and invoices or making changes to existing ones.

This field is available only if an option other than None is selected in the Enable Based On field.

NoteRegardless of which option is selected in this field, you can click Item Price in Sales Order Entry and Invoice Data Entry to apply item pricing by total quantity. The Item Price button is available when an option other than None is selected in the Enable Based On field.

 

Allow Discount Rate by Detail Line

Select this check box to apply percentage discounts to individual line items on a sales order and/or invoice. Clear this check box if you do not want to apply discounts to individual line items.

 

Default Special Items to Drop Ship

Select this check box to set the Drop Ship check box default to a selected status for special items in Sales Order Entry and Invoice Data Entry. Clear this check box to set the Drop Ship check box default to a cleared status for special items in Sales Order Entry and Invoice Data Entry.

 

Warranty Calculation Based On

Select Ship Date to calculate the expiration date based on the date the order is shipped. Select Invoice Date to calculate the expiration date based on the invoice date specified in Invoice Data Entry.

The warranty expiration date is calculated based on the selection in this field and the value entered in the Number of Days Before Warranty Expires field in Warranty Code Maintenance.

Note This field is available only if the Enable Warranty Tracking check box is selected in Inventory Management Options.

 

Recalc Expiration if Ship/Invoice Date Changed

Select this check box to automatically recalculate the expiration date when a date entered at either the Ship Date or Invoice Date field is changed in Invoice Data Entry. Clear this check box if you do not want to automatically recalculate the expiration date when the Ship Date or Invoice Date field is changed.

If this check box is selected, the recalculation occurs during the daily Sales Journal update. Line items are recalculated when a selection is made in the Warranty Code field and when a date is not specified in the Expiration Date field in the Additional Fields window.

Note This field is available only if the Enable Warranty Tracking check box is selected in Inventory Management Options.

 

Enable Default Price Level by Customer

Select this check box to enable the default price level by customer feature that allows you to define default price levels by customer and product line. Clear this check box if you do not want to enable the default price level by customer feature.

If you select this check box, you will not be able to select the Ship-To Code option in the Base New Price Level Records On field if the following conditions are both met:

• The Enable Bill To Customer Reporting check box is selected in Accounts Receivable Options.

• If any sold-to customer is set up to use the bill-to customer pricing.

Also, if you select this check box, the Default Customer Pricing Setting field in Accounts Receivable Options will be changed to Sold To if the following conditions are all met:

• If the sold-to customer is not set up with bill-to customer pricing.

• Bill To is selected in the Default Customer Pricing Setting field in Accounts Receivable Options.

• Ship-To Code is selected in the Base New Price Level Records On field.

 

Base New Price Level Records On

Select an option on which to base new price level records for customers in Price Level by Customer Maintenance.

• Select Price Code to create new price level records based on the price code.

• Select Ship-To Code to create new price level records based on the ship-to code.

This field is available only if the Enable Default Price Level by Customer check box is selected.

Note If you change the selection in this field after creating records in Price Level by Customer Maintenance, the existing price level records will remain intact, but price level checking is performed based on the current selection. Additionally, any changes in this field will not affect the existing transactions created in data entry tasks. Only new transactions will be affected.

If you select the Enable Default Price Level by Customer check box, you will not be able to select the Ship-To Code option in this field if the following conditions are both met:

• The Enable Bill To Customer Reporting check box is selected in Accounts Receivable Options.

• If any sold-to customer is set up to use the bill-to customer pricing.

Also, if you select the Enable Default Price Level by Customer check box, the Default Customer Pricing Setting field in Accounts Receivable Options will be changed to Sold To if the following conditions are all met:

• If the sold-to customer is not set up with bill-to customer pricing.

• Bill To is selected in the Default Customer Pricing Setting field in Accounts Receivable Options.

• Ship-To Code is selected in this field.

 

Enable Lot/Serial Distribution

Select this check box to enable the distribution of lot and serial numbers in Sales Order Entry. If this check box is selected, you can distribute and commit quantities for lot or serial items using the Lot/Serial Number Distribution window. Clear this check box if you do not want to enable lot and serial distribution in Sales Order Entry. This field is available only if the Sales Order module is integrated with Inventory Management.

Note If sales order distributions already exist, this check box cannot be cleared.

 

Require Lines to be Fully Distributed

Select this check box to require the data entry lines for lot or serial items to be fully distributed in Sales Order Entry. Clear this check box if you do not want to require to fully distribute the data entry lines for lot or serial items in Sales Order Entry. If this check box is cleared, all lot or serial line items can be partially distributed. This field is available only if the Enable Lot/Serial Distribution check box is selected.

Note If the eBusiness Manager module is installed and lot/serial items can be purchased in eBusiness Manager, this check box must be cleared. If this check box is selected, lot/serial items cannot be entered for the eBusiness Manager order.

 

4. Forms

 

Print Sales Orders

Select this check box to print sales orders. Clear this check box if you do not want to print sales orders.

 

Print Bar Code Sales Orders

Select this check box to print bar code sales orders. Clear this check box if you do not want to print bar code sales orders. This field is available only if the Mobility for Bar Code module is installed and set up.

 

Print Picking Sheets By

Select the sort option to use when printing picking sheets. Picking sheets facilitate the selection of items by identifying bin locations and item codes (by warehouse) when items are pulled for shipment.

• Select Bin Location to sort the picking sheet line items by bin location.

• Select Item to sort the picking sheet line items by item code.

• Select Line Number to sort the picking sheet line items by sales order line number.

• Select None if you do not want to print picking sheets.

 

Include Kit Items on Picking Sheets

Select this check box to print sales kit items and kit components on picking sheets. Clear this check box to print only sales kit components on picking sheets. This field is available only if an option other than None is selected in the Print Picking Sheets By field, or the Inventory Management module is integrated with Sales Order.

 

Print Bar Code Picking Sheets

Select this check box to print bar code picking sheets. Clear this check box if you do not want to print bar code picking sheets. This field is available only if the Mobility for Bar Code module is installed and set up.

 

Print Shipping Labels

Select this check box to print shipping labels when each order is placed or shipped. Clear this check box if you do not want to print shipping labels.

 

Default Number of Shipping Labels per Order

Select the default number of shipping labels to print for each order or shipment. You can print up to 999 labels per order. This field is available only if the Print Shipping Labels check box is selected.

 

Print COD Labels

Select this check box to print COD labels for sales order shipments. Clear this check box if you do not want to print COD labels.

 

Display Message for In Use Orders that are Open

Select this check box to display a message warning of the potential for printing duplicate picking sheets. If the system cannot clear the Print Pick Sheet check box in Sales Order Entry after printing picking sheets because the sales order is open by another user, the picking sheet could be printed again, resulting in multiple shipments.

The message appears for the user who printed the picking sheets and displays the in-use orders. The user can then print the list to research further and manually clear the Print Pick Sheet check box as needed or click OK to continue processing. Clear this check box if you do not want the message to appear. If this check box is cleared, the message text and the list of orders will be written to the Activity Log.

 

5. Printing

 

Print Sales Journal by Division

Select this check box to print the Sales Journal by customer division number. Clear this check box to print the Sales Journal by invoice number, regardless of division. This field is available only if the Accounts Receivable Divisions check box is selected in Accounts Receivable Options.

 

Print Gross Profit Journal

Select this check box to print a Gross Profit Journal. Clear this check box if you do not want to print this report. This report provides detailed sales, cost of goods sold, and gross profit amounts for each invoice.

 

Print Gross Profit Journal by Salesperson

Select this check box to print the Gross Profit Journal by salesperson. Clear this check box if you do not want to print this report by salesperson. This field is available only if the Print Gross Profit Journal check box is selected and if the Salesperson Commission Reporting check box is selected in Accounts Receivable Options.

 

Print Tax Detail on Sales Journal

Select this check box to print the sales tax amount for each tax code on the Sales Journal report. Clear this check box to print the total sales tax amount only. This field is available only if the Sales Tax Reporting check box is selected in Accounts Receivable Options.

 

Print Tax Journal in Detail

Select this check box to print the Tax Journal Detail report; this report provides detail by invoice and by tax code. Clear this check box to print the Tax Journal Summary report only; this report provides a summary tax journal by tax code. This field is available only if the Sales Tax Reporting check box is selected in Accounts Receivable Options.

 

Print Daily Back Order Report

Select this check box to print a Daily Back Order Report. Clear this check box if you do not want to print this report. This report details quantities ordered, shipped, and back ordered by item.

 

Include Backordered Lines on Back Order Reports

Select this check box to include all standard order and back order sales order type line items, with a quantity backordered, and items with a demand (quantity ordered only). Clear this check box to print only back order sales order types.

 

Print Daily Drop Ship Report

Select this check box to print a Daily Drop Ship Report. Clear this check box if you do not want to print this report. This report provides specific information detailing items to ship directly to the customer from the vendor that are entered in Sales Order Entry.

 

Print Daily Deposit Recap Report

Select this check box to print a listing of all deposits applied against invoices for the current Sales Journal. Clear this check box if you do not want to print the report. This report is used as the source document for entry of daily deposits. It summarizes all credit card, check, and cash deposits received for the Sales Journal.

 

Print Daily Sales Recap Reports

Select this check box to print the Daily Sales Recap Reports. In the Recaps column, specify which recap report(s) to print by selecting the appropriate check boxes. Clear this check box if you do not want to print the Daily Sales Recap Reports.

 

Print Recap by Item

Select this check box to print a Daily Sales Recap by Item report. Clear this check box if you do not want to print this report. This report details sales and profit percentages by product line and item code. This field is available only if the Print Daily Sales Recap Reports check box is selected, and the Inventory Management module is integrated with Sales Order.

 

Print Warehouse Detail for Recap by Item

Select this check box to print a Daily Sales Recap by Item report detailed by warehouse. Clear this check box if you want to print only the total for each item. This field is available only if the Print Recap by Item check box is selected, or the Require Multiple Warehouses check box is selected in Inventory Management Options, the Print Daily Sales Recap Reports check box is selected, and the Inventory Management module is integrated with Sales Order.

 

Print Recap by Warehouse by Item

Select this check box to print a Daily Sales Recap by Warehouse by Item report sorted by product line. Clear this check box if you do not want to print this report. This field is available only if the Require Multiple Warehouses check box is selected in Inventory Management Options, the Print Daily Sales Recap Reports check box is selected, and the Inventory Management module is integrated with Sales Order.

 

Print Recap by Product Line

Select this check box to print a Daily Sales Recap by Product Line report. Clear this check box if you do not want to print this report. This report provides sales and profit percentages totaled by product line rather than by individual items, with daily, period-to-date, and year-to-date activity. This field is available only if the Print Daily Sales Recap Reports check box is selected, and if the Inventory Management module is integrated with Sales Order.

 

Print Recap by Warehouse by Product Line

Select this check box to print a Daily Sales Recap by Warehouse by Product Line report. Clear this check box if you do not want to print this report. This report provides product line sales and profit percentages totaled by warehouse with daily, period-to-date, and year-to-date activity. This field is available only if the Require Multiple Warehouses check box is selected Inventory Management Options, the Print Daily Sales Recap Reports check box is selected, and the Inventory Management module is integrated with Sales Order.

 

Print Recap by Warehouse

Select this check box to print a Daily Sales Recap by Warehouse report. Clear this check box if you do not want to print this report. This report provides daily, period-to-date, and year-to-date sales and profit percentages totaled by warehouse, with no product line or item detail. This field is available only if the Require Multiple Warehouses check box is selected in Inventory Management Options, the Print Daily Sales Recap Reports check box is selected, and if the Inventory Management module is integrated with Sales Order.

 

Print Recap by Customer

Select this check box to print a Daily Sales Recap by Customer report. Clear this check box if you do not want to print this report. This report details total daily, period-to-date, and year-to-date sales and profit percentages by customer number. If the Accounts Receivable Divisions check box is selected in Accounts Receivable Options, the report includes divisional totals. This field is available only if the Print Daily Sales Recap Reports check box is selected.

 

Print Recap by Division

Select this check box to print a Daily Sales Recap by Division report. Clear this check box if you do not want to print this report. This report details total daily, period-to-date, and year-to-date sales and profit percentages by division, with no detail by customer. This field is available only if the Accounts Receivable Divisions check box is selected in Accounts Receivable Options and the Print Daily Sales Recap Reports check box is selected.

Automatically Print All Additional Reports That Apply

Select this check box to automatically print the following reports without receiving a prompt when printing from Daily Sales Reports/Updates.

• Daily Sales Recap Reports

• Gross Profit Journal

• Shipping Exception Report

• Job Transaction Journal

• Daily Back Order Report

• Daily Deposit Recap

Note Some reports are available depending on how you've set up the module.

 

6. Quick Print

 

Redisplay Source Document After Quick Printing

Select one or more check boxes to view the corresponding source documents in the applicable data entry window after printing using the Quick Print feature. Clear the check boxes to return to the data entry window with no record selected.

The All check box is unavailable if the Print Sales Orders check box is cleared or if None is selected in the Print Picking Sheets By field. The Sales Orders check box is not available if the Print Sales Orders check box is cleared. The Picking Sheets check box is not available if None is selected in the Print Picking Sheets By field.

 

Picking Sheet After Quick Printing Sales Order

Select this check box to be prompted to print a picking sheet after printing a sales order using the Quick Print feature. This field is not available if None is selected in the Print Picking Sheets By field.

 

Picking Sheet Only for Default Warehouse

Select this check box to print picking sheets only if the warehouse code selected in the Sales Order Entry Header and Lines tabs matches the default warehouse code defined in the Default Warehouse for Order/Invoice Header field for inventory items. This field is not available if None is selected in the Print Picking Sheets By field or if the Require Multiple Warehouses check box is cleared in Inventory Management Options.

 

Shipping Labels After Quick Printing Picking Sheet

Select this check box to be prompted to print shipping labels after printing picking sheets using the Quick Print feature. This field is not available if the Print Shipping Labels check box is cleared or if None is selected in the Print Picking Sheets By field.

 

COD Labels After Quick Printing S/O Invoice

Select this check box to be prompted to print COD labels after printing Sales Order invoices using the Quick Print feature in Invoice Data Entry. This field is not available if the Print COD Labels check box is cleared.

 

Quick Print Without Displaying Printing Window

Select this check box to bypass the printing window when quick printing a sales order, picking sheet, or shipping label. This field is not available if the Print Sales Orders check box is cleared and None is selected in the Print Picking Sheets By field.

 

7. History

 

Retain Sales Orders/Quote History

Select this check box to retain sales order/quote history information. This information is written to sales order history and is retained until it is purged using the Purge Order/Quote History utility. Clear this check box if you do not want to retain sales order/quote history.

If this check box is selected, you can save deleted sales orders/quotes and/or deleted lines from sales orders/quotes that have been written to history. You can also enter cancellation codes in Cancel and Reason Code Maintenance that are maintained in sales order/quote history. Cancel and reason codes are entered when sales orders and quotes or lines are deleted.

If this check box is selected after being previously cleared, and data exists in the sales order data entry files, you are prompted to create sales order and quote history using the Create Sales Order/Quote History utility.

 

Retain Deleted Orders/Quotes

Select an option to define how deleted order/quote information is handled.

• Select Yes to retain deleted order/quote information in sales history.

• Select Prompt to be prompted to enter cancellation codes when an order/quote is deleted.

• Select No if you do not want to retain deleted order/quote information in sales history.

This field is available only if you selected the Retain Sales Order/Quote History check box.

 

Retain Deleted Lines for Orders/Quotes

Select an option to define how deleted line detail information is handled.

• Select Yes to retain deleted line detail in sales history.

• Select Prompt to be prompted to enter cancellation codes when lines are deleted.

• Select No if you do not want to retain deleted line detail in sales history.

This field is available only if you selected the Retain Sales Order/Quote History check box.

 

Years to Retain Sales History

Enter the number of years to retain sales history for all customers and product lines. You can retain between two and 99 years of sales history. Sales history is retained until it is purged using the Purge Sales History utility. You must retain a minimum of two years of history.

 Entry Sample

Enter....	If....
02	you want to retain the current year and prior year sales history.
03	you want to retain the current year and two prior years of sales history.

 

Retain Lot/Serial Item Sales History

Select an option to define how lot and serial item history is handled.

• Select Lot Items to retain history for each lot number item.

• Select Serial Items to retain history for serial number items.

• Select Both Lot & Serial Items to retain history for both lot and serial number items.

• Select None if you do not want to retain history for lot or serial number items.

If Lot Items, Serial Items, or Both Lot & Serial Items is selected, the lot/serial sales history prints on the Lot/Serial Number History Report. This field is available only if the Inventory Management module is integrated with Sales Order.

 

Retain Customers' Last Purchase History

Select an option to define how customers' purchase history is handled.

• Select Yes to track customers' purchase history, which includes the last quoted price, last sales order price, and last invoice sale price for any item.

• Select No if you do not want to track customers' purchase history.

• Select Invoice to track only the invoice sale price of an item.

 

Retain Backordered Lines in Invoice History

Select this check box to retain order lines in the Invoice History file that have a quantity back ordered greater than zero, and a quantity shipped equal to zero. Clear this check box if you do not want to retain back order lines in the Invoice History file. This field is available only if Yes or Summary is selected in the Retain Detailed Invoice History field in Accounts Receivable Options.

 

Retain Ship-To Detail in Customer Sales History

Select this check box to retain ship-to detail in inventory sales history. Clear this check box if you do not want to retain this information in inventory sales history. This field is available only if the Inventory Management module is installed and set up.

 

Purge Sales Order Recap at Period End

Select this check box to purge the Sales Order Recap file automatically at period end. The Sales Order Recap report includes information pertaining to the current period only. Clear this check box to retain sales recap information indefinitely until you purge it using the Purge Sales Order Recap utility.

 

8. Job Cost

 

Note This tab is available only if the Integrate with Job Cost check box is selected. This tab is not available for Sage 100 Premium.

Post Invoice Costs to Job Cost

Select this check box to post invoice costs to the Job Cost module when a job number is entered on the invoice. If this check box is selected, the cost code and cost type can be accessed in data entry, printing, and display tasks in the Sales Order module. Clear this check box if you do not want to post invoice costs to the Job Cost module. If this check box is cleared, the cost code and cost type cannot be accessed in data entry, printing, and display tasks.

Note If sales order lot/serial distributions already exist, this check box cannot be cleared.

Warning If this check box is selected and the Job Cost module is integrated with Purchase Order or Accounts Payable, costs can potentially be posted to the Job Cost module from more than one module. If this check box is cleared and the Job Cost module is not integrated with Purchase Order or Accounts Payable, costs may not be posted to the Job Cost module at all. For more information, see Update FAQs.

Post Invoice Costs to Job Estimates

Select an option for posting invoice costs to job estimates.

• Select Amounts Only to post costs to the Cost Code Detail file when updating the Sales Journal. The costs for all Invoice Data Entry lines with a cost code and a cost type will be added to any existing estimate amounts in the Cost Code Detail file, and they will also be posted to the Job file.

• Select Amounts + Units to post both costs and units to the Cost Code Detail file when updating the Sales Journal. The costs and units for all Invoice Data Entry lines with a cost code and a cost type will be posted to the Cost Code Detail file, and the costs will also be posted to the Job file.

• Select None if you do not want to post costs or units to job estimates.

 

Post Drop Ship Costs to Job Cost

Select an option for posting drop-ship costs from Sales Order Entry and Invoice Data Entry to the Job Cost module.

• Select Yes to enable the Cost Code and Cost Type fields for drop-ship lines in Sales Order Entry and Invoice Data Entry. The Sales Journal update will post the costs to Job Cost.

Note When auto-generating from Sales Order, the Job Number, Cost Code, and Cost Type fields will not be written to the purchase order, because they have already been posted during the Sales Journal update.

• Select No to disable the Cost Code and Cost Type fields for drop-ship lines in Sales Order Entry and Invoice Data Entry. No costs will post to Job Cost for drop-ship lines during the Sales Journal Update. Additionally, if Auto Generate from Sales Orders or Purchase Order Entry is used to produce a purchase order from the sales order, the purchase order will not include job cost information, and no cost will be posted to the job by the Receipt of Invoice Update.

• Select Purchase Order Only to enable the Cost Code and Cost Type fields for drop-ship lines in Sales Order Entry and Invoice Data Entry, but not allow the Sales Journal update to update the costs to Job Cost; the Receipt of Invoice update will post the costs to Job Cost.

Note Auto-generating purchase orders from Sales Order will write the Job Number, Cost Code, and Cost Type fields to the purchase order for drop-ship lines that are not kit items or kit components. For those lines, the Job Number, Cost Code, and Cost Type fields will be blank.

 

Relieve Work in Process

Select this check box to relieve job costs from the work in process account and post them to the cost of sales account. Clear this check box if you do not want to relieve the work in process account and post to the cost of sales account. If this check box is cleared, costs posted to the Job Cost module will be set to Unbilled.

 

Set Job Status to Complete When Invoiced

Select this check box to have the job's status changed to Complete when the job is invoiced and the Sales Journal is updated. Clear this check box if you do not want the job status changed to Complete.

 

Include Job Number and Description in G/L Comment

Select this check box to include the job number and description in the general ledger posting comment when updating the Sales Journal. The job number and description will be included in the comment for the work in process, cost of goods sold, sales, and expense accounts. Clear this check box if you do not want to include the job number and description in the comment.

 

Relieve Inventory

Select this check box to have the quantity entered in Sales Order Entry and Invoice Data Entry update the quantity on sales order and quantity on hand values in the Inventory Management module. This field allows for the update of those quantities when the Post Invoice Costs to Job Cost check box is cleared and a job number is entered in Sales Order Entry or Invoice Data Entry. Clear this check box if you do not want the Inventory Management quantity on hand and quantity on sales order values to be updated from Sales Order Entry and Invoice Data Entry.

Note If sales order lot/serial distributions already exist, this check box cannot be cleared.

 

Sales Kit Update

Select how exploded kit component items and costs will be updated to the Daily Job Transaction file.

• Select Standard Method to update the kit item with its cost and no components.

• Select Kit Item w/ Cost + Component Zero to update the kit item with its cost and the components with no component costs.

• Select Kit Item w/out Cost + Component Costs to update the kit item with no kit cost and the components with their costs.

• Select Only Component Costs to update only the components with their costs.

Note If either Purchase Order Only or No is selected in the Post Drop Ship Costs to Job Cost field and the Drop Ship check box is selected for a line with a kit item or kit component item in Sales Order Entry or Invoice Data Entry, the drop-shipped kit or component will not be posted to Job Cost through Purchase Order; they will be posted through the Sales Journal Update.

 

Require Job Number

Select this check box to require that a job number be entered for every transaction in Sales Order Entry and Invoice Data Entry. Clear this check box if you do not want to require that a job number be entered for every transaction.

 

Allow Jobs to be Created Automatically

Select this check box to allow the creation of new jobs in Sales Order Entry and Invoice Data Entry. If this check box is selected and a job number is entered that does not exist in the Job Cost module, you will be prompted to create it on the fly. Clear this check box if you do not want to allow the creation of new jobs in these tasks.

 

Validate Customer for the Job

Select an option to determine how the selected customer number in Sales Order Entry and Invoice Data Entry is validated when a job number is entered.

• Select No to allow entry of any job number for the selected customer.

• Select Write Back to Job to allow entry of any job number for the selected customer and, if the customer number is not associated with the job, to change the job's associated customer number in the Job file to match the currently selected customer. The Job file will be updated when the Sales Journal is updated.

• Select Yes to allow only job numbers associated with the selected customer.

 

Require Cost Code

Select this check box to require that a job cost code and cost type be entered in Sales Order Entry and Invoice Data Entry whenever a job number is entered. Clear this check box if you do not want to require the entry of a cost code and cost type.

If a job number is entered for a sales order or invoice but a cost type and cost code 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.

Note The Subcontractor cost type cannot be selected in the Cost Type field in data entry tasks. Do not select this check box if the cost type for any job number entered in data entry tasks is Subcontractor unless another cost type can be selected in the Cost Type field.

 

Valid Cost Types

Define which cost types can be entered in Sales Order Entry and Invoice Data Entry. Only cost types defined in Job Cost Options can be entered; they are displayed next to this field. Select the All check box to allow all cost types, or type the one-character code for each cost type that you want to allow.

Note Cost type S for Subcontractor is not allowed because a vendor number cannot be entered in Sales Order data entry tasks.

 

Use Sales Order Accounts for COGS

Select this check box to use the cost of goods sold account defined in the tasks listed below as the default cost of goods sold account for Sales Order Entry and Invoice Data Entry lines.

• Product Line Maintenance for regular items

• Miscellaneous Item Maintenance for miscellaneous items

• Sales Order Options for special items

Clear this check box to use the account defined in Job Type Maintenance based on the selected accounting method.

 

Use Sales Order Accounts for Sales Revenue

Select this check box to use the sales account defined in the tasks listed below as the default sales account for Sales Order Entry and Invoice Data Entry lines.

• Product Line Maintenance for regular items

• Miscellaneous Item Maintenance for miscellaneous items

• Sales Order Options for special items

Clear this check box to use the account defined in Job Type Maintenance based on the selected accounting method.