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Sales Orders

The Sales Order function, along with Purchase Orders, lies at the very heart of the Net•Yield system. Proper configuration of the Sales Orders and Purchase Orders screens will result in rapid order entry. By providing the tools to quickly work with inventory while accurately costing and pricing products, the amount of work that usually occurs in the "back office" at the end of each month is reduced or eliminated. Business can be managed on a daily basis – ensuring that margins will be accurate and variance on financial statements will be minimized.

Order processing performs the functions needed to enter, process, and ship sales orders – it also maintains customer orders and company sales information. The "sales order" is used to record the sale of goods to customers; one is generated for each sale. Inventory availability, pricing, and costs can be checked in real time. Once a sales order has been entered, approved for shipping and invoicing, and the user entering the sales order has the proper security in User Security and User Options, the sales order can be shipped and invoiced within the Sales Orders option.

The Sales Order option provides users with the ability to specify product based on lot information, country of origin labeling, and various "pack", or packaging configurations. Selective user security is available on all of these uses.

The following features are included within Sales Orders:

Customer Sales Ordering History – The sales order history window provides a fast way of building sales orders based on the items the customer has purchased that are included in the customer's ordering history. See "Entering Items from a Customer's Sales Ordering History" in Adding Sales Orders for more information.
Customer Order Guide – Sales orders can be built very quickly by using the order guide to add items to the order. The order guide uses the price sheet for the customer. The order guide is set up for each customer and uses either the item code or the item alias code. See Using Order Guide in Adding Sales Orders for more information.
Price Now or Later (Delayed Pricing) – If the Delayed Pricing field in Sales Options has been set to Y (Y=yes) a selection box with PRICE LATER or PRICE NOW will display when you finish entering information in the sales order header. See "Price Now or Price Later (Delayed Pricing)" in Adding Sales Orders for more information.
Price Distribution window – The Price Distribution window will display the product price per unit and a list of any pricing exceptions or cost buckets that have been assigned to the item and customer. See Price Distribution in Adding Sales Orders for more information.
Request Production, Request Purchase Order – When entering an order you may want to sell the item from a new production run, or request a new purchase – whether you have the item in available inventory or not. When entering a line item for lotted item on a sales order the system will allow the user to request:
- A work order or production request to notify the production department that the item needs to be produced.
- A purchase order to notify the buyer that inventory is needed for the item if a specific lot is not assigned to the order. See Requesting Production and Purchase Orders in Adding Sales Orders for more information.
Credit Check Function (F4) – This option allows a credit check to be performed for the customer. See Credit Check Function (F4) in Adding Sales Orders for more information.
EDI Processing – If EDI Processing is set up as described the EDI section of this manual, incoming purchase orders from EDI trading partners can be processed in EDI Inbox Processing, and then converted to a sales order. See EDI Processing in Adding Sales Orders.
Inventory Availability – Sales Orders provides users with information regarding current on-hand balance for the item, the available balance for the item, and a detailed list of transactions for the item based on the Inventory Availability settings in Sales Options.
Country of Origin (COOL) – Country of origin information can be entered within Sales Orders if COOL is required. See COOL Identity and COOL Rules for more information.
Commit to Open Purchase Orders – Sales orders can be committed against open purchase orders if the purchase order has been assigned to a location and the Commit PO from SO setting is set to Y (Y=yes) for the location. This way the user can pre-sell against inventory that is on a purchase order. The lot number will be assigned automatically to the sales order when the purchase order is received
Cartonizing option – The cartonizing option allows users to assign order lines to cartons and add carton items to the sales order. See Cartonizing for more information.
Sales order for lotted items can be shipped and invoiced against an open location or un-received purchase order based on the Ship Unspecified (Y/N) setting and Commit PO from SO settings for the location. The sales order that is shipped unspecified commits the sales order to the open location and/or purchase order.
Item info lot attributes can be included on the sales order paperwork labels and invoices. The item info attributes are also used to capture the Trace reporting finished goods and source product attributes See Interface Options and Trace Overview for more information. The XML Import Trace Document can be created and sent to your customer or third party Trace service when the order is shipped or the invoice is kept.

Sales Orders flow through the system to the Shipping functions. In order to provide order "management" control (as opposed to order entry), the system provides the Order Control option, which can be used to approve orders prior to shipping or invoicing, calculate the gross margin, add additional costs, make freight arrangements, and assign lots to sales order.

Open orders include priced and un-priced orders entered but not yet shipped. Shipped order are un-priced sales orders that have been shipped; ready orders are priced orders that have shipped but not been invoiced.

Available Actions

Using

Adding

Changing

Printing

Voiding

Finishing

Sales Orders Fields

Header Fields	Note: Header fields will only appear if set to F = first time or Y= using in User Options. If the field set to Y, the sales order header fields can be viewed and changed when the sales order is opened, those set to Y can be viewed when the sales order is opened but can only be changed by selecting the Header command option from the Sales Order command options. The following information is based on all field options being set to F= first time in sales order header in User Options. and all other optional settings in Sales Options and Shipping Options set to Y (Y=using).

Customer	The customer ship-to ID for the sales order.
Name	The customer ship-to name.
Address	The customer ship-to address.
Order	The sales order number and sales order status. Valid status codes are: O – Open, but not priced or shipped P – Partially Shipped, priced and at least one item has shipped but the rest are unshipped P – Priced, but not shipped S – Shipped, but not priced R – Ready. Priced and shipped but not invoiced I – Invoiced but not posted to accounts receivable. This code only displays if the Invoices Post to Receivables setting in Receivables Options has been set to B (B=batch).
Entered	The date the order was entered. Defaults to the current system date – today's date.
Ship On	The ship date for the order. Defaults with the current system date – today's date or the default ship date override set when the ship date does not equal the current date.
Cust PO	The Cust PO field will be displayed based on the user options and the Required PO field in Customer. The Required PO options at the customer level is based on: X – Not used (skip over the purchase order number field during sales order entry) Y – Force entry of the purchase order N – Do not force entry of the purchase order
Freight	The default customer freight terms and freight type. COL – Collect PPD – Prepaid PPC – Prepaid and billed to the customer as a line item on the sales order based on the freight-type cost adjustment.
Freight Type	The freight type is based on the default freight type cost adjustment.
Tax	The customer default tax type ID.
Expected	The expected arrival date and time.This field is controlled by the Required by Date field in Sales Options and the Date Required and Time Required fields in User Options.
Sales Rep	The default sales rep ID and name.
Terms	The customer default terms.
Carrier	The carrier for the shipment. Defaults from the customer's carrier (by day of the week) setting in Customer.
AB	The airbill number or other shipping reference number.
Route	The default route for the customer.
Broker	The default broker ID and name for the customer.

	If the customer requires strict country of origin labeling, the message (Strict) will appear in red above the Cool column.
	As the line items are entered on the order, the total gross profit dollars may appear in the header. The GP $ will appear if the Sales Order GP Calc field in Sales Rep is set to Actual or Standard and the User Security settings include profit margin.

Line Item Fields

Item	The item group ID or item code based on the code for the item selection setting in User Options.
Item Name	The item name.
COOL	The COOL identity for the item if the item is loose or strict COOL defined. This information must be supplied if the customer or item is strict. The COOL defaults from the item, or the customer item alias or item alias group overrides. See COOL Rules for more information.
Packed	The item pack description for the order.
Un	The item pack unit.
Ordered	The quantity ordered based on the ordering UOM or pack unit ordered
Price	The selling price, based on the invoicing unit of measure.
Shipped	This column displays the location ID and lot number for lotted items. The Shipped column has notes referring to the quantity and lots specified, if any, to be drawn from when the order was entered. If multiple lots were selected, the word "multiple" will appear in place of the lot number. The shipped column is used to monitor the status of each of the line items' quantities, locations, and lots assigned. The open purchase order number and location are used as the lot number for lotted items that have been committed to an open purchase order. Order line statuses are: Later – The unshipped quantity or quantity that will be shipped in the future. Over – The amount shipped in excess of the ordered quantity Short – The amount remaining when the quantity shipped is less than the quantity ordered, followed by the short ship reason ID Ship Later – Indicates that the quantity assigned to lots equals the quantity ordered but the order line has not been marked as "shipped" Ship Later PO – If the lot selected is an open purchase order, the status will be "ship later PO". Unspec – The quantity of lotted items that have been left open against a location that allows unspecified lot assignment PO – Indicates the amount shipped unspecified is against an open purchase order.

Security Required : Sales - Sales Orders