Configuring the Sales Order
In order for the Sales Order option to function effectively, the following system options, user options, and tables need to be established:
Sales Options control the behavior of the features and functionality of sales order entry, inventory availability calculations, price setting, and sales reporting. It allows users to set delayed order pricing, or access customer record maintenance from Sales Orders. Cost checking is used to check the selling price on an order against the item's current or standard cost, multiplied by the user assigned profit percentage tolerance for the item. The system can be set to issue a warning or prevent the price from being entered if the price is too low. Sales Options also establishes which transactions to include in the available inventory calculations. Use the Forms command option to access the Forms designer for customizing customer price sheets. Lot assignment can be set to automatically tag the first available lot when the sales order line is entered, when the sales order is finished, or when pick lists are printed from Shipping Papers.
Shipping Options control many of the features used in the Shipping and Dispatching functions; it also affects how the Shipping and Dispatching functions interact within sales orders. The SO or sales order setting in Shipping Options assigns which features are going to be used during the sales order process and which optional fields print on the unshipped and shipped sales order, bill of lading, and invoice. The types of shipping forms to be used are controlled in the Forms designer. Customized shipping labeling can be entered system-wide or for each customer or item and can be generated from the sales order or from Shipping Papers if Labels are turned on in Shipping Options.
Purchasing Options enable users to create purchase order requests to notify the buyer that there is not enough inventory currently available or production requests to inform the production depatment that production needs to be scheduled for this item.
Receivables Options settings determine how a customer's credit is managed during the sales order process by setting customer credit checking to prevent shipments when credit limits are exceeded or payment on invoices are past due, or, by simply displaying a warning that the customer is outside of your credit policies for customer credit.
Ledger Options control how sales accruals or price exceptions will be applied to the sales order and whether or not commissions are to be paid to sales reps and brokers.
EDI Trading Partners and EDI Partner Transactions are used to create the business partners and transaction type used for EDI processing.
System Options is used to configure the system to send sales orders and other related forms to the parties on the transaction via email.
User Options control which shipping and dispatching functions will be used for each user during the sales order process. These settings override the system setting for all options that are set to Y (Y=Yes) in Shipping Options. By limiting each user to certain features, time and effort can be reduced. The shipping paperwork and labels needed to prepare the sales order for shipment is controlled by the person who is responsible for them. The fields and how they are displayed in the sales order header, whether the Print command option is visible when finishing a sales order, item entry method, and field display are also controlled by User Options.
User Printing controls which printer prompts are assigned to the user. User Printing can be used to set up default printers for the various sales order forms and labels.
User Security controls which sales order, shipping, dispatching, invoicing, price setting, sales reports, and inquiries the user can access.
Customer Maintenance provides users the capability to enter a shipping and billing address for each customer. For chain stores, multiple shipping addresses may be linked to one central or corporate billing address. Users may also assign a sales rep, broker, price class, customer class, chain, region, route, and carrier to each customer. Customer status can be set to inactive, which totally prevents order entry for that customer. The system-wide default shipping labels overrides, the order guide, and country of origin profiles are assigned by the customer.
Item Maintenance gives users the ability to define which items appear in selection windows by designating them as "saleable" or not. By defining decimals, item prices, and item costs can be set to display up to four decimal places. With Tally Weights, multiple catch weights for a single line item can be entered. If an item is designated as "lotted", the item's location, lot, and slot, and information must be assigned. If an item is individually-lot costed, selection of a specific lot for shipping is necessary. In addition, the ability to set stocking, selling, invoicing, buying units, and pack designations are located in this section. The country of origin configuration is done at the item level.
Settings for each location control whether the location is saleable, whether open sales orders can be committed to open purchase orders expected to be received into the location, whether lots must be specified for the location, whether lots can be auto tagged, and whether sales reps can assign lots during sales order entry.
The Set Selling Price and Pricing Exceptions options allow users to create up to eight customized base prices for groups of customers and apply pricing exceptions or overrides by price class, item, and/or customer. The items that appear on a customer price sheet are configured in Price Sheet Setup. Order Guides can be set up by customer, to quickly enter the sales order based on only the items on a customer's price sheet.
Item Alias and Item Alias Groups are used to defined customer specific item ID's names, pack units, and COOL identities. They are also used to map your item code the to the customer’s code in EDI Order Processing.
Customer Ship-To is used to assign a one-time shipping address or customer shipping address override for the sale order.
The Trace reporting XML Import Trace Document can be created and sent when the sales order is shipped, made ready or the invoice is kept See Interface Options and Trace Overview for more information.