Use Sales Order Maintenance (7.1.1) to create a sales order, which includes three sections.
Tip
If you use sales quotes, Sales Quote Release to Order copies information from the quote into the new sales order. See “Releasing Sales Quotes” on page 50.
• Header. Contains the general terms of the order, as well as default values for line items.
• Line Item. Specifies a particular item being ordered, its order quantity, and price. Lists any exceptions to header information, such as a date or address that applies to only the line item and not the whole order.
• Trailer. Contains tax, shipping, and order status information for all line items.
Header
Some header elements, such as some date fields, Site, and Confirmed, become default values for the line items and can be changed during line item entry. Others, such as Sold To and Line Pricing, apply to the entire purchase order and cannot be changed on the line items. Major header fields include the following.
Fig. 4.2
Sales Order Maintenance (7.1.1)
Date Fields. The system calculates the Due Date by adding the Shipping Lead Time from the Sales Order Control File (7.1.24) to the Order Date. The system uses the Due Date for MRP and for
SALES ORDERS/INVOICES 59
You can also specify the Order Date, Required Date, and/or Promise Date. These dates are for reference only.
ÏSee User Guide
Volume 6: Master Files for more
information on sales order pricing.
Pricing Date defaults to one of the other four dates, based on SO Default Price Date in the Pricing Control File (1.10.1.24). This date is used in the search for effective price lists.
Line Pricing. Enter Yes to have the system price each line item as it is entered and then display the best price. If No, the system waits until all line items are entered, then prices the order. In either case, if the prices change because of quantity breaks, the system recalculates the price. This setting only affects new orders. If you are maintaining an existing order, this field has no effect.
Confirmed. When you release a sales quote to an order, Confirmed is set to Yes in the header and each line and cannot be modified. When you create a new sales order, Confirm defaults from Confirmed Orders in the Sales Order Control File and can be modified. The header value then defaults to the line items.
Enter Yes in the header to indicate a firm order. Firm orders can be allocated, consume forecast, and create demand for MRP. Enter No in the header to keep the order unconfirmed. Unconfirmed orders cannot be allocated and are not considered by MRP.
To confirm an order, run Sales Order Confirmation (7.1.5). To confirm by batch, set Auto Batch Confirmation to Yes in the Sales Order Control File (7.1.24).
In the line item section, the Confirmed field indicates the item’s status. If Yes, the system considers that line item firm. If No, the system does not consider it firm.
Manual. Enter a price list to have it included as a price list candidate when the system selects price lists to consider for this order. By specifying a manual price list, you are only marking it to be
considered. The system still determines the best price according to the rules and codes previously set up.
Fixed Price. Indicates whether the prices for items on this order are normally fixed or subject to batch updates due to inflation,
commodity repricing, or break quantities. If Yes, Sales Order Repricing does not update the line. Fixed Price from the customer ship-to Fixed Price setting, if it exists; otherwise, from the sold-to.
The header value of Fixed Price defaults to line items and can be changed on each line.
Reprice. Enter Yes to have the system reprice changed line items. It also reprices line items belonging to the same break category as an item code to which you make a change. If No, you can still reprice each line item individually in the order detail pop-up window. If Reprice is No on the order header and you enter a new line item, the system automatically reprices the new line.
Consume Forecast. Specifies whether the quantity ordered should consume available forecast. If Yes, the order consumes the forecast. If No, the order quantity is considered abnormal and is planned in addition to the forecast. The setting in the header defaults to the line items and can be changed.
Detail Alloc. Indicates whether the system should make detail allocations for this line. If No, the system makes general allocations. Value defaults from the Sales Order Control File and becomes default value for line items.
Allocate Days. Optionally, enter the number of calendar days until cutoff date for allocating sales orders items. Use to manually control allocations. In Sales Order Maintenance, Sales Order Manual Allocations, and Sales Order Auto Allocations, MFG/PRO only allocates inventory to line items due within this number of days.
Line Items
Enter line items in single or multiple entry format. Single entry lets you customize due dates, sites, tax statuses, and other information for each line item. Multiple entry lets you enter basic information such as item number, quantity, and price for several lines on a single screen. The default format is specified in the Sales Order Control File (7.1.24). Note Under some circumstances, additional pop-up windows may display during line item entry.
ÏSee page 199 for details.
• You are using MFG/PRO’s Enterprise Material Transfer (EMT) features. These pop-ups are described in Chapter 7.
ÏSee page 243 for details.
• You are entering a sales order for a configured item. These pop-ups are described in Chapter 8.
SALES ORDERS/INVOICES 61
ÏSee User Guide
Volume 8A: SSM.
• You are using MFG/PRO’s Service/Support Management (SSM) module and you enter a sales order for a service item that updates the installed base. Fig. 4.3 Sales Order Maintenance (7.1.1), Sales Order Line Frame
Location and Lot/Serial. Specify a location from which inventory is to be allocated. This is detail allocation—you allocate specific
inventory to fill the order. Use Lot/Serial to specify detailed information. If left blank, the system allocates inventory from the item’s default site/location. This is general allocation.
Qty Allocated. The quantity allocated to this order line. You can change this quantity.
Qty Picked. The quantity printed on a picklist for this line item. When a picklist prints, the system updates the quantity picked, ensuring that the same quantity is not printed again on the next picklist printed for this order.
Qty Shipped. A system-maintained field recording the total quantity shipped against this order line item.
Qty to Invoice. Displays how much has already been shipped on this order. When invoices print, quantity to invoice is multiplied by net price to determine invoice amount. The total of the Allocated, Picked, and Shipped fields shows how much remains to be invoiced.
ÏSee “Type” on page 21.
Type. The type of item on this line. This is similar to the Type field in Purchase Order Maintenance.
Trailer
The trailer section contains financial information for the entire order. Major fields include the following.
Fig. 4.4
Sales Order Maintenance (7.1.1), Trailer Frame
Taxes. Enter U.S. taxes with up to three tax percentages for city, county, and state of the ship-to. Value added tax (VAT) is not shown on orders. Canadian purchase orders have one tax (PST) applicable to the city and province of the ship-to.
If you use MFG/PRO’s Global Tax Management (GTM), you can record additional tax information using the View/Edit Tax Detail, which lets you review and change tax amounts.
Revision. A manually entered revision level of the sales order. Each time an order is changed, you may want to increase the number by 1. You may also want to add comments describing the change and reasons for making it. A new copy of the order can be printed to document the change.
EDI PO Ack. If you are using the Electronic Data Interchange module, this flag controls whether the sales order is processed by PO Ack Export or PO Ack Export Audit Report. Default is set from the EDI PO Ack field in Trading Partner Parameters Maintenance. Amount Prepaid. The amount of prepayment applied to this sales order. The amount does not update the GL or customer account balance. Note that a separate cash payment entry must be made to record the payment in Accounts Payable. This can be done by recording a manual non-AP check. A credit voucher should also be
SALES ORDERS/INVOICES 63
entered to track the prepayment amount. The credit voucher can be placed on hold and released later when the invoice is received. FOB Point. Free on Board. Identifies where title passes to the buyer and often is used to indicate who pays shipping charges.
Ship Via. Default carrier name set up in Supplier Maintenance (2.3.1), which identifies the preferred carrier for a supplier’s orders. This value can be overridden.