Sales Order with Vendor Information
SO-1033
Overview
This Extended Solution to the Sales Order, Accounts Payable and Accounts Receivable modules allows you to have either Purchase Address Information or Accounts Payable Information included in S/O and S/O Invoice entry. Optionally, you can elect to have A/P Invoices created during S/O entry. If the Purchase Address Information option is selected, then the A/P Purchase Address Maintenance entry of A/P Vendor Maintenance will be available to users who do not have the Purchase Order module installed.
This Extended Solution cannot be enabled if the Sales Order Shipping Data Entry feature has been enabled. Conversely, Shipping Data Entry cannot be enabled if this Extended Solution has been enabled.
Installation
Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped.
For detailed installation instructions, please refer to the Sage website at: http://support.sagesoftware.com/mas/extended_solutions/main.cfm Installing Your Extended Solutions under Windows
From a CD
If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions.
From the Sage FTP site
When your Extended Solution is ready to be downloaded, you will receive an email from ‘extendedsolutions.na@sage.com’ telling you that it is ready. The email will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions and a Shipping Manifest. If you have any problems with this order, please email extendedsolutions.na@sage.com and we will assist you during normal business hours.
Extended Solutions Control Center
Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available:
• Extended Solutions Manuals • Remove Extended Solutions • Unlock Extended Solutions • Merge Installation Files
• Extended Solutions Setup options Custom Office
If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution.
Setup
Once the disk is installed, you will need to access the Sales Order Setup menu option screen. After the option screens have been displayed, a Setup screen for this Extended Solution will appear. Check the ‘Enable Extended Solution’ box to activate this Extended Solution (Figure 1). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the ‘Manual’ button next to the ‘Enable Extended Solution’ check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above).
Figure 1
Answer the following prompts:
VENDOR NUMBERS REQUIRED ON SALES ORDERS: Checking this box will require the Vendor
PURCHASE ADDRESS OR ACCOUNTS PAYABLE: Answer ‘Purchase Address’ to include Purchase
Address information or ‘Accounts Payable’ to include Accounts Payable information. You cannot answer ‘Accounts Payable’ if you are using A/P Batch Processing.
CREATE A/PINVOICES DURING S/OENTRY: This box defaults to blank and can be checked
only if you answered ‘Accounts Payable’ to the above prompt. If you check this box, then instead of creating the A/P invoice during the Sales Journal Update, it will be created upon completion of the A/P invoice screen. The A/P invoice screen is then no longer maintainable but can be viewed.
IF YOU ARE USING IM-1068: REBATE PROCESSING
If you are using the Sage Software Extended Solution IM-1068: Rebate Processing and you answered ‘Accounts Payable’ to the ‘Purchase Address or Accounts Payable’ prompt, a third setup question will be presented: ‘REQUIRE NON-REBATE ITEMS TO EQUAL THE A/PINVOICE
AMOUNT.’ Check this box to require the Non-Rebate Items to equal the A/P Invoice Amount.
Answer ‘Warning’ to print warning message if they are out-of-balance but not to require them to be equal; leave it blank if you do not want to require the Non-Rebate Items to equal the A/P Invoice Amount and don’t want to be warned when they are out of balance.
Vendor Purchase Address Information Operation
By clicking the ‘More…’ button on existing Sales Orders and Sales Order Invoices (Figure 2), you will be presented with a new Vendor Information Entry screen (Figure 3). On new Sales Orders and S/O Invoices, you will be advanced automatically to the Vendor Information Entry screen before going to the Line Item Entry screen. The Vendor Number field has the Lookup option available and can be flagged (see Setup above) as a required screen. New Vendors can be added from this field. If the ‘Vendor Number Required’ box in Setup is blank, this field can be left blank.
Figure 3
The Location Code field also has the Lookup option available. There are several possible choices to be entered in the Location Code field:
• Enter an existing Location Code (with Lookup if desired) to fill the remaining fields with on file information.
• Leave the field blank to fill in the remaining fields with the default Vendor Address. • Enter a new Location Code to fill in the remaining fields with default Vendor Information
and then advance you to the Purchase Name field. Once all the new information has been entered, it will be saved under the new Location Code that you entered.
Depending on the options entered above, the following fields can be changed or maintained: Vendor Name, Purchase Name, Purchase Address 1, Purchase Address 2, City, State, Zip Code, Phone Number, Extension, Contact Name and Fax Number.
Vendor Number, Vendor Name, and A/P Purchase Address information can be included on Sales Orders, Picking Sheets and S/O Invoices, and new Vendors can be entered on the fly from Sales Order.
Vendor Accounts Payable Information Operation
By clicking the ‘More…’ button on existing Sales Orders and Sales Order Invoices (Figure 2), you will be presented with a new Vendor Accounts Payable Information screen (Figure 4). On new Sales Orders and S/O Invoices, you will be advanced automatically to the Vendor Accounts Payable Information screen before going to the Line Item Entry screen.
Figure 4
The Vendor Number field has the Lookup option available and can be flagged (see Setup above) as a required screen. New Vendors can be added from this field. If the ‘Vendor Number Required’ box in Setup is blank, this field can be left blank.
Upon entry of a valid Vendor Number you can enter the following data elements: Invoice Number, Invoice Date, Invoice Terms, Invoice Amount, Net Invoice Amount, Hold Payment Flag, Comment, Invoice Due Date, Discount Amount, Discount Due Date and Create A/P Invoice. No line distribution will be available from this screen, and the entire Invoice Amount will be posted to the default Vendor G/L Account.
The ‘Create A/P Invoice’ flag defaults to checked. If you uncheck the box, no A/P Invoice will be created for the data entered.
The S/O Sales Journal Update process has been enhanced to add the Vendor Number to the A/R Open Invoice file and to the A/R Invoice History header file. Upon update of the Sales Order Sales Journal, an Accounts Payable Invoice will be created automatically in the Invoice Data Entry Batch in Accounts Payable using the data that was entered via the Sales Order Invoice Data Entry. Once this A/P Invoice has been created, it can be edited or deleted, and the Invoice Register updated as with Accounts Payable procedures.
Vendor Maintenance
The ‘Purchase Address’ button will be available even if you do not have the Purchase Order module installed.
Forms
Non-Graphical Forms
You can maintain the new form fields for this Extended Solution by clicking the ‘Form…’ button. A window will pop up where you may select the form you would like to maintain (Figure 5). Select this Extended Solution to display the Form Maintenance screen (Figure 6).
Figure 5
The new fields that you activate with this Extended Solution will print in addition to any other fields that have been activated in FORM maintenance.
Graphical Forms
No changes have been made to the Crystal Reports Work Table files. If you have elected to use graphical forms in the modules’ Setup, the features of this Extended Solution that affect form printing will not be available.
Master Report/Visual Integrator
The files listed below have been added or changed in the Data Dictionary by this Extended Solution for Visual Integrator purposes.
New File: Field:
AP.PURCH (only used if P/O is not installed), All fields
SO.VEND_1 All Fields
SO.VEND_2. All Fields
AR.INVHISH #VENDOR_NUMBER
AR.OPEN #VENDOR_NUMBER
The Data Dictionary may contain other files and data fields that are not available without their corresponding Sage Software Extended Solutions installed.
Note: The Report Master module is not supported in MAS 200 SQL.
Crystal Reports and the ODBC Dictionary
The files listed below have been added or changed in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes.
File: Description Field:
AP_PA Vendor Purchase Address All Fields SO_PA Order Vendor Info All Fields SO_PB Invoice Vendor Info All Fields
AR4 Open Invoice Vendor Division
Vendor Number
ARN Inv History Header SO Vendor Number SO Vendor Division
Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed.
Helpful Hint
• You may see menu options during Form Maintenance that are not part of standard MAS 90 MAS 200 which are not mentioned here. These options are other Extended Solutions; ask your dealer for more information about them.
Upgrades and Compatibility
The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade.
Documentation
Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200.
Acknowledgments
© 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners.
