Sales Orders/Orders
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SALES ORDERS [REQUIRES MAJOR REVISION]
- New Sales Order
- From Sales Orders
- From A/R Client Card
- Edit an existing order
- Add items
- Remove items
- Viewing an order
- From Sales Orders
- From Client Record
- Approve/Deny an order
You can enter the Sales Orders application by clicking its icon at the top of any screen. This will bring you to the main Sales Orders screen as shown below.
Figure 8-3 The Sales Order icon from the menu bar
Figure 8-4 The main Sales Orders screen showing three sections
The Orders section in pERP (also called Sales Orders) is part of the Sales Orders Application that will allow Customer Service Reps to enter orders. pERP was basically built for a manufacturing (wholesale) business so these documents may refer to dealers, customers, or clients interchangeably.
The figure below shows the Sales Order screen from a test version of pERP. Yours may not look exactly like the illustration.
Figure 8-18 A sales order screen with one order in it.
This screen allows users to view and perhaps work with sales orders. If you have sufficient access, you may be able to
- Create new orders
- Edit existing orders
- Ship an order out
- Cancel an order
- Invoice an order
The top part is the Search Bar. You would use this to filter the sales orders so that fewer items are shown on the screen or to find a particular order.
If an order you're looking for is not showing, check the Status setting on the search bar.
NEW SALES ORDER
There are two ways to enter a new sales order. You may find one or the other works better for you.
- From the Sales Orders application
- From within the Client Card (in the Accounts Receivable application)
1. FROM THE SALES ORDERS APPLICATION
Sales Orders > Sales Orders > New Sales Order
If you are allowed to create new sales orders on behalf of customers, you will see a Create New Order button at the bottom left of the Sales Orders screen as shown in Fig. 8-16. Clicking that button will open the screen shown below.
Figure 8-19 The New Sales Order screen, top half, for client information.
2. FROM THE ACCOUNTS RECEIVABLE APPLICATION CLIENT CARD
A/R > Clients > Specific Client > Orders Tab > New Order
Figure 8-20 The New Sales Order Screen, top half, with client info filled in.
A new sales order is basically done in two parts. The top half is for customer information, which must be filled and saved before you can enter products in the bottom half (order information). Notice that if you start from the Client Orders Tab, some of the information is already done. Otherwise, it's the same form.
The colored bars at the top are warning notices. They are helpful and tell you what is missing and needs to be completed.
Looking at the fields in the figure above, we have on the left side:
Sales Order Number - this will be set automatically when you save the order; you have the option of overwriting this field, but should generally leave it alone. Client - this is the Bill To location. If you have started from within the client card, this field will be filled in automatically. Otherwise, you can click or tab into this field and select the client using one of these methods
- type in a part of the client name and select from the resulting filtered list
- type the backspace key then click on the correct name from the client list if it is showing.
Client Account - As above, type part of the account name, or hit backspace for a list and select the correct account. Most clients will have only a single account, but if there is more than one (Sales and Parts, for example), select the correct account from the list Contact - A contact name from the address book should auto fill when you select a client. If you started in the client card, this should be filled. If not, there may not be completed address link for the customer. See the A/R manual. Order Date - the default is Today but you can override it. Estimated Ship Date - as above - there are two fields for hours : minutes as well. Currency - this should show the default for the client. Please check that it is correct. This can be overridden if necessary (for example, a drop shipment to another country). The Tax Status for that customer is not shown on the screen but will also be set to the default for that customer; it will be shown in the Invoice. Comments - a text field that can contain up to 255 characters. While the cursor is in this field, pressing Enter/Return will move the cursor to another line (normally, pressing Enter/Return is the same as clicking Save).
And on the right side: Client Reference Number - here you would enter the customer's PO number, for example. Created by - the system should automatically fill this with your name as CSR, plus the date and time the order is started. Our Contact - the default is the user. The drop-down list should contain all of our employees (it may not be filtering correctly or completed properly at this time) so you could select a factory sales rep, territory manager, etc. as appropriate Client Branch - this is the branch for the order. For most clients, there is only one branch, but for Oakville Group which has central ordering for several stores, you need to specify. You can click or tab into this field and select a client branch using one of these methods:
- type in a part of the client name and select from the resulting filtered list
- type the backspace key then click on the correct name from the client list if it is showing.
Ship To - this links to the Ship To from the Addressbook entry for this client. It should auto fill with a link when you select a client branch.
I don't see a Bill To or Ship To address, just a link. Is this a bug? No. In order to simplify the screen, only the links are shown. The full address information is shown in the Invoice and Shipping screens
Payment Terms - again, an auto fill with the default for this client. Please check carefully. If necessary, check under A/R > Client Branches and look at the client branch to see what is there and adjust if required.
Approval - This shows who is set to approve the order. At present, no approval is required so this field contains the name of the user. In other words, you approve all your own orders.
If items that are supposed to auto fill from the Addressbook (Contact, Ship To) do not, or contain incorrect information, check the Client Links tab for a correct link (see Accounts Receivable manual) and check that all information is in the Address card for that client and location.
Figure 8-21 A sales order, showing the completed client section.
NOTE: Attempting to save at this point will give the error messages shown above. pERP is designed not to keep empty orders - there must be at least one product ordered.
ADDING PARTS TO AN ORDER
This process is the same regardless of whether you started the order from the Client Orders Tab or from the Sales Orders application.
Figure 8-22 The bottom of the New Sales Order screen, where you enter items ordered.
To add parts to the order, work from left to right.
Item Code - you can click or tab into this field and select a product using one of the methods mentioned above.
- BEST WAY: type in a part of the product description and select from the resulting filtered list
- type the backspace key then click on the correct item if it is showing.
Figure 8-23 At right, the user has typed the first two letters of "ozone", bringing up a more limited list.
Figure 8-24 The user has hit backspace in the Item Code field, showing a drop-down list. Easier to type a part of the description into this field, then select from the filtered list, as shown in the previous figure.
Description - This should auto fill after you select the SKU and click Save. Simply pass over it unless you want to override the default. Quantity - you will fill in the number of this item that the customer has ordered. Depending on what is ordered, other dialogs may come up [Elaborate?] Unit Price - Again, when you click save this will auto fill with the default price for this customer, depending on what price lists are set for him. You can override this, to give a special discount or even a penalty.
To set the pricing level(s) for a customer, see A/R: Clients
For overriding prices, see PRICE OVERRIDES below.
NOTE: If you are not seeing correct pricing on your order, you might want to check that the customer is set to the proper price list(s). Fixing the problem will be easier and faster in the long run than constant overrides.
NOTE: Future versions of pERP may be able to report to you immediately whether there is sufficient stock on hand to fill each order item. You'll be able to let the dealer know right away. This may not be feasible until we have the Inventory section completely up and running.
The next figure shows this section of the screen after a couple of items have been entered.
Figure 8-25 Two items have been entered on the customer order.
At this point, you can
- set options if the ordered item has some [NOTE: this opens in a popup, so be sure pop-ups are turned on in your web browser. If you do not allow the popup, your order line will not be entered and you may not receive a warning message]
- add more items,
- edit the quantity of an item already entered,
- set or change the Ship From field, or
- override a price already entered.
See the section Price Overrides below.
Once the order is entered and complete, click Save (and you can also click save at any time, such as after each item, and continue to work) and then click Cancel to exit the order.
After an order has been created, you will see it in the Sales Order list.
Figure 8-26 The newly created Sales Order is now in the list.
Depending on your level of access, you may see any or all of the icons shown in the legend at the bottom right of the SO List screen. In the example above, the user can Edit, Cancel, or Invoice the order.
VIEW A SALES ORDER
Most users will have sufficient access to view a sales order. This can be done by either
- Clicking the Sales Order number in the leftmost column
- Clicking the View icon in the Actions column at the right of the screen
EDIT A SALES ORDER
If you can see the Edit icon, you will have access to view and edit the sales order. NOTE: Because Sales Orders do not require approval, they are not locked, and can be edited at any time. This allows the CSR to add to an order, revise it, remove items, etc. right up to the time for invoicing.
Tip: To remove an item from an order, click the [X] icon to the right of the line.
Figure 8-27 Click the [x] to delete the line.
TIP: Don't forget to save your edits!
For manufactured products, it is sometimes necessary to change options. Using a hot tub as an example, the customer may change his mind about a redwood cabinet and want grey instead. This can't be done from the Sales Order. If the change is permitted, must be done in the Work Order [link needed] and will be back-referenced to the Sales Order. See Manufacturing > Work Orders for further details.
APPROVE/DENY A SALES ORDER
In our present practice, an approval is not required for a sales order. This means that sales orders remain open and can be edited (normally, approval locks an order so that it can no longer be changed)
By the same token, a Sales Order can be cancelled, but cannot be disapproved or Denied.
Reversing a Sales Order
I have a situation here where a dealer was going to take some products and then decided to not take them. Unfortunately they have been invoiced and the work orders I need to move to another dealer are locked up on the sales order because it has been invoiced. Work orders 271, 283 and 403 need to be moved back into inventory so I can attach them to Dealer B as they are under Dealer A and invoiced under invoice 00138 and are currently unavailable.
We can do a credit invoice but that will not help to release the products to move to another dealer. How can this be done as it is a situation where it needs to happen. One of those unusual circumstances that don't happen very often.
Please advise on how to move to another dealer.
It would have been much easier if they had been told it was too late. pERP thinks the Sales Order is invoiced (which it is) and keeps the products off the list of things to invoice. Here's what you have to do:
- Increase the quantity for each Sales Order line you want to get rid of to 2.
- Save the Sales Order
- Invoice the Sales Order. It should have the lines you want to remove.
- Change the quantity from 1 to -1. This is your credit invoice.
- Post the invoice.
- Edit the Sales Order line, set the quantity to 0.
- Clear the work order line.
- Save the Sales Order.
That should free the work order, clear the sales order, and credit them for the invoice.
Alternatively, you can try changing the quantity of the Sales Order line from 1 to 0 instead of 2, but I'm not sure if that will work.
