Once the customer is selected the customers credit information will be displayed, If the credit limit background is red this means that the customer is over the credit limit or has unpaid invoices beyond their terms. The user must have the security setting User/Customers/Can See Customer Credit Info.

Order Details -The choices for types of order are:

  • Sales – This is a regular sales order that will commit product immediately to the customer
  • Booking – Does not commit inventory and is used for future orders that can be committed once the due date has been reached
  • Standing – These are used for repeat orders. Once invoiced the order stays behind to be invoiced at the next pre-determind cycle
  • Quote – Used to send a quotation to a customer. It does not commit inventory until the user releases it to a sales order
  • RMA – Used for ‘Return Material Authorization’ and can use a different numbering sequence from regular sales orders
  • Work – Use for service type orders that can have a separate sequence number that sales

PO Number – Adds the customers PO number and if the customer is set to ‘Require PO’ in their profile then the user will be warned that a Purchase Order number is required. The order can then be saved without a PO but cannot be processed, shipped or invoiced until a PO number has been entered.

Ref No – The user can enter a reference to another document if required

Salesperson – The salesperson can be entered if the sale is to be tracked. There is a company setting, that if turned on, the salesperson must be added to the order before saving it. If the customer has a salesperson attached to their record it will populate this field with the salesperson as you add the customer to the order. There is another company setting available that will populate the order with the user code if it matches the salespersons code. Users need security to be able to change the salesperson code on an order.

Territory – The territory can be entered if the sale is to be tracked. There is a company setting, that if turned on, the territory must be added to the order before saving it. If the customer has a territory attached it will populate this field with the salesperson as you add the customer to the order.

Ship to – Users can select from any shipto attached to the customer. When using the lookup the user can click on ‘All Addresses’ and they will be able to select any customer in case the order needs to be drop shipped elsewhere.

Ship Via – Select from any shipping carrier that has been previously set up in Edit/Ship Via. The user can also free type in the ship via description field if using a miscellaneous shipper.

FOB – Free On Board is a term in international commercial law specifying at what point the seller transfers ownership of the goods to the buyer. Many companies use this field for other data they want on the order instead of FOB.

Contact – This area is for adding the contact of the person that gave you the order. You can free type in the name, Phone, Fax and email. You can also use the lookup to select the contact information for any of the customers main or shipto contacts even if the shipto is not on this order.

Order date – Usually the day that you created the order but it can be edited to any date.

Required Date – The date that the customer want the goods. This is useful on the sales order list because the user can sort by this date column to see what needs to be shipped today.

Invoice date – This is the date that the order needs to be invoiced. The user can be set to:

  • Always Current date – means that today’s date will get added as soon as the user invoices the order
  • Current Data unless Invoice date is filled – Means the user can add a date but if they do not it will use today’s date
  • Always ask for date if not filled in – Means the user must enter an invoice date

Repeat – This option is available for standing orders. The user can select from daily, weekly, monthly, yearly or custom. If custom is selected they can choose any non standard repeat cycle using one of the calendar options as a start. When a standing order gets invoiced the invoice date will automatically be advanced by the repeat cycle. The user can set a filter on the sales order list for all standing orders due this week and simply highlight all of them and print or email invoices to the customer.

Phase – Custom phases can be added to a sales order. Preset phases can be set up under Edit/Phases or on the sales order phase lookup dialog. Each phase is given a code, a description, a report template and a next phase. If a report template is added to a phase and the order is moved to that phase, any report that has that template name will be presented for printing. The next phase needed is triggered when the user clicks the ‘Next Phase’ button on the sales order list, or from inside an order and then the order will be moved to the ‘Next Phase’. This feature is very useful for user that need their order to go through a custom set of procedures.

Was this helpful?

Yes No
You indicated this topic was not helpful to you ...
Could you please leave a comment telling us why? Thank you!
Thanks for your feedback.