Sales Order Menu Sales Order Search Debtors Module> Activity> Sales Order Video training manual 2016 -  Click Here Sales  Order processing occurs after receipt of a sales order from a customer. Buttons defined Search Search for an existing sales Order Add Add a new Sales Order Edit edit an existing sale Order Cancel Cancel a sales order Close Close a sales Order Create reminder Create a reminder for the sales order Create Stock request create a stock request Actions This button opens up action items that can authorize, unauthorize, confirm, confirm quantity, process a sales order Print/Export print sales order - or export sales order details to excel. Search options Customer Name Allows a user to search by customer and the system will pull only the sales order for that selected customer Date From Select the date from which the sales order will be functional from Sales Order Number Search by selecting the sales order number Sales Rep Search by selecting the sales Rep from the drop-Down Menu Date to Search by selecting the date to Custom Fields Tab   Contract / Expand Tab Search by Selecting from the category from the drop down arrow   Import Document Import Template Approvals Import Back Orders Import / Export Keyboard quick keys Quick keys help access functions using the keyboard Used with Alt + Letter S earch Alt + s Search for Quotes A dd Alt + a Add a new Quote E dit Alt + e Edits the Quote that is highlighted C lone Alt + c Clone the highlighted Quote Create  R eminder Alt + r Creates a reminder to highlighted Quote Create Stock Re q uest Alt + q Opens the dialog window for Stock Request Pr o cess Alt + o Process Sales Order P rint Sales Order Alt + p Print Sales Order Expa n d / Co n tract Alt + n Expands / Contracts the header section of the window Close / Cance l Alt + l Focus on the Close / Cancel split button Tab Basic Search Alt + 1 Basic Search Tab Custom Search Alt + 2 Custom Search   Add Sales Order Detail Tab Debtors Module> Activity> Sales Order The Sales Orders screen will open To search for existing Sales Orders, select your search criteria and click search  Search criteria can be sales order description, order number, customer name, etc Select a date range To create a new Sales Order, Click the Add Button as shown below After clicking Add the screen below will appear Add information below so that the greyed-out buttons can appear: Select the customer/ debtor you are creating a sales order for, from the drop-down menu.  Select the sales rep on the drop-down selection, if applicable Update dates if necessary Add description and reference Add order number, if applicable Then, once you are done adding all relevant information click Save and all the greyed-out buttons will be opened as shown Add Line Items You can only add a line item after adding all the necessary information needed on the sales order details tab and all greyed buttons have been greyed out To add line items click on the middle Add Button shown below Then the screen below will appear Select the item you wish to create a sales order for on the drop-down selection You can also search for the item by using part of the code or the name of the item You can change the description to match what you want to see on a sales order or leave it as it is Enter the quantity or how many items you creating a sales order for Make sure pricing is correct Select a relevant warehouse if you have multiple warehouses Select the correct VAT Type Click Save & Close if capturing numerous line items  Click Save & Close if capturing a single line item Once done  All line items will appear on the grid below After capturing you can send it to a relevant person to authorize the SO Once a PO is authorized you can confirm it so the warehouse staff can confirm the quantity and start picking stock Sales order Printing Options After clicking confirm the printing options will pop up below: Click here to see a manual on how to confirm sales order quantity Keyboard quick keys for Sales Order Detail Quick keys help access functions using the keyboard Used with Alt + Letter Attachmen t Alt + t Opens the Attachment window M emo Alt + m Opens the Memo window Create  R eminder Alt + r Opens the Reminder window Send Ema i l Confirmation Alt + i Sends an email to the contact person on Confirmation of Sales Order Order Histor y Alt + o Opens the Order History window F unctions Alt + f Focus on the Function split button S ave Alt + s Saves the sales order C lose Alt + c Closes the sales order window P rint SO Alt + p Print the Sales Order A u thorize SO Alt + u Authorize the Sales Order Co n firm SO Alt + n Confirm the Sales Order Pr o cess SO Alt + o Process the Sales Order T  &  Cs Alt + & Opens the Terms and Conditions window Vie w  Quote Alt + w Opens the associated quote for viewing (if applicable) Re v ert SO Alt + v Resets the Sales Order to Preparation Status A dd Alt + a Opens a New Sales Order Line Detail window E dit Alt + e Opens the Sales Order Line Detail window for the selected sales order line  D elete Alt + d Deletes the selected line from the sales order Q uick Add Alt + q Opens the quick add window to add a sales order line to the sales order B arcode Alt + b Opens the Barcode window to add an item using barcode scanning Attachment Button Alt + 0 Focus on the Attachment button Tab Sales Order Detail Alt + 1 Sets the tab notebook to the Sales Order Detail tab Alt + 2 Pressing Alt + 2 repeatedly will step through the various tabs in the tabnotebook Keyboard quick keys for Sales Order Line Item Detail Quick keys help access functions using the keyboard Used with Alt + Letter Inventory  O verview Alt + o Opens the Inventory Overview window View  I mage Alt + i Opens the View Image window T ask Link Alt + t Opens the Special Item window C lose Alt + c Closes the Sales Order window R eminder Alt + r Opens the Reminder window F unctions Alt + f Focus on the Function split button Save &  N ew Alt + n Saves the Sales Order Item Detail window and opens a new SO Item window Sa v e & Close Alt + v Saves the Sales Order Item Detail window and then closes the window U pdate Cost Alt + u Updates the cost of the selected item to the latest cost price Reca l culate Item Alt + l Recalculates the Sales Order Item's values Mark-Up %, Costs etc. Inventory Overview Alt + 0 Focus on the Inventory Over button Tab Quote Item Detail Alt + 1 Sets the tab notebook to the Quote Item Detail tab Alt + 2 Pressing Alt + 2 repeatedly will step through the various tabs in the tab notebook Advanced Add Sales Order Adding a new Sales order Click on Add button to add a new sales order Sales order window Sales Order Choose The Debtor by entering a customer Code Detail Tab Short Details Short Details Of the sales Order Item Reference Give it A Reference Order Number Enter an Order Number Sales Rep Select a Sales Rep Address Tab Extras  Tab   Details Add Extra Details Regarding this Sales Order TrackIt Item Link  a trackit item to this sales Order Job  Number Add t his sales Order to A job Print Custom fields Add a Tick If you want the Custom Field to reflect when printing The Sales Order Sales Order Lines Details tab Category select the category from the drop down arrow Item Code to select an item code by hitting enter or using the”? “Long search button Item Description comes up when the code is selected but can be edited Order quantity quantity of Items Needed Reserve Quantity this is the allocated quantity Company: Selling Including Vat If the Selling price including vat is not ticked The Selling Including Vat will Be Greyed Out Company: Authorise  Sales Order Changes The sales order Status to Authorized   Unauthorize Sales Order Reverts the Authorized Sales order back to preparation Stage   Change Warehouse The change warehouse allows the user to change the warehouse selected on the items  lines to another warehouse that has the stock available .     Commission line item percentage update Commission line item percentage will be updated to documents at the time it adds the line. There is a new field on each document line to handle the line percentage. All documents to contain this line percentage Quote Sales Order Invoice Credit Note When promoting the document, the original percentage will be copied between the documents. When the Sales order is promoted from Sales order to commercial invoice, the percentage will be worked out on the percentage saved on the line. If the commission line is blank, then the commission % will be gotten from the item line Import sales order items Debtors>Activity>  S ales Order> Import Items I mporting items in the system is the quickest way to bring in large data at once  and this can be done for a sales order items Click on Import items Select your file to upload Import and close.     The file to be imported must be in a CSV format. Click on the Select Files… button to open the navigate window allowing the user to navigate to the file to be imported. Once the desired file has been located either double click on the file or click the Open button. Now click on the Upload button. If the upload was successful a window will appear confirming that the upload was successful. Click Ok. The Import button now becomes enabled allowing the user to click on the Import button to import the file. An Import Report will open displaying any errors in the import or displaying the successful sales order items import. Please  Note:  All successful records will be imported, and errors will be skipped.  The column headings can be left in the import file providing that the heading is as per the sample below. Confirmation Type The 3 types to be used are: Confirmation Invoice Invoice & Process Import File Layout No. Heading Value 1 ItemCode PEN001 2 Description Red Pen 3 OrderQTY 2 4 ReserveQty 0 5 ConfirmationType Confirmation 6 SellingExVAT 100 7 CostExVAT 75 8 Warehouse Master 9 LineDiscount   10 LineRef   11 Notes   12 ItemGroup   13 Points 15   Buttons Defined Create Stock Request Debtors>Activity>  Edit  Sales Orde r     Storeman > Select your name from the Drop down List Add date required by And Click Continue The three options in the dropdown, Request for Purchase Order Request for Quote Request Create Job Picking Slip are simply a suggestion from the Stock Request originator to the recipient of what action must be taken when processing the Stock Request.   Sales order default settings Sales Order  Process Date S etup Video training manual 201 9  -  Click Here Set up the sales order process date, that is either current or by a sales order date . When you process the sales order, it will either select the sales order date or make it current. By default the system will choose current date.   Sales Order Bypass WIP and Reserve stock This function disables stock WIP movements and reserve stock. New tick box on Sales order WARNING: Activating this tick will not reserve stock and does not check for stock. Full sales order will be moved to invoice, no part sales orders used No part sales orders are allowed if Bypass WIP is active Sales order warning Sales order lines disabled Sales Order Confirmation Individual confirms are disable if the Bypass WIP is on Double click or Confirm Qty will show up a warning to say that this sales order has been marked for Bypass WIP, therefore only confirm All will work. These items are disabled if the Bypass tick is on Scan Tab is disabled ScanSKU is disabled Confirm Scan disabled Confirm All works and will confirm all the items, whether there is stock or not. The reason for this is because no stock movements take place for WIP and no stock is reserved. Only Confirm All and Un-confirm All is available Confirm All ignores quantity on hand as it is not moving any items to WIP or reserving items Processing a Bypass WIP sales order Invoice This moves the sales order to invoice but does not reserve anything in the invoice WIP or moves anything out of sales order WIP as it did not have anything reserved in sales order WIP   This does the same function as the Sales order to invoice release WIP Invoice and Process Processes the invoice but does not take anything out of sales order WIP or invoice WIP it will run like a normal invoice taking stock out of one hand Invoice and Payment Processes the invoice but does not take anything out of sales order WIP or invoice WIP it will run like a normal invoice taking stock out of one hand Serial Number Import (Sales Order Confirm) When picking large orders leaving from CSN, serials can be picked using this import. An example XML file is attached. See attached video.  Click Here Debtors Module > Activity > Sales Order Confirm Find the sales order you are wanting to import serial numbers for Double click to open the sales order Click Start to begin your picking. You won’t be able to import serial numbers until you have clicked Start . Click the " Functions " drop-down menu Click on " Serial Import/Export " A window will appear allowing you to export a template that can be used for the import. Click on " Template " this will download an excel file Enter the serial numbers into the spreadsheet, with each item listed on a separate line as shown below. Save the file to your computer. Go back to the " Serial Number Import/Export " Screen Click " Select File " Find the file you have saved. " Double Click " the file or click " Open " You should get a Successful Import Click " Verify " You should again get a successful for verification Click " Import " You should then get a Successful for Import.  Click " Close " You can go check to make sure by clicking the " Show Lines " button  You will see the " Received Qty " values update.