Sales Order Maintenance

Document path Reference Contents > Sales Order > Sales Order Maintenance

Sales Order Maintenance - Customer and Terms pane

For an Introduction to Sales Orders see the Sales Orders Menu.

Button

Action

Revert to Saved

To revert any changes to the previously saved version.

Save as Shown

To save the changes you have made to the data file.

The window has four tab panes.

Customer and Terms

Addresses

Line Items Details

Dispatch or Cash Order

Customer and Terms

This pane shows the order or quote customer, references and payment terms.

Field

Description

Customer Code

Sales Order Header. Customer code. {SOHFILE.SOHCUSC char 6}

You can apply the optSOShowCusComment user option. This provides a pop-up window that will display the selected customer's comments text when new documents are created. If set to 1, all customer comments are displayed. If set to START,END the program will seach for a text contained within the START and END markers (which can be any alphanumeric strings. If only ,END is specified, all text up to the END marker is displayed, if only START is specified, all test from the START marker is displayed. Being a user-level option, multiple aide-memoires can be provided for different users or groups.

Customer Name

Customers. Customer company name. {CUSFILE.CUSCNAM char national 40}

Sales Order Number

Sales Order Header. Sales order number (user's not customer's). {SOHFILE.SOHSONO char 6}

Sales Order Numbers are automatically generated from the Manager Serial Number Log. Quotations are simply un-confirmed Sales Orders and therefore use the same number system.

Confirmed as Sales Order

Sales Order Header. Order released flag. {SOHFILE.SOHRELF boolean}

This flag field determines whether the Sales Order is confirmed (checked) or remains a Quotation (un-checked). Once released it cannot be returned to a Quotation if any dispatch has taken place.

Customer Reference

Sales Order Header. Customer order reference. {SOHFILE.SOHCREF char national 20}

Tip TIP: The optSOCrefCheck option can be applied. If set to 1, a check is made for SOs and Jobs that the customer reference is unique for that customer in current open documents. If not a warning is given. If set to 2, dispatched sales history is also tested.

Dispatch order complete

Sales Order Header. Dispatch Complete Order only flag. {SOHFILE.SOHBOND boolean}

This checkbox option controls whether the Sales Order can be dispatched to the customer in multiple dispatches, with multiple Invoices. If checked, the Sales Order can only be dispatched if all items in full are dispatched in one go. However, in this circumstance items can still be Bonded, i.e. removed from physical stock and kept aside in bond until dispatch to the customer of all items is possible.

Additional Reference

Sales Order Header. Additional user order entry reference. {SOHFILE.SOHAREF char 6}

Marketing project code

Sales Order Header. Marketing project code, default from CUSMKTP (IDXID = con('0',SOHMKTP)). {SOHFILE.SOHMKTP char 4 Idx} See the Marketing Data Maintenance window help for more details of Marketing Project codes and their use.

Marketing project description

Index and Other Codes. Index code, scrap reason, QA test or Incoterm description. {IDXFILE.IDXDESC char 255}

Show

Lists the available marketing codes set up the File -- System Manager -- Index Codes. Double-click on a listed code to enter that value.

No invoice on dispatch

Sales Order Header. No invoice on dispatch. {SOHFILE.SOHNINV boolean}

If this check box is checked no Invoice, as such, will be created at the time of Dispatch confirmation. A Dispatch Note will be created and all invoice line item records (sales history) will be created. However, for the dispatch transaction to be Invoiced an action must be undertaken under the Process -- Dispatch -- View Un-invoiced Dispatches menu item. A customer can be set to Default No Invoice on Dispatch.

Tip TIP: This feature is particularly useful when you have contract arrangements for monthly invoicing for a customer.

Tip TIP: This feature is also useful if you want to dispatch goods before an accounting period end and invoice them in the following accounting period. In this case care must be taken not to infringe accounting rules and legislation, as no accounting record is made of the dispatch when stocks are reduced. The dispatch is, in effect, in accounting limbo. However, valuation reporting of un-invoiced dispatches is provided.

Quotation Date

Sales Order Header. Date of quotation. {SOHFILE.SOHDAQO date date1980}

This is normally the date you create the Quotation. However you can freely change the date while the document remains a Quotation.

Quotation Validity

Sales Order Header. Quotation validity date. {SOHFILE.SOHQVAD date date1980}

This is normally the calculated from the quotation date plus the default quotation validity days entered in the Company Details. However, after modification of the quotation date you can freely change the validity date while the document remains a Quotation. This date value appears on quotation documents but is most useful in a Workgroup Check.

Order Date

Sales Order Header. Date order entered into the system. {SOHFILE.SOHDATE date date1980}

This is the date automatically recorded by the system when a Quotation is confirmed as a Sales Order.

Payment Days

Sales Order Header. Payment-due days (normal calendar). {SOHFILE.SOHPDAY number 0dpShortnum}

The normal calendar days the customer is given to pay the invoice for a dispatch. The default payment days are those for the customer, or if the customer field is zero, the days in the System Manager Company Details are applied. However, the value can be edited to provide for unique terms for a specific order.

Note NOTE: You can enter a negative payment days. This has special significance. If you set it to -1 the system will force the due date on an invoice to be the same as the invoice date itself. If you set it less than -1, say to -NN, the payment date will be set to NN-1 days from the invoice date. These rules operate in days only and are regardless of the default payment policy (from Invoice, Month-End or Period-End) or Days/Months set in the Company Details Maintenance window. This allows you to override the normal system's operation of payment dates for special customer payment term conditions. For instance it may be that your normal terms of business are 'One Month from End of Month' but for some special customers you want payment on invoice and others a number of days from invoice.

Quick Payment Discount Rate

Sales Order Header. Quick-payment discount %. {SOHFILE.SOHQPDI number 2dpShortnum},/p>

This is a special discount that applies to any dispatch only if the customer pays against the invoice in advance of the date of dispatch plus the payment days. The default discount is that set for the customer, however, the value can be edited to provide for unique terms for a specific order.

Quick-payment days

Sales Order Header. Quick-payment days (or months) which will be used to generate invoice quick-payment date. {SOHFILE.SOHQPDA number 0dpShortnum}

Currency

Sales Order Header. Currency code. {SOHFILE.SOHCUR char 3}

Warning WARNING: Mixed currencies on accounts which do not have the local currency as their default currency is NOT recommended. Future reviews and statements can only be normalised to the default foreign currency values with reference to the current exchange rate rather than that which applied at the time of the transaction. If multi-currency transactions are expected the default currency for the account should be the local currency. You can force the currency to the defaullt currency of the customer using the optAcNoMixedCur system option. This will disable the edit of the currency for customers with foreign default currencies.

Exchange Rate

Sales Order Header. Currency rate at the time of creation of order. {SOHFILE.SOHRATE number float}

The currency exchange rate is applied to the Sales Order at the time it is created or the currency changed. If the exchange rate subsequently changes, any Sales Orders only reflect this after a currency re-valuation operation. Subsequent invoicing and history after dispatches retain the SO's exchange rate. For local currency orders the exchange rate is 1.000000.

Pre-Payment

Sales Order Header. Sales Order Prepayment. {SOHFILE.SOHPREP number 2dp}

Credit Available

Indicates the total credit available to this customer at the current time. Calculated from the credit limit and the customer's current account balance.

On-Order Value

Customers. Current on-order value (exclusive of tax) in local currency. {CUSFILE.CUSORDV number 2dp}

Payment Terms

Sales Order Header. Payment terms to customer on this order. {SOHFILE.SOHTERM char 1000}

The default payment terms are those for the customer or, if the customer field is blank, the terms in the System Manager Company Details are applied. However, the text can be edited to provide for unique terms for a specific order.

Special Header Text

Sales Order Header. Special trailing text. {SOHFILE.SOHTRTX char 32000}

It can be used for special instructions, for example. When the order is printed, any customer texts are printed along with this text.

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Addresses

Sales Order Maintenance - Addresses pane

This pane provides a view of details of the customer addresses for the document.

Field

Description

Invoice Address

Shows the selected Invoice Address. Use the button to change to an alternative Invoice Address.

Right-click on this field to obtain print functions for the currently selected address and contact (default for customer, if individual address):

Address and Contact additional context menu functions.

Print Standard Letter opens the Standard Letter Selection window and Print 4x4 Label opens the 4 by 4 Label Position window.

Default customer address

Select this option to load the default customer address.

Alternative address

Select this option to choose an alternative address.

Individual address

Select this option to choose an individual address which you enter directly.

Change

To create or select an alternative Invoice Address that would be applied to this Sales Order.

The Address Selection window is brought forward.

Delivery Address

Shows the selected Delivery Address. Use the button to change to an alternative Delivery Address. The print functions and likewise available from the context menu.

Default customer address

Select this option to load the default customer address.

Alternative address

Select this option to choose an alternative address.

Individual address

Select this option to choose an individual address which you enter directly.

Change

To create or select an alternative Delivery Address that would be applied to this Sales Order.

The Address Selection window is brought forward.

 

User Defined Fields

These fields are available for any use you wish to put them. They are passed to sales history. They are not otherwise used or reported by the system and are provided for use with custom searches or reports or Ad Hoc reports. There are 4 character fields that are limited to 1, 4, 18, and 30 characters respectively. The field descriptions are set in File -- System Manager -- Company Details Maintenance window Descriptions tab pane.

Tip TIP: You can selectively get the system to inherit customer record user defined field data onto Sales Orders. This is done by setting the following system option:

  • optSOInheritsUserFields

The option value is set to 1234, or any combination of those numbers. It will cause those Sales Order user defined fields to be inherited from the customer fields.

User 1

Sales Order Header. User character field 1 (single character). {SOHFILE.SOHUSE1 char 1}

User 2

Sales Order Header. User character field 2 (4 characters). {SOHFILE.SOHUSE2 char 4}

User 3

Sales Order Header. User character field 3 (18 characters). {SOHFILE.SOHUSE3 char 18}

User 4

Sales Order Header. User character field 4 (30 characters). {SOHFILE.SOHUSE4 char 30}

Dispatch or Packing Details

Sales Order Header. Dispatch and packing details. {SOHFILE.SOHCOMM char 32000}

Initially the Default dispatch and packing details are loaded from the default customer address record when the customer is selected for the document. Subsequently, if an alternative delivery address is selected, that address record's default is applied. Therafter, you can amend the contents, but if you select annother delivery address later, that address record's default will be re-applied. This data is not printed on Quotations, Sales Orders or Invoices (unless a custom design). They can be included on some reports and will print on the Picking List and Dispatch Note and may be reviewed at the time of a dispatch. After the Sales Order is dispatched you can amend the Shipping and Packing details from the Print Invoice or Dispatch Note dialog box.

Incoterm

Sales Order Header. Incoterm code (Blank or IDXTYPE=9). {SOHFILE.SOHINCO char 4}

Incoterms are the internationally agreed method of designating trading transactions which cross national borders. They define the limits of commercial responsibility for the selling party and so clearly define the limits of cost of the delivery of the goods. In the system they are defined in File -- System Manager -- Index Codes. An Incoterm generally requires a parameter which is usually a place or port name. A delivery additional address Incoterm will override the customer's. A Sales Order Incoterm will be copied to any resulting invoices.

Incoterm description

Index and Other Codes. Index code, scrap reason, QA test or Incoterm description. {IDXFILE.IDXDESC char 255}

Show

Click this button to display a list of alternatives for the field alongside the button. Double-clicking on a list line will enter the value from the list.

Incoterm Place

Sales Order Header. Incoterm parameter (usually a named place or port). {SOHFILE.SOHINCP char 60}

Tip TIP: There is a system-level option optAdlSoInvPrint to automatically change Invoice Address after a SO has been printed. If set to 1, after a SO is marked as printed, the invoice adddress and contact will change to any INV link setup. Resetting the printed flag will set them to SO link, if any. The logic means that if you have an Individual Invoice address, you will loose that on printing the SO if you have this option set AND there is an "Invoice (Invoice on A/R)" document link set. If you have a "Sales Order (Invoice on SO)" link set for the customer, the address/contact will be reset if the SO printed flag is reset. You can very easily watch the logic if you have a SO (maintenance or review) open for a customer where you have the two document links set up, and then double-click on the Printed/Not Printed box on the SO selection dialog.

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Line Items Details

Sales Order Maintenance - Line Items Details pane

This pane shows details of line items for the order or quote. It consists entirely of the Sales Order Line Item Maintenance subwindow.

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Dispatch or Cash Order

Sales Order Maintenance - Dispatch or Cash Order pane

Completing this section enables you to process, dispatch, invoice and log payment for this order in one operation.

A Dispatch Sales Order is a Sales Order that is instantly dispatched. It will never exist as a normal Sales Order, it will only ever occur as Sales History. A Cash Sales Order is a Sales Order that is fully, partially or over paid for when the order is placed. You can also have a Dispatch and Cash Sales Order, where dispatch and some payment occur at the time of order.

None of these processes are, in themselves unique within Caliach Vision. Dispatch or Cash Sales Order processing can be carried out using the discrete functions provided elsewhere in the program. However, the entire process can be carried out at one time from within the Sales Order Maintenance window. This is primarily intended for dealing with ad-hoc sales when goods are sold at the factory.

This processing can include:

If it is a Cash Sale, you must finally enter the amount the customer is paying. This can be more or less than the total SO value - the customer account will be adjusted accordingly. For users of the Ledger system, transactions will, if amounts permit, be automatically marked as cleared. Payment transactions are given the Document Reference of "CA-NNNNNN", where NN..NN is the Invoice Number.

Field

Description

Payment Account

The General Ledger bank account that payment is being made into for a cash sale.

Account Description

General Ledger Accounts. Description. {GLAFILE.GLADESC char 40}

Cash Payment

If the cash sale option has been checked, enter the amount the customer has paid. Any balance due will be held against the customer account if credit is available.

Balance Due on Account

Balance that will be posted against the customer's account.

Dispatch all items now

Check for a direct dispatch. When processed, all line items will be removed from inventory and an Invoice prepared in the same way as an ordinary SO is dispatched.

Cash sale

Check if the customer account is being credited for the sale. When processed, the appropriate account transactions are made.

Print Sales Order

To print a Sales Order Acknowledgement when the order is processed.

Explode kit items

To show kit items as well as the kit on the printed Sales Order Acknowledgement or Quotation.

Print Picking List

To print a Sales Order Picking List when the order is processed.

Print Dispatch Note

To print a Dispatch Note when the order is processed. (Only if the direct dispatch is checked).

Print Invoice

To print a Invoice when the order is processed. (Only if the direct dispatch option is checked).

Button

Action

Process Order Now

Having prepared the SO, process using this button. All processing will be carried out at one time and documents will be printed.

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See also: -

Compiled in Program Version 3.10. Help data last modified 29 AUG 2011 12:28. Class wSoMaint last modified 29 AUG 2011 11:02:16.

Document path Reference Contents > Sales Order > Sales Order Maintenance