Creating a Sales Order with Credit Limits Set

Overview

Use this job aid to create a sales order with credit limits. Using Creating sales orders increases the Committed Quantity box for inventory items placed "on order" by your customers with your company. When inventory items on the sales order are shipped through Delivery Ticket Entry or Invoice Entry, the Committed Quantity box decreases and the On-hand box decreases. Using credit limits, setup in Name/Address System, allows you to check to see if a customer is over their credit limit before invoicing the sales order out.

Creating a sales order using credit limits:

1. From the Toolbar, click INV for Inventory.
2. From the Inventory menu, select Sales Orders.
3. From Sales Orders menu, select Add Sales Orders.
4. In the Location Code box, click Lookup or type * and press Enter, and then select the location code where you want to maintain the sales order, or type the location code where you want to maintain the sales order.
5. In the Ship To Name Id box, click Lookup or type * and press Enter, and then select the customer ordering the merchandise from your company, or type the customer ordering the merchandise from your company.
6. In the Pickup/Delivery box, type P for pickup or D for delivery.
7. In the Choose Default? box, type Y to base this sales order on an existing sales order , or type N to create a new sales order.
8. Click OK.
9. If you choose No in Step 7, in the Sales Order # box, a unique document number displays.
10. In the Bill To Name Id box, the customer entered in the Ship To Name box displays, to change the customer, click Lookup or type * and press Enter, and then select the customer.
11. Click OK.
12. If your customer has already exceeded their credit limits, you will receive the a Override Credit Limit? Y or N
    • Note:  In order for the override option to work. it is necessary that the “Disallow Ordering Over Credit Limit" question (INV, Setup Information, Order Entry Setup Options) is set to “Y”.
13. Saying Y will allow you to continue on with the sales order entry, Saying No will stop the order entry process. Click OK
14. In the order Date box, the default processing date displays, if this date is not correct, type the new date.
15. In the Order Status box, the default status code displays, and can be overridden as necessary.
16. Click OK.
17. In the Order Number and Line Number windows add information to define your search or leave blank, Click Lookup or type * and press Enter, and then select the appropriate information or type the appropriate information.

18. Click Next until you find the sales order you want to view/edit.

19. Click Select when the correct sales order displays.
20. In the Default From Sales Order pop up window, answer the following questions then click OK:
    Accounting Information
    This field will default to Y if the orders are for the same two customers: Y = load from previous sales order price level, price schedule, 6 transaction codes (state/county, salesperson, etc.) name ID type, shipper name ID, agent/broker name ID, invoice terms, and their order number from the previous order. User Order Field #1 and User Order Field #2 are always copied from the previous order, regardless of how the question is answered. N = load fields from current Name ID defaults.
    Transaction Codes
    Y =
    N =
    Price
    Y = load price from the previous sales order
    N = load current inventory price
    Miscellaneous Fields
    Y = loads Shipper Id, Agent/Broker, Their Order Number
    N = clears miscellaneous fields
    Remarks
    Y = load remarks from the previous sales order
    N = clear remarks
21. From the Add New Sales Order window, change the Sales Order # and Bill to Name ID if necessary.
22. Click OK.
23. In the Order Date box, the default processing date displays, if this date is not correct, type the new date, or click on the Date Lookup .
24. Edit the Order Date and Order Status fields as needed.
25. Click OK.
26. At the Price Level choose 1 - Charge or 2 = Cash.
27. At the remaining options use the looking glass button to edit or click Lookup or type * and press Enter to add any additional information in necessary.
28. Click OK.
29. At the Is This Correct? prompt, Click Yes.
30. If you want to add additional items to the sales order then click Insert.
31. Repeat Steps 23-36. If the sales order is complete, click OK.
32. Click Continue.
33. If the Sales Order being created goes over the Credit Limit, then you be asked to Override Credit Limit? saying Y will continue on with the Sales Order, saying N will stop the order entry process.
34. Two windows containing eighteen boxes of remarks are displayed. Type any pertinent information in the desired box. These boxes reflect the descriptive titles assigned in Setup Information. The values any of these remark boxes can be carried forward to the delivery ticket and/or invoice, if descriptive titles match. Click OK.
35. At the Do You Want To Print This Order Form? prompt, click Yes.
36. Select Print Active Lines Only to exclude filled or cancelled line items, select Print Active and Underfilled Lines to print active and underfilled lines, select Print Active, Underfilled, and Filled Line to exclude cancelled lines, Print Lines with Any Status to print all lines.
37. Select a Sales Order form.
38. In the Printer box, type the number associated to the place you want your report to print.
39. In the Copies box, type the number of copies of the report you want to print.
40. In the Pages From and To boxes, type the page number range you want to print the report for. Leave the boxes blank to print all pages.
41. Click OK.
42. At the Do You Want to Reprint? prompt?, click No if the printed form is accurate. 
43. Click Yes to reprint the form and then repeat steps 35-42.

Learn more about Sales Orders feature:

• Creating a Sales Order
• Create Sales Order from Default
• Viewing/Editing a Sales Order
• Deleting a Sales Order
• Creating a Sales Order with Credit Limits Set
• Printing Sales Order Forms
• Verifying Sales Orders
• Removing Unused Sales Orders
• Balance in Committed Quantity but No Sales Orders
• Running a Report for Open Sales Orders