Creating a Sales Order

Overview

Use this job aid to create a sales order. 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.

To create a sales order:

1. From the Toolbar, click INV for Inventory.

2. From the Inventory menu, select Sales Orders.

3. From the Sales Orders menu, select Add Sales Orders.

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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? feature permits you to duplicate an existing order without having to re-enter all of the information from the source order. For example, if a sales order has already been created, select the sales order when adding the new sales order. This feature may also be used for repetitive invoicing, where the customer buys the same products again and again. box, type Y to base this sales order on an existing sales order, (See Create a Sales Order From Default) or type N to create a new sales order.

8. Click OK.

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9. If you chose 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 that you will be billing, click Lookup or type * and press Enter, and then select the customer.

11. Click OK.

12. In the Order Date box, the default processing date displays, if this date is not correct, type the new date.

13. In the Order Status Acceptable status codes are indicated in the legend to the right of the box. The default status code displays, and can be overridden as necessary. The nine pending status codes reflect the descriptive titles assigned in Setup Information. Refer to corporate policy and procedures regarding pending status codes. box,

14. Click OK.

15. In the Price Level, Schedule Code, Invoice Terms, State/County, Salesperson, Zip Code,Frght Mrkt Zone, Origin Location, and Delivered boxes, click Lookup or type * and press Enter, and then select the appropriate information, or type the appropriate information.

16. In the 1st Grn Ticket# and Grn Contract# box, type any optional information. Suggested uses for these boxes include freight terms, approval code, and a quotation's expiration date.

17. In the Shipper Name Id and Agent/Broker Id boxes, click Lookup or type * and press Enter, and then select the appropriate information, or type the appropriate information. Suggested uses of these boxes include freight handler, hauler, shipping lines, third party that arranges the purchase/sale, and transportation agent.

18. The Their Order # input box can be used to cross-reference the document tracking number assigned by the selected customer to the sales order. This information may be useful when contacting the customer to confirm or discuss the order. If known, type the customer's reference number in this box.

19. Click OK.

20. At the Is This Correct? prompt, click Yes.

21. In the Item Location box, the default location displays. If permitted in Setup Information, the location code can be overridden.

22. In the Item Number each inventory item on an order is referred to as a "line item". box, click Lookup or type * and press Enter, and then select the item number, or type the item number.

23. In the Blend Number box, if you are using AgroGuide, type the Blend number.

24. Click OK.

25. In the Order Quantity box, enter the number ordered.

26. In the UOM this unit of measure must share the same common unit of measure as the line item. For example, the product is sold in tons and your scale weighs in pounds, therefore you should enter the unit of measure code for pounds. The quantity will default zero during Delivery Ticket Entry or Invoice Entry to force the opening of the Weights box box, type the unit of measure code if your company records the gross, tare, and net weights to default in the Weights box during Delivery Ticket Entry or Invoice Entry.

27. Click OK.

28. In the Unit Price box, a default price and UOM will populate, adjust if necessary.

29. In the Pricing Code box, type O to guarantee the selling price on the order, or type I to recalculate the selling price during Invoice Entry or when printing a report.

30. In the Quantity Release box, enter the quantity to be released.

31. In the Order Status enter A for Active, F for Filled, U for Underfilled or X as cancelled, as applicable. 

32. In the Included in Blend? box enter N or Y.

33. Type the Shipment Date and Expiration date boxes use the calendar button or type a  MMDDYY format. If the DD is set to zero, then the shipment may occur on any day during the month and year.  Type the ENDS in the YYYY-MM-DD format.  

34. IN the EPA#/Target Pest use the lookup button to type if applicable.

35. Click OK.

36. At the Is This Correct? prompt, click Yes.

37. If you want to add additional items to the sales order, click OK. and then click Insert. Repeat Steps 21 - 36. If the sales order is complete, click OK.

38. Click Continue.

39. Two windows containing eighteen boxes of remarks With the Forms Design module, the remark boxes can be tailored to the needs of the individual site. For example: the first screen of remarks may be reserved for the vendor's copy of the order and the second screen of remarks could be printed on an in-house release form. are displayed. Type any pertinent information in the desired box. These boxes reflect the descriptive titles assigned in Setup Information. The values in the any of these remark boxes can be carried forward to the delivery ticket and/or invoice if the descriptive titles match. Click OK.

40. At the Do You Want To Print This Order Form? prompt, click Yes.

41. Select Print Active Lines Only to exclude filled or canceled line items, select Print Active and Underfilled Lines to print active and underfilled lines, select Print Active, Underfilled, and Filled Line to exclude canceled lines, Print Lines with Any Status to print all lines.

42. Select a sales order form.

43. In the Printer box, type the number associated to the place you want your report to print.

44. In the Copies box, type the number of copies of the report you want to print.

45. 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.

46. Click OK.

47. At the Do You Want To Reprint? prompt, click No if the printed form is accurate, click Yes to reprint the form and then repeat steps 39-45.

Learn more about Sales Orders feature: