Entering a Sales Order

To enter a Sales Order for the Order to Cash process

Security and Configuration

Security/Permissions

  • Sales orders -- access order entry
  • Sales orders -- don't restrict to cust parts only

Configuration

The following items should be setup prior to adding a new Sales Order:

  • Customers and Billing Groups - indicates where a Sales Order will be shipped, who is responsible for paying the invoice, and linked to Billing Groups, which are used for credit management and to assist with sales and billing analysis. Configured in Sales > Customers and Sales > Maintenance > Billing Groups.
  • Facilities - unique locations that house resources such as workers, machinery, and other capital and define where the inventory will ship out of. Configured in Inventory > Maintenance > Facilities.
  • Currencies, Units of Measure, Terms, and Tax Regions.
  • Freight Types and Ship Via Methods.
  • Broker - receive commissions similar to Sales Reps; linked to Customer accounts. Configured in Sales > Maintenance > Brokers.
  • Sales User 1-5 - five user-defined fields used to detail additional customer criteria. Configured in Sales > Maintenance > Sales User 1-5.
  • Work Flow - give structure and visibility to tasks that are completed at different times throughout departments within a company. Configured in Tools > Work Flows.

Additionally, selections can be made in Sales > Options > Order Entry tab.

Procedure

The section below describes the steps necessary to create a general Sales Order in DEACOM.

  1. Navigate to Sales > Order Entry.
  2. Select the appropriate Customers. Note that the default Ship-to Company and numerous other header fields will be automatically populated after selecting a Bill-to Company, but can be overridden by the user, as long as the required security permissions are set to Yes.
  3. If necessary, enter the customer’s PO numbers in the "Bill-to PO" and "Ship-to PO" fields on the "General" tab.
  4. The remaining fields on the General and other tabs are optional. Those fields that are required will be populated with their default values from the Ship-to Company selection. Those that are not required by DEACOM need only be entered if required by company procedures.
  5. The "Order Type" field should be "Sales Order" for a regular order.
  6. Click the "Add" button to add a new line to the Sales Order.
  7. At a minimum, the user must specify the "Part Number" and "Quantity" being ordered for each Sales Order line. There are four fields which may be used to specify the Part Number: "Part Number", "Retail Code, "Customer Part Number", or "UPC Number". See Item Master for additional details on these fields.
    1. The remainder of the fields are either display only or optional
    2. Note: Pricing may automatically pull in based on the Sales Pricing Hierarchy
  8. If adding more lines to the Sales Order, the user can click the "Next" button to save the first line and bring up a blank second line. The Page Down key on the keyboard can be used as a shortcut to accomplish the same thing.
  9. Navigate to the "Dates" tab and make sure the "Due to Ship" date is filled in. MRP will use the date form this field to determine in which MRP Bucket the demand for this the item(s) on the Sales Order should be placed.
  10. When finished adding lines to the Sales Order, the user can click the "Save" button to save the last line added, and the "X" at the top of the screen to exit from entering Sales Order lines and return to the Sales Order header.
  11. Review the Sales Order by checking the "Total Order Amount". Similar to checking the extensions on the Sales Order lines, a review of the Total Order Amount can detect errors in order entry or inconsistent pricing. Users should review information on the "Misc 1" and "Misc 2" tabs as well.
  12. Click the "More" down arrow and click "Reserve".
    1. If "System" is listed in the "Lot" field, then no further action is needed.
    2. Note: if the item is set to "Lot Required" in the "Lot Number" field, then double click on the line and click "Select Lots". When the Lots form appears, users can click "Use Oldest" to select the FIFO lot or manually select a lot by double clicking on it and clicking "Use All" to allocate the entire amount set to issue from that lot. If nothing shows up after clicking "Select Lots", then there is no available inventory to Reserve.
  13. Once all items have been reserved, enter a Location Type and Location or click "Retain Current Location" to keep the material in the current Location.
  14. Click "Save".
  15. Click "Print" to print desired documents.

Notes:

  • When adding duplicate lines to Sales Orders, users will be prompted to confirm, unless the security setting "Sales orders -- enter duplicate lines without prompt" is set to "Yes".
  • If any inactive parts are found when saving, the user is notified and asked if they would like to continue saving. This check occurs regardless of whether this is a new or modified order, and regardless of order type.