Using Recurring Sales Orders

Configuration Process Create the Recurring Order Create normal Sales Orders from Recurring Orders

The Recurring Sales Order process can be used whenever the same, or nearly the same, Sales Order is issued over and over again. One application for Recurring Sales Orders is maintenance contracts that include preventative maintenance on a regularly scheduled interval. Additional information on recurring orders and preventative maintenance is available via the Managing Service Contracts page.

Note that Recurring Sales Orders are only available in DEACOM web versions.

There are two steps involved in using Recurring Sales Orders.

1. Creation of the initial Recurring Sales Order via Sales > Order Entry.
2. Use of the Recurring Sales Order to create a new Sales Order that will be shipped and invoiced normally.

The process is covered in detail below.

Configuration

The same configuration steps used for a normal Sales Order will need to be setup or considered when using Recurring Orders in DEACOM. See the Configuration section via the Entering Sales Orders page for details.

Process

Create the Recurring Order

1. Navigate to Sales > Order Entry. (Recurring Orders may also be created from the "Edit Service Item" form if companies are using the "Service Contracts" option within DEACOM.)
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. Change the "Order Type" to "Recurring". The security setting "Sales orders - edit recurring orders" is necessary to create Recurring Sales Orders.
4. Click the "Dates" tab .
5. Enter the information, indicated below, on the "Dates" tab.
   1. Recurring Type - Options are Days, Weeks, and Months
   2. Recurring Interval - Enter the interval based on the "Recurring Type" selected above.
   3. Due to Ship (Sales Date 3) -The "Due to Ship" field will be used to schedule the first occurrence of the recurring order.
   4. Release (Sales Date 5) - Indicates the valid on date for the recurring order.
   5. Expires - Indicates the valid til date for the recurring order.
6. Enter any additional information as required on the header portion of the order.
7. Click the "Add" button to add a new line to the order.
8. At a minimum, the user must specify the "Part Number" and "Quantity" being ordered for each order line. The "Part Number" on a recurring order may reference parts that normally need to be ordered or a type of service, represented by a Part Number, that will periodically be performed.
9. If adding more lines to the 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.
10. 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.
11. Click "Save".
12. Click "Print" to print desired documents.

Notes: 1. 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. 2. 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.

Create normal Sales Orders from Recurring Orders

1. Navigate to Sales > Recurring Orders.
2. Select the appropriate recurring order(s) on the left had some of the screen. The list may be filtered by Facility, using the Facility filter at the bottom of the form. Note: Recurring Sales Orders are only shown if their "Expires" (to_expires) field is in the future or empty and their "Sales Date 5" (to_release) is in the past or empty.
3. Use the "Move" or "Move All" buttons to move the Recurring Orders to be copied to the right hand side of the screen. (The "Remove All", and "Remove" buttons are used to move Recurring Orders back to the left hand side of the form.)
4. Once the Recurring Orders that will be used to create new Sales Orders from have been moved, click the "Apply" button. Users may also use the "From Inventory" button to create multiple sales orders from the selected Recurring Order(s).
5. A new Regular Sales Order is created, already saved and assigned a new Sales Order number. The order will be scheduled for the "Due to Ship" date on the Recurring Order and can now be processed like a normal Sales Order.
6. Ensure that all fields in the Sales Order header and lines are copied, including notes and such. From this point on, this new Sales Order can be modified as needed, changing prices or quantities, adding or deleting lines, changing Customers or Facilities, even canceling the Sales Order (by changing the Order Type to Canceled Order).
7. Once all necessary changes have been made, click the "Save" button and then the "Exit" button to close the order.
8. Normal Sales Order processing, such as shipping and invoicing, can be used from this point on.

Notes: 1. Multiple Recurring Orders can be moved at the same time, and multiple new Sales Orders will be created. 2. The security setting "Sales orders -- edit recurring orders" controls access to create Recurring Sales Orders. 3. If the user has a restriction, they are now only allowed to select Recurring Sales Orders from their Facility.