Related topics
- About cash and carry sales
- About item sourcing during sales order entry
- About processing Back-to-Back (BtB) orders
- About sales order entry
- About service order entry
- About unit handling in IBS Enterprise
- About working with outbound shipments
- About working with pricing on a sales order
- View sales pricing information
This is the initial panel for working with sales orders or service orders.
The title differs depending on from where you accessed the panel; either from
- the Sales tasks menu, or
- the Service order tasks menu (IBS Service must be installed and activated).
This panel displays all sales orders that have not been completely invoiced yet, i.e. all sales orders with a status less than 60.
The sales orders are sorted according to their number in either ascending, or descending, order. This sequence is controlled by the Order in desc. seq parameter in your user profile.
Sales orders received via other pre-systems, (e.g., EDI, hand terminals) or emanating from another IBS system or any external system, can also be copied into the Sales order file in IBS Distribution and maintained.
If many sales orders have been entered with Direct print confirmation set to YES in the Sales order type table there may be a minor time delay before the order actually changes status from 10 to 20.
You can maintain the sales order while it is at status 10 before the system gets a chance to automatically print it. If, however, the Direct order printout confirmation routine is started while you are maintaining it the status of the order will not be automatically updated by the system (i.e. sales order will remain at status 10). You will have to print the order confirmation manually.
If you try to maintain the sales order after the Direct order printout confirmation routine has started then you will not be able to access it. In this case, you must wait until the printout process has finished (i.e. the sales order has reached status 20) to be able to maintain it.
Options
| Correct | This option is only displayed in Work with orders in error mode. Select this option to access the applicable panel to make the corrections to erroneous data found during the copy process. |
| Lines or Agr/lines | Select this option to view/work with the lines.
Note: If IBS Service is installed and activated and you are working with service orders, select this option to view/work with service jobs or service agreement lines. |
| Order confirmation | Select this option for the order that you want to print the order confirmation for.
Note: This option is not displayed in Work with orders in error mode. |
| Pick list | Select this option for the order that you want to print the pick list for.
Note: This option is not displayed in Work with orders in error mode. |
| Invoicing | Select this option for the order that you want to print the invoice for.
Note: This option is not displayed in Work with orders in error mode. |
| AMT message | Select this option to work with manual alert messages.
Note: This option is not displayed in Work with orders in error mode. |
| Service rep | This option is only displayed if IBS Service is installed and activated. Select this option to print the service report for the order.
Note: This option is not displayed in Work with orders in error mode. |
| Main info | Select this option to access the Work with sales order, Order header, main info panel.
Note: This option is not displayed in Work with orders in error mode. |
| Add info 1 | Select this option to access the Shipping information defined for the order.
Note: This option is not displayed in Work with orders in error mode. |
| Add info 2 | Select this option to access the Invoicing information defined for the order.
Note: This option is not displayed in Work with orders in error mode. |
| Add info 3 | Select this option to access the FAX, MDC and Currency clause information defined for the order.
Note: This option is not displayed in Work with orders in error mode. |
| Discounts | This option is only displayed if Order summary disc is set to YES in the DIS control file and if any sales pricing method for order summary is defined in the system. Select this option to access the Work with discounts program where you can maintain header discounts (i.e. discounts from Sales pricing methods of type H or of type O).
Note: This option is not displayed in Work with orders in error mode. |
| Order settlements | Select this option to work with settlements for an order, e.g., enter credit card, cash or cheque payments.
Note: This option is not displayed in Work with orders in error mode. |
| Hold reasons | Select this option to add a hold reason or to work with existing hold reasons for an order.
Note: This option is not displayed in Work with orders in error mode. |
| Order related trans | Select this option to access the Order related transactions enquiry where you are able to view, e.g., the invoices created for the order.
Note: This option is not displayed in Work with orders in error mode. |
| Track | Select this option to track events for a sales order.
Note: This option is not displayed in Work with orders in error mode. |
| Line conn | Select this option to access the line connections of the sales order. |
Function keys
| Item view | Toggle between Item view and Header view mode. If you are working with service orders, then you are also able to toggle between Item view and Job view mode. |
| Orders in error / Orders not in error | Toggle to view and work with sales orders or service orders that are in error and cannot be processed further until the erroneous information is corrected and those not in error. |
Selection fields
- Order
- Displays the sales order number.
- Customer
- Displays the customer number of the sales order.
- Handler
- This code from the Signature table indicates the order handler, i.e. the person at your company who handles the order.
- St
- Displays the sales order header status.
- OT
- This code from the Sales order type table indicates the order type of the order.
- Error code
- This field is only displayed when working in Work with orders in error mode. If an error was found during the copy process, the order is created but cannot be processed further until the error is corrected. This column lists the panel value indicating where the error was found.
Code Description L Error was found on line level. H Error was found on header level. A Error was found on address level. J Error was found on service job level. Select the applicable option to drill down to the applicable level to correct the error.
- Ord date
- Displays the date when the order was entered into the system.
- Order value
- Displays the total value of the order lines, after deduction of the discount(s), and includes VAT (if applicable to the order). Free of charge order lines are not included in this value.
- Customer ref/Ord no
- Displays either the customer’s order number or the customer’s reference defined on the sales order header. If both the customer’s order number and the customer’s reference are defined on the order header, the order number is displayed in this column.
- T
- Indicates if text is defined on the order header.
- H
- The following panel values can be displayed in this column:
Code Description O Indicates that the whole order is held from further processing and that held lines exist on the order. The order is held on order level, meaning that no lines will be processed in, e.g., the pick list printout. L Indicates that held order lines exist on the order. The order is held on line level, meaning that order lines that are not held can be processed. The value below the RC column heading defines the reason of the order being held.
- RC
- If either O or L is displayed below the H column heading, this field from the Order held reason code table indicates the reason of the order or order line(s) being held.
Work with sales orders or Service orders, Item view (DMR30004)
This panel displays all sales/service order lines which have not been completely invoiced yet, i.e. all order lines with a status less than 60.
The order lines are sorted according to the item code, in ascending order.
Diverting dispatches to another warehouse
There are some very rare and very costly – situations which would require dispatches from a particular warehouse to be stopped. To help minimise your losses and keep up your customer service, there is a functionality on this panel which allows the shipments and sales orders to be diverted to another warehouse. More information:
What can be diverted
You can divert entire outbound shipments; multiple orders that are bound to the same shipment address; or just a few select shipment or sales order lines. In essence, any sales order/shipment line that has not been included in the pick process can be safely diverted to another warehouse.
How to divert shipments
- Select the outbound shipments that you wish to divert and click the Warehouse diversion option (available on this panel).
- All of the shipment lines that you selected to divert will then be displayed on the Warehouse diversion confirmation panel.
- On that panel you specify which warehouse the shipments are to be diverted to.
- Click OK to divert sales order lines or Back to cancel.
Options
| All lines for order/serv job | Select this option to show all order lines on the order or service job. |
| Header | Select this option to view/work with the order header. |
| Line connection | Select this option to access the line connection panel.
Note: You are only able to use this option if the selected order line is a parent, component, base, FOC item, backorder or warehouse split line. |
| Commissions | Select this option to work with sales commissions for the line. This option is only allowed to use if the order type allows commissions to be created, as defined in the Sales order type table. Note: The option is not allowed if the quantity on the line is negative. |
| Warehouse diversion | Select this option to divert sales orders lines to another warehouse. |
Function keys
| Header view | Only displayed if you are working with sales orders. Toggle to Header view mode. |
| Job view | Only displayed if you are working with service orders. Toggle to Job view mode. |
Selection fields
- Item
- Displays the item entered on the order line.
- Order
- Displays the sales order number.
- Line
- Displays the sales order line number.
- St
- Displays the status of the order line.
- Dsp dt
- Indicates the date that the goods will be dispatched to your customer.
- H
- This field is set to YES if the sales order line is held from being further processed. A sales order line is automatically held in the following cases:
- When a manufacturing order is created from the order line, which can only be done if IBS Manufacturing is installed and activated.
- When the credit limit has been exceeded.
If the order line is not held, the field is blank.
- P
- This code from the Sales order priority table indicates the priority of the sales order line. Order lines with priority 1 have higher priority than lines with priority 2, etc.
- Whs
- This code from the Warehouse table indicates the warehouse from which the item should be delivered.
- OT
- This code from the Sales order type table indicates the order type of the line.
- Quantity
- Displays the quantity to be delivered. The quantity is expressed in the unit displayed below the Unit column heading.
- Price
- Displays the sales price of the item being sold. The price is expressed in the unit displayed below the Unit column heading and in the currency displayed below the Curr column heading.
- Prc unit
- Only displayed if the PRCUNIT (Price unit handling) function is activated in the Function control file. Displays the unit in which the price is presented. See About price unit handling for more information.
- Curr
- Displays the currency in which the price is expressed.
- Bl
- This column is set to YES if the line has been backlogged or itself is a backlog line.
- Lt
- This column lists the link type for the line. The link type indicates what kind of line is displayed (Parent or Component, FOC base or FOC item line). See Link types for more information.
- Txt
- Indicates if text is defined on the order line.
- BtB
- This code indicates to which type of order this sales order line is connected, if any. If the order line is not connected to an order, the field is blank.
A sales order line can be connected to the following types of orders:
- BtB transit purchase order
- BtB direct purchase order
- Manufacturing order (if IBS Manufacturing is installed and activated)
The code displayed, corresponding to the above defined order types, is controlled by the panel value defined in the Language table.
Work with sales orders or Service orders, Deletion (DMR30007)
Note: Sales orders of type BtB direct cannot be deleted if the status of the corresponding purchase order is higher than 10.
Function keys
| Repeat lost sale reason | Repeat the entered lost sale reason code onto all selected records. |
- Lost sale reason
- Enter a code from the Lost sale reason table to indicate why the sale was lost.
Work with sales orders or Service orders, Deletion (DMR30010)
Note: Sales orders of type BtB direct cannot be deleted if the status of the corresponding purchase order is higher than 10. In addition, you will not be allowed to delete a base line if the connected FOC item line can no longer be deleted.
Function keys
| Repeat lost sale reason | Repeat the entered lost sale reason code onto all selected records. |
- Lost sale reason
- Enter a code from the Lost sale reason table to indicate why the sale was lost.
Work with sales orders, Warehouse diversion (DMR30013)
This is the warehouse diversion confirmation panel. All of the sales order lines that you selected to divert to another warehouse are displayed on this panel.
Enter the warehouse that you wish to divert the dispatches to and click OK to confirm or Back to cancel.
Work with service orders, Job view (DMR30016)
This panel displays all open service jobs. From this panel you can maintain, e.g. order lines, job and action texts, as well as update time transactions for the job.
Options
| Lines | Select this option to view/work with order lines. |
| Job text | Select this option to view/enter text for the job. |
| Action text | Select this option to view/enter action text. |
| Time text | Select this option to view time transaction text for an engineer. |
| Time trans | Select this option to update time transactions for the job. |
Function keys
| Header view | Toggle to Header view mode. |
| By request time/By order | Change the order in which the order lines are sorted on the panel; by requested date and time or by order and job. |
Selection fields
- Order
- Displays the order number to which the job belongs.
- Job
- Displays the job number within the order.
- Item
- Displays the item number on the job if service object is defined as mandatory on the order type (Object handling). Otherwise, this field is blank.
- Serial number
- Displays the serial number on the job. This field is blank if serial number is defined as optional on the order type (Object handling).
- Description
- Displays a description of the item of the order.
- Customer
- Displays the customer of the order.
- Customer name
- Displays the name of the customer of the order.
- Requested service date
- Displays the requested service date.
- Requested service time
- Displays the requested service time.
- Engineer
- Displays the engineer responsible for performing the job.
- Name of engineer
- Displays the name of the job engineer.
- Recommended kit
- Displays a code from the Recommended kit table indicating the action that needs to be taken for the job.
- Agreement
- Displays the service agreement connected to the job object, if such an agreement exists.
- Closed
- Indicates if the order has been closed.
- Order status
- Displays the order status.
- Calling date
- Displays the date when the customer contacted your company requiring the service job.
- Calling time
- Displays the time when the customer contacted your company requiring the service job.
- Warranty
- Displays the supplier warranty code, if such a code exists.
- Location
- Displays the location of the job.
- Order type
- Displays the order type of the job.
- Response time
- This field only applies for agreement orders. The reponse time indicates within which time span your company has promised to reply the customer as defined for the object in the Agreement file.
- Completion time
- This field only applies for agreement orders. The completion time indicates within which time span your company has promised to complete the servicing of the object as defined in the Agreement file.
- Service code 1-4
- The lead texts for these four columns depend on the text defined for the corresponding service code in the Service code table. Each column displays the applicable service code.
- Service order priority
- Displays a priority code from the Sales order type table indicating the priority of the job. Valid codes are 1-9, where 1 is the highest priority.
- Debtor
- Indicates the debtor of the order.
- Debtor name
- Displays the name of the debtor of the order.
- Addr no
- Displays the debtor’s first address line.
- Delivery address name
- Displays the delivery address.
- Address 1-3
- Displays address number 1, 2, or 3 as specified for the customer of the order.
- Postal code
- Displays the postal code of the related address number.
- City
- Displays the city of the related address number.