Related topics
- About cash and carry sales
- About credit control handling
- About item assortments
- About processing Back-to-Back (BtB) orders
- About processing inter-company orders
- About sales order entry
- About service order entry
This is the starting panel for entering new 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).
The type of orders that can be generated are:
Typically this program is used to enter your customer’s sales orders. Once information is entered on this panel the program will launch the Add lines panel where the items that your customer is ordering can be entered.
From this program a purchase order can also be automatically created. These type of orders are called Back-to-Back orders (BtB). Certain information must have been specified in various programs which govern the information associated with a BtB order. The following information must have been established:
- the BtB feature used field must have been set to YES DIS control file.
- BtB order type registered in Sales and Purchase order type tables.
- the Transit delivery or Direct delivery field must have been set to YES on the Warehouses panel in the Item file, indicating whether the item will have a transit or direct delivery.
This program can also create Multi Distribution Centre (MDC) orders automatically, if IBS Multi Distribution Centre is installed and activated.
The MDC application enables all of the validated MDC demanding companies and MDC supplying companies to exchange sales orders, purchase orders and invoicing information via the DI (data interchange) file.
All MDC sales orders are of BtB transit or direct delivery types. When a sales order line of type MDC is entered in the MDC demanding company, the MDC application immediately performs an availability check (against item, unit and quantity) in the MDC supplying company. If the item is in stock, a temporary sales order will be generated in the MDC supplying company automatically, reserving the item for that sale. If the item or quantity is not available in the MDC supplying company, a message will appear indicating this and you will be able to enter the sales order line by changing the item quantity or the dispatch date.
Once the sales order has been completed, an MDC purchase order is automatically created in the MDC demanding company and sent to the MDC supplying company via the DI file. When the MDC supplying company processes this MDC purchase order, a sales order is automatically created in their system. The item(s) that were reserved by the temporary sales orders are reallocated to the official MDC sales order, and finally, the temporary sales orders are automatically deleted by the system.
The MDC demanding company’s purchase order lines are connected to the sales order lines in the MDC supplying company. This allows the MDC demanding company to modify and/or add lines to their sales order according to normal BtB rules, i.e., the reception note must not have been printed in the MDC supplying company.
In order to process MDC sales orders, the following information must have been established:
- IBS Multi Distribution Centre has to be installed and activated.
- The MDC data queues used for transferring interactive batch files must be defined in the DIS control file (these are automatically built by the system).
- The company that will be receiving MDC transaction information must be defined in the MDC company control file. This company, in return, must also validate your company in their IBS Enterprise system’s MDC company control file.
- BtB purchase orders of type MDC must be defined in the Purchase order type table.
- Sales order types that are connected to the MDC purchase orders must be defined in the Sales order type table.
- Customers/Suppliers should be defined in the Business partner file (the Basic data panel) as being of type MDC. These customers/suppliers are connected to the MDC companies (defined in the MDC company control file) through the Business partner file (the MDC customer/supplier file panel). More information must also be provided in that panel.
- Both the MDC demanding company and the MDC supplying company must define the same items as being allowed on MDC in the Item file (Units panel).
If IBS Service is installed and activated it is also possible to enter service orders in this routine. Certain information, however, must have been specified in various programs which govern the information associated with a service order. If IBS Service is not installed, service related fields will not be displayed to the user.
Credit stop
If your customer has been flagged with a credit stop code then you will not be able to continue processing the sales order. An alert message will be displayed at the bottom of this panel.
Note: A Credit stop code can be assigned to your customer in the Business partner file.
This panel can be followed by any one of these panels:
Once you add all the necessary information and click OK the system will automatically create the order header and the order addresses by retrieving customer information from the Business partner file. The panel that is presented afterwards depends upon how the information in your customer’s file is set-up or upon the type of order that you are entering.
Typically the Add lines panel is the first panel that will be displayed. You will be able to start entering the sales order line details.
There are times when the Assortment panel is displayed instead of the Add lines panel. This is because the customer has an Assortment group and an Assortment id defined in the Business partner file.
If the order type indicates a cash sale then the Cash sale header panel will be displayed instead of the Add lines panel.
If any Name note file information is defined for your customer then the Display text panel will be the first panel displayed when you click OK.
Function keys
| Addresses | Complete the mandatory fields and click this function key to maintain the addresses for the order. |
| Order header | Complete the mandatory fields and click this function key to maintain the order header for the order. |
| Copy to order | Copy a quotation, order, cash sale, invoice or a credit note into a new order. Note: DI sales orders are also copied from the Data Interchange file to a sales order via this function key. |
- Order number
- Usually a value is not entered in this field. This allows the system to assign a reference number to the sales order. If you must give the sales order a specific number, then it has to be outside the range of numbers reserved for sales orders in the Number series table.
- Previous order
- Indicates the number of the last order you worked with.
- Customer number
- Mandatory entry. Enter the complete customer number or alias.
If a customer for an Internal replenishment order, enter the customer number. The To warehouse field will automatically be retrieved for this Internal customer, from the Warehouse table.
Note: Instead of entering the customer number for the internal customer, you can complete both From warehouse and To warehouse. The customer number will automatically be retrieved with the valid code for this Internal customer, from the Warehouse table.
- Delivery address no
- Enter a valid number to assign the correct delivery address to the sales order you are creating. If the field is left blank, then the default delivery address as defined for the customer in the Business partner file is assigned. You can manually add an address by first entering 999 in this field and then clicking OK.
- Order type
- Mandatory entry. Enter a code from the Sales order type table, indicating the type of this order. If a cash sale order type is entered, the Cash sale header panel is prompted, whereby the cash sale information can be entered.
- Pricing date
- Indicate the date used to price the sales order lines. If no pricing date is entered, the current date is used as pricing date.
- Order property
- Sales promotion
- This field is only displayed if at least one open sales promotion exists that is defined with Promotion pricing set to YES. When you enter a promotion, the sales order header is flagged as being promotion priced, and the entered promotion is used to price the lines on the sales order.
- Your order
- Mandatory entry if the Your order required field on the Business partner file maintenance, Customer file panel is set to YES. Enter the customer-defined purchase order number.
- From warehouse
- Enter a code from the Warehouse table, indicating the warehouse from where the goods will be delivered. If nothing is entered, the warehouse code defined in the Business partner file for the customer is retrieved.
- To warehouse
- This field is used only for Internal replenishment orders. If a value was entered in the Customer number field then the customer’s warehouse code will be defaulted. This indicates the warehouse that the goods will be delivered to.
- Supplier
- Mandatory entry if the Supplier ref mand field is set to YES for the sales order type being used on this order. This field is used in conjunction with the Supplier order ref field (below). There are some cases in which a cross-reference must be made between a sales order and a supplier order (Main info this can be useful for tracking commissions and for following-up on the order). Enter the supplier number.
After entry a duplicate check will be performed to see if the supplier order number already exists on another sales order for the entered supplier. If duplicates exist, a warning message will appear where order number and order date for the first found duplicated order is displayed. Despite the warning, the order can be created with the duplicate reference. The supplier and supplier order number fields can also be maintained on the order creation panel.
- Supplier order ref
- Mandatory entry if the Supplier ref mand field is set to YES for the sales order type being used on this order. This field is used in conjunction with the Supplier field (above). There are some cases in which a cross-reference must be made between a sales order and a supplier order (Main info this can be useful for tracking commissions and for following-up on the order). Enter the supplier order number.
After entry a duplicate check will be performed to see if the supplier order number already exists on another sales order for the entered supplier. If duplicates exist, a warning message will appear where order number and order date for the first found duplicated order is displayed. Despite the warning, the order can be created with the duplicate reference. The supplier and supplier order number fields can also be maintained on the Order creation panel.
Note: If this is a direct sales order and a reference is entered in this field, the reference is copied into the equivalent field on the direct purchase order.
- Project
- This field is only displayed if IBS Manufacturing and IBS Project are installed and activated. Enter a project number from the Project file, indicating the project to which this sales order should be connected. The value in this field is used as a default for the order lines. If a project is entered, all order lines entered on the order will be connected to this project. The project id is the combination of Project, Phase and Cost code.
- Phase
- This field is only displayed if IBS Manufacturing and IBS Project are installed and activated. Enter a phase from the Project file, indicating the phase of the project to which this sales order should be connected. The value in this field is used as a default for the order lines. If a phase is entered, all order lines entered on the order will be connected to this phase. The phase is part of the project id, together with Project and Cost code.
- Cost code
- This field is only displayed if IBS Project is installed and activated. Two input fields exist for this field. The first is mandatory and the second is optional. Enter one, or two, code/s from the Project cost codes table defining the cost codes to which this sales order should be connected. The values in these fields are used as a default for the order lines. If a cost code is entered, all order lines entered on the order will be connected to this code. The cost code is part of the project id, together with Project and Phase and is used to total up cost price and reported values on the project.
Cash sale header (DMR30102)
On this panel you enter cash sale information. Some of the fields may contain default values retrieved from the Business partner file for the customer.
Function keys
| Discounts | 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. Access the Work with discounts program where you can maintain header discounts (Main info discounts from Sales pricing methods of type O or of type H) for the cash sale. |
- Order number
- Indicates the order number (if manually entered on the initial panel). This value cannot be changed.
- Order type
- Indicates the order type. This value is entered on the initial sales order entry panel and cannot be changed.
- Warehouse
- Indicates the warehouse that will service your customer. This value is entered on the initial sales order entry panel and cannot be changed. If a warehouse code was not entered on the initial panel then the warehouse assigned to your customer in the Business partner file is defaulted.
- Cash register
- Enter a code from the Cash register table, indicating the cash register used for this cash receipt. This code can be used as a selection criteria when the Cash sale journal is printed.
- Name & address
- Indicates the customer’s name and address as defined in the Business partner file (address number 1). This value can be changed. Enter the address for the cash receipt. The first field on the fifth line is reserved for the postal code. Your customer’s country code determines if the postal code will be printed as displayed on the panel, or if the two fields on line five will be swapped around.
Note: The address you enter here, overrides all addresses for the order (delivery, confirmation, invoice and debtor address). You can, however, change the address for the each on the Order addresses panel.
- Reference
- Indicates the name of the contact person, retrieved for the customer from the Business partner file, but can be changed.
- Salesman
- Identifies the salesman, retrieved for the customer from the Business partner file, but can be changed.
- Credit card
- If your customer is paying with a credit card then enter the type of card he/she is using to make the payment (e.g., VISA, AMEX, etc.). The valid credit cards that you can use are defined in the Credit card table.
- Card number
- If a Credit card was entered above, enter the credit card number. Note: If the user does not have permission for credit card maintenance and credit card authorization, entry in this field is not allowed.
- Price list
- Displays the price list used for this order, but can be changed. This is retrieved for the customer from the Customer file, if one is defined. If no price list is assigned to the customer, the Standard price list (defined in the DIS control file) will be used and this field will be blank. When IBS Enterprise runs the main pricing program it will use this Standard price list as the starting point for calculating any prices or discounts as it needs a starting price in the event that it encounters only discounts in the Customer contracts and Sales pricing methods.