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  13. Manually enter a sales...

Manually enter a sales order

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The following describes an ordinary sale, without VAT, to be delivered from the main warehouse. The item in this example is under time axis control.

  1. Select the Work with sales orders menu item.
  2. You access Work with sales orders, Header view. Click Add.
  3. You access Work with sales orders, create new. This is the starting panel for entering a sales order. The following fields are mandatory:
    4. Handler
    Customer number
    Order type

    Note: Both Handler and Order type can be automatically defaulted if these parameters are defined in Work with IBS user profiles for the user entering the order.

    You can fill in the other fields now or later. If you do not complete them now, the system retrieves the information for these fields from various places in the system.

    You have two options from which to choose when defining the Order number. You can:

    • Manually enter an order number that is outside the limits of the series for automatic numbering of sales orders.
    • Leave the field blank. The system automatically retrieves the number by taking the next valid number in the number series for sales orders.

    Click OK.

  4. You access Order lines. Complete the following fields:
    5. Item/Assortment
    Enter an item code from the Item file. Note: Assortment code is not relevant for the purpose of this example. See Book sales order lines from an item assortment.
    Quantity
    Enter the quantity to sell, per selling unit.

    The system automatically defaults the values for the following fields:

    Whs
    The warehouse code is defaulted from the Sourcing policy defined either for the customer in the Business partner/Address file or for the item in the Item file. If the Default whs field on the Order header/Shipping information panel is set to NO, this field is blank. Note: You can manually enter a warehouse at this point. The last entered warehouse for this sales order is defaulted on all sales order lines.
    Unit
    Optional entry. If you leave the field blank, the system retrieves the default sales unit from the Item file/Inventory information panel.
    Dsp date
    The dispatch date is the date this order will be shipped from your warehouse. The system automatically assigns today’s date.
    Req date
    You can enter the requested date, made by the customer, for when the sales order should be dispatched. If you leave this field blank, the dispatch date is defaulted.
    Price
    If you leave the field blank, the system searches for the valid price (see About working with pricing on a sales order and View sales pricing information for more information). Otherwise, manually enter a price for the sales order line. The price you enter will override any other price parameters defined for the item.

    If you want the customer to receive this order line free of charge, set the FOC field to YES.

    You can leave all other fields blank.

    Click OK to update the sales order line. Note: If there are any errors for the new order line, the system prompts the Order line, main info panel, highlights the errors and displays a message.

  5. You remain on the same panel, now updated with the entered order line. To add more lines you can repeat the same procedures. To change or add information for existing lines, click on the appropriate option.

    6. Add text lines
    Text lines can be defined for both individual lines and for the whole order. In IBS Enterprise a general text editor is used in most programs where text can be entered. For detailed information about the Text Editor, see About working with texts in the Text Editor.

    The following steps describe how to define text for an individual line.

    1. Select the order line for which you want to define text and click Text.
    2. You access the Edit text panel. Enter the text and then click the Text set function key to define on which documents the text should be printed.
    3. A window is displayed asking if you want to save the text. Leave YES and click OK.
    4. You access Edit text, Sales order line. The text entered is automatically assigned a text set number, shown below the Set column heading. If only one text is defined on an order line, only one text set exists for the line, i.e. text set number 1. Select the applicable text set and click the Documents function key to define on which documents the text should be printed.
    5. You access Edit text outlining the documents on which the text will be printed. Every document is set to YES by default, meaning the text will be printed on all documents (i.e. Order confirmation, Pick list, Transport note, Invoice, etc). Inactivate the documents on which the text should not be printed. Click OK until you return to the Order lines panel.
    6. On the Order lines panel you can click Shift info to view more information. The Txt column will be set to YES denoting that text is defined on the order line.

      7. For text instructions on order level, see step 2 in Change a sales order.

    If you want to settle the sales order by using credit card or cheque see Enter a credit card payment and obtain authorisation.

    When all order lines are entered, click Complete order to exit the order. The order can now be printed. See About sales order confirmation.

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