Microsoft Dynamics GP

Sales Order Processing

Copyright Copyright © 2012 Microsoft. All rights reserved.

Limitation of liability This document is provided “as-is”. Information and views expressed in this document, including
URL and other Internet Web site references, may change without notice. You bear the risk of using
it.

Some examples depicted herein are provided for illustration only and are fictitious. No real
association or connection is intended or should be inferred.

Intellectual property This document does not provide you with any legal rights to any intellectual property in any
Microsoft product.

You may copy and use this document for your internal, reference purposes.

Trademarks Microsoft, Microsoft Dynamics, Outlook, SharePoint, and SQL Server are trademarks of the
Microsoft group of companies. FairCom and c-tree Plus are trademarks of FairCom Corporation
and are registered in the United States and other countries.

All other trademarks are property of their respective owners.

Warranty disclaimer Microsoft Corporation disclaims any warranty regarding the sample code contained in this
documentation, including the warranties of merchantability and fitness for a particular purpose.

License agreement Use of this product is covered by a license agreement provided with the software product. If you
have any questions, please call the Microsoft Dynamics GP Customer Assistance Department at
800-456-0025 (in the U.S. or Canada) or +1-701-281-6500.

Publication date December 2012

Contents
Introduction ................................................................................................................................................. 2
What’s in this manual...................................................................................................................................2
Symbols and conventions ............................................................................................................................3
Resources available from the Help menu..................................................................................................3
Send us your documentation comments ...................................................................................................4

Part 1: Setup ............................................................................................................................................... 8

Chapter 1: Setup overview .......................................................................................................... 9
Sales Order Processing document types....................................................................................................9
Before you set up Sales Order Processing ...............................................................................................10
Customer credit limit override approval workflow ..............................................................................10

Chapter 2: Module setup ............................................................................................................. 11

Setting up Sales Order Processing default entries ................................................................................. 11
Setting up currency decimal places for non-inventoried items ...........................................................14
Setting up taxes and options .....................................................................................................................15
Setting up document numbers .................................................................................................................19
Setting up user-defined fields ..................................................................................................................20
Setting up process holds ...........................................................................................................................22
Selecting a pricing method .......................................................................................................................23
Enabling extended pricing ........................................................................................................................24
Setting up advanced picking.....................................................................................................................24

Chapter 3: Document setup ................................................................................................... 27

Setting up quotes ........................................................................................................................................27
Setting up orders.........................................................................................................................................30
Setting up fulfillment orders or invoices.................................................................................................33
Setting up back orders................................................................................................................................36
Setting up invoices......................................................................................................................................38
Setting up returns .......................................................................................................................................40
Assigning process holds to sales document IDs ....................................................................................42

Chapter 4: Sales fulfillment workflow setup .......................................................... 45

Sales fulfillment workflow overview.......................................................................................................45
Setting up fulfillment workflow for sales................................................................................................46
Changing fulfillment workflow document status descriptions...........................................................47
Setting up picking instruction IDs............................................................................................................47

Chapter 5: Document ID maintenance ......................................................................... 49

Modifying a sales document ID................................................................................................................49
Deleting a sales document ID ...................................................................................................................50
Removing process holds assigned to a sales document ID ..................................................................50

S A L E S O R D E R P R O C E S S I N G i
C O N T E N T S

Chapter 6: Customer item and substitute item maintenance.................. 53

Setting up customer item numbers and substitute item numbers ......................................................53
Removing customer/item substitute items ............................................................................................54

Part 2: Transaction entry ...................................................................................................... 56

Chapter 7: Item information .................................................................................................. 57

Drop-ship transactions ...............................................................................................................................57
Standard pricing calculations ...................................................................................................................57
Extended pricing calculations ..................................................................................................................58
Unit cost .......................................................................................................................................................58
Multiple bins overview .............................................................................................................................59
Non-inventoried items ..............................................................................................................................60
Adding items ..............................................................................................................................................61
Serial- or lot-numbered items ...................................................................................................................61
Kit items ......................................................................................................................................................61
Assigning instruction IDs to customer and item records......................................................................62
Available to promise overview .................................................................................................................63

Chapter 8: Multicurrency transactions ......................................................................... 65

Viewing multiple currencies for sales transactions................................................................................65
Exchange rate and document date ..........................................................................................................65
Multicurrency account distributions .......................................................................................................66
Sales Order Processing amounts ..............................................................................................................66

Chapter 9: Batches .......................................................................................................................... 69

Creating a batch .........................................................................................................................................69
Modifying a batch ......................................................................................................................................70
Deleting a batch ..........................................................................................................................................70

Chapter 10: Quotes .......................................................................................................................... 73

Prospect customers .....................................................................................................................................73
Entering a prospect record.........................................................................................................................73
Sales quote approval workflow ................................................................................................................75
Entering a quote ..........................................................................................................................................75
Entering a repeating quote ........................................................................................................................78

Chapter 11: Orders .......................................................................................................................... 81

Entering a sales order .................................................................................................................................81
Entering a repeating order ........................................................................................................................84
Copying sales document items .................................................................................................................85
Previewing sales document line items.....................................................................................................86

Chapter 12: Fulfillment orders and invoices ............................................................ 87

Understanding fulfillment orders ............................................................................................................87
Entering a fulfillment order or invoice ....................................................................................................87
Combine multiple fulfillment orders to a single invoice ......................................................................91

ii S A L E S O R D E R P R O C E S S I N G
 C O N T E N T S

Chapter 13: Invoices ....................................................................................................................... 93

Understanding invoices .............................................................................................................................93
Entering an invoice ....................................................................................................................................93

Chapter 14: Back orders .............................................................................................................. 99

Understanding back orders .......................................................................................................................99
Entering a back order .................................................................................................................................99

Chapter 15: Returns ..................................................................................................................... 103

Return quantity types...............................................................................................................................103
Entering a return .......................................................................................................................................104

Chapter 16: Transaction detail entry .......................................................................... 109

Entering document detail information .................................................................................................109
Updating a customer’s e-mail information for a sales transaction ...................................................109
Entering item detail information ........................................................................................................... 111
Entering customer detail information ................................................................................................... 112
Adding a markdown for an item ........................................................................................................... 113
Merging trade discounts and markdowns with sales distributions.................................................. 114
Entering Intrastat trade statistics ........................................................................................................... 115

Chapter 17: Payments and deposits............................................................................... 117

Distributing payments separately .......................................................................................................... 117
Entering deposits and payments on orders or back orders ................................................................ 117
Entering a payment for an invoice, fulfillment order, or return ........................................................ 119
Posting deposits .......................................................................................................................................121
Posting payments......................................................................................................................................121
Removing a deposit or payment.............................................................................................................121

Chapter 18: Sales Order Processing taxes .............................................................. 123

Sales tax calculations ................................................................................................................................123
Calculating and distributing summary taxes .......................................................................................124
Calculating and distributing detail taxes ..............................................................................................125

Part 3: Allocation, fulfillment, and purchasing .................................. 128

Chapter 19: Allocating item quantities ...................................................................... 129
Setup options and allocation ...................................................................................................................129
Quantity shortage indicators...................................................................................................................130
Quantity shortage options .......................................................................................................................130
Quantity shortages and bins ...................................................................................................................132
Selling an item from another site ...........................................................................................................132
Substituting an item .................................................................................................................................133
Processing kit shortages...........................................................................................................................134
Allocating by line item .............................................................................................................................135
Allocating items by document or batch.................................................................................................136
Allocating back-ordered items for orders and fulfillment orders......................................................137
Quantity allocation problems..................................................................................................................138

S A L E S O R D E R P R O C E S S I N G iii
C O N T E N T S

Chapter 20: Separate fulfillment ..................................................................................... 141

Fulfillment and bins..................................................................................................................................141
Fulfilling quantities for individual items ..............................................................................................142
Fulfilling quantities for all items on a document .................................................................................142
Fulfilling quantities for items on previously entered documents .....................................................143

Chapter 21: New purchase orders .................................................................................. 147

Purchase orders from sales documents .................................................................................................147
Parts of the Purchase Orders Preview window....................................................................................148
Pending purchase order errors and warnings ......................................................................................149
The tree view .............................................................................................................................................150
Purchase Order Preview window tabs ..................................................................................................150
Changing a vendor ...................................................................................................................................152
Modifying a purchase order in the tree view........................................................................................153
Modifying a purchase order using the tabs ..........................................................................................154
Generating a purchase order from a single sales document ..............................................................155
Generating purchase orders from multiple sales documents.............................................................156

Chapter 22: Links to existing purchase orders ................................................... 159

Linking an item to an existing purchase order .....................................................................................159
Removing an existing link to a purchase order....................................................................................162
Changing the link to a purchase order ..................................................................................................163
Checking the commitment status ...........................................................................................................164

Chapter 23: Receiving purchase orders ..................................................................... 165

Allocating and fulfilling inventory items..............................................................................................165
Fulfilling non-inventoried items ............................................................................................................166
Fulfilling drop-ship items ........................................................................................................................166
Purchase orders created from back orders ............................................................................................167
Printing the Back-Ordered Items Received report ...............................................................................167

Part 4: Transaction activity ............................................................................................ 170

Chapter 24: Printing and sending documents in e-mail ............................. 171
Packing slips and picking tickets overview ..........................................................................................171
Printing options for packing slips and picking tickets........................................................................172
Printing options for sales documents ....................................................................................................173
Requirements for sending sales documents in e-mail .........................................................................174
Printing or sending an individual document in e-mail.......................................................................174
Printing all documents in a batch ..........................................................................................................177
Printing a range of documents................................................................................................................178
Printing a posted document ....................................................................................................................180
Setting up the sales quick print option ..................................................................................................181
Print packing slips using the action pane..............................................................................................182
Print picking tickets using the action pane ...........................................................................................183
Printing bulk picking tickets ...................................................................................................................184

iv S A L E S O R D E R P R O C E S S I N G
 C O N T E N T S

Printing a batch list ...................................................................................................................................186

Printing shipping labels or COD tags ....................................................................................................186

Chapter 25: Sales document maintenance ............................................................. 189

Modifying an existing sales document ..................................................................................................189
Adding a comment to sales documents.................................................................................................190
Changing a serial or lot number .............................................................................................................191
Changing bins in Sales Order Processing..............................................................................................192
Changing a kit component ......................................................................................................................192
Advancing the document status of a fulfillment order .......................................................................193
Advancing the document status of one or more fulfillment orders ..................................................194
Assigning process holds to a document ................................................................................................195
Removing process holds from a document...........................................................................................197
Assigning process holds to multiple documents ................................................................................197
Removing process holds from multiple documents ...........................................................................198
Reversing the document status of fulfillment orders ..........................................................................199
Modifying commission information ......................................................................................................200
Splitting commissions ..............................................................................................................................201
Voiding a document..................................................................................................................................202
Deleting a document ................................................................................................................................202

Chapter 26: Posting ...................................................................................................................... 205

Posting overview for Sales Order Processing .......................................................................................205
Posting a single transaction .....................................................................................................................206
Posting a single batch ...............................................................................................................................206

Chapter 27: Transferring documents ........................................................................... 209

Multicurrency and transfers....................................................................................................................209
Transfers and setup...................................................................................................................................210
Transferring totals, deposits, and payments .........................................................................................210
Quantity transfers ..................................................................................................................................... 211
Document attachments and transfers ...................................................................................................213
Transferring an individual sales document ..........................................................................................214
Transferring a batch of sales documents ...............................................................................................215
Transferring orders and back orders to invoices ..................................................................................217

Part 5: Inquiries and reports ......................................................................................... 220

Chapter 28: Inquiries ................................................................................................................... 221
Viewing multiple currencies in sales inquiries.....................................................................................221
About reporting currency ........................................................................................................................221
Viewing salesperson information...........................................................................................................222
Viewing sales documents.........................................................................................................................223
Creating inquiries for sales documents .................................................................................................224
Viewing sales information from a custom inquiry ..............................................................................225
Viewing items sold ...................................................................................................................................226
Viewing serial or lot numbers of items sold .........................................................................................227

S A L E S O R D E R P R O C E S S I N G v
C O N T E N T S

Viewing sales process holds ....................................................................................................................228

Viewing bulk picking ticket details ........................................................................................................229
Viewing document status details for a document ...............................................................................229

Chapter 29: Reports ..................................................................................................................... 231

Sales Order Processing report summary ...............................................................................................231
Specifying a Sales Order Processing report option ..............................................................................233
Microsoft SQL Server® Reporting Services reports for Sales Order Processing .............................234

Part 6: Utilities ............................................................................................................................... 238

Chapter 30: Reconciling and removing sales documents ......................... 239

Reconciling sales documents...................................................................................................................239
Removing completed documents...........................................................................................................240

Chapter 31: Sales history removal.................................................................................. 241

Removing Sales Order Processing history ............................................................................................241
Removing tax history ...............................................................................................................................242
Removing Intrastat history .....................................................................................................................243

Glossary ..................................................................................................................................................... 245

Index ............................................................................................................................................................... 249

vi S A L E S O R D E R P R O C E S S I N G
INTRODUCTION
Introduction
You can use Sales Order Processing to enter and print quotes, orders, invoices, back
orders, and returns individually or in batches.

When necessary, you can enter drop-ship items on sales documents and determine
how quantity shortages will be handled for individual items or for entire
documents or batches.

You also can use Sales Order Processing to complete the following tasks:

• Transfer customer information from one document type to another

• Transfer item information and quantities from one document type to another
• Enter and post sales deposits
• Allocate and fulfill items on orders, fulfillment orders, and invoices
• Fulfill items separately from item allocation

If you use Purchase Order Processing, you can generate purchase orders from sales
documents.

If you use Receivables Management, customer balances are updated after the sales
transactions are posted.

If you use Inventory Control, item prices are calculated automatically on sales
documents and inventory quantities are adjusted when the sales documents are
posted.

This introduction is divided into the following sections:

• What’s in this manual

• Symbols and conventions
• Resources available from the Help menu
• Send us your documentation comments

What’s in this manual

This manual is designed to give you an understanding of how to use the features of
Sales Order Processing, and how it integrates with the Microsoft Dynamics® GP
system.

To make best use of Sales Order Processing, you should be familiar with
systemwide features described in the System User’s Guide, the System Setup
Guide, and the System Administrator’s Guide.

Some features described in the documentation are optional and can be purchased
through your Microsoft Dynamics GP partner.

To view information about the release of Microsoft Dynamics GP that you’re using
and which modules or features you are registered to use, choose Help >> About
Microsoft Dynamics GP.

The manual is divided into the following parts:

• Part 1, Setup, introduces Sales Order Processing and explains the setup of the
module.

2 S A L E S O R D E R PR O C ES S I N G
 IN T RO D U C T IO N

• Part 2, Transaction entry, explains how to enter sales documents.

• Part 3, Allocation, fulfillment, and purchasing, explains how inventory items

are allocated and fulfilled, and how to create purchase orders from sales
documents.

• Part 4, Transaction activity, explains how to post, print and transfer sales
documents.

• Part 5, Inquiries and reports, explains how to use inquiries and reports to
analyze your sales information.

• Part 6, Utilities, describes procedures you can use to reconcile sales documents
or remove sales history.

Symbols and conventions

For definitions of unfamiliar terms, see the glossary in the manual or refer to the
glossary in Help.

Symbol Description
The light bulb symbol indicates helpful tips, shortcuts and suggestions.

The warning symbol indicates situations you should be especially aware

of when completing tasks.

The multicurrency symbol points out features or procedures that apply if

you’re using Multicurrency Management.

This manual uses the following conventions to refer to sections, navigation and
other information.

Convention Description
Creating a batch Italicized type indicates the name of a section or procedure.
File >> Print or File > The (>>) or (>) symbol indicates a sequence of actions, such as selecting
Print items from a menu or toolbar, or pressing buttons in a window. This
example directs you to go to the File menu and choose Print.
TAB or ENTER All capital letters indicate a key or a key sequence.

Resources available from the Help menu

The Microsoft Dynamics GP Help menu gives you access to user assistance
resources on your computer, as well as on the Web.

Contents
Opens the Help file for the active Microsoft Dynamics GP component, and displays
the main “contents” topic. To browse a more detailed table of contents, click the
Contents tab above the Help navigation pane. Items in the contents topic and tab
are arranged by module. If the contents for the active component includes an
“Additional Help files” topic, click the links to view separate Help files that
describe additional components.

S A L E S O R D E R P R O C E S S I N G 3
I N T R O D U C T I O N

To find information in Help by using the index or full-text search, click the
appropriate tab above the navigation pane, and type the keyword to find.

To save the link to a topic in the Help, select a topic and then select the Favorites tab.
Click Add.

Index
Opens the Help file for the active Microsoft Dynamics GP component, with the
Index tab active. To find information about a window that’s not currently displayed,
type the name of the window, and click Display.

About this window

Displays overview information about the current window. To view related topics
and descriptions of the fields, buttons, and menus for the window, choose the
appropriate link in the topic. You also can press F1 to display Help about the current
window.

Lookup
Opens a lookup window, if a window that you are viewing has a lookup window.
For example, if the Checkbook Maintenance window is open, you can choose this
item to open the Checkbooks lookup window.

Show Required Fields

Highlights fields that are required to have entries. Required fields must contain
information before you can save the record and close the window. You can change
the font color and style used to highlight required fields. On the Microsoft
Dynamics GP menu, choose User Preferences, and then choose Display.

Printable Manuals
Displays a list of manuals in Adobe Acrobat .pdf format, which you can print or
view.

What’s New
Provides information about enhancements that were added to Microsoft Dynamics
GP since the last major release.

Microsoft Dynamics GP Online

Opens a Web page that provides links to a variety of Web-based user assistance
resources. Access to some items requires registration for a paid support plan.

Customer Feedback Options

Provides information about how you can join the Customer Experience
Improvement Program to improve the quality, reliability, and performance of
Microsoft® software and services.

Send us your documentation comments

We welcome comments regarding the usefulness of the Microsoft Dynamics GP
documentation. If you have specific suggestions or find any errors in this manual,
send your comments by e-mail to the following address: [email protected].

4 S A L E S O R D E R PR O C ES S I N G
 IN T RO D U C T IO N

To send comments about specific topics from within Help, click the Documentation
Feedback link, which is located at the bottom of each Help topic.

Note: By offering any suggestions to Microsoft, you give Microsoft full permission to use
them freely.

S A L E S O R D E R P R O C E S S I N G 5
6 S A L E S O R D E R PR O C ES S I N G
PART 1: SETUP
 Part 1: Setup
This part of the documentation includes information that will help you set up Sales
Order Processing. The setup procedures generally need to be completed once, but
you can refer to this information at other times for instructions on modifying or
viewing existing entries. The following topics are discussed:

• Chapter 1, “Setup overview,” lists the setup tasks you need to complete in other
modules and describes the Sales Order Processing setup routine.

• Chapter 2, “Module setup,” provides instructions for setting up the Sales Order
Processing module.

• Chapter 3, “Document setup,” provides instructions for setting up the

document types—quotes, orders, fulfillment orders/invoices, back orders and
returns—used in Sales Order Processing.

• Chapter 4, “Sales fulfillment workflow setup,” explains how to set up

document statuses to assign to fulfillment orders.

• Chapter 5, “Document ID maintenance,” explains how to modify or delete

document types.

• Chapter 6, “Customer item and substitute item maintenance,” explains how to

create or delete item numbers for customers and substitutes.

8 S A L E S O R D E R PR O C ES S I N G
Chapter 1: Setup overview
Use this information to learn about and set up Sales Order Processing. The setup
procedures are organized in an order that will ensure Sales Order Processing is set
up properly.

When you set up Sales Order Processing, you can open each setup window and
enter information, or you can use the Setup Checklist window (Administration >>
Setup >> Setup Checklist) to guide you through the setup process. See your System
Setup Guide (Help >> Contents >> select Setting up the System) for more
information about the Setup Checklist window.

This information is divided into the following sections:

• Sales Order Processing document types

• Before you set up Sales Order Processing
• Customer credit limit override approval workflow

Sales Order Processing document types

Use Sales Order Processing to enter, print, and post sales documents. You can
transfer sales documents from one type to another and, if you’re using Purchase
Order Processing, you can create purchase orders from orders and back orders. You
can set up the following types of documents to use in Sales Order Processing:

Quote A proposal for a specified sale or transaction at some point in the future for
a specified price. Quotes aren‘t posted, but the information on them can be
transferred to orders, invoices, or fulfillment orders.

Order A document used when the customer has agreed to make a purchase. You
can transfer sales information from a quote or back order to an order. Orders aren‘t
posted but the information on them can be transferred to invoices, back orders, or
fulfillment orders. Purchase orders also can be created from sales orders.

Back Order A document used when an item quantity shortage is discovered

during transaction entry. You can transfer information from orders, invoices, or
fulfillment orders to back orders. Back orders aren‘t posted but the information on
them can be transferred to invoices or orders when the shortage items are available.
Purchase orders also can be created from back orders.

Fulfillment Order A document used to track workflow capability when a

customer has agreed to make a purchase. You can transfer sales information from a
quote, back order, or order to a fulfillment order. After you’ve tracked the
fulfillment order through workflow, the fulfillment order becomes an invoice. You
also can transfer a fulfillment order to a back order. This document is available only
if you’re using sales fulfillment workflow.

Invoice A legally binding document that records the price and details of the
transaction. You can transfer sales information from a quote, order, or back order to
an invoice. Invoices are posted and the information from them can be transferred to
back orders.

Return A document used to record the return of a previously sold item. Returns
are posted and can‘t be transferred to other documents.

S A L E S O R D E R P R O C E S S I N G 9
PA RT 1 S E T U P

Before you set up Sales Order Processing

Before setting up Sales Order Processing, you should complete the setup procedures
for Receivables Management and Inventory Control, including the following tasks:

• Enter Receivables Management and Inventory Control settings

• Enter customer records, salesperson records, and sales territories
• Enter items (including price lists and vendor items)
• Set up item sites
• Enter beginning quantities for inventory items
• Set up inventory and sales posting accounts in the Posting Accounts Setup
window

For more information, see the Receivables Management and Inventory Control
documentation.

Choose Administration >> Setup >> Posting >> Posting Accounts to open the Posting
Accounts Setup window, where you can select to view Inventory or Sales accounts.

You also must complete the setup procedures for your company, currency, accounts,
checkbooks, and posting options. Tax schedules and tax details also should be set
up. For more information, see the System Setup instructions (Help >> Contents >>
select Setting Up the System).

If you‘re using Sales Order Processing with Multicurrency Management, be sure

you‘ve also set up currencies, exchange rate tables, exchange rates, access to
currencies and exchange rate tables, and Multicurrency default entries. For more
information about using and setting up Multicurrency Management, refer to the
Multicurrency Management documentation.

If you plan to print multicurrency versions of your posting journals and reports, be
sure to mark Include Multicurrency Info for the Sales series in the Posting Setup
window (Administration >> Setup >> Posting >> Posting).

Customer credit limit override approval workflow

Your company can use the customer credit limit override workflow feature as part
of its business controls. If you use this feature, you can define how orders,
fulfillment orders, and invoices must be approved if the documents exceed the set
credit limits for customers. You can define the credit limit for each customer in the
Customer Maintenance Options window. The rules for approving orders,
fulfillment orders, and invoices can be defined to fit your organization’s needs.

When an order, fulfillment order, or invoice is ready to be approved, approvers can

be notified and the document can be approved, using Microsoft Office Outlook®,
Microsoft Dynamics GP, or SharePoint®. When a document completes Workflow,
you can print, transfer, or post the document.

Before you can use the customer credit limit override approval workflow for Sales
Order Processing, you must remove the password from the Exceed Credit Limit
option in the Receivables Management Setup window (Sales >> Setup >>
Receivables).

10 S A L E S O R D E R P R O C E S S I N G
Chapter 2: Module setup
Module setup involves setting up your Sales Order Processing preferences such as
default entries, tax calculation options, starting document numbers, and whether to
maintain document history.

The module setup information contains the following sections:

• Setting up Sales Order Processing default entries

• Setting up currency decimal places for non-inventoried items
• Setting up taxes and options
• Setting up document numbers
• Setting up user-defined fields
• Setting up process holds
• Selecting a pricing method
• Enabling extended pricing
• Setting up advanced picking

Setting up Sales Order Processing default entries

Use the Sales Order Processing Setup window to set up preferences, default entries,
the types of history to maintain, and which posting accounts to use when
distributing sales amounts. You also can open additional windows to set up sales
documents, taxes, default entries for purchase orders, and options to use with daily
sales transactions.

To set up Sales Order Processing default entries:

1. Open the Sales Order Processing Setup window.
(Sales >> Setup >> Sales Order Processing)

2. Specify how Sales Order Processing transactions will be tracked and displayed
during transaction entry. You can select the following options.

Display Item Unit Cost Mark to display the unit cost of each item on the
document during transaction entry. The unit cost displayed will be the current
cost or the standard cost of the item, depending on the inventory valuation
method assigned to each item.

S A L E S O R D E R P R O C E S S I N G 11
PA RT 1 S E T U P

For more information about item cost, see the Inventory Control
documentation.

Track Voided Transactions in History Mark to maintain a historical

record of voided transactions. If you don‘t mark this option, voided documents
will be removed after posting and won‘t be included on reports. Voided
document numbers cannot be used again.

Calculate Kit Price Based on Component Cost If you‘re using a

percent markup or percent margin pricing method and you mark this option,
the current or standard cost of the kit components will be used to calculate the
total cost for the kit. The percent markup or percent margin will be calculated
on that cost.

Display Quantity Distribution Warning If you mark this option, an alert

message will be displayed during transaction entry when the quantity ordered,
invoiced, back ordered, or quoted hasn‘t been fully distributed. If you don‘t
mark this option, a message won‘t be displayed.

Search for New Rates During Transfer Process When marked, the
system will determine if a different exchange rate should be used when the
document is transferred to a new document. If this option is not marked, the
new document will use the same exchange rate as the document it was
transferred from.

For more information about exchange rates and transferring, see Multicurrency
and transfers on page 209.

Track Master Numbers Mark to track master numbers that identify

original documents and track the flow of documents. Each subsequent
document created from that original document will have the same master
number.

Enter the next master number in the Next Master Number field. This field will
be available only if you’ve marked Track Master Numbers.

Prices Not Required in Price List This option is available only if you’re
using Inventory Control. Mark this option if you don‘t maintain prices for every
item.

When this option is marked and a price isn‘t found for the item during
transaction entry, the price will be zero and you can enter a price. You can enter
a password for this option if you want to limit the users who can enter item
prices. If this option is not marked, you can’t enter items that don’t have prices
in the system.

Convert Functional Price Mark this option if you want the functional
currency price to be converted if a price can’t be found in the originating
currency for an item. If a functional currency price isn‘t available, the price will
be zero. This field is available only if you‘ve marked Prices Not Required in
Price List.

3. Select data entry default settings.

Quantity Shortage Select the default option to use when you have fewer
items in inventory than a customer requests.

12 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 M O D U L E S E TU P

Document Date Select which date to use as a default date when you open
the Sales Transaction Entry window. You can use the date from the last
document you entered or the User Date.

Price Warning Select a price warning to alert users when the default price
for the item is used on a sales document instead of the default price for the
customer.

This option does not apply if you’re using extended pricing.

The price of an item on a sales document is determined by the price level for the
customer in the Customer Maintenance window. If one isn‘t available, the
default price level in Receivables Management Setup window is used. If a
default price level is not found there, the default price level for the item will be
used.

Requested Ship Date Select the default requested ship date for line items
in the Sales Date Entry window. If you select Days After Doc. Date, enter the
number of days after the document date that the items should be shipped.

4. Enter document default information, including the IDs of the site, checkbook,
quote, order, fulfillment order—if you’re using sales fulfillment workflow—
invoice, back order, and return you use most often. The entries you make here
will appear as the default entries in the Sales Transaction Entry window.

If you haven‘t set up quotes, orders, back orders, fulfillment orders, invoices,
and returns, skip the document default entries at this time. Later, after you‘ve
set up at least one type of quote, order, back order, fulfillment order, invoice,
and return, you can complete these entries. For more information about setting
up document types, see Chapter 3, “Document setup.”

5. Mark Customer or Item to specify whether the posting accounts associated with
the customer or with the item should appear as the default entries during
transaction entry. This option determines which Sales and Cost of Goods Sold
accounts to use for a sales transaction.

6. Mark whether to maintain history for sales documents and account

distributions. If you choose to maintain history, a detailed copy of the sales
document will be kept after it is transferred, voided, or posted.

For account distributions, a detailed record of transaction distributions that are

posted through General Ledger will be kept. Account distribution history
includes the audit trail code, account, account description, debit or credit
amount, and other information about each transaction.

If you don‘t select to maintain history, quotes, orders, and back orders will be
deleted when they‘re transferred or voided. Invoices and returns will be deleted
when they‘re posted.

Keeping history will increase the amount of hard disk space needed to run Microsoft
Dynamics GP. Periodically, you can remove history to ensure that you‘re keeping only
the records you need. For more information, see Chapter 31, “Sales history removal.”

7. Enter the number of decimal places to use when displaying and entering
quantity amounts for non-inventoried items.

S A L E S O R D E R P R O C E S S I N G 13
PA RT 1 S E T U P

8. If you aren‘t using Multicurrency Management, enter the number of decimal

places to use when displaying and entering currency amounts for non-
inventoried items.

If you‘re using Multicurrency Management, choose the expansion button to

open the Sales Non-Inventoried Currency Decimals Setup window where you
can define currency decimal places for each currency to which you have access.
For more information, see Setting up currency decimal places for non-inventoried
items on page 14.

9. Choose File >> Print or the printer icon button to print the Sales Order
Processing Setup List. You also can print the report using the Sales Setup
Reports window.

10. Choose OK to save your setup options.

Setting up currency decimal places for non-

inventoried items
If you are using Multicurrency Management, you can use the Sales Non-Inventoried
Currency Decimals Setup window to define currency decimal places for non-
inventoried items for each currency that your company uses. Amounts will appear
in the format defined in this window whenever you enter a non-inventoried item
for a specific currency.

If you aren‘t using Multicurrency Management, use the Sales Order Processing
Setup window to define the number of decimal places when displaying currency
amounts for non-inventoried items.

You can change the non-inventoried currency decimal places for a currency at any
time. Changing the decimal place setting for a currency won’t change the decimal
place settings of non-inventoried items already entered on existing sales
documents. The settings will be applied to new items added to existing transactions
or to new transactions.

To set up currency decimal places for non-inventoried

items:
1. Open the Sales Non-Inventoried Currency Decimals Setup window.
(Sales >> Setup >> Sales Order Processing >> Currency expansion button)

2. Enter or select the number of decimal places to use when displaying currency
amounts for non-inventoried items.

14 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 M O D U L E S E TU P

3. Continue defining decimal places for all the currencies displayed in the
window.

4. Choose File >> Print to print the Sales Non-Inventoried Currency Decimals
Setup List.

5. Choose OK to close the window.

Setting up taxes and options

You can use the Sales Order Processing Setup Options window to specify a method
for calculating taxes, preferences for generating purchase orders (if you’re using
Purchase Order Processing), and to set up other sales options.

You can further restrict each option by assigning a password to it. If the option is
marked but no password is entered, anyone who has access to the related windows
can use the option.

If you’re using advanced picking, you can select to sort individual picking tickets by
bin sequence. If you’re using advanced picking and multiple bins, you can select to
print default bins or all available bins when a default bin isn’t found.

To set up taxes and options:

1. Open the Sales Order Processing Setup Options window.
(Sales >> Setup >> Sales Order Processing >> Options button)

2. Mark the type of tax calculation to use on sales documents.

Advanced Mark Advanced to specify a tax schedule to use for non-

inventoried items and freight and miscellaneous charges. For inventory items,
the tax schedule you chose for each item in the Item Maintenance window will
be used.

Single Schedule Mark Single Schedule to specify one tax schedule for all
items on all documents. Items on each sales document will be taxed using the
tax details in the schedule you specify here, even if the item is nontaxable or if
the customer is tax exempt. Taxes won‘t be calculated on freight or
miscellaneous charges.

S A L E S O R D E R P R O C E S S I N G 15
PA RT 1 S E T U P

For more information about calculating and distributing sales tax amounts, see
Chapter 18, “Sales Order Processing taxes.”

3. If you selected to use advanced tax calculations, enter or select tax options for
non-inventoried items, freight, and miscellaneous charges. You can change the
tax schedules used for a transaction in the Sales Tax Schedule Entry window
during transaction entry. The tax options are:

Taxable The default tax details for the customer or site will be compared to
the tax details in the tax schedule you specify here.

Nontaxable No taxes will be calculated.

Base on customers The tax details from the customer tax schedule or the
site tax schedule will be the default, depending on whether the shipping
method is delivery or pickup.

4. Select a default sorting option for picking tickets. Your selection determines
how information is printed on picking tickets. The sorting options are:

Standard Pick Ticket Items will be printed on the picking ticket in the
order that they were entered in the Sales Transaction Entry window.

Bin Sequence Items will be printed on the picking ticket sorted by bins and
then items.

5. If you’re using multiple bins, select when to print bins on blank individual
picking tickets. The options are:

Always Default bin information and additional available bin information

always will be printed on the picking ticket.

When Default Bin can’t be Found Additional available bin information

will be printed on the picking ticket only when a default bin can’t be found for
an item.

6. If you’re using Purchase Order Processing, select a default site to use when
generating purchase orders from sales orders and back orders. Your selection
determines how purchase orders and purchase order line items are created. The
choices are:

Don’t Combine Items with Different Sites on Same PO If you select

this option, items with different sites on a sales order document will be listed on
separate purchase orders. For example, on a sales order document, ITEMA is
assigned to the NORTH site and ITEMB is assigned the SOUTH site. When you
generate the purchase orders, ITEMA and ITEMB would be listed on two
separate purchase orders.

Combine Items with Different Sites on Same PO If you select this

option, items with different sites on a sales order document will be listed on the
same purchase order if they have the same vendor. For example, on a sales
order document, ITEMA is assigned to the NORTH site, ITEMB is assigned to
the SOUTH site and ITEMA and ITEMB have the same primary vendor. When
you generate the purchase order, ITEMA and ITEMB would be listed as two line
items on a single purchase order.

16 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 M O D U L E S E TU P

Use a Single Site for All POs If you select Use a Single Site for All POs,
you can enter the site where all items will be received in the Site ID field. After
the quantities are received, you must transfer the quantities from the receiving
site to the sites listed on the sales order document.

7. If you’re using Purchase Order Processing, select a default required date. This
date is set for each line item and is the date by which you must receive the item
on a purchase order. This date can be viewed or changed in the Purchasing Item
Detail Entry window.

If you select Days Prior to Requested Ship Date, enter the number of days you
want to receive the purchase order line items before the requested ship date of
the sales line items. For example, if you enter 2 as the number of days before the
requested ship date and a sales item has a requested ship date of April 29, the
required date of the purchase order line item will be April 27. The user date will
be used as the required date when the required date could be calculated in the
past.

8. If you’re using Purchase Order Processing, select the default unit of measure
that will be used when purchase orders are generated from orders and back
orders. You can use the U of M from the sales line item or use the item‘s default
purchasing U of M.

9. If you’re using Purchase Order Processing, mark Combine Similar Line Items
Into a Single PO Line to combine an item listed several times on a purchase
order into one purchase order line item. If this option isn‘t marked, an item
could be listed on the purchase order multiple times—once for each sales
document that includes a shortage for the item and is linked to the purchase
order.

For example, suppose Order11 has a quantity to purchase of 2 for ITEMA for
the NORTH Site and Order15 has a quantity to purchase of 3 for ITEMA for the
NORTH Site. If you mark this option, ITEMA will be listed once on a purchase
order for a quantity of 5. If you don‘t mark this option, ITEMA will be listed
twice on the purchase order.

10. If you’re using Purchase Order Processing, you can combine drop ship items
onto one purchase order, rather than creating separate purchase orders for the
same item. There are two options for drop ship items:

Combine Different Ship-To Addresses into one PO Mark this option

to create one purchase order from one sales order with multiple lines that
contains different ship-to addresses. This is useful when you have a sales order
for one company and you’re drop shipping to multiple locations. When used in
conjunction with the Combine Similar Items into a Single PO Line option,
similar items with the same ship to address are combined into one line. If this
option is not marked, individual purchase orders are created for each item.

For example, ORDER01 contains ITEM A with a quantity of 2 to the SHIPPING

1 ship-to address. Line 2 is for ITEM A with a quantity of 3 to the SHIPPING 2
ship-to address, and you are drop shipping all items. One purchase order with
two lines will be created. The shipping address will print with the
corresponding lines.

Combine Different Ship-To Addresses from Different Sales Orders

into one PO Mark to create one purchase order from multiple sales orders

S A L E S O R D E R P R O C E S S I N G 17
PA RT 1 S E T U P

when drop shipping to multiple shipping addresses. This is useful when you
have several sales orders and you’re drop shipping the same item to multiple
locations, only one purchase order is necessary to purchase the correct quantity
of the items. When used in conjunction with the Combine Similar Items into a
Single PO Line option, the item quantities with the same shipping address are
summed onto one line on the PO.

For example, with all the options marked, you have ORDER01 for ITEM A with
a quantity of 2 to SHIPPING 1 ship-to address, ORDER02 is for ITEM A with a
quantity of 1 to SHIPPING 2 ship-to address, and ORDER03 is for ITEM A with
a quantity of 2 to SHIPPING 1 ship-to address, and you are drop shipping all
items. On the purchase order, you’ll see Line 1 for ITEM A with a quantity of 4,
and Line 2 for ITEM A with a quantity of 1. The shipping address will print
with the corresponding lines.

11. Mark sales options. You can further restrict each option by assigning a
password to it.

Allow Markdown Mark to allow users to enter a currency amount or

percentage by which the extended price of individual line items will be reduced
using the Sales Markdown Entry window.

Auto-Assign Lot Numbers Mark to automatically assign lot numbers to

items. Lot numbers can be assigned by receipt date or by expiration date,
depending on how you selected to automatically assign lot numbers in the
Inventory Control Setup window. If lot numbers are assigned by receipt date,
the assignment is based on the valuation method when the items are entered or
fulfilled on a sales document. If lot numbers are assigned by expiration date, the
lot numbers nearing expiration are used first. Lot numbers without an
expiration date aren’t assigned. Lot numbers can be changed after they‘ve been
assigned and before posting using the Sales Lot Number Entry window.

When automatically assigning lot numbers, expired lots aren’t used even if you
marked the Other Transactions option in the Inventory Control Setup window.

Auto-Assign Serial Numbers Mark to automatically assign serial

numbers to items according to their valuation method when the items are
entered or fulfilled on a sales document. Serial numbers can be changed after
they‘ve been assigned and before posting using the Sales Serial Number Entry
window.

Enter Non-Inventoried Items Mark to allow users to enter non-

inventoried items in the Sales Transaction Entry window or Sales Item Detail
Entry window without first creating records for those items. If you don‘t mark
this option, only items that exist in your inventory can be sold.

Allow Price Below Cost Mark to allow users to enter prices in the Sales
Transaction Entry window that are lower than the current cost of an item. If you
don‘t mark this option, prices below the current cost won‘t be allowed.

Override Prices Mark to allow users to override the default unit price and
the extended price that is automatically calculated when you enter items in the
Sales Transaction Entry window or Sales Item Detail Entry window. If you don‘t
mark this option, you can‘t change either amount.

18 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 M O D U L E S E TU P

Override Quantity Shortages Mark to allow users to sell more items than
are currently available in inventory. If you mark this option and a quantity
entered in the Sales Transaction Entry window is greater than the quantity
available, the Sales Quantity Shortage Options window will open and you can
select to override the quantity available. If you don‘t mark this option, only the
quantity available can be sold.

Override Price Levels Mark this option to allow users to override price
levels for customers or items on a sales document. If you don‘t mark Override
Price Levels, you can‘t change the price levels. This could cause problems if no
prices are set up in the price list for the price level.

For example, suppose you select a customer that is assigned to a retail price
level and you only have prices set up in the price list for the wholesale price
level. You can‘t complete the transaction because you can‘t change the price
level on the transaction for the customer.

This option does not apply if you’re using extended pricing.

Allow Deletion of PO Commitments Mark to allows users to break the

commitment between a sales document and a purchase order in Sales Order
Processing. If this option isn‘t marked, you can only break the commitment in
Purchase Order Processing.

Allow Sale of Discontinued Items Unmark if you don’t want to sell

discontinued items. If this option is marked, you can sell discontinued items.

12. Choose File >> Print to print the Sales Order Processing Setup List.

13. Choose OK.

Setting up document numbers

Use the Sales Document Numbers Setup window to enter document numbers,
codes, and printing formats for quotes, orders, fulfillment orders, back orders,
invoices, and returns.

To set up document numbers:

1. Open the Sales Document Numbers Setup window.
(Sales >> Setup >> Sales Order Processing >> Numbers button)

2. Enter or accept the default document codes, next numbers, and printing
formats for quotes, orders, fulfillment orders/invoices, returns, and back
orders.

S A L E S O R D E R P R O C E S S I N G 19
PA RT 1 S E T U P

Code The code is a three-character prefix that will be printed on posting

journals and edit lists to identify the type of document entered.

Next Number These numbers will be used as the document numbers in the
Sales Transaction Entry window if the document ID you‘re using has not been
set up to use its own numbering system. Each time you enter a transaction, the
number will increase by one to the next available number.

For example, assume you set up three types of invoice IDs—retail, wholesale,
and catalog—and you enter an invoice next number for the retail invoice ID in
the Sales Invoice Setup window. Invoices using the wholesale and catalog
invoice IDs will use the next number from the Sales Document Numbers Setup
window, but invoices based on the retail invoice ID will be assigned the number
you entered in the Sales Invoice Setup window. For more information about
document IDs, see Chapter 3, “Document setup.”

Be sure to enter a next number that is large enough to accommodate your business
volume. For example, if you enter ORD001 as the next order number, you‘ll be able to
enter up to 999 orders. If you enter ORD00001, you‘ll be able to enter 99,999 orders.

Format Select the default format for each type of document—blank paper,
short form, long form, or other form. You can change the format before printing
the document.

3. Enter or accept the default document codes, next numbers, and formats, and the
document numbers you want to use for packing slips and picking tickets.

• If you select Document, the document numbers from the orders or invoices
will be used.

• If you select Packing Slip or Picking Ticket, the next number you‘ve entered
here for packing slips and picking tickets will be used.

Typically, businesses use the same document numbers on packing slips and picking
tickets that were used on the orders or invoices from which they were created. For this
reason, the same document numbers will be used unless you specify a different next
number here.

4. Choose OK.

Setting up user-defined fields

Use the Sales User-Defined Fields Setup window to enter names for up to ten user-
defined fields to further identify quotes, orders, back orders, invoices, and returns.
Later, when you enter sales transactions, the names will appear in the Sales User-
Defined Fields Entry window, where you can enter information that is unique to the
transaction. You can set up the following types of user-defined fields.

List Use list fields to predefine options to track information that is specific to your
business. For example, to track the origin of orders, you could name the list Order
Origin and enter Fax, Phone, and Mail as values for the list. When you enter
transactions, Order Origin will appear as a field in the Sales User-Defined Fields
Entry window and you can specify where the order originated or include additional
values.

20 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 M O D U L E S E TU P

Date Use date fields to record additional dates that affect your sales documents.
For instance, if you want to track the date that an installation was complete, enter
Install Date in a date field.

Text Use text fields to record additional information about the transactions you
enter in the Sales Transaction Entry window. For example, to track special ID
numbers for shipped equipment, you can enter Shipping ID in the text field.

Prospect Maintenance Use Prospect Maintenance to track additional

information about your prospective customers. For example, to track which
prospects are good, very good, and excellent, enter Lead Status in a prospect
maintenance field. You can enter information in these fields in the Sales Prospect
Maintenance window.

Customer/Item Maintenance Use Customer/Item Maintenance to track

additional information about your customer item numbers. For example, to track
the distributor with the fastest delivery time for an item, enter Quickest Distributor
in a customer/item maintenance field. You can enter information in these fields in
the Customer Item Maintenance window.

To set up user-defined fields:

1. Open the Sales User-Defined Fields Setup window.
(Sales >> Setup >> Sales Order Processing >> User-Defined button)

2. Enter names for as many as three list fields. Choose the expansion button next
to each list name you‘ve entered; the Sales User-Defined List Setup window will
appear. Use this window to enter values for each list.

3. Enter names for one or two date fields to record additional dates that affect your
sales documents.

4. Enter names for as many as five text fields to track additional information about
your customers.

5. Enter names for one or two prospect maintenance text fields.

6. Enter names for as many as five customer/item maintenance text fields.

7. Choose File >> Print to print the Sales User-Defined Fields Setup List.

8. Choose OK to save your changes.

S A L E S O R D E R P R O C E S S I N G 21
PA RT 1 S E T U P

Setting up process holds

You can use the Sales Process Holds Setup window to create process holds to assign
to your sales documents. Process holds are user-defined restrictions that control the
processing of sales documents at different stages of the sales cycle. For example,
you can set up process holds to:

• Require a manager‘s approval before a return can be posted.

• Prevent posting of documents until a manager approves the transactions.

• Restrict the printing of invoices until addresses have been verified.

• Stop the order fulfillment process because a part has been recalled by the
manufacturer.

• Prevent the transferring of a quote to an order if the customer is over its credit
limit.

• Stop a document status from advancing to the next tracked status.

For more information about using process holds, see Assigning process holds to a
document on page 195.

You can set up passwords to further restrict processing. The user must enter the
password to remove holds from documents. If you don‘t use passwords, you can set
up a process hold to remind the user to complete a task before processing a sales
document. Once the task is completed, the user must remove the hold from the
document before processing occurs. You can apply process holds to any document
type.

To set up process holds:

1. Open the Sales Process Holds Setup window.
(Sales >> Setup >> Process Holds)

2. Enter a name and description for a process hold. You can assign a password to
remove this process hold.

3. Mark any of the processes you want to restrict with this process hold.

Transferring Documents Mark to stop the transfer of documents from one

document type to another until the hold is removed. (This option has no effect
on return documents since they cannot be transferred to other document types.)

22 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 M O D U L E S E TU P

Posting Mark to stop the posting of invoices or returns until the hold is
removed. If you have orders that contain a deposit amount, the deposit amount
will be posted when the document is saved, regardless of whether a posting
hold has been assigned.

Fulfillment Advancement Mark to stop the advancement of fulfillment

order document statuses until the hold is removed.

Fulfilling Documents Mark to stop the fulfillment of orders or invoices

until the hold is removed.

Printing Documents Mark to stop the printing of documents until the hold
is removed. If you restrict the printing of an order, invoice, or fulfillment order,
the picking ticket and packing slip won‘t be printed either. This will eliminate
the possibility of shipping items for documents that are on hold.

4. Choose Save to save the information you’ve entered.

To review the entries and selections you’ve made for a specific process hold,
print the Sales Process Holds Setup Report by choosing File >> Print or the
printer icon button while the Sales Process Holds Setup window is displayed.

To review the entries for all process holds, print the Sales Process Holds Setup
Report (Sales >> Reports >> Setup).

Selecting a pricing method

You can use either standard or extended pricing. In both pricing systems, you can
set up different pricing structures—price levels in standard pricing, or price sheets
and price books in extended pricing. You can create different pricing for different
currencies and different units of measure. Either system can be used to create
pricing structures with quantity breaks. However, you must choose one pricing
system and use it exclusively; you can’t use both systems simultaneously.

Standard pricing
Standard pricing might be a better option for your company if any of the following
conditions are true:

• You’re using Invoicing. (Extended pricing doesn’t work with Invoicing.)

• You want price lists to be updated automatically when the current cost or
standard cost of an item changes.

• You have a fairly simple pricing structure, and don’t need additional tiers.

For more information about standard pricing structures, see the Inventory Control
documentation.

Extended pricing
Extended pricing might be a better option for your company if any of the following
conditions are true:

• You want to use date-specific pricing.

S A L E S O R D E R P R O C E S S I N G 23
PA RT 1 S E T U P

• You want to create promotions for special pricing, for value-off pricing, or for
free items with the purchase of another item.

• You have a complex pricing structure: you want to use more tiers or you want
to apply multiple promotions simultaneously.

For more information about extended pricing, see the Inventory Control
documentation.

Enabling extended pricing

Use the Enable Extended Pricing window to activate or inactivate extended pricing
functionality.

You can use either standard or extended pricing. You must choose one pricing
system and use it exclusively; you can’t use both systems simultaneously. For more
information on selecting a pricing method, see Selecting a pricing method on page 23.
For more information on how each pricing method works, see the Inventory
Control documentation.

To enable extended pricing:

1. Open the Enable Extended Pricing window.
(Sales >> Setup >> Extended Pricing)

2. Select whether to use standard or extended pricing. Standard pricing is the

default method.

3. Choose OK to save your changes and close the window.

Setting up advanced picking

If you’re using advanced picking, use the Advanced Picking Setup window to
assign a picking ticket printing option to a selected site and items that are assigned
to that site. For example, if a site has small items that can be picked in bulk, you
could select Bulk for that site. If a site has items that are picked only individually,
you could select Individual for that site. And, if a site has items that are picked both
individually and in bulk, you could select Both for that site.

If you select Both for a site, you can use the Item Print Option Preview window or
the Item Quantities Maintenance window to change the item print option for
selected items within the site. For more information, refer to the Inventory Control
documentation.

You also can indicate the character of the bin number to create a page break on. The
character string—up to and including the selected character—is sorted
alphabetically. Characters after the selected character will not be considered in the
sort.

24 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 M O D U L E S E TU P

To set up advanced picking:

1. Open the Advanced Picking Setup window.
(Sales >> Setup >> Advanced Picking Setup)

2. Enter or select a site ID.

3. Select a general print option for the site.

Individual When the selected site is included on a fulfillment order, order,

invoice, or return, individual picking tickets will be printed. Items assigned to
the selected site will be printed only on individual picking tickets.

Bulk When the selected site is included on a fulfillment order/invoice, bulk

picking tickets will be printed. Items assigned to the selected site will be printed
only on bulk picking tickets. You can print bulk picking tickets for fulfillment
orders only.

Both When the selected site is included on a fulfillment order, order, invoice,
or return, you can select to print individual picking tickets or bulk picking
tickets. Items assigned to the selected site will be printed on both individual
and bulk picking tickets.

4. Select the bin character to indicate a page break on the picking ticket.

For example, suppose that a warehouse names bins by warehouse, aisle, rack,
and shelf. Bin A123 reflects warehouse A, aisle 1, rack 2, and shelf 3, and the
following bins are included on a picking ticket: A116, A123, A127, A224, A226,
and A267. To print a separate picking ticket for each rack, you would select the
third character of the bin number for the site.

The following table lists the bins in alphabetical order with the page that will be
displayed on the picking tickets.

Page number Bin numbers

Page 1 A116
Page 2 A123, A127
Page 3 A224, A226
Page 4 A267

5. Choose Save.

S A L E S O R D E R P R O C E S S I N G 25
26 S A L E S O R D E R P R O C E S S I N G
Chapter 3: Document setup
You can set up and customize an unlimited number of quote, order, back order,
fulfillment order, invoice, and return document IDs and specify different options for
each document ID. You must set up at least one document ID for each document
type that you’ll use in your organization.

You can modify a document ID at any time. The changes will affect future
transactions that use the document ID but won’t change the information for existing
transactions. There are several settings that can’t be changed if there are unposted
documents using the document ID. For more information about modifying
document IDs, see Chapter 5, “Document ID maintenance.”

The document setup information contains the following sections:

• Setting up quotes
• Setting up orders
• Setting up fulfillment orders or invoices
• Setting up back orders
• Setting up invoices
• Setting up returns
• Assigning process holds to sales document IDs

Setting up quotes
Use the Sales Quote Setup window to set up and customize an unlimited number of
quote IDs, which you can use for different situations. For example, if you need
separate quote IDs for your wholesale, retail, and catalog customers, you can set up
separate quote IDs for each of these customer groups. When you enter a quote in the
Sales Transaction Entry window, you can select the type of quote from the list of
quote IDs you’ve set up.

You can set up a quote ID to expire in a certain number of days. The number you
enter will be added to the quote date in the Sales Date Entry window to determine
the date the quote will expire. After a quote expires, it can’t be transferred to an
order or to an invoice, and it will remain in the system until it is voided or deleted.

You can choose whether to use a quote ID for repeating quotes. A repeating quote is
a quote that is saved in a batch and used more than once. When you transfer a quote
to an order or invoice, the quote will remain in the batch so it can be used again.
Using repeating quotes saves time if you frequently print quotes with the same line
item information for the same customer.

S A L E S O R D E R P R O C E S S I N G 27
PA RT 1 S E T U P

To set up quotes:
1. Open the Sales Quote Setup window.
(Sales >> Setup >> Sales Order Processing >> Sales Document Setup button >>
select the Quote option)

2. Enter a Quote ID and, if you want this quote ID to have a unique document
numbering system, enter a Quote ID Next Number.

You can set up a different next number for each quote ID. When you enter a
quote in the Sales Transaction Entry window, the next number for the quote ID
is used as the document number. If you don’t enter a next number for the quote
ID, the next quote number from the Sales Document Numbers Setup window is
used.

3. Enter the days to expire. If you don’t want the quote to expire, leave the value at
zero.

4. You can enter a Comment ID. The comment ID you enter will appear as the
default comment ID in the Sales Transaction Entry window, where you can
change it, if necessary.

5. You can select the format to use when you print a quote with this quote ID—
blank paper, short form, long form, or other form. You can change the format
before printing the document.

6. Mark the options to transfer this quote ID to orders, invoices, or both, and select
an ID for each document. The order and invoice IDs you enter will appear in the
Sales Document Detail Entry window as the default document type, but can be
changed before transferring the quote.

If you’re using sales fulfillment workflow, you can transfer this quote ID to
fulfillment orders and select a fulfillment order ID.

7. If you marked a transfer option, you can specify whether item quantities will
appear in the Quantity to Order or Quantity to Invoice fields on the quote in the
Sales Transaction Entry window.

To Order Item quantities will appear as the quantity to order in the Sales
Transaction Entry window when you use this quote ID. This selection is the best
choice if you transfer a quote to an order more often than you transfer a quote to
an invoice.

28 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 3 D O C U M E N T S E T U P

To Invoice Item quantities will appear as the quantity to invoice in the Sales
Transaction Entry window when you use this quote ID.

None You will need to enter item quantities manually in the Sales Transaction
Entry window.

8. You can mark options to use this quote ID for prospective customers and to
allow repeating quotes.

Use Prospects Mark to allow users to enter documents with this quote ID
for prospective customers.

Allow Repeating Documents Mark to allow users to set up repeating

quotes with this ID. You can assign repeating information, such as the number
of times to repeat and days to increment, in the Sales Document Detail Entry
window.

9. Mark the options for entering documents using this quote ID. You can enter a
password to restrict a user from using the option during transaction entry. If an
option is marked but no password is entered, anyone who has access to the
window can use the option.

You can set up these options differently for each quote ID.

Delete Documents Mark to allow users to delete quotes. If you delete a

quote, all the information associated with the quote will be removed. If
unmarked, you can’t delete quotes in the Sales Transaction Entry window.

Edit Printed Documents Mark to allow users to make changes to quotes

after they’ve been printed.

Override Document Numbers Mark to allow users to change the

document number that is assigned in the Sales Transaction Entry window. If
unmarked, the next available quote number will be assigned and you can’t
change it.

Void Documents Mark to allow users to void quotes after they’ve been
entered. If marked and you’ve selected to track voided transaction history in
the Sales Order Processing Setup window, voided quotes will be saved in
history. If unmarked, you can’t void quotes in the Sales Transaction Entry
window.

10. Choose Holds and assign process holds to the quote ID to stop processing on
particular document IDs or documents. For more information about assigning
process holds, see Assigning process holds to sales document IDs on page 42.

11. Choose Save to save the quote information you’ve entered.

To review the entries and selections you’ve made for a specific quote ID, print
the Sales Quote Setup List by choosing File >> Print or the printer button while
the Sales Quote Setup window is displayed.

To review the entries for all quote IDs, print the Sales Quote Setup List
(Reports >> Sales >> Setup).

S A L E S O R D E R P R O C E S S I N G 29
PA RT 1 S E T U P

Setting up orders
Use the Sales Order Setup window to set up and customize an unlimited number of
order IDs, which you can use for different situations. For example, if you need
separate order IDs for your wholesale, retail, and catalog order customers, you can
set up separate order IDs for each of these customer groups. When you enter an
order in the Sales Transaction Entry window, you’ll select the type of order from the
list of order IDs you’ve set up.

You can choose whether to use an order ID for repeating orders. A repeating order
is an order that is saved in a batch and used more than once. When you transfer an
order to a back order or invoice, the order will remain in the batch so it can be used
again. Using repeating orders saves time if you frequently print orders with the
same line item information for the same customer.

To set up orders:
1. Open the Sales Order Setup window.
(Sales >> Setup >> Sales Order Processing >> Sales Document Setup button >>
select the Order button)

2. Enter an Order ID and, if you want this order ID to have a unique document
numbering system, enter an Order ID Next Number.

You can set up a different next number for each order ID. When you enter an
order in the Sales Transaction Entry window, the next number for the order ID
is used as the document number. If you don’t enter a next number for the order
ID, the next order number from the Sales Document Numbers Setup window is
used.

3. You can enter a Comment ID. The comment ID you enter will appear as the
default comment ID in the Sales Transaction Entry window, where you can
change it, if necessary.

4. You can select the format to use when you print an order with this order ID—
blank paper, short form, long form, or other form. You can change the format
before printing the document.

30 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 3 D O C U M E N T S E T U P

5. Mark Transfer Order to Back Order to allow transferring this order ID to back
orders, and enter a back order ID. If you don’t mark this option, you can’t enter
back order quantities on an order using this order ID.

The back order ID you enter will appear in the Sales Document Detail Entry
window as the default document type, but can be changed before transferring
the order.

6. Enter the Invoice ID to use when transferring orders to invoices.

If you’re using sales fulfillment workflow, enter the fulfillment order ID to use
when transferring orders to fulfillment orders.

The invoice ID you enter will appear in the Sales Document Detail Entry
window as the default document type, but can be changed before transferring
the order.

7. You can mark to allow repeating documents. You might want to do this if, for
example, you have a customer who orders the same items on a regular basis.

If you mark this option, the Frequency and Times to Repeat fields in the Sales
Document Detail Entry window will be available and you can enter repeating
information as you enter orders.

You can select Allow Repeating Documents only if you’re allocating by Document/
Batch or None.

8. Mark the Use Separate Fulfillment Process option to use a separate fulfillment
process to verify the items that are picked to fill the order. If this option is not
marked, the fulfillment is done when the item is allocated. For more
information about allocating and fulfilling, see Chapter 19, “Allocating item
quantities.”

9. You can mark Allow all Back Ordered Items to Print on Invoice to print back-
ordered items on the invoice created from an order.

10. You can enter or select a Credit Limit Hold ID to apply to the order ID to stop
processing a sales document that will result in a customer’s receivables balance
exceeding their credit limit.

11. You can mark the Override Quantity to Invoice with Quantity Fulfilled option
to display the same quantity in the Quantity to Invoice field in the Sales
Transaction Entry window as the Quantity Fulfilled field in the Sales Order
Fulfillment window. This ensures that the quantity invoiced equals the quantity
fulfilled.

You can set up additional options differently for each order ID.

Enable Quantity to Back Order in Sales Order Fulfillment Mark this

option to enter or change information in the Qty to Back Order field in the Sales
Order Fulfillment window.

Enable Quantity Canceled in Sales Order Fulfillment Mark this

option to enter or change information in the Qty Canceled field in the Sales
Order Fulfillment window.

S A L E S O R D E R P R O C E S S I N G 31
PA RT 1 S E T U P

For example, suppose you create an order for widgets and enter 10 in the
Original Quantity field, 10 in the Qty Ready to Fulfill field, and 0 in the Qty
Fulfilled field. However, when you fulfill the order, there are only 8 widgets
available to fill the order, so you enter 8 in the Qty Fulfilled field. The Qty
Ready to Fulfill field also will display 8. The remaining quantity will be back
ordered or canceled, depending on the option you select here and in the
Customer Maintenance Options window. For more information, refer to the
Receivables Management documentation.

12. Select a method for allocating item quantities—the process of reserving

inventory items so the available quantity is reduced by the quantity ordered.

Line Item Item quantities are allocated as you enter them on an order. If this
option is marked, you’ll be required to make quantity shortage decisions as
each item is entered.

If marked and you’re not using a separate fulfillment process, item quantities
will be fulfilled as well.

Document/Batch Entire orders or batches of orders are allocated using the

Sales Allocation/Fulfillment Options window. This option allows for faster
data entry because items won’t be checked for quantity shortages as they’re
entered on sales documents.

None Item quantities are allocated when you transfer an order to an invoice
using the allocation options for the invoice ID. You won’t be able to allocate
item quantities for orders.

13. Mark the options for entering documents using this order ID. You can enter a
password to restrict a user from using the option during transaction entry. If an
option is marked but a password hasn’t been entered, anyone who has access to
the window can use the option.

You can set up these options differently for each order ID.

Allow Invoicing of Unfulfilled or Partially Fulfilled Orders Mark to

allow users to transfer an order to an invoice when the order is partially
fulfilled. If unmarked, only completely allocated or fulfilled orders will be
transferred to invoices.

Delete Documents Mark to allow users to delete orders after they’ve been
saved. If you delete an order, all the information associated with the order will
be erased. If unmarked, you can’t delete orders in the Sales Transaction Entry
window.

Edit Printed Documents Mark to allow users to make changes to orders

after they’ve been printed.

Override Document Numbers Mark to allow users to change the

document number that is assigned in the Sales Transaction Entry window. If
unmarked, the next available order number will be assigned and you can’t
change it.

Void Documents Mark to allow users to void orders after they’ve been
entered. If marked and you’ve selected to track voided transaction history in
the Sales Order Processing Setup window, voided orders will be saved in

32 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 3 D O C U M E N T S E T U P

history. If unmarked, you can’t void orders in the Sales Transaction Entry
window.

14. Choose Holds to assign process holds to the order ID to stop processing. For
more information about assigning process holds, see Assigning process holds to
sales document IDs on page 42.

15. Choose Save to save the order information you’ve entered.

To review the entries and selections you’ve made for a specific order ID, print
the Sales Order Setup List by choosing File >> Print or the printer button while
the Sales Order Setup window is displayed.

To review the entries for all order IDs, print the Sales Order Setup List
(Reports >> Sales >> Setup).

Setting up fulfillment orders or invoices

If you’re using sales fulfillment workflow, use the Sales Fulfillment Order/Invoice
Setup window to set up an unlimited number of fulfillment order IDs and invoice
IDs, which you can use for different situations. For example, you can set up separate
fulfillment order IDs or invoice IDs for wholesale, retail, and catalog customers.
When you enter a fulfillment order or an invoice in the Sales Transaction Entry
window, you can select the type of fulfillment order or invoice from the list of
fulfillment order IDs and invoice IDs you’ve set up.

If you’re not using sales fulfillment workflow, the window name will be Sales
Invoice Setup. Refer to Setting up invoices on page 38 for more information.

To set up fulfillment orders or invoices:

1. Open the Sales Fulfillment Order/Invoice Setup window.
(Sales >> Setup >> Sales Order Processing >> Sales Document Setup button >>
select the Fulfillment Order/Invoice option)

2. Enter a fulfillment order/invoice ID. If the ID should have a unique document

numbering system, enter a Fulfillment Order/Invoice ID Next Number.

S A L E S O R D E R P R O C E S S I N G 33
PA RT 1 S E T U P

You can set up a different next number for each fulfillment order/invoice ID.
When you enter a fulfillment order or invoice in the Sales Transaction Entry
window, the next number for the fulfillment order/invoice ID is used as the
document number. If you don’t enter a next number for the fulfillment order/
invoice ID, the next fulfillment order number or invoice number from the Sales
Document Numbers Setup window is used.

3. You can enter a comment ID. The comment ID you enter will appear as the
default comment ID in the Sales Transaction Entry window, where you can
change it, if necessary.

4. You can select the format to use when you print a fulfillment order or an invoice
with this fulfillment order/invoice ID. You can use blank paper, short form,
long form, or other form, and you can change the format before printing the
document.

5. Select the method used to allocate item quantities—the process of reserving

inventory items so the available quantity is reduced by the quantity billed.

Line Item Select this method to allocate item quantities as you enter them on
a fulfillment order or an invoice. If you select this method, you’ll be required to
make quantity shortage decisions as each item is entered.

If you’ve selected to allocate by line item and you’re not using a separate
fulfillment process, item quantities will be fulfilled, as well.

Document/Batch Select this method to allocate entire fulfillment orders,

invoices, batches of fulfillment orders, or batches of invoices using the Sales
Allocation/Fulfillment Options window. This option allows for faster data
entry because items won’t be checked for quantity shortages as they’re entered
on sales documents.

6. Mark Transfer Fulfillment Order/Invoice to Back Order to be able to transfer

this fulfillment order or invoice to a back order and enter the back order ID that
will be used.

The back order ID you enter will appear in the Sales Document Detail Entry
window as the default document type, but can be changed before transferring
the fulfillment order or invoice.

7. Mark the Use Separate Fulfillment Process option if item quantities should not
be fulfilled during allocation. If this option is not marked, the fulfillment is
completed when the item is allocated. For more information about allocating
and fulfilling items, see Chapter 19, “Allocating item quantities.”

8. You can enter or select a Credit Limit Hold ID to apply to the order ID to stop
processing on documents that exceed the set credit limit for the customer.

9. Mark the Enable Fulfillment Workflow option to track document statuses. You
can enter or select a fulfillment workflow hold ID. For more information, refer
to Setting up fulfillment workflow for sales on page 46.

10. If you marked the Enable Fulfillment Workflow option, you can mark other
options.

34 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 3 D O C U M E N T S E T U P

This table describes each option that you can mark.

Option Description
Update Actual Ship Date If you marked the Enable Fulfillment Workflow option, you can
During Confirm Ship mark this option to display the date that you confirmed
shipment of the items. The date that you chose Confirm >>
Ship in the Sales Transaction Entry window will be displayed in
the Date Shipped field in the Sales Transaction Entry window.
Override Billed Quantity You can mark this option to display the same quantity in the
with Quantity Fulfilled Quantity Billed field in the Sales Transaction Entry window as
the Quantity Fulfilled field in the Sales Order Fulfillment
window. This option is marked automatically when the Enable
Fulfillment Workflow option is marked.
Enable Quantity Canceled You can mark this option to enter or change information in the
in Sales Order Fulfillment Qty Canceled field in the Sales Order Fulfillment window. Refer
to Setting up fulfillment orders or invoices on page 33 for more
information.
Enable Quantity to Back You can mark this option to enter or change information in the
Order in Sales Order Qty to Back Order field in the Sales Order Fulfillment window.
Fulfillment This option is available only when you’ve selected the Transfer
Order to Back Order option in the Sales Order Setup window or
the Transfer Fulfillment Order/Invoice to Back Order option in
the Sales Fulfillment Order/Invoice Setup window. Refer to
Setting up fulfillment orders or invoices on page 33 for more
information.
Update Invoice Date on If you marked the Enable Fulfillment Workflow option, you can
First Print mark this option to display the date that the invoice is printed in
the Invoice Date field in the Sales Date Entry window. This
option is marked automatically when sales fulfillment workflow
is registered.

11. If you marked the Transfer Fulfillment Order/Invoice to Back Order option,
you can mark the Enable Quantity to Back Order in Sales Order Fulfillment
option to enter or change information in the Qty to Back Order field in the Sales
Order Fulfillment window.

12. Mark options for documents using this fulfillment order ID or invoice ID. You
can enter a password to restrict a user from using the option during transaction
entry. If an option is marked but no password is entered, anyone who has access
to the window can use the option.

You can mark options for any or all of the fulfillment order IDs or invoice IDs.

Delete Documents Mark to allow users to delete fulfillment orders or

invoices after they’ve been saved. If you delete a fulfillment order or an invoice,
all the information associated with the fulfillment order or invoice will be
deleted. If unmarked, you can’t delete fulfillment orders or invoices in the Sales
Transaction Entry window.

Edit Printed Documents Mark to allow users to make changes to

fulfillment orders or invoices after they’ve been printed.

Override Document Numbers Mark to allow users to change the

document number that is assigned in the Sales Transaction Entry window. If
unmarked, the next available fulfillment order number or invoice number will
be assigned and you can’t change it.

Void Invoice Documents Mark to allow users to void invoices after

they’ve been entered. If marked and you’ve selected to track voided transaction

S A L E S O R D E R P R O C E S S I N G 35
PA RT 1 S E T U P

history in the Sales Order Processing Setup window, voided invoices will be
saved in history. If unmarked, you can’t void invoices in the Sales Transaction
Entry window.

13. Choose Holds to assign process holds to the fulfillment order ID or invoice ID.
For more information about assigning process holds, see Assigning process holds
to sales document IDs on page 42.

14. Choose Workflow to select the document statuses to track. For more
information, see Setting up fulfillment workflow for sales on page 46.

15. Choose Save to save the fulfillment order or invoice information you’ve
entered.

To review the entries and selections you’ve made for a specific fulfillment order
ID or invoice ID, choose File >> Print in the Sales Fulfillment Order/Invoice
Setup window to print the Sales Invoice Setup List.

To review the entries for all fulfillment order IDs or invoice IDs, print the Sales
Invoice Setup List (Sales >> Reports >> Setup).

Setting up back orders

Use the Sales Back Order Setup window to set up and customize an unlimited
number of back order IDs, which you can use for different situations. For example,
you can set up separate back order IDs for retail sales and wholesale sales. When
you enter a back order in the Sales Transaction Entry window, you can select the
back order ID from the list of back order IDs you’ve set up.

To set up back orders:

1. Open the Sales Back Order Setup window.
(Sales >> Setup >> Sales Order Processing >> Sales Document Setup button >>
select the Back Order option)

2. Enter a Back Order ID and, if you want this order ID to have a unique document
numbering system, enter a Back Order ID Next Number.

You can set up a different next number for each back order ID. When you enter
a back order in the Sales Transaction Entry window, the next number for the
back order ID is used as the document number. If you don’t enter a next number
for the back order ID, the next back order number from the Sales Document
Numbers Setup window is used.

36 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 3 D O C U M E N T S E T U P

3. You can enter a Comment ID. The comment ID you enter will appear as the
default comment ID in the Sales Transaction Entry window, where you can
change it, if necessary.

4. You can select the format to use when you print a back order with this back
order ID—blank paper, short form, long form, or other form. You can change
the format before printing the document.

5. Mark the options to transfer this back order ID to orders, invoices, or both, and
select an ID for each document.

If you’re using sales fulfillment workflow, you can transfer this back order ID to
fulfillment orders and select a fulfillment order ID.

The order and invoice IDs you enter will appear in the Sales Document Detail
Entry window as the default document type, but can be changed before
transferring the back order.

6. If you marked a transfer option, you can specify whether item quantities will
appear in the Quantity to Order or Quantity to Invoice fields on the back order
in the Sales Transaction Entry window.

To Order Item quantities will appear as the quantity to order in the Sales
Transaction Entry window when you use this back order ID. This selection is
the best choice if you transfer a back order to an order more often than you
transfer a back order to an invoice.

To Invoice Item quantities will appear as the quantity to invoice in the Sales
Transaction Entry window when you use this back order ID.

None You will need to enter item quantities manually in the Sales Transaction
Entry window.

7. Mark the options for entering documents using this back order ID. You can
enter a password to restrict a user from using the option during transaction
entry. If an option is marked but no password is entered, anyone who has access
to the window can use the option.

You can set up these options differently for each back order ID.

Delete Documents Mark to allow users to delete back orders after they’ve
been saved. If you delete a back order, all the information associated with the
back order will be erased. If unmarked, you can’t delete back orders in the Sales
Transaction Entry window.

Edit Printed Documents Mark to allow users to make changes to back

orders after they’ve been printed.

Override Document Numbers Mark to allow users to change the

document number that is assigned in the Sales Transaction Entry window. If
unmarked, the next available back order number will be assigned and you can’t
change it.

Void Documents Mark to allow users to void back orders after they’ve been
entered. If marked and you’ve selected to track voided transaction history,

S A L E S O R D E R P R O C E S S I N G 37
PA RT 1 S E T U P

voided back orders will be saved in history. If unmarked, you can’t void back
orders in the Sales Transaction Entry window.

8. Choose Holds to assign process holds to the back order ID to stop processing.
For more information about assigning process holds, see Assigning process holds
to sales document IDs on page 42.

9. Choose Save to save the back order information you’ve entered.

To review the entries and selections you’ve made for a specific back order ID,
print the Sales Back Order Setup List by choosing File >> Print or the printer
button while the Sales Back Order Setup window is displayed.

To review the entries for all back order IDs, print the Sales Back Order Setup
List (Sales >> Reports >> Setup).

Setting up invoices
Use the Sales Invoice Setup window to set up and customize an unlimited number
of invoice IDs, which you can use for different situations. For example, you can set
up separate invoice IDs for wholesale, retail, and catalog customers. When you
enter an invoice in the Sales Transaction Entry window, you can select the type of
invoice from the list of invoice IDs you’ve set up.

If you’re using sales fulfillment workflow, the window name will be Sales
Fulfillment Order/Invoice Setup. Refer to Setting up fulfillment orders or invoices on
page 33 for more information.

To set up invoices:
1. Open the Sales Invoice Setup window.
(Sales >> Setup >> Sales Order Processing >> Sales Document Setup button >>
select the Invoice option)

2. Enter an Invoice ID and, if you want this invoice ID to have a unique document
numbering system, enter an Invoice ID Next Number.

You can set up a different next number for each invoice ID. When you enter an
invoice in the Sales Transaction Entry window, the next number for the invoice
ID is used as the document number. If you don’t enter a next number for the

38 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 3 D O C U M E N T S E T U P

invoice ID, the next invoice number from the Sales Document Numbers Setup
window is used.

3. You can enter a Comment ID. The comment ID you enter will appear as the
default comment ID in the Sales Transaction Entry window, where you can
change it, if necessary.

4. You can select the format to use when you print an invoice with this invoice
ID—blank paper, short form, long form, or other form. You can change the
format before printing the document.

5. Mark Transfer Invoice to Back Order if you want to be able to transfer this
invoice to a back order and enter the back order ID that will be used.

The back order ID you enter will appear in the Sales Document Detail Entry
window as the default document type, but can be changed before transferring
the invoice.

6. Mark the Use Separate Fulfillment Process option if you don’t want item
quantities to be fulfilled during allocation. If this option is not marked, the
fulfillment is done when the item is allocated. For more information about
allocating and fulfilling, see Chapter 19, “Allocating item quantities.”

7. You can enter or select a Credit Limit Hold ID to place a hold on documents that
exceed the set credit limit for the customer.

8. You can mark other options for the invoice ID.

This table describes each option that you can mark.

Option Description
Override Billed Quantity Mark this option to display the same quantity in the Quantity to
with Quantity Fulfilled Invoice field as the Quantity Fulfilled field.
Enable Quantity Canceled Mark this option to enter or change information in the Qty
in Sales Order Fulfillment Canceled field in the Sales Order Fulfillment window.
Enable Quantity to Back Mark this option to enter or change information in the Qty to
Order in Sales Order Back Order field in the Sales Order Fulfillment window.
Fulfillment

9. Select the method used to allocate item quantities—the process of reserving

inventory items so the available quantity is reduced by the quantity billed.

Line Item Item quantities are allocated as you enter them on an invoice. If
this option is marked, you’ll be required to make quantity shortage decisions as
each item is entered.

If you’ve selected to allocate by line item and you’re not using a separate
fulfillment process, item quantities will be fulfilled as well.

Document/Batch Entire invoices or batches of invoices are allocated using

the Sales Allocation/Fulfillment Options window. This option allows for faster
data entry because items won’t be checked for quantity shortages as they’re
entered on sales documents.

S A L E S O R D E R P R O C E S S I N G 39
PA RT 1 S E T U P

10. Mark the options for entering documents using this invoice ID. You can enter a
password to restrict a user from using the option during transaction entry. If an
option is marked but no password is entered, anyone who has access to the
window can use the option.

You can set up these options differently for each invoice ID.

Delete Documents Mark to allow users to delete invoices after they’ve

been saved. If you delete an invoice, all the information associated with the
invoice will be erased. If unmarked, you can’t delete invoices in the Sales
Transaction Entry window.

Edit Printed Documents Mark to allow users to make changes to invoices

after they’ve been printed.

Override Document Numbers Mark to allow users to change the

document number that is assigned in the Sales Transaction Entry window. If
unmarked, the next available invoice number will be assigned and you can’t
change it.

Void Invoice Documents Mark to allow users to void invoices after

they’ve been entered. If marked and you’ve selected to track voided transaction
history in the Sales Order Processing Setup window, voided invoices will be
saved in history. If unmarked, you can’t void invoices in the Sales Transaction
Entry window.

11. Choose Holds to assign process holds to the invoice ID to stop processing. For
more information about assigning process holds, see Assigning process holds to
sales document IDs on page 42.

12. Choose Save to save the invoice information you’ve entered.

To review the entries and selections you’ve made for a specific invoice ID, print
the Sales Invoice Setup List by choosing File >> Print or the printer button while
the Sales Invoice Setup window is displayed.

To review the entries for all invoice IDs, print the Sales Invoice Setup List (Sales
>> Reports >> Setup).

Setting up returns
Use the Sales Return Setup window to set up and customize an unlimited number
of return IDs, which you can use for different situations. For example, if you use
different types of returns for your wholesale, retail, and catalog customers, you can
set up a separate return ID for each type of customer. When you enter a return in the
Sales Transaction Entry window, you can select the type of return from the list of
return IDs you’ve set up.

40 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 3 D O C U M E N T S E T U P

To set up returns:
1. Open the Sales Return Setup window.
(Sales >> Setup >> Sales Order Processing >> Sales Document Setup button >>
select the Return option)

2. Enter a Return ID and, if you want this return ID to have a unique document
numbering system, enter a Return ID Next Number.

You can set up a different next number for each return ID. When you enter a
return in the Sales Transaction Entry window, the next number for the return ID
is used as the document number. If you don’t enter a next number for the return
ID, the next return number from the Sales Document Numbers Setup window is
used.

3. You can enter a comment ID. The comment ID you enter will appear as the
default comment ID in the Sales Transaction Entry window, where you can
change it, if necessary.

4. You can select the format to use when you print a return with this return ID—
blank paper, short form, long form, or other form. You can change the format
before printing the document.

5. Mark the Use next number from Invoice ID option if you want your return and
invoice documents to use the same sequential numbering system, and enter the
invoice ID.

If an Invoice Next Number isn’t entered in the Sales Invoice Setup window, the
next number specified for invoices in the Sales Document Numbers Setup
window will be used.

6. Mark the options for entering documents using this return ID. You can enter a
password to restrict a user from using the option during transaction entry. If an
option is marked but no password is entered, anyone who has access to the
window can use the option.

You can set up these options differently for each return ID.

Delete Documents Mark to allow users to delete returns after they’ve been
saved. If you delete a return, all the information associated with the return will
be erased. If unmarked, you can’t delete returns in the Sales Transaction Entry
window.

S A L E S O R D E R P R O C E S S I N G 41
PA RT 1 S E T U P

Edit Printed Documents Mark to allow users to make changes to returns

after they’ve been printed.

Override Document Numbers Mark to allow users to change the

document number that is assigned in the Sales Transaction Entry window. If
unmarked, the next available return number will be assigned and you can’t
change it.

Override Item Unit Cost for Returns Mark to allow users to change the
unit cost of a returned item. The default unit cost for returned items will be the
item’s current cost. If unmarked, you can’t change the cost for returned items.

Void Documents Mark to allow users to void returns after they’ve been
entered. If marked and you’ve also selected to track voided transaction history
in the Sales Order Processing Setup window, voided returns will be saved in
history. If unmarked, you can’t void returns in the Sales Transaction Entry
window.

7. Choose Holds to assign process holds to the return ID to stop processing. For
more information about assigning process holds, see Assigning process holds to
sales document IDs on page 42.

8. Choose Save to save the return information you’ve entered.

To review the entries and selections you’ve made for a specific return ID, print
the Sales Return Setup List by choosing File >> Print or the printer button while
the Sales Return Setup window is displayed.

To review the entries for all return IDs, print the Sales Return Setup List (Sales
>> Reports >> Setup).

Assigning process holds to sales document IDs

Process holds are user-defined restrictions that control the processing of sales
documents at different stages of the sales cycle. You can use process holds to restrict
the transfer, fulfillment, printing, or posting of documents. You can manually assign
process holds to individual documents or automatically assign them to documents
based on their document ID. If you assign process holds to a document ID, the
process holds will be assigned to each document that uses the document ID.

For example, a manager’s approval might be required before a return is posted. You
can set up a process hold called Manager Approval, assign a password and apply it
to all return documents. Once the process hold is applied, you must enter the
password before the return can be posted.

You can’t assign process holds until you’ve set them up using the Sales Process Holds Setup
window. For more information, see Setting up process holds on page 22.

For more information about assigning a process hold to an individual document,

see Assigning process holds to a document on page 195.

42 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 3 D O C U M E N T S E T U P

To assign process holds to sales document IDs:

1. Open the Sales Process Holds Assignment window.
(Sales >> Setup >> Sales Order Processing >> Sales Document Setup button >>
select the Quote, Order, Back Order, Invoice, or Return option >> Holds button)

2. Select a hold from the Available Process Holds list and choose Insert.

3. Continue this process until all process holds you want to apply are displayed in
the Selected Process Holds list.

4. Choose OK to save changes and close the window.

S A L E S O R D E R P R O C E S S I N G 43
44 S A L E S O R D E R P R O C E S S I N G
Chapter 4: Sales fulfillment workflow setup
If you’re using sales fulfillment workflow, you must set up document statuses to
assign to fulfillment orders. These document statuses indicate typical document
processes, such as printing picking tickets, picking out goods from inventory,
printing packing slips, packing and shipping goods, and sending invoices to
customers. To use sales fulfillment workflow, use the Sales Fulfillment Order/
Invoice Setup window to activate workflow for sales.

You can set up picking instruction IDs that you can assign to a customer or an item
and then print on a picking ticket.

This information is divided into the following sections:

• Sales fulfillment workflow overview

• Setting up fulfillment workflow for sales
• Changing fulfillment workflow document status descriptions
• Setting up picking instruction IDs

Sales fulfillment workflow overview

Workflow refers to the automation of a business process, during which tasks are
completed and documents are passed from one participant to another to complete
the next task in the process. You can implement workflow capability into your sales
cycle by using a type of sales document called a fulfillment order. You can create a
fulfillment order from a quote, back order, or order, and you can create an invoice
from a fulfillment order. For more information about fulfillment orders, refer to
Understanding fulfillment orders on page 87.

You can assign up to six workflow document statuses to a fulfillment order. You can
use these statuses to track the document processes, such as printing a picking ticket,
retrieving items from inventory, printing a packing slip, packing and shipping the
goods, and sending an invoice to the customer. You must mark Status 6 and at least
one other status to track workflow information.

Each workflow status that you use must have a description. The following
descriptions are provided, but you can change them.

• 1 = Ready to Print Picking Ticket

• 2 = Unconfirmed Pick
• 3 = Confirm Pick/Ready to Pack
• 4 = Unconfirmed Pack
• 5 = Shipped
• 6 = Ready to Print/Post

You can advance the status for one document at a time in the Sales Transaction
Entry window by completing the following appropriate tasks.

Status Action to advance to the next tracked status

1 Print a picking ticket for the fulfillment order that includes all line items—except
drop-ship—that are not fully canceled or back ordered. You can print the picking
ticket from one of the following windows: the Sales Transaction Entry window, the
Sales Order Fulfillment window, the Print Sales Documents window, or the Sales
Document Print Options window.
2 Choose Confirm >> Pick in the Sales Transaction Entry window, the Sales Order
Fulfillment window, or the Sales Bulk Confirmation window.

S A L E S O R D E R P R O C E S S I N G 45
PA RT 1 S E T U P

Status Action to advance to the next tracked status

3 Print a packing slip for the fulfillment order in the Sales Transaction Entry window,
the Sales Order Fulfillment window, the Print Sales Documents window, or the Sales
Document Print Options window.
4 Choose Confirm >> Pack in the Sales Transaction Entry window, the Sales Order
Fulfillment window, or the Sales Bulk Confirmation window.
5 Choose Confirm >> Ship in the Sales Transaction Entry window or the Sales Order
Fulfillment window.

For example, if you’re tracking all six document statuses and you’ve printed the
picking ticket for the items on a fulfillment order, the current document status is 2.
To advance the document status to Status 3, you can choose Confirm >> Pick in the
Sales Transaction Entry window.

You also can advance the status of one or more documents in the Sales Bulk
Confirmation window. For more information, refer to Advancing the document status
of one or more fulfillment orders on page 194.

Setting up fulfillment workflow for sales

If you’re using sales fulfillment workflow, use the Sales Fulfillment Order/Invoice
Setup window to activate workflow for sales. Use the Sales Fulfillment Document
Workflow Setup window to select the workflow statuses to track for a fulfillment
order/invoice type ID with the Enable Fulfillment Workflow option marked. You
must mark Status 6 and at least one other status to track workflow information. For
more information, refer to Sales fulfillment workflow overview on page 45.

To set up fulfillment workflow for sales:

1. Open the Sales Fulfillment Order/Invoice Setup window.
(Sales >> Setup >> Sales Order Processing >> Sales Document Setup button >>
select the Fulfillment Order/Invoice option)

2. Enter or select a fulfillment order ID/invoice ID for the workflow you’re setting
up.

3. Mark the Enable Fulfillment Workflow option.

4. Choose Workflow to open the Sales Fulfillment Document Workflow Setup

window.

5. To exclude a document status from the workflow process, unmark the Active
option for the status. To change the status descriptions, refer to Changing
fulfillment workflow document status descriptions on page 47.

46 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 4 SAL ES F U LFI LL ME NT WOR K FL OW SE TUP

6. Choose OK in the Sales Fulfillment Document Workflow Setup window.

Choose Save in the Sales Fulfillment Order/Invoice Setup window.

Changing fulfillment workflow document status

descriptions
If you’re using sales fulfillment workflow, use the Sales Fulfillment Workflow Setup
window to change the descriptions of document statuses displayed in the Sales
Fulfillment Document Workflow Setup window. For more information, refer to
Setting up fulfillment workflow for sales on page 46.

The workflow process that’s used to move from one document status to another
won’t change. For example, if your company uses the term “dispatch” rather than
the term “ship”, you could change the description for Status 5 to Dispatched in the
Sales Fulfillment Workflow Setup window. However, to advance the status of a
document to status 6, you need to select Confirm >> Ship in the Sales Transaction
Entry window, the Sales Order Fulfillment window, or the Bulk Confirmation
window.

To change fulfillment workflow document status

descriptions:
1. Open the Sales Fulfillment Workflow Setup window.
(Sales >> Setup >> Fulfillment Workflow Setup)

2. You can select the description text and change it.

3. Choose OK to save your changes and close the window.

Setting up picking instruction IDs

If you’re using advanced picking, use the Picking Instruction Maintenance window
to set up instruction IDs and enter picking instructions. Picking instructions can
include information such as the sequence that an item should be picked or that a
forklift is required to pick an item.

You can assign the instruction IDs to a customer record and item record in the
Picking Instruction Preview window. When you print a picking ticket that includes
the customer ID and item ID, and you marked the Print Picking Instructions option
in the Print Sales Documents window or the Sales Document Print Options
window, the instructions also will be printed.

S A L E S O R D E R P R O C E S S I N G 47
PA RT 1 S E T U P

To set up picking instruction IDs:

1. Open the Picking Instruction Maintenance window.
(Sales >> Cards >> Picking Instructions)

2. Enter an ID to describe the picking instructions you’re creating.

3. In the Instructions field, enter the picking instructions.

For example, to specify that the item should be picked in a specific sequence,
you could enter “Pick this item first-in, first-out (FIFO) order.” Picking
instruction for a specific customer could be “Pick blue-handled paint brushes
only.”

4. Choose Save to save the picking instructions you’ve entered.

48 S A L E S O R D E R P R O C E S S I N G
Chapter 5: Document ID maintenance
After you’ve set up a quote, order, fulfillment order, back order, invoice, or return
ID in Sales Order Processing, you can revise it as your needs change. You can also
delete a document ID if you no longer need it.

The information is divided into the following sections:

• Modifying a sales document ID

• Deleting a sales document ID
• Removing process holds assigned to a sales document ID

Modifying a sales document ID

You can change most existing document ID settings at any time. The changes will
affect future transactions that use the document ID but won’t change the
information in existing transactions.

The following table lists the settings that can’t be changed if there are unposted
documents for a document ID. These settings will be dimmed until you transfer,
post, void, or delete the documents.

Document type Settings

Quote Use Prospects
Allow Repeating Documents
Order Allow Repeating Documents
Allocate By
Use Separate Fulfillment Process
Invoice Allocate By
Use Separate Fulfillment Process
Fulfillment Order Enable Fulfillment Workflow

To modify a sales document ID:

1. Open the setup window for the document type.
(Sales>> Setup >> Sales Order Processing >> Sales Document Setup button >>
select the Quote, Order, Back Order, Fulfillment Order/Invoice, or Return
option)

S A L E S O R D E R P R O C E S S I N G 49
PA RT 1 S E T U P

2. Select the document ID you want to modify and make changes as needed.

3. Choose Save. The changes will affect new documents that use this document
ID.

Deleting a sales document ID

A document ID can be deleted if there are no unposted documents that use the
document ID. Posted, transferred, voided, or deleted documents that use the
deleted document ID won’t be affected.

To delete a sales document ID:

1. Open the setup window for the document type.
(Sales >> Setup >> Sales Order Processing >> Sales Document Setup button >>
select the Quote, Order, Back Order, Fulfillment Order/Invoice, or Return
option)

2. Select the document ID you want to delete.

3. Choose Delete.

Removing process holds assigned to a sales document

ID
Use the Sales Process Holds Assignments window to remove process holds
assigned to specific document IDs. Process holds are user-defined restrictions that
control the processing of sales documents at different stages of the sales cycle.
Removing a process hold will affect future transactions that use the document ID
but won’t change holds on existing transactions.

For information about setting up process holds, see Setting up process holds on
page 22. For more information about removing a process hold from an individual
document, see Removing process holds from a document on page 197.

To remove process holds assigned to a sales document ID:

1. Open the Sales Process Holds Assignment window.
(Sales >> Setup >> Sales Order Processing >> Sales Document Setup button >>
select the Quote, Order, Back Order, Fulfillment Order/Invoice, or Return
option >> Holds button)

50 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 5 D O C U M E N T I D M A I N T E N A N C E

2. Select a process hold from the Selected Process Holds list and choose Remove.

Choose Remove All if you want to remove all the process holds assigned to the
document ID.

3. Continue this process to remove additional process holds.

4. Choose OK to save your changes.

S A L E S O R D E R P R O C E S S I N G 51
52 S A L E S O R D E R P R O C E S S I N G
Chapter 6: Customer item and substitute item
maintenance
You can set up customer item numbers and substitute item numbers and delete
them when they’ve expired. You can set up substitute item numbers for customers
only when you’re using sales fulfillment workflow.

The information is divided into the following sections:

• Setting up customer item numbers and substitute item numbers

• Removing customer/item substitute items

Setting up customer item numbers and substitute

item numbers
Use the Customer Item Maintenance window to set up customer item numbers,
substitute item numbers for customers, and user-defined information.

Some customers use different names for items than your company uses. The name
that the customer uses is a customer item. You can set up customer item numbers to
make entering orders easier. For example, suppose the customer calls an item a
USB/PS2 Connector, but the item in your inventory is a PS2/USB Connector. Enter
USB/PS2 Connector here. When you enter an order for the customer and type USB/
PS2 Connector in the Item Number field, the appropriate inventory item number
will be displayed in place of the customer item number.

You also can use this window to set up substitute item numbers to sell an item in
place of another item. For example, suppose a specific keyboard is on sale, but your
inventory is sold out before the sale is over. You can substitute another keyboard
rather than back ordering the keyboard that is on sale.

To set up customer item numbers and substitute item

numbers:
1. Open the Customer Item Maintenance window.
(Sales >> Cards >> Customer Items)

2. Enter or select a customer and an item number.

S A L E S O R D E R P R O C E S S I N G 53
PA RT 1 S E T U P

3. Enter the item name that the customer uses. When you create a sales order and
enter the customer item, the inventory item number will be displayed.

4. You can enter a customer item description, short name, and generic name.

5. You can enter additional information in the text fields.

6. To assign a substitute item, you can enter or select an item to substitute for the
item displayed in the Item Number field.

7. You can enter a date range for when the substitute item is effective. This date
also can be used to remove customer/item substitute records in the Remove
Customer/Item Substitutes window.

8. Choose Save.

Removing customer/item substitute items

Use the Remove Customer/Item Substitutes window to remove customer/item
substitute records with expiration dates equal to or earlier than the date you enter.
For example, suppose you enter the date June 23, 2005. All customer/item
substitute records with a date of June 23, 2005 or earlier in the Substitute Item’s
Effective Date Range From field in the Customer Item Maintenance window will be
removed.

To remove customer/item substitute items:

1. Open the Remove Customer/Item Substitutes window.
(Sales >> Utilities >> Remove Substitute Items)

2. Enter the date to remove customer/item substitute records that expired on or

earlier than the date.

3. Choose Process. The Customer/Item Substitutes Removed report will be

printed.

54 S A L E S O R D E R P R O C E S S I N G
PART 2: TRANSACTION ENTRY
 Part 2: Transaction entry
This part of the documentation explains how to enter sales documents and sales
batches. The data entry windows were designed to resemble actual sales
documents, with customer, line item, tax, and total information. The following
topics are discussed:

• Chapter 7, “Item information,” describes item tracking and pricing related to

Sales Order Processing.

• Chapter 8, “Multicurrency transactions,” explains the multicurrency features in

Sales Order Processing.

• Chapter 9, “Batches,” explains how to use batches to group sales documents for
transferring or posting.

• Chapter 10, “Quotes,” explains how to enter quotes—including repeating

quotes.

• Chapter 11, “Orders,” explains how to enter orders—including repeating

orders.

• Chapter 12, “Fulfillment orders and invoices,” explains how to enter fulfillment
orders,

• Chapter 13, “Invoices,” explains how to enter invoices.

• Chapter 14, “Back orders,” explains how to enter back orders.

• Chapter 15, “Returns,” explains how to enter returns and how to use return
quantity types.

• Chapter 16, “Transaction detail entry,” describes how to enter detailed

information about a document, customer, line item, or other element of a
transaction.

• Chapter 17, “Payments and deposits,” contains information on entering

payments or deposits received for a document.

• Chapter 18, “Sales Order Processing taxes,” explains how sales tax is calculated,
modified, and distributed in Sales Order Processing.

56 S A L E S O R D E R P R O C E S S I N G
Chapter 7: Item information
Use this information to learn more about handling items in Sales Order Processing.
This information is divided into the following sections:

• Drop-ship transactions
• Standard pricing calculations
• Extended pricing calculations
• Unit cost
• Multiple bins overview
• Non-inventoried items
• Adding items
• Serial- or lot-numbered items
• Kit items
• Assigning instruction IDs to customer and item records
• Available to promise overview

Drop-ship transactions
Drop-ship transactions are for items that are shipped from your vendor directly to
the customer. The item isn’t received into or sold from your inventory.

To mark all line items on a sales document as drop-ship, choose Options >> Drop
Ship Item in the Sales Transaction Entry window before entering items. When this
option is marked, items on the sales document will be marked as drop-ship as they
are entered.

To mark an individual line item as drop-ship, mark the drop-ship box next to the
item number in the Sales Transaction Entry window or the Sales Item Detail Entry
window. Kit items can’t be drop-shipped.

To change the shipping address for a single line item, choose the Ship to Address ID lookup
button in the Sales Transaction Entry window or the Sales Item Detail Entry window and
select a new ship-to address ID. The changes will apply only to the selected line item. If you
enter a new line item, the ship-to address ID will come from the previously entered item.

You can’t enter a return in Sales Order Processing for a drop-ship item. If a customer
returns an item, enter a credit memo in Receivables Management to reduce the
customer balance and a credit memo in Payables Management to reduce the balance
you owe the vendor.

You can create a purchase order in Purchase Order Processing automatically for
drop-ship items on an order or back order. There are options in the Sales Order
Processing Setup window for combining items on a drop ship order based on the
ship-to address. For more information about creating a purchase order, see Chapter
21, “New purchase orders.” For more information about drop ship setup options,
see Chapter 2, “Module setup.”

Standard pricing calculations

If you’re using standard pricing and entering an inventoried item in the Sales
Transaction Entry window, the unit price—the price at which each item is being
sold—will be calculated using the information entered for the item in the Item Price
List Maintenance window.

S A L E S O R D E R P R O C E S S I N G 57
PA RT 2 T R AN S AC T I O N E N T R Y

The price for an item is determined by price levels. The system will first check the
price level selected on the customer card. If a price level hasn’t been assigned to the
customer, the price level from the Receivables Management Setup window is used.
If there isn’t a price level set up for the customer or for Receivables Management,
the default price level for the item is used.

When you enter an item, the price from the item price list is determined by the price
level and the unit of measure selected on the sales document for the item. If a price
hasn’t been set up for the price level, the default price level for the item will be used
to determine the price. You can view the price level used for the item in the Sales
Item Detail Entry window.

Depending on how Sales Order Processing is set up, you may be able to change the
unit price on the document or enter a unit price that is below cost. For more
information, see Chapter 2, “Module setup.”

For information on selecting and activating a pricing method, see Selecting a pricing
method on page 23 and Enabling extended pricing on page 24. You can also find more
information in the Inventory Control documentation.

Extended pricing calculations

If you are using extended pricing, when you create an order or other sales
transaction for a customer, the following process is used to select the price for each
item on the transaction. First, the system searches for item-specific pricing
information, beginning in price sheets assigned directly to the customer (which
must be active and include the current date), followed by price sheets in the price
book assigned to the customer, and then the base price book.

If no item-specific pricing is found, the system searches for a price group that
includes the item, beginning in price sheets assigned directly to the customer,
followed by price sheets in the customer’s price book, and finally the base price
book.

If an adjusted value-off or percent-of-list price is found, the rest of the pricing

structure is searched for a list price to apply the discount to. For example, if there’s a
value-off price in a price sheet assigned to the customer, the customer’s price book
and the base price book are searched for a list price.

It is possible for the final price to be the result of two adjustments applied to the
base price. For example, a customer sheet might give 2% off the customer price book
price, which is itself 5% off the base price. If multiple promotions are applied, they
are applied in the order they are discovered: first the promotions from the first step
of the search, then from the second step, and so on.

For information on selecting and activating a pricing method, see Selecting a pricing
method on page 23 and Enabling extended pricing on page 24. For more information
on setting up and using extended pricing, see the Inventory Control documentation.

Unit cost
If Sales Order Processing was set up to display unit costs, the unit cost will be
displayed in the Sales Transaction Entry window for each sales inventory type item.
The unit cost will not be displayed for items that are assigned the type of service,
flat fee, or miscellaneous charge.

58 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 7 I T E M I N F O R M A T I O N

The unit cost is the current cost or the standard cost of the item, depending on the
inventory valuation method. The following table shows the default cost that
appears as the Unit Cost for each valuation method.

Valuation method Unit cost displayed

FIFO perpetual Current cost
LIFO perpetual Current cost
Average perpetual Current cost
FIFO periodic Standard cost
LIFO periodic Standard cost

The cost displayed might not be the cost used to adjust inventory and cost of goods
sold when the document is posted; this will depend on the valuation method used.

Valuation method Unit cost used in posting

FIFO perpetual Actual cost based on valuation method
LIFO perpetual Actual cost based on valuation method
Average perpetual Current cost
FIFO periodic Standard cost
LIFO periodic Standard cost

For the Average Perpetual valuation method, the current cost represents the average
cost of the item and is updated whenever the item quantity is increased.

If you enter a return, the default entry for the unit cost of a line item is the current
cost for the item from the Item Maintenance window. If returns are set up to allow
overriding item cost, you can change the unit cost of the item, which is the cost used
to return the item to inventory.

Multiple bins overview

Use multiple bins to add another level of detail to item quantity tracking. Besides
tracking items within inventory sites, with multiple bins you can track item
quantities in bins at each site. Bin quantities are processed and displayed in the
item’s base unit of measure.

You can set up bin information when multiple bins functionality has been installed and
registered. However, you must also enable this feature in Inventory Control before you can
use bins to track items. For more information on enabling multiple bins, see the Inventory
Control documentation.

Default bins for transaction types at each site can be identified for use in
transactions. For example, a default bin could be created for sales order transactions
at your warehouse site. Default bins can also be identified for a particular item and
transaction type at a site. For example, if you always use Bin A when selling a
certain item from your main site, you can set up Bin A as the default sales order bin
for the item at the main site. Microsoft Dynamics GP automatically creates item-site-
bin relationships the first time a bin is used for a transaction.

When you enter a transaction, the default bin for the transaction type at the item-
site or the site is used automatically. If there isn’t a default bin at the item-site or at
the site, you will be required to enter a bin. If the site’s default bin is used, an item-
site-bin record is created automatically. If you delete the line or document after the

S A L E S O R D E R P R O C E S S I N G 59
PA RT 2 T R AN S AC T I O N E N T R Y

item-site-bin record is automatically created, that item-site-bin relationship is not

deleted.

If serial or lot numbers are assigned to an item on a transaction, the bins for the
selected serial or lot numbers will be assigned to the transaction automatically.

For more information on setting up and using multiple bins, see the Inventory
Control documentation.

Non-inventoried items
You can set up Sales Order Processing to allow entering items that don’t exist in
your inventory records.

When you enter a non-inventoried item you must enter the item description, unit
price, and unit cost. The item won’t be tracked in inventory, but it will appear on
Sales Order Processing analysis and history reports.

The following default accounts are used for non-inventoried items.

Account Source
Inventory The account assigned to non-inventoried items for the Sales
series in the Posting Account Setup window.
Returned, In Use, In Service, The account assigned to non-inventoried items for the Sales
and Damaged series in the Posting Account Setup window.
Cost of Goods Sold The account assigned to the customer, if you are using posting
accounts from the customer.
The account from the Inventory series in the Posting Account
Setup window, if you are not using posting accounts from the
customer.
Sales The account assigned to the customer, if you are using posting
accounts from the customer.
The account from the Inventory series in the Posting Account
Setup window, if you are not using posting accounts from the
customer.
Accounts Receivable The customer card. If no account is assigned to the customer, the
system uses the account from the Sales series in the Posting
Account Setup window.
Markdown The Inventory series in the Posting Account Setup window.

60 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 7 I T E M I N F O R M A T I O N

Adding items
If you enter an item number that doesn’t exist in inventory, you can select
Options >> Add Item in the Sales Transaction Entry window to be prompted to
either add the item to your inventory or to choose a different item. Selecting Add
Item can help prevent data entry errors that inadvertently create non-inventoried
items. You will be able to use this option only if Sales Order Processing is set up to
allow entering non-inventoried items.

If you select Add Item and you enter an item that isn’t in your inventory, a message
will be displayed and you’ll have the option to add the item. If you choose Add in
the message window, the Item Maintenance window will open and you can enter
the item information. Choose Cancel in the message window to delete the item
number and enter a different one.

Add Item will remain marked as long as the Sales Transaction Entry window is
open. If you close the window and open it again, you must select Add Item again.

Serial- or lot-numbered items

If an item is tracked by serial or lot numbers, you must identify the specific item or
items being sold, and you must assign the serial or lot number before you ship the
item.

Serial and lot numbers may be automatically assigned to items, depending on how
Sales Order Processing is configured. The serial or lot number will be assigned
according to the item’s valuation method.

If Sales Order Processing is not set up to automatically assign serial and lot numbers
to items, you can enter or select a serial or lot number. When the item is fulfilled, the
Sales Serial Number Entry window or the Sales Lot Number Entry window will
open and you can assign the serial or lot number to the item. If your system is set up
to automatically assign lot numbers, a message won’t be displayed if the expiration
date for the lot number has expired.

If you’re using multiple bins and serial or lot numbers are assigned to an item on a
transaction, the bins for the selected serial or lot numbers will be assigned to the
transaction automatically.

If you add a serial- or lot-numbered item to a return document, the Sales Serial
Number Entry or Sales Lot Number Entry window will open and you can enter the
serial or lot number for the item.

Don’t override shortages on serial- and lot-numbered items. Your inventory will be
overstated when the quantity is replenished.

You can view or change the serial or lot numbers that are assigned to an item. For
more information, see Changing a serial or lot number on page 191. You can also view
or change the bins that are assigned to an item. For more information, see Changing
bins in Sales Order Processing on page 192.

Kit items
Kit items aren’t tracked in inventory; their components are. If you’re using multiple
bins, a kit’s component items are assigned to bins, but the kit item itself is not. When

S A L E S O R D E R P R O C E S S I N G 61
PA RT 2 T R AN S AC T I O N E N T R Y

a kit is allocated, the quantity available in inventory for each component item is
checked for shortages.

Kits are treated differently from other items in Sales Order Processing. You can’t
partially transfer kits from one document to another. For example, if you add a kit
item to an order, you must transfer the entire quantity for the kit item to either an
invoice or a back order. Also, you can’t drop-ship a kit item.

The distribution accounts for kits come from several different sources and are
summarized in the following table.

Account type Posting account from

Receivables Customer
Sales Kit or customer, depending on Sales Order Processing setup
Commission expense Posting Account Setup for Sales
Commission payable Posting Account Setup for Sales
Inventory Kit component or customer, depending on Sales Order
Processing setup
Return types (In Use, In Kit component or customer, depending on Sales Order
Service, Damaged, and Processing setup
Returned)
Cost of goods sold Kit component, kit item or customer, depending on Sales Order
Processing setup

Assigning instruction IDs to customer and item

records
If you’re using advanced picking, use the Instruction ID Processing window to
select the customer/address/item combination or the customer/item combination
to assign an instruction ID to.

Use the Picking Instruction Preview window to assign the instruction ID to the
records that match the selected combinations. For more information about
instruction IDs, refer to Setting up picking instruction IDs on page 47.

To assign instruction IDs to customer and item records:

1. Open the Instruction ID Processing window.
(Sales >> Cards >> Process Instructions)

2. Enter or select an instruction ID.

3. To assign the instruction ID to a customer record or an item record, select

Assign. To remove the instruction ID from a customer record or an item record,
select Remove.

62 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 7 I T E M I N F O R M A T I O N

4. Enter or select a customer ID or range of customer IDs.

5. You can enter or select additional options to display records for, such as
customer addresses, item numbers, item class IDs, and generic descriptions of
items.

For example, suppose you have 40 different types of paint brushes in inventory
and some of the paint brushes have a generic description of Watercolor Brush.
To assign a specific instruction ID to all brushes that have a generic description
of Watercolor Brush, select From in the Generic Description field and enter or
select Watercolor Brush in the From and To fields.

6. Choose Preview to open the Picking Instruction Preview window and view the
records that match your restrictions.

Unmark records that shouldn’t be assigned to the instruction ID or choose

Unmark All.

7. Choose Process to assign the selected instruction ID to the marked item records.

8. Close the window.

Available to promise overview

Available to promise (ATP) means that an item is in stock and can be promised to a
customer. You can see how much inventory or projected inventory is not committed
to customer orders and is available. ATP is calculated for an item from the latest
document date to the earliest document date for all supply orders, including sales
orders, sales fulfillment orders/invoices, purchase orders, inventory transactions,
inventory adjustments, inventory transfers, assembly transactions, and
manufacturing orders.

To determine the item quantities available to promise, you must consider both the
actual demand of the item and meeting that demand as efficiently as possible.

For example, if an order is entered for February 15, 2006, it would be most efficient
to fulfill that commitment from supply expected to be replenished as near to
February 15, 2006 as possible.

By knowing how much of each product you have on hand and how much is
committed to customer orders, you can better control your inventory. You also can

S A L E S O R D E R P R O C E S S I N G 63
PA RT 2 T R AN S AC T I O N E N T R Y

give customers a firm promise of when a product is deliverable by viewing existing

commitments and eliminating the risk of overselling a product.

You can use the Inventory Available to Promise Inquiry window to view available
to promise information for an item.

64 S A L E S O R D E R P R O C E S S I N G
Chapter 8: Multicurrency transactions
If you’re using Multicurrency Management with Sales Order Processing, you can
choose the currency you want to enter on quotes, orders, fulfillment orders,
invoices, back orders, and returns.

This information is divided into the following sections:

• Viewing multiple currencies for sales transactions

• Exchange rate and document date
• Multicurrency account distributions
• Sales Order Processing amounts

Viewing multiple currencies for sales transactions

You can choose whether you want to view multicurrency transactions in the
originating or the functional currency. Choose View >> Currency >> Functional or
Originating while entering a quote, order, fulfillment order, invoice, back order, or
return. The option will be saved on a per user, per window basis.

The Options menu and Currency list button are available in the Sales Transaction
Entry window. You also can use the Currency list button in other windows that
support changing the currency view.

The first time you open these windows, all the transactions will be displayed in the
originating currency. If you change the currency view, the option you last used will
be the default view the next time you open that window.

Exchange rate and document date

If a transaction’s currency ID is not in the functional currency, the rate type and
associated exchange rate table assigned to the selected customer are assigned to the
transaction. If a rate type isn’t assigned to the customer, the default rate type for the
Sales series specified in the Multicurrency Setup window is used.

The document date assigned to a transaction determines which exchange rate is

used, based on the currency ID and associated rate type that’s entered for the
transaction. Each time you change the document date on a multicurrency
transaction, the system searches for a valid exchange rate. If a valid rate doesn’t
exist, you can use the currency expansion button to enter an exchange rate using the
Exchange Rate Entry window. You also can use the Exchange Rate Entry window to
view or modify the default exchange rate. If you’ve entered a General Ledger
posting date that’s different from the document date, the exchange rate expiration
date must be after the posting date.

If you choose a currency ID for the transaction that is not your functional currency and have
the view set to functional, functional amounts entered might change slightly. This is because
the system calculates the originating value of the functional amount and then recalculates
the functional equivalent of the originating amount. This is done so that the originating
amounts will total correctly.

S A L E S O R D E R P R O C E S S I N G 65
PA RT 2 T R AN S AC T I O N E N T R Y

Multicurrency account distributions

For multicurrency transactions, distribution amounts are displayed in both the
functional and originating currencies. However, you can change only the
originating amounts.

When you’re entering a multicurrency transaction, the originating debit and credit
amounts must balance. If the functional equivalents don’t balance, the difference is
posted automatically to a Rounding Difference account and a distribution type of
Round identifies the distribution amount in the Sales Distribution Entry window.

For example, assume you’ve entered an invoice in the euro currency, with a sale
amount of 30,886.59 EUR, a trade discount of 586.84 EUR, a discount available of
1544.33 EUR and the exchange rate is 1.0922. The distributions would be calculated
as follows:

Account Euro debit Euro credit US dollars US dollars

debit credit
Accounts 28,755.42 EUR $31,406.67
Receivable
Trade Discount 586.84 EUR $640.95
Discount 1544.33 EUR $1686.72
Available
Sales 30,886.59 EUR $33,734.33
Totals 30,886.59 EUR 30,886.59 EUR $33,734.34 $33,734.33
Rounding $0.01
Difference
Totals 30,886.59 EUR 30,886.59 EUR $33,734.34 $33,734.34

Sales Order Processing amounts

All amounts on a multicurrency Sales Order Processing document are calculated in
the originating and functional currencies. If you change an exchange rate, the
originating amounts are assumed to be correct and the functional amounts will be
recalculated using the new rate. The amounts are calculated as follows:

Subtotal The subtotal is calculated automatically by adding the extended prices

in the originating currency for items. The subtotal in the originating currency is then
converted to the functional amount. Thus, the subtotal in the originating currency
will always equal the sum of the extended prices, but the subtotal in the functional
currency might not equal the sum of the items’ extended price in the functional
currency.

Taxes Taxes are calculated in the originating currency and then converted into the
functional currency. The tax details are updated only in the functional currency.

Amount Received If you receive a deposit or payment, the amount can be

entered in the originating or functional currency. The exchange rate used for the
deposit or payment must be the same rate used for the document.

Commissions Commissions are calculated using originating amounts, then

converted to functional amounts.

Distributions The distribution accounts must be assigned to the originating

currency before the transaction can be posted in General Ledger. You can post the

66 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 8 M U L T I C U R R EN C Y T R A N S A C T I O N S

transaction in Sales Order Processing but it won’t be posted in General Ledger until
the account is assigned to the currency.

Multidimensional Analysis (MDA) If a transaction includes analysis

information, it is updated only in the functional currency. If the functional amounts
are recalculated, the MDA amounts will be recalculated and any changes made to
MDA accounts will be lost.

Rounding When converting amounts from one currency to another, there is the
possibility of rounding differences. Rounding adjustments are posted in the
functional currency and are posted to the rounding account specified for the
originating currency. The account can be changed but the rounding amount can’t be
changed.

S A L E S O R D E R P R O C E S S I N G 67
68 S A L E S O R D E R P R O C E S S I N G
Chapter 9: Batches
Batches are groups of transactions with something in common that are identified by
a unique name or a number. For example, batches can be a group of transactions
entered by a specific employee, or they can be a group of transactions entered on a
particular date.

This information is divided into the following sections:

• Creating a batch
• Modifying a batch
• Deleting a batch

Creating a batch
Use the Sales Batch Entry window to create a batch. You must save quotes, orders,
and back orders to a batch.

To create a batch:
1. Open the Sales Batch Entry window.
(Sales >> Transactions >> Sales Batches)

2. Enter a batch ID, such as your name or the date, to identify the batch.

3. Select the batch origin of Sales Transaction Entry and enter a batch comment,
such as a brief description of the transactions that will be entered in the batch.

4. Enter or accept the posting date. This field will be available only if your system
is set up to use the batch date for posting. If this field is unavailable, the posting
date from the Sales Date Entry window for each transaction will be the posting
date for each transaction.

The date you enter is the date the General Ledger records will use. Sales Order
Processing records will be updated according to the document date entered in
the Sales Transaction Entry window.

The General Ledger posting date only applies to invoices and returns because those are
the only document types that are posted.

For more information about posting settings, see the System Setup instructions
(Help >> Contents >> select Setting Up the System).

5. Select the Checkbook ID that will be affected by the transactions in this batch.

S A L E S O R D E R P R O C E S S I N G 69
PA RT 2 T R AN S AC T I O N E N T R Y

6. If your system uses batch verification, enter the required number of transactions
that must be entered before this batch can be posted.

7. If your system uses batch verification, enter the required currency amount for
all transactions you’ll enter in this batch.

8. Choose Save.

9. When you have entered all your transactions in a batch, you can choose File >>
Print or the printer icon button to print an edit list or batch list to verify your
entries.

Edit list Contains the transactions that can be posted—invoices and returns.

Batch list Contains all the transactions saved in the batch, including quotes,
orders, back orders, invoices, and returns.

Modifying a batch
Use the Sales Batch Entry window to make changes to an unposted batch.
Transactions can be added only to batches that have an Available or Unapproved
status; you can’t add transactions to batches that have been approved for posting.

To modify a batch:
1. Open the Sales Batch Entry window.
(Sales >> Transactions >> Sales Batches)

2. Enter or select a batch ID. If you enter the batch ID, you must also select the
origin.

3. Make your corrections and choose Save.

Deleting a batch
Use the Sales Batch Entry window to delete an unposted batch of sales documents.
You can’t delete batches that have been approved for posting.

If a batch contains documents that can’t be deleted, these documents will remain in
the batch. Documents that can’t be deleted are:

• Documents that have been printed (except for quotes)

• Documents that contain partially transferred items
• Documents that contain a posted deposit
• Documents that contain line items linked to saved purchase orders
• Quotes that have been submitted to sales quote workflow
• Orders, fulfillment orders, and invoices that haven’t been submitted to
customer credit limit override workflow
• Orders, fulfillment orders, and invoices that have been submitted to customer
credit limit override workflow

70 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 9 BA TC HES

To delete a batch:
1. Open the Sales Batch Entry window.
(Sales >> Transactions >> Sales Batches)

2. Enter or select the batch ID you want to delete. If you enter the batch ID, you
must also select the origin.

3. Choose Delete.

S A L E S O R D E R P R O C E S S I N G 71
72 S A L E S O R D E R P R O C E S S I N G
Chapter 10: Quotes
Quotes are valuable sales tools because customers or potential customers might
request estimates—or quotes—for the cost of items before they make purchase
decisions. You can include items from inventory on a quote, as well as items that
aren’t tracked in inventory, such as installation, labor, and mileage. Your cost and
the price to the customer will be calculated automatically.

This information is divided into the following sections:

• Prospect customers
• Entering a prospect record
• Sales quote approval workflow
• Entering a quote
• Entering a repeating quote

Prospect customers
Prospect customers are potential customers that you maintain records for, but don’t
add to your customer base. To enter prospects, you must set up the quote ID to
allow prospects. Only quotes can be entered for prospect customers.

To transfer a quote for a prospect customer to an order or to an invoice, you must

add the prospect to your customer base or assign the prospect to an existing
customer. The Prospect To Customer window opens when transferring a quote to an
invoice or order so you can transfer a prospect record to a customer record. You can
use the prospect information to create a customer record in the Customer
Maintenance window. If you add the prospect as a customer, the prospect record
won’t be deleted automatically. You must delete it in the Sales Prospect
Maintenance window.

For information about creating prospect customer records, see Entering a prospect
record on page 73.

Entering a prospect record

Use the Sales Prospect Maintenance window to enter prospect customer records.
For more information about prospects, see Prospect customers on page 73.

To enter a prospect record:

1. In the navigation pane, choose the Sales button, and then choose the Prospect
list.

S A L E S O R D E R P R O C E S S I N G 73
PA RT 2 T R AN S AC T I O N E N T R Y

2. In the New group, choose Prospect to open the Sales Prospect Maintenance
window.

3. Enter a prospect ID, name, and contact for the prospect customer.

4. Enter address information for the prospect customer including the street
address, city, state, and ZIP code.

5. You can enter or select a class for the prospect customer. For more information
about customer classes, see the Receivables Management documentation.

6. Enter the phone and fax numbers for the prospect customer.

7. Enter or select a shipping method. Because taxes are assessed at the point of
exchange, the shipping method is used to calculate tax amounts.

8. Enter or select a tax schedule that will be used on quotes you enter for this
prospect. For more information about tax schedules, see Setting up taxes and
options on page 15.

9. Enter a price level for the prospect. The price level will be used as the sales
document price level when you enter a quote for this prospect.

10. If you‘ve set up user-defined fields for prospects in the Sales User-Defined
Fields Setup window, you can enter additional information in those fields. For
more information, see Setting up user-defined fields on page 20.

11. Save the prospect record.

To review the entries and selections you‘ve made for a specific prospect
customer, print the Prospect Setup List by choosing File >> Print or the printer
button while the Sales Prospect Maintenance window is displayed.

To review the entries for all prospective customers, print the Prospect Setup List
from the Sales Setup Reports window (Sales >> Reports >> Setup).

74 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 0 Q U O T E S

Sales quote approval workflow

Your company can use the sales quote workflow feature as part of its business
controls. If you use this feature, you can define how quotes have to be approved
before transferring the quotes to invoices or orders. The rules for approving quotes
can be defined to fit your organization's needs.

When a quote is ready to be approved, approvers can be notified and the quotes can
be approved, using Outlook, Microsoft Dynamics GP, or SharePoint. After a quote
completes the Workflow process, it can be printed, sent in e-mail, or transferred to
an order or invoice.

Entering a quote
You can use the Sales Transaction Entry window to enter and print quotes for your
prospects and customers and to view, void, delete, or transfer existing quotes. You
also can send quotes in e-mail.

Sales quotes are saved but not posted, and distributions aren’t calculated on quotes.
If a customer decides to make a purchase based on the quoted price, you can
transfer the quote to an order or invoice. When you transfer a quote to an invoice or
order, information about the document, customer, and items will be transferred to
the new document. To transfer a quote for a prospect customer to an order or to an
invoice, you must add the prospect to your customer base or assign the prospect to
an existing customer.

You can use the Copy button in the Sales Transaction Entry window to copy line
items from one sales document to another. See Copying sales document items on
page 85 for more information.

To enter a quote:
1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

S A L E S O R D E R P R O C E S S I N G 75
PA RT 2 T R AN S AC T I O N E N T R Y

2. In the New group or its overflow menu, choose Quote to open the Sales
Transaction Entry window.

3. Select the ID of the type of quote you want to enter.

4. Enter a document number or accept the default entry.

5. Enter the document date. If you want the quote to expire in a specified number
of days, choose the Date expansion button and enter an expiration date.

After a quote expires it can’t be transferred to an order or invoice. The quote will remain
in the system until you delete or void it.

6. Enter or select the Site ID from which the items will be sold. The site ID is used
to allocate items from inventory and might be used to calculate taxes.

7. Enter or select a batch ID. Quotes must be saved in a batch and will remain
there until you void, delete, or transfer them to another document.

8. Enter or select a customer or prospect ID and enter the purchase order number
if the customer has provided you with one. The purchase order number will
appear on the quote.

9. Choose the Customer E-mail Detail Entry expansion button to open the Sales E-
mail Detail Entry window to update a customer's e-mail information for a
transaction. See Updating a customer’s e-mail information for a sales transaction on
page 109 for more information.

The document type to send in e-mail must be available for the customer before
you can open the Sales E-mail Detail Entry window.

10. Enter or select a currency ID. If the customer record has a currency ID assigned
to it, the customer’s currency ID will appear as the default entry.

Use the Currency ID expansion button to open the Exchange Rate Entry
window, where you can change the Rate Type ID or the exchange rate. For

76 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 0 Q U O T E S

information about how exchange rates affect the transaction, see Chapter 8,
“Multicurrency transactions.”

11. Enter or select item numbers, units of measure, and item quantities for the
quote. To view additional lines of information for each item, choose the hide
and show button next to the Extended Price prompt.

• To view additional lines of information for each item, choose the hide and
show button next to the Extended Price field.

• To view available to promise information about the item if you’re using

ATP, choose the Quantity Quoted expansion button to open the Inventory
Available to Promise Inquiry window.

• Only active items can be entered on a quote. You can continue processing a
quote if an item has been inactivated, but you can’t change the quantity.

• If an item has suggested sales items assigned to it for the document type,
the Suggest Sales Item Entry window opens when you press TAB to move to
the next line in the scrolling window. You can use the window to mark the
suggested sales items to add to the quote. You also can enter the suggested
quantity and the site ID for each suggested sales item.

• To remove an item from the quote, select the item and choose Edit >>
Delete Row.

• To add an attachment to the item, select the item and choose the
Attachment Management icon to open the Document Attachment
Management window.

To change the shipping address for a single line item, select the item, expand to the detail
view of the scrolling window, and choose the Ship to Address ID expansion button to
open the Sales Ship To Address Entry window. The changes will apply only to the
current line item.

12. Enter the trade discount, freight, and miscellaneous amounts for this quote.

Use the Trade Discount expansion button to open the Sales Trade Discount
Entry window, where you can enter or edit a trade discount for the document.
The discount can be a percentage or an amount. Use the freight and
miscellaneous expansion buttons to open the Sales Tax Schedule Entry window,
where you can select the tax details used to tax freight and miscellaneous
amounts.

13. Taxes will be calculated automatically as you enter items and changes made to
the tax details will be transferred to the new document if the document is
transferred in full. For more information about transferring documents, see
Transferring totals, deposits, and payments on page 210.

14. To add a comment on the quote, enter the comment ID or a one-time comment.
For more information about adding comments, refer to Adding a comment to sales
documents on page 190.

15. Choose the Attachment Management icon to attach documents to the quote, if
applicable.

S A L E S O R D E R P R O C E S S I N G 77
PA RT 2 T R AN S AC T I O N E N T R Y

16. Choose Holds, User-Defined, or Commissions to view or enter additional

information about the quote. If a hold has been assigned to the quote, a stop
icon will appear on the Hold button.

For more information about commissions, see Modifying commission information

on page 200 and Splitting commissions on page 201.

17. To print the quote or send the quote in e-mail, choose File >> Print. You also can
print the quote by choosing the printer button or send the quote in e-mail by
choosing the Send in e-mail button in the upper right of the Sales Transaction
Entry window. For more information about printing and sending sales
documents in e-mail, see Chapter 24, “Printing and sending documents in e-
mail.”

If you are using sales quote workflow, the quote must be approved before you can print it
or send it in e-mail. You can print a quote or send a quote in e-mail that doesn’t need
approval.

18. Save the quote or submit the quote, if you are using sales quote workflow.

Entering a repeating quote

You can create repeating quotes if the quote ID is set up to allow repeating
documents. Repeating quotes are useful if you want to create a template document
for a customer that requests the same information multiple times. Repeating quotes
must be set up per customer; you can’t set up one document and use it as a template
for other customers.

You can’t have repeating multicurrency documents. Only documents whose

currency ID is the functional currency can be marked as repeating.

To enter a repeating quote:

1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. In the New group or its overflow menu, choose Quote to open the Sales
Transaction Entry window.

3. Enter or select the type ID.

4. Enter or select a document number and a batch ID.

5. Enter or select a customer ID and enter or accept the currency ID.

78 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 0 Q U O T E S

6. Choose the document expansion button to open the Sales Document Detail
Entry window.

7. Mark Repeating. Enter how many times to repeat the quote and the frequency.
Leave the Frequency field blank to use the quote an unlimited number of times.

8. Choose OK to close the Sales Document Detail Entry window.

9. Continue to enter item and total information on the quote.

10. Save the quote or submit the quote, if you are using sales quote workflow.

S A L E S O R D E R P R O C E S S I N G 79
80 S A L E S O R D E R P R O C E S S I N G
Chapter 11: Orders
Sales orders typically are used in businesses where items or services are agreed
upon and then exchanged. When the goods or services are delivered to a customer,
you can transfer the order to an invoice. The cost to you and the price the customer
will pay is calculated automatically.

This information is divided into the following sections:

• Entering a sales order

• Entering a repeating order
• Copying sales document items
• Previewing sales document line items

Entering a sales order

You can use the Sales Transaction Entry window to enter and print orders for your
customers and to view, void, delete, or transfer existing orders. You also can send
orders in e-mail.

Sales orders are saved, but not posted; distributions aren’t calculated on orders.
When you ship the items to a customer, you can transfer the order to an invoice. If
ordered items aren’t available in inventory, you can transfer the order to a
fulfillment order or a back order.

You also can create an order by transferring a quote or a back order to an order.
When you transfer a quote or back order document to an order, information about
the document, customer, and items will be transferred to the order.

An order will have one of the following document statuses.

Document Status Description

New The order has been created and saved.
In Process One or more line items have been transferred to another document
type.
Complete The order has been moved to history.

You can change the shipping address or the site ID for a single line item by choosing
the Ship to Address ID lookup button or the Default Site lookup button in the Sales
Transaction Entry window or the Sales Item Detail Entry window and selecting a
new ship-to address ID or site ID. The changes will apply only to the selected line
item. If you enter a new line item, the ship-to address ID or site ID will come from
the previously entered item.

You can use the Copy button in the Sales Transaction Entry window to copy line
items from one sales order to another. See Copying sales document items on page 85
for more information.

S A L E S O R D E R P R O C E S S I N G 81
PA RT 2 T R AN S AC T I O N E N T R Y

To enter a sales order:

1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. In the New group or its overflow menu, choose Order to open the Sales
Transaction Entry window.

3. Enter or select the ID of the type of order to enter.

4. Enter a document number or accept the default entry.

5. Enter or select a customer ID and enter the purchase order number if the
customer has provided you with one. The purchase order number will appear
on the order.

6. Choose the Customer E-mail Detail Entry expansion button to open the Sales E-
mail Detail Entry window to update a customer's e-mail information for a
transaction. See Updating a customer’s e-mail information for a sales transaction on
page 109 for more information.

The document type to send in e-mail must be available for the customer before
you can open the Sales E-mail Detail Entry window.

7. Enter the document date. The date you enter will be used to update your sales
records. To enter a requested ship date, choose the Date expansion button.

8. Enter or select a Batch ID. Orders must be saved in a batch and will remain
there until you void, delete, or transfer them to another document.

9. Enter or select the Site ID from which the items on the order will be sold. The
site ID is used to allocate items from inventory and might be used to calculate
taxes.

If you’re using multiple bins and you change the Site ID after selecting bins, lot
numbers, or serial numbers for an item, your previous bin, lot number, or serial
number selections are discarded.

82 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 1 O R D E R S

10. Enter or select a Currency ID. If the customer record has a currency ID assigned
to it, the customer’s currency ID will appear as the default entry.

Use the Currency ID expansion button to open the Exchange Rate Entry
window, where you can change the Rate Type ID or the exchange rate. For
information about how exchange rates affect the transaction, see Chapter 8,
“Multicurrency transactions.”

11. Enter or select item numbers, units of measure, and item quantities for the
order. To view additional lines of information for each item, choose the hide and
show button next to the Extended Price prompt.

If you’re using multiple bins and you change the quantity ordered or the unit of
measure after selecting bins, lot numbers, or serial numbers for an item, your
previous bin, lot number, or serial number selections are discarded.

• To view available to promise information about the item if you’re using

ATP, choose the Qty Ordered expansion button to open the Inventory
Available to Promise Inquiry window.

• Only active items can be entered on an order. You can continue processing
an order if an item has been inactivated, but you can’t change the quantity.

• If an item has suggested sales items assigned to it for the document type,
the Suggest Sales Item Entry window opens when you press TAB to move to
the next line in the scrolling window. You can use the window to mark the
suggested sales items to add to the order. You also can enter the suggested
quantity and the site ID for each suggested sales item.

• To remove an item from the order, select the item and choose Edit >> Delete
Row.

• To add an attachment to the item, select the item and choose the
Attachment Management icon to open the Document Attachment
Management window.

To change the shipping address for a single line item, select the item, expand to the detail
view of the scrolling window, and choose the Ship to Address ID expansion button to
open the Sales Ship To Address Entry window. The changes will apply only to the
current line item.

12. If you’re using extended pricing and a promotion exists for the item you
entered, the Promotion Alert window will open, where you can select whether
to apply the promotion to the line. If you accept a free item promotion, the free
item will be added to the order automatically.

13. Taxes will be calculated automatically as you enter items and changes made to
the tax details will be transferred to the new document if the document is
transferred in full. For more information about transferring documents, see
Transferring totals, deposits, and payments on page 210.

14. If the customer makes a deposit or payment on the order, enter the amount in
the Amount Received field. For more information about deposits and
payments, see Entering deposits and payments on orders or back orders on page 117.

S A L E S O R D E R P R O C E S S I N G 83
PA RT 2 T R AN S AC T I O N E N T R Y

15. To add a comment on the order, enter the comment ID or a one-time comment.
For more information about adding comments, refer to Adding a comment to sales
documents on page 190.

16. Enter the trade discount, freight, miscellaneous, and tax amounts for the order.

Use the Trade Discount expansion button to open the Sales Trade Discount
Entry window, where you can enter or edit a trade discount for the document.
The discount can be a percentage or an amount. Use the freight and
miscellaneous expansion buttons to open the Sales Tax Schedule Entry window,
where you can select the tax details used to tax freight and miscellaneous
amounts.

17. Choose the Attachment Management icon to attach documents to the quote, if
applicable.

18. Choose Holds, User-Defined or Commissions to enter additional information

about the order. If a hold has been assigned to the order, a stop icon will appear
on the Hold button.

For more information about commissions, see Modifying commission information

on page 200 and Splitting commissions on page 201.

19. To print the order or send the order in e-mail, choose File >> Print. You also can
print the order by choosing the printer button or send the order in e-mail by
choosing the Send in e-mail button in the upper right of the Sales Transaction
Entry window. For more information about printing and sending documents in
e-mail, see Chapter 24, “Printing and sending documents in e-mail.”

If the order exceeds the customer’s credit limit and you are using customer credit limit
override workflow, the order must be approved before you can print it or send it in
e-mail. You can print an order or send an order in e-mail that doesn’t need approval.

20. Save the order.

Submit the order for approval if the order exceeds the customer’s credit limit
and you are using customer credit limit override workflow.

National accounts provide the ability to restrict payments for child customers and apply
credit checking, holds and finance charges at a consolidated national account level,
depending on how the account was set up. If you can’t save or post a transaction, check
the status of the options in the National Accounts Maintenance window.

Entering a repeating order

You can create repeating orders if the order ID is set up to allow repeating
documents. Repeating orders are useful if you want to create a template document
for a customer that requests the same information multiple times. Repeating orders
must be set up per customer; you can’t set up one document and use it as a template
for other customers.

You can’t have repeating multicurrency documents. Only documents whose

currency ID is the functional currency can be marked as repeating.

84 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 1 O R D E R S

To enter a repeating order:

1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. In the New group or its overflow menu, choose Order to open the Sales
Transaction Entry window.

3. Enter or select the type ID.

4. Enter or select a document number and a batch ID.

5. Enter or select a customer ID and enter or accept the currency ID.

6. Choose the document expansion button to open the Sales Document Detail
Entry window.

7. Mark Repeating. Enter how many times to repeat the order and the frequency.
Leave the Frequency field blank to use the order an unlimited number of times.

8. Choose OK to close the Sales Document Detail Entry window.

Copying sales document items

Use the Copy a Sales Order window to copy line items from one sales document to
another. You can copy negative line items to Invoice documents and line items with
negative prices. You cannot copy discontinued items.If you are using Analytical
Accounting, you can copy analysis information assigned to invoices or returns.

You can copy a quote if you are using sales quote workflow. The new quote is
assigned a status of Not Submitted. You can copy from a quote that is pending
approval, but you can’t copy to a quote that is pending approval.

You can copy an order, fulfillment order, or invoice if you are using customer credit
limit override workflow. The new document is assigned a status of No Approval
Needed. You can copy from an order, fulfillment order, or invoice that is pending
approval, but you can’t copy to an order, fulfillment order, or invoice that is
pending approval.

If the new and existing documents have different currencies and neither is the
functional currency, amounts will be converted from the currency of the existing
document to the functional currency and then to the currency for the new
document.

To copy sales document line items:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter or select a document to add line items to. To create a new document,
select a type and type ID, then enter a new document number, customer ID, and
currency ID.

3. Choose Copy to open the Copy a Sales Order window.

4. Enter or select the document number for the document that contains the
information to copy.

S A L E S O R D E R P R O C E S S I N G 85
PA RT 2 T R AN S AC T I O N E N T R Y

5. Select a price option. If you choose Use Current Pricing, you can unmark the
Use Price Level from Target Document option to use the price level from the
existing sales document.

6. Select a site option. If you choose Use Site, enter or select a site.

7. Mark the desired copy options.

8. You can choose Preview to open the Preview Line Items window, where you
can mark and modify line items before you copy them. See Previewing sales
document line items on page 86 for more information.

9. Choose Copy.

Previewing sales document line items

Use the Preview Line Items window to mark and modify line items on sales
documents before you copy them. You also can view warnings and correct error
messages. You can’t mark a line item that contains an error (red symbol) until you
correct the error. You can mark a line item that contains a warning (yellow symbol).

To preview sales document line items:

1. Open the Copy a Sales Order window.
(Sales >> Transactions >> Sales Transaction Entry >> select a document >>
Copy)

2. Enter an order number.

3. Mark the desired copy options.

4. Choose Preview.

5. If you are previewing a sales order containing a kit item, you can mark Display
Kit Components to view line items included in the kit.

6. If you selected the Mark All Line Items for Copy option, all line items will be
marked. You can unmark any line item you do not want to copy.

7. If a line item contains an error, select the line item and click the expansion
button to view the error. Then you can correct the error and mark the line item.

8. You can change the order quantity of any line item. You can change the unit
price of sales document line items if the Override Prices option in the Sales
Order Processing Setup Options window is marked (Sales >> Setup >> Sales
Order Processing >> Options).

9. Choose OK to save your changes and close the Preview Line Items window.

10. Choose Copy to copy the line items to the target document.

11. Continue to enter item and total information on the document.

12. Choose Save.

86 S A L E S O R D E R P R O C E S S I N G
Chapter 12: Fulfillment orders and invoices
If you’re using sales fulfillment workflow, you can create fulfillment orders. A
fulfillment order is a type of sales document. You can enter a fulfillment order in the
Sales Transaction Entry window. You also can create a fulfillment order from a
quote, a back order, or an order and you can create an invoice from a fulfillment
order. Fulfillment orders cannot be posted. If items on a fulfillment order can’t be
filled from inventory, you can transfer the fulfillment order items to a back order.

When the document status of a fulfillment order reaches Status 6, the fulfillment
order becomes an invoice. To view the details about the document status for a
fulfillment order, click the Document Status link in the Sales Transaction Entry
window. For more information about document statuses, refer to Setting up
fulfillment workflow for sales on page 46.

Because a sales invoice is a legally binding document, it should be posted. The cost
of goods sold and the price for the customer will be calculated automatically. If
items on an invoice can’t be filled from inventory, you can transfer the invoice items
to a back order.

This information is divided into the following sections:

• Understanding fulfillment orders

• Entering a fulfillment order or invoice
• Combine multiple fulfillment orders to a single invoice

Understanding fulfillment orders

If you’re using sales fulfillment workflow, you can use the Sales Transaction Entry
window to create a fulfillment order. A fulfillment order is a type of sales document
that uses document statuses to provide additional structure and control over typical
sales processes, such as printing the picking ticket, picking the goods, printing the
packing slip, packing and shipping the goods, and invoicing the customer.

You can create a fulfillment order from a quote, a back order, or an order, and you
can create an invoice from a fulfillment order.

When you create a fulfillment order, the document status for the fulfillment order
will be the first status that you track for that type ID. You can’t post a fulfillment
order.

You can advance the document status of a fulfillment order by confirming that
items on fulfillment orders have been picked, packed, and shipped in the Sales
Transaction Entry window, the Sales Order Fulfillment window, or the Sales Bulk
Confirmation window.

Entering a fulfillment order or invoice

Use this information to enter a fulfillment order or invoice. If you’re not using sales
fulfillment workflow refer to Entering an invoice on page 93.

If you’re using sales fulfillment workflow, you can use the Sales Transaction Entry
window to enter, print and send fulfillment orders and invoices in e-mail to your
customers. You can view and void existing fulfillment orders. You can view, void,

S A L E S O R D E R P R O C E S S I N G 87
PA RT 2 T R AN S AC T I O N E N T R Y

post, and delete existing invoices. For more information, see Understanding
fulfillment orders on page 87.

You can use the Copy button in the Sales Transaction Entry window to copy line
items from one sales document to another. See Copying sales document items on
page 85 for more information.

To enter a fulfillment order or invoice:

1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. In the New group or its overflow menu, choose Fulfillment Order or Invoice to
open the Sales Transaction Entry window.

3. Enter or select the ID of the type of fulfillment order or invoice to enter.

4. Enter a document number or accept the default entry.

5. Enter or select a customer ID and ship-to address.

6. Choose the Customer E-mail Detail Entry expansion button to open the Sales E-
mail Detail Entry window to update a customer's e-mail information for a
transaction. See Updating a customer’s e-mail information for a sales transaction on
page 109 for more information.

The document type to send in e-mail must be available for the customer before
you can open the Sales E-mail Detail Entry window.

7. Enter the document date. The date you enter will be used to update your sales
records. To change the posting date or enter a requested ship date, choose the
Date expansion button.

8. You can create or select a batch ID to assign to the fulfillment order or invoice.

9. Enter or select the site ID that the items will be sold from. The site ID will be
used to allocate items from inventory and might be used to calculate taxes.

88 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 2 F U L F I L L M E N T O R D E R S A N D I N V O I C E S

10. Enter the purchase order number if the customer has provided you with one.
The purchase order number will be printed on the fulfillment order or invoice.

11. Enter or select a currency ID. If the customer record has a currency ID assigned
to it, the customer’s currency ID will appear as the default entry.

Use the Currency ID expansion button to open the Exchange Rate Entry
window, where you can change the rate type ID or the exchange rate. For
information about how exchange rates affect the transaction, see Chapter 8,
“Multicurrency transactions.”

12. Enter or select item numbers, units of measure, and item quantities for the
fulfillment order or invoice. To view additional lines of information for each
item, choose the hide and show button next to the Extended Price field.

Only active items can be entered. You can continue processing if an item has
been inactivated, but you can’t change the quantity.

If you’re using multiple bins and you change the site ID, quantity, or unit of
measure after selecting bins, lot numbers, or serial numbers for an item, your
previous bin, lot number, or serial number selections are discarded.

If an item has suggested sales items assigned to it for the document type, the
Suggest Sales Item Entry window opens when you press TAB to move to the
next line in the scrolling window. You can use the window to mark the
suggested sales items to add to the fulfillment order. You also can enter the
suggested quantity and the site ID for each suggested sales item.

To add an attachment to the item, select the item and choose the Attachment
Management icon to open the Document Attachment Management window.

To remove an item from the fulfillment order or invoice, select the item and
choose Edit >> Delete Row.

To change the shipping address for a single line item, select the item, expand to the detail
view of the scrolling window, and choose the Ship to Address ID expansion button to
open the Sales Ship To Address Entry window. The changes will apply only to the
current line item.

13. Enter the trade discount, freight, miscellaneous, and tax amounts for this
fulfillment order or invoice.

Use the Trade Discount expansion button to open the Sales Trade Discount
Entry window, where you can enter or edit a trade discount for the document.
The discount can be a percentage or an amount. Use the freight and
miscellaneous expansion buttons to open the Sales Tax Schedule Entry window,
where you can select the tax details used to tax freight and miscellaneous
amounts.

14. If you’re using extended pricing and a promotion exists for the item you
entered, the Promotion Alert window will open, where you can select to apply
the promotion to the line. If you accept a free item promotion, the free item will
be added to the fulfillment order or invoice automatically.

S A L E S O R D E R P R O C E S S I N G 89
PA RT 2 T R AN S AC T I O N E N T R Y

15. Taxes will be calculated automatically as you enter items and changes made to
the tax details will be transferred to the new document if the document is
transferred in full. For more information about transferring documents, see
Transferring totals, deposits, and payments on page 210.

16. Enter the amount received and the terms discount taken on the fulfillment
order or invoice. For more information about entering an amount received, see
Entering a payment for an invoice, fulfillment order, or return on page 119.

17. To add a comment on the fulfillment order or invoice, enter the comment ID or
a one-time comment. For more information about adding comments, see Adding
a comment to sales documents on page 190.

18. Choose the Attachment Management icon to attach documents to the quote, if
applicable.

19. Choose Holds or User-Defined to enter additional information about the

fulfillment order or invoice. If a hold has been assigned to the fulfillment order
or invoice, a stop icon will appear on the Hold button.

20. Choose Distributions to verify or change distribution accounts.

You can distribute amounts to unit accounts to record increases to non-financial

accounts. The amounts you distribute to unit accounts won’t be totaled with other
distributions. For more information about unit accounts, see the General Ledger
documentation.

21. Choose Commissions to verify or change the commission amounts. For more
information about commissions, see Modifying commission information on
page 200 and Splitting commissions on page 201.

22. You can print the fulfillment order or invoice or send the fulfillment order or
invoice by choosing File >> Print. You also can print the fulfillment order or
invoice by choosing the printer button or send the fulfillment order or invoice
in e-mail by choosing the Send in e-mail button in the upper right of the Sales
Transaction Entry window. For more information about printing and sending
documents in e-mail, see Chapter 24, “Printing and sending documents in e-
mail.”

If the fulfillment order or invoice exceeds the customer’s credit limit and you are using
customer credit limit override workflow, the document must be approved before you can
print it or send it in e-mail. You can print or send a fulfillment order or invoice in e-mail
that doesn’t need approval.

23. Save the fulfillment order or save or post the invoice.

Submit the fulfillment order or invoice for approval if the document has
exceeds the customer’s credit limit and you are using customer credit limit
override workflow. The document must be approved before you can post it.

If you’re using multiple bins and posting fails, bin quantities revert to their
previous values.

90 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 2 F U L F I L L M E N T O R D E R S A N D I N V O I C E S

Combine multiple fulfillment orders to a single invoice

If you’re using sales fulfillment workflow, you can use the Sales Bulk
Confirmation window to combine several fulfillment orders for the same
customer to a single invoice. In order to combine fulfillment orders, the
following information must also be the same on the fulfillment orders:

• Shipped status
• Bill to address ID
• Currency ID (including the exchange table ID and exchange rate)
• Payment terms
• Commission apply information

Other details for the fulfillment orders, such as the amount received, terms
discount taken, tracking numbers, account distributions, trade discounts,
comments, and taxes will be combined on the new invoice.

To combine fulfillment orders on a single invoice:

1. Open the Sales Bulk Confirmation window.
(Sales >> Transactions >> Bulk Confirmation)

2. Select Confirm Ship as the action to complete.

3. To restrict the documents displayed in the window, select the range of

documents.

4. Choose Redisplay. The documents that match your range selection will appear
in the scrolling window.

5. Mark Create Combined Invoice. Then, select the Type ID that will be used to
determine the next number and default entries for the invoice that is created.

6. Enter or select a destination batch ID for the new invoice.

7. Mark the documents you want to invoice.

8. Choose Process. The fulfillment orders will be combined according to customer

ID, then, the other criteria listed above. If fulfillment orders for multiple
customers are marked, the orders will be grouped and invoiced according to
customer. The fulfillment orders and the new invoice are assigned the same
new master number.

Once the process is complete, print the Sales Bulk Confirmation - Combined
Invoice Report. This report will display the invoice number and list the
fulfillment orders that were combined onto it.

You can use your usual invoicing process to invoice the customer.

S A L E S O R D E R P R O C E S S I N G 91
92 S A L E S O R D E R P R O C E S S I N G
Chapter 13: Invoices
Because sales invoices are legally binding documents that record the prices and
details of transactions, they should be posted. The cost of goods sold and the price
for the customer will be calculated automatically. If items on an invoice can’t be
filled from inventory, you can transfer the invoice items to a back order.

This information is divided into the following sections:

• Understanding invoices
• Entering an invoice

Understanding invoices
You can use the Sales Transaction Entry window to enter, print, and send invoices
in e-mail to your customers and to view, void, post, delete, or transfer existing
invoices.

You also can create an invoice by transferring a quote, order, or back order to an
invoice. When you transfer a document to an invoice, information about the
document, customer, and items will be transferred to the invoice.

If you’re using sales fulfillment workflow, an invoice is created from a fulfillment

order when you advance the document status to status six. Refer to Understanding
fulfillment orders on page 87 and Entering a fulfillment order or invoice on page 87.

Transaction amounts on an invoice will be distributed automatically to posting

accounts. The distribution accounts and amounts won’t be displayed for Inventory
and Cost of Goods Sold. The actual cost will be determined when you post the
invoice and the cost and distribution accounts will be displayed on the posting
journal. To verify the accounts that will be used for each item, choose the Item
Number expansion button to open the Sales Item Detail Entry window. Choose
Distribution to view or change the accounts used for that item.

You can enter a negative invoice quantity for a line item, but the negative quantity
won’t be allocated or fulfilled. The negative invoice quantity is assigned the return
quantity type of On Hand automatically. You can’t enter a negative invoice quantity
for a drop-ship line item.

If you’re using Multicurrency Management, you can change the distribution

amounts only in the originating currency. If you change an amount in the
originating currency, the functional amount will be recalculated.

Entering an invoice
Use this information to enter an invoice. If you’re using sales fulfillment workflow,
refer to Entering a fulfillment order or invoice on page 87.

You can use the Sales Transaction Entry window to enter and print invoices for your
customers and to view, void, post, delete, or transfer existing invoices. You also can
send invoices in e-mail. For more information, see Understanding invoices on
page 93.

You can change the shipping address or the site ID for a single line item by choosing
the Ship to Address ID lookup button or the Default Site lookup button in the Sales

S A L E S O R D E R P R O C E S S I N G 93
PA RT 2 T R AN S AC T I O N E N T R Y

Transaction Entry window or the Sales Item Detail Entry window and selecting a
new ship-to address ID or site ID. The changes will apply only to the selected line
item. If you enter a new line item, the ship-to address ID or site ID will come from
the previously entered item.

You can use the Copy button in the Sales Transaction Entry window to copy line
items from one sales document to another. See Copying sales document items on
page 85 for more information.

To enter an invoice:
1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. In the New group or its overflow menu, choose Invoice to open the Sales
Transaction Entry window.

3. Enter or select the ID of the type of invoice to enter.

4. Enter a document number or accept the default entry.

5. Enter the document date. The date you enter will be used to update your sales
records. To change the posting date or enter a requested ship date, choose the
Date expansion button.

6. Enter or select the Site ID from which the items will be sold. The site ID will be
used to allocate items from inventory and might be used to calculate taxes.

If you’re using multiple bins and you change the Site ID after selecting bins, lot
numbers, or serial numbers for an item, your previous bin, lot number, or serial
number selections are discarded.

7. You can create or select a Batch ID to assign to the invoice.

8. Enter or select a customer ID and enter the purchase order number if the
customer has provided you with one. The purchase order number will appear
on the invoice.

94 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 3 INV O ICE S

9. Choose the Customer E-mail expansion button to open the Sales E-mail Detail
Entry window to update a customer's e-mail information for a transaction. See
Updating a customer’s e-mail information for a sales transaction on page 109 for
more information.

The document type to send in e-mail must be available for the customer before
you can open the Sales E-mail Detail Entry window.

10. Enter or select a Currency ID. If the customer record has a currency ID assigned
to it, the customer’s currency ID will appear as the default entry.

Use the Currency ID expansion button to open the Exchange Rate Entry
window, where you can change the Rate Type ID or the exchange rate. For
information about how exchange rates affect the transaction, see Chapter 8,
“Multicurrency transactions.”

11. Enter or select item numbers, units of measure, site ID, and item quantities for
the invoice. To view additional lines of information for each item, choose the
hide and show button next to the Extended Price prompt.

If you’re using multiple bins and you change the quantity or unit of measure
after selecting bins, lot numbers, or serial numbers for an item, your previous
bin, lot number, or serial number selections are discarded.

• To view available to promise information about the item if you’re using

ATP, choose the Invoice Quantity expansion button to open the Inventory
Available to Promise Inquiry window.

• Only active items can be entered on an invoice. You can continue processing
an invoice if an item has been inactivated, but you can’t change the
quantity.

• If an item has suggested sales items assigned to it for the document type,
the Suggest Sales Item Entry window opens when you press TAB to move to
the next line in the scrolling window. You can use the window to mark the
suggested sales items to add to the invoice. You also can enter the
suggested quantity and the site ID for each suggested sales item.

• To remove an item from the invoice, select the item and choose Edit >>
Delete Row.

• To add an attachment to the item, select the item and choose the
Attachment Management icon to open the Document Attachment
Management window.

To change the shipping address for a single line item, select the item, expand to the
detail view of the scrolling window, and choose the Ship to Address ID expansion
button to open the Sales Ship To Address Entry window. The changes will apply only to
the current line item.

12. Enter the trade discount, freight, miscellaneous, and tax amounts for this
invoice.

S A L E S O R D E R P R O C E S S I N G 95
PA RT 2 T R AN S AC T I O N E N T R Y

Use the Trade Discount expansion button to open the Sales Trade Discount
Entry window, where you can enter or edit a trade discount for the document.
The discount can be a percentage or an amount. Use the freight and
miscellaneous expansion buttons to open the Sales Tax Schedule Entry window,
where you can select the tax details used to tax freight and miscellaneous
amounts.

13. If you’re using extended pricing and a promotion exists for the item you
entered, the Promotion Alert window will open, where you can select whether
to apply the promotion to the line. If you accept a free item promotion, the free
item will be added to the invoice automatically.

14. Taxes will be calculated automatically as you enter items and changes made to
the tax details will be transferred to the new document if the document is
transferred in full. For more information about transferring documents, see
Transferring totals, deposits, and payments on page 210.

15. Enter the amount received and the terms discount taken on the invoice. For
more information about entering an amount received, see Entering a payment for
an invoice, fulfillment order, or return on page 119.

16. To add a comment on the invoice, enter the comment ID or a one-time

comment. For more information about adding comments, see Adding a comment
to sales documents on page 190.

17. Choose the Attachment Management icon to attach documents to the quote, if
applicable.

18. Choose Holds or User-Defined to enter additional information about the

invoice. If a hold has been assigned to the invoice, a stop icon will appear on the
Hold button.

19. Choose Distributions to verify or change distribution accounts.

You can distribute amounts to unit accounts to record increases to non-financial

accounts. The amounts you distribute to unit accounts won’t be totaled with other
distributions. For more information about unit accounts, see the General Ledger
documentation.

20. Choose Commissions to verify or change the commission amounts. For more
information about commissions, see Modifying commission information on
page 200 and Splitting commissions on page 201.

21. You can print the invoice or send the invoice in e-mail by choosing File >> Print.
You also can print the invoice by choosing the printer button or send the invoice
in e-mail by choosing the Send in e-mail button in the upper right of the Sales
Transaction Entry window. For more information about printing and sending
documents in e-mail, see Chapter 24, “Printing and sending documents in e-
mail.”

If the invoice exceeds the customer’s credit limit and you are using customer credit limit
override workflow, the invoice must be approved before you can print it or send it in e-
mail. You can print or send an invoice in e-mail that doesn’t need approval.

22. Save or post the invoice.

96 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 3 INV O ICE S

Submit the invoice for approval if the invoice exceeds the customer’s credit
limit and you are using customer credit limit override workflow. You must
approve the document before you can post it.

If you’re using multiple bins and posting fails, bin quantities revert to their
previous values.

S A L E S O R D E R P R O C E S S I N G 97
98 S A L E S O R D E R P R O C E S S I N G
Chapter 14: Back orders
Enter a back order when you encounter an item shortage while entering an order or
invoice in the Sales Transaction Entry window.

This information is divided into the following sections:

• Understanding back orders

• Entering a back order

Understanding back orders

You can use the Sales Transaction Entry window to enter and print back orders for
your customers and to view, void, delete, or transfer existing back orders.

Back orders are saved but not posted and distributions aren’t calculated on back
orders. When an item that has been back ordered is in stock, you can transfer the
back order to an order or an invoice. When you transfer a back order to an invoice,
fulfillment order, or order, information about the document, customer, and items
will be transferred to the new document.

You also can create a back order by transferring an order, fulfillment order, or
invoice to a back order. When you transfer an order or invoice document to a back
order, information about the document, customer, and items will be transferred to
the back order. For more information about transferring documents, see Transferring
an individual sales document on page 214.

You can link a back order to an existing purchase order or create a new purchase
order for back-ordered items. For more information, see Linking an item to an existing
purchase order on page 159 and Purchase orders from sales documents on page 147.

Entering a back order

You can use the Sales Transaction Entry window to enter and print back orders. For
more information about back orders, see Understanding back orders on page 99.

You can use the Copy button in the Sales Transaction Entry window to copy line
items from one sales document to another. See Copying sales document items on
page 85 for more information.

To enter a back order:

1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

S A L E S O R D E R P R O C E S S I N G 99
PA RT 2 T R AN S AC T I O N E N T R Y

2. In the New group or its overflow menu, choose Back Order to open the Sales
Transaction Entry window.

3. Select Back Order and enter or select the ID of the type of back order to enter.

4. Enter a document number or accept the default entry.

5. Enter the document date. The date you enter will be used to update your sales
records. If you want to enter a requested ship date, choose the Date expansion
button.

6. Enter the Site ID from which the items will be sold. The site ID will be used to
allocate items from inventory and might be used to calculate taxes.

7. Create or select a Batch ID. Back orders must be saved in a batch and will
remain in the batch until you void, delete, or transfer them to another
document.

8. Enter or select a customer ID and enter the purchase order number if the
customer has provided you with one. The purchase order number will be
printed on the back order.

9. Enter or select a Currency ID. If the customer record has a currency ID assigned
to it, the customer’s currency ID will appear as the default entry.

Use the Currency ID expansion button to open the Exchange Rate Entry
window, where you can change the Rate Type ID or the exchange rate. For
information about how exchange rates affect the transaction, see Chapter 8,
“Multicurrency transactions.”

10. Enter or select item numbers, units of measure, and item quantities for the back
order. To view additional lines of information for each item, choose the hide and
show button next to the Extended Price prompt.

• To view available to promise information about the item if you’re using

ATP, choose the Qty Back Ordered expansion button to open the Inventory
Available to Promise Inquiry window.

100 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 4 B A C K O R D E R S

• To remove an item from the back order, select the item and choose Edit >>
Delete Row.

• To add an attachment to the item, select the item and choose the
Attachment Management icon to open the Document Attachment
Management window.

To change the shipping address for a single line item, select the item, expand to the detail
view of the scrolling window, and choose the Ship to Address ID expansion button to
open the Sales Ship To Address Entry window. The changes will apply only to the
current line item.

11. Enter the trade discount, freight, miscellaneous, and tax amounts for the back
order.

Use the Trade Discount expansion button to open the Sales Trade Discount
Entry window, where you can enter or edit a trade discount for the document.
The discount can be a percentage or an amount. Use the freight and
miscellaneous expansion buttons to open the Sales Tax Schedule Entry window,
where you can select the tax details used to tax freight and miscellaneous
amounts.

12. If you’re using extended pricing and a promotion exists for the item you
entered, the Promotion Alert window will open, where you can select whether
to apply the promotion to the line. If you accept a free item promotion, the free
item will be added to the back order automatically.

13. Taxes will be calculated automatically as you enter items and changes made to
the tax details will be transferred to the new document if the document is
transferred in full. For more information about transferring documents, see
Transferring totals, deposits, and payments on page 210.

14. If the customer makes a deposit or payment on the back order, enter the deposit
or payment received. For more information about deposits and payments, see
Entering deposits and payments on orders or back orders on page 117.

15. To print a comment on the back order, enter the comment ID or a one-time
comment. For more information about adding comments, see Adding a comment
to sales documents on page 190.

16. Choose the Attachment Management icon to attach documents to the quote, if
applicable.

17. Enter additional information about the back order by choosing Holds, User-
Defined, or Commissions. If a hold has been assigned to the back order, a stop
icon will appear on the Hold button.

For more information about commissions, see Modifying commission information

on page 200 and Splitting commissions on page 201.

18. To print the back order, choose File >> Print or the printer icon button. For more
information about printing documents, see Chapter 24, “Printing and sending
documents in e-mail.”

19. Choose Save.

S A L E S O R D E R P R O C E S S I N G 101
102 S A L E S O R D E R PR O C ES S I N G
Chapter 15: Returns
Return documents record the return of items you previously sold. Returns decrease
the customer’s balance on account and may increase inventory quantities. Because
returns record an increase to inventory and a refund of sales, they should be posted.

This information is divided into the following sections:

• Return quantity types

• Entering a return

Return quantity types

When a customer returns an item, you must enter the returned item into one or
more return quantity types. Quantity types are used to track whether an item is
ready for resale or whether it is damaged, being serviced, or in use.

The return quantity types are On Hand, Returned, In Use, In Service, and Damaged.
If you enter a return that increases more than one quantity type, separate purchase
receipts are created to record the increase for each quantity type. For example,
suppose a customer returns five telephones. Three need service before you can
resell them and the other two are damaged and can’t be repaired. In this case, you’d
return three to the In Service quantity type and two to Damaged. Two purchase
receipts are created to track the information. For more information about purchase
receipts, see the Inventory Control documentation.

If you return an item to a return quantity type other than On Hand, you can’t resell the
item. You must transfer the item to On Hand before it can be sold again. If the item was
returned to the Damaged quantity type and you want to return the item to the vendor, you
must transfer the item to On Hand and then enter a decrease adjustment for the item.

If you’re using multiple bins, you must enter a bin quantity and select a bin for each
quantity type you enter. For example, if the quantity returned is 10 and you entered
8 with a quantity type of On Hand, and 2 with a quantity type of Damaged, two bin
selection records are created: one for 8 on hand at the sales returns default bin, and
one for 2 damaged at the sales returns default bin. For serial- and lot-tracked items,
you can change bins or split the line’s extended quantity among two or more bins
for each site and quantity type.

If you enter a kit item on a return document, the Sales Returned Quantities Entry
window will open and you can enter the amount returned for a quantity type. You
can’t return a kit to multiple return quantity types. For example, suppose a
customer returns two kits. When you enter the item in the Sales Transaction Entry
window with a quantity returned of 2, the Sales Returned Quantity Entry window
opens. You must return the entire quantity to one quantity type. You can’t return
one kit to On Hand and the other to Damaged.

You can use the Sales Kit Return Options window to change the component
information for the returned kit. You can add or delete components from the kit,
change the site that a component will be returned to and change the extended kit
quantity of a component.

S A L E S O R D E R P R O C E S S I N G 103
PA RT 2 T R AN S AC T I O N E N T R Y

If you change the extended kit quantity for a component, the Sales Returned
Quantities Entry window will open and you can enter the quantity and quantity
type for the component. You can choose a quantity type for the component that is
different from the type chosen for the kit. You can also return the component to
more than one quantity type. You can open the Sales Kit Return Options window
from the Sales Transaction Entry window by highlighting the kit item, then
choosing the item expansion button to open the Sales Item Detail Entry window. In
that window, choose Kits to open the Sales Kit Return Options window.

Entering a return
You can use the Sales Transaction Entry window to enter and print returns for your
customers and to view, void, post, or delete existing returns.

You can’t enter a return in Sales Order Processing for a drop-ship item. If a customer
returns a drop-ship item, enter a credit memo in Receivables Management to reduce
the customer balance and a credit memo in Payables Management to reduce the
balance you owe the vendor.

If you enter a serial-numbered or lot-numbered item on the return document, the

Sales Serial Number Entry window or the Sales Lot Number Entry window will
open and you can enter the serial or lot numbers for the items being returned.

If you’re using multiple bins and a default sales returns bin exists at either the item-
site or the site, the quantity at the default bin will increase by the extended quantity
for an item not tracked by serial or lot numbers. You can edit the default bin
selections. For serial- and lot-numbered items, the default sales returns bin is the
default bin for the first serial or lot number you enter. If a default sales returns bin
can’t be found, you will be required to create one.

Transaction amounts on a return will be distributed automatically to posting

accounts. To verify the accounts that will be used for each item, select the item
expansion button to open the Sales Item Detail Entry window. Choose Distribution
to view or change the accounts used for that item.

If you’re using Multicurrency Management, you can only change the distribution
amounts in the originating currency. If you change an amount in the originating
currency, the functional amount will be recalculated.

To enter a return:
1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

104 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 5 R E T U R N S

2. In the New group or its overflow menu, choose Return to open the Sales
Transaction Entry window.

3. Select Return and enter or select the ID of the type of return to enter.

4. Enter a document number or accept the default entry.

5. Enter the document date. The date you enter will be used to update your sales
records.

6. Enter the ID of the site to which the items will be returned.

If you’re using multiple bins and you change a line’s Site ID after entering bin
quantities, the bins and quantities entered for the previous site are discarded. If the item
is serial- or lot-numbered, the previously entered serial or lot numbers are discarded, as
well.

7. You can create or select a Batch ID to assign to the return.

8. Enter or select a customer ID and enter the purchase order number if the
customer has provided you with one.

9. Enter or select a currency ID. If the customer record has a currency ID assigned
to it, the customer’s currency ID will appear as the default entry.

Use the Currency ID expansion button to open the Exchange Rate Entry
window, where you can change the Rate Type ID or the exchange rate. For
information about how exchange rates affect the transaction, see Chapter 8,
“Multicurrency transactions.”

10. Enter or select item numbers, units of measure, and item quantities for the
return. To view additional lines of information for each item, choose the hide
and show button next to the Extended Price prompt.

When you enter an item on a return, the Sales Returned Quantities Entry
window will open and you must enter the quantity being returned to each

S A L E S O R D E R P R O C E S S I N G 105
PA RT 2 T R AN S AC T I O N E N T R Y

return quantity type. For more information, see Return quantity types on
page 103.

If you’re using multiple bins, the total quantity selected at bins must equal the
line’s extended quantity.

• To view available to promise information about the item if you’re using

ATP, choose the Quantity Returned expansion button to open the Inventory
Available to Promise Inquiry window.

• To remove an item from the return, select the item and choose Edit >>
Delete Row.

• To add an attachment to the item, select the item and choose the
Attachment Management icon to open the Document Attachment
Management window.

11. Enter the trade discount, freight, miscellaneous, and tax amounts for this
return.

Use the Trade Discount expansion button to open the Sales Trade Discount
Entry window, where you can enter or edit a trade discount for the document.
The discount can be a percentage or an amount. Use the freight and
miscellaneous expansion buttons to open the Sales Tax Schedule Entry window,
where you can select the tax details used to tax freight and miscellaneous
amounts.

12. Taxes for the return will be calculated automatically as you enter items.

13. Enter the amount received and the discount returned on the document.

The amount received is treated as a return of cash or credit to the customer. The
Sales Payment Entry window will open and you can enter information about
the payment, such as the payment method. The payment amount will be posted
when you post the return.

If you enter an amount received on the return, a voucher or check for the customer won’t
be created automatically. You need to process the amount returned as a separate
transaction in Payables Management if a computer generated check is needed.

14. If you’ve entered payment terms for this customer and a payment was made at
the time of the sale, enter the terms discount related to the payment.

Use the Discount Returned expansion button to open the Sales Payment Terms
Entry window, where you can view or change the terms discount dates and
amounts for the document.

15. To print a comment on the return, enter the comment ID or a one-time

comment. For more information about adding comments, see Adding a comment
to sales documents on page 190.

16. Choose the Attachment Management icon to attach documents to the quote, if
applicable.

106 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 5 R E T U R N S

17. Enter additional information about the return by choosing Holds or User-
Defined. If a hold has been assigned to the return, a stop icon will appear on the
Hold button.

18. Choose Distributions to verify or change distribution accounts.

The distribution accounts and amounts will be displayed for Inventory and
Cost of Goods Sold. The unit cost for the returned item will appear in the Sales
Transaction Entry window and the default amount will be the current cost of
the item from the Item Maintenance window. You can change the unit cost in
the Sales Transaction Entry window if the return ID is set up to allow overriding
item costs.

You can distribute amounts to unit accounts to record increases to non-financial

accounts. The amounts you distribute to unit accounts won’t be totaled with other
distributions. For more information about unit accounts, see the General Ledger
documentation.

19. Choose Commissions to verify or change the commission amounts. For more
information about commissions, see Modifying commission information on
page 200 and Splitting commissions on page 201.

20. To print the return, choose File >> Print or the printer icon button. For more
information about printing documents, see Chapter 24, “Printing and sending
documents in e-mail.”

21. Save or post the return.

If you’re using multiple bins and posting fails, bin quantities revert to their
previous values.

S A L E S O R D E R P R O C E S S I N G 107
108 S A L E S O R D E R PR O C ES S I N G
Chapter 16: Transaction detail entry
The Sales Transaction Entry window is designed to resemble a physical sales
document and includes customer, line item, and total information. Use the
expansion buttons in the Sales Transaction Entry window to open windows where
you can enter detailed information about a document, customer, line item, or other
element of a transaction.

This information is divided into the following sections:

• Entering document detail information

• Updating a customer’s e-mail information for a sales transaction
• Entering item detail information
• Entering customer detail information
• Adding a markdown for an item
• Merging trade discounts and markdowns with sales distributions
• Entering Intrastat trade statistics

Entering document detail information

Use the Sales Document Detail Entry window to view or enter information for a
repeating quote or order. This window also contains transfer information about the
document.

Documents with the same master number as the current document will be listed in
the Sales Document Detail Entry window. A master number is a single number
assigned to a series of documents that is used to track related documents. For
example, when you issue a quote, then transfer it to an order, and then an invoice,
each document will be assigned the same master number. Each document also
maintains its own document number.

To enter document detail information:

1. Open the Sales Document Detail Entry window.
(Sales >> Transactions >> Sales Transaction Entry >> Document No. expansion
button)

2. In the GL Reference field, enter a General Ledger reference number, if

necessary.

3. Enter repeating information, if you’re entering a repeating document.

You can mark this option only if you marked the Allow Repeating option in the Sales
Quote Setup window or Sales Order Setup window, and if the document does not have
a deposit on it.

4. Enter or change the document type ID and the batch ID that will be used when
the current document is transferred.

5. Choose OK to save changes and return to the Sales Transaction Entry window.

Updating a customer’s e-mail information for a sales

transaction
Use the Sales E-mail Detail Entry window to update a customer's e-mail
information for a transaction. The changes you enter in this window will affect only

S A L E S O R D E R P R O C E S S I N G 109
PA RT 2 T R AN S AC T I O N E N T R Y

the current transaction. To make permanent changes to the customer record for e-
mail settings, use the Customer E-mail Options window.

You can change the subject, message ID, and message if the Allow Update of E-mail
at Entry option in the Sales E-mail Setup window is marked. You can update the
reply to address if the Changing ’Reply to’ Address option in the Sales E-mail Setup
window is marked.

To update customer’s e-mail information for a sales

transaction:
1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter or select the ID of the type of transaction to enter.

3. Enter a document number or accept the default entry.

4. Enter or select a customer ID.

5. Choose the E-mail expansion button to open the Sales E-mail Detail Entry
window.

6. Enter a To, Cc, or Bcc address to send the transaction in e-mail. You must enter
at least one e-mail address to send transactions in e-mail. The e-mail addresses
displayed in the window are assigned to the address you entered on the
transaction. You can update the To, Cc, and Bcc e-mail addresses, if applicable.

7. Enter or select a message ID if you want to use a predefined message.

8. Enter a subject line for the message. If you don’t enter a subject for the message,
the document number of the transaction you are sending is used.

9. Edit the message that will appear in the e-mail when sending the transaction.

10. Update the address that a customer can use to send a reply e-mail.

110 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 6 T R A N S A C T IO N D E TA IL E N T R Y

11. Choose OK to save your changes.

Choose Default to restore the default e-mail settings entered for the customer in
the Customer E-mail Options window.

Entering item detail information

Use the Sales Item Detail Entry window to view or edit item information such as the
price level, requested ship date, and site ID. Changes made in this window will
apply only to the current document; they won’t affect information in the Item
Maintenance window.

To enter item detail information:

1. Open the Sales Item Detail Entry window.
(Sales >> Transactions >> Sales Transaction Entry >> Item Number expansion
button)

You also can press CTRL+E to open this window.

2. Change item information, if necessary.

3. To add an attachment to the item, select the item and choose the Attachment
Management icon to open the Document Attachment Management window.

4. If you’re using multiple bins and an item not tracked by serial or lot numbers is
displayed, choose the Bins button to open the Bin Quantity Entry window,
where you can view or change bin information for the line item.

5. Choose the Item Inquiry button to open the Item Inquiry window, where you
can view detailed information about the item.

6. Choose the Kits button to open the Sales Kit Options window, where you can
view or enter information about components of kit items.

For more information about kit items, see Kit items on page 61 or the Inventory
Control documentation.

S A L E S O R D E R P R O C E S S I N G 111
PA RT 2 T R AN S AC T I O N E N T R Y

7. Choose the Serial/Lot button to open the Sales Serial Number Entry window or
the Sales Lot Number Entry window, where you can assign numbers to serial-
or lot-numbered items.

For more information about serial- or lot-numbered items, see Serial- or lot-
numbered items on page 61 or the Inventory Control documentation.

8. Choose the Distributions button to open the Sales Line Item Distribution Entry
window, where you can view the posting accounts that will be used for the
item.

9. Choose Save to save the item information.

Choose Delete to delete the current item.

Entering customer detail information

Use the Sales Customer Detail Entry window to view and edit information about
the customer, such as the ship-to and bill-to address, salesperson, territory, and tax
and shipping information. Any changes you make to the information in this
window will only apply to the current document; they won’t affect the information
in the Customer Maintenance window.

To enter customer detail information:

1. Open the Sales Customer Detail Entry window.
(Sales >> Transactions >> Sales Transaction Entry >> Customer ID expansion
button)

2. Choose the expansion button next to Ship To Address ID to open the Sales Ship
To Address Entry window, where you can make changes to the ship-to address
for the document.

The changes will apply only to the current document. When you change a
document’s ship to address, you can roll down the changes to line items with
the same ship to address ID.

112 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 6 T R A N S A C T IO N D E TA IL E N T R Y

3. Choose the Holds button to open the Sales Process Holds Entry window, where
you can assign holds to or remove holds from the document. A stop icon will
appear on the Holds button if a hold has been assigned to the document.

For more information about holds, see Setting up process holds on page 22 and
Assigning process holds to a document on page 195.

4. Choose the User-Defined button to open the Sales User-Defined Fields Entry
window, where you can enter user-defined information for this document.

For more information about user-defined fields, see Setting up user-defined fields
on page 20.

5. Choose the Customer button to open the Customer Inquiry window, where you
can view payment, shipping, and billing information about a customer.

6. Choose the Activity button to open the Receivables Transaction Inquiry-

Customer window, where you can view summary document information for
each customer.

7. Choose the Period button to open the Customer Period Summary Inquiry
window, where you can view customer balances and finance charges by fiscal
or calendar period.

8. Choose the Year button to open the Customer Yearly Summary Inquiry
window, where you can view annual sales totals for each customer.

9. Choose the Payments button to open the Customer Payment Summary Inquiry
window, where you can view aging period amounts and payment information
for each customer.

10. Choose Save to save your changes and close the window. Choose Cancel to
close the window without saving changes.

Adding a markdown for an item

Use the Sales Markdown Entry window to enter a markdown for an individual line
item. A markdown is a price reduction and can be a set amount or a percentage of
the item price.

To add a markdown for an item:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Select a document.

S A L E S O R D E R P R O C E S S I N G 113
PA RT 2 T R AN S AC T I O N E N T R Y

3. Select an item and choose the Markdown expansion button to open the Sales
Markdown Entry window.

4. Select the markdown type—percentage or amount—and enter the percentage

or amount. The unit price, markdown amount, adjusted unit price, and revised
extended price are shown in the window.

5. Choose OK. The markdown amount and the revised extended price are
displayed in the Sales Transaction Entry window.

6. Choose Save.

Merging trade discounts and markdowns with sales

distributions
If Microsoft Dynamics GP is set up to merge trade discount and markdown
distributions, the trade discount and markdown distributions will be merged with
the sales distribution for invoices and returns. If a quote, order, or back order with a
deposit is transferred to an invoice, the trade discount and markdown distributions
will be merged with the sales distributions.

For example, assume that you’ve entered a sales transaction of $100.00 with a trade
discount of $15.00 and a markdown of $10.00. If Microsoft Dynamics GP is set up to
merge trade discount and markdown distributions, the distributions are merged as
in the following example.

Account Debit Credit

Account A SALES $75
Account D RECV $75

If Microsoft Dynamics GP is not set up to merge trade discount and markdown

distributions, the distributions are separated from the sales distribution.

Account Debit Credit

Account A SALES $100
Account B TRADE $15
Account C MARK $10
Account D RECV $75

114 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 6 T R A N S A C T IO N D E TA IL E N T R Y

Entering Intrastat trade statistics

Use the Sales Intrastat Entry window to enter the information required to create the
Intrastat Trade Report you submit to your government, and the EC Sales List, which
displays cumulative goods value totals by each vendor or customer Tax
Registration number. You can enter Intrastat statistics for each line item.

Intrastat is the system for collecting statistics on the trade of goods between
European Union (EU) countries. Intrastat data is required for all items either bought
from EU vendors or sold to EU customers, and must be provided on a monthly
basis. Requirements for Intrastat are similar in all EU countries. The government
uses these statistics as an economic indicator.

If Intrastat information was entered for the customer’s ship-to address ID, that
information appears in this window. You can use the Sales Intrastat Entry window
to change Intrastat information for an individual transaction, or to enter Intrastat
information if none was entered for the customer.

Be sure the EU Transaction option is marked in the Sales Customer Detail Entry
window. If the country code assigned to the customer’s shipping address is
designated an EU country, this option is marked automatically.

You can enter Intrastat statistics only if Intrastat tracking is enabled in the Company Setup
Options window.

To enter Intrastat trade statistics:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter the EU transaction.

When you press TAB on the Unit Price field after you enter the first line item, the
Sales Intrastat Entry window opens, if you’ve chosen the EU Transaction
option. You can also use the EU expansion button on the Item field to open Sales
Intrastat Entry.

3. Enter Intrastat information, or change the default entries, if necessary.

4. In the Net Unit Mass field, enter the weight of the goods in kilograms.

The item’s shipping weight from the Item Maintenance window is the default
weight. You can change this information.

5. Change the line mass, if necessary.

The line mass is the total mass per item. The line mass total is equal to the
amount entered in the Unit Mass field multiplied by the amount entered in the
Quantity field.

6. Enter a supplementary units amount, if applicable. The supplementary units

amount is simply a second quantity. Supplementary unit amounts are required
by the EU Combined Nomenclature for certain goods.

7. In the Traders Reference field, enter a reference code, such as an invoice or

dispatch number, or any other information that will identify the transaction.

S A L E S O R D E R P R O C E S S I N G 115
PA RT 2 T R AN S AC T I O N E N T R Y

8. Change the goods value, if necessary. The default goods value is the extended
price of the item.

9. Change the statistical value, if necessary. The default statistical value is the
extended price of the item.

10. Choose OK to save the record.

116 S A L E S O R D E R P R O C E S S I N G
Chapter 17: Payments and deposits
Use the Sales Payment Entry window to enter information about payments or
deposits received for a document.

This information is divided into the following sections:

• Distributing payments separately

• Entering deposits and payments on orders or back orders
• Entering a payment for an invoice, fulfillment order, or return
• Posting deposits
• Posting payments
• Removing a deposit or payment

Distributing payments separately

If Sales Order Processing is set up to use separate payment distributions, document
and payment distributions entered on the same transaction will be separated as if
the document and payment were entered as separate transactions. You’ll also be
able to enter multiple distributions with the same distribution type and account in
the distribution entry window.

This option applies to both invoices and returns. If a quote, order, or back order
with a deposit is transferred to an invoice, the deposit will have separate
distributions from the invoice when this option is marked.

For example, assume that you’ve entered a sales transaction of $100.00 with a cash
payment of $20.00. If you are using separate payment distributions, the payment
will be distributed as in the following example.

Account Debit Credit

Account A SALES $100
Account B CASH $20
Account C RECV $100
Account C RECV $20

If you aren’t using separate payment distributions, the distributions that are of the
same type with the same account number are combined.

Account Debit Credit

Account A SALES $100
Account B CASH $20
Account C RECV $80

Entering deposits and payments on orders or back

orders
You can enter a deposit or payment amount received from a customer for an order
or back order in the Amount Received field in the Sales Transaction Entry window.
Choose the Amount Received expansion button to open the Sales Payment Entry
window where you can enter information about the received amount, such as the
payment method.

S A L E S O R D E R P R O C E S S I N G 117
PA RT 2 T R AN S AC T I O N E N T R Y

For information about removing payments and deposits, see Removing a deposit or
payment on page 121.

Enter a credit card payment amount if you want to charge the customer’s credit
card when the order ships. If you enter a payment and a partial order is shipped, the
customer will be charged only for the shipped portion of the order.

Enter a deposit if you want the amount to be available to you when the deposit is
taken, regardless of when the order ships. For example, you could use a deposit for
an amount received toward a layaway order.

You can split an amount received between payment and deposit types. For example,
a payment can consist of a check deposit for part of the amount and a credit card
payment for the remainder.

You can’t enter a deposit or payment amount on repeating orders.

You can’t delete or void an order or back order until all deposits on the document
have been removed or transferred. Deposits and payments can be transferred with
the order or back order. For more information about transferring deposits and
payments, see Chapter 27, “Transferring documents.”

To enter deposits and payments on orders or back orders:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Select the document and enter the entire deposit or payment amount in the
Amount Received field or choose the Amount Received expansion button to
open the Sales Payment Entry window.

3. Enter or accept the amount in the Amount Received field.

You can enter a payment or deposit amount greater than the document total.
However, you can’t transfer a payment amount greater than the invoice amount
to an invoice. You can transfer any deposit amount to an invoice.

118 S A L E S O R D E R P R O C E S S I N G
 C H A PT E R 1 7 P AY M E N TS A N D D E P O S IT S

4. Select the payment or deposit type and enter the amount. Enter the remaining
information about the payment or deposit, such as the check number or credit
card number.

5. Enter or accept the posting accounts, if you’re entering a deposit.

6. Choose Insert to add the payment or deposit to the list at the bottom of the
window.

7. If you are splitting the amount received, select a second payment or deposit
type. The amount remaining from the original amount will appear as a default
entry in the Amount field. Enter the remaining information such as the check
number or credit card number. Then choose Insert.

8. Choose OK to save your entries and close the window.

For information on posting deposits, see Posting deposits on page 121; for
information on posting payments, see Posting payments on page 121.

National accounts provide the ability to restrict payments for child customers and apply
credit checking, holds and finance charges at a consolidated national account level,
depending on how the account was set up. If you can’t save or post a transaction, check
the status of the options in the National Accounts Maintenance window.

Entering a payment for an invoice, fulfillment order, or

return
Use the Sales Payment Entry window to return payments you’ve received for
returned items.You can also use this window to enter payments on invoices and
fulfillment orders.

For information about removing payments and deposits, see Removing a deposit or
payment on page 121.

If a customer pays all or a portion of an invoice balance before the items are
shipped, you can enter the amount in the Amount Received field in the Sales
Transaction Entry window. Choose the Amount Received expansion button to open
the Sales Payment Entry window where you can enter information about the
payment, such as the payment method. The amount is posted as a cash receipt in
Receivables Management when you post the invoice.

S A L E S O R D E R P R O C E S S I N G 119
PA RT 2 T R AN S AC T I O N E N T R Y

To enter a payment for an invoice, fulfillment order, or

return:
1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Select a document and enter the payment amount in the Amount Received field
or choose the expansion button for the Amount Received field to open the Sales
Payment Entry window.

3. Enter or accept the amount in the Amount Received field.

4. Select the payment type and enter the payment amount. Enter the remaining
information about the payment such as the check number or credit card
number.

5. Choose Insert to add the payment to the list at the bottom of the window.

6. If you are splitting the amount between payment types, select a second
payment type. The amount remaining from the original payment amount will
appear as a default entry in the Payment Amount field. Enter the remaining
information such as the check number or credit card number. Then choose
Insert.

7. Choose OK to save your entries and close the window.

8. You can change the posting accounts used for the payment. In the Sales
Transaction Entry window, choose Distributions to view and change the
posting accounts.

National accounts provide the ability to restrict payments for child customers and apply
credit checking, holds and finance charges at a consolidated national account level,
depending on how the account was set up. If you can’t save or post a transaction, check
the status of the options in the National Accounts Maintenance window.

120 S A L E S O R D E R P R O C E S S I N G
 C H A PT E R 1 7 P AY M E N TS A N D D E P O S IT S

Posting deposits
A deposit amount on an order or back order will be posted immediately when you
close the Sales Payment Entry window. Deposit amounts will be posted to the Cash
account and Deposits Received account in General Ledger. For example, if you enter
a $100.00 deposit, the Cash account entered in the Sales Payment Entry window will
be debited $100.00 and the Deposits Received account entered will be credited
$100.00. The Sales Deposits Journal will be printed when you close the Sales
Transaction Entry window. This report displays the deposits entered for each order
or back order and the General Ledger account distributions.

You can change the posting accounts used for the deposit. If you enter a cash
deposit, the cash account from the Checkbook ID will be the default account. If you
enter a credit card deposit, the cash account chosen for the credit card will be the
default account.

If you’re using Receivables Management, the deposit won’t be listed in the

Receivables Customer Inquiry window until the order or back order is transferred
to an invoice and posted. The deposit amount will appear in the Customer Payment
Summary Inquiry window.

If you remove a deposit, a reversing entry will be posted in General Ledger when
you close the Sales Payment Entry window. The difference will also be reflected in
Receivables Management.

Posting payments
A payment amount on an order or back order won’t be posted until the order or
back order is transferred to an invoice and the invoice is posted. Payment amounts
will be posted to the Cash account and Sales account in General Ledger. For
example, if you enter a $100.00 payment, the Cash account will be debited $100.00
and the Sales account will be credited $100.00.

You can change the posting accounts used for the payment after it is transferred to
an invoice. If you enter a cash payment, the cash account from the Checkbook ID
will be the default account. If you enter a credit card payment, the cash account
chosen for the credit card will be the default account.

If you’re using Receivables Management, the payment won’t be listed in the

Receivables Customer Inquiry window until the order or back order is transferred
to an invoice and posted. Credit card payment amounts will not appear in the
Customer Payment Summary Inquiry window.

Removing a deposit or payment

You can remove a deposit or payment from a sales order, back order, or invoice
before transferring or deleting the document.

To remove a deposit or payment:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Select a document and choose the Amount Received expansion button to open
the Sales Payment Entry window.

S A L E S O R D E R P R O C E S S I N G 121
PA RT 2 T R AN S AC T I O N E N T R Y

3. Select the payment or deposit in the scrolling window.

4. Choose Remove.

If you remove a partially transferred payment from an order or back order, the
amount will be removed from the current transaction in the Sales Payment
Entry window, but you will be able to view the full amount in inquiries.

122 S A L E S O R D E R P R O C E S S I N G
Chapter 18: Sales Order Processing taxes
Sales tax can be calculated, modified, and distributed in Sales Order Processing. Use
the Sales Tax Summary Entry window to view tax distributions and to change
distribution accounts, if your system is set up to allow editing summary-level taxes.
To change tax details or the amounts distributed to tax details for individual line
items, use the Sales Line Item Tax Detail Entry window.

This information is divided into the following sections:

• Sales tax calculations

• Calculating and distributing summary taxes
• Calculating and distributing detail taxes

Sales tax calculations

When you set up Sales Order Processing, you can choose to use a single tax
schedule for all items on all documents or you can mark the advanced option to
determine the tax for inventory items, non-inventoried items, freight, and
miscellaneous charges individually. For more information on Sales Order
Processing tax setup, see Setting up taxes and options on page 15.

Here are the components of the sales tax calculation if you selected to use an
advanced tax schedule when you set up Sales Order Processing:

Item The tax option for each item on the invoice is used. To view the tax option for
an item, choose the Item Number expansion button to open the Sales Item Detail
Entry window.

• If the tax option for the item is Nontaxable, no tax is calculated for that item.

• If the tax option for the item is Taxable, the tax schedule for the line item is
compared to the default tax schedule from the Item Maintenance window.
Taxes will be calculated for tax details found in both schedules.

• If the tax option for the item is Base on Customers, the line item’s tax schedule is
used.

Shipping method The shipping method specified for the Ship To Address for
each line will be used, if your system is set up to use the shipping method in tax
calculations. For more information on this option, see the System Setup instructions
(Help >> Contents >> select Setting up the System).

To view the shipping method used for a line, expand the Sales Transaction Entry
scrolling window and click the Ship To Address ID link to open the Sales Ship To
Address Entry window.

• If the shipping method is a Pickup type, the tax schedule from the Site ID on the
line is used.

• If the shipping method is a Delivery type, the tax schedule from the Ship To
Address for the line is used.

The system compares the two tax schedules—the tax schedule for the item and
either the tax schedule for the ship-to address or the schedule for the site. Any

S A L E S O R D E R P R O C E S S I N G 123
PA RT 2 T R AN S AC T I O N E N T R Y

details that are in common will be the tax details used to calculate the sales tax for
the item.

To view the tax calculation for an item, choose the Item Number expansion button
to open the Sales Item Detail Entry window. Then choose the Calculated Tax
expansion button to open the Sales Line Item Tax Detail Entry window.

Calculating and distributing summary taxes

Use the Sales Tax Summary Entry window to add, change, delete, or view
summarized tax amounts for a document, as well as the accounts to which the
amounts will be posted.

You can’t change the Tax amount in the Sales Transaction Entry window or the tax
information in the Sales Tax Summary Entry window if your system is not set up to
allow editing summary-level taxes. For more information on this setup option, see
the System Setup instructions (Help >> Contents >> select Setting Up the System).

To calculate and distribute summary taxes:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter document information, including the document number, the document

date, and the site ID.

Choose the Date expansion button to open the Sales Date Entry window, where
you can enter a tax date and posting date that differ from the document date.
The tax date you enter is the date your tax records will be updated.

3. Enter or select a customer ID. Choose the Customer ID expansion button to

view address and tax information about the customer in the Sales Customer
Detail Entry window.

4. Enter line item information. To change either the price of a line item or the tax
amount, choose the Item Number expansion button to open the Sales Item
Detail Entry window.

5. Enter total information.

124 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 8 S AL ES O R D ER P R O C E S S I N G T A X E S

6. Choose the Tax expansion button in the Sales Transaction Entry window to
open the Sales Tax Summary Entry window, where you can view or edit the tax
distribution accounts and amounts.

7. When you’re finished, choose OK to save changes and return to the Sales
Transaction Entry window.

Choose Delete to delete the tax information in the Sales Tax Summary Entry
window.

Choose Default to restore the default tax information.

Calculating and distributing detail taxes

Use the Sales Line Item Tax Detail Entry window to add, change, delete, or view tax
amounts calculated on an individual line item. If the tax amount you enter on the
document is different than the tax amount that’s been distributed, the line item can’t
be posted.

To calculate and distribute detail taxes:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter document information, including the document number, the document

date, the customer ID, and the site ID.

3. Enter or select a line item and choose the Item Number expansion button to
open the Sales Item Detail Entry window.

S A L E S O R D E R P R O C E S S I N G 125
PA RT 2 T R AN S AC T I O N E N T R Y

4. Choose the Calculated Tax expansion button in the Sales Item Detail Entry
window to open the Sales Line Item Tax Detail Entry window, where you can
view or edit tax distribution accounts and amounts.

5. When you’re finished, choose OK to save changes and return to the Sales Item
Detail Entry window.

Choose Delete to delete the tax information in the Sales Line Item Tax Detail
Entry window.

Choose Default to restore the default tax information.

126 S A L E S O R D E R P R O C E S S I N G
PART 3: ALLOCATION, FULFILLMENT, AND PURCHASING
 Part 3: Allocation, fulfillment, and
purchasing
This part of the documentation explains allocating and fulfilling items, and creating
or linking to purchase orders for items with quantity shortages.

The following topics are discussed:

• Chapter 19, “Allocating item quantities,” describes how items are allocated and
fulfilled on orders, fulfillment orders, and invoices.

• Chapter 20, “Separate fulfillment,” describes the fulfillment methods if you

have chosen to fulfill items separately from allocation.

• Chapter 21, “New purchase orders,” describes how to preview, modify, and
create purchase orders from sales orders and back orders.

• Chapter 22, “Links to existing purchase orders,” explains how to add or remove
a link from a sales order or back order to a purchase order.

• Chapter 23, “Receiving purchase orders,” describes the allocation and

fulfillment of sales documents that are linked to purchase orders.

128 S A L E S O R D E R PR O C ES S I N G
Chapter 19: Allocating item quantities
When you allocate an item, it is reserved in inventory and the quantity available for
the item and for the site is reduced in inventory. You must allocate items before you
can fulfill them.

If the order ID, fulfillment order/invoice ID, or invoice ID you’re using was not set
up to use a separate fulfillment process, item quantities also will be fulfilled when
they’re allocated. For more information about setting up an order ID or an invoice
ID, see Setting up orders on page 30 or Setting up invoices on page 38.

This information contains the following sections:

• Setup options and allocation

• Quantity shortage indicators
• Quantity shortage options
• Quantity shortages and bins
• Selling an item from another site
• Substituting an item
• Processing kit shortages
• Allocating by line item
• Allocating items by document or batch
• Allocating back-ordered items for orders and fulfillment orders
• Quantity allocation problems

Setup options and allocation

You can allocate order, fulfillment order, and invoice documents using several
methods—by line item, by document or batch, or none. The allocation options you
select when setting up document IDs determine how item quantities will be
allocated during transaction entry.

Line item
When you allocate by line item, quantities are reserved in inventory when you enter
the item and item quantity in the Sales Transaction Entry window. You must handle
each quantity shortage as it arises.

Document/Batch
Allocating by document/batch allows for faster data entry because the quantity
available isn’t checked as the items are entered in the Sales Transaction Entry
window. When you allocate by document or batch, the quantities aren‘t set aside in
inventory for the line items and the quantity available isn’t checked for shortages
until you allocate the entire document or batch.

When you allocate item quantities for a document, each item on the document is
checked for the quantity available. If there is a shortage, you can select a quantity
shortage option for each item.

When you allocate item quantities for an entire batch, you can select a quantity
shortage option that will be used for all quantity shortages in the batch.

If documents are set up to be allocated by document or batch, additional items

entered on the document after you have allocated the document will be allocated by
line, and you must address quantity shortages as they arise.

S A L E S O R D E R P R O C E S S I N G 129
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

If you’re entering a repeating order, you must allocate by document/batch.

None
You can choose not to allocate items on orders. Item quantities will be allocated
according to the selection you make when you transfer the order to an invoice.
Quantity shortages are addressed based on the allocation option selected for the
invoice ID used.

For more information about setup options, see Setting up orders or Setting up invoices.
For more information about allocating items, see Allocating by line item or Allocating
items by document or batch.

Quantity shortage indicators

If there is a quantity shortage and allocation is unsuccessful, an icon appears on the
quantity field. When the icon appears, the Quantity Alert button will become
available.

Quantity Alert icon

The quantity alert icon appears next to a quantity field, indicating that allocation
has been attempted but the quantity entered for the item is greater than the quantity
that was successfully allocated. The Quantity Alert icon will also appear if you
selected None as the default quantity shortage option and allocation is
unsuccessful.

Quantity Alert button

The Quantity Alert button opens the Sales Quantity Shortage Options window,
where you can select quantity shortage options such as selling the balance,
overriding the shortage or back ordering the balance.

If you’re working with a kit item, this button opens the Sales Kit Options window,
where you can attempt allocation again, substitute components, or decrease
component quantities.

Quantity shortage options

Depending on how Sales Order Processing was configured, you may be able to
enter a quantity greater than the quantity that’s available in inventory. Item
quantities are checked when an item is allocated. If there is a quantity shortage, the
Sales Quantity Shortage Options window will open and you can select how to treat
the quantity shortage. You can select from the following options.

Sell Balance The quantity available in inventory for the site will be allocated to
the document. For example, if you entered 5 for the quantity ordered on a sales
order but have 3 available in inventory, the quantity ordered and the quantity
invoiced for the item is set to 3. The quantity available in inventory for the item will
be zero.

Override Shortage The shortage will be ignored and the entire quantity will be
sold. The quantity available in inventory will be negative. This option isn’t available
if you are selling discontinued items.

You shouldn’t override a shortage on an item that is tracked by serial or lot numbers. Your
inventory will be overstated when the quantity is replenished.

130 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 9 A LL O C A T IN G I T E M Q U A N T I T I E S

Back Order All The entire quantity will appear in the Quantity to Back Order
field. To create the back order document, you must transfer the document to a back
order.

Depending on how Purchase Order Processing is set up, you may be able to link
back-ordered quantities on sales documents to existing purchase order line items
with uncommitted quantities.

For more information about setting up Purchase Order Processing, see the Purchase
Order Processing documentation.

Back Order Balance The quantity shortage will appear in the Quantity to Back
Order field and the quantity you have available will be sold. To create the back
order document, you must transfer the document to a back order.

The Back Order All and Back Order Balance options won’t be available for the item if the
item isn’t marked to allow back orders. To mark this option, choose Inventory >> Cards >>
Items >> Options.

Depending on how Purchase Order Processing is set up, you may be able to link
back-ordered quantities on sales documents to existing purchase order line items
with uncommitted quantities.

Cancel All The entire quantity for the item will be canceled.

Cancel Balance The quantity shortage amount will be canceled and the quantity
you have available at the site will be sold. For example, if you entered 5 for the
quantity ordered for an item but have 3 available in inventory, the quantity ordered
remains at 5, the quantity invoiced is set to 3, the quantity canceled is set to 2.

Distribute When you select Distribute and close the Sales Quantity Shortage
Options window, the Sales Item Quantity Distribution Entry window opens. In this
window, you can substitute items and sell items from another site. For more
information, see Selling an item from another site on page 132 or Substituting an item
on page 133.

If you’re using extended pricing and you choose to distribute the shortage, and if a
promotion exists for the item and quantity you entered, the Promotion Alert
window will open, where you can accept or reject the promotion. If the promotion is
for a free item, the Promotion Alert window will not open.

The Distribute option appears in the Sales Quantity Shortage Options window only
if one of the following conditions is true.

• The item is not a kit or a kit component.

• The quantity previously back ordered equals zero.

• The quantity previously invoiced equals zero.

• You opened the Sales Quantity Shortage Options window from the Sales
Transaction Entry window or the Sales Item Detail Entry window, or you
pressed TAB on a line with an item that needed to be allocated.

• You didn’t open the Sales Quantity Shortage Options window from the
Sales Allocation-Fulfillment Options window.

S A L E S O R D E R P R O C E S S I N G 131
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

Quantity shortages and bins

Bin selections are needed to keep bin quantity information up-to-date, but they
don’t affect posting. From an accounting perspective, it doesn’t matter if you have
100 widgets at the North site in one bin or in 100 bins: what matters is that you have
100 widgets at the North site.

Because of this, quantity overrides at the bin level are allowed, even if you haven’t
marked the option to allow overrides.

If you’re using multiple bins and you override a quantity shortage at the site, the
system automatically allocates the default sales order fulfillment bin’s quantity
available, and the Bin Quantity Entry window opens so you can make additional
bin selections.

If there is not a quantity shortage at the site but there is a shortage at the default bin,
and you choose to override the bin shortage, the default bin’s quantity available is
allocated and the Bin Quantity Entry window opens so you can make additional bin
selections.

If you override a serial- or lot-numbered item’s quantity shortage, you must enter
serial or lot numbers for the additional item quantity. Because allocation happens at
the site, and fulfillment allocates quantities at the bin, selecting serial or lot numbers
and bins does not cause additional site allocations.

You shouldn’t override a shortage on an item that is tracked by serial or lot numbers. Your
inventory will be overstated when the quantity is replenished.

For more information on multiple bins functionality, see the Inventory Control
documentation.

Selling an item from another site

When you enter a document in the Sales Transaction Entry window, you select a
default site. If there is a quantity shortage for an item at the default site, the Sales
Quantity Shortage Options window will open and you can choose the Distribute
shortage option to check the quantity available at other sites and allocate the item
from other sites.

132 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 9 A LL O C A T IN G I T E M Q U A N T I T I E S

To sell an item from another site:

1. In the Sales Quantity Shortage Options window, select Distribute to open the
Sales Item Quantity Distribution Entry window.

2. Change the Site ID.

3. In the Quantities Available section of the window, see if there is a quantity

available for that site. If there is, enter the quantity needed for the document in
the Quantity Selected field.

4. Choose Insert. An entry will appear in the Quantities Selected section of the
window.

If you’re using extended pricing and a promotion exists for the item and
quantity you entered, the Promotion Alert window will open, where you can
accept or reject the promotion.

5. Repeat the process to choose additional sites to fill the quantity needed. The
total quantity selected less the quantity back ordered and quantity canceled
should equal the Original Item Extended Quantity.

6. Choose OK to close the window and save your entries.

Substituting an item
When you enter a document in the Sales Transaction Entry window, you select a
default site. If there is a quantity shortage for an item at the default site, the Sales
Quantity Shortage Options window will open and you can select the Distribute
shortage option and choose a substitute item. Substitute items must be set up in
inventory and you can set up two substitute items for each inventory item. For more
information about substitute items, see the Inventory Control documentation.

To substitute an item:
1. In the Sales Quantity Shortage Options window, select the Distribute option to
open the Sales Item Quantity Distribution Entry window.

S A L E S O R D E R P R O C E S S I N G 133
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

2. Choose Substitute to open the Sales Substitute Item window. Select a substitute
item from the drop-down list and choose OK.

3. In the Quantities Available section of the Sales Item Quantity Distribution Entry
window, check the site to see the quantity available for the substitute item.
Enter an amount for the quantity selected. You can also enter a quantity
canceled and quantity back ordered.

4. Choose Insert. An entry will appear in the Quantities Selected section of the
window.

If you’re using extended pricing and a promotion exists for the item and
quantity you entered, the Promotion Alert window will open, where you can
accept or reject the promotion.

5. Repeat the process to choose an additional substitute item or site to fill the
quantity needed. The total quantity selected less the quantity back ordered and
quantity canceled must equal the Original Item Extended Quantity.

6. Choose OK to close the window and save your entries.

Processing kit shortages

When you allocate a kit item and there is a quantity shortage for a component of the
kit, the Sales Quantity Shortage Options window will open and you can choose how
to treat the quantity shortage. When you’re allocating a kit, you’re actually
allocating the kit components because kit quantities are tracked for the components,
not the kit item as a whole.

You shouldn’t override a shortage on a component item that is tracked by serial or lot
numbers. Your inventory will be overstated when the quantity is replenished.

The shortage options available for a kit are different than those for other inventory
items. For a kit item, you can’t split the quantities; therefore, Back Order Balance
and Cancel Balance aren’t shortage options for a kit.

You can invoice a kit item and back order some of the components. For example, if you’re
selling a computer kit, and have all of the kit components except the mouse pad, you can bill
the customer for the entire kit and back order the mouse pad. To do so, create an invoice for
the kit item, and in the Sales Kit Options window, enter a quantity to back order for the
mouse pad. You won’t be able to post the invoice until a back order document has been
created. If you invoice the kit without creating a back order, you won’t be able to change any
of the components.

The Back Order All option won’t be available for the kit item or component item if
the item isn’t marked to allow back orders. You can mark the Allow Back Orders
option in the Item Maintenance Options window (Inventory >> Cards >> Items >>
Options).

134 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 9 A LL O C A T IN G I T E M Q U A N T I T I E S

The following shortage options are available for kit items.

Shortage option Description

Sell Balance The balance you have in inventory will be allocated. For example, if you
entered two for the quantity ordered for kit items on an order but have
components to fill only one kit, the quantity ordered on the kit will be
reduced to one and the components needed for one kit will be allocated
in inventory.
Override Shortage The quantity shortage for every component will be overridden. The
quantity available in inventory will be a negative number for each
component with a quantity shortage. This option isn’t available if you
are selling discontinued items. The quantity allocated for discontinued
items will be the balance of the quantity in inventory.
Back Order All The entire quantity will be back ordered, including each kit component.
Cancel All The entire quantity will be canceled, including each kit component.
Allocate Available All components that can be allocated will be allocated. A Quantity Alert
Components icon will appear next to the quantities for each component that has a
quantity shortage. You can then handle each component shortage
individually with the following shortage options:
Sell Balance — The quantity you have available in inventory for the
site will be sold.
Override Shortage — The shortage will be ignored and the entire
quantity will be sold. The quantity available in inventory will be
negative. This option isn’t available if you are selling discontinued
items.
Back Order All — The entire quantity will appear in the Quantity to
Back Order field. To create the back order document, you must transfer
this document to a back order.
Cancel All — The entire quantity for the item will be canceled.

Allocating by line item

In the Sales Transaction Entry window, when you enter an amount in the Quantity
Ordered field (on an order) or the Quantity Invoiced field (on an invoice) for each
item, the quantity entered will be allocated. If the order ID or invoice ID is not set
up to use a separate fulfillment process, the item also will be fulfilled at this time.

If Sales Order Processing is not set up to automatically assign serial and lot
numbers, you can enter or select a serial or lot number. When the item is fulfilled,
the Sales Serial Number Entry or Sales Lot Number Entry window will open and
you can assign the serial or lot number to the item sold. If a lot-numbered item is
fulfilled and your system is set up to automatically assign lot numbers, a message
won’t be displayed if the expiration date for the lot number has expired.

If there is a quantity shortage on the item, the Sales Quantity Shortage Option
window will open and you must select a shortage option for the item. For more
information about shortages, see Quantity shortage options on page 130.

If you back order or cancel a quantity, the quantity that was allocated will be
reduced by the quantity back ordered or canceled.

If a Sales Order Processing line item is contained on a purchase order that hasn’t
been received against, the line item cannot be allocated. (You would have to break
the link between the sales line item and the purchase order line item in order to
allocate prior to receiving the goods.)

S A L E S O R D E R P R O C E S S I N G 135
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

Allocating items by document or batch

If you select to allocate by document/batch for order IDs and invoice IDs, you’ll use
the Sales Allocation-Fulfillment Options window to allocate all the item quantities
for a document or a batch. If the order ID or invoice ID is not set up to use a separate
fulfillment process, the item also will be fulfilled at this time. For more information
about setting up allocation options, see Chapter 3, “Document setup.”

If the items on a document have been allocated and you allocate again, the allocated
line items won’t be affected. For example, if the items on a document were
previously allocated and the document is assigned to a batch that you select to
allocate, the items on the document won’t be reallocated.

If you back order or cancel an item quantity after you have allocated the document
or batch, the quantity that was allocated will be reduced by the quantity back
ordered or canceled.

If you mark the Override Billed Quantity with Quantity Fulfilled option in the Sales
Invoice Setup window, the billed quantity on a fulfillment order will always be
equal to the quantity fulfilled when the quantity fulfilled is greater than zero.

If an order, invoice, or fulfillment order exceeds the customer’s credit limit and you
are using customer credit limit override workflow, the document must be approved
before you can allocate items. Orders, invoices, and fulfillment orders that don’t
need approval can be allocated. You can allocate items for orders, invoices, and
fulfillment orders in the Sales Transaction Entry window that are pending approval
if you are the current approver of the documents.

To allocate items by document or batch:

1. Open the Sales Allocation-Fulfillment Options window.
(Sales >> Transactions >> Sales Transaction Entry >> select a transaction >>
Options >> Allocate or Fulfill)
(Sales >> Transactions >> Sales Batches >> select a batch >> Options >>
Allocate or Fulfill)

2. Mark Allocate. If you aren’t using a separate fulfillment process, the item will
be fulfilled when it is allocated.

3. If you are using a separate fulfillment process, you can mark Fulfill in this
window or fulfill the document quantities at a later time. For more information
about separate fulfillment, see Chapter 20, “Separate fulfillment.”

4. Select a default quantity shortage option for items and kits. The kit quantity
shortage option will be used for all shortages on kit items on the document. You
can change the option for each item shortage on the document.

5. Choose OK to close the window and complete the allocation.

136 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 9 A LL O C A T IN G I T E M Q U A N T I T I E S

Allocating back-ordered items for orders and

fulfillment orders
Use the Sales Automatic Order Allocation window to select the documents with
items on back order to allocate. Use the Sales Automatic Order Allocation Preview
window to allocate the items.

If you’re using sales fulfillment workflow, you can select a group of documents and
then allocate items for those documents at the same time. To allocate items for only
one document, refer to Allocating items by document or batch on page 136.

If an order or fulfillment order exceeds the customer’s credit limit and you are using
customer credit limit override workflow, the document must be approved before
you can allocate items. Orders and fulfillment orders that don’t need approval can
be allocated. You can allocate items for orders and fulfillment orders in the Sales
Transaction Entry window that are pending approval if you can approve the
documents.

You also can select to allocate items by customer priority or requested ship date. For
more information, refer to the Receivables Management documentation.

To allocate back-ordered items for orders and fulfillment

orders:
1. Open the Sales Automatic Order Allocation window.
(Sales >> Transactions >> Automatic Order Allocation)

2. Select to allocate documents or preview back orders. To allocate documents,

mark to allocate orders, fulfillment orders, or both.

3. Select how to allocate documents.

Priority Select to allocate documents by customer priority. A priority of None

is the lowest priority and a priority of 1 is the highest priority.

Requested Ship Date Select to allocate documents by the date in the Req
Ship Date field in the Sales Transaction Entry window.

4. Enter or select a range of documents to allocate items for and choose Insert.

S A L E S O R D E R P R O C E S S I N G 137
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

5. Choose Preview to open the Sales Automatic Order Allocation Preview window
and view the documents that match the selected range.

The documents with items to be allocated will be displayed, depending on

whether you selected Customer Priority or Requested Ship Date in the Sales
Automatic Order Allocation window.

6. Mark the Include option to select additional documents with items to allocate.

Unmark the Include option for documents with items that shouldn’t be
allocated.

Choose Update Quantities to update the quantity to allocate and the quantity
left on back order fields.

7. Choose Allocate to allocate items and update item information.

Quantity allocation problems

Items on orders and invoices must be successfully allocated before they can be
fulfilled. The quantity alert icon indicates that the quantity entered for an item is
greater than the quantity that was successfully allocated. For example, if a customer
ordered 20 answering machines, but only 12 were successfully allocated, the
quantity alert icon will appear next to the quantity ordered.

Quantity alert button

Quantity alert icon

138 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 1 9 A LL O C A T IN G I T E M Q U A N T I T I E S

If a quantity alert appears, choose the quantity alert icon button to allocate the item
again. If the allocation is unsuccessful, the Sales Quantity Shortage Options window
will open and you can determine how to handle the shortage. For more information
about quantity shortages, see Quantity shortage options on page 130.

If you enter a kit item and the quantity alert icon appears, choose the quantity alert
icon button to open the Sales Kit Options window where you can allocate the kit
again, substitute components, or decrease component quantities.

S A L E S O R D E R P R O C E S S I N G 139
140 S A L E S O R D E R PR O C ES S I N G
Chapter 20: Separate fulfillment
Fulfillment is the process of verifying that the correct number of items are taken out
of inventory to fill item requests on an order or invoice after they have been
allocated. You must fulfill an invoice completely before it can be posted.

How items quantities are fulfilled is determined when you set up the order ID and
invoice ID. If the order ID or invoice ID you’re using doesn’t use a separate
fulfillment process, item quantities will be fulfilled automatically when they are
allocated. For more information about setup options, see Chapter 3, “Document
setup.”

Before you attempt to fulfill item quantities, the items must be allocated. For more
information about allocation, see Chapter 19, “Allocating item quantities.”

If you’ve selected to use a separate fulfillment process, you can fulfill item
quantities in one of three ways. These methods are explained in the following
sections:

• Fulfillment and bins

• Fulfilling quantities for individual items
• Fulfilling quantities for all items on a document
• Fulfilling quantities for items on previously entered documents

Fulfillment and bins

When you fulfill a sales order or invoice (by line, by document, by batch, or as part
of a document transfer), quantities are allocated at the default sales order fulfillment
bin for the item-site or the site. If the default bin’s quantity available is greater than
or equal to the quantity to be fulfilled, the default bin is automatically selected and
the quantity to be fulfilled is allocated at the bin.

If you fulfill by line and the line item’s quantity to be fulfilled is greater than the
quantity available at the bin, the default bin’s quantity available is allocated and the
Bin Quantity Entry window opens, where you must manually select additional
bins. If a serial- or lot-numbered item’s quantity to be fulfilled is greater than the
bin’s quantity available, you must select bins and serial or lot numbers at the same
time.

In the Bin Quantity Entry window, bin selections are made in the base unit of
measure; when you leave the Bin Quantity Entry window, quantities are updated
according to the unit of measure for the transaction.

If you fulfill by document or batch and a line item’s quantity to be fulfilled is greater
than the quantity available at the bin, the default bin’s quantity available is
allocated, and the Allocation/Fulfillment Exception report notifies you that you
must select additional bins.

If a default bin can’t be found, the line quantity isn’t fulfilled. The Allocation/
Fulfillment Exception report notifies you that you must select additional bins.

S A L E S O R D E R P R O C E S S I N G 141
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

Fulfilling quantities for individual items

You can fulfill item quantities using the Sales Transaction Entry window when you
add items to an order or invoice by entering the quantity in the Quantity Fulfilled
field for the each item. You must allocate items before they can be fulfilled.

If a serial- or lot-numbered item is fulfilled and your system isn’t set up to

automatically assign serial numbers and lot numbers, the Sales Lot Number Entry
or Sales Serial Number Entry window will open when you fulfill the item. You’ll be
asked to select serial or lot numbers for the item. If a lot-numbered item is fulfilled
and your system is set up to automatically assign lot numbers, a message won’t be
displayed if the expiration date for the lot number has expired.

If you’re using multiple bins and the quantity for a serial-numbered or lot-
numbered item to be fulfilled is greater than the bin’s quantity available, the Sales
Serial Number Entry window or Sales Lot Number Entry window will open
automatically. You must select serial or lot numbers and bins at the same time. If
you’re using multiple bins and further bin selections are necessary for an item not
tracked by serial or lot numbers, the Bin Quantity Entry window will open
automatically, and you’ll be required to enter bins.

With multiple bins, a line’s quantity fulfilled must equal the total quantity allocated
at bins. If the quantity allocated at bins is less than the quantity to be fulfilled and
you leave the Bin Quantity Entry window or the serial or lot number entry window,
the quantity fulfilled changes to equal the actual bin quantity selected.

Fulfilling quantities for all items on a document

You can enter all the items on a document and then use the Allocation-Fulfillment
Options window to fulfill all item quantities on the document at once. You also can
use the Allocation-Fulfillment Options window to fulfill all the items in a batch at
once.

If you fulfill by document or batch and a line item’s quantity to be fulfilled is greater
than the quantity available at the bin, the default bin’s quantity available is
allocated, and the Allocation/Fulfillment Exception report notifies you that you
must select additional bins.

To fulfill quantities for all items on a document:

1. Open the Sales Allocation-Fulfillment Options window.
(Sales >> Transactions >> Sales Transaction Entry >> select a transaction >>
Options >> Allocate or Fulfill)
(Sales >> Transactions >> Sales Batches >> select a batch >> Options >>
Allocate or Fulfill)

2. Mark Fulfill and choose OK to fulfill the item and close the window. The
Allocation/Fulfillment Exception Report will be printed.

If a lot-numbered item is fulfilled and your system is set up to automatically

assign lot numbers, a message won’t be displayed if the expiration date for the
lot number has expired.

If you are fulfilling a document and Sales Order Processing isn’t set up to
automatically assign serial or lot numbers, you’ll be asked to select serial or lot
numbers.

142 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 0 S E P AR A T E FU L FI LLM EN T

If you are fulfilling a batch and Sales Order Processing is not set up to
automatically assign serial or lot numbers, an alert message will appear on the
Allocation/Fulfillment Exception Report. You must manually assign the serial
and lot numbers and fulfill the item.

Fulfilling quantities for items on previously entered

documents
You can use the Sales Order Fulfillment window to fulfill items on orders,
fulfillment orders, or invoices after they’ve been entered and saved. This is useful if
one person in your organization is responsible for data entry and someone else is
responsible for recording the fulfillment of items from inventory.

However, if you don’t fulfill the entire order quantity and don’t want the entire
quantity displayed on the invoice, you must change the billed quantity in the Sales
Transaction Entry window.

If you are using customer credit limit override workflow, orders, fulfillment orders,
and invoices must be approved before you can fulfill items. Orders and fulfillment
orders that don’t need approval can be fulfilled. You can fulfill items for orders and
fulfillment orders that are pending approval in the Sales Transaction Entry window
if you can approve the documents.

To fulfill quantities for items on previously entered

documents:
1. Open the Sales Order Fulfillment window.
(Sales >> Transactions >> Order Fulfillment)

2. Select Order, Invoice, or Fulfillment Order as the Type.

3. Enter or select a document number. The items from the document will be
displayed in the window.

To add or remove an attachment to the item, select the item and choose the Attachment
Management icon to open the Document Attachment Management window.

S A L E S O R D E R P R O C E S S I N G 143
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

4. Verify the date fulfilled and actual ship date. The default date is the user date,
but you can change it. The dates you enter will update the Date Fulfilled and
Actual Ship Date fields in the Sales Date Entry window and Sales Item Detail
Entry window.

If the sales document is linked to a purchase order, the default date is the date
you received the purchase order.

5. Enter a Quantity Fulfilled for each item. The quantity entered can’t be greater
than the amount in the Quantity Ready to Fulfill field. To fulfill all item
quantities on the document, choose Fulfill All.

If a lot-numbered item is fulfilled and your system is set up to automatically

assign lot numbers, a message won’t be displayed if the expiration date for the
lot number has expired.

Lot numbers are assigned automatically by receipt date or the expiration date,
depending on how you selected to automatically assign lot numbers in the
Inventory Control Setup window.

If the quantity fulfilled is less than the quantity ordered, you can change the
billed quantity, if necessary. For example, if the order is for 10 items, but only
seven items were fulfilled, you could change the billed quantity to “7” if you’re
not going to fulfill the other three items.

If you marked the Enable Quantity to Back Order in Sales Order Fulfillment
option or the Enable Quantity Canceled in Sales Order Fulfillment option in the
Sales Order Setup window or the Sales Fulfillment Order/Invoice Setup
window you could also change the quantity back ordered or canceled to “3”.

If a serial- or lot-numbered item is fulfilled and Sales Order Processing is not set
up to automatically assign serial or lot numbers, you’ll be asked to select serial
or lot numbers.

If you select serial or lot numbers that aren’t equal to the quantity you entered in the
Quantity Fulfilled field, the quantity fulfilled will be changed to the number of serial or
lot numbers you entered. For example, if you enter a quantity fulfilled of 3 and only
enter two serial numbers, the quantity fulfilled will be changed to 2.

6. If you’re using multiple bins and you want to view or change bin information
for an item not tracked by serial or lot numbers, choose the Bins button to open
the Bin Quantity Entry window.

If further bin selections are necessary, the Bin Quantity Entry window will open
automatically. With multiple bins, a line’s quantity fulfilled must equal the total
quantity allocated at bins. If the quantity allocated at bins is less than the
quantity to be fulfilled and you leave the Bin Quantity Entry window, the
quantity fulfilled changes to equal the actual bin quantity selected.

7. Choose the Attachment Management icon to attach documents to or remove

documents from the order, invoice, or fulfillment order, if applicable.

8. Choose the Holds button to open the Sales Process Holds Entry window, where
you can assign holds to or remove holds from the document. A stop icon will
appear on the Holds button if a hold has been assigned to the document.

144 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 0 S E P AR A T E FU L FI LLM EN T

9. Choose the User-Defined button to open the Sales User-Defined Fields Entry
window, where you can enter user-defined information for this document.

10. Choose the Serial/Lot button to open the Sales Serial Number Entry window or
the Sales Lot Number Entry window, where you can assign numbers and bins
to serial- or lot-numbered items.

For more information about serial- or lot-numbered items, see Serial- or lot-
numbered items on page 61 or the Inventory Control documentation.

11. Choose Save and close the window. The Order Fulfillment Status Report will be
printed.

S A L E S O R D E R P R O C E S S I N G 145
146 S A L E S O R D E R PR O C ES S I N G
Chapter 21: New purchase orders
If there is a shortage on a sales line item or an item is back ordered, you can generate
a purchase order for the item. You also can generate purchase orders for drop-ship
and non-inventoried items. You can create purchase orders from orders or back
orders in Sales Order Processing or you can link sales documents to existing
purchase orders.

This information is divided into the following sections:

• Purchase orders from sales documents

• Parts of the Purchase Orders Preview window
• Pending purchase order errors and warnings
• The tree view
• Purchase Order Preview window tabs
• Changing a vendor
• Modifying a purchase order in the tree view
• Modifying a purchase order using the tabs
• Generating a purchase order from a single sales document
• Generating purchase orders from multiple sales documents

Purchase orders from sales documents

You can use the Purchase Orders Preview window to view and modify pending
purchase orders or to generate purchase orders from orders or back orders. You can
also link sales documents to existing purchase orders, if Sales Order Processing is
set up to allow it.

For example, suppose you enter a sales order with three line items. One of the line
items is in stock but you need to order the other two. If you back order the
quantities for the two items, you can create a purchase order using the back-ordered
quantity from the sales order instead of reentering the items on a purchase order in
Purchase Order Processing. You can review the purchase order information and
make changes before generating the purchase order for the items.

If you already have entered a purchase order for the back-ordered items, you can
link the sales line items to the purchase order. For more information on linking sales
documents to existing purchase orders, see Chapter 22, “Links to existing purchase
orders.”

When the items on the purchase order are received, they are allocated or fulfilled on
the sales document automatically. For more information, see Chapter 23, “Receiving
purchase orders.”

For information on setup options related to linking sales orders and purchase orders, see
Setting up taxes and options on page 15.

View pending purchase orders In the Purchase Orders Preview window, you
can view the purchase orders that could be created from the sales documents you
chose.

Modify pending purchase orders You can make changes to the purchase
orders shown in the Purchase Orders Preview window before you generate the
purchase orders. You can also modify any pending purchase orders that contain
errors or warnings.

S A L E S O R D E R P R O C E S S I N G 147
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

Generate purchase orders You can generate some or all of the purchase orders
shown in the Purchase Orders Preview window.

• You can generate more than one purchase order from a sales order or back
order. For example, if you need to order several items for a sales order and you
need to use different vendors for different items, you can generate a purchase
order for each vendor from the sales order.

• You can’t generate more than one purchase order for each sales line item. For
example, if you have an item back ordered on a sales order, you can’t order the
item from two vendors. You can generate only one purchase order for one
vendor for that sales line item.

• If the sales document contains a drop-ship item, you can create a separate drop-
ship purchase order for that item. Drop-ship items will always be on separate
purchase orders because they won’t be received into inventory.

• You can’t generate a purchase order for a kit item but you can generate a
purchase order for the kit components. Quantities won’t be tracked for the kit
but will be tracked for the components.

• If a sales document contains a shortage for a discontinued item, you can’t create
a new purchase order for that item from Sales Order Processing, but you can
link the item to an existing purchase order that contains the discontinued item.

• If a sales document contains an inactive item, no purchase order will be created

for the item.

Link items to existing purchase orders You can manually link sales line
items to existing purchase orders in the Purchase Orders Preview window. For more
information, refer to Chapter 22, “Links to existing purchase orders.”

A sales line item can be linked to only one purchase order line item. For example,
you can’t split the sales line item quantity between two vendors.

Parts of the Purchase Orders Preview window

The Purchase Orders Preview window shows the pending purchase orders that can
be created from selected sales documents. You can view information about the
vendor, purchase order, item, or sales document.

If you open the Purchase Orders Preview window from a sales document in the
Sales Transaction Entry window, you will see the purchase orders that can be
generated from that sales document.

If you open the Purchase Orders Preview window from the Sales Range Inquiry
window, you will see the purchase orders that can be generated from the sales
documents that are defined in the inquiry window and that have a Needs purchase
commitment status. For more information about commitment statuses, see Checking
the commitment status on page 164.

There are several views you can use to display information in the Purchase Orders
Preview window. You can use these views to examine the information on the
pending purchase orders and make changes before generating the purchase orders.
Each option includes a tree view and a window. For more information, see Purchase
Order Preview window tabs on page 150 and The tree view on page 150.

148 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 1 N E W P U R C H A S E O R D E R S

The Purchase Orders Preview window contains several buttons and icons to help
you view and change information in the window. These buttons and icons are listed
below.

Button or icon Description

Error—Appears beside objects in the tree view. You must correct the error
before you can create the purchase order. For more information on errors,
see Pending purchase order errors and warnings on page 149.
Warning—Appears beside objects in the tree view. You can create a purchase
order even if it contains a warning. For more information on warnings, see
Pending purchase order errors and warnings on page 149.
Expand all objects—Choose to expand the tree view to display all objects.

Collapse all objects—Choose to collapse the tree view to display only the
purchase order objects.
Add vendor—Choose to add a new vendor in the tree view. A new purchase
order will be created under the new vendor and you can assign line items to
the new purchase order.
Organize—Choose to move objects in the tree view. For example, you can
move an item from one vendor to another.
Ascending/Descending sort button—Use to sort documents in ascending or
descending order in the window view.

Pending purchase order errors and warnings

If a problem is detected on a pending purchase order, an error or warning icon will
appear next to the object in the tree view and an alert message will be displayed
when you attempt to generate the purchase orders. Additional information about
the error or warning will be at the bottom of the window.

For more information about the tree view, see The tree view on page 150.

Errors A pending purchase order that contains an error won’t be generated. You
must correct the error before generating the purchase order. Examples of errors
include no vendor ID, an inactive vendor or no purchasing unit of measure.

If a primary vendor is not assigned to the item in Item Quantities Maintenance

window, an error and (NO VENDOR) will be displayed in the tree view for the
vendor in the Purchase Orders Preview window. You must assign a vendor to the
pending purchase order by using the purchase order or item tab before you can
generate the purchase order.

If you select a vendor and the item is not assigned to the vendor, an error will be
displayed and you can add the vendor item number. For more information about
assigning vendors to items and assigning a primary vendor to an item, see the
Inventory Control documentation.

Warnings Pending purchase orders that contain warnings will be generated or

can be linked to existing purchase orders. The warnings will appear on the Purchase
Orders Preview list. For example, you will receive a warning if a vendor is on hold
or if the quantity to purchase is more than the maximum order quantity for the
item.

S A L E S O R D E R P R O C E S S I N G 149
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

The tree view

The Purchase Orders Preview window uses a tree view to show pending or existing
purchase orders. Each line in the tree is an object—and the objects are organized
first by vendor, then by purchase order, then item, and finally sales document.

A check mark next to the object—vendor, purchase order, item, or sales document—
means that the object will be included when purchase orders are generated. You can
mark or unmark an object before generating the purchase orders. If you mark or
unmark an object, all of the objects associated with that object will be marked or
unmarked also. For example, if you unmark a vendor, all of the purchase orders
listed under the vendor in the tree view will be unmarked.

If an error or warning icon appears next to an object in the tree view, additional
information will be displayed at the bottom of the window. In the Purchase Orders
Preview window, you can modify the pending purchase orders to address the errors
and warnings. For more information, see Pending purchase order errors and warnings
on page 149.

You can print the Purchase Orders Preview list before generating purchase orders
by choosing the Print icon button or by choosing File >> Print in the Purchase
Orders Preview window. This report will list all of the pending purchase order
information in the tree view, as well as any errors and warnings.

Purchase Order Preview window tabs

The Purchase Orders Preview window uses tabs to organize the information
relating to the pending purchase orders. Each tab contains a window that displays
information about the pending purchase order. You can choose the tab or choose an
object in the tree view to display the information you want.

Vendor tab
Use the vendor tab to view information about the vendor that is highlighted in the
tree view. You can’t change the information in this view.

If a primary vendor isn’t assigned to an item, (NO VENDOR) will appear in the
vendor ID and an error will appear next to the vendor in the tree. You must assign a

150 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 1 N E W P U R C H A S E O R D E R S

vendor using either the PO tab or Item tab before a purchase order can be
generated. For information about assigning a vendor, see Modifying a purchase order
using the tabs on page 154.

The most recent purchase orders for this vendor are listed at the bottom of the
window. You can sort the purchase orders in ascending or descending order by
clicking the column heading. The ascending/descending sort option can be used in
any column.

Purchase Order tab

Use the purchase order tab to view information about the pending purchase order
that is highlighted in the tree view, including the vendor ID, purchase order date,
currency, and shipping method.

If a primary vendor wasn’t assigned to an item, the vendor ID will be blank. You
must assign a vendor before a purchase order can be generated.

You can change the information in this window. For more information, see
Modifying a purchase order using the tabs on page 154.

Item tab
Use the item tab to view information about the item that is highlighted in the tree
view. You can change the quantity to purchase, vendor ID, vendor item, unit cost,
extended cost, and required date on the pending purchase order. You also can link

S A L E S O R D E R P R O C E S S I N G 151
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

the item to an existing purchase order by using the purchase order lookup button.
For more information, see Modifying a purchase order using the tabs on page 154.

If a primary vendor wasn’t assigned to an item, the vendor ID will be blank. You
must assign a vendor before a purchase order can be generated.

The most recent purchase orders for this item are listed by vendor at the bottom of
the window. You can sort the vendors in ascending or descending order by clicking
the column heading. The ascending/depending sort option can be used in any
column.

Sales tab
Use the sales tab to view information about the sales document that is highlighted
in the tree view. You can’t change the information in this view.

Changing a vendor
You can add a vendor to the tree using the tree view, regardless of which tab you are
viewing in the Purchase Orders Preview window. A new purchase order will be

152 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 1 N E W P U R C H A S E O R D E R S

created for the new vendor and you can transfer the items from existing pending
purchase orders in the tree view to the new vendor.

If you make changes to a pending purchase order in the Purchase Orders Preview window,
your changes won’t be saved when you close the window. You must generate purchase orders
that include your changes before closing the window.

To change a vendor:
1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter or select a sales document with a back-ordered quantity and choose the
Purchase button to open the Purchase Orders Preview window.

3. Choose the add vendor icon button. A message will be displayed and you’ll
have the option to create a standard or drop-ship purchase order.

4. A new vendor object will be inserted into the tree view and the vendor ID will
be (NO VENDOR). A new purchase order object with no line items will be
inserted in the tree view for the new vendor.

5. In the purchase order tab, enter or select a vendor ID for the new vendor object
in the tree view.

6. Use the Organize button to move line items from other pending purchase
orders to the new purchase order. You can also move items using the vendor or
the item tab. For more information about the Organize button, see Modifying a
purchase order in the tree view on page 153.

Modifying a purchase order in the tree view

You can move items from one pending purchase order to another or change the
vendor on a pending purchase order using the tree view. For example, if the vendor
you usually order an item from is unable to deliver the product by the requested
date, you can add a different vendor to the tree view and reassign the item to the
new vendor.

S A L E S O R D E R P R O C E S S I N G 153
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

Use the Organize button to move objects in the tree view. It doesn’t matter what tab
you are viewing in the Purchase Orders Preview window. You can move the objects
as follows:

Purchase order You can move a pending purchase order from one vendor to
another. A new pending purchase order with a new PO number will be created for
the vendor and all items associated with the pending purchase order will move to
the new pending purchase order.

Item You can move an item from one vendor to another. A new pending purchase
order will be created for the vendor and the item will be added to the new purchase
order.

You can move an item from one pending purchase order to another. The item will be
added to the existing pending purchase order.

Sales document You can move a sales document from one vendor to another. A
new pending purchase order will be created for the vendor and the items associated
with the sales document will be added to the new purchase order.

You can move a sales document to a different pending purchase order. New items
will be created on the pending purchase order for the items associated with the sales
document.

To modify a purchase order in the tree view:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter or select the sales document and choose the Purchase button to open the
Purchase Orders Preview window.

3. Choose the organize icon button above the tree view. A message will appear
telling you to select a source and destination object.

4. Select the source object you want to move.

5. Select the destination object in the tree that you want to move the object to.

6. When you have made all the needed changes, choose Generate.

If you make changes to a pending purchase order in the Purchase Orders Preview
window, your changes won’t be saved when you close the window. You must generate
purchase orders that include your changes before closing the window.

Modifying a purchase order using the tabs

Use the Purchase Orders Preview window tabs to modify information such as
vendor ID and quantity to purchase on pending purchase orders. The tree view will
be updated with the changes automatically.

For example, assume you are short ten items to satisfy a sales order. The pending
purchase order will show 10 as the default quantity to purchase. If you want to
stock some extra items, you can increase the quantity to purchase on the Item tab.

154 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 1 N E W P U R C H A S E O R D E R S

If there are errors or warnings in the tree view relating to a pending purchase order,
you can make corrections to the information before generating the purchase order.
For more information about errors and warnings, see Pending purchase order errors
and warnings on page 149.

You can change the information on the PO tab and the Item tab, but not the Vendor
tab or the Sales tab.

Purchase order tab You can change the vendor ID, purchase order date,
currency ID, and the shipping method used for the purchase order.

Item tab You can change the quantity to purchase, vendor ID, vendor item, unit
of measure, unit cost, extended cost, and required date. The primary vendor will be
the default vendor ID.

To modify a purchase order using the tabs:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter or select a sales document with a back-ordered quantity and choose

Purchase to open the Purchase Orders Preview window. Only sales documents
that contain items with a Needs Purchase commitment status appear in the
Purchase Orders Preview window.

3. Select either the Item or PO tab and make the changes.

4. When you have made all the needed changes, choose Generate.

If you make changes to a pending purchase order in the Purchase Orders Preview
window, your changes won’t be saved when you close the window. You must generate
purchase orders that include your changes before closing the window.

Generating a purchase order from a single sales

document
After you have viewed and modified a pending purchase order, you must generate
the purchase order in the Purchase Orders Preview window.

To generate a purchase order from a single sales

document:
1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter or select a sales document with a back-ordered quantity.

S A L E S O R D E R P R O C E S S I N G 155
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

3. Choose Purchase to open the Purchase Orders Preview window. Only sales
documents that contain items with a Needs Purchase commitment status
appear in the Purchase Orders Preview window.

4. Review the information and make any changes to the pending purchase order
information.

5. Review the objects in the tree view. A check mark next to an object means that
the object will be included when purchase orders are generated. Click the check
mark to remove objects you don’t want to include when generating purchase
orders.

To preview the marked pending purchase order information before you

generate purchase orders, print the Purchase Orders Preview list by choosing
File >> Print. The list also shows any errors and warnings.

The purchase order numbers listed in the Purchase Orders Preview window are
temporary. When purchase orders are generated, the system will assign the next
purchase order number from the Purchase Order Processing Setup window.

6. Choose Generate.

Taxes will be automatically calculated when you generate purchase orders from
the Purchase Orders Preview window.

Generating purchase orders from multiple sales

documents
After you have viewed and modified pending purchase orders, you must generate
the purchase orders in the Purchase Orders Preview window. Depending on how
Sales Order Processing is set up, like items may be combined on the same purchase
order.

156 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 1 N E W P U R C H A S E O R D E R S

To generate purchase orders from multiple sales

documents:
1. Open the Sales Document Range Inquiry window.
(Sales >> Inquiry >> Sales Range Inquiry)

2. Choose an existing Inquiry ID or create a new Inquiry ID to select a range of

sales documents. For more information about creating an inquiry ID, see
Creating inquiries for sales documents on page 224.

3. Choose Redisplay to update the window.

4. Choose Purchase to open the Purchase Orders Preview window. Only sales
documents that contain items with a Needs Purchase commitment status
appear in the Purchase Orders Preview window. For more information about
commitment status, see Checking the commitment status on page 164.

5. Review the information and make any changes to the pending purchase order
information.

6. Review the objects in the tree view. A check mark next to an object means that
the object will be included when purchase orders are generated. Click the check
mark to remove objects you don’t want to include when generating purchase
orders.

To preview the marked pending purchase order information before you

generate purchase orders, print the Purchase Orders Preview list by choosing
File >> Print. The list also shows any errors and warnings.

7. Choose Generate. The Purchase Orders Generation Register will be printed.

This report will list the purchase orders created and the items and quantities
included on the purchase orders.

You can view and print the purchase orders by choosing Purchasing >>
Transactions >> Purchase Order Entry.

Taxes will be automatically calculated when you generate purchase orders from
the Purchase Orders Preview window.

S A L E S O R D E R P R O C E S S I N G 157
158 S A L E S O R D E R PR O C ES S I N G
Chapter 22: Links to existing purchase orders
Depending on how Purchase Order Processing was set up, the system can attempt
to link sales line items with quantity shortages to existing purchase orders. If a
purchase order exists for the line item, the purchase order will be listed in the
Purchase Orders Preview window. If an existing purchase order doesn’t contain the
line item, a pending purchase order will be created.

You also can manually link a sales line item to an existing purchase order, change
existing links or delete existing links. Once a sales line item has been linked to a
purchase order, you can check the status of that purchase order in the PO
Commitment for Sales Document window.

This information is divided into the following sections:

• Linking an item to an existing purchase order

• Removing an existing link to a purchase order
• Changing the link to a purchase order
• Checking the commitment status

Linking an item to an existing purchase order

You can manually link a line item to an existing purchase order in the PO
Commitment for Sales Document window or PO Assignment for Sales Document
window if the following conditions are met:

• The purchase order line item has an uncommitted quantity.

• The purchase order allows commitments. Allow Sales Documents

Commitments must be marked for the purchase order in the Purchase Order
Entry window.

• The uncommitted quantity on the purchase order must be equal to or greater

than the quantity needed for the sales document.

• The item numbers match.

• The site IDs match (unless Sales Order Processing is set up to use a single site
for all purchase orders).

• For drop-ship items, the ship-to address on the sales order matches the ship-to
address on the purchase order.

• For drop-ship items, the ship-to address and shipping method on the sales
order line item matches the ship-to address and shipping method on the
purchase order line item.

You can link drop-ship line items to existing drop-ship purchase orders. You can
link non-inventoried items and discontinued items to existing purchase orders. You
must commit the entire line item quantity to one purchase order.

S A L E S O R D E R P R O C E S S I N G 159
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

To link a line item from the Purchase Orders Preview

window:
1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter or select the sales document and highlight a line item to link.

3. Choose Purchase to open the Purchase Orders Preview window.

4. Select the Item tab.

5. Use the PO Number lookup button to open the PO Assignment for Sales
Document window.

6. Highlight an existing purchase order to link to the sales line item.

Only purchase orders that allow sales order commitments and have an uncommitted
quantity equal to or greater than the quantity to purchase on the sales document will
appear in the window, because you can only link one purchase order to a sales line item.

7. Choose Select to close the PO Assignment for Sales Document window.

8. Choose Generate.

If you make changes to the pending purchase orders in the Purchase Orders Preview
window, your changes won’t be saved when you close the window. You must generate
the purchase orders that include your changes before closing the window.

To link a line item from the sales document:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter or select a sales document with a back-ordered quantity and highlight the
line item to link.

160 S A L E S O R D E R P R O C E S S I N G
C H A P T E R 2 2 L IN K S T O E X I S T I N G P U R C H A S E O R D E R S

3. Choose the link purchase order button next to the Quantity Ordered prompt to
open the PO Commitment for Sales Document window.

4. Enter or select the existing purchase order to link to the sales line item.

Only purchase orders that allow sales order commitments and have an uncommitted
quantity equal to or greater than the quantity to purchase on the sales document will
appear in the window, because you can only link one purchase order to a sales line item.

5. Choose Save to save the link and close the window. When the link has been
added, the link purchase order icon will appear next to the line item quantity in
the Sales Transaction Entry window and the Purchase Order Entry window.

To link a line item from the purchase order:

1. Open the Purchase Order Entry window.
(Purchasing >> Transactions >> Purchase Order Entry)

2. Enter or select a purchase order that allows sales order commitments and
highlight the line item you want to link.

3. Choose the link purchase order button next to the Quantity Ordered prompt to
open the Sales Commitments for Purchase Order window.

S A L E S O R D E R P R O C E S S I N G 161
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

4. Choose Add Sales Doc to open the Sales Assignments for Purchase Order
window.

5. Highlight the existing sales document to link to the purchase order line item
and choose Select.

Only sales documents with a quantity to purchase that is equal to or less than the
uncommitted quantity on the purchase order will appear in the window because you can
only link one purchase order to a sales line item.

6. Choose OK to save the link and close the window. When the link has been
added, the link purchase order icon will appear next to the line item in the
Purchase Order Entry window and the Sales Transaction Entry window.

Removing an existing link to a purchase order

Once you link a sales line item to a purchase order, the link purchase order icon will
be displayed next to the quantity for the sales line item in the Sales Transaction
Entry window. There are two ways to remove a link to a purchase order:

• You can remove the link from Purchase Order Processing using the Sales
Commitments for Purchase Order window.

• You can remove the link from Sales Order Processing using the PO
Commitment for Sales Document window if Sales Order Processing is set up to
allow deletion of commitments. For more information on setup options, see
Setting up taxes and options on page 15.

If the purchase order has been received against, the item will still be allocated on the sales
order after you remove the link.

To remove a link in Purchase Order Processing:

1. Open the Purchase Order Entry window.
(Transactions > Purchasing > Purchase Order Entry)

2. Enter or select the purchase order and highlight the line item for which you
want to remove the link.

3. Choose the link purchase order button next to the Quantity Ordered field to
open the Sales Commitments for Purchase Order window.

4. Select the sales document and choose Delete Sales Doc. Once the link is
removed, the link icon will be removed from the line item in the Sales
Transaction Entry window and the Purchase Order Entry window.

162 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 2 L IN K S T O E X I S T I N G P U R C H A S E O R D E R S

To remove a link in Sales Order Processing:

1. Open the Sales Transaction Entry window.
(Transactions > Sales > Sales Transaction Entry)

2. Enter or select the sales document and highlight the line item for which you
want to remove the link.

3. Choose the link purchase order button next to the Quantity Ordered field to
open the PO Commitment for Sales Document window.

4. Verify the purchase order number and choose Delete. Once the link is removed,
the link icon will be removed from the line item in the Sales Transaction Entry
window and the Purchase Order Entry window.

Changing the link to a purchase order

You can change the link to an existing purchase order by deleting the existing link
and then adding a link to a different purchase order using the PO Commitment for
Sales Document window. To delete the existing link in this window, Sales Order
Processing must be set up to allow deletion of purchase order commitments.

You can also delete the link from the Sales Commitments for Purchase Order
window in Purchase Order Processing. For more information, see Removing an
existing link to a purchase order on page 162.

To change the link to a purchase order:

1. Open the Sales Transaction Entry window.
(Transactions > Sales > Sales Transaction Entry)

2. Enter or select the sales document and highlight the line item for which you
want to change the link.

3. Choose the link purchase order button next to the Quantity Ordered field to
open the PO Commitment for Sales Document window.

4. The purchase order that is linked to the item will be displayed. Choose Delete to
remove this link.

5. Enter or select a different purchase order to link to the sales line item.

6. Choose Save.

S A L E S O R D E R P R O C E S S I N G 163
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

Checking the commitment status

For any item on a sales order or back order, you can check the commitment status,
which indicates if the item is committed to a purchase order and what the status of
the purchase order is. The commitment status types are:

None The line item has neither a commitment nor a pending commitment on a
purchase order.

Needs purchase The line item is available for commitment and the purchase
order hasn’t been generated.

Purchased The line item has a commitment on a purchase order that has been
generated, but no receipts have been posted for the purchase order.

Partially received The line item has a commitment on a purchase that has been
generated and receipts have been posted for the purchase order, but the quantity
received on the purchase order is less than the quantity needed for the sales
document.

Fully received The line item has a commitment on a purchase order that has
been generated and receipts have been posted for the purchase order. The quantity
received on the purchase order is enough to complete the sales document.

To check the commitment status:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter or select the sales document in the Sales Transaction Entry window and
highlight the line item you want to link.

3. Choose the link purchase order button next to the Qty Ordered field to open the
PO Commitment for Sales Document window, where the commitment status
appears.

4. Close the window.

164 S A L E S O R D E R P R O C E S S I N G
Chapter 23: Receiving purchase orders
If you have created a purchase order from a sales document or have linked a sales
line item to an existing purchase order, the quantities can be automatically allocated
or fulfilled on the sales order when a shipment or shipment/invoice is posted for
the purchase order. Whether the item is allocated and fulfilled depends on what
type of item it is—an inventory item, a non-inventoried item, or a drop-ship item.

For more information about creating purchase orders or linking to existing purchase
orders, see Chapter 21, “New purchase orders,” or Chapter 22, “Links to existing
purchase orders.”

The information is divided into the following sections:

• Allocating and fulfilling inventory items

• Fulfilling non-inventoried items
• Fulfilling drop-ship items
• Purchase orders created from back orders
• Printing the Back-Ordered Items Received report

Allocating and fulfilling inventory items

When you post a shipment or shipment/invoice that has a commitment to a sales
order line item, the site ID will be checked. If the site IDs match, the sales order line
item will be allocated for the quantity shipped. If the order ID doesn’t use a separate
fulfillment process, the line item also will be fulfilled. Also, the quantity back
ordered is decreased and quantity to invoice is increased on the sales order, based
on the quantity shipped.

If the purchase order shipment and the sales order site IDs don’t match, the items
will not be allocated. You must transfer the item from the site ID where you received
the item to the site where you are selling the item and then allocate the item
manually. For more information about transferring items to a different site, see the
Inventory Control documentation. Any allocation problems will be listed on the
Back-Ordered Items Received report. For more information about this report, see
Printing the Back-Ordered Items Received report on page 167 or the Purchase Order
Processing documentation.

If an item on the sales order can’t be allocated, the Quantity Alert icon will appear
for the item when you select the sales document in the Sales Transaction Entry
window. If the item is fully received in Purchase Order Processing, you can choose
the quantity alert icon button and complete the allocation. For more information
about the quantity alert icon button, see Quantity allocation problems on page 138.

When a shipment or shipment/invoice is posted in Purchase Order Processing for

service, flat fee, or miscellaneous charge items, the quantity fulfilled is updated on
the sales order based on the quantity shipped on the purchase order. However, if the
sales order ID uses separate fulfillment, you will have to fulfill the item manually.

If you’re using separate fulfillment, service, flat fee, and miscellaneous charge items
will not be fulfilled when the items are received on the purchase order. For more
information about separate fulfillment, see Chapter 20, “Separate fulfillment.”

S A L E S O R D E R P R O C E S S I N G 165
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

The unit cost for a service, flat fee, or miscellaneous charge item on the sales order is
updated when an invoice or shipment/invoice is posted in Purchase Order
Processing.

When a purchase order shipment or shipment/invoice is posted and Sales Order

Processing is not set up to automatically assign serial or lot numbers, you must
manually fulfill the item.

When a shipment or shipment/invoice is posted in Purchase Order Processing for

service, flat fee, or miscellaneous items, if the item is received at a site that is
different from the site on the sales document, the item is fulfilled and a message
regarding the location of the item appears on the Back-Ordered Items Received
report.

If a sales line item is committed to a purchase order and the purchase order hasn’t been
received against, the sales line item can’t be allocated.

Fulfilling non-inventoried items

When you post a shipment or shipment/invoice that is linked to a non-inventoried
item on a sales document, the quantity fulfilled for the item will be updated on the
sales order, based on the quantity shipped on the purchase order. Also, when you
select the document in the Sales Transaction Entry window, the quantity back
ordered will be decreased and quantity to invoice will be increased on the sales
order, based on the quantity shipped.

If you are using separate fulfillment for the document ID, the non-inventoried items
will not be fulfilled when the items are received on the purchase order. You must
use the Separate Fulfillment window to fulfill these items.

The unit cost for a non-inventoried line item on the sales order is updated when a
shipment or shipment/invoice is posted in Purchase Order Processing.

When a shipment or shipment/invoice is posted for a non-inventoried item, if the

item is received at a site that is different from the site chosen on the sales document,
the item is fulfilled on the sales document and a message regarding the location of
the item appears on the Back-Ordered Items Received report.

If a non-inventoried line item is contained on a purchase order that hasn’t been

received against, the sales line item cannot be fulfilled automatically by the system.
You must use a separate fulfillment process to fulfill these items. For more
information about separate fulfillment, see Chapter 20, “Separate fulfillment.”

Fulfilling drop-ship items

When you post an invoice for a drop-ship purchase order, the quantity fulfilled will
be updated on the sales order based on the quantity invoiced on the purchase order.
The drop-ship item won’t be allocated because the item is never received into your
inventory. Also, when you select the document in the Sales Transaction Entry
window, the quantity back ordered will be decreased and quantity to invoice will be
increased on the sales order based on the quantity shipped.

The unit cost for a drop-ship line item on the sales order is updated when an invoice
is posted in Purchase Order Processing, if the item does not use a periodic valuation
method.

166 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 3 R E C E I V I N G P U R C H A S E O R D E R S

For more information about valuation methods, see the Inventory Control
documentation.

If a drop-ship item is contained on a purchase order that hasn’t been received

against, the sales line item cannot be fulfilled automatically by the system. You must
use a separate fulfillment process to fulfill these items. If you’re using separate
fulfillment, drop-ship items will not be fulfilled when the items are invoiced on the
purchase order. For more information about separate fulfillment, see Chapter 20,
“Separate fulfillment.”

Purchase orders created from back orders

For a purchase order created from a back order, use the Back-Ordered Items
Received report to determine which back orders can be transferred to orders or
invoices. After you transfer the back order to an order or invoice, you must
manually allocate and fulfill the items on the new order or invoice. For more
information, see Printing the Back-Ordered Items Received report on page 167 and
Chapter 27, “Transferring documents.”

Printing the Back-Ordered Items Received report

The Back-Ordered Items Received report is an important resource for tracking the
items received on a purchase order. This Purchase Order Processing report shows
the open sales documents that contain the items received on each purchase order.

The Back-Ordered Items Received report shows updated costs and the quantities
successfully allocated and fulfilled on sales orders. The report also shows any
problems encountered when allocating and fulfilling items that are linked to sales
orders. If you encounter errors when you print the Back-Ordered Items Received
report, you should reconcile Sales Order Processing records.

The sales documents shown on this report will depend on where the report was
printed. If it’s printed from the Purchasing Invoice Entry window (File >> Print),
the report will display only invoiced quantities for sales documents that were
linked with a purchase order.

If you print the report from the reports menu, the report will show receiving
information for sales documents that were linked to purchase orders and then sales
documents that were not linked to purchase orders.

You also can print the report for all unposted receipts in Purchase Order Processing
from the Purchasing Analysis Reports window.

To print the Back-Ordered Items Received report:

1. Open the Purchasing Analysis Reports window.
(Purchasing >> Reports >> Analysis)

2. Select the Back-Ordered Items Received report and choose New to open the
Purchasing Analysis Report Options window.

3. Enter an option name and create a report option to sort and restrict the report.

4. Choose Destination to specify a printing destination and choose Print.

S A L E S O R D E R P R O C E S S I N G 167
PA RT 3 AL LO C AT IO N , FU L FI LL M EN T , A N D P U R C HA S IN G

5. You can print the report from either the Purchasing Analysis Report Options
window or the Purchasing Analysis Reports window. You also can save the
report option and print it later.

168 S A L E S O R D E R P R O C E S S I N G
PART 4: TRANSACTION ACTIVITY
 Part 4: Transaction activity
This part of the documentation includes information that will help manage your
sales documents once they are entered. You can transfer, modify, delete, post, and
print sales documents. The following topics are discussed:

• Chapter 24, “Printing and sending documents in e-mail,” describes how to print
sales documents—quotes, orders, back orders, invoices, returns, picking tickets,
and packing slips. It also explains how to print shipping labels and COD tags.

• Chapter 26, “Posting,” explains how to post an individual sales transaction or a

batch of transactions.

• Chapter 25, “Sales document maintenance,” explains how to correct, delete, and
void sales documents. It also explains process holds.

• Chapter 27, “Transferring documents,” explains how to transfer sales

documents as a part of the sales cycle.

170 S A L E S O R D E R PR O C ES S I N G
Chapter 24: Printing and sending documents in e-
mail
After you enter a quote, order, fulfillment order, invoice, back order, or return, you
can print the document and send it to a customer. You also can print packing slips,
picking tickets, shipping labels, and cash on delivery (COD) tags.

This information is divided into the following sections:

• Packing slips and picking tickets overview

• Printing options for packing slips and picking tickets
• Printing options for sales documents
• Requirements for sending sales documents in e-mail
• Printing or sending an individual document in e-mail
• Printing all documents in a batch
• Printing a range of documents
• Printing a posted document
• Setting up the sales quick print option
• Print packing slips using the action pane
• Print picking tickets using the action pane
• Printing bulk picking tickets
• Printing a batch list
• Printing shipping labels or COD tags

Packing slips and picking tickets overview

You can print packing slips for orders, fulfillment orders, and invoices and include
them in each shipment. A packing slip displays the items and quantities included
on an order or invoice. If items on an invoice have negative invoice quantities, those
items will not be printed on the packing slip. If all the items on an invoice have a
Services item type, a packing slip is not printed. If items on an invoice have
Miscellaneous Charges or Flat Fee item type, a packing slip is printed. If an item on
an invoice has a Kit item type and the kit has no items, a packing slip is not printed.
See Printing options for packing slips and picking tickets for printing more information.

You can print picking tickets for orders, fulfillment orders, invoices, and returns.
Warehouse personnel use picking tickets when assembling the items for a shipment.
A picking ticket displays the items and quantities needed to fulfill an order,
fulfillment order, or invoice and the location for each item. A picking ticket for a
return displays the items and quantities returned and the site they were returned to.
If you reprint a picking ticket, the words REPRINT will be displayed across the top
of the report. Items will not be printed on the picking ticket if they are drop-ship
items, have negative invoice quantities, or have zero quantities. See Printing options
for packing slips and picking tickets for more information.

You can print bulk picking tickets for fulfillment orders and invoices created from
fulfillment orders. A bulk picking ticket displays the items and quantities needed to
fulfill more than one fulfillment order or invoice and the location of each item for a
batch of items. A summary line for each item and the total quantity required is
displayed on the picking ticket. If you print a bulk picking ticket and then an
individual picking ticket, items displayed on both picking tickets will be displayed
with two asterisks (**) and a reprint icon.

S A L E S O R D E R P R O C E S S I N G 171
PA RT 4 T R AN S AC T I O N A C T IV IT Y

You can print packing slips and picking tickets at the same time you print the sales
document and can use three predefined document formats—blank paper, short
form, or long form. A separate packing slip will be printed for each unique ship-to
address and shipping method combination on a sales document.

You can define a default document format when you set up Sales Order Processing
and you can change the format before you print a document. For more information
about setting up default document formats, see Setting up document numbers on
page 19 or Chapter 3, “Document setup.”

If you assigned a print process hold to an order, invoice, or return, this process hold
also applies to the picking ticket and packing slip associated with the sales
document.

Printing options for packing slips and picking tickets

When you print packing slips or picking tickets, you can select several printing
options in the Sales Document Print Options window. Depending on the document
you print, different printing options will be available. You can print packing slips or
picking tickets at the same time as you print sales documents.

Print Separate Picking Ticket Per Site If the items from a document are
stored at different inventory sites, you can choose to print a picking ticket for each
site. If you’re using named printers, refer to the System Administrator’s Guide
(Help >> Contents >> select System Administration) for more information.

Print Separate Packing Slip Per Site If the items from a document are stored
at different inventory sites, you can choose to print a packing slip for each site. If
line items on the document have different ship-to addresses or shipping methods
and different inventory sites, you can choose to print a packing slip for each ship-to
address, shipping method, and inventory site combination. If you’re using named
printers, refer to the System Administrator’s Guide (Help >> Contents >> select
System Administration) for more information.

Include Line Item Comments Mark this option to include the comments
entered for each item on the packing slip or picking ticket.

Reprint Previously Printed If picking tickets or packing slips have been

printed before, you can choose to reprint those picking tickets or packing slips. If
you choose not to reprint previously printed picking tickets or packing slips, only
the picking tickets or packing slips that haven’t been printed before will be printed.

Print Picking Instructions If you’re using advanced picking, have created

picking instruction IDs, and assigned the IDs to customers and items, you can
choose to print the instructions on the picking tickets.

Include Drop-ship Items Mark this option to print the drop-ship items on
packing slips.

Include Kit Components Mark this option to print the components of the kit
on the packing slips or picking tickets.

172 S A L E S O R D E R P R O C E S S I N G
C H A P T E R 2 4 PR I N T I N G A N D S E N D I N G D O C U M E N T S I N E - M A I L

Include Incomplete Docs If items from a document that has been marked Ship
Complete Document in the Sales Customer Detail Entry window are to be partially
shipped, you can choose to print the partial shipments on packing slips and picking
tickets. If this option isn’t marked, packing slips and picking tickets won’t be
printed for partially shipped documents.

Bin Sequenced Mark this option to sort the items on the picking tickets by site,
bin, and item.

Sort Kit Components Mark this option to sort kit components on the picking
tickets by site, bin, and item.

Print Customer Item If you use customer item names, you can choose to print
the customer item on the packing slips.

Print Back-Ordered Items Mark this option to print back-ordered items on

picking tickets.

Print Ship To Addresses with Lines Mark this option to print the ship to
address with the corresponding line item when it’s different than the ship to
address for the document. This option is available for picking tickets.

Printing options for sales documents

When you print a sales document (a quote, order, fulfillment order, invoice, back
order, or return), you can select several printing options in the Sales Document Print
Options window. You also can send quotes, orders, fulfillment orders, or invoices in
e-mail. Depending on the document you print or send in e-mail, different printing
options will be available.

Reprint Previously Printed/Sent If you are printing or sending a batch or

range of documents in e-mail, all of the documents will be printed or sent in e-mail.
If you don’t mark this option, only documents that haven’t been printed or sent in
e-mail before will be printed or sent in e-mail.

Include Kit Components The kit item and its components will be printed on
the document. If you don’t mark this option, only the kit item will be printed.

Print Customer Item If the customer uses a different name for an item than
your company uses for the same item, you can choose to print the customer item
name on the packing slips and invoices.

Print Ship To Addresses with Lines Mark this option to print the ship to
address with the corresponding line item when it’s different than the ship to
address for the document.

Include Tax Details Mark this option and select either Line Item and Summary
or Summary Taxes Only. The tax details that were used to calculate the tax will be
printed directly beneath the item on the document.

Mark Line Item and Summary if you want to include details for line items as well as
summary tax information. Mark Summary Taxes Only if you want to include only
the summary of tax detail information for each printed document.

Currency to Print For multicurrency transactions, you can print documents in

either the functional or originating currency.

S A L E S O R D E R P R O C E S S I N G 173
PA RT 4 T R AN S AC T I O N A C T IV IT Y

Requirements for sending sales documents in e-mail

You can send quotes, orders, fulfillment orders, or invoices in e-mail if the following
conditions are met.

• The document type to send in e-mail must be available for the customer.

• One e-mail address, To, Cc, or Bcc, must be assigned to the customer using the
Internet Information window or the Sales E-mail Detail Entry window.

• You can send documents by email if you're using a MAPI-compliant e-mail

service or Exchange 2007 Service Pack 1 or greater with Exchange Web Services.

• If you are using Exchange 2007 Service Pack 1 or greater with Exchange Web
Services, the Autodiscover service must be enabled to connect to the Exchange
server.

• Word templates for Microsoft Dynamics GP for the customer and document
type must be enabled in the Template Configuration Manager window before
you can send documents as DOCX, PDF, or XPS attachments.

• Depending on the document type and email service, Microsoft Word 2010 or
later and Word templates for Microsoft Dynamics GP are required.

File format Word 2010 or later Word templates Web Client

XPS Required for MAPI Enabled Not available
PDF Required for MAPI Enabled Not available
DOCX Not required Enabled Available*
HTML Not required Not required Available*
*Email for Web Client will only be available if you are using Exchange as your server type in
the System Preferences window.

• The file size of the document must not be greater than the maximum file size set
in the Customer E-mail Options window.

• Depending on the file format you choose to send your documents in e-mail,
your customers must be using the following components to view their
documents.

File format Component

XPS Microsoft XPS Viewer
PDF Adobe Reader
DOCX Microsoft Word Viewer
HTML* Internet Explorer 8
Internet Explorer 9
*If you are only using Microsoft Dynamics GP Web Client, your
customers and vendors must be using HTML to view their documents.

Printing or sending an individual document in e-mail

You can print a single quote, order, fulfillment order, invoice, back order, or return
when you enter the document in the Sales Transaction Entry window or the Sales
Order Fulfillment window. You also can send quotes, orders, fulfillment orders or
invoices in e-mail.

174 S A L E S O R D E R P R O C E S S I N G
C H A P T E R 2 4 PR I N T I N G A N D S E N D I N G D O C U M E N T S I N E - M A I L

If the order, fulfillment order, or invoice exceeds the customer’s credit limit and you
are using credit limit override workflow, the document must be approved before
you can print it and its picking ticket and packing slip. A document also must be
approved before you can send it in e-mail. You can print a document, picking ticket,
and packing slip that doesn’t need approval. You also can send a document in
e-mail that doesn’t need approval.

To print or send quotes individually in e-mail, you must mark Edit Printed
Documents in the Sales Quote Setup window. If you don’t mark this option, you can
print or send quotes in e-mail only if they’ve been entered into a batch. Quotes also
must be approved before you can print them or send them in e-mail if you are using
sales quote workflow. You can print or send a quote in e-mail that doesn’t need
approval.

Before you print documents, you can print an alignment form to ensure that the
information is printed in the correct fields on the document. To print an alignment
form, mark Alignment Form in the Sales Document Print Options window. You can
use four predefined document formats to print documents—blank paper, short
form, long form, or other form.

You also can print packing slips or picking tickets at the same time as you print the
sales document. For more information, see Packing slips and picking tickets overview
on page 171 and Printing options for packing slips and picking tickets on page 172.

To print an individual document:

1. Open the Sales Transaction Entry window (Sales >> Transactions >> Sales
Transaction Entry) or the Sales Order Fulfillment window. (Sales >>
Transactions >> Order Fulfillment)

2. Enter or select a sales document and open the Sales Document Print Options
window by choosing File >> Print or the printer icon button.

3. Select the document type, a sorting option, and the currency to print.

4. Mark the documents to include and the document formats to use.

S A L E S O R D E R P R O C E S S I N G 175
PA RT 4 T R AN S AC T I O N A C T IV IT Y

To send a document in e-mail, the document format must be Blank Paper. Also, at least
one e-mail address, To, Cc, or Bcc, must be assigned to the customer using the Internet
Information window or the Sales E-mail Detail Entry window.

5. Select to print, send the document in e-mail, or both.

6. To print packing slips or picking tickets, mark Packing Slips or Picking Tickets
and select a document format. Packing slips and picking tickets won’t be sent in
e-mail.

7. Mark whether to reprint or send previously printed or sent documents. You

also can choose to include kit components, tax details, and dual currencies.

8. If you’re printing packing slips or picking tickets, mark the options to include.

If a tax detail doesn’t appear on a document, check the Tax Detail Maintenance window
(Administration >> Setup >> Company >> Tax Details). The Print on Documents
option should be marked.

9. Choose Print. Depending on the destination options you selected, the document
is printed, sent in e-mail, or both.

To print an individual document using the action pane:

1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. Mark the document that you want to print.

3. In the Actions group, choose Print Document.

4. Select a sorting option.

5. Select a document format.

6. Mark to include kit components, tax details, and the functional and originating
currencies.

If a tax detail doesn’t appear on a document, check the Tax Detail Maintenance window
(Administration >> Setup >> Company >> Tax Details). The Print on Documents
option should be marked.

7. Print the document.

To send an individual document in e-mail using the action

pane:
1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. Mark the quote, order, fulfillment order, or invoice that you want to send in e-
mail.

3. In the Actions group, choose Send in E-mail.

176 S A L E S O R D E R P R O C E S S I N G
C H A P T E R 2 4 PR I N T I N G A N D S E N D I N G D O C U M E N T S I N E - M A I L

4. Mark to include kit components and tax details.

5. Send the document.

Printing all documents in a batch

You can print some or all of the documents in a batch. For example, you can print all
of the orders you assigned to a batch, or all of the quotes and orders you assigned to
a batch. You also can send a batch of quotes, orders, fulfillment orders or invoices in
e-mail.

If an order, fulfillment order, or invoice exceeds the customer’s credit limit and you
are using credit limit override workflow, the document must be approved before
you can print it and its picking ticket, and the packing slip. A document also must
be approved before you can send it in e-mail. You can print a document, picking
ticket, and packing slip that doesn’t need approval. Quotes must be approved
before you can print them if you are using sales quote workflow. You can print a
quote that doesn’t need approval. You also can send a document in e-mail that
doesn’t need approval.

Print an alignment form to ensure that the information is printed in the correct
fields on the document. You can use four predefined document formats—blank
paper, short form, long form, or other form.

You also can print packing slips or picking tickets at the same time as you print the
sales document. For more information, see Packing slips and picking tickets overview
on page 171 and Printing options for packing slips and picking tickets on page 172.

The sorting option determines the order the documents are printed. The documents
will always be sorted by document type first. You can then choose whether the
documents will be sorted and printed by document number or by customer ID.

To print all documents in a batch:

1. Open the Sales Batch Entry window.
(Sales >> Transactions >> Sales Batches)

2. Select a batch and choose File >> Print or the printer icon button to open the
Sales Document Print Options window.

3. Select the document type, a sorting option, and the currency to print.

4. Mark the documents to include and the document formats to use.

To send a quote, order, fulfillment order, or invoice in e-mail, the document format must
be Blank Paper.

5. To print packing slips or picking tickets, mark Packing Slips or Picking Tickets
and select a document format.

6. Select to print, send the document in e-mail, or both.

7. Mark whether to reprint or send previously printed or sent documents. You

also can choose to include kit components, tax details, and dual currencies.

8. If you’re printing packing slips or picking tickets, mark the options to include.

S A L E S O R D E R P R O C E S S I N G 177
PA RT 4 T R AN S AC T I O N A C T IV IT Y

If a tax detail doesn’t appear on a document, check the Tax Detail Maintenance window
(Administration >> Setup >> Company >> Tax Details). The Print on Documents
option should be marked.

9. Choose Print. Depending on the destination options you selected, the document
you've selected is printed, sent in e-mail, or both.

Printing a range of documents

You can print a range of documents; however, documents that have been
completely transferred won’t be included in the range. For example, you could print
a range of documents to view how many returns were entered in a day. You also can
send a batch of quotes, orders, fulfillment orders or invoices in e-mail.

If an order, fulfillment order, or invoice exceeds the customer’s credit limit and you
are using credit limit override workflow, the document must be approved before
you can print it, send the document in e-mail, print the document’s picking ticket,
and the packing slip. You can print a document, picking ticket, and packing slip that
doesn’t need approval. Quotes must be approved before you can print them or send
them in e-mail if you are using sales quote workflow. You can print a quote that
doesn’t need approval. You also can send a document in e mail that doesn't need
approval.

Print an alignment form to ensure that the information is printed in the correct
fields on the document. You can use four predefined document formats—blank
paper, short form, long form, or other form.

You also can print packing slips or picking tickets at the same time as you print the
sales document. For more information, see Packing slips and picking tickets overview
on page 171 and Printing options for packing slips and picking tickets on page 172.

The sorting option determines the order the documents are printed. The documents
will always be sorted by document type first. You can then choose whether the
documents will be sorted and printed by document number or by customer ID.

178 S A L E S O R D E R P R O C E S S I N G
C H A P T E R 2 4 PR I N T I N G A N D S E N D I N G D O C U M E N T S I N E - M A I L

To print a range of documents:

1. Open the Print Sales Documents window.
(Sales >> Transactions >> Print Sales Documents)

2. Select the document type and select whether to print documents, historical
documents, or an alignment form.

3. Select a sorting option and the currency.

4. Mark to include documents, picking tickets, or packing slips, or a combination,

and select the document formats to use.

To send a quote, order, fulfillment order, or invoice in e-mail, the document format must
be Blank Paper.

5. Select to print, send the document in e-mail, or both.

6. Mark whether to reprint or send previously printed or sent documents. You

also can choose to include kit components, tax details, and dual currencies.

7. If you’re printing packing slips or picking tickets, mark the options you want to
include.

If a tax detail doesn’t appear on a document, check the Tax Detail Maintenance window
(Administration >> Setup >> Company >> Tax Details). The Print on Documents
option should be marked.

8. Enter a range of documents and choose Insert.

9. Choose Print. Depending on the destination options you selected, the document
you've selected is printed, sent in e-mail, or both.

S A L E S O R D E R P R O C E S S I N G 179
PA RT 4 T R AN S AC T I O N A C T IV IT Y

To print a range of documents using the action pane:

1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. Mark the documents that you want to print.

3. In the Actions group, choose Print Document.

4. Select a sorting option.

5. Select a document format.

6. Mark to include kit components, tax details, and the functional and originating
currencies.

If a tax detail doesn’t appear on a document, check the Tax Detail Maintenance window
(Administration >> Setup >> Company >> Tax Details). The Print on Documents
option should be marked.

7. Print the document.

To send a range of documents in e-mail using the action

pane:
1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. Mark the quote, order, fulfillment order, or invoice that you want to send in e-
mail.

3. In the Actions group, choose Send in E-mail.

4. Mark to include kit components and tax details.

5. Send the document.

Printing a posted document

You can reprint individual sales documents from historical records. You also can
resend quotes, orders, fulfillment orders, or invoices in e-mail. Documents are
moved to history when they are transferred to another document, posted, or
voided. You can’t reprint packing slips and picking tickets for documents that have
been moved to history.

Print an alignment form to ensure that the information is printed in the correct
fields on the document. You can use four predefined document formats—blank
paper, short form, long form, or other form.

If you modified the sales document in Report Writer, your changes will not appear when you
print a posted document because a different report is used to print posted documents.

180 S A L E S O R D E R P R O C E S S I N G
C H A P T E R 2 4 PR I N T I N G A N D S E N D I N G D O C U M E N T S I N E - M A I L

To print a posted document:

1. Open the Sales Order Processing Document Inquiry window.
(Sales >> Inquiry >> Sales Documents)

2. Select a sorting option or a range of documents.

3. Mark to include history and choose Redisplay.

4. Highlight a document and click on the Document Number link to open the
Sales Transaction Inquiry Zoom window.

5. Choose File >> Print or the printer icon button to open the Sales Document
Print Options window.

6. Select the document type, a sorting option, and the currency to print.

7. Mark the documents to include and the document formats to use.

To send a document in e-mail, the document format must be Blank Paper.

8. Select to print, send the document in e-mail, or both.

9. Mark to reprint or send previously printed or sent documents. You also can
choose to include kit components, and tax details.

10. Choose Print. Depending on the destination options you selected, the document
you've selected is printed, sent in e-mail, or both.

Setting up the sales quick print option

You can use the sales quick print option to print a sales order or invoice from the
Sales Transaction Entry, Sales Order Fulfillment, or Sales Transaction Inquiry
windows using a keyboard shortcut. You must first set up the option using the
Quick Print Setup window.

S A L E S O R D E R P R O C E S S I N G 181
PA RT 4 T R AN S AC T I O N A C T IV IT Y

To set up the sales quick print option:

1. Open the Quick Print Setup window.
(Sales >> Transactions >> Sales Transaction Entry or Order Fulfillment >>
Options >> Quick Print Setup)

2. Mark the documents, print options, and print destination.

3. Choose OK.

To print using the sales quick print option:

1. Open the Sales Transaction Entry window (Sales >> Transactions >> Sales
Transaction Entry), the Sales Order Fulfillment window (Sales >> Transactions
>> Sales Order Fulfillment) or the Sales Transaction Inquiry Zoom window
(Sales >> Inquiry >> Sales Documents).

2. Enter or select the order or invoice you want to print.

If the order, fulfillment order, or invoice exceeds the customer’s credit limit and
you are using customer credit limit override workflow, the document must be
approved before you can print it. You can print a document that doesn’t need
approval.

3. Choose CTRL+Q to print the document.

Print packing slips using the action pane

You can print packing slips using the action pane for orders, fulfillment orders, and
invoices and include them in each shipment. A packing slip displays the items and
quantities included on an order or invoice. For more information about packing
slips, see Packing slips and picking tickets overview on page 171.

To print packing slips using the action pane:

1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. Mark the orders, fulfillment orders, and invoices that you want to print picking
tickets for.

3. In the Adv. Distribution group or Actions group, choose Print Picking Ticket.

182 S A L E S O R D E R P R O C E S S I N G
C H A P T E R 2 4 PR I N T I N G A N D S E N D I N G D O C U M E N T S I N E - M A I L

4. Select the document format.

5. You can mark the following options.

Print packing slip per site Mark to print a packing slip for each site on the
document.

Include item comments Mark to print comments that were entered for
items on a packing slip.

Include kit components Mark to print kit components on the picking

ticket.

6. Print the packing slips.

Print picking tickets using the action pane

You can print picking tickets using the action pane for orders, fulfillment orders,
invoices, and returns. Warehouse personnel use picking tickets when assembling
the items for a shipment. For more information about picking tickets, see Packing
slips and picking tickets overview on page 171.

To print picking tickets using the action pane:

1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. Mark the orders, fulfillment orders, returns, and invoices that you want to print
picking tickets for.

3. In the Adv. Distribution group or Actions group, choose Print Picking Ticket.

4. Select the document format.

5. You can mark the following options.

Print separate picking ticket per site Mark to print a picking ticket for
each site on the document.

Include kit components Mark to print kit components on the picking

ticket.

Print bulk picking tickets Mark to print bulk picking tickets. After
marking this option, the Include Document Breakdown option and the For site
ID option are available. The Print separate picking ticket per site option isn’t
available for bulk picking tickets.

Include Document Breakdown Mark to include the requested shipping

date for the item, the document number, customer ID, picking quantity, unit of
measure, line item detail, and customer ship-to address for the item on the bulk
picking ticket.

For site ID: Select the site ID to print picking tickets for.

6. Print the picking tickets.

S A L E S O R D E R P R O C E S S I N G 183
PA RT 4 T R AN S AC T I O N A C T IV IT Y

Printing bulk picking tickets

If you’re using advanced picking, use the Bulk Picking Print window to print bulk
picking tickets. A bulk picking ticket includes the items and quantities for multiple
fulfillment orders or invoices, along with the location of each item, a summary line
for each item, and the total quantity required.

You can print bulk picking tickets for items only when the following conditions
exist for the fulfillment orders and invoices that you are printing a picking ticket for.

• The Enable Fulfillment Workflow option is marked for the type ID in the Sales
Fulfillment Order/Invoice Setup window.

• The general print option for the site is Both or Bulk in the Advanced Picking
Setup window.

• The item print option for the items is Both or Bulk in the Item Quantities
Maintenance window.

• If you are using customer credit limit override workflow, the fulfillment
orders/invoices must approved or the fulfillment orders/invoices must not
need approval to print picking tickets.

To print bulk picking tickets:

1. Open the Bulk Picking Print window.
(Sales >> Transactions >> Bulk Print)

2. Enter or select a batch ID and site ID to print picking tickets for.

3. You can mark the following options.

Include Document Breakdown Mark to include the requested shipping

date for the item, the document number, customer ID, picking quantity, unit of
measure, line item detail, and customer ship-to address for the item on the bulk
picking ticket.

184 S A L E S O R D E R P R O C E S S I N G
C H A P T E R 2 4 PR I N T I N G A N D S E N D I N G D O C U M E N T S I N E - M A I L

Print Picking Instructions Mark to print the picking instructions for the
item on the picking ticket.

Include Kit Components Mark to print kit components on the picking

ticket.

Include Incomplete Docs If items from a document that has been marked
Ship Complete Document in the Sales Customer Detail Entry window are to be
partially shipped, you can choose to print the partial shipments on picking
tickets. If this option isn’t marked, picking tickets won’t be printed for partially
shipped documents. This option applies for documents that have unprinted
picking tickets.

Print Back-Ordered Items Mark this option to print back-ordered items on

picking tickets.

4. You can select to include all item numbers, or enter or select a range of item
numbers. Picking tickets will be printed for only the selected items.

5. Select one or more available picks and choose Insert. Picking tickets will be
printed for the group of sales documents in the available pick.

6. Select one or more document statuses and choose Insert. Picking tickets will be
printed for sales documents that match the selected document statuses.

7. Choose Print.

8. Close the window.

To print bulk picking tickets using the action pane:

1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. Mark the fulfillment orders and invoices that you want to print picking tickets
for.

3. In the Adv. Distribution group, choose Print Picking Ticket.

4. You can mark the following options.

Include Kit Components Mark to print kit components on the picking

ticket.

Print bulk picking tickets Mark to print bulk picking tickets. The Print
separate picking ticket per site option isn’t available for bulk picking tickets.

Include Document Breakdown Mark to include the requested shipping

date for the item, the document number, customer ID, picking quantity, unit of
measure, line item detail, and customer ship-to address for the item on the bulk
picking ticket.

For site ID: Select the site ID to print picking tickets for.

5. Print the picking tickets.

S A L E S O R D E R P R O C E S S I N G 185
PA RT 4 T R AN S AC T I O N A C T IV IT Y

Printing a batch list

A batch list is a list of all transactions—quotes, orders, fulfillment orders, invoices,
back orders, and returns—in an unposted batch. You can print a batch list to verify
the transactions in the batch. You can print a batch list from the Sales Batch Entry
window or the Sales Transaction Entry window if a batch ID is displayed.

To print a batch list:

1. Open the Sales Document Print Options window.
(Sales >> Transactions >> Batches >> select a batch >> File >> Print)
(Sales >> Transactions >> Sales Transaction Entry >> select a transaction >>
File >> Print)

2. Mark Batch List and choose Print.

3. Select a destination for the report and choose OK.

Printing shipping labels or COD tags

You can use the Mailing Labels window to print shipping labels for a range of
unposted transactions in Sales Order Processing. You can print labels for orders and
invoices and can select a range by batch, document ID, state, ZIP or postal code,
customer, or date.

You also can print cash on delivery (COD) tags for a range of unposted transactions
in Sales Order Processing. An amount must be entered in the COD amount field in
the Sales Payment Entry window for a COD transaction.

To print shipping labels or COD tags:

1. Open the Mailing Labels window.
(Administration >> Reports >> Company >> Mailing Labels)

2. Select Shipping Labels or COD Tags from the Reports list and choose New to
open the Mailing Label Report Options window.

3. Enter an option name, select sorting options, enter restrictions, and mark
printing options.

186 S A L E S O R D E R P R O C E S S I N G
C H A P T E R 2 4 PR I N T I N G A N D S E N D I N G D O C U M E N T S I N E - M A I L

If you’re printing shipping labels, mark a format to use, enter the number of
copies to be printed, and mark which address should be used.

If you mark Laser, the labels will be printed two addresses across.

4. Choose Destination to select a printing destination and choose Print. You can
save the report option and print it later from either the Mailing Labels window
or the Mailing Labels Report Options window.

S A L E S O R D E R P R O C E S S I N G 187
188 S A L E S O R D E R PR O C ES S I N G
Chapter 25: Sales document maintenance
Before you transfer or post a document, you can modify the item, commission, and
total information. For example, you can change quantities, add items, correct
addresses, split commissions, or add freight charges. If the document was entered in
error, you can void or delete the document. You also can assign a process hold to a
document to prevent it from being processed further.

If you are entering transactions for customers who are part of a national account,
changing the hold or inactive status can be at an individual customer level or across
the national account. If you can’t enter a transaction for a customer ID, check the
status of the Apply Hold/Inactive Status of Parent Across National Account option
in the National Accounts Maintenance window.

This information is divided into the following sections:

• Modifying an existing sales document

• Adding a comment to sales documents
• Changing a serial or lot number
• Changing bins in Sales Order Processing
• Changing a kit component
• Advancing the document status of a fulfillment order
• Advancing the document status of one or more fulfillment orders
• Assigning process holds to a document
• Removing process holds from a document
• Assigning process holds to multiple documents
• Removing process holds from multiple documents
• Reversing the document status of fulfillment orders
• Modifying commission information
• Splitting commissions
• Voiding a document
• Deleting a document

Modifying an existing sales document

You can add items, delete items, or change item quantities on a sales document. You
also can increase the item quantity on items that have been transferred.

You can’t modify an invoice or return that has been posted. If you discover a mistake after
posting a document, you’ll need to enter a transaction to reverse the original transaction.
For example, enter a return to reverse an invoice.

If you are using sales quote workflow or customer credit limit override workflow,
you can’t modify a quote, order, fulfillment order, or invoice that is pending
approval. You can modify a document that is pending approval if you are the
current approver of the document. You must resubmit a quote, order, fulfillment
order, or invoice after modifying an approved document or a document that doesn’t
need approval.

To modify an existing sales document:

1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. Select a sales document to edit.

S A L E S O R D E R P R O C E S S I N G 189
PA RT 4 T R AN S AC T I O N A C T IV IT Y

3. In the Modify group, choose Edit to open the Sales Transaction Entry window.

4. Highlight the item to change and enter the correct information. If documents
are set up to be allocated by document or batch, additional items entered on the
document after you have allocated the document will be allocated by line and
you must address each quantity shortage that arises.

If you decrease a Quantity to Back Order or a Quantity Canceled on a

document, the item won’t be reallocated automatically. The Quantity Alert icon
will appear next to the quantity and you’ll have to allocate the quantity again.
For more information about allocation, see Chapter 19, “Allocating item
quantities.”

To delete an item, highlight the item and choose Edit >> Delete Row. You can’t delete an
item that has been transferred to another document.

5. Save the document.

You might have to resubmit a quote, if you are using sales quote workflow.

If the document exceeds the customer’s credit limit and you are using customer
credit limit override workflow, you can submit the document for approval.

Adding a comment to sales documents

You can add comments to sales documents—quotes, orders, back orders, invoices,
or returns—or to individual line items on a sales document. These comments can be
printed on sales documents, including picking tickets and packing slips. Comments
can be predefined on a company-wide basis, and used on Sales Order Processing,
Invoicing, or Purchase Order Processing documents. You can enter the ID of a
predefined comment in the Sales Transaction Entry or Sales Item Detail Entry
windows.

You can enter up to 200 characters, which will appear on the sales document as four lines of
50 characters each. If you want longer comments to appear, use Report Writer to modify the
document layout.

You can create new comments while you are entering transactions. You can also
create custom comments for a particular document or line item, or modify existing
comments. One-time comments or modified comments won’t be available for other
documents or line items.

To create a new comment:

1. In the Sales Transaction Entry window or the Sales Item Detail Entry window,
enter a new Comment ID, then press TAB.

2. A message will ask if you want to add this comment ID. Choose Add to display
the Comment Setup window.

3. Select the series this comment will be associated with.

4. Enter the comment text.

5. Choose Save, then close the Comment Setup window.

190 S A L E S O R D E R P R O C E S S I N G
 CH A P T E R 2 5 S A L E S D O C U M E N T M A I N T E N A N C E

To create a one-time comment:

1. In the Sales Transaction Entry window or the Sales Item Detail Entry window,
choose the Comment ID expansion button to open the Sales Comment Entry
window.

If the Comment ID field contained a value, you’ll be able to modify the existing
comment. If the Comment ID field was blank, you’ll be able to create a new,
one-time comment.

2. Enter the comment text.

3. Choose OK.

Changing a serial or lot number

You can verify or change the serial or lot number assigned to an item before the sale
is posted.

To change a serial or lot number:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Select an item and choose the Quantity Fulfilled expansion button to open the
Sales Lot Number Entry window or Sales Serial Number Entry window.

You can also select an item, choose the item expansion button to open the Sales
Item Detail Entry window and choose Serial/Lot.

3. Select the serial or lot number to change and choose Remove.

4. From the list of available serial or lot numbers, select one to use and choose
Insert.

You can also enter a serial or lot number that hasn’t been entered. To do so,
enter the number in the Serial Number or Lot Number field and choose Insert.

An icon appears in the Lot Number field if you select a lot number that has expired.

5. Choose OK to save your changes and close the lot number or serial number
entry window.

6. Save your changes and close the Sales Item Detail Entry window or the Sales
Transaction Entry window.

S A L E S O R D E R P R O C E S S I N G 191
PA RT 4 T R AN S AC T I O N A C T IV IT Y

Changing bins in Sales Order Processing

If you’re using multiple bins, use the Bin Quantity Entry window to verify or
change bin allocations for items not tracked by serial or lot numbers. For serial- or
lot-numbered items, you can verify or change bins in the Sales Serial Number Entry
window or the Sales Lot Number Entry window. For more information, see
Changing a serial or lot number on page 191.

You can select more than one bin per site. For example, if the quantity fulfilled is 20,
you can select 15 from Site A, Bin 1 and 5 from Site A, Bin 2. You may be required to
change bin selections manually if you change quantities, the unit of measure, or the
site after bins have been selected.

To change bins in Sales Order Processing:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Select an item and choose the Quantity Fulfilled expansion button. For items
not tracked by serial or lot numbers, the Bin Quantity Entry window will open.
For serial- or lot-numbered items, the Sales Serial Number Entry window or
Sales Lot Number Entry window will open.

You can also select an item and choose the item expansion button to open the
Sales Item Detail Entry window. Choose Bins for an item not tracked by serial or
lot numbers. For serial- or lot-numbered items also tracked in bins, choose
Serial/Lot.

3. Select the bin you want to change and choose Remove.

4. From the list of available bins, select one to use. You can also enter a bin that
hasn’t been created yet.

5. Enter a quantity for the item.

6. Choose Insert.

7. Choose OK to save your changes and close the Bin Quantity Entry window.

8. Save your changes and close the Sales Item Detail Entry window or the Sales
Transaction Entry window.

Changing a kit component

Even though you assign components to a kit in the Item Kit Maintenance window,
you can change the components for a kit item on a specific document in the Sales
Kit Options window. If you’re using multiple bins, a kit’s component items are
assigned to bins, but the kit item itself is not.

To change a kit component:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

192 S A L E S O R D E R P R O C E S S I N G
 CH A P T E R 2 5 S A L E S D O C U M E N T M A I N T E N A N C E

2. Select the kit item, choose the item expansion button to open the Sales Item
Detail Entry window, and choose Kits to open the Sales Kit Options window.

3. Add or delete components or change the quantities of the components.

To remove a component, select the component and choose Edit >> Delete Row.

4. Choose OK to save the changes and close the window. Choose Save to close the
Sales Item Detail Entry window.

Advancing the document status of a fulfillment order

As you complete each step in your sales fulfillment workflow process, such as
printing picking tickets, picking items, and printing packing slips, you should
advance the document status for a fulfillment order to the next tracked status. Use
the Sales Transaction Entry window or the Sales Order Fulfillment window to
advance the document status of a fulfillment order.

For more information about the document statuses, refer to Setting up fulfillment
workflow for sales on page 46.

To advance the document status of a fulfillment order:

1. Open the Sales Transaction Entry window or the Sales Order Fulfillment
window.
(Sales >> Transactions >> Sales Transaction Entry or Sales >> Transactions >>
Order Fulfillment)

2. Enter or select a fulfillment order.

3. If you’re tracking document Status 1, you can choose the printer button to print
the picking ticket and advance the document status from Status 1 to the next
document status that you’re tracking.

You must print a bulk picking ticket before you can print an individual picking ticket
with one or more line items that print only on bulk picking tickets.

If you’re tracking document Status 2, you can choose Confirm >> Pick to
advance the document status from Status 2 to the next document status that
you’re tracking.

S A L E S O R D E R P R O C E S S I N G 193
PA RT 4 T R AN S AC T I O N A C T IV IT Y

If you’re tracking document Status 3, you can choose the printer button to print
the packing slip and advance the document status from Status 3 to the next
document status that you’re tracking.

If you’re tracking document Status 4, you can choose Confirm >> Pack to
advance the document status from Status 4 to the next document status that
you’re tracking.

If you’re tracking document Status 5, you can choose Confirm >> Ship to
advance the document status from Status 5 to Status 6. The fulfillment order
will become an invoice.

4. Choose Save.

Advancing the document status of one or more

fulfillment orders
Typically, a document status will advance to the next tracked status as you complete
each step in the sales fulfillment workflow process. Occasionally, however, you
might need to advance the status of a document outside of the sales fulfillment
workflow process.

For example, suppose you’re tracking all six document statuses and you printed
picking tickets for multiple fulfillment orders. The delivery truck arrives early to
pick up the orders, so you pack the picking tickets and send them with the orders.
You can advance the document status for multiple documents from 2 to 5, one
status at a time, to update the fulfillment order document status.

Use the Sales Bulk Confirmation window to advance the status of one or more
fulfillment orders to Status 3, 4, 5, or 6.

If you are using customer credit limit override workflow, the fulfillment orders
must be approved or the fulfillment order must not need approval to advance the
document status. You can advance the document status if the fulfillment order is
pending approval and you are the current approver of the order.

194 S A L E S O R D E R P R O C E S S I N G
 CH A P T E R 2 5 S A L E S D O C U M E N T M A I N T E N A N C E

To advance the document status of one or more

fulfillment orders:
1. Open the Sales Bulk Confirmation window.
(Sales >> Transactions >> Bulk Confirmation)

2. Select the action to complete. The actions available will depend on the statuses
you selected to track in the Sales Fulfillment Document Workflow Setup
window, and can include the following actions.

• Confirm Pick
• Print Packing Slip
• Confirm Pack
• Confirm Ship

3. To restrict the information displayed in this window, select the appropriate

option and enter or select the starting and ending ranges.

4. Choose Redisplay. The documents that match your selections will be displayed
in the scrolling window.

5. Documents that are marked will be processed. You can unmark specific
documents or choose Unmark All.

6. To confirm pick, confirm pack, or confirm ship, choose Process. The document
status for the selected documents will be advanced to the next status tracked.

To print packing slips, choose the printer button.

7. Close the window.

Assigning process holds to a document

You can assign process holds to individual documents. Process holds are user-
defined restrictions that control the processing of sales documents at different
stages of the sales cycle. You can use process holds to restrict the transfer,
fulfillment, printing, or posting of a document. Process holds assigned to an order,
invoice, or return also apply to the picking ticket and packing slip associated with
the document.

S A L E S O R D E R P R O C E S S I N G 195
PA RT 4 T R AN S AC T I O N A C T IV IT Y

If you are using sales quote workflow, you can’t apply a hold for a quote that is
pending approval.

If you are using customer credit limit override workflow, you can apply a hold to an
order, fulfillment order, or invoice that doesn’t require approval or that has been
approved. You can’t apply a hold for an order, fulfillment order, or invoice that is
pending approval unless you can approve the document.

If you’re using sales fulfillment workflow, you also can use process holds to restrict
the advancement of a document status of a fulfillment order.

You must set up process holds in Sales Order Processing before they can be assigned
to a document. For more information about setting up process holds, see Setting up
process holds on page 22.

A process hold also can be assigned to a document ID when you set it up. For more
information about assigning process holds to a document ID, see Assigning process
holds to sales document IDs on page 42.

To assign process holds to a document:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter or select a document.

3. Choose Holds to open the Sales Process Holds Entry window.

4. Enter or select the process hold to assign to the document and choose Assign.
The process hold will be added to the Assigned Holds list.

5. Choose OK to close the window.

To assign process holds from a document using the action

pane:
1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. Mark the document that you want to assign a hold.

196 S A L E S O R D E R P R O C E S S I N G
 CH A P T E R 2 5 S A L E S D O C U M E N T M A I N T E N A N C E

3. In the Modify group, choose Apply Hold.

4. Select the process hold and apply the hold.

Removing process holds from a document

If you have assigned a process hold to a sales document, you must remove it before
you can complete the processing. You can use process holds to restrict the transfer,
fulfillment, printing, or posting of a document.

If you’re using sales fulfillment workflow, you also can use process holds to restrict
the advancement of a document status of a fulfillment order.

If you are using sales quote workflow, you can’t remove a hold for a quote that is
pending approval unless you are the current approver.

If you are using customer credit limit override workflow, you can remove a hold to
an order, fulfillment order, or invoice that doesn’t require approval or that has been
approved. You can’t remove a hold for an order, fulfillment order, or invoice that is
pending approval unless you can approve the document.

To remove process holds from a document:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter or select a document.

3. Choose Holds to open the Sales Process Holds Entry window.

4. In the Assigned Holds list, choose a process hold to remove and choose
Remove. This process hold will be added to the Removed Holds list in the
window.

5. Choose OK to close the window. A record of removal is stored with the

document, along with the user ID who removed the hold and the date and time
it was removed.

To remove process holds from a document using the

action pane:
1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. Mark the document that you want to release from hold.

3. In the Modify group, choose Remove Hold.

4. Unmark the process hold and enter a password, if required.

5. Remove the process hold.

Assigning process holds to multiple documents

You can assign process holds to multiple sales documents. Process holds are user-
defined restrictions that control the processing of sales documents at different
stages of the sales cycle. You can use process holds to restrict the transfer,

S A L E S O R D E R P R O C E S S I N G 197
PA RT 4 T R AN S AC T I O N A C T IV IT Y

fulfillment, printing, or posting of documents. If you’re using sales fulfillment

workflow, you also can use process holds to restrict the advancement of a document
status of a fulfillment order. Process holds assigned to an order, fulfillment order,
invoice, or return also apply to the picking ticket and packing slip associated with
the document.

You must set up process holds in Sales Order Processing before they can be assigned
to a document. For more information about setting up process holds, see Setting up
process holds on page 22.

A process hold also can be assigned to a document ID when you set it up. For more
information about assigning process holds to a document ID, see Assigning process
holds to sales document IDs on page 42.

If you are using sales quote workflow, you can’t apply a hold to quotes that are
pending approval unless you are the current approver.

To assign process holds to multiple documents:

1. Open the Sales Holds Processing window.
(Sales >> Transactions >> Holds Processing)

2. Enter or select a process hold.

3. Mark Assign.

4. Define a range restriction of documents to assign the hold to and choose Insert.

5. Choose Restrictions to view the range of the documents you’ve chosen. You can
remove an individual document from the range by unmarking Process for the
document.

6. You can choose File >> Print or the printer icon button to print the Holds
Processing Preview report before processing the holds.

7. Choose Process to assign the process hold.

Removing process holds from multiple documents

If you have assigned a process hold to sales documents, you must remove it before
you can complete the processing. You can use process holds to restrict the transfer,
fulfillment, printing, or posting of documents.

If you’re using sales fulfillment workflow, you also can use process holds to restrict
the advancement of a document status of a fulfillment order.

If you are using sales quote workflow, you can’t remove a hold to quotes that are
pending approval unless the current approver.

To remove process holds from multiple documents:

1. Open the Sales Holds Processing window.
(Sales >> Transactions >> Holds Processing)

2. Enter or select a process hold.

3. Mark Remove.

198 S A L E S O R D E R P R O C E S S I N G
 CH A P T E R 2 5 S A L E S D O C U M E N T M A I N T E N A N C E

4. Define a range restriction of documents to remove the hold from and choose
Insert.

5. Choose Restrictions to view the range of the documents you’ve chosen. You can
remove an individual document from the range by unmarking Process for the
document.

6. You can choose File >> Print or the printer icon button to print the Holds
Processing Preview report before processing the holds.

7. Choose Process to remove the process hold.

A record of removal is stored with each document, along with the user ID of the
user who removed the hold and the date and time it was removed. You can
view this record in the Sales Process Holds Entry window.

Reversing the document status of fulfillment orders

If you’re using sales fulfillment workflow, use the Edit Sales Document Status
window to reverse the document status of fulfillment orders. You can move the
document status back one status at a time. For example, suppose you printed a
picking ticket for a customer order—but had not confirmed the pick—and the
customer called to add an item to the order. You could reverse the document status
from Status 2 to Status 1, and then continue with the regular process. You cannot
reverse a document status when the fulfillment order document has become an
invoice and the document status is Status 6.

Reversing document statuses does not back out quantity fulfilled or quantity
allocated values.

To reverse the document status of fulfillment orders:

1. Open the Edit Sales Document Status window.
(Sales >> Utilities >> Edit Sales Status)

2. Select how to choose documents using the Documents field.

3. Enter or select a range of documents to reverse statuses for.

4. Select the current document status to change from.

S A L E S O R D E R P R O C E S S I N G 199
PA RT 4 T R AN S AC T I O N A C T IV IT Y

5. Choose Redisplay. Documents that match the criteria specified will be

displayed.

6. Documents that are marked will be processed. You can unmark specific
documents or choose Unmark All.

7. Choose the printer icon to print a report and view the documents that you’ve
selected to reverse statuses for.

8. Choose Process.

Modifying commission information

Commission amounts on sales documents are calculated using the commission
information from the Salesperson Maintenance window. Commission amounts on
return documents will decrease the commissions payable to a salesperson.

You can modify commission amounts, percentages, and commission sales amounts
on invoices and returns. The commission amounts will be posted when the
transaction is posted.

You can modify the commission percent and percent of sale for a salesperson on
quotes, orders, and back orders. However, you can’t modify the commission sales
amount or commission amount.

Commission amounts on these documents are recalculated when you transfer the document.

To modify commission information:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter or select a sales document. Choose Commissions to open the Sales

Commission Entry window.

3. Choose the hide and show button to expand the scrolling window.

4. Make your changes to the commission information. You also can enter or select
a different salesperson ID.

200 S A L E S O R D E R P R O C E S S I N G
 CH A P T E R 2 5 S A L E S D O C U M E N T M A I N T E N A N C E

To remove a commission distribution, select the line and choose Edit >> Delete Row.

If you increase the commission amount rather than the commission percentage,
the commission percentage will remain the same. This way, if you enter another
item, the salesperson will receive the regular commission percentage on the
next item.

5. Choose OK to save changes and close the window.

Splitting commissions
You can split the commission on invoices and returns between multiple salespeople.
Commission amounts on return documents will decrease the commissions payable
to a salesperson.

You can add salespeople in the Sales Commission Entry window for quotes, orders,
and back orders. However, you can’t change the commission sales amount or
commission amount for salespeople.

The commission amounts on these documents are recalculated when you transfer the
document. If you added a salesperson, the new salesperson won’t be transferred and must be
entered again on the new document.

To split commissions:
1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter or select a sales document.

3. Choose Commissions to open the Sales Commission Entry window. Choose the
hide and show button to expand the scrolling window.

4. Change the Percent of Sale amount for the first salesperson listed to the
appropriate percentage.

5. In the next available line, enter or select an additional salesperson. Enter an

amount in the Percent of Sale and Commission Sale Amount fields for the
additional salesperson. The Commission amount will be calculated
automatically.

S A L E S O R D E R P R O C E S S I N G 201
PA RT 4 T R AN S AC T I O N A C T IV IT Y

You don’t have to fully distribute a sale to individual salespeople; you can
distribute any amount, up to 100 percent of the sale.

6. Choose OK to save the changes and close the window.

Voiding a document
You can void a sales document if the document ID is set up to allow voiding. For
more information about document IDs, see Chapter 3, “Document setup.”

If you void a document, the document number can’t be reused. If you have marked
to track voided documents in history, you can view the document after it has been
voided. By tracking voided documents, you’ll know why a document number is
missing or out of sequence for auditing and security purposes.

You can only void unposted documents. You must void a sales document—not
delete it—if the document has been printed (except for quotes) or if the document
has items that have been partially transferred.

You can’t void documents with deposits, documents that have been posted, or
documents with line items linked to purchase orders. You can’t void quotes that are
pending approval or pending changes if you are using sales quote workflow. You
can’t void orders or invoices that are pending approval or pending changes if you
are using customer credit limit override workflow.

To void a document:
1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter or select the document number you want to void.

3. Choose Void. When you close the Sales Transaction Entry window, the Sales
Voided Journal may be printed, depending on how your system is set up.

Deleting a document
You can delete a sales document if the document ID is set up to allow deleting. For
more information about document IDs, see Chapter 3, “Document setup.”

If you delete a document, the document number can be used again and the
document won’t be saved in history.

You can’t delete a sales document if any of the following conditions exist.

• The document has been printed (except for quotes). You must void documents
that have been printed.

• The document has items that have been partially transferred. You must void the
document.

• The document is assigned to a batch that is marked for posting. You must
unmark the batch before you can delete the document.

• The document contains a posted deposit.

202 S A L E S O R D E R P R O C E S S I N G
 CH A P T E R 2 5 S A L E S D O C U M E N T M A I N T E N A N C E

• A line item is linked to a saved purchase order.

• The quote must have a Workflow status of Not Submitted or Submitted if you
are using sales quote workflow.

• The order, fulfillment order, or invoice must have a Workflow status of Not
Submitted or Submitted if you are using customer credit limit override
workflow.

To delete a document:
1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Enter or select the document number to delete.

3. Choose Delete.

S A L E S O R D E R P R O C E S S I N G 203
204 S A L E S O R D E R P R O C E S S I N G
Chapter 26: Posting
Posting is the process of transferring unposted transactions to permanent records
and updating accounts with specific transaction amounts. When you enter
transactions, they are stored. Until transactions are posted, they can be changed,
voided, or deleted. When you post transactions in Sales Order Processing, they are
transferred to history and can’t be changed or voided.

Posting reports will be printed when you post transactions, either individually or in
batches. For more information about posting reports for Sales Order Processing,
refer to Sales Order Processing report summary on page 231.

For more information about setting up posting, see the System Setup Guide
(Help >> Contents >> select Setting up the System).

This information is divided into the following sections:

• Posting overview for Sales Order Processing

• Posting a single transaction
• Posting a single batch

Posting overview for Sales Order Processing

When you post a batch in Sales Order Processing, the invoices and returns are
posted, moved to history and removed from the batch. Quotes, orders, or back
orders will remain in batches until you void, delete, or transfer them to another
document.

When you post an invoice or return in Sales Order Processing, the following
transactions and records will be updated:

• Inventory quantities will be adjusted for the items sold or returned.

• If you’re using multiple bins, the item’s on-hand quantity and allocated
quantity decrease in each bin at the site when you post an invoice.

• If you’re using multiple bins and you post a return, bin quantities increase by
the quantity specified in the Sales Returned Quantities Entry window.

• The customer balance and salesperson commission will be updated in

Receivables Management. A transaction will be added in Receivables
Management so you can apply payments to the documents.

• Sales tax records will be updated for the transaction.

• If you’re using Bank Reconciliation, your checkbook will be updated if the

transaction has an amount received or returned.

• Transactions will be posted to or through General Ledger, depending on how

your system is set up. For more information about setting up posting options,
see the System Setup instructions (Help >> Contents >> select Setting up the
System).

S A L E S O R D E R P R O C E S S I N G 205
PA RT 4 T R AN S AC T I O N A C T IV IT Y

National accounts provide the ability to restrict payments for child customers and apply
credit checking, holds and finance charges at a consolidated national account level,
depending on how the account was set up. If you can’t save or post a transaction, check the
status of the options in the National Accounts Maintenance window.

Posting a single transaction

After you enter a sales invoice or return, you can post the document or save it to a
batch. For more information about entering invoices or returns, see Entering an
invoice on page 93 or Entering a return on page 104. You must approve invoices that
exceeded the customer’s credit limit if you are using customer credit limit override
workflow.

To post a single transaction:

1. Open the Sales Transaction Entry window.
(Sales >> Transactions >> Sales Transaction Entry)

2. Select or enter the sales transaction information. To enter and post a single
transaction, don’t enter a batch ID. If you select an existing transaction, clear the
Batch ID field.

3. Choose Post to post the transaction.

4. Close the window and select which posting reports to print.

When transactions are posted using transaction-level posting, the batch control fields
on the posting journal always contain zero amounts. The transactions have been posted,
however, even though zeros are displayed. If the transactions hadn’t been posted, a
message would appear on the posting journal.

To post a single transaction using the action pane:

1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. Mark the invoice or return that you want to post.

3. In the Adv. Distribution group or Actions group, choose Post.

4. Post the transaction and select which posting reports to print.

Posting a single batch

Batch-level posting is one method of posting transactions. Within batch- level
posting, there are three types—batch, series, and master. The only difference among
these posting types is the number and types of batches you post at once. Batch and
series posting are explained in the following procedures. For information about
master posting, refer to the System User’s Guide (Help >> Contents >> select Using
the System).

You can use the Sales Batch Entry window to post a single batch. More than one
person can enter transactions in the same batch; however, a batch can’t be posted if
anyone is making changes to it.

206 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 6 P O S T I N G

When you post a batch, your Receivables Management records will be updated to
reflect the information from the transactions. Your General Ledger accounts will be
updated, depending on your posting setup selections.

• If your system is set up to post to General Ledger, the batch will appear in the
Financial Series Posting and Master Posting windows. You can edit the
transactions in the General Ledger Transaction Entry window before posting
them again. Your accounts will be updated when you post the transactions in
General Ledger.

• If your system is set up to post through General Ledger, your accounts will be
updated at once and you won’t need to post the batch again in General Ledger.

If there are batch total or batch approval requirements in Sales Order Processing and
you post a batch through General Ledger, the batch will be posted through General
Ledger regardless of the batch requirements in General Ledger.

Before you post a batch you should:

• Print an edit list and review the transactions in the batch. When you choose to
print an edit list, the Sales Document Print Options window opens where you
select to print an edit list. If you need to make corrections to the transactions or
the batch, do so at this time. For more information about printing an edit list,
see the System Setup Guide (Help >> Contents >> select Setting up the System).

• Make a backup of your company’s data. Refer to the System Administrator’s

Guide (Help >> Contents >> select System Administration) for more
information about making backups.

• Approve invoices that exceeded the customer’s credit limit if you are using
customer credit limit override workflow.

To post a single batch:

1. Open the Sales Batch Entry window.
(Sales >> Transactions >> Sales Batches)

2. Enter or select the batch ID and origin for the batch.

3. Approve the batch for posting, if required. Once approved, a batch can’t be
edited unless you unmark Approved.

Once a batch containing recurring documents has been posted, the status automatically
will become Unapproved. If you want to post the recurring documents again, you must
approve the batch again before posting it.

4. Choose Post. One or more posting journals will be printed, depending on how
your system is set up. A Report Destination window might appear for each
posting journal that is printed.

If you’re verifying batch totals and post a batch that contains erroneous
transactions, the control totals will be adjusted to reflect the transactions that
weren’t posted. Any transactions that contain errors will remain in the batch
after posting is complete. The actual number of transactions in the batch will be
recalculated and the control total will become zero. After you’ve corrected the
transaction, you’ll need to enter a new control total and post again.

S A L E S O R D E R P R O C E S S I N G 207
208 S A L E S O R D E R P R O C E S S I N G
Chapter 27: Transferring documents
You can transfer customer and item information from an existing document to a
newly created document of another type. For example, if a customer decides to
place an order based on a quote you provided, you can transfer the information
from the existing quote to a new order. You don’t have to reenter the information.

The following document types can be transferred:

Document type Transfer to

Quotes Orders and invoices
Orders Invoices and back orders
Fulfillment Orders Back orders
Invoices Back orders
Back orders Orders and invoices

This information is divided into the following sections:

• Multicurrency and transfers

• Transfers and setup
• Transferring totals, deposits, and payments
• Quantity transfers
• Document attachments and transfers
• Transferring an individual sales document
• Transferring a batch of sales documents
• Transferring orders and back orders to invoices

Multicurrency and transfers

If Sales Order Processing is set up to search for new exchange rates during transfer,
the system will use the exchange rate table to determine if a valid exchange rate is
available.

If Sales Order Processing is not set up to search for new rates, the existing exchange
rate for the document will be used when it is transferred.

Regardless of how Sales Order Processing was set up, the document date of the new
document will be compared to the expiration date of the exchange rate. If you’re
transferring the document to an invoice, the posting date also will be compared to
the expiration date of the exchange rate. If a valid exchange rate can’t be found or if
the rate has expired, you can still transfer the document but the transaction can’t be
posted until you enter a valid exchange rate. A message regarding the expired rate
will appear on the Sales Transfer Log.

The only exceptions to this setup option is if the document has a deposit, the system
won’t search for a new rate, regardless of how Sales Order Processing is set up. If
the exchange rate has expired, you still can transfer the document and the date for
the exchange rate will be set to 00/00/00. This allows you to post the transaction to
General Ledger and Sales Order Processing.

S A L E S O R D E R P R O C E S S I N G 209
PA RT 4 T R AN S AC T I O N A C T IV IT Y

Transfers and setup

When you transfer a document in Sales Order Processing, several setup options for
the document type ID are verified to determine if the transfer can be completed and
whether the items on the document will be allocated and fulfilled.

When you set up a type ID in Sales Order Processing setup for a quote, order,
fulfillment order, invoice, or back order, you can select the document types and type
IDs the document will be transferred to. You can choose the document expansion
button in the Sales Transaction Entry window to check the document types that will
be used when a document is transferred.

For example, if you set up a quote type and mark Transfer to Order and Transfer to
Invoice, you can transfer documents with that quote type to invoices and orders.
You also can select the order type and invoice type used for the new documents. If
you marked only Transfer to Invoice, you can’t transfer the quote to an order.

The Allocate By fields for order and invoice types also is checked. If this option is
set to None, the item won’t be allocated on the original document. When you
transfer the document, the Allocate By option for the new document type will be
used to determine if the item should be allocated and checked for shortages.

For more information about setting up type IDs, refer to Chapter 3, “Document
setup.”

Transferring totals, deposits, and payments

When you transfer a document, you can mark Include Totals and Deposits in the
Sales Transfer Entry window to transfer the deposits, freight, and miscellaneous
charges to the new document.

Deposits If you receive a deposit before you ship an order, you can transfer the
deposit to the invoice or back order. If you partially transfer the order, you can
transfer more than one deposit. For example, you can enter a sales order and
transfer a deposit and some of the items to an invoice. When you are ready to ship
the remaining items, you can enter a second deposit and transfer the remaining
items and the second received amount to a second invoice. You can’t transfer partial
deposit amounts.

If you transfer all of the quantities on the document and don’t mark Include Totals
and Deposits, the deposit will remain on the original document. You can’t transfer
just the deposit. The only way to move just the deposit is to delete it on the order
and enter it on the new document.

Payments If you receive a credit card payment before you ship an order, you can
transfer the payment to the invoice or back order. If you partially transfer the order,
you can transfer more than one payment. For example, you can enter a sales order
and transfer a payment and some of the items to an invoice. When you are ready to
ship the remaining items, you can enter a second payment and transfer the
remaining items and the second received amount to a second invoice.

Deposit amounts are considered before payments during transfer. Payments over
the invoice amount will be partially transferred or not transferred at all. You can’t
transfer a payment greater than the invoice amount.

210 S A L E S O R D E R P R O C E S S I N G
 C H A PT E R 2 7 T R A N S F E R R IN G D O C U M E N T S

Payments will be transferred regardless of whether you mark Include Totals and
Deposits. You can’t transfer just the payment. The only way to move just the
payment is to delete it on the order and enter it on the new document.

Freight and miscellaneous charges You can transfer freight and

miscellaneous charges only once. If you transfer part of a document, the freight and
miscellaneous charges will be transferred, as well. When you transfer the remaining
line items, freight, and miscellaneous charges can’t be changed or transferred again.

Taxes Taxes will be calculated automatically as you enter items. If you make
changes to the tax information in the Sales Tax Summary Entry window, the
changes will be transferred to the new document if the document is transferred in
full.

If the order is partially transferred, the taxes will be recalculated and any changes
made to tax details will not be transferred to the new document. You must reenter
the changes on the new back order or invoice created during the transfer.

Trade discounts Trade discounts are transferred differently depending on

whether you offer a discount based on a percentage or amount.

• Trade discounts based on a percentage of the total are transferred each time you
transfer the document, regardless of the option to include totals.

• Trade discounts based on a flat amount rather than a percentage of the total are
transferred only once if you’ve marked the option to include totals and
deposits.

Quantity transfers
When you choose Transfer in the Sales Transaction Entry or Sales Batch Entry
window, each document will be transferred to the transfer document types you
specified for the document type ID. The new documents will be created if you
entered quantities on the original document.

For example, suppose you transfer a quote to both an invoice and an order. The
amount you entered for the Quantity to Order field on the quote becomes the
Quantity Ordered on the new order. The amount entered for the Quantity to Invoice
on the quote becomes the Invoice Quantity on the new invoice.

The user date will be the document date for the new documents that are created.

S A L E S O R D E R P R O C E S S I N G 211
PA RT 4 T R AN S AC T I O N A C T IV IT Y

The following illustration shows how the order and invoice are created.

New order
Quantity ordered: 2
Quantity to invoice: 2

Original quote
Quantity quoted: 10 Transfer
Quantity to invoice: 8
Quantity to order: 2

New invoice
Invoice quantity: 8
Billed quantity: 8

Total quantity transfers

You can transfer some or all of the quantities on a sales document. The following
table describes what happens when you transfer all quantities on a document.

Type Action
Quotes Individual quotes will be moved to history once the transfer is
complete if you marked the option to maintain history in the Sales
Order Processing Setup window. If you aren’t maintaining history,
the quote will be deleted.
Repeating quotes are moved to history when the documents have
been transferred the specified number of times.
Orders Individual orders will be moved to history once all of the lines items
have been transferred if you marked the option to maintain history
in the Sales Order Processing Setup window. If you aren’t
maintaining history, the order will be deleted. Repeating orders are
moved to history when the documents have been transferred the
specified number of times.
Back Orders Individual back orders will be moved to history once all line items
are transferred if you marked the option to maintain history in the
Sales Order Processing Setup window. If you aren’t maintaining
history, the back order will be deleted.

Partial quantity transfers

If you transfer only some of the line item quantities, the original document won’t be
removed and the amounts in the quantity fields in the original document will be
updated to reflect the transfer. In addition, the amount in the Previously Invoiced
field in the Sales Quantity Status window will be updated for each line item.

For example, a customer orders 10 answering machines. He wants 6 this week but
can wait for the other 4. You enter the following amounts in the Sales Transaction
Entry window:

• Order Quantity 10
• Quantity to Invoice 6
• Quantity to Back Order 4

212 S A L E S O R D E R P R O C E S S I N G
 C H A PT E R 2 7 T R A N S F E R R IN G D O C U M E N T S

After transferring the order to an invoice, the order has the remaining quantities:

• Order Quantity 10
• Quantity to Invoice 0
• Quantity to Back Order 4

Even though the Order Quantity is still 10, the system tracks the quantities that
have been transferred and the quantity remaining to be transferred is 4.

Non-repeating quotes can be transferred only once. If you transfer some of the line item
quantities, the quote is moved to history and you won’t be able to transfer the remaining
quantities.

The line item information icon will appear next to the item because the Quantity to
Back Order of 4 hasn’t been transferred to a back order document. You will need to
cancel, back order, or invoice the remaining quantities.

Line item information button

Line item information icon

You can choose the line item information button to open the Sales Quantity Status
window and view information about the selected item, such as the quantities
remaining and quantities canceled. You can use the Sales Quantity Status window
to view the status of items if you’ve partially transferred a document or need to
know if the item has been allocated.

Partial line item quantities aren’t transferred if the customer doesn’t accept partial
shipments. To allow partial shipments, unmark the Ship Complete Document
option in the Sales Customer Detail Entry window.

Document attachments and transfers

When you choose Transfer in the Sales Transaction Entry or Sales Batch Entry
window, attachments assigned to a document will be transferred to the transfer
document types you specified for the document type ID. Attachments assigned to
line items of a document will be transferred to the line items for the new document
type.

For example, a quote has two line items. The quote has an attachment and each line
item has an attachment. When you transfer the second line item of the quote to an
order, the attachment assigned to the quote is transferred to the order and the
attachment assigned to the second line item of the quote is transferred to the line
item of the order.

When the first item from the quote is transferred to a different order, the attachment
assigned to the quote is transferred to the new order and the attachment assigned to
the first line item of the quote is transferred to the line item of the new order

S A L E S O R D E R P R O C E S S I N G 213
PA RT 4 T R AN S AC T I O N A C T IV IT Y

Transferring an individual sales document

Use the Sales Transfer Documents window to transfer item quantities from an
existing document to a newly created document of another type. You can include
totals and deposit information, which includes the freight and miscellaneous
charges, when the document is transferred.

If the exchange rate for a transaction has expired, you can’t post the new document.
You must enter or select a valid exchange rate for the document in the Exchange
Rate Maintenance window. For more information about exchange rates, see Chapter
8, “Multicurrency transactions.”

Before a you transfer a document, you must:

• Verify that there are quantities to transfer to an order, invoice, or back order.

• Verify that the appropriate transfer options are marked for the type ID in sales
setup.

• Enter a batch ID for the document.

• Approve the document, if required, if you are using sales quote workflow or
customer credit limit override workflow.

A document with partial quantities won’t be transferred if the Ship Complete

Document option is marked in the Sales Customer Detail Entry window. If a
document with the Ship Complete Document Option marked has a line item that is
discontinued and a quantity shortage is overridden, the quantity of the line item
that can’t be allocated will be cancelled when the batch is transferred.

If you’re using multiple bins, quantities are allocated at a default sales order
fulfillment bin for sales line items. If you’re using multiple bins and serial or lot
numbers are assigned to an item on a transaction, the bins for the selected serial or
lot numbers will be assigned to the transaction automatically.

If you’re using multiple bins and the default sales order fulfillment bin is not found
or has a quantity shortage, you will be required to select additional bins. If you
continue the transfer without selecting additional bins, the line item’s quantity
fulfilled will be adjusted to equal the total quantity selected at the default bin.

To transfer an individual document:

1. In the navigation pane, choose the Sales button, and then choose the Sales
Order Transactions list.

2. Select a document to transfer.

214 S A L E S O R D E R P R O C E S S I N G
 C H A PT E R 2 7 T R A N S F E R R IN G D O C U M E N T S

3. In the Actions group, choose Transfer to open the Sales Transfer Documents
window.

4. Select transfer options. The transfer options are limited to the document type
that was displayed in the Sales Transaction Entry window.

5. Specify quantity shortage options. The default quantity shortage options in the
Sales Transfer Documents window will be used when transferring a single
document.

If you select Back Order All or Back Order Balance, the back order for these quantities
won’t be created when you transfer the original document. You must open the new
document and transfer the back ordered quantity to a back order.

You also can select how to process item quantity shortages for kit items. For
more information about quantity shortage options, see Chapter 19, “Allocating
item quantities.”

6. Choose Preview to open the Sales Preview Transfer Quantities window to view
the quantities that will be transferred to the different document types.

7. Choose Transfer to transfer the document. The Sales Transfer Log will be
printed and any errors encountered during the transfer process can be reviewed
using this report. The newly created document will be displayed in the Sales
Transaction Entry window.

If you are transferring a document for a customer who is part of a national account,
credit checking and hold or inactive status can be done at an individual customer level
or across the national account. If you can’t transfer a document, check the status of the
options in the National Accounts Maintenance window.

Transferring a batch of sales documents

You can transfer an entire batch of documents to new documents using the Sales
Transfer Documents window. A batch can contain any combination of quotes,
orders, invoices, back orders, and returns. You can transfer one type of document or
all documents using this window. You can include totals and deposit information,
which includes freight and miscellaneous charges, when the document is
transferred.

S A L E S O R D E R P R O C E S S I N G 215
PA RT 4 T R AN S AC T I O N A C T IV IT Y

If you are using sales quote workflow, quotes must be approved or they won’t be
transferred. If you are using customer credit limit override workflow, orders,
fulfillment orders, and invoices must be approved or they won’t be transferred. You
can transfer documents that don’t need approval.

When you transfer a batch, the new documents will be stored in the same batch as
the original documents. You can transfer individual documents to a new batch by
choosing the Document Number expansion button to open the Sales Document
Detail Entry window and assigning a new batch ID. The documents will be
assigned to the new batch when the transfer is complete.

The Customer Payment Summary Inquiry window and the Customer Summary
window will be updated immediately to reflect deposit amounts that are
transferred to invoices. Payment amounts won’t be updated until invoices are
posted.

If the exchange rate for a transaction has expired, you can’t post the new document.
You must enter or select a valid exchange rate for the document in the Exchange
Rate Maintenance window. For more information about exchange rates, see Chapter
8, “Multicurrency transactions.”

A document with partial quantities won’t be transferred if the Ship Complete

Document option is marked in the Sales Customer Detail Entry window. If a
document with the Ship Complete Document Option marked has a line item that is
discontinued and the quantity shortage is overridden, the quantity of the line item
that can’t be allocated will be cancelled when the batch is transferred.

If you’re using multiple bins, quantities are allocated at a default sales order
fulfillment bin for sales line items. If a default sales order fulfillment bin is not
found, quantities will not be automatically allocated at a bin, and the line item will
have a quantity fulfilled of zero. The transfer will continue and the Sales Transfer
Log will indicate that bins must be manually selected.

If you’re using multiple bins and serial or lot numbers are assigned to an item on a
transaction, the bins for the selected serial or lot numbers will be assigned to the
transaction automatically.

If you are transferring documents for customers who are part of a national account, credit
checking and hold or inactive status can be done at an individual customer level or across the
national account. If you can’t transfer a document, check the status of the options in the
National Accounts Maintenance window.

To transfer a batch of sales documents:

1. Open the Sales Batch Entry window.
(Sales >> Transactions >> Sales Batches)

216 S A L E S O R D E R P R O C E S S I N G
 C H A PT E R 2 7 T R A N S F E R R IN G D O C U M E N T S

2. Select a batch to transfer and choose Transfer. The Sales Transfer Documents
window will open.

3. Select transfer options. The transfer options are not limited to the document
types contained in the batch.

4. Specify quantity shortage options.

If you choose to transfer a batch of documents, you must decide what to do

with quantity shortages before the new documents are created. The option you
select will be used for all quantity shortages in the batch.

If you mark Back Order All or Back Order Balance, the back order for these quantities
won’t be created when you transfer the original document. You must open the new
document and transfer it to a back order.

You also can select how to process item quantity shortages for kit items. For
more information about quantity shortage options, see Chapter 19, “Allocating
item quantities.”

5. Choose Preview to open the Sales Preview Transfer Quantities window to view
the quantities that will be transferred to the different document types.

6. Choose Transfer to transfer the document. The Sales Transfer Log will be
printed and any errors encountered during the transfer process can be reviewed
using this report.

Transferring orders and back orders to invoices

If you’re using sales fulfillment workflow, use the Sales Multiple Orders to Invoices
Transfer window to transfer orders and back orders to invoices. Instead of
transferring one document at a time, you can transfer groups of documents with the
same characteristics, such as batch ID, customer ID, or requested ship date. A
separate invoice is created for each order or back order. You also can choose how to
handle item quantity shortages and kit quantity shortages.

If you are using customer credit limit override workflow, orders that exceed the
customer’s credit limit won’t be transferred if they aren’t approved. You can
transfer orders that don’t need approval.

S A L E S O R D E R P R O C E S S I N G 217
PA RT 4 T R AN S AC T I O N A C T IV IT Y

To transfer orders and back orders to invoices:

1. Open the Sales Multiple Orders to Invoices Transfer window.
(Sales >> Transactions >> Transfer Multiple Orders)

2. Mark to transfer Orders, Back Orders, or both.

3. Enter a batch ID to transfer the orders and back orders into.

4. Select options for when there is an item quantity shortage or a kit quantity
shortage.

5. Enter or select a range of documents to transfer.

6. Choose Insert to display the range of documents in the restrictions list.

7. Choose Transfer and close the window. The Sales Transfer Log will be printed.

218 S A L E S O R D E R P R O C E S S I N G
PART 5: INQUIRIES AND REPORTS
 Part 5: Inquiries and reports
This part of the documentation explains how to use inquiries and reports to analyze
your sales activity. The inquiry windows and reports in Sales Order Processing
allow you to access information quickly and to display the information either on
screen or on a printed report. The following topics are discussed:

• Chapter 28, “Inquiries,” explains how to use the Sales Order Processing inquiry
windows to view document and item information.

• Chapter 29, “Reports,” describes how to use reports to analyze sales activity
and determine the status of sales documents.

220 S A L E S O R D E R P R O C E S S I N G
Chapter 28: Inquiries
Analyzing your sales activity is an important part of your accounting system. You
can use inquiry windows to view transaction, document, item, customer, or
salesperson activity. The inquiry windows provide easy access to detailed or
summarized transaction information. You also can create and view customized
inquiries based on multiple range restrictions.

Many of the inquiry windows have a feature that allows you to link to transactions
as they were originally entered. For example, you can select a document number in
the Sales Document Inquiry window, then link to the Transaction Inquiry Zoom
window to view the transaction, including distribution and commission
information.

The inquiry information is divided into the following sections:

• Viewing multiple currencies in sales inquiries

• About reporting currency
• Viewing salesperson information
• Viewing sales documents
• Creating inquiries for sales documents
• Viewing sales information from a custom inquiry
• Viewing items sold
• Viewing serial or lot numbers of items sold
• Viewing sales process holds
• Viewing bulk picking ticket details
• Viewing document status details for a document

Viewing multiple currencies in sales inquiries

You can choose whether you want to view multicurrency amounts in the
originating, functional, or reporting currency. Choose View >> Currency >>
Functional, Originating, or Reporting while viewing an inquiry window. The option
will be saved on a per user, per window basis.

You also can use the Currency list button in the windows that support changing the
currency view. View >> Currency and the Currency list button are available in the
following windows:

• Sales Order Processing Document Inquiry

• Sales Order Processing Item Inquiry
• Sales Transaction Inquiry Zoom

The first time you open these windows after registering Multicurrency
Management, all the transactions will be displayed in the originating currency. If
you change the currency view, the option you last used will be the default view the
next time you open that window.

About reporting currency

A reporting currency is used to convert functional currency amounts to another
currency on inquiries and reports. For example, if the British pound is the functional
currency for a company, you can set up the euro as your reporting currency to view
an inquiry window with currency amounts displayed in the euro currency.

S A L E S O R D E R P R O C E S S I N G 221
PA RT 5 I N Q U I R I E S A N D R E P O R T S

During the reporting currency setup in Multicurrency Management, you’ll set up a

reporting currency and enter a default exchange rate and rate calculation method.
Depending on how your system is set up, you may be able to override the default
reporting currency exchange rate or rate calculation method on inquiries and
reports. To change the default reporting currency exchange rate, choose View >>
Currency >> Modify Reporting Rate to open the Modify Reporting Rate window.

For more information about reporting currency, see the Multicurrency Management
documentation.

Viewing salesperson information

Use the Salesperson Inquiry window to view sales and commission information for
your salespeople from posted and unposted invoices and returns. You also can view
records for all salespeople, or for a range of salespeople.

You can view information as it was originally entered by clicking on link fields. For
example, you can select a sales document and link to the Sales Transaction Inquiry
Zoom window to view the original document.

To view salesperson information:

1. Open the Salesperson Inquiry window.
(Sales >> Inquiry >> Salesperson)

2. Select the Sales Order Processing module.

3. Select a sorting option for range of salesperson records. You can sort by
salesperson ID, sales territory ID, document number, or audit trail code.

4. Choose Redisplay. To view more information about the salesperson, territory,

or document in the list, highlight a record and click a link to open a window
displaying the original record.

222 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 8 I N Q U I R I E S

The following table lists the link fields in the Salesperson Inquiry window.

Link field Window that opens

Salesperson ID Salesperson Maintenance
Sales Territory ID Sales Territory Maintenance
Document Number Sales Transaction Inquiry Zoom

5. To print the contents of this window, choose File >> Print or the printer button.
The Salesperson Inquiry Report will be printed.

Viewing sales documents

Use the Sales Order Processing Document Inquiry window to view documents
entered in Sales Order Processing. You can view records for all documents or for a
range of documents.

You can view information as it was originally entered by clicking on link fields. For
example, you can select a sales document and link to the Sales Transaction Inquiry
Zoom window to view the original document.

To view sales documents:

1. Open the Sales Order Processing Document Inquiry window.
(Sales >> Inquiry >> Sales Documents)

2. Select a sorting option for the documents. You can sort by document number,
customer ID, document date, batch ID, document type, or master number.

3. Mark to include unposted documents or documents that have been moved to

history.

Unposted These documents are still in process. They can be quotes, orders,
or back orders that haven’t been transferred or invoices and returns that haven’t
been posted.

History These documents have been completely processed and moved to

history. They include quotes, orders, and back orders that have been completely
transferred, cancelled, or voided, and invoices and returns that have been
posted or voided.

4. Choose Redisplay. The documents included in the inquiry range will be

displayed in the scrolling window. To view more information about a document
or customer ID in the list, highlight the record and link to a window displaying
the original record.

If you click the Customer ID link, you can view the information about the
customer in the Customer Inquiry or Sales Prospect Maintenance window. If
you click the Document Number link, you can view the original sales document
in the Sales Transaction Inquiry Zoom window.

5. To print the contents of this window, choose File >> Print or the printer icon
button or press CTRL+P. The Document Inquiry Report will be printed.

S A L E S O R D E R P R O C E S S I N G 223
PA RT 5 I N Q U I R I E S A N D R E P O R T S

Creating inquiries for sales documents

Use the Sales Inquiry Restrictions window to set up custom inquiries for your sales
information. This is useful if you frequently view the same document information.
For example, you can set up an inquiry to display the quotes for the month of
January that include a particular item.

You can set up an inquiry with multiple restrictions, save it, and use this inquiry
whenever you want, instead of reentering the range restrictions each time you need
the information. You can process the inquiry from this window, or you can use the
inquiry in the Sales Document Range Inquiry window.

To create inquiries for sales documents:

1. Open the Sales Inquiry Restrictions window.
(Sales >> Inquiry >> Restrict Sales Documents)

2. Enter or select an Inquiry ID.

3. Mark to include unposted documents or documents that have been moved to

history.

Unposted These documents are still in process. They can be quotes, orders,
or back orders that haven’t been transferred or invoices and returns that haven’t
been posted.

History These documents have been completely processed and moved to

history. They can include quotes, orders, and back orders that have been
completely transferred, cancelled, or voided, and invoices and returns that have
been posted or voided.

4. Select a sorting option and a range restriction for this inquiry ID. You can sort
by document type, customer ID, document date, or document number. Choose
Insert after defining each restriction. You can enter an unlimited number of
restrictions.

You can enter only one restriction for each restriction type. For example, if you enter a
restriction for document numbers INV1000 through INV1010, you can’t enter another
restriction for document numbers INV1100 through INV1150. To specify multiple
ranges, you must create separate inquiry IDs for each range.

224 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 8 I N Q U I R I E S

To enter the range for a restriction during the actual inquiry, insert a restriction
without entering a range. When you use the Inquiry ID, you’ll be asked to enter
the starting and ending values. For example, you can insert a range restriction
for the master number. When you use the Inquiry ID, you will be asked to enter
a starting and ending master number.

5. Choose Inquiry to process the inquiry or choose Save to save the inquiry ID.

Viewing sales information from a custom inquiry

Use the Sales Document Range Inquiry window to view customized inquiries based
on multiple range restrictions. This is useful if you frequently view the same
document information. For example, you can set up an inquiry ID to display the
quotes for the month of January that contain a particular item.

You can set up inquiry IDs in the Sales Inquiry Restriction window. For more
information about customized inquiries, see Creating inquiries for sales documents on
page 224.

To view sales information from a custom inquiry:

1. Open the Sales Document Range Inquiry window.
(Sales >> Inquiry >> Sales Range Inquiry)

2. Choose an Inquiry ID. The documents included in the inquiry range will appear
in the scrolling window.

If the inquiry ID has a restriction without a range, you’ll be asked to enter the
starting and ending values. For example, you can insert a range restriction for
the master number. When you use the Inquiry ID to process an inquiry, you’ll
be asked to enter a starting and ending master number.

To view more information about a document or customer ID in the list, select

the record and click a link to a window showing more information. If you click
the Customer ID link, you can view the information about the customer in the
Customer Inquiry or Sales Prospect Maintenance window. If you click the
Document Number link, you can view the original sales document in the Sales
Transaction Inquiry Zoom window.

3. You can further restrict the documents in the scrolling window by marking
Unposted or History and choosing Redisplay to include unposted documents
or documents that have been moved to history.

Unposted These documents are still in process. They can be quotes, orders,
or back orders that haven’t been transferred or invoices and returns that haven’t
been posted.

History These documents have been completely processed and moved to

history. They can include quotes, orders, and back orders that have been
completely transferred, cancelled, or voided, and invoices and returns that have
been posted or voided.

If you want to see the purchase orders that would be created from these
documents, choose the Purchase button. For more information about creating
purchase orders, see Chapter 21, “New purchase orders.”

S A L E S O R D E R P R O C E S S I N G 225
PA RT 5 I N Q U I R I E S A N D R E P O R T S

4. To print the contents of this window, choose File >> Print or the printer icon
button or press CTRL+P. The Sales Document Inquiry Report by Range will be
printed.

Viewing items sold

Use the Sales Order Processing Item Inquiry window to view all documents entered
in Sales Order Processing that include a particular item or range of items. For
example, you might want to target a group of customers who purchased a
particular item for an upcoming sales promotion. You can limit the items displayed
by specifying a range of item numbers, document numbers, or document types. You
also can limit the number of items displayed by selecting specific document types
and selecting whether you want to view posted or unposted documents.

To view items sold:

1. Open the Sales Order Processing Item Inquiry window.
(Sales >> Inquiry >> Sales Items)

2. Choose a range of item numbers, document numbers, or document types to

view.

3. Choose which document types to include in the inquiry by using the SHIFT or
CTRLkey in conjunction with the arrow keys. Mark to include unposted
documents or documents that have been moved to history.

Unposted These documents are still in process. They can be quotes, orders,
or back orders that haven’t been transferred or invoices and returns that haven’t
been posted.

History These documents have been completely processed and moved to

history. They include quotes, orders, and back orders that have been completely
transferred, cancelled, or voided and invoices and returns that have been
posted or voided.

4. Choose Redisplay. The documents included in the inquiry range will be

displayed in the scrolling window.

226 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 8 I N Q U I R I E S

Highlight a record and link to a window displaying more information to view

more information about the item, customer, or document in the list. The
following table lists the link fields in the Sales Order Item Inquiry window.

Link field Window that opens

Item Number Item Inquiry
Document Number Sales Transaction Inquiry Zoom
Customer ID Customer Inquiry or Sales Prospect Maintenance

5. To print the contents of this window, choose File >> Print or the printer icon
button or press CTRL+P. The Item Inquiry Report will be printed.

Viewing serial or lot numbers of items sold

You can use the Sales Serial-Lot Number Inquiry window to view sold items that
are tracked by serial or lot numbers. For example, you might have been notified by
a manufacturer that a specific lot-numbered item is defective. You can identify
every invoice on which items with the specific lot number were sold.

To view serial or lot numbers of items sold:

1. Open the Sales Serial-Lot Number Inquiry window.
(Sales >> Inquiry >> Sales Serial/Lots)

2. Enter or select an item number.

3. Select the sites to include and mark to include unposted documents or

documents that have been moved to history.

Unposted These documents are still in process. They can be quotes, orders,
or back orders that haven’t been transferred or invoices and returns that haven’t
been posted.

History These documents have been completely processed and moved to

history. They can include quotes, orders, and back orders that have been
completely transferred, cancelled, or voided and invoices and returns that have
been posted or voided.

S A L E S O R D E R P R O C E S S I N G 227
PA RT 5 I N Q U I R I E S A N D R E P O R T S

4. Choose to view all the serial/lot number information for this item or choose a
range of serial/lot numbers, customers, or document types. You also can choose
a specific site and a date range.

5. Choose Redisplay. The documents included in the inquiry range will be

displayed in the scrolling window. To view more information about a document
or customer ID in the list, select the record and link to a window showing more
information.

If you click the Customer ID link, you can view the information about the
customer in the Customer Inquiry window. If you click the Document Number
link, you can view the original sales document in the Sales Transaction Inquiry
Zoom window.

6. To print the contents of this window, choose File >> Print or the printer icon
button or press CTRL+P. The Serial-Lot Number Inquiry Report will be printed.

Viewing sales process holds

Use the Sales Process Holds Inquiry window to view documents that have a process
hold assigned to them. For example, your company might assign a process hold to
all discounted orders, which prevents them from being transferred to an invoice
until the transaction is approved. If you’re responsible for approving orders, this
window can provide you with a list of orders that have been assigned that
particular process hold.

To view sales process holds:

1. Open the Sales Process Holds Inquiry window.
(Sales >> Inquiry >> Sales Process Holds)

2. Choose a process hold to view.

3. Mark to display assigned or removed holds and mark to include unposted

documents or documents that have been moved to history.

Unposted These documents are still in process. They can be quotes, orders,
or back orders that haven’t been transferred or invoices and returns that haven’t
been posted.

228 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 8 I N Q U I R I E S

History These documents have been completely processed and moved to

history. They include quotes, orders, and back orders that have been completely
transferred, cancelled, or voided, and invoices and returns that have been
posted or voided.

4. You can enter or select a range of documents to view.

5. Choose Redisplay. The documents assigned to the process hold will appear in
the scrolling window. To view more information about a document or customer
ID in the list, select the record, and link to a window showing more
information.

If you click the Customer ID link, you can view the information about the
customer in the Customer Inquiry or Sales Prospect Maintenance window. If
you click the Document Number link, you can view the original sales document
in the Sales Transaction Inquiry Zoom window.

6. To print the contents of this window, choose File >> Print or the printer icon
button or press CTRL+P. The Process Holds Inquiry Report will be printed.

Viewing bulk picking ticket details

If you’re using advanced picking, use the Sales Bulk Pick Detail window to view the
details of groups of picking tickets that have already been printed. This is useful if
the physical picking ticket is unavailable and you don’t want to reprint the ticket.

To view bulk picking ticket details:

1. Open the Sales Bulk Pick Detail window.
(Sales >> Transactions >> Bulk Print >> select an available pick >> click the
Available Pick link)

2. Choose OK to close the window.

Viewing document status details for a document

If you’re using sales fulfillment workflow, use the Sales Document Status Inquiry
window to view the document status details for a document. You can view
information such as the date and time that a document status was changed. You can
open this window from the Sales Document Range Inquiry window, the Sales
Transaction Entry window, and the Sales Order Fulfillment window.

S A L E S O R D E R P R O C E S S I N G 229
PA RT 5 I N Q U I R I E S A N D R E P O R T S

To view document status details for a document:

1. Open the Sales Document Status Inquiry window.
(Sales >> Inquiry >> Sales Range Inquiry >> click the Document Status Link)

2. When you’ve finished, close the window.

230 S A L E S O R D E R P R O C E S S I N G
Chapter 29: Reports
You can use Sales Order Processing reports to analyze sales activity and identify
errors in transaction entry. You can also use reports to review setup, posting, and
historical information. Other Sales Order Processing reports are important for the
audit trail to ensure that you’re accurately tracking financial data. Use this
information to guide you through printing reports and working with report
options.

For more information about creating and printing reports and the various reporting
tools that you can use with Microsoft Dynamics GP, refer to your System User's
Guide (Help >> Contents >> select Using The System).

Reports information is divided into the following sections:

• Sales Order Processing report summary

• Specifying a Sales Order Processing report option
• Microsoft SQL Server® Reporting Services reports for Sales Order Processing

Sales Order Processing report summary

You can print several types of reports using Sales Order Processing. Some reports
automatically are printed when you complete certain procedures; for example,
posting journals can be printed automatically when you post transactions,
depending on how your posting options are set up. You can choose to print some
reports during procedures; for example, you can print an edit list when entering
transactions by choosing the Print button in the batch entry window. In order to
print some reports, such as analysis or history reports, you must set up report
options to specify sorting options and ranges of information to include on the
report. For more information, refer to Specifying a Sales Order Processing report option
on page 233.

The following table lists the report types available in Sales Order Processing and the
reports included in those categories.

Report type Report Printing method

Activity reports Sales Quote Report * Create report options in the
Sales Open Order Report * Sales Activity Reports window.
Sales Back Order Report *
Sales Order Fulfillment Report
Sales Document Status Report
* Indicates reports that can be printed with multicurrency information displayed.
† Indicates reports that can be assigned to named printers. See “Printers” in the System
Administrator’s Guide (Help >> Contents >> select System Administration) for more information.

S A L E S O R D E R P R O C E S S I N G 231
PA RT 5 I N Q U I R I E S A N D R E P O R T S

Report type Report Printing method

Setup reports Sales Order Processing Setup List Choose >> Print in the setup
Sales Quote Setup List windows or create report
Sales Order Setup List options in the Sales Setup
Sales Invoice Setup List Reports window.
Sales Back Order Setup List
Sales Return Setup List
Sales Process Holds Setup List
Prospect Setup List
Prospect List-Detailed
Sales User-defined Fields Setup
Lists
Picking Instructions Report
Customer Picking Instructions List
Advanced Picking Setup
Sales Fulfillment Workflow Setup
List
Documents Quote *† Select a document in the Sales
Order *† Transaction Entry window and
Invoice *† choose File >> Print to print a
Back order *† single document, select a batch
in the Sales Batch Entry window
Return *†
and choose File >> Print to print
Picking ticket †
an entire batch or choose Sales
Packing slip †
>> Transactions >> Print Sales
Bulk Picking ticket † Documents to print a range of
Fulfillment order † documents or choose Sales >>
Inquiry >> Sales Documents to
print from history.
Labels Address labels Choose Administration >>
COD labels Reports >> Company >> Mailing
Prospect mailing labels labels and choose a label type
from the reports list.
Posting reports Sales Edit List * Choose File >> Print in the
Sales Batch List * window you use to complete the
Sales Posting Journal *† procedure or some will be
Sales Voided Journal *† printed automatically when you
complete the procedure.
Distribution Breakdown Register *†
Inventory Sales Register *†
Salesperson Register *†
Sales Deposits Journal *†
Edit lists Sales Edit List* Choose File >> Print in the
Sales Batch List* window you used to complete
Sales Edit List Currency the procedure.
Summary*†
Edit Sales Document Status
History reports Sales Transaction History Report* Create report options in the
Sales History Register* Sales History Reports window.
Distribution Detail History Report*
Sales Quote History Report*
Sales Order History Report*
Sales Serial/Lot History Report*
* Indicates reports that can be printed with multicurrency information displayed.
† Indicates reports that can be assigned to named printers. See “Printers” in the System
Administrator’s Guide (Help >> Contents >> select System Administration) for more information.

232 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 9 R E P O R T S

Report type Report Printing method

Utility reports Transaction Removal Report These reports will be printed
Journal Removal Report when you complete the
Account Distribution Removal corresponding procedure.
Report
Deposits Removal Report
Reconcile-Remove Sales
Documents Report
Edit Sales Document Status Report
Analysis reports Sales Document Analysis Reports † Create report options in the
Salesperson Report *† Sales Analysis Reports window.
Inventory Sales Report *†
Processing reports Holds Processing Preview List These reports will be printed
Sales Holds Processing Journal when you complete the
Sales Transfer Log corresponding procedure.
Order Fulfillment Status Report
Allocation/Fulfillment Exception
Report
Print Documents Exception Report
Purchase Orders Preview List †
Purchase Orders Generation
Register †
Instruction ID Preview List
Instruction ID Processing Journal
Item Print Option Preview List
Item Print Option Processing
Journal
Sales Bulk Exception Report
Automatic Order Allocation Report
Inquiry reports Sales Document Inquiry Report Choose File >> Print in the
Document Inquiry Report corresponding Inquiry window.
Item Inquiry Report
Serial-Lot Number Inquiry Report
Process Holds Inquiry Report
Sales Document Status Inquiry
Report
Automatic Allocation Preview
Report
* Indicates reports that can be printed with multicurrency information displayed.
† Indicates reports that can be assigned to named printers. See “Printers” in the System
Administrator’s Guide (Help >> Contents >> select System Administration) for more information.

Specifying a Sales Order Processing report option

Report options include specifications for sorting options and range restrictions for a
particular report. In order to print Sales Order Processing reports, you must first
create a report option. Each report can have several different options so that you can
easily print the information you need. For example, you can create report options
for the Sales Quote Report that show either detailed or summary information.

A single report option can’t be used by multiple reports. If you want identical options for
several reports, you must create them separately.

Use the Sales report options windows to create sorting, restriction, printing and
emailing options for the reports that have been included with Sales Order
Processing.

S A L E S O R D E R P R O C E S S I N G 233
PA RT 5 I N Q U I R I E S A N D R E P O R T S

To specify a Sales Order Processing report option:

1. Open a Sales reports window. There are separate windows for each report type.
(Sales >> Reports >> Setup)
(Sales >> Reports >> Posting Journals)
(Sales >> Reports >> History)
(Sales >> Reports >> Activity)
(Sales >> Reports >> Analysis)

2. Select a report from the Reports list.

3. Choose New to open the report options window. Your selection in step 2
determines which report options window appears.

For report options window information choose Help >> Index; then enter the
name of the specific report options window.

4. Name the option and enter information to define the option. The name you
choose for the option won’t appear on the report. The selections available for
defining report options vary, depending on the report type you’ve selected.

5. Enter range restrictions. The Ranges list shows the available options for each
report. The available ranges vary, depending on the type of report.

You can enter only one restriction for each restriction type. For instance, you can insert
one document number restriction (Order001 to Order099) and one customer ID
restriction (AARONFIT0001 to CELLULAR0001).

6. Choose Insert to insert the range in the Restrictions List. To remove an existing
range from the list, select the range and choose Remove.

7. Choose Email to enter email options for the report option. Once the email
options are set up, you’ll be able to send the reports in an email message. You’ll
also be able to send this report option in an email from any list view where the
report option is displayed.

8. Choose Destination to select a printing destination. Reports can be printed to

the screen, to the printer, to a file or to any combination of these options. If you
mark Ask Each Time, you can select printing options each time you print this
report option.

For more information about creating and printing reports, refer to your System
User's Guide (Help >> Contents >> select Using The System).

9. To print the report option from the report options window, choose Print before
saving it. If you don’t want to print the option now, choose Save and close the
window. The report window will be redisplayed.

Microsoft SQL Server® Reporting Services reports for

Sales Order Processing
You can view Sales Order Processing Reporting Services reports from the Reporting
Services Reports list. If you are using Reporting Services 2008 or later, sales metrics
for your home page also appear in the Reporting Services Reports list. You can
access the Reporting Services Reports list from the navigation pane or from an area
page in the Microsoft Dynamics GP application window. This report list appears if

234 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 2 9 R E P O R T S

you specified the location of your Reporting Services reports using the Reporting
Tools Setup window. See your System Setup Guide (Help >> Contents >> select
Setting up the System) for more information.

The following Reporting Services reports are available for Sales Order Processing.

Sales Distribution History Sales Transaction History Tax Details

Subreport
Sales Document Status SOP Document Analysis
Sales Transaction History SOP Document Analysis by Customer
Sales Transaction History Payment Details SOP Inventory Sales Report
Subreport

To print a Sales Order Processing Reporting Services

report:
1. In the navigation pane, choose the Sales button, and then choose the Reporting
Services Reports list.

2. Mark the Sales Order Processing report that you want to print.

3. In the Actions group, choose View to open the Report Viewer.

4. In the Report Viewer, select the specifications for the report and choose View
Report.

5. After viewing the report, select a format and print the report.

S A L E S O R D E R P R O C E S S I N G 235
236 S A L E S O R D E R P R O C E S S I N G
PART 6: UTILITIES
 Part 6: Utilities
This part of the documentation contains information about removing sales history
and reconciling sales information. Once you’ve determined how much historical
information to retain, you can remove the information that’s no longer needed.
Reconciling is the process of verifying that your unposted sales documents are
accurate. This following topics are discussed:

• Chapter 30, “Reconciling and removing sales documents,” explains

reconciliation—the process of verifying amounts on your sales documents—
and how to move sales documents to history.

• Chapter 31, “Sales history removal,” describes how to remove account,

transaction, deposit, journal, and tax history that is no longer needed.

238 S A L E S O R D E R P R O C E S S I N G
Chapter 30: Reconciling and removing sales
documents
Use the Reconcile-Remove Sales Documents window to reconcile your sales records
and remove any documents that have no remaining quantities but haven’t been
moved to history.

Before reconciling or removing sales documents, back up all your company data. For more
information about making backups, refer to the System Administrator’s Guide (Help >>
Contents >> select System Administration).

This information contains the following sections:

• Reconciling sales documents

• Removing completed documents

Reconciling sales documents

Reconcile your sales documents to verify the item quantities and totals on your
sales documents. When you reconcile sales documents, the following quantities and
information will be recalculated and adjusted as needed:

• Document item quantities

• Canceled item quantities
• Transferred item quantities
• Remaining item quantities
• Fulfilled item quantities for serial- and lot-numbered items
• Document subtotals
• Batch information
• Quantities linked to purchase orders
• Amount remaining

To reconcile sales documents:

1. Open the Reconcile-Remove Sales Documents window.
(Sales >> Utilities >> Reconcile-Remove Sales Documents)

2. Select a range of documents to reconcile.

3. Mark Reconcile Sales Documents.

Before you reconcile, you can print the Reconcile-Remove Sales Document Report to
verify information about the document ranges you’ve entered by marking the Print
Report Only option. If you mark this option, the report will be printed but the
documents won’t be reconciled.

S A L E S O R D E R P R O C E S S I N G 239
PA RT 6 U T ILI T I E S

4. Choose Process to reconcile the documents. The Reconcile-Remove Sales

Document Report will be printed automatically and will list the sales
documents that were reconciled.

Removing completed documents

Typically, documents with no remaining quantities are moved to history when the
document is transferred, voided, or posted. Occasionally, you might need to remove
sales documents that have a remaining quantity of zero and haven’t been moved to
history.

For example, suppose you transfer some of the item quantities from an order to an
invoice. Later, you cancel the remaining quantities on that same order. The order
won’t be moved to history, even though there are no remaining quantities. You’ll
need to move this document to history using the Remove Completed Documents
window.

To remove completed documents:

1. Open the Reconcile-Remove Sales Documents window.
(Sales >> Utilities >> Reconcile-Remove Sales Documents)

2. Select a range of documents to remove.

3. Mark Remove Completed Documents.

Mark Print Report Only to print the Reconcile-Remove Sales Document Report to
verify the information about the document ranges you’ve entered before you remove
documents.

4. Choose Process to remove the documents. The Reconcile-Remove Sales

Document Report will be printed automatically and will list the sales
documents that were removed.

240 S A L E S O R D E R P R O C E S S I N G
Chapter 31: Sales history removal
History records provide useful information for audit purposes. If you’re keeping
history records in Sales Order Processing, the records can be maintained for an
unlimited number of years. For more information about keeping history records,
see Setting up Sales Order Processing default entries on page 11.

Because historical records increase the amount of hard disk space needed, you
should remove history periodically to keep only the information you need. If you
no longer need certain history records, you can remove all the records or a range of
records. If you specify a range to remove, only the documents in the range that have
been moved to history will be removed.

When you remove history, any corresponding multicurrency information will be

removed, as well.

This information contains the following sections:

• Removing Sales Order Processing history

• Removing tax history
• Removing Intrastat history

Removing Sales Order Processing history

You can use the Remove Sales History window to remove the following types of
Sales Order Processing history.

Transaction history When you remove transaction history for invoices and
returns, the transactions won’t appear on sales and salesperson reports in Sales
Order Processing. If you have a sales document linked to a purchase order, the link
will be removed with the document.

Distribution history You can remove distribution history for posted invoices or
returns. When you remove distribution history, the audit trail code, account,
account description, and debit and credit amounts will be removed from Sales
Order Processing.

Attachments history You can remove attachments with transaction history or

remove attachments from posted invoices or returns. When you remove
attachments, the attachments are removed from the transactions and not removed
from where they are stored. This option is available if you are using document
attachments.

Journal history You can remove journal history for posted invoices or returns.
When you remove journal history, you won’t be able to reprint posting journals for
the information you’re removing.

Deposit history You can remove deposit history for orders and back orders.
When you remove deposit history, detailed information about deposits received
will be removed from Sales Order Processing.

When you remove history, transaction information stored in other modules, such as
Bank Reconciliation, Receivables Management, and General Ledger, won’t be
affected. However, you won’t be able to link to the original Sales Order Processing
transaction from these modules.

S A L E S O R D E R P R O C E S S I N G 241
PA RT 6 U T ILI T I E S

Before removing history, back up all your company’s data. For more information about
making backups, refer to the System Administrator’s Guide (Help >> Contents >> select
System Administration).

To remove Sales Order Processing history:

1. Open the Remove Sales History window.
(Sales >> Utilities >> Remove Sales History)

2. Select the history type you want to remove.

3. Enter or select a range of documents to remove.

4. Choose Insert; the range restriction will be displayed in the Restrictions list. You
can select another range type and insert another restriction.

You can enter only one restriction for each restriction type. For example, if you enter a
restriction specifying that document numbers INV1000 through INV1010 should be
removed, you can’t enter another restriction for document numbers INV1100 through
INV1150. To remove multiple ranges of history, you must remove each range separately.

5. Mark the type of records you want to remove. If you’re removing Transaction
history you can mark Distributions to remove distribution records at the same
time.

If you are using document attachments and want to remove attachments

without removing transaction history, unmark Transaction and then mark
Attachments.

6. Mark Print Report to print the Transaction Removal Report after history has
been removed.

You can print the Transaction Removal Report to verify the ranges you’ve entered before
you remove history. Unmark your Remove selections, select Print Report, and choose
Process.

7. Choose Process to begin removing history.

Removing tax history

Use the Tax History Removal window to remove tax detail transactions. Only the
tax history for the range you specify will be removed. Once tax history has been

242 S A L E S O R D E R P R O C E S S I N G
 C H A P T E R 3 1 S AL ES H IS T O R Y R E M O V A L

removed, the tax details in the range you’ve removed won’t be printed on tax
reports.

Before removing history, back up your company’s accounting data. For more information on
making backups in Microsoft Dynamics GP, refer to the System Administrator’s Guide
(Help >> Contents >> select System Administration).

To remove tax history:

1. Open the Tax History Removal window.
(Administration >> Utilities >> Company >> Remove Tax History)

2. Select whether you want to remove tax detail transactions and print the Tax
History Removal Report, remove the tax detail transactions, or print the Tax
History Removal Report.

3. Enter or select a range of tax history to remove or print a report of.

4. Choose Insert to insert the range.

5. Choose Process to remove tax history. If Print Tax History Removal Report was
marked, the Tax History Removal Report will be printed.

Removing Intrastat history

Use the Remove Intrastat History window to remove Intrastat history records that
are no longer necessary. Only the Intrastat records for the range you specify will be
removed.

Before removing history, back up your company’s accounting data. For more information on
making backups in Microsoft Dynamics GP, see the System Administrator’s Guide >>
Contents >> select System Administration).

Once history has been removed, you won’t be able to print the Intrastat removal
reports for the ranges of information you’ve removed.

S A L E S O R D E R P R O C E S S I N G 243
PA RT 6 U T ILI T I E S

To remove Intrastat history:

1. Open the Remove Intrastat History window.
(Administration >> Utilities >> Company >> Remove Intrastat History)

2. Select a range type for the historical information you want to remove. Define
the beginning and the end of the range, then choose Insert to display the range.

You can enter and insert additional ranges. However, you can enter only one range for
each range type. For example, if you enter a restriction specifying that history should be
deleted for customer records COMPUTER0003 through GRAHAMAR0001, you can’t
enter another restriction for customer IDs CONTINEN0001 through
EXECUTIV0001.

3. Mark Remove Transactions, then mark Print Report to print the Intrastat
removal reports for the range of customer records or vendor records you’ve
specified. Print these reports to retain a permanent record of your past Intrastat
records after you’ve cleared history.

You can print the Intrastat removal reports without removing history. To do so, mark
only Print Report and choose OK.

4. Choose Process to remove the selected history records.

244 S A L E S O R D E R P R O C E S S I N G
Glossary Bank card
A type of credit card. Bank cards include
Bulk picking ticket
A picking ticket that displays the items and
ATM cards that when used by a customer, quantities needed to fulfill more than one
Account alias funds are transferred directly into your bank fulfillment order or invoice and the location
A “short name” for a posting account in the account. Bank cards also include cards of each item for a batch of items. You can
chart of accounts. If the account format has a issued by a bank based on a credit rating and print bulk picking tickets for fulfillment
large number of segments, using aliases can typically do not carry a credit limit. The bank orders and invoices only.
speed data entry. that issued the card will see to it that the
seller receives payment. Payments received Charge card
Active customer from these cards are treated as check or cash A type of credit card. Charge cards are
A customer with whom business is payments. issued by banks and authorize the holder to
conducted on a regular basis. buy goods or services on credit. Payments
Base unit of measure received from charge cards are treated as
Advanced picking The unit of measure that is common to all accounts receivable amounts because you
Allows you to group picking tickets by units of measure on a unit of measure must submit them to the card companies for
specific criteria, print bulk picking tickets, schedule. The base is the smallest unit of reimbursement. You must receive
print the customer item on the packing slip measure on the schedule. For example, if a reimbursement to consider the charged
and invoice, and define customer specific unit of measure schedule includes the amounts paid.
picking instructions that are printed on the following units of measure: each, pair and
picking ticket. dozen, each would be the base unit of Check card
measure. A type of credit card. When purchases are
Alert message made with a check card, the amount of
A message that appears when inappropriate, Batch purchase will be immediately withdrawn
inadequate or unclear data or instructions A group of transactions identified by a from the user’s bank account.
are issued, when data is not accessible or unique name or number. Batches are used to
when a confirmation is sought. conveniently group transactions, both for Checkbook
identification purposes and to speed the An account used to maintain a currency
Alignment form balance and track the receiving and
A document that ensures text will be posting process.
disbursing of cash.
properly aligned when documents are Batch approval
printed. Allows users to choose whether to approve Class
batches of transactions before posting. If the A feature that allows customers, vendors,
Allocating users or items to be grouped according to
batch approval option is being used, the ID
The process of reserving the item in common characteristics. For example, a
inventory. The item remains in inventory of the user who approved the batch and the
approval date will appear on posting customer class could be created to group
until fulfillment but isn’t available for sale. customers according to credit limit or
reports.
Audit trail location.
A series of permanent records used to track a
Batch controls
Values for both the number of transactions in Comma-delimited fields
transaction to the point where it was The standard comma-separated ASCII
originally entered. The audit trail can be a batch and the total currency amount of the
batch. As transactions are entered, the actual character format used when exporting a
used to verify the accuracy of financial report so that it can be read by database
totals will be displayed. These totals can be
statements by outside accountants or programs.
auditors. verified periodically as transactions are
entered to ensure that the required number Comment ID
Audit trail code and amount of transactions match the actual
Identifies a particular comment that will be
A series of alphanumeric characters number and amount that was entered. printed on a sales document. Comments for
providing a precise record of each each line item can be entered also.
transaction and where it has been posted.
Batch list
A list of all the transactions—quotes, orders, Credit card
Available to promise invoices, back orders and returns—in an
Cards used to pay for items instead of a
The quantity available for a customer on a unposted batch. This report can be printed to
check, cash or other method. The amount
specific day by calculating on-hand verify the accuracy of transactions. due is then billed by the credit card
inventory and transactions that increase or company. Using the Credit Card Setup
decrease inventory, such as sales orders,
Batch-level posting
A posting method you can use to save window, cards used to make payments can
inventory adjustments, and purchase orders. be classified as credit cards or check cards.
transactions in batches and post the batches
Back order whenever it’s convenient. There are three Cards accepted as payment by a company
Orders that you place without adequate types of batch-level posting: batch posting, can be classified as bank cards or charge
series posting and master posting. cards.
quantities on hand. For example, if you want
to allocate five items from your inventory, Credit terms
but have only three on hand, you can back
Bin
A location within a site where you store Conditions agreed upon when credit is
order the remaining two. granted.
items.
Backing up Customer item
The process of storing data on a secondary The name that the customer uses for an item.
medium, usually on diskettes or magnetic For example, suppose the customer calls an
tape, in order to minimize the difficulty of item a White Board, but the item in your
recovering from data loss. Backups should inventory is a Dry-Erase Board. White Board
be performed routinely. would be the customer item.

S A L E S O R D E R P R O C E S S I N G 245
GLOS SA RY

Default entry Drop-ship Fulfillment

A value that is displayed in a window A sale where the items are sent directly to the The process of identifying and verifying the
automatically, and that will be used unless a customer from your supplier. Drop-ship items to satisfy an order or invoice. When
different value is entered. transactions have no effect on your you fulfill serial or lot numbers items, you
inventory because the inventory is never must select the serial or lot number for the
Default site adjusted to reflect increases or decreases in item. Items on an invoice must be fulfilled
A site ID selected in Sales Order Processing quantities. before the invoice can be posted.
Setup that identifies the location from which
the most items are sold. Edit list Fulfillment order
A list of transactions—invoices and A type of sales document that uses
Deposit returns—in an unposted batch that can be document statuses to provide additional
An amount received when the customer printed to verify the accuracy of transactions structure and control over typical sales
places an order. Deposits are posted when before posting. processes, such as printing the picking ticket,
they are entered on the order or back order picking the goods, printing the packing slip,
and can be transferred to an invoice. Error message packing and shipping the goods, and
See Alert message. sending the invoice to the customer. You can
Discount available
Expansion button create a fulfillment order from a quote, a
A reduction in the amount receivable,
typically offered to a customer if the A button next to certain fields that opens back order, or an order. You can create an
invoice from a fulfillment order.
payment is made by a certain date. another window. This window shows
additional information related to the field. Functional currency
Discount date For example, the customer expansion button The primary currency in which a company
The date an invoice must be paid for a opens a window that contains additional maintains its financial records. Typically, the
discount to be valid. information about the customer. functional currency is the currency for the
Distributing Extended price country or region where the company is
The process of allocating to separate located.
The total price for each line item on a
accounts a percentage or part of transaction document calculated using the following
amounts.
Group printing
formula for quotes, orders, returns and back Creating and printing report options in
Distribution accounts orders: (Unit Price – Markdown) x groups. For example, a report group could
Accounts designated to receive a percentage Document Quantity = Extended Price and be used to print all the financial statements
the following formula for invoices: (Unit and the Trial Balance before closing a month,
of transaction amounts posted to a fixed or
Price - Markdown) x Billed Quantity = quarter or fiscal year.
variable allocation account or accounts
designated to receive a percentage or part of Extended Price.
posted transactions.
History
Extended quantity A record of completed transactions or
Distribution history The quantity for the unit of measure restated account balances. In Sales Order Processing,
in the base unit of measure. For example, if once a document has been transferred,
A record of the debits and credits for each
the base U of M is each, the U of M on the voided or posted, it is automatically moved
document that was distributed to individual
posting accounts. transaction is pair and the quantity is 3, the to history.
extended quantity will be 6.
Document status Hold
Describes the step in the sales fulfillment
Flat fee See Process hold.
An item type assigned to items with current
workflow process that fulfillment orders and
orders are at. Fulfillment order document
costs but no quantities. For example, the fee Inactive customer
statuses include: for an extended warranty might be assigned A customer with whom you no longer
a flat fee item type. conduct business. Typically, records for these
1 - Ready to Print Picking Ticket customers can’t be deleted because historical
2 - Unconfirmed Pick Free-forward records are being maintained.
3 - Confirm Pick/Ready to Pack The total of available and pending quantities
4 - Unconfirmed Pack of an item, plus any additional quantities Inquiry
5 - Shipped from purchase orders, assembly receipts, A feature that allows users to view posted
6 - Ready to Print/Post manufacturing orders, and sales returns that and unposted customer, item or document
are displayed in the Inventory Available to information.
You can change the fulfillment order status Promise Inquiry window. The total sum is
descriptions, and activate or inactivate them. reduced by the item quantities from Intrastat
unallocated sales orders, sales back orders, The system for collecting statistics on the
Order document statuses include New, In trade of goods between European Union
and unallocated manufacturing components
Process, and Complete. countries.
displayed in the Inventory Available to
Document type Promise Inquiry window. Invoice
A selection that identifies a document’s A document that records the prices and
Freight
purpose and how document amounts will be other details of goods and services sold or
An additional charge for shipping the item
posted. In Sales Order Processing, the supplied. Invoices also are used to serve as
to the customer. You must manually enter
document types include quotes, orders, part of the audit trail.
freight amounts on a sales document.
invoices, back orders, and returns.
Fulfill Item print option
Updates bin, serial-number, and lot-number Determines which items that are printed on
information, but not item quantities. bulk picking tickets, individual picking
tickets, or both.

246 S A L E S O R D E R P R O C E S S I N G
 G L O S S A R Y

Kit Note Picking ticket

An item type that is assigned to items made A feature used to attach messages to A document that displays the items and
up of components (other inventory items). windows and records. The note button quantities on an order as well as the site and
Kits are not tracked in inventory. They are shows whether a note is attached to a bin number. Picking tickets typically aren’t
assembled at the time of sales and are sold as window. Notes can be edited and reattached, sent with the order, but are used by
an individual item. deleted or printed. warehouse personnel when assembling the
items on an order.
Linking Object
The process of associating a sales line item An element of the tree view in the Purchase Posting
with a line item on a purchase order. If you Orders Preview window. Each line in the tree A procedure to make temporary transactions
generate a purchase order from Sales Order is an object—and the objects are organized a part of permanent records or to update
Processing, the items are linked first by vendor, then by purchase order, then accounts with specific transaction amounts.
automatically. You also can link sales line item, and finally sales document. In manual accounting, posting transfers
items to existing purchase orders. journal entries to the appropriate accounts in
Order a general ledger.
Lookup window A document that expresses a commitment by
A window that displays a list of accounts, a customer to purchase items from you. Posting account
customers, jobs or other items. Lookup Orders also are used as part of the audit trail. A financial account that tracks assets,
windows for a specific field are displayed by liabilities, revenue or expenses. These
choosing the lookup button next to the field. Origin accounts will appear on the financial
A transaction entry window within a specific statements and other reports created in the
Lot number module. Certain options, such as closing financial series.
A number that identifies items that were fiscal periods can be selected for each
created at the same time and have the same transaction origin. Also, the transaction Posting journal
characteristics, such as the dye used when origin will appear as part of the audit trail A report printed after the posting process
manufacturing fabrics and carpet. code on all posting reports. that shows the detail for each transaction
posted. Posting journals also include the
Markdown Originating currency audit trail code, which provides a precise
The currency amount or percentage that is The currency that a multicurrency record of where each transaction has been
subtracted from the unit price of an item to transaction is conducted in. posted.
determine a discounted selling price.
Packing slip Primary vendor
Master number A document that displays the items and The vendor you order the selected item from
A single number assigned to a series of quantities that have been included in a most often. The primary vendor is the
documents that is used to track related shipment. Packing slips are often attached default vendor when you generate purchase
documents. For example, when a customer directly to the shipment when it is sent to the orders from Sales Order Processing.
requests a quote, then places an order and customer and can be used to verify that all
receives an invoice for the items on the invoiced items were included in the Process hold
quote, each document will be assigned the shipment. A user-defined restriction that prevents a
same master number. (However, each document from further processing. In Sales
document also maintains its own document Payment Order Processing, you can set up an
number.) An amount received that can’t be realized unlimited number of holds and assign them
until after the order is shipped to the to various processes. For example, you can
Master posting customer. Payment amounts are posted set up a hold that restricts posting until a
A posting process in which marked batches when the invoice or return is posted. manager has approved the documents.
from different series can be posted
simultaneously. Payment terms Prospect customer
Conditions for payment agreed upon when a A customer that may become part of your
Miscellaneous charge sales transaction takes place. Payment terms customer base sometime in the future; a
A charge that isn’t part of a normal might include a discount to the selling price potential customer. Prospect customer
purchasing process. A miscellaneous charge if the payment is received within a certain records can be entered on quote documents
may be a service charge such as installation time period. only.
or repair of merchandise. You must
manually enter miscellaneous charges on Pending purchase order Purchase order
sales documents. A purchase order that would be created from A document authorizing a seller to deliver
a sales order or back order but hasn’t been goods with payment to be made later.
Miscellaneous charge item generated yet. You can view pending
An item type assigned to items that aren’t purchase orders in the Purchase Order Quote
being tracked by quantity or current cost, Preview window. A document that lists prices for items that a
such as shipping costs, customizing costs, or customer is interested in purchasing. Items
other costs that occur infrequently. Picking instruction on quotes are not allocated in inventory.
Information that you can assign to a Quotes also are a part of the audit trail.
Non-inventoried item customer record or item record that might
An item that is not set up and is not tracked include information such as the sequence Real-time posting
in Inventory Control. If you enter a non- that items should be picked or that a forklift See Transaction-level posting.
inventoried item on a sales document, the is required to pick an item.
item will appear on sales reports but not
inventory reports.

S A L E S O R D E R P R O C E S S I N G 247
GLOS SA RY

Reconciling Tax schedule Workflow

A procedure used to verify that Sales Order Groups of tax details that define each tax that The defining and tracking of a business
Processing data is accurate. Reconciling only may apply to customers, items or other process, during which tasks are completed
involves unposted sales documents and taxable costs. Tax schedules are used to and documents are passed from one
verifies the quantity amounts and totals on determine which taxes apply to individual individual or department to another to
the documents. sales. complete the next task in the process.

Removing history Terms discount taken ZIP code

A procedure used to erase ranges of The discount amount customers take from In the United States, the postal code assigned
historical information. Additional hard disk their available payment terms discount. to business and residential addresses. In
space will become available when history other countries/regions, it may be referred
has been removed and files have been Text-only format to as post code or postal code.
shrunk. A file format that saves reports as text
without formatting. This format is used
Report option when exporting reports to applications that
A collection of entries that specify the are unable to read other formats available.
amount of information or the type of
information that will appear on a report. Trade discount
Multiple report options can be created for A discount a customer always receives. The
each report. rate is calculated at the time of a sale and is
given in addition to any payment term
Return discounts that also may be offered. Trade
A transaction that records the return of discounts are set up for a customer in the
merchandise after the invoice has been Customer Maintenance window.
posted. Return amounts are applied to the
original invoice (for open item customers) or Transaction-level posting
to the customer’s balance (for balance A posting method in which transactions can
forward customers). be entered and posted without having to
create a batch. Also known as real-time
Return quantity type posting. See also Batch-level posting.
A general category that returned items are
assigned to. The categories are On Hand, In Transferring
Use, In Service, Damaged or Returned. You The process of transferring customer and
can return items to any quantity type, but item information from an existing document
you can sell items only from the on hand to a new document of a another type.
quantity type. Tree view
Sales tax detail The Purchase Orders Preview window uses
See Tax detail. a tree view to show pending or existing
purchase orders. The tree view appears on
Sales tax schedule the left side of the window. Each line in the
See Tax schedule. tree is an object. Items selected in the tree
view determine what is displayed in the
Serial number other portion of the window.
A number that is one of a series and is
assigned to a specific inventory item to Unit account
identify it and differentiate it from similar An account that tracks statistical or non
items with the same item number. financial quantities, like the number of
customers with past-due balances or the
Series posting number of invoices generated over a specific
A posting process in which marked batches time period.
from the same series can be posted
simultaneously. Unit cost
The amount per unit that you paid for an
Site item you’re planning to sell or consume.
A store, warehouse or other building from
which you do business or store items. Unit of measure (U of M)
A user-defined unit in which you purchase
Substitute item or sell an item, such as each, pair or case. You
An inventoried item that can be sold in place can sell an item in multiple units of measure.
of another inventoried item.
Unit price
Tab-delimited field The amount per unit you sell an item for. For
The tab-separated ASCII character format example, if you sell a case of oil, the unit
used when exporting a report. price is the price per can of oil.
Tax detail VAT (Value-Added Tax)
A definition of a tax that may apply to A sales tax used in Europe and elsewhere in
customers. Tax details are grouped into tax the world.
schedules. See also Tax schedule.

248 S A L E S O R D E R P R O C E S S I N G
Index back orders (continued)
document detail information 109
C
changes since last release, information
drop-ship 57 about 4
A entering 99 checkbooks, selecting default in Sales
accounts in Sales Order Processing format 37 Order Processing 13
default deposit accounts 121 fulfilling from purchase orders 167 COD tags, printing 186
default distribution accounts for generating purchase orders 155 comments
invoices 93 item detail information 111 one-time 191
default payment accounts 121 linking to purchase orders 159 setting up 190
default posting accounts 13 markdowns 113 commissions
distributing taxes 124 modifying 189 modifying 200
maintaining distribution history 13 numbering 19 multicurrency 66
actual ship dates overview 99 splitting 201
viewing 94 printing a batch 177 commitment status, checking 164
viewing on fulfillment orders 88 printing a range 178 credit limit hold
advanced picking, setting up 24 printing options 173 selecting for fulfillment order IDs 34
Advanced Picking Setup window printing single 174 selecting for invoice IDs 34
displaying 25 removing links to purchase orders selecting for order IDs 31
setting up advanced picking 24 162 currency amounts
alignment forms removing payments 121 account distributions 66
printing 175 sales taxes 101 changing view 65
printing for a sales document 176, 181 setting up numbers 19 decimal places 14
allocation transfer options 37 exchange rates 65
by batch 136 transferring individual 214 multidimensional analysis 67
by document 136 transferring multiple 215 payments 66
by line item 135 viewing 223 printing 173
for back orders 137 voiding 202 rounding 67
problems with 138 batch lists, printing 186 sales taxes 66
quantity alerts 138 batch posting in Sales Order Processing, subtotals 66
setup options 129 posting a single batch 206 currency list button, using 65
allocation of items batches in Sales Order Processing current installation instructions, accessing
in sales document transfers 210 allocating items 136 on the Web 4
purchase order line items 165 creating 69 current upgrade information, accessing on
setting up for fulfillment order IDs 34 deleting 70 the Web 4
setting up for invoice IDs 34 modifying 70 custom fields
setting up for order IDs 32 posting single 206 described 20
analysis information, multicurrency 67 printing a list of documents 186 printing a list 21
attachments, transfers in Sales Order printing all documents 177 setting up 20
Processing 213 printing all transactions 70 custom inquiries, creating for sales
available to promise (ATP), overview 63 printing previously printed documents 224
documents 173 customer credit limit override workflow,
B printing transactions that can be approval 10
back order dates, changing or viewing 100 posted 70 Customer Item Maintenance window
back order IDs sending all documents in e-mail 177 displaying 53
deleting 50 transferring 215 setting up customer item numbers 53
modifying 49 Bin Quantity Entry window, displaying setting up substitute item numbers 53
printing a setup list 38 192 customer items, printing customer item
setting up 36 bins in Sales Order Processing names 173
transfer options 37 changing 192 customers in Sales Order Processing
back orders default entries 59 changing information 112
adding comments 190 default returns bin 104 entering prospect records 73
allocating items 137 order fulfillment 141 prospect overview 73
changing links to purchase orders 163 overview 59
commissions 200 return quantity types 103 D
copying line items 85 Bulk Picking Print window dates
creating purchase orders for 147 displaying 184 changing on back orders 100
custom inquiries 224-226 printing bulk picking tickets 184 changing on fulfillment orders 88
customer detail information 112 bulk picking tickets changing on invoices 94
deleting 202 printing 171 changing on quotes 76
deposits 117 printing bulk picking tickets 184 changing on returns 105
described 9 viewing details 229 changing on sales orders 82

S A L E S O R D E R P R O C E S S I N G 249
IN DEX

dates (continued) document numbers (continued) fulfillment

quote expiration date 76 sales orders 30 all items on a document 142
viewing ship date 94 setting up in Sales Order Processing controlling with process holds 23
viewing ship date on fulfillment 19 default bins 141
orders 88 document statuses individual items 142
decimal places advancing the status of multiple previously entered items 143
printing a list of settings 15 fulfillment orders 194 printing Back-Ordered Items
setting up for currencies 14 reversing the document statuses of Received report 167
setting up for non-inventoried fulfillment orders 199 purchase order drop-ship items 166
quantities 13 viewing document status details for a purchase order line items 165
default entries document 230 purchase orders from back orders 167
printing a list 14 documentation setting up for invoice IDs 34
setting up in Sales Order Processing accessing on the Web 4 setting up for order IDs 31
11 symbols and conventions 3 fulfillment order dates, changing or
deposits documents viewing 88
entering 117 allocating items 136 fulfillment order IDs
in sales document transfers 210 custom inquiry 224 item allocation options 34
maintaining history 13 format 20 printing a setup list 36
multicurrency 66 moving to history 240 setting up 33
posting 121 numbers 19 transfer options 34
removing 121 printing posted 180 fulfillment orders
discontinued items in Sales Order reprinting 180 advancing the document status 194
Processing, allowing sale 19 resending in e-mail 180 copying line items 85
discounts sending posted in e-mail 180 described 9
back orders 101 setting up 27-43 entering 87
entering 106 transferring 214 fulfillment options 34
fulfillment orders 89 viewing sales documents 223 item allocation options 34
invoices 95 drop-ship items numbering 33
merging distributions 114 entering 57 printing a range 178
quotes 77 fulfilling from purchase orders 166 printing in a batch 177
returns 106 kits 62 printing single 174
sales orders 84 purchasing 57 reversing the document status 199
distributions returning 57 sales taxes 90
maintaining history 13 sending a range in e-mail 178
merging trade discounts and E sending a single fulfillment order in
markdowns 114 Edit Sales Document Status window e-mail 174
multicurrency 66 displaying 199 sending in a batch in e-mail 177
sales taxes 124 reversing document statuses 199 setting up numbers 33
separate for payments 117 e-mail transfer options 34
document attachments, transfers in Sales options for sending sales documents understanding fulfillment orders 87
Order Processing 213 173 using workflow 10
document dates requirements for sending sales fulfillment orders to single invoice,
back orders 100 documents 174 combining 91
fulfillment orders 88 Enable Extended Pricing window, fulfillment workflow hold
invoices 94 displaying 24 selecting for fulfillment order IDs 34
quotes 76 error messages, pending purchase orders selecting for invoice IDs 34
returns 105 149 functional currency, viewing 65
sales orders 82 exchange rates functional prices, converting 12
document formats, printing 175 during document transfer 12
document IDs how calculated 65 H
assigning process holds 42 expiration dates, changing for quotes 76 help, displaying 3
deleting 50 extended pricing Help menu, described 3
modifying 49 enabling 24 history in Sales Order Processing
removing process holds 50 price calculations 58 maintaining for voided transactions
setting up 27-43 when to use 23 12
document numbers moving documents to 240
back orders 36 F printing documents from 180
fulfillment orders 33 freight charges removing Intrastat information 243
invoices 33 calculating sales taxes 16 removing tax history 242
quotes 27 in sales document transfers 211 removing transactions 241
returns 40 sending documents in e-mail 180

250 S A L E S O R D E R P R O C E S S I N G
 I N D E X

history in Sales Order Processing invoices in Sales Order Processing items in Sales Order Processing (continued)
(continued) (continued) viewing information in Purchase
setting up 13 markdowns 113 Orders Preview 151
holds in Sales Order Processing modifying 189
assigning to document IDs 42 numbering 19 K
assigning to individual documents payments 119 kits
195 posting batches 206 changing components 192
assigning to multiple documents 197 posting overview 205 drop-ship 62
described 22 posting single 206 posting accounts 62
printing a setup report 23 printing a batch 177 pricing setup 12
removing from document IDs 50 printing a range 178 printing components 173
removing from individual documents printing options 173 quantity shortages 134
197 printing posted 180 returning 103
removing from multiple documents printing single 174 tracking 61
198 quick print 181 transferring 62
setting up 22 removing payments 121
viewing 228 sales taxes 96 L
sending a batch of invoices in e-mail labels, user-defined fields 20
I 177 line items in Sales Order Processing
icons, used in manual 3 sending a range of invoices in e-mail allocating items 135-138
inactive items 178 changing bins 192
fulfillment orders 89 sending a single invoice in e-mail 174 changing lot numbers 191
invoices 95 setting up numbers 19 changing serial numbers 191
orders 83 transfer options 34 drop-ship 57
quotes 77 transferring individual 214 extended pricing calculations 58
inquiry IDs, using 225 transferring multiple 215 fulfilling all 142
installation instructions, accessing on the using workflow 10 fulfilling individual 142
Web 4 viewing 223 functional price 12
Instruction ID Processing window voiding 202 lot numbers overview 61
assigning instruction IDs 62 items in Sales Order Processing markdowns 113
displaying 62 adding to inventory 61 modifying 189
Intrastat statistics allocating items 135-138 overriding price 19
entering 115 auto-assigning lot numbers 18 price lists 57
removing history 243 auto-assigning serial numbers 18 printing tax amounts 173
invoice dates, changing or viewing 94 changing bins 192 sales tax calculation 123
invoice IDs changing lot numbers 191 serial numbers overview 61
deleting 50 changing serial numbers 191 substituting 133
fulfillment options 34 displaying unit cost 11 unit cost 58
item allocation options 34 drop-ship 57 using bins 59
modifying 49 extended pricing calculations 58 viewing sales taxes 125
printing a setup list 36 fulfilling all 142 lookup window, displaying 4
setting up 38 fulfilling from purchase orders 165 lot numbers in Sales Order Processing
transfer options 34 fulfilling individual 142 automatically assigning 18
invoices in Sales Order Processing functional price 12 changing 191
accounts 93 inquiries 226 receiving purchase orders 166
adding comments 190 lot numbers overview 61 returning 104
allocating items 135-138 markdowns 113 tracking 61
commissions 200 non-inventoried 60 viewing items sold 227
copying line items 85 overriding price 19
custom inquiries 224-226 price lists 57
M
customer detail information 112 Mailing Label Report Options window,
quantity shortages 18
deleting 202 displaying 186
sale of discontinued items 19
described 9 mailing labels, printing 186
sales tax calculation 123
distributions 93 markdowns
serial numbers overview 61
document detail information 109 allowing 18
setting up to enter non-inventoried
drop-ship 57 entering 113
items 18
entering 93 merging distributions 114
substituting 133
fulfilling 141 master numbers
tracking kits 61
fulfillment options 34 finding related documents 109
unit cost 58
item allocation options 34 tracking 12
using bins 59
item detail information 111 miscellaneous charges
calculating sales taxes 16

S A L E S O R D E R P R O C E S S I N G 251
IN DEX

miscellaneous charges (continued) payments in Sales Order Processing process holds (continued)
in sales document transfers 211 (continued) assigning to individual documents
multicurrency entering for back orders 117 195
account distributions 66 entering for invoices 119 assigning to multiple documents 197
changing currency view 65 entering for orders 117 described 22
exchange rates 65 entering for returns 119 removing from document IDs 50
multidimensional analysis amounts multicurrency 66 removing from individual documents
67 posting 121 197
payments 66 removing 121 removing from multiple documents
rate types 65 Picking Instruction Maintenance window, 198
reporting currency 221 displaying 48 setting up 22
rounding 67 picking instructions, assigning instruction viewing 228
sales taxes 66 IDs 62 product documentation, accessing on the
subtotals 66 Picking Instructions Preview window, Web 4
multidimensional analysis, multicurrency displaying 63 prospective customers
67 picking tickets entering records 73
multiple bins in Sales Order Processing, numbering 19 overview 73
overview 59 printing 171 printing a list 74
printing options 172 quotes 75
N PO Assignment for Sales Document purchase orders in Sales Order Processing
navigation, symbols used for 3 window, displaying 160 allocating and fulfilling 165
new features, information about 4 PO Commitment for Sales Document allocating inventory items 165
non-inventoried items in Sales Order window, displaying 161 Back-Ordered Items Received report
Processing posting accounts in Sales Order 167
adding to inventory 61 Processing changing links 163
allowing 18 deposits 121 changing vendors 152
calculating sales taxes 16 invoices 93 combining similar line items 17
decimal places 14 kits 62 combining sites 16
entering 60 multicurrency 66 creating 147
fulfilling from purchase orders 166 non-inventoried items 60 default unit of measure 17
posting accounts 60 payments 121 deleting commitments 19
unit cost 166 selecting default 13 errors 149
posting in Sales Order Processing fulfilling drop-ship items 166
O changing or viewing dates 94 fulfilling inventory items 165
objects in tree view changing or viewing dates on fulfilling non-inventoried items 166
described 150 fulfillment orders 88 generating 155
marking 150 controlling with process holds 22 linking to existing POs 159
moving 153 individual transactions 206 modifying before generating 154
Options menu, using 65 national accounts 84 preview window 151
order fulfillment overview 205 removing links 162
all items on a document 142 posting journals, maintaining history 13 required dates 17
controlling with process holds 23 prices rules for generating 147
default bins 141 allowing below cost 18 setup options 16
individual items 142 converting from functional currency vendors 149
previously entered items 143 12 viewing item information 151
printing Back-Ordered Items extended pricing calculations 58 viewing pending 148
Received report 167 kits 12 viewing sales information 152
purchase order drop-ship items 166 overriding 18 viewing vendor information 150
purchase order line items 165 price levels 57 warnings 149
purchase orders from back orders 167 setting up to use price lists 12 Purchase Orders Preview window
setting up for invoice IDs 34 using price lists 57 displaying 150
setting up for order IDs 31 pricing options errors 149
orders, copying line items 85 described 23 explained 148
originating currency, viewing 65 enabling extended 24 objects described 150
when to use extended 23 sorting 150
P when to use standard 23 tabs 150
packing slips
Print Sales Documents window, tree view 150
numbering 19
displaying 179 warnings 149
printing 171
printing, controlling with process holds 23
printing options 172 Q
process holds
payments in Sales Order Processing quantities, distribution warning 12
assigning to document IDs 42
distributing separately 117

252 S A L E S O R D E R P R O C E S S I N G
 I N D E X

quantity shortages R return IDs (continued)

changing sites 132 rate types, how assigned 65 modifying 49
indicators 130 Reconcile-Remove Sales Documents printing a setup list 42
kits 134 window, displaying 239 setting up 40
options 130 reconciling in Sales Order Processing, returns in Sales Order Processing
overriding 18 performing 239 adding comments 190
quantity alerts 138 Remove Customer/Item Substitutes bin quantity allocation 104
setup options 12 window bins 103
substituting items 133 displaying 54 commissions 200
quantity types removing customer/item substitute copying line items 85
bin selection 103 records 54 custom inquiries 224-226
on returns 103 Remove Intrastat History window, customer detail information 112
quick print, setting up 181 displaying 244 deleting 202
Quick Print Setup window, displaying 182 Remove Sales History window, displaying described 9
quote IDs 242 document detail information 109
deleting 50 repeating documents drop-ship 57
expiration dates 28 quotes 78 entering 104
modifying 49 sales orders 84 format 41
printing setup information 29 report options, creating in Sales Order item detail information 111
setting up 27 Processing 233 kits 103
transfer options 28 reporting currency, overview 221 lot-numbered items 104
quotes Reporting Services reports markdowns 113
adding comments 190 printing Sales Order Processing modifying 189
changing expiration dates 76 reports 235 numbering 41
commissions 200 Sales Order Processing reports 234 payments 119
copying line items 85 reports, Reporting Services Sales Order posting batches 206
custom inquiries 224-226 Processing reports 234 posting overview 205
customer detail information 112 reports in Sales Order Processing posting single 206
deleting 202 batch list 186 printing a batch 177
described 9 COD tags 186 printing a range 178
document detail information 109 creating report options 233 printing options 173
drop-ship 57 list of reports 231 printing posted 180
entering 75 printing the setup list 14 printing single 174
entering repeating 78 Prospect Setup List 74 quantity types 103
expiring 27 Purchase Orders Preview list 150 removing payments 121
format 28 restricting 233 sales taxes 106
item detail information 111 Sales Back Order Setup List 38 serial-numbered items 104
markdowns 113 Sales Fulfillment Order/Invoice setting up document numbers 19
modifying 189 Setup List 36 setting up numbers 41
numbering 28 Sales Invoice Setup List 36 unit cost 58
overview 73 Sales Non-Inventoried Currency viewing 223
printing a batch 177 Decimals Setup List 15 voiding 202
printing a range 178 Sales Order Processing Setup List 19
printing options 173 Sales Order Setup List 33
S
printing single 174 Sales Allocation-Fulfillment Options
Sales Process Holds Setup Report 23
prospective customers 73 window, displaying 136
Sales Quote Setup List 29
repeating 27 Sales Assignments for Purchase Order
Sales Return Setup List 42
sales taxes 77 window, displaying 162
Sales User-Defined Fields Setup List
sending a batch of quotes in e-mail Sales Automatic Order Allocation Preview
21
177 window, viewing sales documents to
shipping labels 186
sending a range of quotes in e-mail allocate back ordered items 138
sorting 233
178 Sales Automatic Order Allocation
requested ship dates
sending a single quote in e-mail 174 window
changing or viewing 82
setting up numbers 19 allocating items for back orders 137
changing or viewing on fulfillment
transfer options 28 displaying 137
orders 88
transferring individual 214 Sales Back Order Setup window,
setting up default 13
transferring multiple 215 displaying 36
required dates, setting up default 17
using workflow 75 Sales Batch Entry window, displaying 69
required fields, described 4
viewing 223 Sales Bulk Confirmation window
resources, documentation 3
voiding 202 advancing the document status 194
return IDs
deleting 50

S A L E S O R D E R P R O C E S S I N G 253
IN DEX

Sales Bulk Confirmation window Sales Fulfillment Workflow Setup window sales orders (continued)
(continued) changing status descriptions 47 format 30
combining fulfillment orders to single displaying 47 fulfilling 141
invoice 91 Sales Holds Processing window, fulfillment options 31
displaying 195 displaying 198 generating purchase orders 155
Sales Bulk Pick Detail window Sales Inquiry Restrictions window, generating purchase orders from
displaying 229 displaying 224 multiple documents 156
viewing bulk picking ticket details Sales Intrastat Entry window, displaying item allocation options 32
229 115 item detail information 111
Sales Comment Entry window, displaying Sales Invoice Setup window, displaying 38 linking to purchase orders 159
191 Sales Item Detail Entry window, markdowns 113
Sales Commission Entry window, displaying 111 modifying 189
displaying 200 Sales Item Quantity Distribution Entry numbering 19
Sales Commitments for Purchase Order window, displaying 133 overview 81
window, displaying 161 Sales Kit Options window, displaying 193 printing a batch 177
Sales Customer Detail Entry window, Sales Line Item Tax Detail Entry window, printing a range 178
displaying 112 displaying 125 printing options 173
Sales Date Entry window, displaying 76 Sales Markdown Entry window, printing single 174
Sales Document Detail Entry window, displaying 114 quick print 181
displaying 79 Sales Multiple Orders to Invoice Transfer removing links to purchase orders
Sales Document Numbers Setup window, window 162
displaying 19 displaying 218 removing payments 121
Sales Document Print Options window transferring orders to invoices 217 repeating 84
displaying 175, 180, 181 Sales Non-Inventoried Currency Decimals sales taxes 84
displaying using the action pane 176 Setup window, displaying 14 sending a batch of orders in e-mail
Sales Document Range Inquiry window, sales order dates, changing or viewing 82 177
displaying 157 Sales Order Fulfillment window, sending a range of orders in e-mail
Sales Document Status Inquiry window displaying 143 178
displaying 230 sales order IDs sending a single order in e-mail 174
viewing document status details for a deleting 50 setting up document numbers 19
document 230 fulfillment options 31 setting up numbers 30
sales documents item allocation options 32 setting up repeating orders 30
assigning process holds 42 modifying 49 transfer options 30
detail information 109 printing a setup list 33 transferring individual 214
format 20 repeating 30 transferring multiple 215
numbers 19 setting up 30 viewing 223
options for sending e-mail 173 transfer options 30 viewing information in Purchase
printing alignment forms 176, 181 Sales Order Processing Document Inquiry Orders Preview 152
printing options 173 window, displaying 181 viewing pending purchase orders 148
setting up 27-43 Sales Order Processing Item Inquiry voiding 202
sales documents-mail requirements 174 window, displaying 226 sales orders in Sales Order Processing,
Sales Fulfillment Document Workflow Sales Order Processing Setup Options using workflow 10
Setup window window, displaying 15 Sales Payment Entry window, displaying
displaying 46 Sales Order Processing Setup window, 118
selecting statuses 46 displaying 11 Sales Payment Terms Entry window,
Sales Fulfillment Order/Invoice Setup Sales Order Setup window, displaying 30 displaying 106
window, displaying 33 sales orders Sales Process Holds Assignments
sales fulfillment workflow adding comments 190 window, displaying 43
changing workflow document status allocating items 135-138 Sales Process Holds Entry window,
descriptions 47 changing dates 82 displaying 196
controlling with process holds 23 changing links to purchase orders 163 Sales Process Holds Inquiry window,
document status overview 45 commissions 200 displaying 228
enabling for fulfillment order IDs 34 copying line items 85 Sales Process Holds Setup window,
enabling for invoice IDs 34 custom inquiries 224-226 displaying 22
fulfillment order document type 9 customer detail information 112 Sales Prospect Maintenance window,
overview 45 deleting 202 displaying 74
setting up fulfillment orders 33 deposits 117 Sales Quote Setup window, displaying 28
setting up workflow for sales 46 described 9 sales quote workflow, using 75
transferring orders and back orders to document detail information 109 Sales Return Setup window, displaying 41
invoices 217 drop-ship 57 Sales Serial-Lot Number Inquiry window,
understanding fulfillment orders 87 entering 81 displaying 227

254 S A L E S O R D E R P R O C E S S I N G
 I N D E X

Sales Substitute Items window, displaying shortages transactions in Sales Order Processing
134 changing sites 132 maintaining history 12
Sales Tax Summary Entry window, fulfillment options 130 removing history 241
displaying 124 indicators in Sales Order Processing transfers in Sales Order Processing
sales taxes 130 allocating items 210
advanced calculation option 15 kits 134 batches 215
back orders 101 overriding in Sales Order Processing controlling with process holds 22
calculating in Sales Order Processing 18 deposits 210
123 setup options 12 document attachments 213
distributing in Sales Order Processing substituting items in Sales Order exchange rates 12
124 Processing 133 freight charges 211
freight charges 16 sites individual documents 214
in sales document transfers 211 changing in Sales Order Processing kits 62
miscellaneous charges 16 132 miscellaneous charges 211
modifying for fulfillment orders 90 purchase order default in Sales Order multicurrency 209
modifying for invoices 96 Processing 16 multiple documents 215
modifying for quotes 77 selecting default 13 overview 211
modifying for sales orders 84 separate packing slips 172 partial 212
multicurrency 66 separate picking tickets 172 setup options 210
non-inventoried items 16 standard pricing, when to use 23 taxes 211
printing for line items 173 statuses in Sales Order Processing total 212
printing summary 173 checking 164 trade discounts 211
returns 106 types 164 tree views, in Purchase Orders Preview
setting up in Sales Order Processing subtotals, multicurrency 66 window 150
15 symbols, used in manual 3
single schedule calculation option 15 system requirements, accessing on the U
viewing detail calculations 125 Web 4 unit costs
viewing summary calculations 124 displayed vs. actual 58
Sales Transaction Entry window T displaying on documents 11
displaying 82 tax details, removing history in Sales effect of posted shipments 165
entering a fulfillment order 87 Order Processing 242 modifying 58
Sales Transfer Documents window, tax history, removing history in Sales non-inventoried items 166
displaying 215 Order Processing 242 setup option 58
Sales User-Defined Fields Setup window, Tax History Removal Report, printing 243 unit prices
displaying 21 Tax History Removal window, displaying calculation 57
salespeople 243 modifying 57
commissions 200 taxes, removing history in Sales Order units of measure, default for purchase
viewing information in Sales Order Processing 242 orders 17
Processing 222 taxes in Sales Order Processing upgrade information, accessing on the
Salesperson Inquiry window, displaying advanced calculation option 15 Web 4
in Sales Order Processing 222 calculating 123 user-defined fields
serial numbers in Sales Order Processing distributing 124 described in Sales Order Processing
automatically assigning 18 in sales document transfers 211 20
changing 191 modifying for fulfillment orders 90 printing a list in Sales Order
receiving purchase orders 166 modifying for invoices 96 Processing 21
returning 104 modifying for quotes 77 setting up in Sales Order Processing
tracking 61 modifying for sales orders 84 20
viewing items sold 227 printing tax details 173
setup in Sales Order Processing returns 106 V
allocating items for orders 32 setting up 15 vendors in Sales Order Processing
before you begin 10 single schedule calculation option 15 changing for purchase orders 152
default entries 11 viewing detail calculations 125 viewing information in Purchase
documents 27-43 viewing summary calculations 124 Orders Preview 150
fulfillment 34 trade discounts View menu, displaying 221
item allocation for invoices 39 in sales document transfers 211 voided documents, tracking history 12
user-defined fields 20 merging distributions in Sales Order
ship dates, default entries 13 Processing 114 W
transaction history in Sales Order warnings, pending purchase orders 149
shipping addresses, changing 83
Processing what’s new, accessing 4
shipping labels, printing in Sales Order
maintaining 12 workflow
Processing 186
removing 241 controlling with process holds 23

S A L E S O R D E R P R O C E S S I N G 255
IN DEX

workflow (continued)
customer credit limit override
approval 10
enabling for fulfillment order IDs 34
enabling for invoice IDs 34
sales fulfillment workflow overview
45
sales quote approval 75

256 S A L E S O R D E R P R O C E S S I N G