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OPEN SYSTEMS® Accounting Software Sales Order User`s Manual

1. Entry 001 of 004 Subtotal Freight Misc Sales Tax Prepayment Net Due 56875 65 15 00 3696 92 00 60587 57 Enter edit Append Header Totals View t Company H 0848 2005 Terminal TODO OVR The Recurring Orders screen is divided into these sections e Information from the header screen is summarized at the top of the screen e The line item entry area or scroll region is in the middle of the screen e Order totals appear at the bottom of the screen Commands Use the commands to work with the information on the screen Press Enter to edit the selected line item The Edit Line Item screen page 10 7 appears e Press A to add a line item to the end of the list The Append Line Item screen page 10 7 appears Sales Order User s Manual 10 11 Recurring Orders File Maintenance e Press H to return to the header screen When you return to the header screen you do not lose line item and totals entries because these entries are already saved e Press T to enter or edit totals associated with the recurring order The Totals Information screen appears e Press V to view an expanded summary of the selected line item Additional information about the line item such as the General Ledger account and description appears on the View Line screen Press any key to return to the Recurring Orders screen Press G to go to a particular line item then enter the line number This command appears only if t
2. Entry 001 of 006 COD Amount COD Fee Total Charges Frt Charges Total Weight 00 00 00 575 00 6683 5000 Company H 1089 2005 Terminal TODO OVR Field Description B L No Cust ID Information from the Header screen appears Order No Ship To COD Description The description of the item or job appears Qty Ordered Units Enter the number of units the shipment contains HM If the freight contains hazardous material the box is selected or Y appears in text mode Ext Wt The extended weight appears 6 14 Sales Order User s Manual Shipping Reports Bills of Lading Field Description COD Amount CD Freight and COD amounts and charges appear The Fee Total Charges total weight of the shipment appears as well Fit Charges Total Weight Commands Use the commands to work with the line items on the screen Press Enter to edit the selected line item The Edit Line Item screen appears e Press A to add a line item to the end of the list The Append Line Item screen appears e Press H to return to the header screen When you return to the header screen you do not lose the line item and totals entries because these entries are already saved e Press R to rebuild the bill of lading from the original order losing any changes you ve made to the line items The bill of lading will be recreated automatically e Press P to print a bill of lading then select the output device from the Output Information scr
3. 33333 8825 Carrier Carrier No KBB234443 Vehicle ID 1286 Emer Phone Ext Field B L Number Order Number 6 12 Over the Road Inc Ship Date 12 21 2005 Collect Freight O Placards Supplied Declared Value 2000 00 Per CARTON rc Description Enter a number to identify the bill of lading If you are editing a bill of lading enter the number or use the Inquiry F2 command and select a number from the list that appears Enter the order number for which you want to print the bill of lading The information from the order you choose is used to build the bill of lading information in either summary or detail depending on the option you chose in the Resource Manager Options and Interfaces function Sales Order User s Manual Shipping Reports Field Customer ID Terms Location ID Ship to Routing Carrier Carrier No Vehicle ID Emer Phone Ext COD Amount Fee Collect Fee Remit To Ship Date Collect Freight Placards Supplied Declared Value per Bills of Lading Description The customer information appears Use the Transactions function on page 5 3 to edit this information The shipping information appears Use the Transactions function on page 5 3 to edit this information Enter the routing information for the freight shipped Enter the name of the freight carrier Enter the carrier s identification number if available Enter an ID for
4. You can move around the screen in these ways Usethe mouse or press Tab to move from field to field Use the scroll buttons to move from line to line in scrolling regions e Ifa screen appears prompting for the kind of information to enter or maintain such as on File Maintenance or Transactions screens select the appropriate option and click OK to continue e Press Page Down if prompted to move to the next section e Click Header when it appears to return to the screen s header section e Press F7 to exit the screen and return to the main menu 1 22 Sales Order User s Manual Navigating OSAS Introduction Menus Shortcut Menu Other Commands Menu Both the graphical main menu and graphical function screens contain drop down menus that give you access to additional commands without using the function keys While you can use the function keys to access command s in graphical mode you may find it easier to access command through these menus To access a menu s commands click a menu title The commands for that menu appear followed by any associated hot key combinations in brackets lt gt To use a command click the command name or press the hot key combination Refer to the Resource Manager guide for more information on the menus available in OSAS and their commands OSAS gives you quick access to commands relating to the screen you re using via a shortcut menu The commands that are available depend
5. SC88 t Td WAWEL 6LESS NW sHdONVHS HATHA WVHINLSSIO M 0St6 Ud WaWd AWIIVA LSTT WHddlHS DNI SHWOH SANIHSNNS E XIddNs Saaana WOHS subrsse STU pue j esuru 103 peadeooe pue zeddtys ayy Aq o3 pezbe Aqezey exe suor puos pue sue eui Jey pue jjize3 10 UOTIROTITSSOTO HuTureaoch eui ur yO Jes BUTPeI JO TIT 34 jo suorirpuoo pue sua ou YIM Aaizer nuej serjrageo qedeu 1eddrus burper jo Ita Qubrezas or3seuoq WIOJTUN ou uo suorirpuoo pue sue eui o3 aoe qns eq eUs peurojaed eq 03 eorAzes Arend ey Ajzedord pres ye AxeAr ep jo eoe d ensn sir O3 1189 O3 Seedbe TeTATeO pres UOTUM eAOqe se peut sep pue peubrsuoo peyzew po3ou se 3deoxe 1apxo poob UT eAoqe poqriosep A319 doxd ayy BurpeT jo Td STu3 jo enssr jo 9IPP eui uo 190770 UT SIJTIPI pe rj TINJMET pue SUOTIROTITSSPTO aya 07 3oefqns quAISOSH CCvVCtVOO WSddIHS s00z st 80 4wa tvvPYCCHED WHEWDN MAINO OUI peog 9u3 1810 WHIWNVO AO AWN ONIGVI 40 TIIE LHOIVALS Sales Order User s Manual 6 18 Backorder Allocation Report Produce the Backorder Allocation Report to determine which backorders can be filled with items that have been received in Inventory The report shows how the backorders can be filled based on how you organize the report For example you might have 30 backorders for item 100 but you only have received 25 in Invento
6. Units Subtotal 4642 54 Ordered Shipped Backord Unit Price Unit Cost 59 2300 176 4700 Sales Tax Sales Tax 8066 55 Inv Total Tax Class 635 40 1611 40 1480 75 4411 75 Put Put Amount 4847 99 7 17 Post Transactions When you post transactions several things happen e Verified orders and returned goods are moved from the SOTDxxx and SOTHxxx Open Order files to the ARINxxx Open Invoice file e Cash receipts are moved from the ARCRxxx Cash Receipts file to the ARINxxx file e The ARCUxxx Customer ARSRxxx Sales Rep RMTXxxx Tax Locations ARINxxx Open Invoice ARHIxxx Detail History and ARHSxxx Summary History files are updated e Inventory General Ledger Bank Reconciliation and Job Cost are updated if Sales Order interfaces with these applications Note The Accounts Receivable User s Manual illustrates how files are updated and which accounts are debited and credited You can produce four posting logs when you post transactions e The Post Deposits Log shows the amounts posted to your bank accounts and contains information from the SOTDxxx and SOTHxxx files e The Post Inventory Items Log shows the detail of inventory line items and contains information from the INVExxx Items INLDxxx Location Detail SOTDxxx and SOTHxxx files Sales Order User s Manual 7 19 Post Transactions Transaction Reports e The Post Sales Order Log shows the amo
7. e General Information Comments History Documents Address Lookup Not all of the commands above appear on every Information menu instead commands are available only as they are relevant to the task you are performing For example if you are entering a transaction in Accounts Receivable you can access comments or documents about items or customers but not about employees or vendors Consult Appendix A in the Resource Manager guide for more information on how to use the functions on the Information menu Favorites The Favorites menu gives you quick access to the OSAS functions you use most Menu by allowing you to add selections for entire menus or particular functions to a custom menu After you ve set up the menu select Change to Favorites from the graphical Favorites menu or press F2 to access the functions The Favorites menu saves you time by eliminating the need to switch between applications You can add functions from several different applications to the Favorites menu and access them all there rather than switching between applications on the main menu to access the functions you need To add a function to the Favorites menu select the function you want to add and press F10 Press F2 to switch to the Favorites menu to confirm that your selection was added To remove a function from the menu select the function on the Favorites menu that you want to remove and press F10 again 1 24 Sales Order User s Manual
8. End of Report 6 26 Sales Order User s Manual Order Fulfillment Report The Order Fulfillment Report function generates and prints reports showing your ability to satisfy the items needed to fill a customer s order You cannot print this report if Sales Order does not interface with Inventory Order Fulfillment Report Screen When you select Order Fulfillment Report from the Shipping Reports menu this screen appears Order Fulfillment Report E O Commands Edit Modes Other Help ee Req Ship Date From A Include Thu E New Backordered Picked Order No From 00000001 Thru 00000018 on Print By Order Number Customer ID CustomerID From ACEOD1 Thru TENOD1 Location ID From CAO001 Thru Tx0001 DB Print Fulfillable Items Batches to Print 4 Unfulfillable Items Company H 08 19 2005 Terminal TODO OVR Inqury 1 Enter the range of requested shipment dates order numbers customers and locations you want to print on the report Enter values into a combination of boxes to select specific items to print on the report or leave the boxes blank to print all items 2 Selectthe batches you want to print You have this option only if you elected to use batching in the Resource Manager Options and Interfaces function Sales Order User s Manual 6 27 Order Fulfillment Report Shipping Reports Select the status of the orders you want to include in the report
9. Navigating OSAS Introduction Toolbars As with menus graphical screens also contain toolbars that give you fast access to the most frequently used OSAS commands The toolbar for the main menu differs slightly from that of function screens Main Menu The toolbar for the main menu is shown below Click a button to access that Toolbar command Access Command Calendar Toggle Code Help Favorites 2 60 aa P4 Vi Application Calculator Call a BBj Pro5 Date Versions Program Function The toolbar for function screens is shown below Click a button to access that Screen command Toolbar File Start Paste Calendar Online Maintenance Over Documentation KE aR Ma 7 g de Delete Copy Calculator Field Address Help Mapping Date Fields If you use BBj in graphical mode click the Calendar button when it appears next to date fields to open a calendar so that you can select the date you want to enter into that field Sales Order User s Manual 1 25 Introduction 1 26 Navigating OSAS Browse d If you use BBj in graphical mode you can use the Browse button when it appears next to fields to navigate to directories and files and automatically enter file paths into that field Click the Browse button to open the Select Directory File screen then navigate to the directory or file and click Open to automatically enter the file path in the field Inquiry The Inquiry command helps you look up and select valid entries for f
10. QCxxxx QNxxxx QRxxxx QSxxxx and QVxxxx Tables The QCxxxx QNxxxx QRxxxx QSxxxx and QVxxxx tables have the same layout and serve the same purpose to store quick entry stops for line item entry if the Quick Entry mode is activated from the Modes pull down menu in graphical mode or by pressing Ctrl F in text mode 10 22 Sales Order User s Manual File Maintenance Tables e The QCxxxx table stores the quick entry stops used by the Change Order option in the Transactions function e The QNxxxx table stores the quick entry stops used by the New Order option e The QRxxxx table stores the quick entry stops used by the Miscellaneous Credits option e The QSxxxx table stores the quick entry stops used by the Shipped Order option e The QVxxxx table stores the quick entry stops used by the Verify Order option When you enter the table ID the rest of the table appears A QCxxxx table is shown below SOTB Commands Edit Modes Other Help xa we au e ee es Table ID Nc i Description Quick Entry Change Number of Cols 1 Column Length 12 Type Description Addnl Descr Sales Cat Tax Class Price ID GL Code Sales Acct COGS Acct Inv Acct Qty Ordered T Units E Qty Shipped E Qty Bkord Unit Price E Unit Cost E Reg Ship Weight Company H 1088 2005 Terminal TODO OVR Sales Order User s Manual 10 23 Tables File Maintenance Field Descript
11. Setup Checklist and Functions Setup 3 18 Detail Method The detail method provides complete sales history but it is more time consuming than the summary method The detail method consists of the following steps 1 Enter the invoices open orders returned goods and cash receipts for the current year and post them to the appropriate periods Select the Shipped Order option in the Transactions function to enter the invoices and the New Order option to enter open orders Use the Post Transactions function to post the transactions for shipped or verified orders The Accounts Receivable User s Manual has more information about posting Calculate finance charges on overdue invoices see the Accounts Receivable User s Manual The customer records are updated with these amounts Combination Method The combination method a blend of the summary and detail methods is less time consuming than the detail method and provides a fully operational ARINxxx file but it does not provide complete sales history The combination method consists of the following steps 1 Use the Customers function see the Accounts Receivable User s Manual to enter summary balances for transactions that are no longer outstanding for the current period and for each aging period and to enter credit and payment history Do not include balances you will enter in step 3 Use the Build Open Invoice File function see the Accounts Receivable User s M
12. The Blanket Line Item Entry screen appears if you e enter a new blanket order of type On Demand or Scheduled e use the Append command on the Blanket Order Detail screen to add an item use the Edit command on the Blanket Order Detail screen to edit an item in the list If you use this command the Blanket Line Item Entry screen is titled Edit Line instead of Append Line Sales Order User s Manual Daily Work Transactions Edit Line DER Commands Modes Other Scroll Commands Help xs wa ma rejee Entry 001 ItemiKit re ll mnoo 4 Cust ID TEN001 Blanket No 00000003 ID 4 GLCode 4 Desc Sales Acct 4010 Sis Cet Reg Ship 3 coes Acct Tax Class 000 Price ID Inv Acct 1 ra Units Wt Lbs Ext Wt Ordered Price E Orders in Process from Blankets al Non Blankets Ship Date Ship Quantity Units Ext Price Status 1215 2005 2 0000 EA 0000 859 82 Pending 01 15 2006 J E 1289 73 Pending 02 15 2006 J E 1719 64 Pending 0315 2006 J E 859 82 Pending Shipment 001 of 004 _Enter edt Append te J Done Jj The screen is divided into three sections the top section lists information about the item you are adding or editing the middle page 5 42 lists the quantity used in orders including the item and the bottom page 5 42 lists quantity and amount information for shipments released against the blanket Use the fields in the top h
13. number for each unit in the lot Use the value in the Requested Qty field and the running total on the Serial Number Entry screen to determine how many serial numbers to enter 3 The Costof the serial item appears for order entry and cannot be changed If this is a miscellaneous credit enter the cost of the item being returned 4 If Sales Order interfaces with Inventory the price of the item is calculated by the system and appears in the Price field Press Enter to accept this price or enter a different price 5 Enter a comment about the item if necessary 6 Usethe Proceed OK command to save your changes and enter a serial number for another serialized and lotted item 7 Use the Exit F7 command to return to the Serial Lot Number Entry screen when you have entered serial and lot numbers for all items 5 22 Sales Order User s Manual Daily Work Transactions If you enter fewer serial and lot numbers than the original quantity requested and then use the Exit F7 command a message informs you that the quantity shipped will be adjusted to a new value Select Cancel or press PgDn in text mode to return to the Append Edit Serial Number screen to enter another serial number or use the Proceed OK command to change the quantity shipped to the new value and backorder the remaining quantity Entering Kit Line Items If you are adding or editing a kitted line item the Edit Kit prompt appears when you approve your en
14. 08 1 2005 Fs Status New Loc ID MNODO1 Sold to ACEOD1 Ship to 000001 ACE BUILDERS Bill Meyers 1588 SE 31ST STREET RECEIVING 1588 SE 31ST STREET PADUCAH KY 28655 7865 US Paducah KY 28655 7865 Sales Rep1 GPD Percent 100 0 Ship Method FED2 Sales Rep 2 Percent Ship Via Federal Exp 2nd Day Cust Level ACEOO1 Pick Slip No Terms Code 2PCT Terms Desc 2 10 n 30 Type Reg Terms 2 0 Days 10 Net Days 30 Ord No 5456 Taxable Ord Date 12212005 E Tax Group MN Run Code 05 CutoffDate 12 21 2006 E3 Description Minnesota Field Description Inquiry Rec Order No Enter a number that identifies the recurring order Date The date the order was set up appears Press Enter to accept that date or enter a different date Status New always appears for recurring orders Loc ID If you entered a location ID when you set up the company that ID appears If you change the location ID the location s description appears for verification If you did not enter a default location ID enter the location ID for line items in the order The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory 10 4 Sales Order User s Manual File Maintenance Recurring Orders Field Sold to Sales Rep 1 Percent Sales Rep 2 Percent Cust Level Terms Code Sales Order User s Manual Description If the recurring order is for one customer enter the ID of the customer The customer s name a
15. CompanyH 0819 2005 Termina O00 OVR Inquiry 1 Enter the range of customers you want to include in the report Inquiry 2 Enter the range of locations you want to include in the report 3 Enter the range of requested ship dates you want to include in the report Sales Order User s Manual 6 23 Requested Ship Date Report Shipping Reports Inqury 4 Enter the range of item job IDs you want to include in the report 5 Select the batches you want to print You have this option only if you elected to use batching in the Resource Manager Options and Interfaces function 6 Select the check box or enter Y in text mode for each order status you want to include in the report To exclude a status clear its check box or enter N 7 If you want to print items with blank requisition ship dates select the check box or enter Y in text mode if not clear the check box or enter N 8 Ifyou want to print kit detail in the report select the check box or enter Y in text mode if not clear the box or enter N in text mode 9 Select the output device to produce the report See Reports on page 1 33 for more information on output devices After the report is produced the Shipping Reports menu appears Requested Ship Date Report 08 19 2005 Builders Supply 8 20 AM Requested Ship Date Report Cust ID amp Nane Iten ID Ordered i Status Customer PO Nunber Item Description Shipped Requested Ship Date 07 15 2005
16. For each status new backordered or picked select the check box or enter Y in text mode to include orders with that status in the report or clear the check box or enter N in text mode to exclude orders with that status Select the order in which you want to print the report If you want to print line items from the order that can be fulfilled based on existing inventory quantities select the check box or enter Y in text mode If you want to exclude these items from the report clear the check box or enter N in text mode If you want to print line items from the order that cannot be fulfilled based on existing inventory quantities select the check box or enter Y in text mode If you want to exclude these items from the report clear the check box or enter N in text mode Select the output device to produce the report See Reports on page 1 33 for more information on output devices After the report is produced the Shipping Reports menu appears Order Fulfillment Report 08 19 2005 8 29 AM Cust ID Batch ID Losool 000001 000001 000001 000001 000001 SUNOO1 000001 Losool 000001 000001 000001 000001 Customer Order No Name Builders Supply Order Fulfillment Report line Item ID loc ID Description i Ordered Qty Available Fill LOS ANGELES CONSTRUCTION CO Partial Shipments Yes 00000001 00000001 00000001 00000001 00000001 SUNSHINE 00000012 ool 002 003 00
17. If you want to save your access code so that you do not need to enter it again select the Save Password check box or enter Y in text mode to save your information Finally click OK or press Enter to log in This screen appears only after you have set up users and access codes for the OSAS system Access Codes Access codes limit use of the system and protect sensitive information Each code allows access to specific applications menus and functions If you cannot select a menu or function your access code is not authorized for it Use the Access Codes function in Resource Manager to set up access codes To change access codes select Access code from the File menu click the Access Code button on the toolbar or press F4 on the main menu When the Access Code box appears enter the access code to change to and press Enter 1 16 Sales Order User s Manual Starting OSAS Introduction Workstation Date To change the workstation date select Workstation date from the File menu click the Change Date button on the toolbar or press F6 Set Workstation Date E m x e Cx JU Workstation Date 08 02 2005 E3 When the Workstation Date box appears use the button or your keyboard to enter the date and press Enter Sales Order User s Manual 1 17 Navigating OSAS OSAS menus and functions are available in two modes graphical and text The graphical mode allows both keyboard and mouse commands and uses data
18. Jed LNHOV 194 YHddIHS uotTqejiodsuez Jo queunzedeq y jo suotjyetnbez orqeotidde y o3 burpioooe uorjeqaodsuezi 103 uoTjTpuod 1edo1d UT pue pejeqe paxrem pebexoed peqraosep perjrsse o Apxedoxd exe sTetioqeu eAoqe ayy 3893 JT3199 O3 ST STUL exe sobieu JUBTOIA 1oy3o pue 3qubre1j jo quamked 3noy3tm quewdtys sty jo AxeAr ep 1OUBTSUO JO exnjeubrs NOIMW Zed 00 000Z predezg sebreuo Tn3mer burpasoxe jou eq o3 zeddius exeu jou TTEUS JOTIIEO SUL quewejejs STUA exeu peus zoubrsuoo aya Aq pe3eas A eorjroeds sr SHOWNVHD ay aoubrsuoo y uo esunooex FNOYITM eeubrsuoo SY o3 pedeaAr ep enTeA pexe oep io uodn peei amp e eui WIOL aq 03 ST quewdrys sru3 JT SUOTATPUOS jo 4 uor3oeg o3 P fqrs anTea uo quepuedep ST e3ex ueuM 00 maw ron GIvdmid UHR OD OL LINES ax T Idans SQSVoVId 4NOHd ASNOdSHa AONHOUANA MINLYNOIS SAHATA 00 00 00 00 00 00 0000 00ST abeyoeg but oop butqeey 00 0000 0S6 9ITUM JOJRISHTAJOY 00 0000 TEUOTATPEZL JodedITEM 00 000S TOT Zoog 1OTASJYUI 00 0000 SS8T obexoeg Butquntd 00 0000 PLZZ ebexoeq Te0T130074 00 SN xeriiep U0T3981109 O3 SSONVHO 3oe qns amp LHOISM SNOLIdHOX4 NY SNNVA IVIDHAS SLINQ ON SHIOLLNV JO NOLIdINOSSG ONIOVNOVd JO ANIA 9801 WHINNVO anou ENINSATTHSG
19. Sales Order User s Manual Sales Journal Print the Sales Journal before you post transactions to check for mistakes and omissions and to use as an audit trail of sales transactions If you find incorrect transactions in the Sales Journal use the Transactions function to edit or delete them The Sales Journal includes cost information but the unit cost of nonserialized items is only an estimate The current cost updates it based on your costing method when you post Sales Journal Screen Select Sales Journal from the Transaction Reports menu The Sales Journal screen appears Sales Journal E m Commands Edit Modes Other Help Customer ID From ACE001 Addl Description Format None Thru TENOO a vj Print Kit Detail Batches to Print 1 Print Ey Batch Order No Customer ID O Invoice Number O GL Pd Sales Account O Loc ID Item No or Job Phase Print Line Detail O Transaction Totals Break Totals Company H 08 19 2005 Terminal T000 OVR Sales Order User s Manual 7 15 Sales Journal Transaction Reports Inquiry 1 Enter the range of customers whose transactions you want to include in the journal 2 Select the batch numbers you want to print You can select multiple batches to print at once You cannot select batches to print if you did not elect to use transaction batching in the Resource Manager Options and Interfaces function 3 Select the order in which you w
20. on forms 3 11 on plain paper 3 11 online 3 11 5 3 5 26 5 34 Packing Lists Restart file 1 8 Packing Lists screen 5 34 Periodic Processing menu structure 1 7 purpose of 1 14 picked status 1 11 5 5 Picking Slips function 6 3 including kit components 3 11 printing on forms 3 11 on plain paper 3 11 online 3 11 5 3 5 26 5 30 reprinting 5 4 5 32 Picking Slips Restart file 1 8 Post Cash Receipts Log 7 20 Post Deposits Log 7 19 Post Inventory Items Log 7 19 Post Sales Order Log 7 20 Post Transactions before posting 7 20 function 7 19 Post Cash Receipts Log 7 20 Post Deposits Log 7 19 Post Inventory Items Log 7 19 Post Sales Order Log 7 20 sample log 7 23 posting 10 18 cash receipts 7 19 detail or summary information 3 12 returned goods 7 19 verified orders 7 19 without printing reports 3 12 posting orders 1 13 Print Invoices function 7 3 printing company name on plain paper forms 3 12 credit memos 7 4 invoices on forms 3 11 3 12 IX 5 Index on plain paper 3 11 online 3 11 5 3 5 26 5 32 packing lists on forms 3 11 on plain paper 3 11 online 3 11 5 3 5 26 5 34 picking slips on forms 3 11 on plain paper 3 11 online 3 11 5 3 5 26 5 30 quotes 7 3 online 5 26 5 32 statements on forms 3 11 3 12 on plain paper 3 11 Proceed OK command 1 4 productivity reports 1 14 programs backing up 3 21 Purge Selected Files function 9 3 purging files 9 3 r
21. 2005 10 25 2005 10 24 2005 10 24 2005 10 24 2005 10 20 2005 10 20 2005 10 20 2005 10 19 2005 10 19 2005 10 19 2005 10 17 2005 10 17 2005 10 17 2005 10 16 2005 10 16 2005 10 16 2005 10 14 2005 10 14 2005 10 14 2005 10 03 2005 10 03 2005 10 03 2005 09 24 2005 03 24 2005 09 24 2005 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 05000000000000000o0rrocoorororoor PENERRRRRRRRRRRRORRDORENOROROR RO 000000000000000000000000000000 1 1 l l 4 l I 1 2 1 1 1 1 1 1 3 1 1 1 1 1 1 1 1 1 1 Si 4 E Sales Order User s Manual 8 5 Customer Shipping Efficiency Report The Customer Shipping Efficiency Report function creates a report that helps you analyze your effectiveness at meeting the requests for shipping your customers made when they placed their orders This report is organized by customer To analyze your shipping efficiency by date use the Shipping Efficiency Report see page 6 3 You cannot print this report if you did not elect to save detail history in the Resource Manager Options and Interfaces function Customer Shipping Efficiency Report screen Select Customer Shipping Efficiency Report from the Shipping Reports menu The Customer Shipping Efficiency Repor
22. Enter the date of the paid invoices you want to purge Paid invoices dated on or before the date you enter are purged Enter the date of the quotes you want to purge Quotes dated before the date you enter are purged To purge all quotes for a specific customer enter that customer ID Enter the date of the closed blankets you want to purge Blanket orders with Close Dates before the date you enter are purged Leave any of these fields empty if you do not want to purge that type of data To purge the files and return to the Periodic Processing menu use the Proceed OK command Sales Order User s Manual File Maintenance Recurring Orders Tables Edit Sales Order Number Shipping Label Setup Sales Order User s Manual 10 3 10 15 10 27 10 29 10 1 File Maintenance Introduction Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance and Master File Lists Refer to the Accounts Receivable User s Manual for questions on these shared menus or for questions on functions not covered in this manual 10 2 Sales Order User s Manual Recurring Orders Use the Recurring Orders function to set up orders that you regularly get from customers You can set up recurring orders for individual customers and for groups of customers After you set up the recurring orders use the Copy
23. Manual 6 9 Packing List Shipping Reports If you elected not to use batch processing in the Resource Manager Options and Interfaces function the Batches to Print screen does not appear 3 Select the type of orders for which you want to produce packing lists To reprint packing lists you printed online select A List of Orders 4 If you want to print additional descriptive text on the packing lists select the check box or enter Y in text mode if not clear the check box or enter N in text mode 5 If you want the packing list to include kit information press K If you want to print component information press C If you want to print both kit and component information press B 6 Select the output device to produce the lists See Reports on page 1 33 for more information on output devices After the lists print the Shipping Reports menu appears Packing List lt lt PACKING 513 TP BUILDERS SUPPLY 1157 VALLEY PARK DR SHAKOPEE MN 55379 Order No Order Date Loc ID Ship Date Req d Ship Date Customer P 0 00000002 08 18 05 MNOO01 08 25 05 08 25 05 Losool Ship To LOS ANGELES CONSTRUCTION CO LOS ANGELES CONSTRUCTION CO 98042 VENTURA BOULEVARD 98042 VENTURA BOULEVARD ENCINO CA 99999 9584 ENCINO CA 99999 9584 Item No Description Serial No Units Qty Ordered Qty Shipped Qty Backordered 200400 EA 5 0000 5 0000 Water Softener 301 Refrigerator White Serial Numbers LTQ7121002 LTQ7121003 LTQ71210
24. Order User s Manual IX 9
25. Order interfaces with General Ledger The total quantity of items shipped for shipments entered or released against the blanket appears Enter or edit the shipments in the bottom section of the screen to change this value The units shipped for shipments entered or released against the blanket appears Enter or edit the orders in the bottom section of the screen to change this value Enter or edit the item s unit price Enter or edit the weight of one unit of the item The weight must be entered in the same unit of measure for all items for example in pounds The extended cost and weight for all orders released against the blanket appear Press Enter in the Wt field to switch to the bottom section of the screen to enter shipments against the blanket order Sales Order User s Manual 5 41 Transactions Daily Work Item Order Information The middle section of the screen contains information about all transactions involving the item ID When you enter or edit a line item for a blanket order the system scans the SOTDxxx Open Order and SOBLxxx Blanket Order files to determine which transactions involve the selected item The Orders in Process from Blankets field lists the quantity of the selected item included in orders released from blankets in the system The Non Blankets field lists the quantity of the selected item included in non blanket or regular sales transactions Use this information to plan shipments of your
26. Recurring Orders function to copy them to the SOTDxxx and SOTHxxx Open Order files when they come due To save time you can copy a group of recurring orders to the SOTDxxx and SOTHxxx files instead of entering each transaction each time you send the bill By assigning each order a run code you can process these groups of orders on different schedules monthly bimonthly or whatever fits your company s needs Recurring Orders Selection Screen Select Recurring Orders from the File Maintenance menu The Transaction Type menu appears over the Recurring Orders and Header Information screens ds Edit Modes Other Information Help Commands Edit Modes Other Help 2X ta e eoe x J i Edit Recurring Orders ep1 4 Percent Ship Method 4 The Recurring Orders Transaction Type selection screen offers two choices Recurring Orders and Edit Recurring Orders The only difference between the two functions is that when you create a recurring order you create data when you edit a recurring order you work with existing data After you make your selection the Recurring Orders header screen appears Sales Order User s Manual 10 3 Recurring Orders File Maintenance Recurring Orders Header Screen After you make your selection from the Recurring Orders selection screen the header screen appears amp Edit Recurring Orders 3 O Commands Edit Modes Other Information Help es Rec Order No Date
27. Select the order in which you want to print the report The report is organized first by location then by item and then by your selection here 5 If you want to print kit detail in the report select the box or enter Y in text mode if not clear the box or enter N in text mode 6 Select the output device See Reports on page 1 33 for more information After the report is produced the Shipping Reports menu appears Backordered Items 6 20 If the inventory on hand quantity is zero for a backordered item the report does not list the item The available quantity is shown in base units regardless of the line item s unit of measure This value is the item s on hand quantity minus its in use quantity If while filling backorders the system reaches an on hand quantity of zero it partially fills a backorder The remaining backorders are allocated a quantity of Zero The balance available is the available quantity minus the allocated quantity If the backordered quantity is more than or the same as the available quantity the balance available is zero The amount in the Ext Price column is the order unit price times the allocated quantity Base units are used in the calculation of the three values The amount is rounded to two decimal places You can use the amounts in the Ext Price column along with the item location and report totals to forecast the revenue you receive by filling the backorders Sales Order User s Manua
28. an invoice number to the transaction enter the number If you print the invoice online for shipped orders the number you enter here is used for the invoice number If you use the Print Invoices function instead a different number is assigned to the invoice If you entered an invoice number enter the invoice date 5 9 Transactions Field Ship to Ship Method Ship Via Pick Slip No Daily Work Description If you entered a default ship to address when you set up the customer record that ship to ID and address appear You can also use the Maintenance F6 command to open the Ship to Addresses function to enter or edit address information Accept the current ship to ID or enter a new one After you enter the code the address appears if that code is in the ARSAxxx Ship to Address file You can skip the Ship to field and still enter shipping information in the fields immediately following it Enter information in these fields if the ship to code is not on file or if you do not want it on file but you want to enter shipping information for the transaction You can enter four lines of address information a city state zip or postal code and country code The Inquiry F2 and Maintenance F6 commands are available at the State and Country Code fields Enter the code for the shipping method The shipping method code is a shortcut for entering the ship via information in the next field If you entered a shippin
29. are divided into two categories Installation and Order Processing Installation l installed Sales Order and now neither Accounts Receivable nor Sales Order shows up on the menu What happened When you install Sales Order it is added to the Accounts Receivable system without erasing anything Accounts Receivable is removed from the main menu but Sales Order does not appear on the main menu until you create Sales Order files for the company When both Sales Order and Accounts Receivable are installed which Tables file is used SOTBxxx or ARTBxxx The SOTBxxx file is used It holds all the tables you need for Accounts Receivable Sales Order Order Processing usually ship orders the day enter them Do have to go through the two step process of entering and verifying them No Use the Shipped Order option in the Transactions function so that you do not have to verify the orders Sales Order User s Manual B 1 Common Questions The items that are backordered for an order do not show up in the Open Order Report Why not Backorders are generated when you post to the ARINxxx Open Invoice file They show up in the Open Order Report after you post transactions They are assigned the original order number When used the Miscellaneous Credits option to credit a customer s account for returned goods entered negative amounts so that the system would subtract the amounts from the customer s account Now the custome
30. boxes and menus to help you move through your tasks Sales Order User s Manual 1 19 Introduction Navigating OSAS Main Menu If you use BBj in graphical mode the main menu is available in two flavors graphical and MDI To switch between the two styles press Shift F5 If you use Visual PRO 5 the graphical main menu is the only graphical menu available Graphical The graphical main menu is shown below Main Menu 4 TODO OPEN SYSTEMS Accounting Software E File Modes Tools Favorites Other Help Raw mas GNI H Builders Supply v OPEN SYSTEMS Accounting Software Main Menu General Ledger 2005 Bills of Materials Kitting Journal Transactions Transactions Bank Reconciliation Reports Copy Recurring Entries Payroll with Direct Deposit Productivity Reports GL Journal Fixed Assets Periodic Processing GL Activity Report General Ledger File Maintenance GL and Transaction Inquiry Inventory Statement Maintenance Edit Transactions Job Cost Master File Lists Post to Master Purchase Order Sales Order Resource Manager Company H Terminal T000 08 02 2005 8 50 AM You can move around the graphical menu in these ways e Click an application to view that application s menu Click a menu item to view its functions Double click a function name to enter that function e To exit from the graphical menu click a different application or menu name or press Tab to return to the main menu e To exit from OSAS click th
31. courts Tae Table ID Description GL Accounts Table Number of Cols 2 Column Lenath 12 Type A v DESCRIPTION G L NUMBER CASH RECPTS 100000 DISCOUNTS 404000 INVENTORY 104400 FIN CHRG 802000 Company H 08 18 2005 Terminal T000 OVR Field Description Description Sales Order posts to four accounts cash receipts discounts inventory and finance charges Accept each account description or change it The cash receipts account is used only if Sales Order does not interface with Bank Reconciliation and if the payment method record is missing The inventory account is used for noninventory items and when Sales Order does not interface with Inventory GL Number For each account description accept the General Ledger account number or enter a different account Do not delete lines or rearrange field names The system looks for the defaults by their position in the table it treats the number on the first line as the cash receipts account the number on the second line as the discounts account and so forth Sales Order User s Manual 10 17 Tables File Maintenance ARPDxxx Table The ARPDxxx tables stores a company s current general ledger period fiscal year and number of periods per year for posting and periodic history When you enter the table ID the rest of the ARPDxxx table appears Commands Edit Modes Other Help 2Xts elmal e ee Table ID Il q Description AR
32. entered the order and printed a picking slip e A new or picked order is given Verified status when you select the Verify Order option to enter shipped and backordered quantities for line items When you verify an order you can print an invoice for the order transfer the amount ordered to the amount shipped and create a backorder for the quantity of each item that cannot be shipped e The status of the order becomes Invoiced when you print an invoice for a verified order e An order is given Returned status when you enter a miscellaneous credit e A verified order is given Backordered status when you backorder some of the line items and post the order The backordered line items are copied to the record of the items backordered to be shipped at a later date When you verify an order or enter an order as Shipped you can backorder items for verified or shipped orders When you post shipped quantities for both verified and shipped orders are posted and the backordered quantities are moved into the ordered field with zero quantity shipped e A price quote is not an order and is assigned Quote status It is entered like an order so you can determine and quote to the customer the price of an order Retail prices and costs for inventory line items appear so you can make sure that you profit on the order Until the customer places the order this record is not involved in any calculation When the customer accepts your proposal you can conve
33. file 1 8 setting up 3 16 SOBSxxx file setting up 3 16 SODExxx file 1 8 SOKHxxx file 1 9 SOKTxxx file 1 8 SOLBxxx file 1 10 SOL Cxxx file 1 9 SOLHxxx file 1 9 SOLLxxx file description 1 9 SOLSxxx file 1 8 SOPLxxx file 1 8 SORHxxx file IX 7 Index description 1 8 setting up 3 15 SORLxxx file description 1 8 setting up 3 15 sorting alphabetical 3 4 codes and IDs 3 3 SOSLxxx file 1 8 SOTDxxx file 1 7 SOTHxxx file 1 7 starting OSAS in other operating systems 1 15 in Windows 1 15 statements applying credit to current bucket 3 12 applying credit to oldest items 3 12 printing on forms 3 11 3 12 on plain paper 3 11 statuses 5 5 5 36 available 5 6 backordered 5 5 in use 5 6 5 7 invoiced 5 5 new 1 11 5 5 picked 1 11 5 5 quote 5 5 returned 5 5 shipped 5 5 verified 1 11 5 5 summary method initial balances 3 17 summary sales history 3 10 T Tables all companies 3 13 ARGLxxx 3 13 10 16 ARPDxxx 3 13 10 18 assigning to a terminal 3 14 company specific 3 13 copying 10 16 Defaults 3 14 IX 8 deleting or rearranging information 3 13 DFxxxx 3 14 10 19 DUNXxxx 3 13 10 20 FINCHxxx 3 13 for any situation 3 14 FORMxxx 3 13 10 21 function 10 15 individual companies 3 13 LABEL 10 22 OPTxxx 10 15 prefix and suffix information 3 14 QCxxxx 10 23 OH1xxxx 10 24 QH2xxxx 10 24 ONxxxx 10 23 QRxxxx 10 23 QSxxxx 10 23 Quick Entry 3 14 10 22 Q
34. for that payment method in the customer s record gt Prepayment Entry 1 x Commands Edit Modes Other Help Payment Amount 1200 00 Method CHK Check Bank ID FNB001 1st National Bank BatchDep 000001 Check 15055 The fields on this screen change depending on the payment method For example if the payment method is a credit card the screen lists the customer s credit card number expiration date and authorization code Sales Order User s Manual 5 29 Transactions Daily Work If you entered a check payment type enter the check number If you entered a credit card payment type enter or edit the card number card holder s name expiration date and authorization number If you entered a write off or other payment type enter a memo to identify the payment Press Enter to return to the Totals Information screen L Inquiry 7 If you received more than one form of payment on this order enter the Maint second prepayment amount and the corresponding method of payment code When the Prepayment Entry screen appears enter or edit the appropriate information for the payment method as prompted 8 The total amount of the invoice less any prepayments appears in the Net Due field Use the Proceed OK command to return to the Orders screen Online Picking Slips If you elected to print picking slips online in the Resource Manager Options and Interfaces function press O on the Orders screen to print a picking slip
35. from customers Sales Order encompasses the capabilities of Accounts Receivable you can record sales you made to customers and orders that have not been paid Sales Order lends its tracking capabilities to other applications associated with tracking assets Inventory for example Sales Order represents an asset when you take orders from customers the orders when goods are shipped and invoices are posted are expressed as gains to your source of revenue and losses to the assets the customers bought For example when you sell goods the order represents a loss to inventory when you apply invoices to the order it represents a gain to your capital Application Interaction Sales Order needs Accounts Receivable to work properly The two applications can stand alone as one but you get optimal use from them when you interface them with other applications Accounts Bank Receivable Reconciliation Sales Order CN Interfacing applications means that the information you enter in one application can be transferred to and used in other applications reducing data entry time and the number of errors that might creep in along the way Sales Order User s Manual 1 5 Introduction The Sales Order System Menu Structure The Sales Order menu structure is similar to that of Accounts Receivable and other OSAS applications functions appear roughly in order of use These Sales Order menus and functions are identical with those i
36. into the order Edit Line PE Commands Edit Modes Other Information Inventory Lookups Help es Entry 003 tem ITEM 4 ID 4 GLCode Desc Interior Door Sales Acct 1401 000 Sls Cat COGS Acct 501000 oofa 000 PriceID BUILD Inv Acct 104400 Units Ordered 5 0000 Shipped 0000 Backord 0000 Ext Cost Tax Class Field Descriptions Field Description Item Job If you are entering a recurring order for an item enter l If you are entering an order for a job enter J Inquiry Loc ID The location ID appears Inquiry ID Enter the ID of the item or job you want to include in Maint the recurring order The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory or Job Cost If you entered a job ID you are prompted for a phase ID after you enter the job ID Desc Enter a description of the recurring order 10 8 Sales Order User s Manual File Maintenance Field Additional Desc Sis Cat Tax Class Price ID GL Code Sales Acct COGS Acct Inv Acct Sales Order User s Manual Recurring Orders Description If you elected to enter additional descriptive text about line items when you enter invoices in the Resource Manager Options and Interfaces function the Additional Description Lines screen appears when you press Enter in the Desc field Enter up to 10 lines of additional text When you finish entering text press Enter at a blan
37. is divided into these sections e Chapter 1 introduces OSAS and the Sales Order application and describes the basics of the Sales Order system and how to navigate around OSAS e Chapter 2 Installation and Conversion details how to install Sales Order using Resource Manager and how to create or convert the data files it requires e Chapter 3 Getting Started gives information and checklists on the steps you need to perform to set up Sales Order Sales Order User s Manual 1 3 Introduction Welcome to OSAS e Chapters 4 through 12 contain function descriptions organized by menu These chapters mirror the order that appears on the Sales Order menu e The Appendixes contain supplimentary material not directly related to Sales Order functionality e The Index is a topical reference to the information in the rest of the chapters and concludes this guide Conventions This guide uses the following conventions to present information When the Inquiry or Maintenance commands or both are available for a field the Inquiry and Maint flags appear in the margin See page 1 26 and page 1 31 for more information on these commands When you see the phrase use the Proceed OK command in this guide press Page Down in either text or graphical mode to continue In graphical mode you can also click OK to proceed 1 4 Sales Order User s Manual The Sales Order System Use the Sales Order system to account for orders you take
38. item Enter the weight of one unit of the item The weight must be entered in the same unit of measure for all items for example in pounds The item s total price the quantity times the unit price total cost the quantity times the unit cost and total weight the quantity times the unit weight appear The quantity used in the calculation is the Quantity Ordered for quotes and new and picked orders and the Quantity Shipped for verified and invoiced orders When you use the Proceed OK command to save entries for orders with a status other than New one of these screens appear e Ifyou are entering a serialized item the Serial Number Entry screen appears See Entering Serial Numbers on page 5 16 for more information e Ifyou are entering a lotted item the Lot Number Entry screen appears See Entering Lot Numbers on page 5 19 for more information Sales Order User s Manual 5 15 Transactions Daily Work e Ifyou are entering a serialized and lotted item the Serial Lot Number Entry screen appears See Entering Serial and Lot Numbers on page 5 21 for more information e Ifyou are entering a kit you can choose to edit the kit detail in which case the Kit Detail screen appears See Entering Kit Line Items on page 5 23 for more information e If you are entering a standard inventory noninventory or service item or job the Orders screen appears See Orders Screen on page 5 25 for more inf
39. methods and tracking numbers e Press Enter to edit the selected line then change the shipping method and edit the Tracking number e Press A to add a new line then select the shipping method and enter the shipment tracking number Press D to return to the Orders screen e Press L to launch your web browser and direct it to the shipping company s website to track the shipment Before you use this command make sure you have entered the path to your web browser in the Resource Manager Defaults function and have set up the shipping company s website information using the Shipping Methods function Refer to the Accounts Receivable User s Manual for details Sales Order User s Manual 5 27 Transactions Daily Work Totals Information The Totals Information screen appears when you press T on the Orders screen to work with the transactions totals Totals Information E m Commands Edit Modes Other Information Help xm se man e eoeo Subtotal 1928 37 Freight 11542 TaxClass 00 9 Miscellaneous Chgs i Tax Class q Sales Tax Invoice Total 2133 82 Payment 1 1200 00 Method CHK Check Payment 2 i q Net Due The screen lists the order subtotal calculated sales tax if the transaction is taxable and if you assigned it a tax group invoice total and net amount due 1 Enter any shipping charges to add to the order in the Freight field Inquiry 2 Select the tax class for the freight charge You can e
40. on the function and the field you are currently using To use these commands click the right mouse button and select the command from the menu that appears On the main menu the shortcut menu gives you access to commands that help you manage your Favorites menu switch between sample and live data perform certain setup tasks and view function information On function screens this menu helps you access help documentation move around the function screen work with EIS dashboards and so on The Other Commands or F4 menu is available on both graphical and text menu and function screens and gives you access to additional utilities and commands not directly related to the function you re currently using Among other things these commands open calculators or allow you to view or enter additional information In text mode press F4 twice on the menu or once on function screens to access this menu Consult Appendix A in the Resource Manager guide for more information on the commands available on the Other Commands menu Sales Order User s Manual 1 23 Introduction Navigating OSAS Information The Information or Shift F2 menu is available in some graphical or text Menu function screens in certain applications and gives you access to additional information about a customer vendor item job bill of material or employee The commands available on the Information menu are determined by the applications you have installed and can include
41. or after you have upgraded the software you must set up the system Follow the setup procedures carefully the choices you make determine how the system operates To properly set up the Sales Order system you need to gather and organize your accounting data You need the following information e a chart of accounts for your business e sales and receipt cycles e previous year and current year sales returns and receipts histories organized by customer Codes and IDs When you set up the system you assign codes and IDs to tell the system how to identify each item on file The system uses these identifiers to organize the information in reports and inquiry windows The system arranges code characters in a particular order In the following list codes and IDs are sorted from lowest to highest with dashes representing blank spaces 0 1 Z a 01 NE EN 000000 000001 1 Sales Order User s Manual 3 3 Setup Considerations Setup 3 4 The organization of these codes illustrates the following principles e The system reads codes from left to right until it finds something other than a blank space e tems that make up a code are always listed alphabetically The items are listed in this order for each position blank spaces characters and so forth numbers 0 9 uppercase letters A Z lowercase letters a z Alphabetical
42. search for using the or characters Enter the batch number for the orders you want to view or press Enter to search all batches Enter the ID of the customer to whom the order you want to view belongs or press Enter to view orders for all customers Enter the date of the order you want to view or press Enter to view orders for all dates Enter the invoice date associated with the order you want to view or press Enter to view orders for all invoice dates Enter the purchase order date associated with the order you want to view or press Enter to view orders for all PO dates The system tracks orders in terms of the following statuses which indicate where an order is in the work cycle New Picked Verified Returned Invoiced Backordered or Quote Select one of these statuses Or press A to view all statuses Enter the location ID for the order you want to view or press Enter to view orders for all locations The Inquiry F2 command is available if Sales Order interfaces with Inventory Sales Order User s Manual Information Inquiry Orders Commands Use the commands to work with the orders listed on the screen e Press N to search for a new sales order e Press S to sort the orders a different way by our order number by customer purchase order number by invoice number by customer ID by our order date by customer purchase order date by invoice date by status or by location ID Then select the sort opt
43. the Batch Control function to add or edit batch IDs Press PgDn to copy the orders After the orders are moved the Daily Work menu appears Sales Order User s Manual Shipping Reports Picking Slips Shipping Labels Packing List Bills of Lading Backorder Allocation Report Requested Ship Date Report Scheduled Blanket Report Order Fulfillment Report Sales Order User s Manual 6 3 6 7 6 9 6 11 6 19 6 23 6 25 6 27 6 1 Picking Slips A picking slip lists the items and quantities that are needed to fill an order If an entire order cannot be filled the stockroom worker can write on the picking slip the quantity of each item that must be backordered Then the original order is verified against the picking slip Picking Slips Screen Select Picking Slips from the Shipping Reports menu The Picking Slips screen appears Picking Slips E ES Commands Edit Modes Other Help a a Has Sales Order Entry Been Completed Batches to Print 1 Print Picking Slips for New Orders Backorders Lost Orders O A List of Orders First Slip Number to Print 000105 Last Good Slip Number If Restart Print amp dditional Descriptions Print Kit Detail Component Company H 08 9 2005 Terminal T000 OVR 1 If you have entered all the sales orders select the check box or enter Y in text mode if not clear the check box or enter N in text mode If you have not entered all sales orders
44. the SOTDxxx and SOTHxxx files When you copied the recurring order a new order was created in the SOTDxxx and SOTHxxx files To change incorrect orders that were copied use the Change Order option in the Transactions function The changes you make affect only the orders in the SOTDxxx and SOTHxxx files not the SORHxxx and SORLxxx files How do convert a price quote to a live order On the Orders or Change Orders screen in the Transactions function press L When you convert a quote to a live order if Inventory is interfaced the committed quantity for the inventory item is increased by the ordered quantity of the line items and the order status changes from quote to new Sales Order User s Manual B 3 account accounting period application available back up backorder committed company conversion field Glossary A storage unit of financial data in accounting usually grouping related information under one account number or account ID A period of time in accounting used to provide distinct units of time you can work with For example you might want a report to include transactions done within a particular accounting period A software package made up of several related programs functions and files Usually an application is named after a common accounting practice for example Accounts Receivable Inventory or Payroll The status of an item when it is ready for sale To make a copy of data for ar
45. the carrier s vehicle that transports the shipment if available Enter the contact number for the shipment If the shipment is a hazardous material you must enter an emergency contact number If the shipment is COD enter the COD information The shipping date appears Use the Transactions function on page 5 3 to modify the ship date If the carrier must collect the freight charges on delivery select the box or enter Y in text mode if not clear the box or enter N in text mode If placards are issued with the shipment select the box or enter Y in text mode if not clear the box or enter N in text mode Enter the declared value of the shipment Use the Proceed OK command to save your entries The Bills of Lading screen appears Sales Order User s Manual 6 13 Bills of Lading Shipping Reports Bills of Lading Screen The Bills of Lading screen lists the contents of the shipment documented by this bill of lading Bills of Lading Commands Edt Modes Other Scroll Commands Information Help xzxejaajmn e eo Bern BA No 00432422 CustiD SUH001 SUNSHINE HOMES INC Order No 00000005 Ship To 000002 SUNSHINES HOMES INC Description Qty Ordered Units Electrical Package a 2274 0000 Lhs Plumbing Package 1855 0000 Lbs Interior Door 101 5000 Lhs y 3 0000 Lbs Refrigerator White 1 950 0000 Lbs Heating Cooling Package 1500 0000 Lbs
46. the item the ordered and fulfilled quantity and the extended cost for each lot number The extended cost of the item appears in the lower right corner of the screen while a running total of the lot numbers you enter appears in the lower left corner Use the commands to work with the lot numbers in the list Press Enter to edit the selected lot number The Edit Lot Number screen appears e Press A to add a lot number The Append Lot Number screen appears e Press Gto go to a specific lot number in the list This command appears only when there is more than one screen of items e Press D to exit from the screen Sales Order User s Manual 5 19 Transactions Daily Work Appending or Editing Lot Numbers If you have lotted items the Append or Edit Lot Number screen appears when you add or edit a lot number on the Lot Number Entry screen A Append Lot Number E O Commands Edit Modes Other Help es Lot No 274D0714 Orig Gty 80000 Cost Ext Cost Fulfil Gty 8 0000 Backord Qty 0000 Comment Inquiry 1 Enter the item s lot number 2 Enter the quantity of this lot ordered by the customer in the Orig Qty field 3 The Cost of the lotted item appears for order entry and cannot be changed If this is a miscellaneous credit enter the cost of the item being returned 4 Enter the quantity of the lot you shipped in the Fulfill Qty field 5 Enter the backordered lot quantity in the Backord Qty field 6 Entera comment a
47. transaction if appropriate Customer does not accept partial shipments The Partial Shipment flag in the customer s record is set to prohibit partial shipments indicating that the customer does not accept partial shipments Press Enter to remove the message You can still ship the items Customer ID ID is not on file The customer ID you entered is not in the ARCUxxx file Enter a different ID Customer ID is on credit hold Cannot print picking slip You cannot print a picking slip online or in a batch for a customer that is on credit hold Customer is on credit hold You cannot enter a shipped order or verify an order for a customer that is on credit hold Date must be greater than previous date entered You must enter the aging period dates in chronological order in the Cash Flow Report Delete entire transaction To delete the entire transaction use the Delete F3 command A 2 Sales Order User s Manual System Messages Delete entry number n To delete the line item use the Delete F3 command Destination file drive path file name not found No conversion The file name or path you specified does not exist Disk drive not ready The system cannot access one of the disk drives to find the file for which it is looking Usually the door of the disk drive is open check it If closing the door corrects the problem press Enter if not consult your system administrator or hardware support specialist Driv
48. unit of measure then press Enter to return to the Append Edit Line screen e Press A to add a shipment line to the end of the list Enter the ship date quantity and select the unit of measure then press Enter to return to the Append Edit Line screen e Press G to go to a specific shipment line This command is available only when there is more than one screen of line items e Press L to return to the top section of the screen to edit item information e Press D to return to the Blanket Order Detail screen Blanket Order Detail Screen The Blanket Order Detail screen is divided into these sections e Information from the header screen is summarized at the top of the screen e The line item entry area or scroll region is in the middle of the screen e The order totals appear at the bottom of the screen Sales Order User s Manual 5 43 Transactions Daily Work Change Blanket Order RX lz Blanket No 00000003 Scheduled Loc ID MH0001 Sold to TEN001 TENNESSEE SHELTERS INC Ship to 000003 TENNESSEE SHELTERS CHATTANOOGA Iter Kit ID Gty Ordered Units Unit Price Ext Price Description 11 0000 EA 4 4729 01 11 0000 576 9900 6346 89 Entry 001 of 002 Posted Total Freight Misc Sales Tax Subtotal Released Total 00 00 00 00 00 Enter edit Append at Header Totals mt View l Company H 08 18 2005 Terminal TODO OVR The screen lists the blanket order number y
49. version by looking at the copyrights screen when you start OSAS or in most versions by using the Information Shift F2 command on the menu screen 7 If data files already exist for Sales Order in the intended destination path the SO data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and convert the files from the version in the source path select Yes or enter Y in text mode if not select No or enter N in text mode If you elect not to erase existing files you must change your directory choices so that no conflict exists 8 Accounts Receivable and its version number appear automatically You must convert the AR data files as well in order to use Sales Order If data files already exist for Accounts Receivable in the intended destination path because you already converted them the AR data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and reconvert the files from the version in the source path select Yes or enter Y in text mode if not select No or enter N in text mode 9 To begin the conversion use the Proceed OK command Sales Order User s Manual 2 7 Conversion Installation and Conversion 2 8 10 11 12 The Do you want a printout of error log after each application prompt appears If you want the error log to be produced after files are converted for each application select Yes
50. you are using Self explanatory messages are not listed If you cannot find a system message in this appendix refer to appendix A in the Accounts Receivable User s Manual xx data files exist Do you want this task to erase them The directory where you are creating files already has files for the selected application and company To continue with the conversion and erase the existing files select the check box or enter Y in text mode To create only the missing files if any clear the check box or enter N in text mode To cancel the operation exit from the function file name does not exist Cannot convert it One of the files listed in xxDATA is not in your old data directory See Destination file drive path file name not found No conversion Basic Error nn Host Error xxx Line nnnn Program xxxxxx Basic Error nn Line nnnn Program xxxxxx A serious error has occurred Write down the information that appears and get help from a support technician Cannot delete last line of order An order must have at least one line item You cannot delete the last line item but you can delete the entire order Sales Order User s Manual A 1 System Messages Cannot print slips for returns The order number you entered is for a return You cannot print picking slips for returns Credit card expired The customer s credit card number is expired Press Enter to remove the message You can continue entering the
51. you enter 4 in the Sold To field The asterisk indicates that the entry is a group recurring order Run Codes The run code is a unique number that you assign to each recurring order You copy recurring orders to the SOTDxxx and SOTHxxx files by run codes If you do not want to copy an entry to the SOTDxxx and SOTHxxx files after a particular date enter a cutoff date for it You can use the Purge Selected Files function see page 8 3 on the Periodic Maintenance menu to purge entries from the SORHxxx and SORLxxx files by cutoff dates Entries with a cutoff date before the date you specify are purged from the SORHxxx and SORLxxx files Blanket Orders If some of your customers have sent blanket orders for which you must ship merchandise over a period of time you can set up the invoices in the SOBHxxx SOBLxxx SOBKxxx SOBSxxx and SOBDxxx files and then copy them to the SOTDxxx SOTHxxx and SODExxx files when the customer requests shipments against the blanket Blanket Types You can set up three types of blanket orders An on demand blanket is an order to purchase set quantities of items at a specific price over a period of time A dollar amount blanket is a standing order to purchase any items up to a fixed total amount A scheduled blanket is an order that lists fixed quantities of specific items to be delivered on specified dates Sales Order User s Manual Setup Setup Checklist and Functions Any of these blanket order types c
52. 0 CO RD 4 NASHVILLE TH 54327 4383 US CHATTANOOGA TN 54897 2034 Sales Rep 1 DMM Percent 100 0 Ship Method Sales Rep 2 3 Percent Ship Via UPS Blue Cust Level HSL Terms Code Requested Ship Date 08 31 2005 s Terms Desc 2 10 n 30 Type Reg Last Release Date 06 30 2005 E Terms 2 0 Days 10 Net Days 30 Order No 633921 Taxable Ord Date 12012005 Es Tax Group mx 8 Description 5 36 Sales Order User s Manual Daily Work Transactions This screen is nearly identical to the Orders Header Information screen page 5 6 Descriptions of the fields unique to this screen are below refer to Orders Header Information Screen on page 5 6 for descriptions of shared fields Field Inquiry Blanket No Blanket Type Contract Date Close Date Expire Date Sales Order User s Manual Description If you are editing releasing or issuing credit against an existing order or if you are adding a blanket order and you elected not to have the system generate blanket order numbers enter the blanket number If you are adding a blanket order and you elected to use system generated blanket order numbers a number appears and cannot be changed Enter the type of blanket you want to add To set up a blanket for a fixed dollar amount of any items over a period of time enter D or select Dollar Amount To set up a blanket for a fixed quantity of certain items to be shipped upon request enter O o
53. 000001 SUNOO1 SUNSHINE HOMES 00000012 385930 Entry Door 000001 SUNOO1 SUNSHINE HOMES 350 MNOO01 x Picked 00000013 385930 Entry Door 000001 SUNOO1 SUNSHINE HOMES n 450 MNOO01 P Picked 00000013 385930 Slide by Window 24 x 40 000001 SUNOO1 SUNSHINE HOMES 460 MNO001 A Picked 00000013 385930 Slide by Window 30 X 40 Requested Date 08 25 2005 000001 LOSO01 LOS ANGELES CONSTRUCTION 2 200400 MNO001 08 25 2005 00000001 Water Softener 000001 LOS001 LOS ANGELES CONSTRUCTION 901 MNO001 A 08 25 2005 00000001 Refrigerator White 000001 LOS001 LOS ANGELES CONSTRUCTION 800002 MNO001 08 25 2005 00000001 Wallpaper Traditional 000001 LOS001 LOS ANGELES CONSTRUCTION 300 MNOOOL 08 25 2005 00000001 Refrigerator Black 000001 LOS001 LOS ANGELES CONSTRUCTION 3 700500 MNO001 7 08 25 2005 00000001 Series Number End of Report 6 24 Sales Order User s Manual Scheduled Blanket Report The Scheduled Blanket Report function prints out a report listing shipments of blanket orders scheduled for a range of dates you specify Use the report to forecast your shipping and inventory requirements for fulfilling blanket orders Follow these steps to print the Scheduled Blanket Report 1 Select Scheduled Blanket Report from the Shipping Reports menu The function screen appears 4 Scheduled Blanket Report m E Commands Edit Modes Other Help Customer ID From aceoor 8 Status Thru VIS001 3 O New Blank
54. 05 6 10 Sales Order User s Manual Bills of Lading Use the Bills of Lading function to print shipping documents for any order with verified or invoiced statuses The bills of lading documents can be printed from the Shipping Reports menu or from within the Shipping Labels function Bills of Lading Selection Screen Select Bills of Lading from the Shipping Reports menu The Bill of Lading selection screen appears over the Bills of Lading and Header Information screens Edit Modes Other Information Help Be or gt amp Bill of Lading Commands Edit Modes Other Help 2xt pelmal eCx Bill of Lading All New Bill of Lading C Edit Bill of Lading Select the type of action you want to perform You can enter a new bill of lading or you can edit an existing bill of lading After you make your selection the Header Information screen appears Sales Order User s Manual 6 11 Bills of Lading Shipping Reports Header Screen The information you enter in the Header Information screen prints on the bill of lading Header Information Dok Commands Edit Modes Other Information Help xm se man e eoo BAL Number Order Number Ship To 000002 SUNSHIHES HOMES INC 9350 W GULFSTREAM DRIVE TAMPA FL Routing i 4 Customer ID 4 Terms 1 Pct Location ID SUH001 SUHSHIHE HOMES IHC 10 Days Net 30 MD0001 BALTIMORE WAREHOUSE COD Amount Fee Collect Fee Remit To
55. 2 3 B 1 interfaces with Sales Order 1 5 Bank Reconciliation 3 8 10 17 Bill of Materials Kitting 3 8 General Ledger 3 7 Inventory 3 7 10 17 Job Cost 3 8 setting up 3 9 Inventory interface with Sales Order 3 7 10 17 invoiced status 5 5 invoices aging online 3 12 batching 3 9 prenumbered forms 3 11 printing 7 3 on forms 3 11 3 12 on plain paper 3 11 online 3 11 5 3 5 26 5 32 reprinting 7 5 reprinting online 5 4 IX 3 Index J Job Cost interface with Sales Order 3 8 K Kit Detail file 1 8 history 3 10 Kit History file 1 9 kits appending components 5 24 editing 5 24 including components in picking slips 3 11 line items 5 23 L LABEL table description 10 22 setting up 3 13 laser forms invoice 3 11 3 12 packing list 3 11 picking slip 3 11 statement 3 12 launching OSAS in other operating systems 1 15 OSAS in Windows 1 15 line items adding 5 4 5 25 6 15 6 17 deleting 5 4 displaying unit cost 3 10 editing 5 4 5 25 kits 5 23 recurring orders 10 7 viewing 5 26 5 45 Lot and Serialized Item file 1 8 lot numbers appending 5 20 editing 5 20 lotted items entering 5 19 main menu IX 4 graphical 1 20 MDI 1 21 navigating graphical 1 20 navigating MDI 1 21 navigating text 1 28 text 1 27 toolbars 1 25 Maintenance F6 flag 1 31 icon 1 26 mapping 1 26 1 32 Master File Lists menu structure 1 7 menus Daily Work 1 6 drop down menus 1 23 Fil
56. 2 Tracking Numbers E Commands E Modes Other Scroll Commands Help Our Ord No 4 Status Invoiced Cust ID Losoo1 LOS ANGELES CONSTRUCTION CO Method Ship VIA Tracking Number Federal Exp 2nd Day 15505370022483 UPS Blue 125695360348710611 Entry 001 of 002 Enter edit Append Company H 08 18 2005 Terminal TODO OVR Sales Order User s Manual 5 55 Tracking Numbers Daily Work 2 Select the order number for which to enter shipment tracking information and use the Proceed OK command to move to the screen s scrolling region 3 Select a command e Press Enter to edit the selected line The Tracking Number Detail screen appears e Press Ato add a new shipment method and tracking number to the order The Tracking Number Detail screen appears Press H to return to the Our Ord No field to enter a new order number for which to enter tracking information e Press L to launch your web browser and direct it to the shipping company s tracking website When you use this command OSAS combines the tracking number with the URL address you entered for the shipping method to open the website so that you can view order status Refer to the Accounts Receivable User s Guide for more information on entering website information for shipping companies in the Shipping Methods function Tracking Number Detail 5 56 The Tracking Number Detail screen appears when you enter a new shipping method a
57. 2005 08 19 2005 9 10 AM Batch Tran No Invoice Loc 000001 00000002 000001 0000000Z 00002081 MNOO01 200400 00002081 MNOO01 901 000001 00000002 00002081 MNOO01 800001 274D0714 274D0715 000001 00000002 00002081 MNOO01 700500 120195 120195 120195 120195 120195 TRANSACTION TOTAL 000001 00000013 001 IN 00002082 MNOO01 350 000001 00000013 002 IN 00002082 MNOOO1 450 000001 00000013 003 IN 00002082 MNOOO1 460 TRANSACTION TOTAL BATCH 000001 TOTAL Sales Order User s Manual Item ID or Job Phase Lot Numbers Builders Supply 0 Post Transactions Builders Supply POST INVENTORY ITEMS Shipped Unit Serial Numbers LTQ7121002 LTQ7121003 LTQ7121005 TOTAL OF LOT SERIAL ITEMS TOTAL OF LOT SERIAL ITEMS 10 1001 11 1001 4 1001 5 1001 6 1001 TOTAL OF LOT SERIAL Page B 1 Unit Cost Extended Cost 127 4000 0000 231 0200 231 0200 231 0200 0000 1 7600 1 7600 0000 2 2500 2 2500 2 2500 2 2500 2 2500 226 9900 161 1400 176 4700 4411 75 8066 55 7 23 History Reports Shipping Efficiency Report Customer Shipping Efficiency Report Sales Order User s Manual 8 3 8 7 8 1 History Reports 8 2 Introduction Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance and Master File Lists Refer to the Accounts Receivable User s Manua
58. 3 001 GREOOL 08 21 05 I HMNO001 100 0000 PKG Original 1902 74 000002 INVCD PRT 08 21 05 Electrical Package Ordered 1902 74 24889101 08 21 05 Shipped 1902 74 I MNOOO1 150 0000 PKG Original 1317 38 08 22 05 Plumbing Package Ordered P 1317 38 08 21705 Shipped 1317 38 I N0001 300 gt Original 145 60 08 21 05 Interior Door Ordered a 145 60 08 21 05 Shipped 2 145 60 I MNO001 350 0000 EA Original 66 08 22 05 Entry Door Ordered 66 08 21 05 Shipped 66 I MNOOO1 450 Original 763 29 08 22 05 Slide by Window 24 x 40 Ordered 763 29 08 21 05 Shipped 763 29 Totals for Invoice No 24889101 Original 6759 67 Ordered 6759 67 Shipped 6759 67 Sales Order User s Manual 7 11 Blanket Order Report Use the Blanket Order Report function to list the blanket orders on file by blanket number or customer ID Blanket Order Report Screen Select Blanket Order Report from the Transaction Reports menu The Blanket Order Report screen appears amp Blanket Order Report O Commands Edit Modes Other Help Customer ID ACE001 IE vIS001 O New Blanket No 00000001 O In Process 00000003 O Closed New and In Process Blanket Type All All Statuses Sort By Customer Blanket No Company H 08 19 2005 Terminal T000 OVR Inquiry 1 Enter the range of customers and blanket orders you want to include in the report 2 Select the type of blanket orders you want to print 3 Select th
59. 4 005 HOMES ool 200400 MNO001 Water Softener 901 MNOO001 Refrigerator White 800002 MNO001 Wallpaper Traditional 300 MNOOO1 Refrigerator Black 700500 MNOO001 Series Number INC 350 Partial Shipments Yes MNOO01 Entry Door LOS ANGELES CONSTRUCTION CO Partial Shipments Yes 00000018 00000018 00000018 00000018 End of Report 6 28 ool 002 003 004 100 150 250 300 MNOOO Electrical Package MNOOO Plumbing Package MNODOL Exterior Panels MN0001 Interior Door Sales Order User s Manual Transaction Reports Print Invoices Open Order Report Blanket Order Report Sales Journal Post Transactions Sales Order User s Manual 7 3 7 9 7 13 7 15 7 19 7 1 Transaction Reports 7 2 Introduction Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance and Master File Lists Refer to the Accounts Receivable User s Manual for questions on these shared menus or for questions on functions not covered in this manual Sales Order User s Manual Print Invoices Use the Print Invoices function to print an invoice or a quote for an order you entered in the SOTDxxx and SOTHxxx Open Order files This function is useful when you want to print invoices quotes or both for several transactions at once You can also print the invo
60. 43 Use the Blanket Order Detail screen to enter returned items edit total amounts and release orders against the blanket See page 5 43 for more information Complete sales information for orders released against the blanket using the Transactions function Sales Order User s Manual Copy Recurring Orders Use the Copy Recurring Orders function to copy orders in the SORDxxx and SORHxxx Recurring Order files to the SOTDxxx and SOTHxxx Open Order files when the recurring orders come due The orders are copied as new orders and are treated like any other transaction you can change them and print a picking slip a packing list and an invoice for them Before you copy recurring orders print the Recurring Orders List and back up your data files Refer to the Accounts Receivable User s Manual for information on printing this master list Copy Recurring Orders Screen Select Copy Recurring Orders from the Daily Work menu The Copy Recurring Entries screen appears Copy Recurring Orders E O Commands Edit Modes Other Help Run Code From Thru GL Period Cutoff Date 10852005 Ps First Order No Batch ID 000001 Company H 08 18 2005 Terminal TODO OVR Sales Order User s Manual 5 49 Copy Recurring Orders Daily Work 5 50 Enter the range of run codes whose recurring orders you want to copy Press Enter to copy the orders to the current period or enter a different period 1 13 When you entered rec
61. 6 tables 10 16 detail kit history 3 10 detail method initial balances 3 18 detail sales history 3 10 DFxxxx table description 10 19 setting up 3 14 dunning messages 10 20 DUNxxx table description 10 20 setting up 3 13 Sales Order User s Manual Index E Edit Sales Order Number function 10 27 editing kit components 5 24 expired credit card 3 10 F F2 Inquiry button 1 26 flag 1 31 F6 Maintenance flag 1 31 icon 1 26 File Maintenance menu structure 1 7 files backing up 3 20 purging 1 7 9 3 Sales Order 1 7 FINCHxxx table setting up 3 13 flags in text mode 1 31 FORMXxxx table description 10 21 setting up 3 13 G General Ledger interface with Sales Order 3 7 general ledger period 10 18 graphical mode drop down menus 1 23 function screens 1 22 graphical main menu 1 20 Inquiry button 1 26 Maintenance icon 1 26 MDI menu 1 21 shortcut menu 1 23 toolbars 1 25 group codes assigning to customers 3 16 recurring orders 3 16 Sales Order User s Manual H hot keys 1 31 l IDs setting up 3 3 sorting 3 3 in use status 5 6 5 7 Information Inquiry menu structure 1 6 initial balances combination method 3 18 detail method 3 18 setting up 3 17 summary method 3 17 in process status blankets 5 36 Inquiry F2 button 1 26 flag 1 31 Install Applications function 2 3 2 5 installing Accounts Receivable 2 3 installing Sales Order 2 3 and Accounts Receivable
62. Long to print the extended additional description 7 Select the Print Kit Detail check box or enter Y in text mode to kitted item component information in the report Clear this check box or enter N in text mode if you do not want to print this information 8 Select the Print Tracking Numbers check box or enter Y in text mode to include shipment tracking numbers on the report clear it or enter N in text mode if you do not want to print this information This option is available only if you elected to enter tracking numbers in the Options and Interfaces function and if you selected Invoice Number as the Print by option 9 Select the output device to produce the report See Reports on page 1 33 for information on output devices After the report is produced the Transaction Reports menu appears 7 10 Sales Order User s Manual Transaction Reports Open Order Report Open Order Report 08 22 2005 Builders Supply 8 47 AM Open Order Report By Invoice No Order Entry Cust ID Order Date JIK Job Phase or Loc Iten ID Quantity Units Quantity Batch Status Rep 1 Req Date Description Available Invoice Ship Date 00000011 001 ACEO01 08 05 05 I caoool 100 10 0000 PKG Original 000002 NEW GPD 08 21 05 Electrical Package Ordered 380 55 Shipped 00 I caoool 150 0000 PKG Original A 3173 75 08 21 05 Plumbing Package Ordered d 3173 75 Shipped 00 Totals for Invoice No Original 3554 30 Ordered 3554 30 Shipped 00 0000000
63. OPEN SYSTEMS Accounting Software Sales Order User s Manual 2210 5070 2005 Open Systems Holdings Corp All rights reserved Document Number 2210 5070 No part of this manual may be reproduced by any means without the written permission of Open Systems Inc OPEN SYSTEMS and OSAS are registered trademarks and Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp BB is a trademark and PRO 5 and Visual PRO 5 are registered trademarks of BASIS International Ltd Novell and NetWare are registered trademarks of Novell Inc Microsoft Windows Windows 95 Windows NT and MS DOS are either trademarks or registered trademarks of Microsoft Corporation Adobe and Acrobat are registered trademarks of Adobe Systems Inc TrueType is a registered trademark of Apple Computer Inc Open Systems Accounting Software for UNIX uses PKZIP utilities from PKWARE Inc 648 N Plankinton Ave Suite 220 Milwaukee WI 53203 Phone 414 289 9788 Internet www pkware com Printed in U S A This manual is recyclable November 2005 Release 7 0 This document has been prepared to conform to the current release version of OPEN SYSTEMS Accounting Software Because of our extensive development efforts and our desire to further improve and enhance the software inconsistencies may exist between the software and the documentation in some instances Call your customer support representative if you encounter an in
64. Periods Table m Number of Cols 3 Column Length 12 Type PERIOD FISCAL YEAR PERIODS YR 2005 00 00 00 00 00 00 00 a 00 00 00 00 00 00 00 Company H 08 18 2005 Terminal T000 OVR Field Description Period 1 00 13 00 Enter the number of the current period The period is incremented when you perform periodic maintenance Fiscal Year Enter the current fiscal year The fiscal year is incremented when you do year end maintenance Periods Yr 1 00 Enter the number of accounting periods your 13 00 company uses in a year 10 18 Sales Order User s Manual File Maintenance Tables DFxxxx Table The DFxxxx table stores the default batch ID distribution code GL code and cash receipt invoice number that appear when you enter transactions When you enter the table ID the rest of the DFxxxx table appears SOTB a Commands Edit Modes Other Help 2X te Table ID Description Defaults Table Number of Cols L 2 Column Length 12 Type v DEFAULT VALUE BATCH DEP ID 000002 DIST CODE 01 GL CODE Rl C R INVOICE DEPOSIT Company H 08 18 2005 Terminal TODO OVR Field Description Field The fields for which you can enter defaults appear Accept these field descriptions or change them Do not delete lines or rearrange field names The system looks for the defaults by their position in the table it treats t
65. S or NO to indicate whether you want to keep detail sales history If you select NO you cannot calculate commissions for sales reps or print the Detail History Report Toggle between YES or NO to indicate whether you want to keep additional description history If you do not use additional descriptions this option is set to NO and you cannot change it Toggle between YES or NO to indicate whether you want to keep summary sales history If you select NO you cannot print summary history reports Toggle between YES or NO to indicate whether you want to keep detail kit history Toggle between YES or NO to indicate whether you want to be able to change a customer s price level when you enter orders Toggle between YES or NO to indicate whether you want to be able to enter an expired credit card as payment for a transaction Toggle between YES or NO to indicate whether you want quantities and quantity breaks to appear when you enter line items Toggle between YES or NO to indicate whether you want the unit cost of inventory items to appear when you enter line items Sales Order User s Manual Setup 15 16 17 18 19 20 21 22 23 24 25 26 Setup Checklist and Functions Toggle between YES or NO to indicate whether you want to use shipment tracking numbers for shipped invoiced or returned orders You can use tracking numbers to view order status on shipping company websites Toggle betwe
66. TS PAYABLE LOS ANGELES CONSTRUCTION CO 98042 VENTURA BOULEVARD ENCINO CA 99999 9584 Date Rep ID Order No 08 07 05 GPD 00000010 Item Description End of Components 200 Ordered Heating Cooling Package Shipped Component 200100 Furnace 200200 Water Heater 200300 Air Conditioner 200400 Water Softener 200500 Sump Pump 200600 Humidifier End of Components Thank You for your order Non Taxable Taxable Sales Tax 00 53892 51 3224 05 Quantities Freight 00 CREDIT MEMO gt gt LOS ANGELES CONSTRUCTION CO 98042 VENTURA BOULEVARD ENCINO CA 99999 9584 Terms Inv No 2 10 n 30 24889108 Price Amount 2601 3185 2601 32 Subtotal 53892 51 Invoice Total 57116 56 Sales Order User s Manual Open Order Report The Open Order Report lists unposted orders and returns Open Order Report Screen Select Open Order Report from the Transaction Reports menu The Open Order Report screen appears amp Open Order Report Commands Edit Modes Other Help 2X te Customer ID From ACEOO1 Print by Thru VISOO1 Customer ID Location ID From CA0001 Invoice Number Thru T0001 O ttemiJobmit ID tem obit ID From O Status Thru Batches to Print Addl Description Format Print Kit Detail Print Tracking Numbers Status O New O Picked O Verified O Credited Backordered Quoted All Orders Company H 0819 2005 Terminal T000 OVR Inquiry 1 Enter the rang
67. Transaction Ship Tracking Commands Use the commands to work with the line items in the order e Press Enter to edit the selected line item You cannot change the Loc ID and Item ID fields Press A to add a line item to the end of the list e Press H to return to the header screen When you return to the header screen you do not lose line item and totals entries because these entries are saved Sales Order User s Manual 5 25 Transactions Daily Work e Press T to enter or edit totals associated with the order See Totals Information on page 5 46 for more information e Press V to view more details about the selected line item Additional information such as the General Ledger account quantities ordered and shipped and price and cost information appears on the View Line screen Press G to go to a specific line item This command is available only when there is more than one screen of line items e Press O to print picking slips invoices or quotes online This command is available only if you elected to print online forms in the Resource Manager Options and Interfaces function See Online Picking Slips on page 5 30 and Online Invoices or Quotes on page 5 32 for more information e Press P to print packing lists online after an order is shipped and has verified or invoiced status This command is available only if you elected to print online packing lists in the Resource Manager Options and Interfaces functio
68. Usethe Proceed OK command to save the number and exit to the File Maintenance menu Sales Order User s Manual 10 27 Shipping Label Setup Use the Shipping Label Setup function to format your shipping labels before you print them Shipping Label Setup Screen Select Shipping Label Setup from the File Maintenance menu The Shipping Label Setup screen appears E Shipping Label Setup E Commands Edit Modes Other Help aa Label ID Description 4 x 4 label preprinted Print Standard vl Label Width 40000 inches Label Height 4 0000 inches from top of one label to the top of the next Test Pattern Required Starting Rows Cols Row Col Return Address 7 30 Pick Slip Number 20 Order Number 20 Ship Via 20 Ship Date 20 Label Count 999 of 999 10 Customer Ship to ID 13 Phone Number 13 I 30 Company H 08 18 2005 Terminal TODO OYR Field Description Inqury Label ID Enter the label ID Description Accept the current description or enter a different description for the label Sales Order User s Manual 10 29 Shipping Label Setup Field Print Label Width Label Height Test Pattern Print RequiredRows Cols Starting Row Col File Maintenance Description Enter S to print the labels in standard format Enter C to print the labels in compressed format Accept the current width or enter a different width for the labels no smalle
69. Verification Press lt PgDn gt to proceed Address Mapping When you are working with a screen that contains an address you can use the Address Mapping command menu to view a map of that address This command combines address information with the URL and search variables in the Resource Manager Web Setup function and the Map Lookup ID in the Company Setup function to direct your web browser to a mapping website and generate the map The Address Mapping command is available when the Map flag appears at the bottom of the screen To view a map of the first address on the screen press Shift F4 To view a map of the second address if present press Shift F5 The second command is not available when there is only one address Note Before you can view maps you must set up mapping website information in the Resource Manager Web Setup function select the Map Lookup ID to use in the Resource Manager Company Information function and enter the path to your workstation s web browser in the Resource Manager Defaults function 1 32 Sales Order User s Manual Navigating OSAS Introduction Reports All OSAS applications contain a variety of reports to help you view and analyze your business data Each report function includes a selection screen that allows you to select the range of information to include in the report which appears in alphabetical order when the report is produced After you select the information to include use one of thes
70. Vxxxx 10 23 setting up 3 13 10 24 system selection 3 15 use of 10 15 Tables List function 11 5 sample 11 6 terminal assigning table to 3 14 text mode command line 1 32 commands 1 31 flags 1 31 function screens 1 29 main menu 1 27 messages 1 32 toolbars 1 25 function screens 1 25 main menu 1 25 totals editing 5 26 entering 5 26 invoices online 5 35 recurring orders 10 12 Tracking Numbers 5 55 Transaction Reports menu structure 1 6 Transactions adding blanket line items 5 44 Sales Order User s Manual Index adding line items 5 25 6 15 6 17 batching 3 9 editing blanket line items 5 44 line items 5 25 totals 5 26 entering blanket totals 5 45 entering totals 5 26 function 5 3 kit line items 5 23 lot numbers 5 19 5 20 Online Invoice Totals screen 5 35 online invoices 5 32 online packing lists 5 34 Online Packing Lists screen 5 34 online picking slips 5 30 online quotes 5 32 order statuses 5 5 5 36 printing invoices online 5 26 packing lists online 5 26 picking slips online 5 26 quotes online 5 26 release blanket order 5 45 serial and lot numbers 5 22 serial numbers 5 17 serialized and lotted items 5 21 serialized items 5 16 shipment tracking numbers 5 55 totals information 5 28 5 46 tracking shipments 5 55 U unit cost displaying for line items 3 10 V verified orders posting 7 19 verified status 1 11 5 5 w workstation date 1 17 Sales
71. ach terminal ID is unique For example if you have two T001 terminals one in company A01 and one in company C01 the DFTO01 table applies to both terminals regardless of the fact that they are in different companies When you enter or edit transactions the system first tries to find a table with a terminal suffix specific to your terminal If it cannot find one it looks for a table for the company in which you are working If it cannot find one it uses the system wide table For example if you are using quick entry to enter an invoice for company A01 on terminal T001 the system first looks for QH1T001 If it cannot find QH1T001 it looks for QH1A If it cannot find QH1A it uses the system wide table QH1 If the system cannot find any applicable table perhaps because the system wide table was accidentally deleted an error message appears and you must rebuild the table Recurring Orders If some individual customers or groups of customers regularly have the same billing requirements you can set up the invoices in the SORHxxx SORLxxx and SORDxxx files and then copy them to the SOTDxxx SOTHxxx and SODExxx files when they come due Sales Order User s Manual 3 15 Setup Checklist and Functions Setup Group Codes When you set up customer records you assigned a group code to each customer Use the group codes to set up recurring orders for groups of customers For example if you bill group code 4 customers 50 every month
72. ain to the Transactions function QH1xxxx used for the fields on the left side of the header screen and QH2xxxx used for the fields on the right half of the header screen You can set up the Defaults and Quick Entry tables for the following situations Assign each table to a particular terminal For example you can assign table DFTO01 to terminal T001 e Assign each table to all terminals in a particular company For example you can assign table DFA to all terminals in company A e Set up each table as a general table for several companies to use For example you can set up table DF for the companies that use the same defaults If you have three companies A01 B01 and CO1 you might want the terminals in companies A01 and BO1 to share table DF You might want company C01 to have some of its terminals use a set of defaults specific to each one while other terminals share values that are common among themselves but specific to company C01 Sales Order User s Manual Setup Setup Checklist and Functions Companies A01 and BO can share table DF no table has the label DFA or DFB Company C01 can have table DFC to be used for the terminals in company C01 that do not need their own set of defaults Each terminal in company C01 that needs its own set of defaults can have its own table for example terminal T001 has table DFT001 The system treats all terminals with the same ID the same way so you may want to make sure that e
73. alf of the screen to enter item information Field Description Item Kit Select the type of the item you want to sell Enter K or select Kit to sell a kitted item if Sales Order is interfaced to Bill of Materials Kitting or enter l or select Item if you are selling an inventory noninventory or service item Inquiry Loc ID Press Enter to accept the location ID or enter a Manr different location from which you want this item sold The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory Sales Order User s Manual 5 39 Transactions Field ID Additional Desc D sis ca _Maint__ _Inquiry Tax Class Mat Req Ship Inquiry Price ID in SL Code Man al 40 Daily Work Description Enter the ID of the item or kit you want to sell The item s description appears If you elected to enter additional descriptions about line items when you enter invoices in the Resource Manager Options and Interfaces function the Additional Description Lines window appears when you press Enter in the Desc field Enter up to 10 lines of additional text or press Enter to skip this field When you are finished entering text press Enter at a blank line The text is saved and you are returned to the line item entry screen The sales category refers to an inventory item Enter a sales category or press Enter to skip this field The Inquiry F2 and Maintenance F6 commands are
74. all lowercase letters so that the IDs can be sorted correctly e Use descriptive IDs For example WINOO1 and WIN002 are more descriptive IDs than 000001 and 000002 However if you already use a numbered system you might want to stick with it e Ifyou want to sort items by a particular attribute name or group put the attribute in the ID For example to organize customers by name put the first characters of the name in the customer ID e To ensure that you can insert new items into a sequence use a combination of letters and numbers that leaves room in the sequence for later additions For example setting up two consecutive IDs of WINOO1 and WINOOS leaves room for three customers in between Sales Order User s Manual 3 5 Setup Checklist and Functions Follow the steps below to set up the Sales Order system Each step is explained in this section Set up the options and interfaces Build the tables Build the SORHxxx and SORLxxx Recurring Order files Build the SOBHxxx and SOBLxxx Blanket Order files Enter initial balances Set up access codes Set up a backup schedule AR DE Options and Interfaces An application can be interfaced to work in conjunction with other applications Sales Order can interface with General Ledger Inventory Job Cost Bank Reconciliation and Bill of Materials Kitting Sales Order does not have the same interfaces as Accounts Receivable You must set up the Sales Order options and i
75. an be set up maintained and released through the Transactions function Scheduled blankets can also be released using the Release Scheduled Blankets function You can stop blankets from being released by entering a close date in the blanket order header Blanket Reports Produce the Blanket Order Report to list all blankets and to review your entries for completeness You can check the scheduled shipments you set up by printing the Scheduled Blankets Report Initial Balances After you have set up the tables and recurring orders build the ARINxxx Open Invoice file to set up initial customer balances You can use the summary method the detail method or a combination of the summary and detail methods to set up the initial customer balances and open orders Summary Method The summary method is quicker than the detail method but it does not provide complete sales history The summary method consists of the following steps 1 Enter the unpaid finance charges and outstanding invoice amounts for the current period and the four aging periods and enter credit and payment history see the Accounts Receivable User s Manual 2 Use the Build Open Invoice File function see the Accounts Receivable User s Manual to build an invoice for each unpaid finance charge current amount due and balance in an aging period 3 Select the New Order option in the Transactions function to enter the open orders Sales Order User s Manual 3 17
76. ant to interface Sales Order with General Ledger Inventory Job Cost Bank Reconciliation and Bill of Materials Kitting These interface options work independently of each other You can respond to them with any combination of Ys and Ns Press Enter to toggle between YES or NO to indicate whether you want to use transaction batching You can use batching to group invoices credits and receipts for printing and posting You can determine how to set up the batches for example by time or by workstation If you use batches a user can post transactions in one batch while another user can add or edit transactions in a second batch Toggle between YES or NO to indicate whether you want the system to generate batch numbers Sales Order User s Manual 3 9 Setup Checklist and Functions Setup 3 10 10 11 12 13 14 Toggle between YES or NO to indicate whether you want the system to generate order numbers If you select YES you cannot override the order numbers the system assigns Toggle between YES or NO to indicate whether you want to enter up to 10 lines of additional text for each line item on invoices miscellaneous credits and recurring entries Toggle between YES or NO to indicate whether you want to use additional descriptions stored in Inventory If Sales Order is not interfaced with Inventory or if you do not use additional descriptions this option is set to NO and you cannot change it Toggle between YE
77. ant to organize the journal 4 Select the amount of detail you want to print in the journal 5 Select the output device See Reports on page 1 33 for more information on output devices After the journal is produced the Transaction Reports menu appears If the Sales Journal does not include some invoice numbers you probably printed multiple page invoices or credit memos The number of an invoice that is a continuation of a previous one is skipped Invoice numbers are not reassigned for credit memos 7 16 Sales Order User s Manual Transaction Reports Sales Journal Sales Journal 08 19 2005 9 06 AM Batch Cust ID Our Ord Inve No Ship Date 000001 00000013 00002082 ool 08 19 2005 000001 sunool 00000013 00002082 002 08 19 2005 000001 sunool 00000013 00002082 08 19 2005 Our Ord Rep 1 Inve No Rep Z JIK Job Phase or Loc Item No Description I MNO001 350 Entry Door I MNOO01 450 Slide by Window 24 I MNOO01 460 Slide by Window 30 Inv Date Ord Date Order No Terms Desc Ship Date 00000013 00002082 385930 BATCH 000001 TOTALS GRAND TOTAL End of Report 08 19 2005 10 15 2005 08 19 2005 Sales Order User s Manual Builders Supply Sales Journal By Batch Order No 401000 501000 104400 401000 501000 104400 401000 501000 104400 Per Tx Grp Freight Miscellaneous Freight Miscellaneous Freight Miscellaneous Rep 1 Sales Acct Rep 2 COGS Acct
78. anual to build one invoice for each unpaid finance charge current amount due and balance in an aging period Sales Order User s Manual Setup Setup Checklist and Functions 3 Enter the invoices and open orders Select the Shipped Order option in the Transactions function to enter invoices and the New Order option to enter orders 4 Post the transactions to the ARINxxx file 5 Calculate finance charges on overdue invoices The customer records are updated with these amounts Access Codes To safeguard your system prevent access by unauthorized people Use the Resource Manager Access Codes function to set up access codes on your system You can set up access codes for the Sales Order system itself for menus in the system and for individual functions To control users access to menus and functions you can set up an access code for each user or group of users that performs the same functions A Code for Each Company Access codes are company specific When you set up an access code for a user the code is assigned the company you are using Because the codes are company specific you must set up a code for each company a user needs to access You can use the same code for each company so that the user does not need to remember different codes For example you can set up the access code CHARM for companies A01 BO1 and CO1 so that a user can use the same code for each company What Should Be Protected Because of the s
79. ase Order is installed you can use the Shift F3 command to generate a purchase requisition from information stored in Purchase Order s Generate Orders function Enter the unit the item is sold by for example EACH if it is sold individually The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If Purchase Order is installed use the Shift F3 command to generate a purchase requisition from information stored in Purchase Order s Generate Orders function If you are entering a quote or a new order you cannot enter anything in this field until the order is copied Otherwise enter the number of items that were shipped If Purchase Order is installed use the Shift F3 command to generate a purchase requisition from information stored in Purchase Order s Generate Orders function Sales Order User s Manual Daily Work Transactions Field Backord Price Cost Cost Wt Ext Price Ext Cost Description If you are entering a quote or a new order you cannot enter anything in this field until the order is shipped if not enter the number of backordered items If Purchase Order is installed use the Shift F3 command to generate a purchase requisition from information stored in Purchase Order s Generate Orders function Enter the item s unit price The unit cost of the item appears If this is a miscellaneous credit or noninventory item enter the unit cost of the
80. available if Sales Order interfaces with Inventory If the order is for one customer the sales tax code you assigned in the customer record appears If the order is for a group of customers this field is blank Accept the current value or enter a different value The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If you entered a requested ship date on the order header that date appears Press Enter to accept it or enter the date the customer has requested shipment Enter the item s price ID The Inquiry F2 command is available if Sales Order interfaces with Inventory The GL code identifies the pairs of General Ledger sales and cost of goods sold COGS accounts to use for a line of an entry The codes are set up in the GL Codes function Sales Order User s Manual Daily Work Field Sales Acct COGS Acct Inv Acct Ordered Units Price Wi Ext Price Ext Wt Transactions Description If you entered a GL code in the DFxxxx table that code appears The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If SO interfaces with Inventory the account numbers come from the IN item location files If you entered a GL code the sales and COGS accounts appear The inventory account appears from the ARGLxxx table Accept each account number or enter different account The Inquiry F2 command is available if Sales
81. bout the item if necessary 7 Use the Proceed OK command to save your changes and enter a lot number for another item 8 Usethe Exit F7 command to return to the Lot Number Entry screen after you enter all lot numbers for all units filled or returned Note If you enter fewer lot number quantities than the original quantity requested and then use the Exit F7 command a message informs you that the quantity shipped will be adjusted to a new value Select Cancel or press PgDn in text mode to return to the Append Edit Lot Number screen to enter another lot number or use the Proceed OK command to change the quantity shipped to the new value and backorder the remaining quantity 5 20 Sales Order User s Manual Daily Work Transactions Entering Serial and Lot Numbers If you entered a serialized and lotted item ID for an order with a status other than New this screen appears when you use the Proceed OK command in the Append Edit Line screen Lot Serial Number Entry Commands Modes Other Scroll Commands Help 20 e ma e ee En Item ID 700500 Series Humber Loc ID MH0001 MINNEAPOLIS WAREHOUSE Lots No 4 LotGty 5 0000 Total Gty 5 0000 Serial Number Unit Cost Unit Price 2 2500 5 2650 111001 4H 001 5001 611001 Number 000001 of 000005 11 2500 26 3250 Enter Edt Append Goto LotNumber Done The screen shows the item ID description location unit and requested quanti
82. ce If you do not want to print alignment characters to make sure that the forms are lined up select No or enter N in text mode If you want to print these characters select Yes or enter Y in text mode This step does not apply and this prompt does not appear if you elected to print picking slips on plain paper If you elected to print alignment characters the Is Form Aligned message appears after the alignment characters print Adjust the form and select No or enter N in text mode if the form is not aligned to reprint the characters Repeat this step until the form is aligned Select Yes or enter Y in text mode if the form is aligned to print the picking slip 5 After the picking slip prints the Reprint Picking Slip prompt appears Sales Order User s Manual 5 31 Transactions Daily Work If the picking slip printed correctly select No or enter N in text mode The Transaction Type selection screen appears Enter a new transaction or use the Exit F7 command to return to the Daily Work menu If the picking slip did not print correctly or if you want to reprint the slip select Yes or enter Y in text mode The cursor return to the Slip No field Reprint the picking slip following the above procedures Online Invoices or Quotes If you elected to print invoices or quotes online in the Resource Manager Options and Interfaces function press O on the Orders screen to print a invoice or a quote for a shipped order o
83. cess of adding an application to an existing system See also conversion To join to another application for the purpose of having information entered in one application update information in another application s files A chronological record of transactions Transactions recorded in a journal A list of applications functions options or other menus A list of the contents of a shipment detailed contents weight and other required information To transfer information from one place to another usually at the end of the day or at a distinct break in business A self contained list of executable code written and implemented to do a task Most programs are represented by a function on a menu See also function To remove from the system See also restore Sales Order User s Manual record restore serialized inventory table verify A unit of information that has other pieces of information assigned to it Each record is assigned an ID so that the file can sort information in terms of record IDs To bring information back to its original place and condition See also purge A system in which individual inventory items have unique serial numbers and are tracked individually by the system A grid that holds records and is visible See also file To match an order against the actual stock on hand to make sure that all items can be shipped Items that cannot be shipped are backordered Sales Order User
84. chival purposes For example you would want to back up a history file before you purged history so that you could retrieve the data if you had to A part of an order that could not be filled with the original shipment Goods that are set aside for customer orders and reserved for shipment In OSAS a business record associated with its own files tables and menu of applications The process of updating existing files programs or applications to the current version See also installation A region on the screen that accepts input from the user also one element of a record in a file On the screen most fields are labeled Sales Order User s Manual G 1 file function general ledger in use installation interface journal journal entries menu picking slip post program purge G 2 A collection of records stored under a particular name Function screens often represent files but you do not directly see a file See also table A menu item that leads to a full screen Most functions have a corresponding program See also program A record of accounts in terms of a chart of accounts and accounting periods The General Ledger application tracks the effects on accounts from transactions entered in General Ledger and interfaced applications and it is updated by other applications interfaced with it The status of an item that has been sold but for which the invoice has not been posted The pro
85. component ID If you are editing a component you cannot change this value The component s description appears 3 Enter or edit the quantity used in the kit 4 Enter or edit the component s unit of measure 5 The cost of the serial item appears for order entry and cannot be changed If this is a miscellaneous credit enter the cost of the component being returned 6 Use the Proceed OK command to save your changes and return to the Kit Detail screen al 24 Sales Order User s Manual Daily Work Transactions Orders Screen The Orders screen is divided into these sections e Information from the header screen is summarized at the top of the screen e The line item entry area or scroll region is in the middle of the screen e Order totals appear at the bottom of the screen EE Change Orders Commands Edt Modes Other Scroll Commands Information Help ee Soldto LOS001 LOS ANGELES CONSTRUCTION CO Loc ID Batch ID 000001 Ship to MH0001 Order No 00000002 Verified tternJob ID Qty Ordered Units Unit Price Ext Price Description Qty Shipped Water Softener 5 0000 901 3 0000 EA 386 9190 Refrigerator White 3 0000 600001 12 0000 ROLL 2 4192 Wallpaper Conte 12 0000 700500 5 0000 EA 5 2650 Series Number 5 0000 Entry 001 of 004 Subtotal Freight Misc Sales Tax Prepayment Net Due 1928 37 00 76 08 00 2004 45 Erier edl Append ct Recalculate Prices Next
86. consistency Open Systems Inc 4301 Dean Lakes Boulevard Shakopee Minnesota 55379 General Telephone 952 403 5700 General Fax 952 496 2495 Support Telephone 800 582 5000 Support Fax 952 403 5870 Internet Address www osas com Contents Introduction Welcome to OSAS The Sales Order System Starting OSAS Navigating OSAS Installation and Conversion Installation Conversion Setup Setup Considerations Setup Checklist and Functions Information Inquiry Orders Daily Work Transactions Copy Recurring Orders Release Scheduled Blankets Tracking Numbers Change Batches Sales Order User s Manual 1 3 1 5 1 15 1 19 2 3 2 5 3 3 3 7 43 5 3 5 49 5 53 5 55 5 57 iii Contents Shipping Reports Picking Slips Shipping Labels Packing List Bills of Lading Backorder Allocation Report Requested Ship Date Report Scheduled Blanket Report Order Fulfillment Report Transaction Reports Print Invoices Open Order Report Blanket Order Report Sales Journal Post Transactions History Reports Shipping Efficiency Report Customer Shipping Efficiency Report Periodic Processing Purge Selected Files File Maintenance Recurring Orders Tables Edit Sales Order Number Shipping Label Setup 6 3 6 7 6 9 6 11 6 19 6 23 6 25 6 27 7 3 7 9 7 13 7 15 7 19 8 3 8 7 9 3 10 3 10 15 10 27 10 29 Sales Order User s Manual Master File Lists Recurring Orders List Tables L
87. ders on file e Produce the Backorder Allocation Report for a list of orders that can be filled after items are received in Inventory You can fill the orders based on the order dates customers sales reps or order numbers This information comes from the SOTDxxx and SOTHxxx files Posting Orders When you post transactions several files are affected e Verified orders and returns are moved from the SOTDxxx and SOTHxxx files to the ARINxxx file If you post an order with serialized items the order is cleared from the SOLSxxx file and the items status becomes sold e Sold serial numbers and lot information about sold items are deleted from the SOLSxxx file e Information from the SOTDxxx and SOTHxxx files updates the ARSRxxx RMTXxxx ARCUxxx ARHIxxx and ARHSxxx files Information stored in the SOLLxxx SOLHxxx and SOLCxxx files are cleared for shipped orders e Information from the SOTDxxx file pertaining to blanket orders updates the SOBLxxx and SOBSxxx files Posted totals are also updated in the SOBHxxx file and expired and fulfilled blanket orders are closed Sales Order User s Manual 1 13 Introduction The Sales Order System History Reports Produce the Shipping Efficiency and Customer Shipping Efficiency Reports to analyze your success in meeting the ship dates you customers have requested Periodic Work If your files become too large you can clear some data from them Use the Purge Selected Files function t
88. do so before you post 2 Select the batch numbers you want to post You can post multiple batches at one time You have this option only if you elected to use batch processing in the Resource Manager Options and Interfaces function 3 Select the fiscal year to which you want to post the transactions If Sales Order does not interface with General Ledger or if you did not create last year data in General Ledger you must post to the current year files Sales Order User s Manual 7 21 Post Transactions Transaction Reports 4 If you want to age customer invoices in the file during posting select the check box or enter Y in text mode if not clear the check box or enter N in text mode If you elect to age all customers the ARCUxxx file is updated and the AR Analysis Report is updated if you kept summary history If you elect not to age all customers the post takes less time 5 Select the action you want to take for unposted orders and backorders If you elect to move them to a different batch a field appears where you can enter the new batch ID 6 Select the output device to produce the posting log See Reports on page 1 33 for more information on output devices After the log is produced the Transaction Reports menu appears 7 22 Sales Order User s Manual Transaction Reports Post Transactions Post Transaction Log 08 19 2005 9 10 AM Terminal TO00 Batches Posted 000001 Posted to CURRENT YEAR
89. e 8 If you want to print additional descriptions on the invoices or quotes select the check box or enter Y in text mode if not clear the check box or enter N in text mode 9 If you want to print kit detail on the invoices or quotes select the check box or enter Y in text mode if not clear the check box or enter N in text mode 10 Select the output device See Reports on page 1 33 for more information on output devices 11 If you select Printer or Print Preview as the output device and if you elected not to print invoices on plain paper in the Resource Manager Options and Interfaces function a form containing only alignment characters prints If the Xs are not centered on the alignment box or if the Xs are not aligned in the grid on laser forms adjust the form and select No or enter N in text mode at the verification message to reprint the alignment form Repeat this procedure until the form is aligned then select Yes or enter Y in text mode to print the forms Sales Order User s Manual 7 5 Print Invoices Transaction Reports If a customer s purchase order number is longer than 8 characters a row of asterisks prints in the Order Number column and the entire order number is printed directly below the row of asterisks To align the form so that the customer s purchase order number can be seen make sure that only the bottom of the alignment character X prints in the upper part of the alignment box
90. e ES Status Invoice No Customer Inv Date ES Loc ID Customer PO PO Date E Our Ord Invoice No Cust ID Loc ID Ord Date Status Order Total Batch ID Customer PO Inv Date LOSOD1 MNOOO1 000001 00000002 00002081 LOSO01 MNOO01 0818 2005 nvoiced 2133 82 000001 08 18 2005 00000012 SUNDOI MNOO01 07 5 2005 New 598 02 000001 385930 10 15 2005 00000013 SUNDOI MNOO01 0745 20085 New 2714 17 000001 385930 10 15 2005 00000018 LOSO01 MNO001 0811 2005 New 30062 72 000001 54564 12 21 2005 00000003 24889101 GREOO1 MODO 12 21 2005 invoiced 6759 67 000002 07 05 2005 Company H 1088 2005 Terminal TODO OVR Field Description Inqury Our Ord No Enter the sales order number you want to view press Enter to look at all orders or enter a partial order number to search for using the or wildcard characters Sales Order User s Manual 4 3 Orders Information Inquiry 4 4 Field Invoice No Customer PO Batch ID Customer Ord Date Inv Date PO Date Status Loc ID Description Enter the invoice number associated with the order you want to find press Enter to look at all invoices or enter a partial invoice number to search for using the or wildcard characters Enter the customer s purchase order number associated with the order you want to find press Enter to look at all PO numbers or enter a partial PO number to
91. e Close box in the upper right corner of the screen press F7 or select Exit from the File menu 1 20 Sales Order User s Manual Navigating OSAS Introduction MDI Main The MDI menu centralizes all OSAS functionality in one location applications Menu appear as tabs at the top of the screen their menus and functions appear in a navigation pane on the left side of the screen and function screens appear in the large pane on the right Using this menu you can open more than one function screen at a time and move or minimize screens as needed However you cannot open two functions that lock the same data file at the same time OSAS 7 0 Journal Transacti E Transactions 2005 Edit Transactions Copy Recurring Entries Commands Edt Modes Other Scroll Commands Help GL Joumal GL Activity Report 32 X ta Ba f aa 20 aa 0 Abandon GL and Transaction Inquiry Edit Transactions to Master Ls GL Account Debit Credit Reference Cflw Description Date Alle 401000 11838 80 A R SALES 12 03 2005 E 501000 6934 94 A R ar Fie List COST OF SALES 12 03 2005 100000 12388 25 A R CASH SALES 12 03 2005 203800 A R SALES TAX 12 03 2005 104400 A R INVENTORY 12 03 2005 104200 25039 40 A P A P LINE ITEMS 12 03 2005 KR RER ERIK Enter edit_ J allocate J Goto You can move around the MDI menu these
92. e Maintenance 1 7 graphical main menu 1 20 Information Inquiry 1 6 Master File Lists 1 7 MDI 1 21 Periodic Processing 1 7 Shipping Reports 1 6 shortcut 1 23 structure in Sales Order 1 6 text main menu 1 27 Transaction Reports 1 6 messages in text mode 1 32 miscellaneous credit definition 1 11 entering negative amounts B 2 returned status 5 5 modes graphical 1 19 text 1 27 N navigating graphical function screens 1 22 graphical main menu 1 20 MDI menu 1 21 text function screens 1 29 text main menu 1 28 to directories and files 1 26 new status 1 11 5 5 Sales Order User s Manual Index blankets 5 36 O online aging 3 12 invoice totals 5 35 invoices 5 26 packing lists 5 26 5 34 picking slips 5 26 reprinting 5 4 quotes 5 26 Online Invoice Totals screen 5 35 Open Invoice file 3 17 Open Order files 1 7 Open Order Report function 7 9 sample 7 11 Options table 10 15 Options and Interfaces screen 3 8 setting up 3 7 3 8 writing saving the specifications 3 9 OPTxxx table 10 15 order numbers generating 3 10 Orders deleting 5 4 5 6 function 4 3 header 5 6 posting verified orders 7 19 shipping B 1 statuses 5 5 5 36 verifying 1 11 OSAS MDI menu 1 21 modes 1 19 graphical 1 19 text 1 27 setup considerations 2 6 starting in other operating systems 1 15 starting in Windows 1 15 P Packing List Sales Order User s Manual function 6 9 printing
93. e not available The system does not have the disk drive ID you entered Press Enter and enter a different ID If this message appears when you enter the correct drive ID get help from a support technician Entry in process on terminal nnnn Another user is entering or editing a transaction in the batch you are working with You cannot process the batch while it is in use Field size is too large The line item s amount makes one of the calculated amounts exceed the space provided for it Check the amounts you entered in the fields If they are correct you must enter the transaction as two transactions to accommodate the total File unavailable XXXXXXXX This message appears for one of these reasons e The function you are trying to access needs one or more files that are locked by another user on your system When a file is locked other users cannot access it during posts and other functions that need to keep the file intact Sales Order User s Manual A 3 System Messages e The function you are trying to access needs one or more files that are not on your system Use the Options and Interfaces function on the Resource Manager Company Setup menu to verify that the correct interfaces are selected If that does not correct the problem get help from a support technician e You are working with the wrong company Return to the menu then use the Change Company F3 command to enter the ID you want In any case press Enter to g
94. e of customers and locations for which you want to list unposted orders or returns Inquiry 2 Enter the range of items jobs or kits from unposted orders or returns you want to include in the report The Inquiry F2 command is available for items if Sales Order interfaces with Inventory for jobs if Sales Order interfaces with Job Cost and for kits if Sales Order interfaces with Bill of Materials Kitting Sales Order User s Manual 7 9 Open Order Report Transaction Reports 3 Select the batch numbers you want to print You can select multiple batches to print at once You are not prompted for batch selection if you did not elect to use transaction batching in the Resource Manager Options and Interfaces function 4 Select the status of the orders you want to include in the report If you elect to list all orders all orders except quoted orders are listed When an order has line items with backordered quantities the items become backordered only when you post Unposted backordered items appear in the report with a verified status 5 Select the order in which you want to print the report You can organize the report by status only if you list all the orders in the SOTHxxx and SOTDxxx Open Order files 6 If you want to print additional detail on the report select the format in which to print that information Select None to keep from printing additional detail on the report Short to print the short additional description or
95. e of the sale on which you want to base the sales rep s commission or press Enter to base the commission on 100 percent of the sale If you are returning goods enter the percentage the sales rep received on the original order Sales Rep 2 Percent If you entered a second default sales rep when you set up the company that sales rep appears Accept this ID or press Enter to skip this field 5 8 Sales Order User s Manual Daily Work Transactions Field Cust Level Terms Code Order No Order Date Inv No Inv Date Sales Order User s Manual Description Next enter the percentage of the sale on which you want to base the sales rep s commission or press Enter to skip this field The sum of the two commission percentages cannot exceed 100 If you assigned a customer level in the customer record that level appears Accept it or enter a different customer level The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory Accept the current terms code or enter a different code Use the Maintenance F6 command to open the Terms Codes function to add or edit terms code information After you enter the code the description and percent for the payment terms of the order appear Enter the customer s purchase order number to identify the order or press Enter to skip this field If you entered an order number enter the date the customer placed the order If you assigned
96. e options to output the report e Select Printer or enter P in text mode to send the report to a printer then select the printer to use e Select Print Preview or enter R to view the report in a preview window from which you can print the report later This option is only available on Windows or graphical Linux workstations running BBj e Select File or enter F to save the report to a file then change the directory path and file name followed by the txt extension if necessary Directory paths and file names must be less than 35 characters in length Note To preserve formatting view the reports you save to a text file with a fixed width or monospaced font Courier or Lucida Console for example ntext mode enter S to view the report directly in an OSAS function screen then select whether to view it in Standard or Compressed width e When available select Email or enter M to e mail the report then enter the e mail address to sent the message to the subject for the message and whether to include the report as an attachment to the message Generally reports or forms that make up part of your audit trail cannot be e mailed You also must set up your e mail system in Resource Manager before you can e mail reports Note To preserve formatting view e mailed reports or attachments with a fixed width or monospaced font Courier or Lucida Console for example Consult the Resource Manager guide for more informatio
97. e status of the blanket orders you want to include in the report Sales Order User s Manual 7 13 Blanket Order Report Transaction Reports 4 Select the order in which you want to print the report 5 Select the output device See Reports on page 1 33 for more information ices After the report is produced the Transaction Reports on output dev menu appears Blanket Order Report 08 19 2005 9 01 AM Req Ship Repl 00000002 On Demand SUNOO1 08 31 05 PRT 000002 Line IK Loc ID Item ID Sales Acct Description COGS Acct I MNO001 350 401000 Entry Door 501000 104400 I HMNOOO1 450 401000 Slide by Window 24 x 40 501000 104400 I HMNOOO1 460 401000 Slide by Window 30 X 40 501000 104400 Order Total Our Blanket 00000002 Original Released In Process Posted Customer SUNOO1 Total 00000003 Original Released In Process Posted 7 14 Builders Supply Blanket Order Report Pct Terms Desc Pct Days 1 10 n 30 1 0 10 Units Original Released In Process Posted Miscellaneous Tax Grp Customer s PO Number 385930 Unit Price 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 Freight Freight 199 3400 63 5400 59 2300 Subtotal 19709 44 00 2714 17 00 Subtotal 19709 44 00 2714 17 00 Tax Class 00 02 00 00 00 40 00 25 00 75 00 Sales Tax 19709 44 00 2714 17 19709 44 00 2714 17 00
98. e the form See Reports on page 1 33 for more information on output devices If you elected to print alignment characters the Is Form Aligned message appears after the alignment characters print Adjust the form and select No or enter N in text mode if the form is not aligned to reprint the characters Repeat this step until the form is aligned Select Yes or enter Y in text mode if the form is aligned to print the picking slip 7 After the form prints the Reprint Invoice Quote prompt appears If the invoice or quote printed correctly select No or enter N in text mode The Transaction Type selection screen appears Enter a new transaction or use the Exit F7 command to return to the Daily Work menu If the invoice or quote did not print correctly or if you want to reprint the form select Yes or enter Y in text mode The cursor return to the Slip No field Reprint the invoice or quote following the above procedures Sales Order User s Manual 5 33 Transactions Daily Work Online Packing Lists If you elected to print packing lists online in the Resource Manager Options and Interfaces function press P on the Orders screen to print a packing list for a verified or shipped order then select Yes or enter Y in text mode when the Print Online Packing List prompt appears The Online Packing List screen appears amp Online Packing List a m Commands Edit Modes Other Help aa Print Additional Descriptions P
99. ecurring order entries 3 16 Q QCxxxx table description 10 23 setting up 3 14 QH1xxxx table description 10 24 screen 10 25 setting up 3 14 QH2xxxx table description 10 24 setting up 3 14 QNxxxx table description 10 23 setting up 3 14 ORxxxx table description 10 23 setting up 3 14 QSxxxx table description 10 23 setting up 3 14 IX 6 quantity information displaying for line items 3 10 quick entry stops 10 23 10 24 Quick Entry tables description 10 22 setting up 3 14 quote status 5 5 quotes 1 11 converting to live orders 5 5 B 3 printing 7 3 printing online 5 26 5 32 producing 5 4 reprinting 7 5 QVxxxx table description 10 23 setting up 3 14 R receipts batching 3 9 Recurring Additional Descriptions file SORDxxx file 1 8 Recurring Order files description 1 8 setting up 3 15 Recurring Orders function 10 3 10 12 group codes 3 16 line item entry 10 7 purging entries 3 16 run codes 3 16 10 3 screen 10 3 setting up 3 15 totals information 10 12 Totals Information screen 10 12 Recurring Orders List function 11 3 release blanket order 5 45 reports posting data without printing 3 12 producing 1 12 shipping 1 6 transaction 1 6 Resource Manager Data File Conversion function 2 5 2 6 Sales Order User s Manual Index Data File Creation function 2 3 Install Applications function 2 3 2 5 returned goods 5 4 B 2 posting 7 19 returned status 5 5 right c
100. een Adding or Editing Serial Numbers If you have serialized items the Append or Edit Serial Number screen appears when you add or edit a serial number on the Serial Number Entry screen Append Serial Number E Commands Edit Modes Other Help 2 X te SerialNo LTQ7121002 Orig Gty Fulfill Qty 386 9190 Backord Gty i Z us Comment Inqury 1 Enter the serial number of each unit You must enter an available serial number as indicated by a status of A in the Serial Number Lookup screen when you use the Inquiry F2 command To return items enter in use items as indicated by a status of l in the Serial Number Lookup screen The status of those items then becomes available 2 The original fulfilled and backordered quantities appear The fulfilled quantity is always 1 for serialized items you must enter a serial number for each unit Use the Requested Qty value and the running total on the Serial Number Entry screen to determine how many serial numbers you need to enter Sales Order User s Manual 5 17 Transactions Daily Work 3 The cost of the serial item appears for order entry and cannot be changed If this is a miscellaneous credit enter the cost of the item being returned 4 If Sales Order interfaces with Inventory the system calculates the price of the item and enters it in the Price field Press Enter to accept this price or enter a different price 5 Enter a comment about the ite
101. een that appears e Press G to go to a specific line item then enter the line number This command appears only if there is more than one screen of line items e Press N to finish with the current transaction and return to the selection screen page 6 11 Sales Order User s Manual 6 15 Bills of Lading Shipping Reports Edit Append Line Item Screen The Edit Append Line Item screen appears when you edit an existing line item or add a line item to the list on the Bills of Lading screen Edit Line Item m Commands Edit Modes Other Information Help xa we mu e oo Gty Shipped 80000 Wt a 2274 00 Units PKG Rate Class Desc Electrical Package Charges 00 Hazardous HM Code Description KIKE gt bd bt Entry 000 of 000 Field Description Qty Shipped Enter the quantity shipped Units Enter the unit of measure for the item Desc Enter a description for the item Hazardous If the freight is hazardous select the box or enter Y in text mode if not clear the box or enter N in text mode If the line contains hazardous material you can enter the codes after you save the line item Wt Enter the weight for each unit of the item Rate Class Enter the shipping rate or class Charges Enter any charges attached to the item 6 16 Sales Order User s Manual Shipping Reports Bills of Lading If the line item contains hazardous materials enter the hazardous mater
102. en YES or NO to indicate whether you want to print picking slips online If you select NO you can print picking slips only in a batch Toggle to YES if you want to use plain paper picking slips Toggle to NO if you want to use forms If you elected to use forms for picking slips toggle to LASER 8 1 2 x 11 or STANDARD to indicate the type of picking slip form you use Toggle between YES or NO to indicate whether or not you want to include kit components in picking slip sorts Toggle to PlainPaper 8 1 2 x 11 or LASER to indicate the type of packing list form you use Toggle between YES or NO to indicate whether you want to print packing lists online If you select NO you can print packing lists only in a batch Toggle between YES or NO to indicate whether you want to print invoices online If you select NO you can print invoices only in a batch Toggle to YES if you want to use plain paper invoices Toggle to NO if you want to use forms If you elected to use forms for invoices toggle to LASER 8 1 2 x 11 or STANDARD to indicate the type of invoice form you use Toggle between YES or NO to indicate whether you want to use prenumbered invoice forms If you select YES the system overwrites invoice numbers you enter If you select NO the system uses the invoice numbers you enter Toggle to YES if you want to use plain paper for statements Toggle to NO if you want to use forms Sales Order User s Manual 3 11 Setup Checkl
103. ensitive nature of some of the information in the Sales Order data files and reports you should limit access to the functions that provide confidential information or are sensitive to change For maximum security protect the Sales Order application itself each of the Sales Order menus and the individual functions Sales Order User s Manual 3 19 Setup Checklist and Functions Setup After you have set up your access codes print a list of the codes and store it in a safe place For more information about access codes see the Resource Manager User s Manual Backup Schedule 3 20 Plan a backup schedule before you begin day to day operations You can lose files because of disk drive problems power surges and outages and other unforeseen circumstances Protect yourself against such an expensive crisis by planning and sticking to a backup schedule Backing up Data Files Back up your Sales Order data files whenever they change every day or every week and before you run these functions Copy Recurring Orders Post Transactions Purge Selected Files Purge Customer Comments Use the Backup function on the Resource Manager Data File Maintenance menu to back up files or programs You must back up all the files in the data path for a particular list of companies at once to ensure that you have up to date copies of the system files Do not try to use operating system commands to back up only a few files that have cha
104. enter the first order number to use for the orders To prevent organization problems enter leading zeros to right justify the numbers If you elected to have the system generate sales order numbers the number of the first order to which the orders are released appears and cannot be changed The current workstation date and corresponding GL period appear Change this date and period if necessary The date you enter is used as the order date when the order is created Select the output device to print the Release Scheduled Blanket Orders Log See Reports on page 1 33 for more information on output devices After the orders are created and the log produced the Daily Work menu appears Sales Order User s Manual Tracking Numbers Use the Tracking Numbers function to quickly enter shipment tracking numbers for invoiced shipped or returned transactions without having to enter the Transactions function itself You can also use this function to view shipment status via a shipping company s tracking website if you entered that company s website information in the Shipping Methods function Note This function is available only if you chose to use tracking numbers in the Options and Interfaces function page 3 7 Shipment tracking numbers are saved in the SOTRxxx Tracking Number file Follow these steps to enter tracking numbers 1 Select Tracking Numbers from the Daily Work menu The Tracking Numbers screen appears
105. entry fields and buttons similar to those found in any graphical software program The text mode presents information in a simpler text format and uses keyboard commands to access functions and move around the screen If you use an operating system that does not have graphical capabilities the text mode is the only mode available You can use either text or graphical function screens indepently of the main menu For example you can use text function screens while using the graphical main menu and vice versa Select GUI Functions from the Modes menu or press Shift F6 to toggle between the text and graphical modes for function screens When available press Shift F5 to switch between graphical and text menu modes or press Shift F6 to switch between modes on function screens You can also use the Resource Manager Defaults function to select the default mode to use for the main menu and function screens In text mode use the Page Up Page Down arrow and Enter keys to move between menus select and enter functions and move around function screens When a list of commands appears at the bottom of a function screen press the highlighted letter to use a command These methods also work in graphical mode or you can use the mouse to click on fields and command buttons Graphical Mode If you re familiar with other graphical software programs you ll find it easy to navigate around the OSAS graphical mode which uses buttons toolbars text entry
106. enu appears Recurring Orders List 08 18 2005 Builders Supply 1 56 PM Recurring Orders List By Recurring Order Number Order No Cust ID IK Loc Item ID Sales Acct Units Qty Ordered Unit Price Ext Price Tax Class Run Code Description COGS Acct Qty Shipped Unit Cost Ext Cost Ship Date Inv Acct 00004600 ACEOO1 I MNOO01 100 401000 001 os Electrical Package 501000 104400 00004600 ACEOO1 I HMNOOO1 250 401000 002 os Exterior Panels 501000 104400 00004600 ACEOO1 I HMNOOO1 300 401000 003 05 Interior Door 501000 104400 00004600 ACEOO1 I MNoool 400 401000 004 05 Interior Materials 501000 104400 Cust ID Order No Order Date SR1 SRZ te Freight Subtotal Sales Tax Run Code Cutoff Date Terms Desc ACEOO1 12 21 2005 1542 31 56875 65 3696 92 62114 88 000001 12 21 2006 2 10 n 30 00 11 4 Sales Order User s Manual Tables List Produce the Tables List to get information from a particular Sales Order table This function is valuable if you plan to change a table and want a list to compare it against Tables List Screen Select Tables List from the Master File Lists menu The Tables screen appears Tables List 5 m ES Commands Edit Modes Other Help Ss Application From Thru Table ID From Thru Suppress Blank Lines Page Break Per Table Company H 08 18 2005 Terminal T000 OVR SO appears as the application ID You cannot change it Inquiry 1 Enter the range of table IDs you want to i
107. eport function 7 13 sample 7 14 Blanket Orders header 5 36 IX 1 Index setting up 3 16 blanket orders editing totals 5 45 line item entry 5 44 types of blankets 3 16 Blanket Schedule file SOBSxxx file 1 8 blanket statuses closed 5 36 in process 5 36 new 5 36 blanket totals editing 5 45 entering 5 45 Browse 1 26 C cash receipts posting 7 19 closed status blankets 5 36 codes access codes changing 1 16 setting up 3 3 sorting 3 3 combination method initial balances 3 18 commands access code 1 16 flags 1 31 hot keys 1 31 Proceed OK 1 4 company assigning access codes 3 19 tables for 3 13 company name printing on plain paper forms 3 12 conversion before converting 2 5 setup considerations 2 6 tax information 2 5 converting to OSAS version 7 0 2 6 Copy Recurring Orders function 5 49 IX 2 sample log 5 51 credit issuing 5 4 credit card expired 3 10 credit memos printing 7 4 credits applying to current bucket 3 12 applying to oldest items 3 12 batching 3 9 customer price level change 3 10 cutoff date 1 10 copying recurring entries 3 16 purging recurring entries 3 16 D Daily Work menu structure 1 6 data dictionaries 2 3 Data File Conversion function 2 5 2 6 Data File Creation function 2 3 data files backing up 3 20 date fields 1 25 Defaults table description 10 19 setting up 3 14 Delete line item 5 4 orders 5
108. eports menu and do so before printing invoices 2 Selectthe batch numbers you want to print You can select multiple batches to print at once You cannot select batches if you did not elect to use transaction batching in the Resource Manager Options and Interfaces function 3 Enter the date you want to print on the invoices credit memos or quotes This date is used to age invoices if you elected to use online aging in the Resource Manager Options and Interfaces function 7 4 Sales Order User s Manual Transaction Reports Print Invoices Whether or not you print invoices determines how invoices are aged The invoice header date is used for aging only if you do not print invoices If you print invoices the invoice date you enter here is used for aging regardless of the header date Quotes are not aged 4 If you assigned numbers to the invoices or quotes enter the number from which you want to start printing If you did not assign numbers enter the number of the first form you are going to use 5 If you are reprinting invoices or quotes enter the number of the last form that printed correctly If you are reprinting and you use prenumbered invoices or quotes produce the Sales Journal after you print all the invoices and quotes so that you have a record of the numbers 6 Select the type of forms you want to print You can print invoice forms quotes or both 7 If you want all invoices or quotes to have a message enter on
109. erator Black 700500 3 0000 EA 5 2650 15 800 E Series Number Entry 001 of 005 Subtotal Freight Misc Sales Tax Prepayment Net Due 3084 29 00 123 00 00 3207 29 Enter order inquiry View item detail Company H 08 18 2005 Terminal T000 OVR Use the commands to work with the line items on the screen e Press Enter to return to the Orders screen e Press V to view and expanded summary of the selected line item More information about the line item appears on the Item Detail Information screen Press Enter to return to the Order Inquiry screen e Press T to view totals information See Totals on page 4 7 for more information Press G to go to a specific line item then enter the line item number This command is only available when there is more than one screen of line items 4 6 Sales Order User s Manual Information Inquiry Orders e Press K to view kit detail information for the selected line item This command is available only when the line item is kitted e Press S to view serial information for the selected line item This command is available only when the line item is serialized e Press L to view lot information for the selected line item This command is available only when the line item is lotted Totals The Totals Information screen appears when you press T to view order totals amp Totals Information E m Commands Modes Other Information Help e
110. es tax for recurring orders To edit sales tax use the Copy Recurring Orders function to create an order for the recurring order record then edit the order totals using the Transactions function See Totals Information on page 5 28 for more information on editing calculated sales tax amounts After you enter any freight and miscellaneous charges the total amount of the order subtotal plus freight miscellaneous and sales tax amounts appears in the Net Due field Use the Proceed OK command to save your changes and return to the Recurring Orders screen Sales Order User s Manual 10 13 Tables Use the Tables function to set up and maintain the Sales Order tables Tables store information about the system data options and default settings Many Sales Order tables have the same name as Accounts Receivable tables but to use them in Sales Order you must build them in Sales Order The following tables are related to Sales Order ARGLxxx e ARPDxxx e DFxxxx e DUNxxx e FINCHxxx e FORMxxx LABEL QCxxxx e QHIxxxx e QH2xxxx e QNxxxx e QRxxxx QSxxxx e QVxxxx For more information about each of these tables see their individual descriptions in this section For information about shareable unshared and terminal tables see page 3 3 Note The OPTxxx Options tables store options and interfaces settings Maintain the information stored in this table through the Resource Manager Options and Inte
111. et No From 00000001 O In Process Thru 00000003 O Closed Ship Date From a O New and In Process Thu All Statuses Company H 08 18 2005 Terminal T000 ovr Inquiry 2 Enter the range of customers you want to include in the report locations and requested ship dates you want to include in the report 3 Select the status es of the blankets you want to include in the report 4 Select the output device See Reports on page 1 33 for more information on output devices After the report is produced the Shipping Reports menu appears Sales Order User s Manual 6 25 Scheduled Blanket Report Shipping Reports Scheduled Blanket Report 08 19 2005 Builders Supply Page Scheduled Blanket Report Item ID location Units Quantity Unit Price Extended Price 12 15 05 00000003 TENOOL 429 9100 910002 2 0000 576 9900 1153 98 Blanket No 00000003 Total 2013 80 Requested Date 12 15 05 Total 2013 80 01 15 06 00000003 TENOOL 902 EA 3 0000 429 9100 1289 73 910002 EA 3 0000 576 9300 1730 97 Blanket No 00000003 Total 3020 70 Requested Date 01 15 06 Total 3020 70 02 15 06 00000003 TENOOL 302 EA 4 0000 429 9100 1719 64 910002 EA 4 0000 576 9300 2307 96 Blanket No 00000003 Total 4027 60 Requested Date 02 15 06 Total 4027 60 03 15 06 00000003 TENOOL 902 EA 2 0000 429 9100 859 82 310002 EA 2 0000 576 9900 1153 98 Blanket No 00000003 Total 2013 80 Requested Date 03 15 06 Total 2013 80 GRAND TOTALS 11075 90
112. et back to the menu correct the problem and select the function again GL account Z is a memo account You cannot use a memo account as the sales COGS or inventory account for a line item GL account Z is not in Master file The account number you entered is not in the GLMAxxx Master file Enter the correct account number the Inquiry F2 command is available Invalid date mm dd yyyy Invalid date dd mm yyyy The date you entered is invalid or the format you used is incorrect for example American format in a European format system This message is usually accompanied by one of two explanatory messages Month out of range 1 to 12 Or Day out of range 1 to nn If you entered an invalid date press Enter and enter a valid one You can enter dates in either format 010101 or 01012001 A 4 Sales Order User s Manual System Messages Invalid entry The information is not valid in the field where you entered it Check the data and enter it again Consult the user s manual or use the Help F1 command for information Invalid number of periods in ARPDxxx table The valid number of periods you can enter in the ARPDxxx table are 1 4 12 and 13 Invalid Period Conversion table The CNVTxxx table for the company is invalid A common reason is that you did not update the table with the corresponding data for the next period Use the Period Setup function to make adjustments see the Resource Manager User
113. files when you upgrade from an earlier version To create files on a new system use the Data File Creation function on the Company Setup menu in Resource Manager see the Resource Manager User s Guide For instructions on converting your files see Conversion on page 2 5 Sales Order User s Manual 2 3 Installation Installation and Conversion If you plan to use General Ledger Inventory Bank Reconciliation or Job Cost with Accounts Receivable and Sales Order you must set up those applications before you set up Accounts Receivable and Sales Order 2 4 Sales Order User s Manual Conversion If you use an earlier version of OSAS Sales Order you can convert your files from the older version to the current version When you are ready to convert files use the Data File Conversion function on the Company Setup menu in Resource Manager see the Resource Manager User s Guide to upgrade Sales Order data files You can upgrade from version 3 2 4 xx 5 xx or 6 xx If you want to convert to version 7 0 from a version earlier than 3 2 contact a client support representative When you convert Sales Order the system automatically prompts you to convert Accounts Receivable as well Note You must install the new version of both Accounts Receivable and Sales Order before you convert files You can replace and update the programs properly only by using the Install Applications function in Resource Manager Tax classes location
114. for a new or picked order then select Yes or enter Y in text mode when the Print Online Picking Slip prompt appears The Online Picking Slips screen appears Online Picking Slips m Commands Edit Modes Other Help aa Slip 000015 Print Additional Descriptions Print Kit Detail Component Company H 08 18 2005 Terminal TODO OVR 5 30 Sales Order User s Manual Daily Work Transactions You cannot print a picking slip for a customer that is on credit hold 1 Enter the number you want to print on the slip or accept the number that appears if you entered a shipping number when you entered the order The shipping number on the order is updated by the slip number you enter The system date is used for the picking slip 2 If you want the picking slip to include the additional descriptions select the box or enter Y in text mode if not clear the box or enter N in text mode 3 If you want the picking slip to include kit information press K If you want to print component information press C If you want to print both kit and component information press B 4 Select the output device to produce the slip See Reports on page 1 33 for more information on output devices If you elected not to print picking slips on plain paper in the Resource Manager Options and Interfaces function the Print Alignment message appears when you select Printer or Print Preview as the output devi
115. for this print run exit to the menu and enter them before you print Sales Order User s Manual 6 3 Picking Slips 6 4 Shipping Reports Select the batches you want to print when the Batches to Print screen appears You can enter multiple batches in a single print run If you elected not to use batch processing in the Resource Manager Options and Interfaces function the Batches to Print screen does not appear Select the type of orders for which you want to produce picking slips To reprint picking slips you printed online select A List of Orders You will select the orders for which to print slips later see step 9 for details You cannot print picking slips for quotes or returned goods You can print picking slips for orders from customers that are on credit hold only if you elect to print picking slips for a list of customers warning message appears but you can still print the picking slips Enter the number of the first picking slip If you are reprinting picking slips for example because the printer jammed enter the number of the last form that printed correctly If you want to start over press Enter Each batch of picking slips is temporarily stored in the SOSLxxx Picking Slips Restart file If you want to reprint a batch of picking slips you must reprint that batch before you print any other slips In addition you must use the same options you originally used to print the slips For example if the printe
116. g method code or if a method is specified in the ship to ID the means of shipment appears Accept it or enter a different means If the shipping method code or ship to ID you entered is not on file enter the means of shipment If you assigned a picking slip number to the order enter it or press Enter to skip this field The picking slip number is a useful way of keeping track of goods shipped from more than one location Sales Order User s Manual Daily Work Field Requested Ship Date Actual Ship Date GL Period Taxable Tax Group Description Transactions Description Enter the date the customer requested shipment or press Enter to skip this field If you are changing an existing order and you enter a new requested ship date you can change the requested ship dates in all line items to match the new date or leave the line item requested ship dates as they are Enter the date the order was shipped If the order has not been shipped press Enter to skip this field Press Enter if you want to post the transaction to the current period or enter a different period If you enter an order in one period but ship it in a different period the period is adjusted accordingly If any part of the order is taxable select the box in text mode enter Y if not clear the box or enter N Enter the group where the tax is to be applied even if the transaction is not taxable Use the Maintenance F6 command to o
117. ge of locations you want to include in the report Enter the range of items or jobs you want to include in the report Leave any of these fields blank to select all values Select the order in which you want to print the report Select the output device to produce the report See Reports on page 1 33 for more information on output devices After the report is produced the History Reports menu appears Sales Order User s Manual History Reports Shipping Efficiency Report Shipping Efficiency Report 08 18 2005 Builders Supply 5 19 PM Shipping Efficiency Report By Actual Ship Date Actual Average Average Shipments Early Days Late Days Ship Date Early Date Late Date Total No Average Average Efficiency 12 25 2005 12 23 2005 12 25 2005 12 21 2005 12 21 2005 12 21 2005 12 20 2005 12 20 2005 12 20 2005 12 19 2005 12 18 2005 12 19 2005 12 15 2005 12 15 2005 12 15 2005 12 14 2005 12 13 2005 12 14 2005 12 12 2005 12 12 2005 12 12 2005 12 10 2005 12 08 2005 12 10 2005 12 09 2005 12 09 2005 12 09 2005 12 06 2005 12 06 2005 12 06 2005 12 01 2005 12 01 2005 12 01 2005 11 24 2005 11 22 2005 11 24 2005 11 16 2005 11 13 2005 11 16 2005 11 15 2005 11 15 2005 11 15 2005 11 13 2005 11 13 2005 11 13 2005 11 12 2005 11 12 2005 11 12 2005 11 11 2005 11 11 2005 11 11 2005 11 03 2005 11 03 2005 11 03 2005 11 02 2005 11 02 2005 11 02 2005 11 01 2005 11 01 2005 11 01 2005 10 27 2005 10 27 2005 10 27 2005 10 25 2005 10 25
118. h ID You must enter a unique ID for the new batch number when you use the Change Batches function see the Accounts Receivable User s Manual No more open invoices for ID The customer does not have any more open invoices to scan A 6 Sales Order User s Manual System Messages No summary history for this period You selected a period whose summary history was either deleted or never kept Open Invoice file not empty You cannot use the Build Open Invoice File function for a company whose ARINxxx Open Invoice file has been initialized and contains open invoices If you are using the wrong company exit to the File Maintenance menu change to the correct company and then try the function again Over maximum of 999 sequences for this date and reference ID You can enter a maximum of 999 comments for a particular date and reference ID Percentages cannot total more than 100 The sum of the sales rep s percentages cannot exceed 100 Press Enter to adjust payment amount and return to menu Printer busy Record in use You cannot exit to the menu until the remaining amount is zero Press Enter to adjust the payment amount and return to the menu or use the up arrow key to return to the scroll region You are trying to use a printer that is in use Press Enter to continue with your entry and try to print later Another terminal is using the record you are trying to access Exit from the function Then try t
119. he number on the first line as the batch department ID the value on the second line as the distribution code and so on Default Value For each field enter the value that you want to appear when you enter invoices miscellaneous credits and cash receipts Sales Order User s Manual 10 19 Tables File Maintenance DUNxxx Table The DUNxxx table stores dunning messages for statements in the Statements function see the Accounts Receivable User s Manual These messages appear at the bottom of a statement You can change the message on that function screen or in the DUNxxx table When you enter the table ID the rest of the DUNxxx table appears SOTB Et aa Table ID Description Dunning Messages Table Number of Cols 1 Column Length 36 Type A Messages Please pay promptly Your account is past due Seriously past due Please remit Legal action is imminent Company H 08 18 2005 Terminal T000 OVR Enter the messages for statements less than 30 days past due from 31 to 60 days past due from 61 to 90 days past due and from 91 days or more past due respectively in the first four lines on the screen The system assigned the message on the first line to statements less than 30 days past due the message on the second line to statements from 31 to 60 days past due and so on 10 20 Sales Order User s Manual File Maintenance Tables FORMxxx Table The FORMxxx table stores i
120. hen enter the line item number This command is available only when there is more than one screen of line items e Press R to release shipment quantities from this blanket and create a new sales order This command is available only if you selected Release Blanket Order from the blanket order selection screen page 5 35 See Releasing Blanket Orders on page 5 47 for more information e Press N to finish with this blanket order and return to the blanket order selection screen Sales Order User s Manual 5 45 Transactions Daily Work Totals Information When you press T to work with the transaction totals the Blanket Totals Information screen appears Totals Information E 2 ES Commands Modes Other Information Help Tax Original Released Class Taxable Subtotal 00 E 00 Nontaxable Subtotal 11075 90 4 00 Freight 00 i 00 Miscellaneous Chgs 00 Sales Tax Total 11075 90 Press any key Remaining Total 11075 90 The totals in the Original column present the original blanket order totals for on demand and dollar amount blankets The totals in the Posted column present the totals you released to sales orders shipped and posted The totals in the Release column present the totals that are currently entered for release These totals represent the total amounts of the resulting sales order when you use the Release command on the Blanket Order Detail screen After you release the order these totals return to ze
121. here is more than one screen of line items e Press N to enter a different recurring order The Recurring Orders selection screen page 10 3 appears Totals Information Screen The Totals Information screen appears when you press T on the Recurring Orders screen to view order totals Totals Information E ES Commands Edit Modes Other Help xm se ma e eeo Subtotal 56875 65 Freight 154231 Tax Class 00 Miscellaneous Chgs 00 Tax Class 4 Sales Tax 3696 92 Invoice Total 62114 88 10 12 Sales Order User s Manual File Maintenance Recurring Orders The screen lists the order subtotal calculated sales tax if the order is taxable and invoice total Enter the freight charges to be added to the order in the Freight field or press Enter to skip the field If you enter a freight charge if the order is taxable and if you indicated that freight is taxable in the Resource Manager Tax Groups function the freight s tax class appears in the Tax Class field Change this tax class if necessary Enter the miscellaneous charges to be added to the order in the Miscellaneous Chgs field or press Enter to skip the field If you enter a freight charge if the order is taxable and if you indicated that miscellaneous charges are taxable in the Resource Manager Tax Groups function the miscellaneous charges tax class appears in the Tax Class field Change this tax class if necessary You cannot change the calculated sal
122. hipped and what is to be backordered When you enter or edit an order you can enter 10 lines of additional information about each line item if you elected to enter additional descriptive text in the Resource Manager Options and Interfaces function The text is stored in the SODExxx file and prints on picking slips if you want packing lists invoices and credit memos When you enter details about an order and print the picking slip the order has picked status When you enter the fact that goods have been sent at that point or at a later time the order has verified status In addition to regular orders you can enter miscellaneous credits To the system a miscellaneous credit is an order with a negative value The information is entered the same way and is kept in the same files as a regular order but the figures are credited instead of debited Use miscellaneous credits to enter customer returns or to cancel out debits that are too large for example because the person entering the order information made a mistake You can create miscellaneous credits that apply to blanket orders automatically using the blanket order entry tasks in the Transactions function You can use the Price Quote option on the Transaction Type selection screen to enter information as though it were an order but not have it actually be an order You use a price quote to cite dollar amounts to customers If a customer decides to pursue the transaction you can mar
123. ial codes associated with the contents of the line item in the scroll region at the bottom of the screen Use the commands to work with the items in the scroll region e Press Enter to edit a hazardous item The Edit Hazardous Waste Code screen appears e Press A to add a hazardous item to the end of the list The Append Hazardous Waste Code screen appears e Press D to return to the Bills of Lading screen e Press R to rebuild the entry from the original sales order The hazardous waste codes for the line item are re created and reappear Edit Append Hazardous Waste Code Screen The Edit Append Hazardous Waste Code screen appears when you edit an existing hazardous line item or add a hazardous line item to the Edit Add Line Item screen A Append Hazardous Waste Code Commands Edit Modes Other Information Help e e e CH HM Code ERIS Description Fluorine Fluorine compressed Inquiry Select the ERG hazardous materials code in the HM Code field If Sales Order interfaces with Inventory you can use the Inquiry F2 command to select the code from a list The description appears edit it if necessary Use the Proceed OK command to save your entry and return to the Edit Append Line item screen Press D when you are finished adding hazardous material codes to this line item to return to the Bills of Lading screen Sales Order User s Manual 6 17 Shipping Reports Bills of Lading Bill of Lading
124. ice or quote when you enter the transaction See Online Invoices or Quotes on page 5 32 for more information Produce the Sales Journal before and after you print invoices to keep track of invoice numbers The invoice information in the ARINxxx Open Invoice file should match the invoice information in the SOTDxxx and SOTHxxx files so that you can apply correct payment when an open invoice customer makes a payment toward a particular invoice If you elected to use prenumbered invoices in the Resource Manager Options and Interfaces function this function reassigns invoice numbers but not credit memo numbers the Sales Journal includes both Sales Order User s Manual 7 3 Print Invoices Transaction Reports Print Invoices Screen Select Print Invoices from the Transaction Reports menu This screen appears Print Invoices 1 xa ee mn e eo Is Sales Order Entry Completed Batches to Print Invoice Date Lo8192005 Es First Invoice No 00002082 Last Good Invoice No If Restart 00000000 Print O Invoices Quotes O AI Message for All Invoices Thank You for your order Print Additional Descriptions Print Kit Detail Company H 0819 2005 Terminal T000 OVR 1 If you are finished entering Sales Order transactions select the check box or enter Y in text mode if not clear the check box or enter N in text mode If you have not finished entering transactions exit to the Transaction R
125. ields that are connected to master file records For example when you use the Inquiry command in a Batch ID field OSAS lists all batches you have set up so that you can select the one you want to enter in that field When the Inquiry button appears next to a field you can either click the button or press F2 to open the Inquiry screen and search for valid entries Maintenance The Maintenance command allows you to enter or edit master file records on the fly from within functions For example you can use the Maintenance command to add a new customer or item from within the Transactions function The Maintenance command is available when the Maintenance button appears on the toolbar Click the button or press F6 to open the File Maintenance function associated with that field and enter or edit a new master file record Address Mapping 4 B When you are working with a screen that contains an address you can use the Address Mapping command to view a map of that address This command combines address information with the URL and search variables in the Resource Manager Web Setup function and the Map Lookup ID in the Company Setup function to direct your web browser to a mapping website and generate the map Note Before you can view maps you must set up mapping website information in the Resource Manager Web Setup function select the Map Lookup ID to use in the Resource Manager Company Information function and enter the path to you
126. ills of lading forms which are created based on the information stored in the SOTDxxx and SOTHxxx files for each order you print bills of lading forms for The SOLHxxx file stores header information for the bills of lading including address collection and emergency data the SOLLxxx file stores line item information for the bills including the contents of the shipment The SOLCxxx Bills of Lading Hazardous Materials file stores hazardous material codes associated with the line items in the SOLLxxx file if any Hazardous materials codes can be copied directly from the Inventory files 1f Sales Order interfaces with Inventory The SOKHxxx Kit History file stores history information from the Bill of Materials Kitting application if it interfaces with Sales Order File Interaction The Sales Order system tracks money committed and owed to you by customers When you enter and post orders information is retained in or distributed to the appropriate files to keep the information up to date make the information available through reports and keep the system in balance File Maintenance Most of the Sales Order system is already set up when you set up the Accounts Receivable system but you must make a few modifications Use the Recurring Orders function to enter recurring orders or orders that you know will come in regularly The information is kept in the SORHxxx SORLxxx and SORDxxx files Use the Tables function to make adjustments
127. in the form s right hand corner 12 If you selected Printer or Print Preview as the output device select the ouput device to print the invoices log If you selected File this log appears after the invoice forms in the file After the forms and log are produced the Transaction Reports menu appears Invoice Log Run Totals Taxable Non Taxable Tax Freight Misc Total Sales Prepaid Amount Total Credit Sales Invoices Printed 7 6 Sales Order User s Manual Transaction Reports Print Invoices Invoice BUILDERS SUPPLY 1157 VALLEY PARK DR SHAKOPEE MN 55379 SUNOO1 ATTN RANDY SULIVAN Ship To SUNSHINES HOMES INC SUNSHINE HOMES INC 9350 W GULFSTREAM DRIVE 1000 OCEAN BOULEVARD TAMPA FL 33333 8825 MIAMI FL 33333 4323 Date Rep ID Order No Ord Date Ship Via Terms Inv No 08 19 05 PRT 385930 10 15 05 Federal Exp Priority 1 10 n 30 00002082 Item Description Quantities Units Price Amount 350 Ordered 3 0000 Entry Door Shipped 3 0000 EA 199 3400 538 02 450 Ordered 10 0000 Slide by Window 24 x 40 Shipped 10 0000 EA 63 5400 635 40 460 Ordered 25 0000 Slide by Window 30 X 40 Shipped 25 0000 EA 59 2300 1480 75 Thank You for your order Subtotal 2714 17 Non Taxable Sales Tax Freight Invoice Total 2714 17 00 00 2714 17 Sales Order User s Manual 7 7 Print Invoices Transaction Reports Credit Memo 7 8 BUILDERS SUPPLY 1157 VALLEY PARK DR SHAKOPEE MN 55379 Losool ATTN ACCOUN
128. inventory items Adding or Editing Shipments Use the bottom section of the screen to add or edit shipments to release against the blanket order If you are working with an on demand blanket order enter the quantity of the selected item to release against the order along with its units If you are working with a scheduled blanket order this section lists the ship date quantity units extended weight and price and status of each shipment including the selected item that has been entered or released against the order No information is listed in this section of the screen until after you tab out of the Wi Ibs field in the top section Shipments for scheduled blanked orders are assigned a status of either Pending or Released A Pending status indicates that the shipment is entered but is not yet released against the blanket as an order A Released status indicates that the shipment was released against the blanket Select Release Blanket on the Blanket Orders selection screen page 5 35 to release shipments against both on demand and scheduled blankets and create a new order for these shipments then select Change Orders on the Transaction Type selection screen page 5 3 to edit these released orders 5 42 Sales Order User s Manual Daily Work Transactions If you are working with a scheduled blanked order select a command to work with the shipment lines e Press Enter to edit the selected line Edit the ship date quantity and
129. ion Field The fields that appear on the line item entry screen when you add or change line items are listed Accept these field descriptions or change them Do not delete lines or rearrange the field descriptions The system looks for these fields by their position in the table it applies the information on the first line to the description the information on the second line to the additional description and so on Data If you want the cursor to stop at that field only when you press Enter enter E If you want the cursor to stop at that field when you press either Tab or Enter enter T If you do not want the cursor to stop at that field leave the field blank QH1xxxx and QH2xxxx Tables The QHxxxx tables store quick entry stops used by the Transactions function when you enter header information The QH1xxxx table stores quick entry stops for the left side of the header screen while the QH2xxxx table stores quick entry stops for the right side 10 24 Sales Order User s Manual File Maintenance Tables When you enter the table ID the rest of the table appears A QH1xxxx table is shown below 2 SOTB T3 ee Description Quick Entry Table Header 1 Table ID Number of Cols 2 Column Length 12 Type E Sales Rep 1 Rep 1 Pct Sales Rep 2 Rep 2 Pct Cust Level Terms Code Order Number Order Date Invoice No Invoice Date Company H 08 18 2005 Terminal T000 OVR Field Description Fie
130. ion on the menu press Home To move to the last application on the menu press End e Onan application menu press Page Up to move to the menu immediately behind it If you are several levels away from the main menu you can return to the main menu by pressing Page Up repeatedly or by pressing Tab once e Toexit from OSAS press F7 Sales Order User s Manual Navigating OSAS Introduction Function Screens Like the text menu OSAS text function screens can be used on all operating systems and in combination with graphical menus OSAS T000 Invoices Transaction Type You can move around the screen these ways e Press Enter or the down arrow to move from field to field e To use a command that is listed in the command bar press the highlighted letter Use hot key commands to access information screens or to toggle commands on and off Refer to Appendix B in the Resource Manager guide for more information on these commands and their corresponding hot keys Ifa screen contains more than one section press Page Down when prompted to move to the next section Sales Order User s Manual 1 29 Introduction Navigating OSAS e Ifa menu appears prompting you for the kind of information to enter or maintain such as in the example and on Transaction and File Maintenance screens select the appropriate option and press Enter e To exit the screen and return to the menu press F7 Menus Like the graphical
131. ion you want to use e Press H to view header information for the selected order Press Enter to return to the Orders screen e Press O to view line item detail for the selected order See Order Inquiry Screen on page 4 6 for more information e Press T to view totals for the selected order See Totals on page 4 7 for more information e Press Gto go to a particular line item then enter the batch and order number This command appears only if there is more than one screen of line items e Press R to view shipment tracking information for the selected order This command is available only if you chose to use tracking numbers in the Options and Interfaces function page 3 7 See Tracking Numbers on page 4 8 for more information Sales Order User s Manual 4 5 Orders Information Inquiry Order Inquiry Screen When you press O on the Orders screen to view line item detail for the selected order this screen appears Order Inquiry Commands Edit Modes Other Scroll Commands Information Help xcimajam ejee Bein Soldto LOS001 LOS ANGELES CONSTRUCTION CO Loc ID Batch ID 000001 Ship to Mary Beth Garrett MH0001 Trans No 00000001 New tternJob ID Qty Ordered Units Unit Price Ext Price Description Qty Shipped 200400 A 142 4525 712 260 Water Softener 901 3 0000 386 9190 1160 760 _Refrigerator White 800000 BI 12 0000 ROLL 2 8926 Wallpaper Tradi m i 900 3 0000 EA 386 9190 1160 760 Refrig
132. ist References System Messages Common Questions Glossary Index Sales Order User s Manual Contents 11 3 11 5 Introduction Welcome to OSAS The Sales Order System Starting OSAS Navigating OSAS Sales Order User s Manual 1 1 Welcome to OSAS Welcome to the Sales Order application for OPEN SYSTEMS Accounting Software OSAS Sales Order helps you account for orders you take from customers Sales Order encompasses the capabilities of Accounts Receivable you can record sales you made to customers and orders that have not been paid Sales Order lends its tracking capabilities to other applications associated with tracking assets Inventory for example Sales Order represents an asset when you take orders from customers the orders when goods are shipped and invoices are posted are expressed as gains to your source of revenue and losses to the assets the customers bought For example when you sell goods the order represents a loss to inventory when you apply invoices to the order it represents a gain to your capital Sales Order plugs into Resource Manager the foundation of OSAS Consult the Resource Manager guide for more information on basic OSAS functionality and details on how Resource Manager works within the OSAS system About This Guide This guide describes the functions that make up the Sales Order application and gives details on how Sales Order fits into your existing business workflow This guide
133. ist and Functions Setup 27 28 29 30 31 32 33 34 35 36 37 If you elected to use forms for statements toggle to LASER 8 1 2 x 11 or STANDARD to indicate the type of statement form you use Toggle to DETAIL SUMMARY or NONE to indicate whether you want to produce bills of lading with full line item detail with a summary of all the line items or no bills of lading forms If you elected to use bills of lading toggle between 8 1 2 x 11 or PlainPaper to indicate the type of bill of lading form you use Toggle between YES or NO to indicate whether you want to be able to print bills of lading directly from the Shipping Labels function Toggle between YES or NO to indicate whether you want the system to generate the numbers for blanket orders Toggle between YES or NO to indicate whether you want to be able to post data without printing reports Toggle to YES if you want to post line item detail to General Ledger Toggle to NO if you want to post only summary information Toggle between YES or NO to indicate whether you want to print the company name and address on plain paper forms Toggle between YES or NO to indicate whether you want to age invoices online in the ARCUxxx Customer file If you select NO the invoices are aged when you post Toggle between YES or NO to indicate whether you want to apply credits to oldest items first for statements If you select NO unapplied credits are ap
134. k line to save your text and return to the Line Item Entry screen The sales category refers to an inventory item Enter a sales category or press Enter to skip this field The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If the order is for one customer the sales tax code you assigned in the customer record appears If the order 1s for a group of customers this field is blank Accept the current value or enter a different tax class If Sales Order interfaces with Inventory the price ID assigned to the item appears Press Enter to accept the price ID or enter a different price ID The GL code identifies the pairs of general ledger sales and cost of goods sold COGS accounts to use for a line of an entry The codes are set up in the GL Codes function If you entered a GL code in the DFxxxx table that code appears If you entered a GL code the sales and COGS accounts appears The inventory account appears from the ARGLxxx table 10 9 Recurring Orders File Maintenance Field Description Accept each account number The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with General Ledger Ordered Enter the number of units ordered Units Enter the type of unit by which the item is sold for example EACH if it is sold individually The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inven
135. k the information in the SOTDxxx and SOTHxxx files as an actual order Sales Order User s Manual 1 11 Introduction The Sales Order System After you enter an order the relationship between the SOTDxxx and SOTHxxx files the ARCRxxx file and the ARINxxx file is the same as that of the comparable files in Accounts Receivable The SOTDxxx and SOTHxxx files store the open orders including transactions independently of how much money was paid The ARCRxxx file stores money received when you post the ARINxxx and ARCUxxx files collect and reconcile information When you enter a line item for a serialized inventory item or for a lot item the serial numbers or lot numbers associated with the line item are stored in the SOLSxxx file When you post a verified order with serial numbers those number are cleared from the SOLSxxx file Producing Reports and Shipping Orders After you have entered the transactions for the day produce picking slips for new and changed orders Information and statuses for picking slips are kept in the SOTDxxx and SOTHxxx files Next produce the Requested Ship Date Report to see a list of the orders you need to ship based on the requested ship dates you entered on the orders Use this report to plan for and execute shipments against your orders on file You can then ship the orders and verify them To resolve questions about shipping orders you can use the Backorder Allocation Report and the Order Fulfillment Rep
136. l Shipping Reports Backorder Allocation Report Backorder Allocation Report 08 17 2005 Builders Supply PAGE 1 10 37 AM Backorder Allocation Report By Location Item Customer Loc ID Location Description Item ID Item Description Base Unit Qty Avail Base Price Bin Order Date Batch Order No Repl Rep2 Cust ID Name On Backorder Allocated Ext Price Line MNODOL MINNEAPOLIS WAREHOUSE 100 Electrical Package PKG 11 0000 528 5400 E 10 08 08 2005 000001 00000012 GPD ACEOOL ACE BUILDERS 5 0000 5 0000 2114 15 001 Item 100 Total 5 0000 2114 15 Balance Available 6 0000 Location MNOOO1 Total 2114 15 GRAND TOTAL 2114 15 End of Report Sales Order User s Manual 6 21 Requested Ship Date Report The Requested Ship Date Report function prints out a report listing orders based on the ship dates requested by your customers Use the report to help plan your shipments and to help you identify problems in delivery of items to your customers Requested Ship Date Report screen Select Requested Ship Date Report from the Shipping Reports menu The Requested Ship Date Report screen appears Requested Ship Date Report O x Commands Edit Modes Other Help es Customer ID ACEDO1 Batches to Print 1 VISOO1 Loc ID CA0001 Include TX0001 New Req Ship Date Backordered Picked ItemiJob A Verified Invoiced Print Items with Blank Req Ship Dates Kit Detail
137. l for questions on these shared menus or for questions on functions not covered in this manual Sales Order User s Manual Shipping Efficiency Report The Shipping Efficiency Report function creates a report that helps you analyze your effectiveness at meeting the requests for shipping your customers made when they placed their orders This report is organized by date To analyze your shipping efficiency by customer use the Customer Shipping Efficiency Report see page 6 7 You cannot print this report if you did not elect to save detail history in the Resource Manager Options and Interfaces function Shipping Efficiency Report screen Select Shipping Efficiency Report from the Shipping Reports menu The Shipping Efficiency Report screen appears Shipping Efficiency Report a ES Commands Edit Modes Other Help aa Act Ship Date Frorn Thru Req Ship Date From Thru Customer ID From ACE001 Thru VIS001 Location ID From CA0001 Thru TX0001 ttem Job From Thru Print By Actual Ship Date Requested Ship Date Customer ID O temiLocation Company H 08 18 2005 Terminal TODO OVR Sales Order User s Manual 8 3 Shipping Efficiency Report History Reports 8 4 Enter the range of actual shipping dates for the shipments you want to analyze Enter the range of requested shipping dates for the shipments you want to analyze Enter the range of customers you want to include in the report Enter the ran
138. ld The fields that appear on the header screen when you add or change transactions are listed Accept the current field descriptions or change them Do not delete lines or rearrange the descriptions The system looks for these fields by their position in the table it applies the information on the first line to the Loc ID field the information on the second line to the Sold To field and so on Data If you want the cursor to stop at that field only when you press Enter enter E If you want the cursor to stop at that field when you press either Tab or Enter enter T If you do not want the cursor to stop at that field leave the field blank Sales Order User s Manual 10 25 Edit Sales Order Number Use the Edit Sales Order Number function to change the number the system assigns to the next sales order You can use this function only if you elected to have the system generate sales order numbers in the Resource Manager Options and Interfaces function Edit Sales Order Number Screen Select Edit Sales Order Number from the File Maintenance menu The Edit Sales Order Number screen appears Edit Sales Order Number O Commands Edit Modes Other Help EE 199 Sales Order Number Company H 08 18 2005 Terminal TODO OVR Enterthe number you want the system to assign to the next sales order or return The system starts with this number and increments it by one when you enter sales order transactions 2
139. lick menu See shortcut menu 1 23 run codes recurring orders 3 16 10 3 S Sales Journal function 7 15 sample 7 17 Sales Order before converting 2 5 converting to version 7 0 2 6 description 1 5 files 1 7 installation 2 3 installing new version before converting 2 5 interfaces 1 5 Bank Reconciliation 3 8 Bill of Materials Kitting 3 8 General Ledger 3 7 Inventory 3 7 Job Cost 3 8 menu structure 1 6 setting up 3 3 setup considerations 2 6 system requirements 2 3 screens graphical function 1 22 graphical main menu 1 20 navigating graphical 1 22 navigating text function 1 29 OSAS MDI menu 1 21 text function 1 29 text main menu 1 27 serial and lot numbers appending 5 22 editing 5 22 serial numbers appending 5 17 editing 5 17 serialized and lotted items Sales Order User s Manual entering 5 21 serialized items entering 5 16 setting up access codes 3 19 backup schedule 3 20 blanket orders 3 16 checklist 3 7 codes and IDs 3 3 initial balances 3 17 interfaces 3 9 options and interfaces 3 7 recurring orders 3 15 tables 3 13 shipment tracking numbers 5 55 shipped status 5 5 Shipping Label Setup function 10 29 Shipping Labels file 1 10 function 6 7 sample 6 8 shipping orders 1 12 B 1 Shipping Reports menu structure 1 6 shortcut menu 1 23 SOBDxxx file setting up 3 16 SOBHxxx file 1 8 setting up 3 16 SOBKxxx file 1 8 setting up 3 16 SOBLxxx
140. ll of Materials Kitting J to bill for a job or phase if Sales Order interfaces with Job Cost or lif you are selling an inventory noninventory or service item Loc ID Press Enter to accept the default location ID or enter a different location from which you sell this item The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory ID Enter the ID of the item kit or job If you entered a job ID you can then enter a phase ID for that job al 12 Sales Order User s Manual Daily Work Field Desc Additional Desc DH sis Ca Mat Inquiry Tax Class Mat Req Ship Inqury Price ID Di GL Code Mat Sales Order User s Manual Transactions Description The description of the item or job appears If you elected to enter additional descriptions about line items when you enter invoices in the Resource Manager Options and Interfaces function the Additional Description Lines window appears when you press Enter in the Desc field Enter up to 10 lines of additional text or press Enter to skip this field When you finish entering text press Enter at a blank line The text is saved and you are returned to the line item entry screen The sales category refers to an inventory item Enter a sales category or press Enter to skip this field The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If the order is for one cust
141. ls screen If you did not elect to print bills of lading from shipping labels the Shipping Reports menu appears Shipping Labels 6 8 VISOO1 203 555 3642 VISA 2347 WEST VIRGINIA AVE SUITE 1025 DOVER DE 14003 2347 VISOO1 203 555 3642 VISA 2347 WEST VIRGINIA AVE SUITE 1025 DOVER DE 14003 2347 Sales Order User s Manual Packing List Use the Packing List function to print packing lists for orders generated through the Transactions function with verified or invoiced statuses Packing lists are similar to picking slips but they include the quantity shipped and backordered Packing List Screen Select Packing List from the Shipping Reports menu The Packing List screen appears Packing List E Commands Edit Modes Other Help as Has Sales Order Entry Been Completed Batches to Print 1 Print Packing Lists for O Verified Orders Verified and Invoiced Orders O A List of Orders Print Additional Descriptions M Print Kit Detail Component v Company H 0819 2005 Terminal T000 OVR 1 Ifyou have entered all sales orders select the check box or enter Y in text mode if not clear the check box or enter N in text mode If you have not entered all sales orders return to the menu and do so before proceeding 2 Select the batches you want to print when the Batches to Print screen appears You can select multiple batches to print in the same print run Sales Order User s
142. lue cannot be less than From value Thru value must be greater than From value The value you entered in the Thru field is smaller than the value you entered in the From field Press Enter then enter the correct value in the Thru field A 8 Sales Order User s Manual System Messages Transaction is not on file Transaction number not found Transaction number not on file Transaction not found The transaction number you entered is not in the SOTHxxx Transaction file Enter a different transaction number the Inquiry F2 command is available Transaction in process on terminal ID The terminal in this message is adding the transaction number Assign a different number to the transaction Unable to execute program program The system cannot run the program you selected from the menu Make sure that the current program is in the application s program directory and select the function again Unable to load menu record menu from file file The application s menu record is not in the menu file or the menu file is missing Make sure that the application is properly installed and try again Unable to lock file in use One of the function s files is locked because another workstation on the system is using it Try the function again when no one else is using the file Unable to open file Unable to open file in use The file you are trying to use is either corrupted or locked at another terminal on the s
143. m if necessary 6 Usethe Proceed OK command to save your changes and enter a serial number for another unit 7 Use the Exit F7 command to return to the Serial Number Entry screen when you have entered serial numbers for all units filled or returned If you enter fewer serial numbers than the original quantity requested and then use the Exit F7 command a message informs you that the quantity shipped will be adjusted to a new value Select Cancel or press PgDn in text mode to return to the Append Edit Serial Number screen to enter another serial number or use the Proceed OK command to change the quantity shipped to the new value and backorder the remaining quantity 5 18 Sales Order User s Manual Daily Work Transactions Entering Lot Numbers If you entered a lotted item ID for an order with a status other than New this screen appears when you use the Proceed OK command in the Append Edit Line screen i Lot Entry E Commands Modes Other Scroll Commands Help EE Ot Cs A A Item ID 800002 Wallpaper Traditional Loc ID MH0001 MIHHEAPOLIS WAREHOUSE Units ROLL Requested Gty 12 0000 Lot Number Ordered Quantity Fulfilled Gty 274D2201 8 0000 0000 274D2202 Lot Number lt 000001 of 000002 Enter Edit Append The screen shows the item ID description location unit and requested quantity you entered on the Append Edit Line screen then lists the lot numbers you entered for
144. methods and shipment tracking websites 4 8 Sales Order User s Manual Daily Work Transactions Copy Recurring Orders Release Scheduled Blankets Tracking Numbers Change Batches Sales Order User s Manual 9 3 5 49 5 53 9 99 5 57 5 1 Daily Work 5 2 Introduction Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance and Master File Lists Refer to the Accounts Receivable User s Manual for questions on these shared menus or for questions on functions not covered in this manual Sales Order User s Manual Transactions Use the Transactions function to enter new orders shipped orders and miscellaneous credits into the SOTDxxx and SOTHxxx Open Order files change and verify orders issue price quotes and convert price quotes to new orders and enter maintain and release blanket orders You can print picking slips online for a new order or print a packing list or an invoice online for a shipped order if you selected these options in the Resource Manager Options and Interfaces function You can print invoices online for any customer even if the customer record does not specify that the customer receive invoices Transaction Type Selection Screen Select Transactions from the Daily Work menu The Transaction Type selection screen appears over the Orders and Header I
145. mode the text mode also includes menus that give you access to commands that open additional utilities show additional information about the task at hand or set up a custom menu that contains frequently used commands Refer to Appendix A in the Resource Manager guide for full details about the menus available in OSAS Other The Other Commands or F4 menu gives you access to additional utilities and Commands commands not directly related to the function you re currently using In text mode press F4 twice on the menu or once on function screens to access this menu See page 1 23 for more information on this menu Information The Information or Shift F2 menu gives you access to additional information Menu about a customer vendor item job bill of material or employee In text mode this menu is available when the Info flag appears at the bottom of a function screen The commands on the menu are available only as they are relevant to the task you are performing For example if you are entering a transaction in Accounts Receivable you can access comments or documents about items or customers but not about employees or vendors See page 1 24 for more information Favorites The Favorites menu allows you add the OSAS menus or functions you use most Menu frequently to a custom menu After you ve set up the menu select Change to Favorites from the graphical Favorites menu or press F2 to access the functions To add a function to the Fav
146. n See Online Packing Lists on page 5 34 for more information e Press L to convert a price quote into a live order with new status This command is available only for price quotes e Press R to recalculate prices on any order that is not invoiced then select Yes or enter Y in text mode when the Recalculate Prices prompt appears This command is not available for invoiced transactions Use this command to recalculate prices when you make changes or when global price changes occur Press N to finish with the transaction on the screen and return to the Transaction Type selection screen e Press S to record shipment tracking numbers for orders with a status of returned invoiced or shipped verified See page 5 27 for more information This command is available only if you chose to use tracking numbers in the Options and Interfaces function page 3 7 for orders with the above status 5 26 Sales Order User s Manual Daily Work Transactions Tracking Number Detail The Tracking Number Detail screen appears when you press S on the Orders screen to view enter or edit shipment tracking numbers for invoiced returned or shipped orders Tracking Number Detail Commands Edit Modes Other Scroll Commands Help 2x eemal g ee Method Ship Via Tracking Number ede n 155053700 UPS Blue 125695360348710611 Entry 001 of 002 Enter edit Append Select a command to work with shipping
147. n Accounts Receivable Open Invoices and Codes Maintenance Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance and Master File Lists The Sales Order Information Inquiry menu has one additional function Orders The Transactions and Change Batches functions on the Sales Order Daily Work menu are slightly different from their Accounts Receivable counterparts The Copy Recurring Orders function replaces the Copy Recurring Entries function in Accounts Receivable The Release Scheduled Blankets function is unique to Sales Order For a description of the rest of the functions on the menu see the Accounts Receivable User s Manual The Sales Order Shipping Reports menu contains many functions unique to Sales Order Use these functions to produce forms for warehouse control and shipping and reports that help you ship your orders more efficiently The Sales Order Transaction Reports menu has two additional functions Open Order Report and Blanket Order Report Produce the Open Order Report to see which orders still need payment Produce the Blanket Order Report to see the status and remaining amounts of the blanket orders you have on file Two functions on the Sales Order Transaction Reports menu differ from the Accounts Receivable functions Print Invoices and Post Transactions Use the Print Invoices function
148. n about reports Sales Order User s Manual 1 33 Installation and Conversion Installation Conversion Sales Order User s Manual 2 3 2 5 Installation Before You Install Sales Order Make sure your system meets these minimum requirements before you install Sales Order The Sales Order system needs a minimum of 6 megabytes 6 Mb of disk space to work correctly with programs sample data data dictionaries system files and graphics files Having more disk space available is necessary for the data files you will create and maintain The OSAS system requires at least one megabyte 1 Mb of main memory to run More memory may be necessary in certain environments and operating systems Installing Sales Order Sales Order requires the OSAS Accounts Receivable application to work Use the Install Applications function in Resource Manager see the Resource Manager User s Guide to install Accounts Receivable if it is not already installed and Sales Order If you are installing Accounts Receivable and Sales Order at the same time the Install Application function installs them in the correct order Setting up Sales Order Once you have installed Accounts Receivable and Sales Order on your system you must prepare your data files for everyday use You can prepare files for use with Accounts Receivable and Sales Order in one of two ways you can create and set up your files manually on a new system or you can convert your old
149. nclude in the list 2 Most tables do not hold information in all lines If you want the list to include blank lines select the box or enter Y in text mode If you want the list to supress blank lines clear the box or enter N in text mode Sales Order User s Manual 11 5 Tables List Tables List 11 6 08 18 2005 1 56 PM Master File Lists If you want a page break between each table select the box or enter Y in text mode if not clear the box or enter N in text mode Select the output device to produce the list See Reports on page 1 33 for more information on output devices After the list is produced the Master File List menu appears Builders Supply Tables List Sales Order Table ID ARGL Description GL Accounts Table No of Columns 2 Column Length 12 Type A DESCRIPTION CASH RECPTS DISCOUNTS INVENTORY FIN CHRG G L NUMBER 100000 404000 104400 802000 Table ID ARPDH Description AR Periods Table No of Columns 3 Column Length 12 Type N PERIOD FISCAL YEAR PERIODS YR 2005 00 00 00 00 00 00 00 00 00 00 00 00 00 00 Table ID DF Description Defaults Table No of Columns 2 Column Length 12 Type A DEFAULT VALUE BATCH DEP ID 000002 DIST CODE GL CODE C R INVOICE 01 Rl DEPOSIT Sales Order User s Manual System Messages Messages on the screen or in a report indicate an error or tell you how to enter data or what is happening in the function
150. nd Master File Lists Refer to the Accounts Receivable User s Manual for questions on these shared menus or for questions on functions not covered in this manual Sales Order User s Manual Recurring Orders List Produce the Recurring Orders List after you set up recurring order to make sure that everything is correct in the SORHxxx and SORLxxx Recurring Order files and to use as a reference before you copy recurring orders to the SOTDxxx and SOTHxxx Open Order files Produce a new list each time you add change or delete recurring orders Recurring Orders List Screen Select Recurring Orders List from the Master File Lists menu The Recurring Orders List screen appears Recurring Orders List Commands Edit Modes Other Help ERE NE A A AAA Customer ID From 4CE001 Thru vIS001 Print Line Detail O Transaction Totals Break Totals Print By Recurring Order Number Customer ID O Run Code Company H 08 18 2005 Terminal T000 OVR Inquiry 1 Enter the range of customers whose recurring orders you want to include in the list 2 Select the amount of detail you want to include in the list Sales Order User s Manual 11 3 Recurring Orders List Master File Lists 3 Select the order in which you want to print the list 4 Select the output device to produce the list See Reports on page 1 33 for more information on output devices After the list is produced the Master File List m
151. nd address appear If the recurring order is for a group of customers enter an asterisk and the customers group code You assigned group codes when you set up customer records If you entered a customer ID in the Sold to field the ID of the sales rep who usually sells to the customer appears Accept it or enter a different ID Next enter the percentage of the sale on which you want to base the sales rep s commission or press Enter for a commission of 100 percent of the sale Enter the ID of the second sales rep receiving a commission on the sale or press Enter to skip this field If you entered an ID enter the percentage of the sale on which you want to base the sales rep s commission The sum of the two percentages you entered cannot exceed 100 Accept the current customer level or enter a different customer level The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory The terms code describes the terms of the payment It is set up in the Terms function Accept the current terms code or enter a different code Use the Maintenance F6 command to open the Terms function to add or edit terms codes After you enter the terms code its description appears 10 5 Recurring Orders 10 6 Field Ord No Ord Date Run Code Cutoff Date Ship to File Maintenance Description To identify the transaction enter the sales order number or the custome
152. nd tracking number for an transaction or when you edit an existing one EN Append Line m 2X te 26668 Method FED2 Ship Via Federal Exp 2nd Day Tracking 15505370022483 Select the shipping method then enter the tracking number for the shipment Use the Proceed OK command to save your changes Sales Order User s Manual Change Batches The Change Batches function allows you to manually change the batch ID for a single order or an entire batch of orders that has not been posted If you did not elect to use transaction batching in the Resource Manager Options and Interfaces function you cannot use this function Change Batches Screen Select Change Batches from the Daily Work menu This screen appears 2 Change Batches m Commands Edit Modes Other Help a eee Change Order No Batch ID Old Batch ID 000001 Order No 00000018 New Batch ID 000002 Company H 08 18 2005 Terminal T000 OVR 1 Select the type of change you want to make You can copy a single order to a new batch or you can move all orders from one batch to another Inquiry 2 Enter the batch number from which you want to move the order or orders Sales Order User s Manual 5 57 Change Batches S 5 58 Daily Work If you selected to move a single order enter the order number you want to move Enter the batch number to which you want to move the order or group of orders Use the Maintenance F6 command to open
153. nformation about forms the type of form the number of the first form and the message to appear on invoices When you enter the table ID the rest of the FORMxxx table appears SOTB Dnk Commands Edit Modes Other Help xa ee aa re oe Crier Table ID q Number of Cols 6 Description Form Number Table Column Length 12 Type Form Type Next Number From Message Invoices 2081 Thank You fo r your order Field Form Type Next Number Form Message four columns of A12 Sales Order User s Manual Company H 08 18 2005 Terminal TODO OVR Description Enter the type of form whose information you want to adjust or accept the current type Enter the number to be assigned to the next form or accept the current number Enter the message to be assigned with this type of form or accept the current message 10 21 Tables File Maintenance LABEL Table The LABEL table stores the last shipping label ID that was used This ID is entered by default in the Label ID field the next time you use the Shipping Labels function to produce a shipping label When you enter the table ID the rest of the LABEL table appears KT GE aa Table ID 4 Description Default shipping Label Number of Cols 1 Column Length 12 Type A v Label ID Company H 08 18 2005 Terminal TODO OVR Enter the label ID you want to use the next time you produce shipping labels or accept the current ID
154. nformation screens Edit Modes Other Information Help PP Change Order O Verify Order O Miscellaneous Credits O Price Quote Blanket Order Type Actual Ship Date r3 Sales Order User s Manual 5 3 Transactions Daily Work 5 4 Select the type of transaction you want to add or edit e Select New Order to enter an order you just received and need to fill e Select Shipped Order to enter an order with items that have been sent to the customer e Select Change Order to edit an order regardless of its status add delete and edit line items delete entire orders reprint online picking slips or invoices e Select Verify Order to change an order from new or picked status to verified status e Select Miscellaneous Credits to issue credit to customers for returned goods e Select Price Quote to produce professional quotes for your customers e Select Blanket Order to set up maintain or release blanket orders for your customers See Blanket Orders Selection Screen on page 5 35 for instructions on working with blanket orders The option you select determines which statuses are assigned to the orders Sales Order User s Manual Daily Work Transactions Order Status The system tracks orders in terms of the following statuses which indicate where an order is located in the work cycle New status means that you entered the order but did not print a picking slip e Picked status means that you
155. ng Number History SOTRxxx Tracking Number and SOTDxxx and SOTHxxx Open Order files Purge Selected Files Screen Select Purge Selected Files from the Periodic Processing menu The Purge Selected Files screen appears amp Purge Selected Files E O Commands Edit Modes Other Help aa Have you backed up your data files Remove Recurring Entries with Cutoff Dates Before 12 31 2003 A Detail History for Invoices Dated Before A Summary History Before Period Fiscal Year Te Paid Invoices with Dates Before 12 1 2003 Quotes with Dates Before 12 31 2004 n All quotes for Customer ID Closed Blankets with Closed Dates Before Company H 08 18 2005 Terminal T000 OVR 1 If you have backed up your data files select the box or enter Y in text mode if not clear the box or enter N in text mode If you have not backed up your files return to the Periodic Processing menu and back up your files before continuing Sales Order User s Manual 9 3 Purge Selected Files Periodic Processing 9 4 Enter the date of the recurring orders you want to purge Recurring orders with cutoff dates on or before the date you enter are purged Enter the date of the invoices for which you want to purge detail history Detail history for invoices dated on or before the date you enter are purged Enter the period and year of the summary history you want to purge Summary history before the period and year you enter are purged
156. nged if you do your system may not work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time Sales Order User s Manual Setup Setup Checklist and Functions Backing up Programs Once a month or so back up your programs Even though these files do not change your backup media can be damaged or deteriorate so it pays to have a fresh copy in storage in case you need it Backup Media Keep more than one set of backups in case one set is bad or damaged Rotate the sets of backup media keeping one set off site Sales Order User s Manual 3 21 Information Inquiry Orders Sales Order User s Manual 4 3 Information Inquiry 4 2 Introduction Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance and Master File Lists Refer to the Accounts Receivable User s Manual for questions on these shared menus or for questions on functions not covered in this manual Sales Order User s Manual Orders Use the Orders function to view information in the SOTDxxx and SOTHxxx Open Order files Orders Screen Select Orders from the Information Inquiry menu The Orders screen appears a Orders E Commands Edit Modes Other Scroll Commands Information Help melmu re e x Our Ord No Batch ID 4 Ord Dat
157. nket order you have just received e Select Edit Blanket Order to change a blanket order e Select Release Blanket to release a shipment against a blanket order See Releasing Blanket Orders on page 5 47 for more information e Select Credit Blanket to issue credit to customers for returned goods shipped through a blanket order The option you select determines what status is assigned to the blanket order Sales Order User s Manual 5 35 Transactions Daily Work Order Status The system tracks orders in terms of the following statuses which indicate where the order is located in the work cycle e New status means that you entered the blanket order but have not yet released orders against it e n Process status means that you have released orders against the blanket order e Closed status means that you have satisfied the entire blanket the blanket has passed its expiration date or you have manually closed the blanket No orders can be released from a closed blanket Blanket Orders Header Screen After you make your selection from the Blanket Transaction Type selection sceen the header screen appears 5 Change Blanket Order Commands Edit Modes Other Information Help rxa selau re ee Blanket No 00000003 A Loc ID CT MINNEAPOLIS WAREHOUSE Blanket Type Close Date Es O Contract Date 12101 2004 E Status Hew Sold to 4 Shipto 34 TENNESSEE SHELTERS INC TENNESSEE SHELTERS CHATTANOOGA 1001 COUNTRY ROAD 900
158. nter a value in this field Maint only if the order is taxable and you elected to tax freight in the associated tax location See the Resource Manager guide for more information on tax locations 3 Enterany miscellaneous charges to apply to the order for example handling Inquiry 4 Enter the tax class for the miscellaneous charges You can enter a value in Maint this field only if the order is taxable and you elected to tax miscellaneous charges in the associated tax location See the Resource Manager guide for more information on tax locations 5 28 Sales Order User s Manual Daily Work Transactions When you press Enter to move from the miscellaneous charge Tax Class field the Sales Tax Information screen appears 4 Sales Tax Information E ES Commands Edit Modes Other Help Commands EK Modes Other Hp AAA O Tax Location Tax Amount CA 76 08 TaxLoc Tax Adjustment Sales Tax Enter the amount of the tax adjustment if necessary and select the tax class for the adjustment You cannot change the tax location Press Enter to recalculate the sales tax and return to the Totals Information screen The invoice total is recalculated based on the freight miscellaneous and tax adjustment amounts you enter Enter the amount of the prepayment if any in the Payment 1 field then select the method of payment code in the Method field The Prepayment Entry screen appears and lists the information set up
159. nterfaces in addition to the Accounts Receivable options and interfaces General Ledger When Sales Order interfaces with General Ledger posting in Sales Order makes entries in the GLJRxxx Journal file for transactions that affect the ledger such as sales tax and freight Inventory When Sales Order interfaces with Inventory sales order transactions update the quantities in use and committed in the Inventory item records and posting in Sales Order updates the item stock quantities dates balances and Inventory transaction history Sales Order User s Manual 3 7 Setup Checklist and Functions Setup Job Cost When Sales Order interfaces with Job Cost posting in Sales Order updates billing information in the Job Cost job and phase records When you enter invoices refer to the Job Cost Jobs and Phases List for customer IDs and contract numbers Bank Reconciliation When Sales Order interfaces with Bank Reconciliation deposits for cash receipts update the BRTRxxx Transactions file Bill of Materials Kitting When Sales Order interfaces with Bill of Materials Kitting you can sell kits on line items for an order Kits are groups of items that are sold as a combined unit When you sell a kit you can edit the kit to adjust its components if necessary Selling a kit has the same effect on Inventory that selling each of the individual components has Kits can carry their own pricing in Inventory and they can be printed on inv
160. o access the record again when the other terminal is finished with it Sales Order User s Manual A 7 System Messages Sales history is not implemented You cannot print the Detail History Report if you elected not to keep detail sales history in the Resource Manager Options and Interfaces function Sales rep ID has current balance You cannot delete the record of a sales rep who has outstanding commissions Sales rep ID is not on file You entered the ID of a sales rep that is not set up in the ARSRxxx Sales Rep file Enter a different ID the Inquiry F2 command is available Summary history not available for this period You cannot print the report for this period because it does not have any summary history It might have been deleted from the ARHSxxx Summary History file or you might have elected not to keep summary history in the Resource Manager Options and Interfaces function when this period was active Tax ID is not on file You entered a tax ID that is not in the RMGCxxx Group Code file Enter a different ID the Inquiry F2 command is available There is no summary history for customer ID in fiscal year You cannot print the report for this fiscal year because it does not have any summary history It might have been deleted from the ARHSxxx Summary History file or you might have elected not to keep summary history in the Resource Manager Options and Interfaces function during this year Thru va
161. o purge the SORHxxx and SORLxxx files of recurring orders with a cutoff date before the date you specify and to remove older orders with a quote status from the SOTDxxx and SOTHxxx files Productivity Reports Sales Order includes a number of productivity reports in Microsoft Excel format These reports connect directly to your OSAS data via the ODBC JDBC driver included with OSAS 7 0 and allow you to use spreadsheet tools to manipulate the data as you want and produce charts and graphs to visualize trends The spreadsheet reports are listed on the Productivity Reports menu Double click a report name to automatically launch Excel or any other spreadsheet program capable of opening an Excel formatted spreadsheet to open the report Use the selection boxes to filter the information that appears in the report or use the tools within your spreadsheet software to create charts and graphs from the report s data 1 14 Sales Order User s Manual In Windows In Other Operating Systems Using Parameters Starting OSAS OSAS runs on an operating system supported by 150 MB of permanent storage and 4 MB of RAM You may need additional space or memory depending on the size of your data files and the operating system you use Consult your reseller for more information To start OSAS on a computer running Windows double click the OSAS shortcut on the desktop or access the program from the Start menu To start OSAS on an operating system
162. oices and picking slips as a single item or with the component detail Options and Interfaces screen Select Options and Interfaces from the Resource Manager Company Setup menu The Options and Interfaces screen appears and lists the name of the company with which you are working Specify whether the Options table is shared or owned See the Resource Manager User s Manual for information about Options tables Then enter SO as the application ID 3 8 Sales Order User s Manual Setup Setup Checklist and Functions The Sales Order Options screen appears 4 Sales Order Options Commands Edt Modes Other Scroll Commands Help Description Interface to General Ledger Interface to Inventory YES Interface to Job Cost YES Interface to Bank Rec YES Interface to Bill of MaterialsKitting YES Use Transaction Batching YES System Generated Batch Numbers YES System Generated Order Numbers YES Use Additional Descriptions YES Copy Additional Description from Inventory YES Keep Detail Sales History YES Keep Additional Description History NO Keep Summary Sales History YES Keep Detail Kit History YES Allow Cust Level Change During Order Entry YES Allow Expired Credit Card in Payment Entry YES Display Quantities and Quantity Breaks During Line Entry NO Option 001 of 040 Enter Toggle Press Enter to toggle between YES or NO to indicate whether you w
163. omer the sales tax code you assigned in the customer record appears If the order is for a group of customers this field is blank Accept the current value or enter a different value The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If you entered a requested ship date on the order header that date appears Press Enter to accept it or enter the date the customer requested shipment Enter the price ID for the item The Inquiry F2 command is available if Sales Order interfaces with Inventory The GL code identifies the pairs of general ledger sales and cost of goods sold COGS accounts to use for a line of an entry The codes are set up in the GL Codes function 5 13 Transactions 5 14 Field Sales Acct COGS Acct Inv Acct Ordered Units Shipped Daily Work Description If you entered a GL code in the DFxxxx table that code appears The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If Sales Order interfaces with Inventory the account numbers come from the IN item location files If you entered a GL code the sales and COGS accounts appear The inventory account appears from the ARGLxxx table Accept each account number or enter different account numbers The Inquiry F2 command is available if Sales Order interfaces with General Ledger Enter the number of units that were ordered If Purch
164. on and off When the Info flag appears press Shift F2 to access the Information menu to access additional information about a customer vendor item job bill of material or employee See page 1 24 for more information on this menu When the Maint flag appears press F6 to launch the appropriate File Maintenance function to edit a master file record or enter a new one on the fly When you finish press F7 to return to the function you were using e When the Inquiry flag appears press F2 to use the Inquiry command to look up additional information and select valid entries for the field you are in e The Verify flag reminds you that you are using verification When this flag appears you must provide verification when you press Page Down or use the Proceed OK command Press Ctrl V to toggle verification on and off Sales Order User s Manual 1 31 Introduction Navigating OSAS Command Bar The command bar appears at the bottom of function screen and gives you access to commands that allow you to move around the screen add or edit information change settings for selected lines or select output devices The commands that are available depend upon the function you are using and are analogous to the command buttons available on graphical screens Press the highlighted key to use a command Messages Messages appear at the bottom of the screen when a command is unavailable or when OSAS needs information to continue
165. onal descriptions you assign to line items when you enter orders recurring orders and blanket orders respectively This file is used only if you elect to use additional descriptions for line items when you enter orders in the Resource Manager Options and Interfaces function The SOKTxxx Kit Detail and SOBKxxx Blanket Kit Detail files stores such information as quantities and components from the Bill of Materials Kitting application if it interfaces with Sales Order The SOLSxxx Lot and Serialized Item file stores serial numbers and lot numbers associated with line items in an order The SOBSxxx Blanket Schedule file stores the scheduled ship quantities and dates for a scheduled blanket order The information in this file is used in conjunction with the Release Scheduled Blankets function to create new orders based on the contracted dates The SOSLxxx Picking Slips Restart file stores information for reprinting picking slips When you use the Picking Slips function to print a picking slip this file is updated with the slip number Thereafter you can reprint that slip The SOPLxxx Packing Lists Restart file stores information for reprinting packing lists When you use the Packing List function to print a packing list the file is updated with the list number Thereafter you can reprint that list Sales Order User s Manual The Sales Order System Introduction The SOLHxxx and SOLLxxx Bills of Lading files store records for b
166. or enter Y in text mode if you want the log to be produced after files for all applications are converted select No or enter N in text mode If you are converting only Sales Order files your answer to this prompt makes no difference If a problem occurs and you indicated that you want the system to pause when a problem occurs a prompt alerts you To stop the conversion process select Yes or enter Y in text mode To let the conversion run its course and investigate later select No or enter N in text mode When the process is finished the files are converted Select the output device to produce the error log See Reports on page 1 33 for more information on output devices After conversion finishs and the error log is produced the main menu with Sales Order added appears Sales Order User s Manual Setup Setup Considerations Setup Checklist and Functions Sales Order User s Manual 3 3 3 7 3 1 3 2 Setup Introduction Most of the Sales Order system is already set up since it relies on the Accounts Receivable system Use the functions explained in this chapter to complete tasks designed specifically for the Sales Order system If you need to use a task on any menu in Sales Order and you cannot find the function or table description in this chapter see the Accounts Receivable User s Manual Sales Order User s Manual Setup Considerations After you have installed the software for the first time
167. orites menu select the function you want to add from the main menu and press F10 To remove a function from the menu select the function on the Favorites menu that you want to remove and press F10 again See page 1 24 for more information on this menu 1 30 Sales Order User s Manual Navigating OSAS Introduction Commands and Flags Both the text menu and text function screens let you use commands to drill down to more information change companies or access codes switch to sample data and perform tasks related to the function you are using These commands are analogous to the commands contained on drop down menus in graphical mode You access commands by pressing the hot key combination for the command you want to use If you re working with a keyboard that lacks function keys labeled with an F followed by a number or if you re working with an emulator in UNIX which can cause function keys to become unavailable press the appropriate alternate key combination to access the command Refer to Appendix B in the Resource Manager guide for a list of all OSAS commands and their associated hot keys Not all commands are available for every function or field when a command is available a flag appears at the bottom of the function screen Common flags include Quick Info Maint Inquiry and Verify e The Quick flag reminds you that you are using the Quick Entry mode to skip fields that are not required Press Ctrl F to toggle quick entry
168. ormation Entering Serial Numbers 5 16 If you entered a serialized item ID for an order with a status other than New this screen appears when you use the Proceed OK command in the Append Edit Line screen 4 Serial Number Entry Commands Modes Other Scroll Commands Help ee 901 Item ID Refrigerator White Loc ID MH0001 MIHHEAPOLIS WAREHOUSE Units EA Requested Gty 3 0000 Serial Number Unit Cost Unit Price LTQ7121003 231 0200 386 9190 LTG7121005 231 0200 386 9190 MODO Serial Number 000001 of 000003 693 0600 1160 7570 Enter Edit Append The screen shows the item ID description location unit and requested quantity you entered on the Append Edit Line screen then lists the serial numbers you entered for the item and the unit cost and unit price for each serial number The extended cost and extended price of the item appear in the lower right corner of the screen while a running total of the serial numbers you enter appears in the lower left corner Sales Order User s Manual Daily Work Transactions Use the commands to work with the serial numbers in the list e Press Enter to edit the selected serial number The Edit Serial Number screen appears e Press A to add a serial number The Append Serial Number screen appears e Press G to go to a specific serial number in the list This command appears only when there is more than one screen of items e Press D to exit from the scr
169. ort to check for adequate stock to fill the orders on file After you verify the orders you have shipped print shipping labels packing lists bills of lading and invoice or credit memo forms where necessary Information and statuses for shipping labels packing lists and invoices are kept in the SOTDxxx and SOTHxxx files Information for the bills of lading is stored in the SOLHxxx SOLLxxx and SOLCxxx files Note You can also produce picking slips packing list and invoices and credit memos online for a customer if you elected to print these forms online in the Resource Manager Options and Interfaces function You should also produce these journals and reports before you post Sales Order User s Manual The Sales Order System Introduction e Produce the Sales Journal and the Miscellaneous Credits Journal to check for errors and to use as part of the audit trail The Sales Journal shows the transactions entered through the Transactions function the Miscellaneous Credits Journal shows the transactions entered through the Miscellaneous Credits option in the Transactions function This information comes from the SOTDxxx and SOTHxxx files e Produce the Open Order Report to view several kinds of items in the SOTDxxx and SOTHxxx files returned items backordered items items that were not verified and items that were verified but not posted e Produce the Blanket Order Report to see the status and remaining amounts for the blanket or
170. other than Windows enter osas at the operating system prompt If your operating system has graphical capabilities you can also use the OSAS shortcut to start OSAS You can use the u c a and t parameters in OSAS shortcut properties or after the osas command so that the system automatically uses the appropriate user ID company ID and access code to save time logging in In Windows open the OSAS shortcut s properties and enter these parameters after the path in the Target field as in the example below be sure to use the correct directories for your system C basis bin bbj exe osasstrt txt q tT00 cD osas70 progrm config bbx uSam aapple cH Note In Windows the u c and a parameters must follow the separation dash In other operating systems enter the parameters after the osas command as in this example osas t T2 c B a apple Note You can enter these parameters in any order but you must leave a space between the parameter mark t c or a and the parameter itself Refer to the Resource Manager guide for more information on these parameters Sales Order User s Manual 1 15 Introduction Starting OSAS Logging In After you start OSAS the login screen appears 2 OSAS Login OPEN SYSTEMS Accounting Software User ID Sam Company ID H Builders Supply Access Code Save Password To log in to OSAS enter your User ID the Company ID you want to work with and your Access Code
171. ou entered on the blanket order header screen and shows additional information dates and customer for example about the order Order totals appear at the bottom of the screen The scroll region lists all items included in the blanket order along with the quantity ordered by the customer and the quantity released in shipments Use the commands to work with the information on the screen Press Enter to edit the selected blanket line item Use this command to enter release quantities before releasing a dollar amount or on demand blanket e Press A to add a line item to the end of the list of line items Use this command to enter release quantities for items not previously released on a dollar amount blanket Press H to return to the blanket order header screen page 5 36 When you return to the header screen you do not lose line item and totals entries because these entries were saved previously 5 44 Sales Order User s Manual Daily Work Transactions e Press T to enter or edit totals associated with the order See Totals Information on page 5 46 for more information e Press V to view an expanded summary of the selected line item Additional information about the line item such as the general ledger account and description quantities ordered and shipped and price and cost information appears on the View Line screen Press any key to return to the Blanket Order Detail screen e Press G to go to a specific line item t
172. pen the Tax Groups function to edit tax group information see the Resource Manager User s Manual After you enter the tax group the description of the group appears Accept the current description of the tax group If you are adding an order the Line Item Entry screen appears if you are changing an order the Orders screen appears Sales Order User s Manual 5 11 Transactions Daily Work Line Item Entry Screen The Line Item Entry screen appears if you e enter a new or shipped order miscellaneous credits or a price quote and have finished entering header information e use the Append command to add an item to the list e use the Edit command to edit an item in the list If you use this command the Line Item Entry screen is titled Edit Line instead of Append Line Append Line E E Commands Edit Modes Other Information Help es Entry 001 ItermiJob Kit ITEM v Loc ID MNOO01 3 Cust ID LOS001 Order No 00000001 ID 200400 GLCode Desc Water Softener Sales Acct 1401 000 Sis Cat P1 Reg Ship 0825 2005 cocsAcct 501000 Tax Class 00 4 4 000 Price ID BUILD Inv Acct 104400 Units ae Ordered 5 0000 EA g Price 142 4525 Ext Price 712 26 Shipped Cot Ext Cost 637 00 Backord W Lbs 128 5000 Ext Wt 642 5000 Field Description Item Job ID Kit Select the type of the item you want to sell Enter K to sell a kitted item if Sales Order interfaces with Bi
173. plied to the current bucket When you finish selecting options press W to save your entries Then exit to the Options and Interfaces screen Select another application whose options and interfaces you want to change or exit to the Resource Manager Company Setup menu Sales Order User s Manual Setup Setup Checklist and Functions Tables Tables store information relating to the system data options and default settings Use tables only to enter and store data Do not delete lines or rearrange the account descriptions The system looks for information by the position of the lines in the table For example in the ARGLxxx table the system always treats the account on the first line as the cash receipts account and the account on the second line as the discount account Many of the tables you use in the Sales Order system were set up in the Accounts Receivable system However you must set them up again in Sales Order because the applications do not share this data Tables in Sales Order are stored in the SOTB file Tables in Accounts Receivable are stored in the ARTB file You can set up the ARGLxxx ARPDxxx DUNxxx FINCHxxx FORMxxx and LABEL tables for individual companies and or all companies that are in the system You can set up one table for all companies that are alike and you can set up one table for each company that is different You must enter OWN in the Option Table Type field on the Options and Interfaces screen
174. press Enter another box appears Continue entering order numbers then use the Proceed OK command to print the picking slips for the selected orders After the slips print the Shipping Reports menu appears Picking Slip BUILDERS SUPPLY 1157 VALLEY PARK DR SHAKOPEE MN 55379 Order No 00000013 Loc ID MNOO01 Order Date 07 15 05 Ship Date 000002 SUNSHINES HOMES INC 9350 W GULFSTREAM DRIVE TAMPA FL 33333 8825 Item No Description Serial No 350 Entry Door 450 Slide by Window 24 460 Slide by Window 30 Sales Order User s Manual lt lt PICKING SLIP Batch 000001 Picking Slip No 105 Req d Ship Date 07 15 05 Customer P 0 385930 Ship Via Page No Federal Exp Priority 1 SUNOO1 SUNSHINE HOMES INC 1000 OCEAN BOULEVARD MIAMI FL 33333 4323 Units Qty Ordered Qty Shipped Qty Backordered EA 3 0000 10 0000 25 0000 6 5 Shipping Labels Use the Shipping Labels function to print shipping labels with the format you set up in the Shipping Label Setup function Shipping Labels Screen Select Shipping Labels from the Shipping Reports menu The Shipping Labels screen appears Shipping Labels ma E Commands Edit Modes Other Help aa Label ID bp o y 4 x 4 label preprinted Order Number 00000002 Number of Labels 3 Company H 0819 2005 Terminal T000 OVR Inquiry 1 Accept the current label ID or enter a different ID Inquiry 2 Enter the orde
175. quantities of items at a specific price over a period of time A dollar amount blanket is a standing order to purchase any items up to a fixed total amount A scheduled blanket is an order that lists fixed quantities of specific items to be delivery on specified dates Any of these blanket order types can be set up maintained and released through the Transactions function Scheduled blankets can also be released using the Release Scheduled Blankets function You can stop blankets from being released by entering a close date in the blanket order header Produce the Scheduled Blankets Report to detail the upcoming scheduled shipments for scheduled blanket orders based on the scheduled ship dates in the blankets Then release the orders you need to ship When you enter an order you must do one of these things enter details about the order header and line item information or verify the order to show which items have been shipped and which are to be backordered The header information is stored in the SOTHxxx file line item detail is stored in the SOTDxxx file 1 10 Sales Order User s Manual The Sales Order System Introduction An order goes through several stages any one of which can be the order s first stage The Transaction Type selection screen takes all the possibilities into account When you enter details about a new order without doing any other task the order has new status You must still verify the order to show what was s
176. r verifying an order that has serialized items the status of the items is In Use To delete an order that has no serialized items use the Delete F3 command If you delete an order that has serialized items the items status becomes Available 5 6 Sales Order User s Manual Daily Work Transactions If you are entering a new order you are not prompted to enter serial numbers for a serialized item If you are entering a shipped order that has serialized items the status of the items is In Use Field Description Batch ID If you are changing or verifying an order you are not prompted to enter a batch ID If you elected to use transaction batching in the Resource Manager Options and Interfaces function press Enter to use the current batch number or enter a different batch number for the order If you elected to have the system assign the batch numbers you can use the Maintenance F6 command to generate a new batch number Inqury Our Order No This field is for all orders If you elected to have the system generate sales order numbers in the Resource Manager Options and Interfaces function the order number appears and you cannot change it If you elected to assign sales order numbers manually enter the order number Date If you are entering the first order or return in a group the workstation date appears otherwise the date you assigned to the last order or return appears If necessary change the date to indica
177. r a price quote then select Yes or enter Y in text mode when the Print Online Invoice Price Quote prompt appears The Online Invoicing screen appears Online Invoicing La O Commands Edit Modes Other Help aa Invoice No 00002081 Message for Invoice Thank You for your order Print Additional Descriptions Print Kit Detail Company H 08 18 2005 Terminal T000 ovR 1 Enter the invoice or quote number or accept the current number If you are printing an invoice or a quote to which you did not assign a number the system date is used as the date 5 32 Sales Order User s Manual Daily Work Transactions 2 Enter or edit the message to print on the invoice or price quote 3 If you want the form to include the additional descriptions select the box or enter Y in text mode if not clear the box or enter N in text mode 4 If you want the invoice or quote to include kit detail select the box or enter Y in text mode if not clear the box or enter N in text mode 5 If you elected rot to print invoices on plain paper in the Resource Manager Options and Interfaces function the Print Alignment field appears If you want to print alignment characters select the box or enter Y in text mode if not clear the box or enter N in text mode This field does not appear and this step does not apply if you elected to print invoices on plain paper 6 Selectthe output device to produc
178. r jammed while you were printing slips for new orders print slips for new orders before you print slips for other orders If you want to print additional descriptive text on the picking slips select the check box or enter Y in text mode if not clear the check box or enter N If you want the picking slip to include kit information press K If you want to print component information press C If you want to print both kit and component information press B Select the output device to produce the slips See Reports on page 1 33 for more information on output devices Sales Order User s Manual Shipping Reports Picking Slips If you select Printer or Print Preview as the output device and you elected not to print plain paper forms in the Resource Manager Options and Interfaces function alignment characters print on the first form and the Is Form Aligned message appears If the alignment characters are not centered in the alignment box or if the characters are not aligned in the grid on laser forms adjust the form and select No or enter N in text mode to print the alignment form again Continue this procedure until the form is aligned then select Yes or enter Y in text mode to print the slips 9 If you are printing picking slips for a list of orders the Print Picking Slips for a List of Orders window appears Enter the number of the first order for which you want to print a picking slip and press Enter When you
179. r number for the shipping label you want to print The name and address appear in the middle of the screen for verification If you do not enter an order number you must manually enter the name and address 3 Enter the number of labels you want to print Sales Order User s Manual 6 7 Shipping Labels Shipping Reports Select the output device to produce the labels See Reports on page 1 33 for more information on output devices If you selected Printer or Print Preview as the output device you are returned to the Shipping Labels screen to select whether to print an alignment character If you want to print an alignment form select the the check box or enter Y in text mode if not clear the box or enter N If you elected to print an alignment character the Is the form aligned message appears after the alignment form prints If the form is not aligned correctly adjust the form and select No or enter N in text mode to reprint the form Repeat this process until the form is aligned then select Yes or enter Y in text mode to print the labels After the labels are printed one of these things happens If you elected to print bills of lading from shipping labels in the Resource Manager Options and Interfaces function a Print Bill of Lading message appears Select Yes or enter Y in text mode to proceed to the Bill of Lading selection screen page 6 11 Select No or enter N in text mode to return to the Shipping Labe
180. r s balance is double what it was before What happened The Miscellaneous Credits option automatically reverses the earlier transaction crediting instead of debiting If you enter a negative amount for a return you are adding the transaction to the customer s accounts Since returning goods creates a credit enter the amount as a positive amount What is the difference between the Verify Order and Change Order options in the Transactions function Use the Verify Order option to change the status of the order to verified You cannot change the order status through the Change Order option How do l enter a miscellaneous credit in Sales Order Use the Miscellaneous Credits option in the Transactions function to enter a miscellaneous credit How do l indicate that the terms are C O D on an order Type COD in the ship to address portion of the invoice or enter a line in the TERMSxxx table with zeros for the percentage days and net due days B 2 Sales Order User s Manual Common Questions After copying recurring orders realized that one of the orders was incorrect used the Edit Recurring Orders option to change the order but when verified and invoiced it it was still incorrect What happened Use the Edit Recurring Orders option to change a recurring order before you copy it to the SOTDxxx and SOTHxxx Open Order files The changes you make affect only the orders in the SORHxxx and SORLxxx Recurring Order files not
181. r s purchase order number To skip this field press Enter If you entered an order number enter the order date You copy recurring orders by run code to the SOTDxxx and SOTHxxx files Use the same run code for orders that you copy on the same basis For example you could use 01 for orders you copy on the first day of each month 15 for the fifteenth day of each month and so on Enter the run code to which the order belongs Enter the date after which the recurring order is not to be copied to the SOTDxxx and SOTHxxx files or press Enter to skip this field if the recurring order is valid indefinitely Enter the shipping address code for one customer or for a group of customers Use the Maintenance F6 command to open the Ship to Addresses function to add or edit addresses see the Accounts Receivable User s Manual If you enter a code for one customer and the code is in the ARSAxxx Ship to Address file the address appears If you enter a code for a group of customers the associated shipping address is used for the customers in the group with the same shipping address code when you copy the order If the code is not valid for a customer no address is used when you copy the order Sales Order User s Manual File Maintenance Recurring Orders Field Description Inquiry Ship Method Enter a notation for the shipping method for Man example AIR or TRAIN Use the Maintenance F6 command to open the Ship to Addres
182. r select On Demand To set up a blanket that requests fixed quantities of specific items to be shipped on specific dates enter S or select Scheduled Enter the date this blanket order becomes active When you have satisfied the entire blanket the blanket passes its expiration date or you no longer want to release orders against this blanket enter a close date The status of the order changes to Closed Orders cannot be released from a closed blanket If the blanket expires on a given date regardless of any quantities released against it enter the expiration date 5 37 Transactions Daily Work Field Description Contract Amount If you are working with a Dollar Amount blanket enter the total dollar amount covered by the blanket Status The status of the blanket order appears Last Release Date When you release an order from the blanket and post that order the last release date is updated automatically Press Enter to accept this date If you are adding a blanket order one of these screens appears after you enter all header information depending on the blanket type you selected e Ifyou are entering an On Demand or Scheduled Blanket the Blanket Line Item Entry screen appears e Ifyou are entering a Dollar Amount blanket the Blanket Transaction Type selection screen reappears If you are editing releasing or returning a blanket the Blanket Order Detail screen appears Blanket Line Item Entry Screen 5 38
183. r than 3 inches and no greater than 8 inches Accept the current height or enter a different height for the labels no smaller than 1 5 inches and no greater than 11 inches If you want to print a test pattern with the required and starting rows and columns at their current settings select the check box or enter Y in text mode and select an output device to print the text pattern if not clear the check box or enter N in text mode and proceed with the rest of the fields For each type of information you want to print on the labels select the corresponding check box or enter Y in text mode for each type of information you want to print on the labels Clear the check box or enter N in text mode to keep from printing this information For each type of information you elected to print on the labels enter the number of rows and columns it requires For each type of information you elected to print on the labels enter the row and column where you want to begin printing it Use the Proceed OK command to save your entries and exit to the File Maintenance menu 10 30 Sales Order User s Manual Master File Lists Recurring Orders List Tables List Sales Order User s Manual 11 1 Master File Lists Introduction Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance a
184. r workstation s web browser in the Resource Manager Defaults function Sales Order User s Manual Navigating OSAS Introduction Text Mode The OSAS text mode is available on all operating systems If you use OSAS on an operating system that does not have graphical capabilities the text mode is the only mode available In text mode all screens are presented in an easy to use textual interface that you navigate through using keyboard commands Main Menu The text main menu is shown below amp OSAS 1000 Settings Edit Print Help 06 01 2005 Company H Builders Supply 12 27 FH Main Menu General Ledger OPEN SYSTEMS R Accounting Software When you select an application the application s menu is superimposed over the main menu Selecting an entry on an application menu opens a function screen or a submenu Sales Order User s Manual 1 27 Introduction Navigating OSAS 1 28 You can move around the text main menu in these ways e Usethe arrow keys to move the cursor up and down to highlight the application you want Then press Enter to select it Press the first letter of the application you want to move the cursor to the first application beginning with that letter Continue to press the letter key or the down arrow until the application you want is highlighted then press Enter to select it e Use the mouse to click an application to view that application s menu e To move to the first applicat
185. reen appears Release Blanket al Command it Modes Other Information Help Batch ID 000001 3 Order Number Order Date 0815 2005 Fs GL Period e Sales Order User s Manual 5 47 Transactions Daily Work The current workstation date appears Shipments with a scheduled date before this date are released Edit this date if necessary or press Enter to continue to the next field Select the batch ID for which to release shipments The blanket order number you entered on the header screen appears and cannot be changed The current workstation date and corresponding GL period appear Change this date and period if necessary This date becomes the order date when you create the order Use the Proceed OK command to release the shipment and create the order The status of shipment lines for that item in the blanket order changes from Pending to Released Crediting Blanket Orders 5 48 Select the Credit Blanket option on the Blanket Order selection screen to apply credit to a customer who is returning goods ordered via a blanket order Follow these steps to credit returned goods against a blanket order 1 Select the Credit Blanket option on the Blanket Order selection screen page 5 35 The Blanket Order Header screen page 5 36 appears Enter the blanket order number for which you want to credit returned goods then use the Proceed OK command to proceed to the Blanket Order Detail screen page 5
186. rfaces function not through the table itself Sales Order User s Manual 10 15 Tables File Maintenance Tables Screen Select Tables from the File Maintenance menu A blank Tables screen appears 1 To add or change a table enter the table ID To set up a company specific table enter the table ID plus the company ID To set up a terminal specific table enter the table ID plus the terminal ID To delete the table use the Delete F3 command If you entered a new table ID the Copy From field appears To copy a company specific or terminal specific table enter the table ID plus the company or terminal ID A set of tables comes with the sample company Builders Supply You can copy the sample tables for a company and then change the appropriate fields To copy a sample table enter the table ID Accept the displayed description of the table or enter a different description The number of columns the length of the columns and the type of characters you can enter alphanumeric A numeric with two decimals N numeric with three decimals 3 or numeric with four decimals 4 appear ARGLxxx Table 10 16 The ARGLxxx table stores the accounts to which cash receipts discounts inventory and finance charges are posted in the GLJRxxx Journal file Sales Order User s Manual File Maintenance Tables When you enter the table ID the rest of the ARGLxxx table appears EXC MEL s 28 ma elee moa R
187. rint Kit Detail Component v Company H 08 18 2005 Terminal T000 OVR 1 Ifyou want the packing list to include additional descriptions select the box or enter Y in text mode if not clear the box or enter N in tet mode 2 Ifyou want the packing list to include kit information press K If you want to print component information press C If you want to print both kit and component information press B 3 Select the output device to produce the list See Reports on page 1 33 for more information on output devices 5 34 Sales Order User s Manual Daily Work Transactions Online Invoice Totals Screen The Online Invoice Totals screen appears when you finish entering orders and printing invoices and exit from the Orders screen When you finish viewing invoice totals press F7 to exit to the Daily Work menu The invoice numbers and dates are updated for the invoices you printed online Blanket Orders Selection Screen When you select Blanket Order from the Transaction Type selection screen page 5 3 a second Transaction Type selection screen appears listing the actions you can take with blanket orders Edit Modes Other Information Help E AU Transaction Type ype Date Transaction Type New Blanket Order Edit Blanket Order O Release Blanket Credit Blanket pene mm 4 Percent Ship Via N Select the action you want to perform e Select New Blanket Order to enter a bla
188. ro Later when you post the resulting order the Posted totals are updated Press any key to return to the Blanket Order Detail screen 5 46 Sales Order User s Manual Daily Work Transactions Releasing Blanket Orders You can release orders against blanket orders in one of two ways use the Release command on the Blanket Order Detail screen or use the Release Scheduled Blankets function on the Daily Work menu The Release command allows you to select the shipment to release while the Release Scheduled Blankets command releases shipments for several blanket orders at one time See Release Scheduled Blankets on page 5 53 for information on this function When you release orders the system converts the scheduled shipment information you entered for the blanket see page 5 38 for entering scheduled shipments into a new sales order for that item You can then edit this sales order as you would any sales order by selecting Change Order on the Transaction Type selection screen page 5 3 Follow these steps to release a scheduled shipment against a blanket order using the Release command on the Blanket Order Detail screen 1 Select Release Blanket from the blanket order selection screen 2 Enter the blanket order number on the header screen and use the Proceed OK command to proceed to the Blanket Order Detail screen page 5 43 3 Select the line item for which you want to release shipments and press R The Release Blanket sc
189. rs amp Data File Conversion m ES Commands Edit Modes Other Help ee Select directory on which to create files Enter directory that contains the files to be converted D OSAS 605 data bd Do you want source files erased after conversion Do you want conversion to pause if a problem is found Appl Description Version Appl Description Version GL General Ledger 6 05 IH Inventory 6 05 PO Purchase Order 6 05 AP Accounts Payable 6 05 Sales Order 6 05 Accounts Receivable 6 05 Company H 1088 2005 Terminal TODO INS 2 6 Sales Order User s Manual Installation and Conversion Conversion 1 The system displays all valid OSAS data paths Select the destination directory where your new data files will reside 2 Enter the path drive and directory that has the files you want to convert You cannot enter the same path as the path you selected as the destination 3 If you want source files to be erased after conversion select the box or enter Y in text mode if not clear the box or enter N in text mode 4 If you want the conversion process to pause if a problem occurs select the box or enter Y in text mode if not clear the box or enter N in text mode The system considers file corruption or evidence of data not converting correctly a problem 5 Enter SO in the Appl column Sales Order appears 6 Enter your earlier version number of Sales Order and press Enter You can determine the
190. rt the quote to a live order Sales Order User s Manual 5 5 Transactions Daily Work Orders Header Information Screen After you make your selection from the Transaction Type selection screen the header screen appears Orders E m Commands Edit Modes Other Information Help ENTE RTS Re Batch ID 00001 3 Our Order No 4 Date 05 8 2005 fe Status New Loc ID MNOD01 3 MINNEAPOLIS WAREHOUSE Sold to Loso0t Shipto LOS ANGELES CONSTRUCTION CO Mary Beth Garrett 98042 VENTURA BOULEVARD Los Angeles Construction Co 198042 Ventura Blvd Suite 140 EHCIHO CA 99999 9584 Encino CA 99999 9854 Sales Rep1 GPD Percent 100 0 Ship Method uPsB Sales Rep2 A Percent Ship Via UPS Blue CustLevel JOBBER Pick Slip No Terms Code 2PCT 9 Requested Ship Date 08 25 2005 fs Terms Desc 2 10 n 30 Type Reg Actual Ship Date jo8smoos s Terms 2 0 Days 10 NetDays 30 GL Period 8 Order No Taxable Ord Date ES Tax Group ca Inv No Description California us Information about serialized and lotted items applies only if Sales Order interfaces with Inventory See the Inventory User s Manual for information about how to change the status of a serialized item If you are changing an order you can change information that pertains to the entire order You can change any field but you cannot change the customer ID in the Sold to field for verified and invoiced orders If you are changing o
191. rules are not intuitive when numbers are involved Numbers are sorted as if they were letters When the first characters of several IDs are compared the ID with the smallest first character is placed first in the list If the first character of the IDs is the same the second characters are compared and the ID with the smallest second character is placed first in the list This comparison is made for each character in the range of IDs until the IDs are clearly in alphabetical order If you use numbers for IDs pad them with zeros so that they are all the same length and numeric rules can hold true For example in alphabetical sorting ID 112 comes before ID 60 since anything that starts with 1 comes before anything that starts with 6 alphabetically If ID 60 were ID 000060 and ID 112 were ID 000112 ID 000060 would be listed first since 060 is less than 112 alphabetically and numerically When you assign IDs and codes establish a format that makes sense for your business and use it consistently The following suggestions may help e To prevent organization problems use zeros to make all IDs the same length If IDs are divided into more than one part the parts should be the same length in every ID Do not use spaces to divide IDs into more than one part For example use ACE 01 and ACE 11 instead of ACE 1 and ACE 11 or ACE 01 Sales Order User s Manual Setup Setup Considerations e Ifyou use letters in IDs use either all uppercase or
192. ry If you organize the report by customer ID the backorders for the first customer in the range is filled first then the backorder for the second customer and so forth until the 25 items are allocated If Sales Order does not interface with Inventory or if a backordered item is not set up in Inventory backordered lines for the item are listed because the system cannot discern the quantity available Follow these steps to print the Backorder Allocation report 1 Select Backorder Allocation Report from the Shipping Reports menu The Backorder Allocation Report screen appears Backorder Allocation Report Customer ID From ACEOO1 Print By Thru VvIS001 Order Date Loc ID From CA0001 Customer Thru TX0001 O Sales Rep Item ID From Order Number Thru Order Number From Sales Rep ID From Thu Print Kit Detail Thu Batches to Print 1 Company H 08 19 2005 Terminal TODO OVR Sales Order User s Manual 6 19 Backorder Allocation Report Shipping Reports 2 Enter the range of customers locations items order numbers and sales reps you want to include in the report Enter values into a combination of these fields to print only the items that match that criteria on the report or leave the boxes blank to print all items 3 Select the batches you want to print You have this option only if you elected to use batching in the Resource Manager Options and Interfaces function 4
193. ry Description ID Amount 00004603 00000018 001 Electrical Package Losool 4519 06 00004603 00000018 002 Plumbing Package Losool 12515 21 00004603 00000018 003 Exterior Panels Losool 12757 27 00004603 00000018 004 Interior Door Losool 271 18 00004603 00000018 999 Subtotal Tax Freight Misc Losool 30062 70 4 lines copied Grand total 30062 70 End of Report Sales Order User s Manual 5 51 Release Scheduled Blankets The Release Scheduled Blankets function locates unreleased shipment lines for blanket orders and creates sales orders for these shipments automatically You muse enter shipments for blanket orders before you can release them See Blanket Line Item Entry Screen on page 5 38 for more information on entering shipments Release Scheduled Blanket Screen Select Release Scheduled Blankets from the Daily Work menu The Release Scheduled Blankets screen appears gt Release Scheduled Blankets aa Release blanket orders with shipments scheduled on or before 08 01 2005 A Batch ID 000001 3 First Order Number Order Date 0815 2005 Fs GL Period 8 Company H 08 18 2005 Terminal T000 OVR Enter the date on or before which date to release blanket orders 2 Selectthe batch ID to which to release orders Sales Order User s Manual 5 53 Release Scheduled Blankets Daily Work 5 54 If you elected to assign sales order numbers in the Resource Manager Options and Interfaces function
194. s Subtotal 3084 29 Freight d Tax Class Miscellaneous Chgs d Tax Class Sales Tax Invoice Total Payment 1 Payment 2 Net Due 3207 29 Enter Order Line Inquiry Tax Use the commands to return to the Orders screen or view additional information Press Enter to return to the Orders or Order Inquiry screen e Press T to view sales tax information for the order e Press P to view prepayment information for the order Sales Order User s Manual 4 7 Orders Information Inquiry Tracking Numbers The Tracking Number Detail screen appears when you press R on the Orders screen to view shipment tracking information for a selected order 3 Tracking Number Detail E Commands Modes Other Scroll Commands Help Tracking Number UPS Blue 125695360348710611 Entry 000 of 000 Done Launch Browser To view a shipment s status select the shipping method and press L to launch your web browser OSAS automatically directs it to the shipment tracking website for the selected method using the tracking number and the URL you entered in the Shipping Methods function Note You must enter the path to your workstation s web browser in the Resource Manager Defaults function before you can use the Launch Browser command See the Resource Manager Guide for more information Click Done to return to the Orders screen Refer to the Accounts Receivable User s Guide for more information about shipping
195. s Manual Invalid year The fiscal year you entered is invalid Item Job is not on file The item or job number you entered is not on file Enter a different number the Inquiry F2 command is available Job not found Job ID is not on file The job number you entered is not on file in the Job Cost JOBSxxx file Check your records Then enter a job number that the Job Cost system recognizes or add the job number to Job Cost Mask format error use mask You entered data that does not fit the predefined format for the field Enter the data again using the predefined format Sales Order User s Manual A 5 System Messages Maximum number of lines is 998 Maximum number of lines reached Cannot insert You cannot insert a line item if the transaction already has 998 line items Must be within range You must enter a value within the range specified in this message Must be greater than 0 You must enter an invoice number that is greater than zero when you print invoices Must build ARPDxxx table first You must build the table shown in this message before you can use the function Must enter 1 n You must enter a value within the range specified in this message Must enter value You must enter the kind of value specified in this message Net due days cannot be less than discount days The net due days must be equal to or greater than the number of discount days New batch ID cannot equal old batc
196. s Manual Sales Order files are described below The SOTDxxx and SOTHxxx Open Order files store records for orders and returns entered through the Transactions function before they are posted If Sales Order interfaces with Inventory this function updates serialized and nonserialized item balances and costs in the INVExxx Items and INLDxxx Item Location Detail files The SOTHxxx file stores header information the SOTDxxx file stores line item header and order totals information Sales Order User s Manual 1 7 Introduction 1 8 The Sales Order System The SOBLxxx and SOBHxxx Blanket Order files store records for blanket orders much as the SOTDxxx and SOTHxxx files store regular orders The SOBHxxx file stores header and totals information about blanket orders the SOBLxxx file stores line item information about blanket orders You can release new orders to the SOTDxxx and SOTHxxx files based on the blankets at any time using the Transactions or Release Scheduled Blankets functions The SORHxxx and SORLxxx Recurring Order files store records for recurring orders which are not real orders until you copy them to the SOTDxxx and SOTHxxx files The SORHxxx file stores header and totals information about recurring orders the SORLxxx file stores recurring order line item information The SODExxx Additional Descriptions SORDxxx Recurring Additional Descriptions and SOBDxxx Blanket Additional Descriptions files stores additi
197. s Manual G 3 A access codes changing 1 16 command 1 16 company specific information 3 19 entering 1 16 setting up 3 19 what to protect 3 19 Accounts Receivable before you install 2 3 installation 2 3 installing new version before converting 2 5 interfaces 3 7 tables 3 13 Additional Descriptions file 1 8 for line items 3 10 specifying whether to keep history 3 10 using those stored in Inventory 3 10 Address Lookup 1 26 1 32 address mapping 1 26 1 32 addresses 1 26 1 32 aging invoices online 3 12 alphabetical sorting 3 4 appending kit components 5 24 ARGLxxx table description 10 16 setting up 3 13 ARINxxx file 3 17 ARPDxxx table description 10 18 setting up 3 13 available status 5 6 Sales Order User s Manual Index Backorder Allocation Report function 6 19 backordered items 6 20 B 2 backordered status 5 5 backup schedule for data files 3 20 for programs 3 21 setting up 3 20 Bank Reconciliation interface with Sales Order 3 8 10 17 batch numbers generating 3 9 batching transactions 3 9 Bill of Materials Kitting interface with Sales Order 3 8 Bills of Lading 6 11 Bills of Lading files description 1 9 Bills of Lading Hazardous Materials file 1 9 Blanket Additional Descriptions file SOBDxxx file 1 8 Blanket Kit Detail file 1 8 blanket line items adding 5 44 editing 5 44 blanket order release order 5 45 Blanket Order files 1 8 setting up 3 16 Blanket Order R
198. s and groups are kept in Resource Manager the RMCDxxx RMTXxxx and RMGCxxx files If you are converting Sales Order from a version previous to 5 0 and you want Sales Order to use the tax information from the earlier version use the Data File Creation function on the Resource Manager files first The Accounts Receivable conversion then moves the information from the old files to the new ones Before you convert an application s files make note of the version number of the application you are converting The Data File Conversion function has no way of determining this information Before you convert an application s files back up your data files Sales Order User s Manual 2 5 Conversion Installation and Conversion Consider Your Setup Before you try to convert your version of Sales Order to the current version consider the exact setup of your system Since OSAS code can be customized modifications to your system might be lost if you install a new version of a program or update a file If you are not sure whether your system is ready for conversion consult your value added reseller If you are converting from version 6 5x to 7 0 no conversion is necessary You should still use the Data File Conversion function to copy data files from the old data directory to the new directory however Converting to Version 7 0 Select Data File Conversion from the Resource Manager Company Setup menu The Data File Conversion screen appea
199. ses function to add or edit shipping methods see the Accounts Receivable User s Manual Ship Via If you entered a shipping address code that is on file the means by which the method is shipped appears Accept it or enter a different shipping method Pick Slip No Enter the picking slip number for the order Taxable Select the check box or enter Y in text mode if the recurring order is taxable Clear the check box or enter N in text mode if it is not Tax Group Accept the current tax group or enter a different tax group for the customer Use the Maintenance F6 command to open the Tax Groups function to add or edit tax groups see the Resource Manager User s Manual After you enter the tax group its description appears Description The description of the item appears Use the Proceed OK command to save the header information After you approve the header information the Line Item Entry screen appears Recurring Orders Line Item Entry Screen The Recurring Orders Line Item Entry screen appears for one of these reasons You are creating a recurring order and have finished entering header information e You use the Append command to add an item to the end of the list Sales Order User s Manual 10 7 Recurring Orders File Maintenance e You use the Edit command to edit an item in the list If you use this command the Line Item Entry screen is titled Edit Line instead of Append Line Youinsert a line item
200. t screen appears Customer Shipping Efficiency Report zl Commands Edit Modes Other Help Customer ID From ACE001 Thru 15001 Req Ship Date From Thru Item ID From Thru LocationlD From CADODi Thru 10001 Print Detail Summary Company H 08 18 2005 Terminal TODO OVR Sales Order User s Manual 8 7 Customer Shipping Efficiency Report History Reports 8 8 Enter the range of customers you want to include in the report Enter the range of requested shipment dates for the shipments you want to include in the report Enter the range of items you want to include in the report Enter the range of locations you want to include in the report Leave these fields blank to include all values in the report Select whether you want to print the report in detail or in summary Select the output device to produce the report See Reports on page 1 33 for more information on output devices After the report is produced the History Reports menu appears Sales Order User s Manual History Reports Customer Shipping Efficiency Report Customer Shipping Efficiency Report 08 18 2005 Builders Supply 5 19 PM Detail Customer Shipping Efficiency Report Invoice Requested Actual Difference Item ID Description Ship Date Ship Date Efficiency Customer ACEOO1 ACE BUILDERS 100 Electrical Package 08 19 2005 08 19 2005 150 Plumbing Package 08 19 2005 08 19 2005 300 Interior Door 08 19 2005 08 19 2005 550 Mill
201. te when the order was placed Status The status that appears depends on which option you selected from the Transaction Type selection screen Inquiry Loc ID If you entered a default location ID when you set up Maint the company that ID appears Press Enter to accept the default location or enter a different location ID Sales Order User s Manual 5 7 Transactions Daily Work Field Description If you did not enter a default location ID enter the ID of the location for line items in the order The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory Sold to Enter the ID of the customer to whom you are selling goods or entering credits Use the Maintenance F6 command to open the Customers function to add or edit information You cannot use the Maintenance command to delete customer records After you enter the ID the customer s name and address appear For a customer that is on credit hold a message appears after you enter the ID For a new order or a quote you can continue entering the order press Enter to remove the message but you cannot verify 1t For a shipped order for a customer on credit hold you cannot continue entering the order Sales Rep 1 Percent If you entered a default sales rep when you set up the company that sales rep appears Accept the ID of the sales rep who usually sells to the customer or enter a different ID Next enter the percentag
202. to be able to set up company specific tables For example you can set up table ARGL for companies that post sales order transactions to the same general ledger accounts and you can set up table ARGLAO 1 for company A01 ARGLBO1 for company B01 and so forth if those companies post sales order transactions to different accounts Sales Order User s Manual 3 13 Setup Checklist and Functions Setup These tables are identified by a four character or five character prefix and a three character suffix The prefix is the table name ARGL for General Ledger accounts for example For company specific tables the suffix is a company ID Generic system wide tables do not have suffixes If you delete a company specific table that company uses the generic table For example if you delete table ARGLA01 company A01 uses the ARGL table The DFxxxx table Defaults and each Quick Entry table QCxxxx QNxxxx QRxxxx QSxxxx and QVxxxx is identified by a two character prefix and a four character suffix The prefix is the table name DF for Defaults QS for Quick Entry Shipped Orders and so forth The suffix is a terminal ID or a company ID system wide tables do not have suffixes Five different quick entry tables are set up and used in Accounts Receivable see the Accounts Receivable User s Manual You must set up new tables specifically for Sales Order because the only Tables file considered in Sales Order is the SOTB file Two tables pert
203. to print an invoice or a quote for an order When you post transactions in Sales Order unposted transactions in the batch can remain there or you can move them to a new batch 1 6 Sales Order User s Manual The Sales Order System Introduction The History Reports menu contains two new functions in Sales Order Use the Shipping Efficiency Report and the Customer Shipping Efficiency Report to help you analyze your effectiveness in shipping orders in accordance with your customers requests The Purge Selected Files function on the Sales Order Periodic Processing menu replaces its counterpart in Accounts Receivable The Sales Order File Maintenance menu has three additional functions Recurring Orders Edit Sales Order Number and Shipping Label Setup The Recurring Orders function in Sales Order replaces the Recurring Entries function in Accounts Receivable The purpose is the same to establish a record of a transaction that you know ahead of time will come in regularly Use the Edit Sales Order Number function to reset the next number for system generated sales order numbers Use the Shipping Label Setup function to design your shipping labels The Sales Order Master File Lists menu has one additional function Recurring Orders List Use it to produce a list of recurring orders entered in the Recurring Orders function File Information Sales Order makes use of several Accounts Receivable files see the Accounts Receivable User
204. to values accounts finance percentages and so forth that are to be used throughout the system The information is kept in the SOTB file If you elected to have the system generate sales order numbers in the Resource Manager Options and Interfaces function use the Edit Sales Order Number function to change the number the system assigns to the next sales order Sales Order User s Manual 1 9 Introduction The Sales Order System Use the Shipping Label Setup function to design your shipping labels This information is stored in the SOLB file Daily Work You can create an order one of these ways copy a recurring order from the SORHxxx and SORLxxx files release a blanket order from the SOBHxxx and SOBLxxx files or enter the information through the Transactions function In any case the new order information is stored in the SOTDxxx and SOTHxxx files If you do not want an order to be copied to the SOTDxxx and SOTHxxx files after a particular date you can specify a cutoff date in the recurring order record If you specify a cutoff date when you copy recurring orders those with the cutoff date before the one you specify are not copied The Copy Recurring Orders Log which is produced when the orders are copied shows the new order numbers line item information customer IDs and individual and total amounts of the orders that were copied You can create three types of blanket orders An on demand blanket is an order to purchase set
205. tory Price Cost Enter the item s unit price If Sales Order interfaces with Inventory the unit cost appears Shipped You cannot enter anything in this field until the order is copied Backord You cannot enter anything in this field until the order is copied Ext Price Ext Cost The order s total price the quantity ordered times the unit price appears and the order s total cost the quantity ordered times the unit cost appears Use the Proceed OK command to save the line item information Next enter another line item or exit use the Exit F7 command to exit to the Recurring Orders screen When you save the first line item the totals are updated and your entries are saved You cannot use the Abandon F5 command to cancel the order To delete the entire recurring order use the Delete F3 command on the header screen 10 10 Sales Order User s Manual File Maintenance Recurring Orders Recurring Orders Screen When you exit from the Line Item Entry screen this screen appears 3 Edit Recurring Orders 5 E Commands Edt Modes Other Scroll Commands Information Help TS Soldto ACE001 ACE BUILDERS Loc ID Shipto 000001 Bill Meyers MH0001 Order No 00004600 item Gty Ordered Units Unit Price Ext Price Description 100 0000 PKG 380 5520 Electrical Package 250 10 0000 1410 0135 14100 14 Exterior Panels 300 L 000 EA 45 6720 228 36 Interior Door 400 5 0000 898 3905 4491 95 Interior Materials
206. tries on the Line Item Entry screen If you choose to edit the kit this screen appears E38 Kit Detail Commands E Modes Other Scroll Commands Information Help Comas Fdk RE Component ID Description Quantity Units Unit Cost 200100 1 0000 EA Furnace MNOOO1 200200 Water Heater MNOOO1 200300 Air Conditioner MNOOO1 200400 Water Softener a we Kit Entry 001 of 008 The screen lists the location component ID and description quantity unit and unit cost of each item used in the kit Use the commands to work with the components listed e Press Enter to edit the selected kit component The Edit Component screen appears Sales Order User s Manual 5 23 Transactions Daily Work e Press A to add a component to the kit The Append Components screen appears e Press Gto go to a specific line item then enter the line number This command is available only when there is more than one screen of line items When you finish entering or editing information about the kit use the Exit F7 command to return to the Orders screen Appending or Editing Kit Components The Append Edit Components screen appears when you add or edit a component on the Kit Detail screen S Edit Components RX Loc ID Component ID Description Furnace Quantity Units Unit Cost 1 Enter the location ID of the component If you are editing a component you cannot change this value 2 Enter the
207. ty you entered on the Append Edit Line screen then lists the serial numbers you entered for the item and the unit cost and unit price for each item The extended cost and extended price of the item appears in the lower right corner of the screen while a running total of the serial lot numbers you enter appears in the lower left corner Use the commands to work with the serial lot numbers in the list e Press Enter to edit the selected serial lot number The Edit Serial Lot Number screen appears e Press A to add a serial lot number The Append Serial Lot Number screen appears e Press G to go to a specific serial lot number in the list This command appears only when there is more than one screen of items e Press D to exit from the screen Sales Order User s Manual 5 21 Transactions Daily Work Appending or Editing Serial and Lot Numbers If you have serialized and lotted items the Append or Edit Serial Lot Number screen appears when you add or edit a serial number on the Serial Lot Number Entry screen A Append Lot Serial Number 5 a Commands Edit Modes Other Help Serial No 101001 Orig Qty Fullfill Qty Backord Gty Comment Inquiry 1 Enter the serial number of the item The lot number to which that serial number is assigned in inventory appears 2 The original fulfilled and backordered quantities appear The fulfilled quantity is always 1 for serialized and lotted items you must enter a serial
208. unts posted to the ARINxxx and ARCUXxxx files the amounts posted to the General Ledger accounts the balance and the total posted to the JOBSxxx file and it contains information from the SOTDxxx and SOTHxxx files e The Post Cash Receipts Log shows the cash receipt amounts posted to the ARINxxx and ARCUxxx files and the general ledger accounts that are affected and it contains information from the ARCRxxx file before it is cleared by posting Before Posting Before you post back up all of your data files Backing up your data files before you post is an important practice Unforeseen problems such as a power surge or failure can interrupt the post and result in the loss of data 7 20 Sales Order User s Manual Transaction Reports Post Transactions Post Transactions Screen Select Post Transactions from the Transaction Reports menu The Post Transactions screen appears in Post Transactions 7 Commands Edit Modes Other Help xm se man e eo Have You Backed Up Your Data Files v Batches to Post 4 Post To Age All Customers Print Zero Balance Post Logs Unposted Orders and Backorders Leave in Current Batch es Move to New Batch Company H 0819 2005 Terminal T000 OVR 1 If you have backed up your data files select the check box or enter Y in text mode if not clear the box or enter N in text mode If you have not backed up your files return to the menu and
209. urring orders you might have entered cutoff dates for them Accept the system date as the cutoff date or enter a different date The ship date on the order is updated with the system date Orders that have cutoff dates before the date you enter here are not copied to the SOTDxxx and SOTHxxx files If you elected to assign sales order numbers in the Resource Manager Options and Interfaces function enter the first order number to use for the recurring orders To prevent organization problems enter leading zeros to right justify the numbers If you elected to have the system generate sales order numbers the number of the first order to which the recurring orders are copied appears and cannot be changed Enter the batch ID to which to copy the orders Use the Maintenance F6 command to open the Batch Control function to add or edit batch IDs This field does not appear if you elected not to use batching in the Resource Manager Options and Interfaces function Select the output device to produce the Copy Recurring Orders Log See Reports on page 1 33 for more information on output devices After the entries are copied and the log is produced the Daily Work menu appears Sales Order User s Manual Daily Work Copy Recurring Orders Copy Recurring Orders Log 08 18 2005 Builders Supply 4 55 PM Copy Recurring Orders Log Cutoff Date 08 15 2005 Run Code 1 thru 15 Batch ID 000001 From To Customer Order Ord No Ord No Ent
210. ways e To view an application s menus click that application s tab To view the functions a menu contains click the menu name The menu expands to list the functions it contains Click the function name to enter the function The function screen appears in the right pane e To exit from a menu click a different menu name or application tab To exit from OSAS click the Close box in the upper right corner of the screen press F7 or select Exit from the File menu Sales Order User s Manual 1 21 Introduction Navigating OSAS Function Screens Graphical screens contain the same functionality as text screens presented in a graphical format that includes easy access to commands via the mouse A Tax Locations Commands Edt Modes Other Scroll Commands Help Tax Location Name Tax Level aL Tax ID o Authority N Tax on gt Misc Tax Liability Acct Tax Refundable Acct Class Description Sales Tax Purch T ax Tax Collected Tax Paid Consumer Goods Resale Sales 0 000 00 Exempt Sales 000 0 000 00 Ind gr Prod 0 000 00 Interstate Comm 0 000 00 Motor Vehicles 000 0 000 00 Food Products 0 000 00 Clothing 000 0 000 00 Gasoline 0 000 00 Services 000 0 000 00 Total 1307 00 Calculated 1307 01 ver Short 01 Enter edi Tax Loc First Last Nee Prev View Header Company H 08 02 2005 Terminal T000 OVR
211. work Package 08 19 2005 08 19 2005 600 Standard Window 24 X 40 08 19 2005 08 19 2005 Total for Invoice 00002081 CONSULTING FEE 08 15 2005 08 15 2005 Total for Invoice 08150023 100 0000 Electrical Package 07 14 2004 07 14 2004 Plumbing Package 07 14 2004 07 14 2004 Miscellaneous Charges 07 14 2004 07 14 2004 Interior Door 07 14 2004 07 14 2004 Entry Door 07 14 2004 07 14 2004 Interior Materials 07 14 2004 07 14 2004 Slide by Window 24 07 14 2004 07 14 2004 Slide by Window 30 4 07 14 2004 07 14 2004 Millwork Package 07 14 2004 07 14 2004 Standard Window 24 4 07 14 2004 07 14 2004 Standard Window 30 07 14 2004 07 14 2004 ooooooooooo Total for Invoice 12670001 100 0000 Sales Order User s Manual 8 9 Periodic Processing Purge Selected Files Sales Order User s Manual 9 3 Periodic Processing 9 2 Introduction Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance and Master File Lists Refer to the Accounts Receivable User s Manual for questions on these shared menus or for questions on functions not covered in this manual Sales Order User s Manual Purge Selected Files Use the Purge Selected Files function to delete history from the SORHxxx and SORLxxx Recurring Order ARHIxxx Detail History ARHSxxx Summary History ARINxxx Open Invoice SOHTxxx Tracki
212. ystem Wait a few minutes and try again If the condition continues get help from a support technician Sales Order User s Manual A 9 System Messages Unable to print to device The system cannot access the output device you are trying to use Make sure that the output device is online Valid entries are range Valid units are n Enter one of the valid selections shown in this message Warning customer is on credit hold The customer is on credit hold Press Enter to remove the message then continue working with the customer ID or enter a different customer ID Warning summary history not available for all comparisons Summary history is not available for all the comparisons in the report In each column of the report where summary history is unavailable or insufficient 00 prints You must build ARPDxxx table before doing operation You must build the ARPDxxx table for the company before you can use the Periodic Maintenance and Post Transactions functions These functions rely on being able to sort by period Your hard disk is full unable to finish copying The system cannot finish converting your files because your hard disk is full Delete unnecessary files optimize your hard disk or take other measures to make space Then restore the backup you made before converting the files and try again A 10 Sales Order User s Manual Common Questions These commonly asked questions about the Sales Order system

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OPEN SYSTEMS® Accounting Software Sales Order User`s Manual