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OPEN SYSTEMS® Accounting Software Sales Order User`s Manual

1. Ker Dus Freigbr Hisc Sales Tax Prepayoera 159 00 00 FT 8S EATI edit APPEL Viet DENT trans curp E _ _ oe La MAA Mid 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 the line item scroll region is in the middle of the screen e The order totals are displayed at the bottom of the screen Enter edit Append Header Totals View Goto Next trans To edit a line item move the prompt gt to the line item and press Enter To append a line item to an order press A Then see Recurring Orders Line Item Entry Screen earlier in this section To return to the header screen press H When you return to the header screen you do not lose the line item and total entries because you already saved them Sales Order User s Manual 9 11 Recurring Orders File Maintenance To enter or edit totals associated with the recurring order press T Then see Totals information below To look at an expanded summary of the line item move the prompt gt to the line item and press V 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 To go to a particular line item press G Then enter the line number This command appears only if there is mor
2. OO qu 312 83 Entez edit Append Mandart Tofalr View Celine Hest tran En dL iw iF Enter edit Append Header Totals View Goto Online Pack Next trans To edit a line item move the prompt gt to the line item and press Enter To add a line item to the end of the list of line items press A Then see Line Item Entry Screen earlier in this section To return to the header screen press H When you return to the header screen you do not lose the line item and totals entries because you already saved them To enter or edit totals associated with the order press T Then see Totals information below To look at an expanded summary of the line item move the prompt gt to the line item and press V 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 Orders screen Sales Order User s Manual 5 21 Transactions Daily Work To go to a particular line item press G Then enter the line number This command appears only if there is more than one screen of line items To print picking slips invoices or quotes online press O This command is available only if you elected to print online in the Resource Manager Options and Interfaces function Then see Online picking slips or Online invoices or quotes later in this section To print packing li
3. press Enter to skip this field Ord Date Enter the date the item was ordered or press Enter to skip this field Inv Date Enter the invoice date or press Enter to skip this field PO Date Enter the purchase order date or press Enter to skip this field Status 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 a status from the command bar Loc ID Enter the location ID for the item or press Enter to skip this field The Inquiry command is available if Sales Order is interfaced with Inventory Command bar New search Sort Header Order Line Detail Totals Goto To search for a new sales order press N To sort the orders a different way by our order number customer purchase order number invoice number customer ID our order date customer purchase order date invoice date status or location ID press S Then enter the number of the sort option you want to use To look at header information press H When you return to the header screen you do not lose the line item and totals entries because you already saved them To return to the Order Inquiry menu press any key 4 4 Sales Order User s Manual Information Inquiry Orders To look at specific orders by line detail press O Then see Order line detail below To look at totals for an order press T Then see Totals later in thi
4. 1 41 editing 5 15 5 21 Sales Order User s Manual IX 9 Index References user s manual conventions 1 13 organization 1 13 V Verification function key 1 36 verified orders posting 6 33 verified status 1 10 5 4 View inquiry command 1 39 IX 10 Sales Order User s Manual
5. You can select applications from the Main menu in these ways e Use the arrow keys to move the cursor up or down highlighting the application you want to use Then press PgDn or Enter to select it Sales Order User s Manual 1 17 Text Menu Introduction e Press the first letter of the application you want to use The cursor jumps to the first application beginning with the letter press the letter key or the down arrow until the application you want is highlighted When your choice is highlighted press PgDn or Enter to select it e Position the mouse cursor over the application and click The application will briefly highlight and switch to the application screen e To jump to the first application on the menu press Home To jump to the last application on the menu press End To select a function from an application menu highlight and select your choices the same way you do on the Main menu with one exception you can press PgDn only when an option leads to another menu and you must press Enter to select a function On an application menu you can press PgUp to move to the menu immediately above it If you are several menu levels away from the Main menu you can return to the Main menu by pressing PgUp repeatedly or by pressing the Tab key You can exit from a menu in these ways e Press the PgUp key to go to the previous menu one menu up e Press the Tab key to go to the Main menu e Use the Exit F7 command to go t
6. 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 value cannot be less than From value Thru value must be greater than From value The value you entered at Thru is smaller than the value you entered at From Press Enter then enter the correct value at Thru A 8 Sales Order User s Manual References 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 JD The terminal in this message is adding the transaction
7. 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 a company ID or a systemwide table without a suffix Five other quick entry tables are set up and used in Accounts Receivable see the Accounts Receivable User s Manual You must set up the tables again if you are using Sales Order because the only tables file considered is the SOTBxxx file Two files pertain to the Transactions function QH1xxxx used when you enter header information for invoices and QH2xxxx used when you enter header information about miscellaneous credits You can set up the Defaults and Quick Entry tables for the following situations e Assign each table to a particular terminal For example you can assign table DFTO0O01 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 A0O1 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
8. enter T If you do not want the cursor to stop at a field leave the field blank 9 29 Tables File Maintenance Printing Tables After you have set up or changed a table use the List F8 command to produce a copy of it You can also use the Tables List function ch 8 sec 3 to produce a list of all Sales Order tables 9 30 Sales Order User s Manual 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 function screen appears E SAS TODO BEE Gaig Dat Fert Etap Edit Salen tasr Huber Seles rdec Munbsc 00000011 r Varificstis Peer Pgln gt o proceed 1 Enter the number you want the system to assign to the next sales order or return The system starts with this number and increments by one 2 Save the number PgDn to exit to the File Maintenance menu Sales Order User s Manual 9 31 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 function screen appears CT Gaig Dat Pore Etap Shipping Leba
9. 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 Manual 6 31 Transaction Reports Backorder Allocation Report Backorder Allocation Report 08 08 1999 10 37 AM Loc ID Location Description Item ID Item Description Order Date Batch Order No Repl Rep2 Cust ID MINNEAPOLIS WAREHOUSE 100 Electrical Package 08 08 1999 000001 00000012 GPD ACEOOL End of Report Builders Supply Backorder Allocation Report By Location Item Customer Base Unit On Backorder ACE BUILDERS Item 100 Total Balance Available Location MN0001 Total GRAND TOTAL Qty Avail Allocated Base Price Ext Price 528 5400 2114 15 2114 15 Sales Order User s Manual 6 32 Post Transactions When you post transactions several things happen e Verified orders and returned goods are moved from the SOTDxxx and SOT
10. press C If you want to print both kit and component information press B 6 Select the output device A sample packing list is at the the end of this section After the packing lists are printed the Transaction Reports menu appears 6 12 Sales Order User s Manual Transaction Reports Packing List Packing List ADOC A EUTLIES A 13408 SCHRAGER ETKERT b PO EU Ji ROGERS Ef 15748 Gr I HMSO Fedaral Bap Ini Bar OCL 306 PEO BIT Neszisgg Cooling Fa PACKING LIST PICKING SLIP Di lating Cooling Kitted Factaga OCL 200108 EA ODL Furnaeca ORL 306300 EA aca Air Conditicnar ORL 1050508 KA OCD Muni ditiar DEL 200508 EA OM Guidi tia DEZ 100 ET Csblretn 1 Set of reel Cabinete ora 303 Befrigerabor White Serial Busters i 1797131013 Sales Order User s Manual DE BATCH FIRE Im 12343 ACE MILDE 1438 BE 3187 STABET FARAH EY 289533 i lob i Pion bh bine i bine PS LE 1 0006 ELLE tiated 19 1058 1 5004 i iagi 1 4063 L 400 1 4007 1 5009 OL DDN Taos ous aa 1 0b00 6 13 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 invoice or quote when you enter the transaction
11. 1 15 command to start OSAS 1 15 company ID 1 15 format 1 15 general expression 1 15 order 1 15 IX 5 Index References terminal ID 1 15 partial key inquiry 1 38 1 39 payment methods 5 25 Periodic Processing menu structure 1 6 purpose of 1 11 PgDn function key 1 36 inquiry command 1 38 report command 1 40 scroll region command 1 41 PgUp function key 1 36 inquiry command 1 38 report command 1 40 scroll region command 1 41 picked status 1 10 5 4 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 15 5 22 5 26 reprinting 5 4 5 27 5 30 Picking Slips Restart file 1 7 Post Cash Receipts Log 6 34 Post Deposits Log 6 33 Post Inventory Items Log 6 33 Post Sales Order Log 6 34 Post Transactions before posting 6 34 function 6 33 Post Cash Receipts Log 6 34 Post Deposits Log 6 33 Post Inventory Items Log 6 33 Post Sales Order Log 6 34 sample log 6 37 posting 1 10 9 20 cash receipts 6 33 detail or summary information 3 12 returned goods 6 33 verified orders 6 33 without printing reports 3 12 Print Invoices function 6 15 IX 6 printing company name on plain paper forms 3 12 credit memos 6 16 invoices on forms 3 11 3 12 on plain paper 3 11 online 3 11 5 3 5 15 5 22 5 27 packing lists on forms 3 11 on plain paper 3 11 online 3 11 5 3 5 15 5 22 5 29 picking slips on forms 3 11 o
12. 11 customer support 1 3 cutoff date 1 9 copying recurring entries 3 16 purging recurring entries 3 16 D Daily Work menu structure 1 5 data files backing up 3 19 conversion 2 5 Defaults table description 9 21 setting up 3 14 IX 2 Delete line item 5 4 orders 5 6 tables 9 16 delete information on a screen 1 35 line item 1 41 detail kit history 3 11 detail lookup command 1 40 detail method initial balances 3 17 detail sales history 3 10 DFxxxx table description 9 21 setting up 3 14 Down Arrow inquiry command 1 39 report command 1 41 scroll region command 1 41 dunning messages 9 22 DUNxxx table description 9 22 setting up 3 13 E edit line item 1 41 Edit Sales Order Number function 9 31 End inquiry command 1 38 report command 1 40 scroll region command 1 41 Enter inquiry command 1 39 scroll region command 1 41 Command help 1 19 1 35 inquiry command 1 39 exit from inquiry window 1 39 from report to menu 1 40 from screen or window 1 19 1 36 expired credit card 3 11 Sales Order User s Manual References Index F Tab 1 20 1 36 F1 function key 1 19 1 24 1 35 Up Arrow 1 36 F2 function key 1 35 F3 G function key 1 35 General Ledger scroll region command 1 41 installing 2 3 F4 interface with Sales Order 3 7 function key 1 19 1 35 general ledger period 9 20 F5 group codes function key 1 35 assigning to customers 3 16 F6 recurring orders 3 16 functio
13. 31 1999 Builders Supply 8 09 AM Tables List Sales Order Table ID ARGL Description GL Accounts Table No of Columns 2 Column Length 12 Type A DESCRIPTION G L NUMBER CASH RECPTS 100000 DISCOUNTS 404000 INVENTORY 104400 FIN CHRG 802000 12 31 1999 Builders Supply 8 09 AM Tables List Sales Order Table ID ARPDH Description AR Periods Table No of Columns 3 Column Length 12 Type N PERIOD FISCAL YEAR PERIODS YR 1999 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 12 31 1999 Builders Supply 8 09 AM Tables List Sales Order Table ID DF Description Defaults Table No of Columns Column Length 12 Type A FIELD DEFAULT VALUE BATCH DEP ID 000002 DIST CODE 01 GL CODE R1 C R INVOICE DEPOSIT 8 9 Sales Order User s Manual File Maintenance Recurring Orders Tables Edit Sales Order Number Shipping Label Setup Sales Order User s Manual 9 3 9 15 9 31 9 33 9 1 Recurring Orders Use the Recurring Orders function to set up orders that you get from customers regularly You can set up recurring orders for individual customers and for groups of customers After you set up the recurring orders use the Copy 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
14. Grp Freight Miscellaneous Freight Miscellaneous Freight Miscellaneous Subtota Subtota Subtota Sales Tax Sales Tax Sales Tax Inv Total Pmt Pmt Amount 1009 72 Ext Price 1009 72 Ext Cost Ext Price 1009 72 6 27 Sales Order User s Manual 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 orders for item 100 but your customers have received only 25 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 is not interfaced 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 Sales Order User s Manual 6 29 Backorder Allocation Report Transaction Reports Backorder Allocation Report Screen Select Backorder Allocation Report from the Transaction Reports menu The function screen appears F SAS DA Gira Eat Fit ie r ord Allocation Faport Pick Customer Ibh From Trae TD From Thru Thre Eve Li Feo EEE Miner Fron Thru Thre Salas Rep ED From ThE Bstokee co Print 00000
15. Ha p 14 1 So ot my a So oo oo oF ae 1 AS50605 Beoages SUD r Merifiostice Freezr Pgln o proceed Field Description Percent 2 2 Enter the percentage of the balance you charge if you do not receive payment by the date the invoice is due Min Chrg 2 2 Enter the minimum charge you assess on overdue invoices or press Enter to skip this field Days 0 30 60 90 or 120 Enter the number of days that can pass before unpaid invoices are assessed the finance charge you specified for this line of the table Sales Order User s Manual 9 23 Tables File Maintenance Field Description The number of days should be a multiple of 30 If the number of days is less than 30 the system uses the statement date to calculate finance charges Due Date Invoice Date When you run Call Fin Chrg the first time you must decide whether you want to calculate finance charges according to the invoice date or the due date This information defaults into the FINCHxxx table 9 24 Sales Order User s Manual File Maintenance Tables FORMxxx Table The FORMxxx table stores information 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 05a To Edip Eds Fra Hop E TE Tabie Tb FORA lesoription Fores Marier Table Bomber of Cola 4 Colom Length Li Type LL Form TFUE West Hieber From Rasage Eros 2003 Th
16. If the packing list was not printed correctly enter Y The cursor goes to the Print Additional Descriptions field Reprint the packing list following the above procedures To reprint a packing list that you printed online you must use the Online command on the Orders screen Specify the first invoice as the last good number You cannot reprint packing lists that you printed through the Packing List function Online Invoice Totals screen The Online Invoice Totals screen appears when you are finished entering orders and printing invoices and exit from the Orders screen When you are finished looking at the invoice totals exit to the Daily Work menu The invoice numbers and dates are updated for the invoices you printed online 5 30 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 ch 8 sec 1 and back up your data files Copy Recurring Orders Screen Select Copy Recurring Orders from the Daily Work menu The function screen appears FAS DENE Paige Cat Poe Eh Copy PFecucrring Orders Bun Cod
17. Maintenance Periodic Processing 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 For a description of the rest of the functions on the menu see the Accounts Receivable User s Manual Sales Order User s Manual 1 5 The Sales Order System Introduction 1 6 The Sales Order Transaction Reports menu has five additional functions Picking Slips Shipping Labels Packing List Open Order Report and Backorder Allocation Report Use the Picking Slips function to print picking slips for sales orders Use the Shipping Labels function to print shipping labels based on information you entered in the Shipping Label Setup function Use the Packing List function to print packing lists for verified and invoiced orders Produce the Open Order Report to see which orders still need payment Produce the Backorder Allocation Report to see which orders can be filled with items you have in inventory 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 to print an invoice or a quote for an order When you post transactions in Sales Ord
18. Manager Options and Interfaces function you must enter a batch number You can enter batches only if you elected to use batching in the Resource Manager Options and Interfaces function 5 Select the status of the orders you want 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 Backordered items appear in the report with verified status 6 Select the option by which to organize the report Organize the report by status only if you list all the orders in the SOTHxxx and SOTDxxx Open Order files 7 Select the output device A sample Open Order Report is at the end of this section After the report is produced the Transaction Reports menu appears 6 22 Sales Order User s Manual Open Order Report Transaction Reports Open Order Report 06 14 1999 10 11 AM Order Entry Cust ID Order Date Batch Status Rep 1 Req Date Invoice Ship Date 00000001 001 ACE001 000001 PICKED GPD 06 14 95 002 06 14 1999 10 11 AM Order Entry Cust ID Order Date Batch Status Rep 1 Req Date Invoice Rep 2 Ship Date End of Report Builders Supply Open Order Report By Customer JIK Job Phase or Loc Item ID Description Electrical Package I MN0001 200300 Air Conditioner I MNO001 900 Refrigerator Black Serial Numbers Quantity Units Available 114 0000 PKG 11 0000
19. Menus Favorites Menu Function Commands Reports Sales Order User s Manual General Information The OPEN SYSTEMS Accounting Software OSAS product line consists of several accounting applications Each application addresses a different phase of your financial operations together they form a powerful accounting solution to your daily and periodic accounting needs Customer Support Open Systems has a strong commitment to customer service and product quality If you have difficulty in using Open Systems products consult the user s manual and other OSAS reference materials If you need more information consult a customer support representative The Structure of OSAS Resource Manager The Resource Manager application is the foundation or shell of OSAS it provides the operating environment that holds the other applications To use OSAS you must run Resource Manager through an operating system based on Microsoft Windows Windows 95 Windows NT UNIX or Novell NetWare OSAS operates on LAN systems across a web server using the OSAS Web program and within a single computer After you install Resource Manager you can use it to install other applications modify how each application works and specify how the overall system operates Base applications Base applications are designed and produced with the largest possible number of industries in mind They are most effective when you interface them with eac
20. Order User s Manual Description If you are entering the first order or return in a group the workstation date is displayed otherwise the date you assigned to the last order or return is displayed If necessary change the date to indicate when the order was placed The status that is displayed depends on which option you selected from the Transaction Type menu If you entered a default location ID when you set up the company the ID is displayed If you change the location ID the description of the location appears for verification If you did not enter a default location ID enter the ID of the location for line items in the order The Inquiry and Maintenance commands are available if Sales Order is interfaced with Inventory Enter the ID of the customer you are selling goods to or entering credits for If you use the Maintenance command the Customers function is temporarily called up 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 it For a shipped order for a customer on credit hold you cannot continue entering the order Accept the displayed ID of the sales rep who usually sells to the customer or enter a different ID Then en
21. Sales Order User s Manual 1 31 Favorites Menu Introduction Favorites Menu Start Style Ci HL Tensei a To set up the graphical style display you can find an example of the graphical style Favorites menu on page 1 16 follow these steps 1 Position the cursor over the submenu or function you want placed into your Favorites menu 2 Right click on the function or submenu The Favorites menu set up box shown below appears 3 Click on Add to Favorites 1 32 Sales Order User s Manual Introduction Favorites Menu Screen Use Screen Add to Remove Favorites Change to Favorites Main Sample data Live data Setup Function Information Sales Order User s Manual Description Use the Add to Remove Favorites menu button to add the desired submenu or function to or from your Favorites menu Toggles your display menu between your Favorites menu and your Main menu Switches between your sample data and your live data Clicking on this button or pressing F9 sets up the selected application Setup works only in certain applications If an application requires a setup function you will find instructions in that application s user s manual Displays information about the selected function 1 33 Function Commands Once you select an OSAS application function from the menu the function screen appears The way that you enter data on OSAS screens is consistent from function to fun
22. about the item Press F7 to return to the Serial Number Entry window Sales Order User s Manual 5 19 Transactions Daily Work Miscellaneous credits If you are returning goods for which you need to add or change line item information you can do one of two things e If the item is a serialized inventory item or if Sales Order is not interfaced with Inventory enter the item s unit cost on the Edit Item screen e Ifthe item is a nonserialized inventory item and Sales Order is interfaced with Inventory accept the displayed average cost or enter a different cost on the Edit Item screen The returned goods update the Inventory item record by the average cost That cost in turn becomes the last in cost 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 the line item scroll region is in the middle of the screen e The order totals are displayed at the bottom of the screen 5 20 Sales Order User s Manual Daily Work Transactions Sera Gara Ci Port Elo AAA CCT Bold fo ACEQUL act BUILFERS Lae ED batch LP sn Ship tay et order Mo OODI i Verified Toate don LE DEE Eras airs Unit Price EXE Price bseoriprian Grey thipped 5 100 i 0000 FRO 422 8920 422 83 The Vesa E Det Entey 005 of Ohi Sab bok Freigh 4Hisce Sales Tax Boe pag nt Het Du A 00
23. and their data sets Date and Time Taste dered Tine hes ai FH The workstation date and time are displayed Sales Order User s Manual 1 29 Graphical Style Menus Introduction Data Set Testa Set C Lies Dita Bank Duis Check the Live Data radio button to work with live data Check the Sample Data radio button to work with sample data Change Company Field Select the company to change to 1 30 Sales Order User s Manual Favorites Menu Your Favorites menu saves time in moving between applications opening and closing submenus and application menus and allows easy access to your common applications By setting up your Favorites menu you can access your most used functions or submenus by pressing the F2 button or selecting the mouse pull down menu Favorites Menu Text Style Favorites Menu TOO F T i E BP TANDA El E ES GL Edit Teansections If Transfers Jounal There are two ways you can set up your Favorites menu depending on if you use the text style menu or the graphical style menus To set up the text style Favorites menu follow these steps 1 Move your cursor to the submenu or application that you want placed in the Favorites menu 2 Press F10 You can press F2 to verify your selection was added to your Favorites menu To remove an application 1 Press F2 to display the Favorites menu 2 Move your cursor to the submenu or application you want removed 3 Press F10
24. appears Edit Fac cieg orders Hasier oct LOT Feo Order Mo 0004600 bars CR ti 396 10 O0 zala co EDDI ACE BIILDERST 1565 JE 2187 ATREET PADD AH ET Ibe s3 Teas Jalea Rap 1 GPL Percer 100 0 Ship Ae chod Ship Via Fick Slip Mo 000000 a Pet Gent a Cumt bowel ACECOL Termes Code SPOT Tecos Dese ff 10 0550 Typa Peg Terms 2 0 bapa i0 Ber Bass Ic Sed Fo EL EL Tarihle K Cord Bacs 12 14 15 Tar rzap EH Fin Code EuboEE Date 12211553 DESSE dpe Lo Elnnesota Yarificw Fresa Folie Lo Bret Field Description Rec Order No A8 Enter a number that identifies that recurring order Date The date the order was set up is displayed Status The status of the order is displayed 9 4 Sales Order User s Manual File Maintenance Field Loc ID A6 Sold to A6 Sales Rep 1 Percent A3 3 1 Sales Rep 2 Percent A3 3 1 Cust Level A6 Terms Code A6 Sales Order User s Manual Recurring Orders Description If you entered a default location ID when you set up the company the ID is displayed If you change the location ID the description of the location appears for verification If you did not enter a default location ID enter the ID of the location for line items in the order The Inquiry and Maintenance commands are available if Sales Order is interfaced with Inventory If the recurring order is for one customer enter
25. es D ma musim F mmi mi om m ep yo imee es mia ar mini ah o 6 20 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 function screen appears BETA Gating Eat Pit ben Open Ocder Faport Fick Customer Th From Locarion I From Thru Thre Liem ou ELE Frot Thre Betches to Print Sealusi 1 Hew Peine Bi 1 Custo Il Finre a nodos Huber 3 Vecifumd J Icem Joh Kit ED 4 Comdifad 4 Shots 5 Beoborderned 1 E Qustad T All 1 3 Feint Eit Prtail TES Dutpuk cavice CPheiztec plfievier Fedde 3 cresn LI E 1 Enter the range of customers A6 for which you want to list unposted orders or returns 2 Enter the range of location IDs A6 whose associated unposted orders or returns you want in the report Sales Order User s Manual 6 21 Open Order Report Transaction Reports 3 Enter the range of items A20 jobs A6 or kits A6 whose associated unposted orders or returns you want in the report The Inquiry command is available for items if Sales Order is interfaced with Inventory for jobs if Sales Order is interfaced with Job Cost and for kits if Sales Order is interfaced with Bill of Materials Kitting 4 Enter the batch numbers A6 you want in the report or press Enter to skip this field If you elected to use batches in the Resource
26. forms 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 YES or NO to indicate whether or not 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 to YES or NO to indicate whether or not you want to print the company name and address on plain paper forms Toggle to YES or NO to indicate whether or not you want to be able to age invoices online in the ARCUxxx Customer file If you select NO the invoices are aged when you post Toggle to YES or NO to indicate whether or not you want to apply credits to oldest items first for statements If you select NO unapplied credits are applied to the current bucket 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 Acco
27. s Manual Setup Setup Checklist and Functions The name of the company you are working with is displayed 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 The Sales Order Options screen appears A MAL Ton BEE Est it Fan jip Salem Order Opticas LES Lp Loe Talus Imertace to Inrescorp TES Interface to Bank Bec TES Intezri ce Lo Bill 01 RatecialssELEL ig FEB Ome Transeg tion Bacohitez TES Syrtacr Caracaced Beech Burberr TES Bysten GEREEEheA Dede PubeEra FEB Dee bkddipicaal Tesoripriona TEA Copy Additsonal Isacription from Inpectorcy TES Keep Debail dales Sister TES Resp kddirionsl Pesoriprion History Ho Keep Summary mlas Hirtory TES Keep eraill Bit Histocif7 HS diiow Cust Level Change Burimy Crder Encryi TES Alice Expired Credit Card in Pegmant Entry TES Display th tics an Cuankite Breaks Durisg Lire Entry FES Display Unit Cost During Lire Ines Beery TES Print Cnlirs Picking Ilipa TES Opcion 001 of 033 Erter toggle Goto Weite Enter Toggle Goto Write To toggle an option for example between YES and NO press Enter To move the prompt gt to a different option press G Then enter the option number When you are finished selecting options press W to save your entries Then exit to the Options and Interfaces screen Select another application whose op
28. screen Edit Kit If you enter Y the following window appears BE E pq LE Le A Er No 001 Trem dot Eir ETT Le TD RG TD 00 Tu Coda bes Hestisgrico Log Package Sales Boch HALODO Goc 13 Component 107 Descr ipt icm Feantity Unita Unit Cost pmo 200300 LORO Ed 378 4400 Furnace HHOO 200200 L O EL 227 3300 Mater Heater HH hoo LO Ed 313 3500 dic Conditioner Dos 200400 LEE EA 127 4000 Uster fiotteser Eit Entre 001 of 006 om iT 0000 5 Mabe bal Freight4 Eiac Sales Tar Fiepa ment Bet Due 1867 00 00 Arial ca 18399 D0 acer edit Apperi Goto Enter edit Append Goto To edit a kit move the prompt gt to the line item and press Enter To append a kit press A To go to a particular line item press G Then enter the line number This command appears only if there is more than one screen of line items Field Description Loc ID A6 Enter or change the location ID for the component 5 16 Sales Order User s Manual Daily Work Transactions Field Description Component ID Enter or change the component ID and Description Description A20 A35 Quantity Enter or change the quantity of the component Units A5 Enter or change the unit of measure of the component Unit Cost Enter or change the unit cost of the component When you are finished entering or editing information about the kitted item exit F7 to the line item entry screen Entering serialized items If you entered a serial
29. terminals share values that are common among themselves but specific to company Col Sales Order User s Manual Setup Setup Checklist and Functions Companies A01 and BOI 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 CO1 that needs its own set of defaults can have its own table for example terminal TOO1 has table DFTOOl The system treats all terminals with the same ID the same way so you may want to make sure that each terminal ID is unique For example if you have two T001 terminals one in company A01 and one in company C01 the DFT001 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 you are working in If it cannot find one it uses the systemwide table For example if you are using quick entry to enter an invoice for company A01 on terminal T001 the system first looks for QITOO1 If it cannot find table QITOO1 it looks for QIA If it cannot find table QIA it uses the systemwide table QI If the system cannot find any applicable table perhaps because the systemwide table was accidentally deleted an error message appears and you must rebuild t
30. the Close box in the upper right hand corner of the window to close OSAS use the Exit F7 command to close OSAS e select Exit from the File Menu to close OSAS Sales Order User s Manual Introduction Graphical Style Menus Start Main Menu hie hatos e ese Bsns i TEN I You can exit from a menu in these ways e press the left arrow key to go to the previous menu one menu up e hold the mouse over a different menu item e press the Tab key to go to the Main menu e click the Close box in the upper right hand corner to close OSAS use the Exit F7 command to close OSAS e select Exit from the File Menu to close OSAS Sales Order User s Manual 1 23 Graphical Style Menus Introduction Special Commands in Graphical menus Right click to display the Special Commands menu which allows you to perform these special tasks From the standard menus e add a function or menu to the Favorites menu e change to the Favorites menu e change from live to sample data and vice versa e display information about a function e perform special application setup From the Favorites menu e remove a function or menu e change to the Main menu e change from live to sample data and vice versa e display information about a function e perform special application setup Menu Keys 1 24 Most keyboards have a set of function keys usually labeled with the letter F and a number In OSAS commands are assigned to these func
31. the ID of the customer The customer s name and 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 is displayed Accept it or enter a different ID Then enter the percentage of the sale you want to base the sales rep s commission on 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 you want to base the sales rep s commission on The sum of the two percentages you entered cannot exceed 100 Accept the displayed customer level or enter a different customer level The Inquiry and Maintenance commands are available if Sales Order is interfaced with Inventory The terms code describes the terms of the payment It is set up in the Terms function 9 5 Recurring Orders File Maintenance 9 6 Field Ord No A25 Ord Date Run Code A2 Cutoff Date Ship to N6 Description Accept the displayed terms code or enter a different code If you use the Maintenance command the Terms function is temporarily called up After you enter the terms code the description for the code appears To identify
32. the list is produced the Master File List menu appears Sales Order User s Manual 8 3 Builders Supply Recurring Orders List By Recurring Order Number Master File List Recurring Orders List Recurring Orders List Cust ID Run Code Ship Date ACEOO 05 ACEOO 05 IK Loc Item ID Description Electrical Package I MN0001 250 Exterior Panels I MN0001 300 Interior Door I MN0001 400 Interior Materia Order Date Cutoff Date 12 21 1999 12 21 1999 2 I MN0001 400 Interior Materia I MN0001 300 Interior Door I MN0001 350 Entry Door I MN0001 450 Slide by Window 24 x 40 I MN0001 550 Millwork Package I MN0001 700 Cabinets Sales Acct Units COGS Acct 000 04400 401000 501000 04400 401000 501000 04400 401000 501000 04400 Freight Oty Ordered Oty Shipped 100 0000 0000 10 0000 0000 5 0000 0000 5 0000 0000 Subtotal 56875 65 Sales Tax Unit Price Unit Cost 380 5520 0000 1410 0135 0000 45 6720 0000 898 3905 0000 898 3905 0000 23 1105 0000 238 3395 0000 162 6765 0000 1087 9050 0000 1055 0925 0000 Ext Price 38055 20 00 14100 14 00 228 36 00 4491 95 00 Inv Total 56890 65 13475 86 00 346 66 00 2860 07 00 1626 77 00 10879 05 00 2110 19 00 Tax Class Sales Order User s Manual 8 4 Codes List The Cod
33. the name and address 3 Enter the number of labels you want to print Sales Order User s Manual 6 7 Shipping Labels Transaction Reports 4 If you want to print an alignment character enter Y if not enter N 5 Select the output device Sample shipping labels are at the the end of this section After the labels are printed the Transaction Reports menu appears 6 8 Sales Order User s Manual Transaction Reports Shipping Labels Shipping Labels BUILDERS SUPPLY 7626 GOLDEN TRIANGLE DR EDEN PRAIRIE MN 55344 3732 612 829 0011 Pick Slip No Order No 00000003 Ship Date 12 21 1999 GREOOL 100 555 0011 001 of 004 GREATER NEW YORK DOMES INC 1001 AVE OF THE AMERICAS NEW YORK CITY NY 10012 4335 BUILDERS SUPPLY 7626 GOLDEN TRIANGLE DR EDEN PRAIRIE MN 55344 3732 612 829 0011 Pick Slip No Order No 00000003 Ship Date 12 21 1999 GREOOL 100 555 0011 002 of 004 GREATER NEW YORK DOMES INC 1001 AVE OF THE AMERICAS NEW YORK CITY NY 10012 4335 BUILDERS SUPPLY 7626 GOLDEN TRIANGLE DR EDEN PRAIRIE MN 55344 3732 612 829 0011 Pick Slip No Order No 00000003 Ship Date 12 21 1999 GREOOL 100 555 0011 003 of 004 GREATER NEW YORK DOMES INC 1001 AVE OF THE AMERICAS NEW YORK CITY NY 10012 4335 BUILDERS SUPPLY 7626 GOLDEN TRIANGLE DR EDEN PRAIRIE MN 55344 3732 612 829 0011 Pick Slip No Order No 00000003 Sales Order User s Manual 6 9 Packing List Use the Packing List
34. the ordered quantity of the line items and the order status changes from quote to new Sales Order User s Manual B 3 Glossary account A storage unit of financial data in accounting usually grouping related information under one account number or account ID accounting period 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 application 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 available The status of an item when it is ready for sale back up To make a copy of data for archival 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 backorder A part of an order that could not be filled with the original shipment committed Goods that are set aside for customer orders and reserved for shipment company In OSAS a business record associated with its own files tables and menu of applications conversion The process of updating existing files programs or applications to the current version See also installation field A region on the screen that accepts input from the user also one element of a record in a file On the screen m
35. the text based format as well as in the graphical formats The Favorites menu allows quick and easy access to the OSAS functions you use most allowing you to add selections for entire menus or particular functions With the Favorites menu you save time in no longer switching to and from commonly accessed applications For example if you have application entries in Transactions Accounts Payable Transfer Journals Inventory and Edit Transactions General Ledger rather than enabling each application menu by menu you could set up a Favorites Menu where with one press of the enter key or a click on the button your application would be open for work Favorites Menu Graphical Style For Favorites Menu set up information see page 1 31 1 16 Sales Order User s Manual Text Menu The Text menu can be used on all OSAS compatible systems Using text based menus the Text menu shown below offers easy access to your applications Text Main Menu H 0545 TM Rel x Galia Ei Ent Hip SUEPLE DATA PATA Os Ol Laas Company E Beilders Supply 10 12 LE rm Rain Reco La r Resource Maangar Forckriaiien Configuration Colors Fa rom rev lies lsisu ira TOO OF Df SYSTEES Ej kccousting Joftunrs A When you select an application the application s menu which presents several related functions is superimposed over the Main menu Selecting a function leads you to a function screen or to another menu
36. the transaction enter the sales order number or the customer 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 orders you copy on the fifteenth day of each month and so forth Enter the run code the recurring order belongs to Enter the date after which the order is not to be copied to the SOTDxxx and SOTHxxx files or press Enter to skip this field Enter the shipping address code for one customer or for a group of customers If you use the Maintenance command the Ship to Addresses function is temporarily called up 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 Field Ship Method A6 Ship Via A20 Pick Slip No N6 Taxable Tax Group A6 Description Recurring Orders Description Enter a notation fo
37. to be listed 1 2 3 19 20 However since OSAS sorts in alphabetical order they are listed in a different order 1 10 19 2 20 3 9 To prevent that situation pad extra spaces in codes and IDs with zeros so that numbers in alphabetical order are also in numerical order In the example above the items would be labeled 00000000000000000001 through 00000000000000000020 Output Device Report functions screens offer four output options printer file screen and end When you need a hard copy of a report select P and either accept the printer that appears or enter the code for the printer you want to use If applicable select S if you want the report to be in standard size print or C if you want it to be in compressed print If you want to stop printing after it has begun press Ctrl Break e Ifyou want to save the report as a data file for example to include it in a word processed report in CR LF format select F The data path for the workstation including the default drive appears if it is specified in the Defaults function Enter the filename and file extension using no more than 35 characters overall e To preview the report you must be using the Visual PRO S Interpreter and have a sysprint printer in your CONFIG BBX file select R If applicable select S if you want the report to be in standard size print or C if you want it to be in compressed print In the Printer dialog box that appears select
38. you use your OSAS applications Manual Conventions This User s Manual is divided into these sections made up of several chapters e The Introduction provides an overview of this application and the OSAS system including installation procedures graphical and text based application features and function key references e Installation explains the steps necessary to begin using this application in your company including how to install the application on your system e The last part of your manual is made of several chapters each chapter describing a function group within this application Mouse Conventions The standard mouse has two buttons left and right each performing certain functions In this manual we use these terms for using the mouse click right click double click and deselect The click is a single press on the left mouse button Place the cursor over the desired function and press the left button to enable or select that function A right click is a single press of the right mouse button To double click move the cursor over the desired function and quickly press the left mouse button twice If there is too long a pause between clicks the computer may interpret your action as two separate clicks and may not perform the desired function Sales Order User s Manual 1 13 Conventions Introduction To deselect an object move the cursor off the icon or folder onto a blank space wit
39. 000 00 TOTAL FOR BANK ACCOUNT FNB001 18000 00 GRAND TOTAL 18000 00 End of Report Page B Cost Extended Cost 339 9900 339 99 339 99 6 37 Sales Order User s Manual Periodic Processing Purge Selected Files Sales Order User s Manual 7 3 7 1 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 and SOTDxxx and SOTHxxx Open Order files Purge Selected Files Screen Select Purge Selected Files from the Periodic Processing menu The function screen appears 2 USAS 1000 Gaig Dat Pert Edo AAA Pucge Selected Filey Tews vou backed up your dara filaa FES Bee Requrccing Oodere with Cuco Dares delos Deteil Bistocy for Invoices Hated Bafoce Sorry History Belice Pericd Fiscal Tear Faid Imoioes with bates Before Seocas with Datas Deforce r Varificsrism Peer Pgln gt o proceed 1 If you have backed up your data files enter Y if not enter N If you enter N you are prompted to exit to the Periodic Processing menu 2 Enter the date of the recurring orders you want to purge Recurring orders with cutoff dates on or before the date you enter will be purged Sales Order User s Manual 7 3 Purge Selected Files Periodic Processing 3 Enter the date of the invoices for which you want to purge detail history Detail history for i
40. 01 and ACE 11 instead of ACE 1 and ACE 11 or ACE 01 Sales Order User s Manual Setup Setup Considerations e If you use letters in IDs use either all uppercase or all lowercase letters so that the IDs can be sorted correctly e Use descriptive IDs For example WINOO1 and WINO02 are more descriptive IDs than 000001 and 000002 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 WIN001 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 1 Set up the options and interfaces 2 Build the tables 3 Build the SORHxxx and SORLxxx Recurring Order files 4 Enter initial balances 5 Set up access codes 6 Set up a backup schedule Options and Interfaces An application can be interfaced to work in conjunction with other applications Sales Order can be interfaced with General Ledger Inventory Job Cost Bank Reconciliation and Bill of M
41. 1 Print By Frais Kit Dacsil TES L dec Data ar COST Salen Fur l ire Humber Spcceen i ma EFT istet p F evier F ils 1 Enter the range of customers you want in the report A6 2 Enter the range of locations you want in the report A6 3 Enter the range of items you want in the report A20 4 Enter the range of order numbers you want in the report A8 5 Enter the range of sales reps you want in the report A3 6 Enter the batches numbers you want to print A6 You have this option only if you elected to use batching in the Resource Manager Options and Interfaces function 6 30 Sales Order User s Manual Transaction Reports Backorder Allocation Report 7 Select the option by which to organize the report The report is organized first by location then by item and then by your selection here 8 If you want to print kit detail in the report enter Y if not enter N 9 Select the output device A sample Backorder Allocation Report is at the end of this section After the report is produced the Transaction Reports menu appears Backordered items 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 When in the course of filling backorders the system reaches an on hand quantity
42. 3 8 General Ledger 3 7 Inventory 3 7 9 18 Job Cost 3 8 setting up 3 9 Inventory installing 2 3 interface with Sales Order 3 7 9 18 inventory search commands 1 39 Shift F5 1 40 Shift F6 1 40 Shift F7 1 40 Shift F8 1 40 invoiced status 5 4 invoices aging online 3 12 batching 3 10 prenumbered forms 3 12 printing 6 15 on forms 3 11 3 12 on plain paper 3 11 online 3 11 5 3 5 15 5 22 5 27 reprinting 6 17 reprinting online 5 4 sample 6 18 item description lookup command 1 40 J Job Cost installing 2 3 interface with Sales Order 3 8 IX 4 file 1 8 history 3 11 Kit History file 1 8 kits appending 5 16 editing 5 16 including components in picking slips 3 11 line items 5 16 L LABEL table description 9 26 setting up 3 13 laser forms invoice 3 12 packing list 3 11 picking slip 3 11 statement 3 12 Left Arrow report command 1 40 line items adding 5 4 5 15 5 21 deleting 5 4 displaying unit cost 3 11 editing 5 4 5 14 5 21 kits 5 16 recurring orders 9 7 viewing 5 15 5 21 List function key 1 36 to printer or file 1 36 Look Up inquiry command 1 39 Lot and Serialized Item file 1 7 lot item lookup command 1 40 Maintenance function key 1 36 Sales Order User s Manual References Index manual conventions 1 13 organization 1 13 Master File Lists menu structure 1 6 Menus conventions 1 16 Information 1 36 Other Command 1 19 1 35 m
43. AS OUT r Sales Joumraml Pick Customer TE Too Thru Batches to Print 5000001 Prints L Laas Detail Transsoci n Totale braak Totals Lo Ibh lees Wo or Job Piese Prin Kit PetnilrT TES Jwtguk device CPhcintec p F evier Fedde Shcreen Mi 4 1 Enter the range of customers whose transactions you want in the journal A6 Sales Order User s Manual 6 25 Sales Journal Transaction Reports 2 Enter the batch numbers you want to print A6 You can enter 50 batches to print at once 3 Select the option by which to organize the journal 4 Select the amount of detail you want in the journal 5 Select the output device 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 A sample Sales Journal is at the end of this section After the journal is produced the Transaction Reports menu appears 6 26 Sales Order User s Manual Sales Journal Transaction Reports Sales Journal 06 14 1999 10 12 AM Cust Our Ord Rep 1 Batch Invc No Rep 2 Ord Date Ship To Order No Terms Desc Ship Date ACE001 00000006 GPD 000001 2 10 n 30 06 14 1999 CUSTOMER ACE001 TOTALS ACE BUILDERS GRAND TOTAL End of Report Builders Supply Sales Journal By Customer ID Inv Date Per Tx
44. EA 2 0000 EA No Serial Numbers Listed Amounts are Approx I MN0001 150 Plumbing Package I MNO001 200100 Furnace Builders Supply Open Order Report By Customer JIK Job Phase or Loc Item ID Description EA 6 0000 PKG 2 0000 EA Quantity Units Available Totals for Customer TEN001 Grand Totals Original Ordered Ship d Original Ordered Ship d Original Ordered Ship d Original Ordered Ship d Original Ordered Ship d Original Ordered Ship d Original Ordered Ship d Bkord d Quantity 1 0000 1 0000 0000 1 0000 1 0000 0000 1 0000 1 0000 0000 1 0000 1 0000 0000 1 0000 1 0000 0000 Quantity 502 11 502 11 00 474 95 474 95 00 00 00 00 1390 57 1390 57 00 427 45 427 45 00 43 00 00 162117 65 162117 65 502 11 00 6 23 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 function screen appears F
45. Hxxx Open Order files to the ARINxxx Open Invoice file e Cash receipts are moved from the ARCRxxx Cash Receipts file to the ARINxxx file 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 they are interfaced with Sales Order 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 6 33 Post Transactions Transaction Reports e The Post Sales Order Log shows the amounts posted to the ARINxxx and ARCUxxx 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 ARCRx
46. 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 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 line item information about recurring orders The SORDxxx Recurring Additional Descriptions file stores additional descriptions you assign to recurring orders This file is used only if you elect to use additional descriptions for recurring orders in the Resource Manager Options and Interfaces function The SODExxx Additional Descriptions file stores additional descriptions you assign to line items when you enter orders 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 SOLSxxx Lot and Serialized Item file stores serial numbers and lot numbers associated with line items in an order 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 the slip The SOPLxxx Packing Lists Restart file stores information for reprinting packi
47. N OUT Gaia La Dini Eolo Odes Imgzicy Bold Co AKEOOL AREATER MEN YORE CORES DHE Los Ip Batch IP 00000 Ship 01 Ae Order Mo 00000009 Cerifimdl Tocals Laforet bon Subtotal ETS 07 Freighe Oo Tax Clase Hiscalleracus 00 Tax Class Sales Tar 00 6755 67 Payisenre 1 Oo Ber bce Payment 2 00 Each Her fue ATER AT euh FroightiMisc Sales Tax Prepapfmene Het Two 5753 67 00 Do 0 6759 67 Entec Codec Lice Imgeiey Tax Paprentr a A rit Use the commands on the command bar to find the information you need Enter Order Line Inquiry Tax Payments To return to the order line detail screen press Enter 4 6 Sales Order User s Manual Information Inquiry Orders To look at sales tax information press T To return to the Totals Information screen press any key To look at prepayment information for the order press P To return to the Totals Information screen press any key Sales Order User s Manual 4 7 Daily Work Transactions 5 3 Copy Recurring Orders 5 31 Change Batches 5 35 Sales Order User s Manual 5 1 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 You can print picking slips online for a new order or a packing list or an invoice online for a shipped order if you sele
48. OPEN SYSTEMS Accounting Software Sales Order User s Manual 1998 Open Systems Holdings Corp All rights reserved Document Number 2210 S060 No part of this manual may be reproduced by any means without the written permission of Open Systems Holdings Corp OPEN SYSTEMS is a registered trademark and OSAS Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp BB is a trademark and PRO S5 and Visual PRO S 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 PKUNZIP utilities from Ascent Solutions Inc 9009 Springboro Pike Miamisburg OH 45342 Phone 937 847 2374 Internet www asizip com Printed in U S A This manual is recyclable October 1998 Release 6 00 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 i
49. See the Online command in the Transactions function 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 Interface function the Print Invoices function reassigns invoice numbers but not credit memo numbers the Sales Journal includes both Sales Order User s Manual 6 15 Print Invoices Transaction Reports Print Invoices Screen Select Print Invoices from the Transaction Reports menu The function screen appears SAS TERN BE Gaig Cat Pert Elo r Friz nrcices la Salem Order Encre Completed FES Batches Lo FELDE Cacao ni PEGE 4 a Linmices Jolie Dane Oates Firat lnvoice Fi 000030 3 411 Laat Good Irmoaica Mo 00000m A Mr Restart Range foc li Imoican Thank You for Four order Feine iiditisral Demripriers Mi FzinE Kit Detail TES Quipot device Ifieintez piRlavies File Mina 1 If you are finished entering Sales Order transactions enter Y if not enter N If you enter N you are prompted to exit to the Transaction Reports menu 2 Enter the batch numbers you want to print A6 You can enter 50 batches to print at once 3 Select th
50. a sysprint printer and press Enter The report is displayed on the screen 1 44 Sales Order User s Manual Introduction Reports e To view the report on the screen select S If the workstation default for compressed characters is inactive the report is displayed in standard character mode If the default is active you can select standard mode or compressed mode See your terminal documentation and the section on the termcap file in the User s Reference Guide PRO 5 If the message End of Page appears at the bottom of the report screen you can press Enter to generate the next page of the report If the message End of Report appears at the bottom of the report screen you can press Enter to exit to the menu you selected the report from e If you need to change some selections before you produce the report select E and then press Enter To end the function and return to the menu without producing the report select E and then use the Exit F7 command Sales Order User s Manual 1 45 Installation and Conversion Installation Conversion Sales Order User s Manual 2 3 2 5 2 1 Installation You can put this version of Sales Order on the system in one of two ways you can install a new system and have Accounts Receivable installed first or you can convert the old Sales Order files and update the system Installation is explained in this section Conversion is explained in chapter section The Sales O
51. add an item to the end of the list You use the Edit command on the command bar 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 5 10 Sales Order User s Manual Daily Work Transactions Ging Est Put this Ocdura Append Lise Irc Mo 001 Tears Jon TTIE Las Eb HHOOO i ID Loo GL Code beso The weed SALES BCE 403000 Ale Car mi 503000 Tex Class 03 2004 Frice It BUTLI Inv oct 104400 Dales indeed 1 0000 PEG Shipped 0009 Frica 2 6320 Ext Frice 422 03 Backed 0000 wal O Ent Cost 143 55 E ent Quantities IF j ireak Guancite Pair Frige Quantity Cn Hand 18 0000 tame L ooo 422 2020 Cor bed In Tee Arai Lalo de 300 2 1 DON om Order ENTLE I Ta Freight4Bisec Sales Tar Pregayzent Met Due 4621 53 00 oo on 122 83 r Verification Poza Pg bo proce Field Description Item Job ID Enter the ID of the item you want Desc The description of the item is displayed Additional Desc A35 If you elected in the Resource Manager Options and each Interfaces function to enter additional descriptive text about Sales Order User s Manual line items when you enter invoices the Additional Description Lines window appears when you press Enter in the Desc field You can enter 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 te
52. an 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 or 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 are not deleted and their status becomes available If you are entering a new order you are not prompted to enter 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 A6 If you are changing or verifying an order you are not prompted to enter a batch ID If you elected to have the system assign batch numbers in the Resource Manager Options and Interfaces function the batch number is displayed Otherwise enter the batch number for the order or press Enter to skip this field Our Order No A8 This field is for all orders If you elected in the Resource Manager Options and Interfaces function to have the system generate sales order numbers the order number is displayed and you cannot change it If you elected to assign sales order numbers manually enter the number for the order 5 6 Sales Order User s Manual Daily Work Transactions Field Date Status Loc ID A6 Sold to A6 Sales Rep 1 Percent A3 Sales
53. ank Fou fo r your coder Wacifioetion Fresa Sole Eo proceda Field Description Form Type A12 Enter the type of form whose information you want to adjust or accept the displayed type Next Number A12 Enter the number to be assigned to the next form or accept the displayed number Form Message four Enter the message to be assigned with this type of form or columns of A12 accept the displayed message Sales Order User s Manual 9 25 Tables File Maintenance LABEL Table The LABEL table stores the last shipping label ID that was used This ID defaults to the Label ID field in the Shipping Labels function the next time you produce a shipping label When you enter the table ID the rest of the LABEL table appears SAS BL caine Cat Poe El SOTE Tanie Lo LABEL DESST IBC Lon BeIault Shipping Label Husker af Cola i Colum Lengrk 12 Typ 4 r NMerifiostiom Peer lt Fglin gt o proceed Field Description Label ID Enter the label ID you want or accept the displayed ID 9 26 Sales Order User s Manual File Maintenance Tables 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 invoice headers and the QH2xxxx table stores quick entry stops for miscellaneous credits headers When you enter the table ID the rest of the table appears A QH1xxxx table is
54. aterials Kitting Sales Order does not have the same interfaces that Accounts Receivable has You must set up the Sales Order options and interfaces in addition to setting up the Accounts Receivable options and interfaces General Ledger When Sales Order is interfaced 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 is interfaced 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 is interfaced 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 is interfaced with Bank Reconciliation deposits for cash receipts update the BRTRxxx Transactions file Bill of Materials Kitting See appendix D for information about the Bill of Materials Kitting interface Options and Interfaces screen Select Options and Interfaces from the Resource Manager Company Setup men The Options and Interfaces screen appears 3 8 Sales Order User
55. ation Report function 6 29 backordered items 6 31 B 2 backordered status 5 5 backup schedule Sales Order User s Manual Index for data files 3 19 for programs 3 19 setting up 3 19 Bank Reconciliation interface with Sales Order 3 8 9 18 base applications definition 1 3 batch numbers generating 3 10 batching transactions 3 10 bell turning on or off 1 20 1 36 Bill of Materials Kitting interface with Sales Order 3 8 Cc cash receipts posting 6 33 codes setting up 3 3 sorting 3 3 Codes List function 8 5 sample 8 6 combination method initial balances 3 17 Command help 1 19 1 35 closing window 1 19 1 35 commands in field editing 1 37 report 1 40 scroll region 1 41 company assigning access codes 3 18 tables for 3 13 IX 1 Index References company name printing on plain paper forms 3 12 company parameter 1 15 conventions report 1 43 user s manual 1 13 conversion available versions 2 5 before converting 2 5 setup considerations 2 5 version number 2 5 Copy Recurring Orders function 5 31 sample log 5 33 credit issuing 5 4 credit card expired 3 11 credit memos printing 6 16 credits applying to current bucket 3 12 applying to oldest items 3 12 batching 3 10 Ctrl F function key 1 36 Ctrl G function key 1 20 1 36 Ctrl V function key 1 36 cursor moving up or back one field 1 36 selecting item 1 39 customer price level change 3
56. cectcey thet conteios the filam to Em coneertad Go poe want auuro Tiles erased alter somyerajom Do yom want com errion to Gauss L mo probles ix four Appl Beaoription eT hon ippi PBsorcipeion Version 1 Enter the number of the target directory The system assigns a number to each OSAS data path with assigned values If you have only one valid data path it is displayed and you cannot change it 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 enter Y if not enter N If you are not sure enter N 4 If you want the conversion process to pause if a problem occurs enter Y if not enter N The system considers evidence of data not converting correctly or file corruption a problem 2 6 Sales Order User s Manual Installation and Conversion Conversion 5 Enter SO in the Appl column Sales Order appears Accounts Receivable and its installed version also appear since you need to convert those files too 6 Enter the present version number of Sales Order and press Enter When you enter OSAS the copyrights screen shows the version of Sales Order you have 7 If data files already exist for SO in the intended destination path the following prompt appears SO Data files exist Do you want this task to erase them If you want to erase the existing fil
57. cted 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 Menu Select Transactions from the Daily Work menu A menu appears SET Sang Da Part jip Tanck Cur Jeder Fe Los ID Th le Tan ne AOL Sold co Salen Sales Cust Terrer Term Teche Order Dre Esp 1 Faccent 100 0 Dep 2 Peccent Leve j Code Das Typs O hapa Her Days Ho Date Sales Order User s Manual Herr Libao Date O07217 1995 Statue Hew Tranassption Typa L F oder Shipped Order Change dec WEELTY SEE Miscellaneous Credirs Frica Quota Mona wn ctual Ship Date Gh Period Tasmab la Ho Tax Group DESET ipt Lon 5 3 Transactions Daily Work 5 4 Select the type of transaction you want to work with 1 enter an order you have just received and need to fill 2 enter an order with items that have been sent to the customer 3 change an order regardless of its status add delete and edit line items delete entire orders reprint online picking slips or invoices 4 change an order from new or picked status to verified status 5 issue credit to customers for returned goods 6 produce professional quotes for your customers The option you select determines which statuses are assigned to the order
58. ction To move around the OSAS screens you use the function commands described below Most keyboards have a set of function keys usually labeled with the letter F and a number In OSAS commands are assigned to these function keys You can use the commands to work with data entry screens Except for the Command Help Esc and Jump Tab commands and the Enter key you can use the Keyboard function in Resource Manager to reassign any function key to any command Key Operation Esc View the list of commands for the screen you are on and the Command help field you are in To close the commands window press any key F1 Get information about the field you are working on Help F2 Make a selection from a range of entries for a field if the Inquiry Inquiry flag appears at the bottom of the screen F3 Delete the information on the screen Since this command can Delete delete an entire record use it with caution F4 Open a menu of utilities A calculator and Global Inquiry Other which consolidates and presents information from other applications are some of the utilities on the Other Commands menu See the Resource Manager User s Manual for information about the utilities on the Other Commands menu F5 Move the cursor back to the first field on the screen or to the Abandon first field after the key field The entries and changes you made are erased Sales Order User s Manual 1 35 Function Commands Introducti
59. d where the invoice or quote number is displayed Reprint the invoice or quote following the above procedures Online packing lists The Online Packing Lists screen appears if you enter Y at the prompt that appears if you elected to print packing lists online in the Resource Manager Options and Interfaces function when you press P on the Orders screen SICHT Tu Geige Edt Pri Help Taline Picking Slips 1 Blip Gass Print dddicional Descriptions TES Gucpue derica Picincerc pj Ejeriar Fiila i m 1 Ifyou want the packing list to include additional descriptions enter Y if not enter N 2 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 Sales Order User s Manual 5 29 Transactions Daily Work 3 If you do not want to print an alignment character to make sure that the forms are lined up enter N If you want to print an alignment character enter Y This step does not apply and this prompt does not appear if you are printing packing lists on plain paper Select the output device If you elected to file the form or if you did not elect to print an alignment character the Reprint Packing List prompt appears If the packing list was printed correctly enter N A blank header screen appears Enter a new transaction or exit to the Daily Work menu
60. d implemented to do a task Most programs are represented by a function on a menu See also function purge To remove from the system See also restore C 2 Sales Order User s Manual References Glossary record 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 restore To bring information back to its original place and condition See also purge serialized inventory A system in which individual inventory items have unique serial numbers and are tracked individually by the system table A grid that holds records and is visible See also file verify 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 s Manual C 3 A Abandon function key 1 35 Access Codes parameter 1 15 access codes company specific information 3 18 setting up 3 18 what to protect 3 19 Accounts Receivable before converting 2 5 installing 2 3 interfaces 3 7 tables 3 13 Additional Descriptions file 1 7 for line items 3 10 specifying whether to keep history 3 10 using those stored in Inventory 3 10 aging invoices online 3 12 alphabetical sorting 3 4 ARGLxxx table description 9 18 setting up 3 13 ARINxxx file 3 16 ARPDxxx table description 9 20 setting up 3 13 available status 5 6 B Backorder Alloc
61. des ID Description Coupons Cash VISA Payment Type Debit to GL Account Pd to Date 100000 5 Other 403000 1 Cash 100000 3 Credit Card 101000 Miscellaneous 801000 801000 Otr to Date 962317 68 00 316224 90 27373 61 Year to Date 3158172 36 00 724008 06 358547 80 Last Year Sales Order User s Manual 8 6 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 function screen appears SAS 1000 Taig a Cet Ep Tables List kpplicatics From 30 Thea BL Table 19 From ani Thru TYPE Seygress Blank Lines TEA Fago Bosa Pee Table TES CSporeen Mj a briser plRieviae Fp ide SO is displayed as the application ID You cannot change it 1 Enter the range of table IDs whose information you want in the list A8 2 Most tables do not hold information in all 18 lines If you want the list to include blank lines enter Y if not enter N 3 If you want a page break between each table enter Y if not enter N Sales Order User s Manual 8 7 Tables List Master File List A sample Tables List is at the end of this section After the list is produced the Master File List menu appears 8 8 Sales Order User s Manual Tables List Master File List Tables List 12
62. e 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 is displayed 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 References 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 transaction if appropriate Customer does not accept partial shipments The Partial Shipment flag in the customer s record is set to N indicating that the customer does not accept partial shipments Press Enter to remove the message You can still ship the items Customer ID 7D 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 enter
63. e Favorites menu Main Favorites ma menu See Favorites Menu on page 1 31 Sales Order User s Manual 1 27 Graphical Style Menus Introduction Other Menu te a is M oe p C aicuaire SESJE 215 st am ll parsing 3 pren Comer Cal a PDS Soe Fran Sieger ppd nace piri Ire er Gone norton ley uppa araon Lim carrrants The Other menu contains a set of utilities A calculator and Global Inquiry which consolidates and presents data from other applications are some of the utilities on the Other menu See the Resource Manager User s Manual for information about the utilities on the Other menu Help Menu Ele Les Fois Ote EEJ Bane He u Command Icon Key Result Help F1 Displays the online help 2 About OSAS Displays the About OSAS dialog box 1 28 Sales Order User s Manual Introduction Graphical Style Menus Toolbar Icons mE C1 t ESE There are three icons on the toolbar that were not described above Icon Key Result Displays the Application Information dialog box Opens an MS DOS prompt Displays a screen for calling any BBx program ge that does not require variables to be passed to it See the Resource Manager User s Manual Other Graphical Screen Features The graphical screens offer more than shortcuts to application functions In version 6 0 you can at a glance or with a mouse click determine the date and time switch between live and sample data and switch between companies
64. e From Tht GL Period T curo Gane OT 20r aos FLESE Weder Be DOOOCOL Batch ED DORE Cuipoet device Picinter piRjevies Fiile ing 1 Enter the range of run codes whose recurring orders you want to copy A2 Sales Order User s Manual 5 31 Copy Recurring Orders Daily Work 2 Press Enter to copy the orders to the displayed period or enter a different period 1 13 3 When you entered recurring 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 will not be copied to the SOTDxxx and SOTHkxxx files 4 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 that the recurring orders will be copied to is displayed and you cannot change it 5 Enter the ID of the batch to copy to A6 If you use the Maintenance command the Batch Control function is temporarily called up This field does not appear if you elected not to use batching in the Resource Manager Options and Interfaces function 6 Select the output device A sample Copy Recu
65. e item to the end of the list of line items press A To return to the header screen press H When you return to the header screen you do not lose the line item and totals entries because you already saved them To enter or edit totals associated with the order press T To look at an expanded summary of the line item move the prompt gt to the line item and press V 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 Orders screen To print picking slips invoices or quotes online press O This command is available only if you elected to print online in the Resource Manager Options and Interfaces function Then see Online picking slips and or Online invoices or quotes later in this section To print packing lists online after an order has been shipped and has verified or invoiced status press P This command is available only if you elected to print online in the Resource Manager Options and Interfaces function Then see Online packing lists later in this section To finish with the transaction on the screen and move to a blank header screen press N Sales Order User s Manual 5 15 Transactions Daily Work Entering kit line items If you are adding or editing a kit the following prompt appears when you approve your entries on the line item entry
66. e than one screen of line items To enter a different recurring order press N The Transaction Type menu appears Enter a different recurring order or exit to the File Maintenance menu Totals information The following window appears when you select the Totals command on the Recurring Orders screen Zeigt EB Pii Hap Edic Fecmerieg Orders Sola cos Di AFE BUILDERA Lor Ib Zip Ep FH DCL Order Fo 0000143900 Totals Cnfdcmetion Jubrotcel 21373 45 Fomight 15 00 Tax Tiers Miscelanea Chym Salen Tax malos Total Her Dus Tacification on Tas 00 SAS 05 Feesa Paba bo protei Lam Field Subtotal 9 12 Description The subtotal of the line items is displayed Sales Order User s Manual File Maintenance Recurring Orders Field Freight Tax Class N2 Miscellaneous Chgs Tax Class N2 Sales Tax Net Due Sales Order User s Manual Description Enter the freight charges to be added to the invoice or press Enter to skip this field If you indicated that freight is taxable in the Resource Manager Tax Groups function the freight s tax class is displayed Enter the miscellaneous charges for example handling or press Enter to skip this field If you indicated that miscellaneous charges are taxable in the Resource Manager Tax Groups function the charges tax class is displayed If you enter a sales tax that is different from the calculated am
67. e type of information you want to print 4 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 6 16 Sales Order User s Manual Transaction Reports Print Invoices 10 11 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 This date is used for aging if you print invoices regardless of the header date Quotes are not aged If you assigned numbers to the invoices or quotes enter the number you want to start with N8 If you did not assign numbers enter the number of the first form you are going to use If you are reprinting invoices or quotes enter the number of the last form that was printed correctly N8 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 If you want all invoices or quotes to have a message enter one If you want to print additional descriptions on the invoices or quotes enter Y if not enter N If you want to print kit detail on the invoices or quotes enter Y if not enter N Select the output device If you elect to print the forms an alignment character is printed in the form s top right hand corner If the X is not centered i
68. ed 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 References 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 filename or path you specified does not exist Disk drive not ready The system cannot access one of the disk drives to find the file it is looking for 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 Drive 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 amount of the line item 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 three reas
69. ed Pictured below is the OSAS pull down menu icon selection 1000 OMN SS TM Accounting Salina Fe Tew Faces he Heb asomo Sales Order User s Manual 1 25 Graphical Style Menus File Menu j 1 Fois gre Heim Command Icon Key Access code F4 Sample data set F5 or Live Data set Workstation date F6 Exit F7 Access Code dialog box 1 Enter the access code Introduction Result Displays the Access Code dialog box See Access Code dialog box below Toggles between the Sample Data and the Live Data Displays the Workstation date dialog box See Workstation Date dialog box below Exits from OSAS 2 Click OK to save your entry and return to the Main Menu or Exit to abandon the dialog box and return to the Main menu 1 26 Sales Order User s Manual Introduction Graphical Style Menus Workstation Date dialog box al maintien Ciar E or nas eee ee 1 Enter the date or use the up down buttons to increase or decrease the date 2 Select OK to change the workstation date System Date to change the workstation date to match the operating system date Abandon to exit without changing the date or Exit to return to the Main menu Tools Menu pe 0 roms Gite lien ma ei 5 5 Command Icon Key Result Calculator Displays the Windows calculator Favorites Menu Ele Loch E oes Hate El del 10 Change to Pawns Fo Command Icon Key Result Change to F2 Displays th
70. ed goods 5 4 B 2 posting 6 33 R returned status 5 4 returning goods 5 20 receipts batching 3 10 Right ATOW Recurring Additional Descriptions file 1 7 report command L40 Recurring Order files sap codes description 1 7 recurring orders 3 16 9 3 ption setting up 3 15 Recurring Orders S function 9 3 9 12 Sales Journal group codes 3 16 function 6 25 line item entry 9 7 sample 6 27 purging entries 3 16 Sales Order run codes 3 16 9 3 conversion 2 5 sales tax information 9 14 converting to 5 21 2 6 screen 9 11 description 1 5 setting up 3 15 files 1 7 totals information 9 12 installation 2 3 Totals Information screen 9 12 interfaces 1 12 Transaction Type menu 9 3 Bank Reconciliation 3 8 Recurring Orders List Bill of Materials Kitting 3 8 Sales Order User s Manual IX 7 Index References General Ledger 3 7 Inventory 3 7 Job Cost 3 8 menu structure 1 5 setting up 3 3 setup considerations 2 5 system requirements 2 3 sales tax information recurring orders 9 14 scroll region commands 1 41 Down Arrow 1 41 End 1 41 Enter 1 41 F3 1 41 Home 1 41 Ins 1 41 PgDn 1 41 PgUp 1 41 Up Arrow 1 41 serial number item lookup 1 40 serial numbers appending 5 18 editing 5 18 serialized items entering 5 17 serialized numbers appending 5 19 setting up access codes 3 18 backup schedule 3 19 checklist 3 7 codes and IDs 3 3 initial balances 3 16 interfaces 3 9 options and in
71. ems 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 Transaction Reports menu The function screen appears METAL paige La Ces Eh r Ficking Slips Use Jalen Order Entry fees Compleced gt TES Batches E 20004 CE Lit PELDE Piekiirs Slips Lot i Heu Orders Firar Slip Huber to Print 000001 2 Beckordecz Laat Good Slip Weer 1 Lost Codecs it Bestar 4 A List of orders 4 Prire Bic Deceil Compornest ls Form kL igned Cuipot device Picinter piRjevies Fiile ing 1 Ifyou have entered all the sales orders enter Y if not enter N If you enter N you are prompted to exit from the function 2 Enter the numbers of the batches A6 you want to print You can enter a maximum of 50 batches for one run Sales Order User s Manual 6 3 Picking Slips Transaction Reports If you elected not to use batch processing in the Resource Manager Options and Interfaces function the Batches to Print field does not appear 3 Select the type of orders you want to produce picking slips for To reprint picking slips you printed online select A List of Orders You cannot print picking slips for quotes or returned goods You can print picking slips for orders fr
72. enus Daily Work 1 5 File Maintenance 1 6 Information Inquiry 1 5 Master File Lists 1 6 Periodic Processing 1 6 structure in Sales Order 1 5 Transaction Reports 1 6 miscellaneous credit 5 20 definition 1 10 entering negative amounts B 2 returned status 5 4 N new status 1 9 5 4 O online aging 3 12 invoice totals 5 30 invoices 5 15 5 22 packing lists 5 15 5 22 5 29 picking slips 5 15 5 22 reprinting 5 4 quotes 5 15 5 22 Online Invoice Totals screen 5 30 Open Invoice file 3 16 Open Order files 1 7 Open Order Report function 6 21 sample 6 23 Options table 9 16 Options and Interfaces screen 3 8 setting up 3 7 3 8 toggling an option 3 9 Sales Order User s Manual writing saving the specifications 3 9 OPTxxx table 9 16 order numbers generating 3 10 Orders adding line items 5 21 deleting 5 4 5 6 editing line items 5 21 editing totals 5 21 entering totals 5 21 function 4 3 header 5 5 posting verified orders 6 33 shipping B 1 statuses 5 4 verifying 1 9 viewing line items 5 21 OSAS conventions 1 14 general information 1 3 running 1 14 structure 1 3 Other Command menu accessing 1 19 1 35 Other function key 1 35 output device printer 1 44 P Packing List function 6 11 printing on forms 3 11 on plain paper 3 11 online 3 11 5 3 5 15 5 22 5 29 sample 6 13 Packing Lists Restart file 1 7 Packing Lists screen 5 29 parameters access code
73. er unposted transactions in the batch can remain there or you can move them to a new batch 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 purchase order numbers Use the Shipping Label Setup function to design your shipping labels The Purge Selected Files function on the Sales Order Periodic Processing menu replaces its counterpart in Accounts Receivable 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 Sales Order User s Manual Introduction The Sales Order System File Information Sales Order makes use of several Accounts Receivable files see the Accounts Receivable User 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 is interfaced with Inventory this function updates serialized and nonserialized item balances and costs in the
74. er a miscellaneous credit in Sales Order Use the Miscellaneous Credits option in the Transactions function to enter a miscellaneous credit How do I 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 References Common Questions After copying recurring orders I realized that one of the orders was incorrect I used the Edit Recurring Orders option to change the order but when I 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 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 I 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
75. es List is a reference of the codes used for GL codes distribution codes terms codes shipping methods codes and methods of payment codes Codes List Screen Select Codes List from the Master File Lists menu The function screen appears USAS 1009 Gaig a Den Edo Codes List Feine GL Coden TE Distrsbhucics Coden YES Terms Codes TES Ship Mer hea TE Authords of Fast TE Fhriccec pifievier Fhile 5 crean Bj oo 1 For each type of code you want in the list enter Y For each type of code you do not want in the list enter N 2 Select the output device A sample Codes List is at the end of this section After the list is produced the Master File List menu appears Sales Order User s Manual 8 5 Master File List Codes List Codes List 12 31 1999 8 06 AM GL Codes Code Description Contract Sales Retail Sales Distribution Account Codes ID Description 01 Regular Customers 02 Credit Card Customers Codes Code Description 1 10 n 30 2PCT 2 10 n 30 SPCT 5 10 n 30 8PCT 8 10 n 30 COD C 0 D CODCHK COD Comp Chk NET n 30 P10 n 10 EOM Shipping Methods Code Description Federal Exp 2nd Day Builders Supply Codes List Sales Account COGS Account 402000 502000 401000 501000 Receivables Sales Tax Freight 101000 203800 405000 101000 203800 405000 Percent Due Days Net Due Days Federal Exp Overnite Federal Exp Priority UPS Blue UPS Red Methods of Payment Co
76. es and convert the files from the version in the source path enter Y if not enter N If you enter N no data will be converted A similar process is needed if Accounts Receivable data files also exist in the intended directory 8 To convert use the Proceed PgDn command 9 The following prompt appears Do you wish a printout of error log after each application If you want the error log to be produced after files are converted for each application enter Y if you want the log to be produced after files for all applications are converted enter N If a problem occurs and you indicated that you want the system to pause if a problem occurs a prompt alerts you To stop the conversion process enter Y To let the conversion run its course and investigate later enter N 10 When the process is finished the files are converted Select the output device for the error log After conversion is finished and the error log is produced the Main menu with Sales Order 6 00 added appears Sales Order User s Manual 2 7 Setup Setup Considerations Setup Checklist and Functions Sales Order User s Manual 3 3 3 7 3 1 Setup 3 2 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 do some tasks designed specifically for the Sales Order system If you need to use a task on the File Maintenance menu in Sales Orde
77. es of a report Sales Order User s Manual Introduction Key Up Arrow Down Arrow Function Commands Operation Move a line up and down the screen to line up information when you toggle between halves of a report Scroll Region Commands When the prompt gt is in a line item scroll region you can use the following commands Key Down Arrow Up Arrow PgUp PgDn Home End F3 Delete Ins Insert Enter Edit Sales Order User s Manual Operation Move down one line item Move up one line item Move to the previous screen or to the first line if you are on the first screen Move to the next screen or to the last line if you are on the last screen Move to the first line item in the entire list Move to the last line item in the entire list Delete the line item at the prompt gt Insert a line item at the prompt gt Edit the line item at the prompt gt 1 41 Reports Selecting a Range of Information Sorting To produce a report you must specify the amount of information you want in the report e To produce a report that includes all the available information leave the From Thru fields on the report function screen blank For example if you want information about all the vendors to be in a report leave the Vendor ID From and Thru fields blank e To limit the amount of information in the report enter the range of information in the From Thru fields F
78. etermine and quote to the customer the price of an order Retail prices and costs for inventory line items are displayed so you can make sure that you will make a 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 convert the quote to a live order Orders Header Screen After you make your selection from the Transaction Type menu the header screen appears Bargi Ets Fret Hop Char Ccdaca Hesier Inftocsst Lon fatck TD Goto oz Cer Cader Mo 00000003 bare 1121 3955 dcaras Weritied Loc 30 001 EDMIEAPIL IS MAFLHOUSE Hla Sb ARE CHI GREATER HEU TORE DONES IN 1007 AVE OF THE ARHERICAS Bhip tai MEU TORE CITE HT 20012 4333 uz Jalea Reg 1 PRT Per 100 0 Ship Bechod Sales Rep 1 Pee cen a Bhip Vi Suse Cowal WHEL Pick Zlip Ho ferias Code Cf Requested hip bate Tac laac C 0 0 Typa Ber Actual Ship Tate 1272121099 Terms 4 0 Dapa ec Pays l Period 15 Ocder He Teab ia HO Order Lars Tax Group AD inv Po 218235101 Date 12211555 DESEE 196168 LETS EETA Tacificetion FES Lo BES Pyle Sales Order User s Manual 5 5 Transactions Daily Work Information about serialized items applies only if Sales Order is interfaced 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 c
79. f the payments For a check you are prompted to enter the check number N6 For a credit card enter the card number A20 and name A25 the expiration month year and the authorization number A6 For cash a write off or some other method of payment that is not a check or credit card enter a memo line The total amount of the invoice after prepayments are subtracted is displayed 5 25 Transactions Daily Work Online picking slips The Online Picking Slips screen appears if you enter Y at the prompt that appears if you elected to print picking slips online in the Resource Manager Options and Interfaces function when you press O on the Orders screen E DAS LO AE Gai Da un bjp Online Picking Slips Slip 000001 Ikliciorml Dercriptiora M Prince Kir Pecaili Mapa Ane utpa device Fi cinta piFl evies Flile Wing You cannot print a picking slip for a customer that is on credit hold 1 Enter the number N6 you want on the slip or accept the number that is displayed 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 If you want the picking slip to include the additional descriptions enter Y if not enter N 5 26 Sales Order User s Manual Daily Work Transactions 3 If you want the picking slip to include kit information press K If
80. 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 Transaction Reports menu The function screen appears C DAS TAE Gaig Cat Port tjap r Packing Liat Maz dales Order Entry lesa Compieced gt YEA Batches Co FELDT iy Coot FCLHL Patki Lists Loc i Verified Scherer Zz ecified end Imsicad Oc sce 1 List GE Orders J Print Mie Deceil Componese Quipot device Ifieintez piAlavies Fiile Wing 1 Ifyou have entered all the sales orders enter Y if not enter N If you enter N you are prompted to exit from the function 2 Enter the numbers of the batches A6 you want to print You can enter a maximum of 50 batches for one run Sales Order User s Manual 6 11 Packing List Transaction Reports If you elected not to use batch processing in the Resource Manager Options and Interfaces function the Batches to Print field does not appear 3 Select the type of orders you want to produce packing lists for 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 enter Y if not enter N 5 If you want the packing list to include kit information press K If you want to print component information
81. g adan aprend Lire Entry QUL Tears TTEE Los TD WHOOO LC 50 GL Coda Bl LES Chronicles Sales ROSE 301001 Ile Car Sees koyrt 501000 Tex Claus 03 0004 Ine Acct 104400 Uns Ordered 3 0000 3 Shipped 0000 Price Z112 0000 Ee Frica 00 Baeckord nooo ms 17 0000 Est Cost oo Subtotml 4214 00 r NMerifiostiom Freight4Eise Sales Tax g 00 Het Tous 4214 00 Prepapfmene ul Poems lt Fglin gt o proceed Field Item Job Loc ID ID Desc Additional Desc A35 each 9 8 Description If you are entering a recurring order for an item ITEM is displayed If you are entering a recurring order for a job JOB is displayed The location ID is displayed Enter the ID of the item or job you want to include in the recurring order The Inquiry and Maintenance commands are available if Sales Order is interfaced with Inventory Enter a description of the recurring order If you elected in the Resource Manager Options and Interfaces function to enter additional descriptive text about line items when you enter invoices the Additional Description Lines window appears when you press Enter in the Desc field You can enter 10 lines of additional text Sales Order User s Manual File Maintenance Recurring Orders Field Sls Cat A2 Tax Class N2 Price ID A6 GL Code A2 Sales Acct COGS Acct Inv Acct A12 each Ordered U
82. h other Base applications are usually named after common accounting operations Examples are Payroll Inventory Accounts Payable Purchase Order Accounts Receivable Sales Order and General Ledger Sales Order User s Manual 1 3 The Sales Order System Use the Sales Order system to 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 received and invoices are applied are expressed as gains to your source of revenue and losses to the assets the customers bought For example when you sell goods for an order for inventory items the order represents a loss to inventory when you apply invoices to the order it represents a gain to your capital 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 Several Sales Order menus and functions are identical with those in Accounts Receivable Open Invoices History Reports and Codes Maintenance Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports File
83. hange to the correct company F3 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 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 Printer busy You are trying to use a printer that is in use Press Enter to continue with your entry and try to print later Record in use Another terminal is using the record you are trying to access Exit from the function Then try to access the record again when the other terminal is finished with it 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 Order User s Manual A 7 System Messages References 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
84. he 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 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 Periodic Maintenance function see the Accounts Receivable User s Manual 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 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 sum
85. he Unit Price and Unit Cost fields for serialized items are the same as the Price and Cost fields for nonserialized items A running total of the serial numbers you entered is displayed After you enter the information for the last serial number or when you exit from the Serial Number Entry window a blank line item entry window appears Enter another line item or exit F7 to the Orders screen see Orders Screen later in this section 5 18 Sales Order User s Manual Daily Work Transactions Appending serialized numbers If you have serialized items the Append or Edit Serial Number window appears when you finish entering information in the Serial Number Entry window SAS 1600 Gira Dat Pert Es Ci a nn al Mie Ey 1 Tram Th okt Befrigsrsestr White Los Ib 350001 ECHMERFOLIS BEREHTISE Unkle ER Begum UL 1 Sacisl Sender Unit Frica Li 12 100 4129 91 zeial Faber 000001 of 0000014 420 9100 dipped Serial Munkbar Sex Lol He mig oy 0000 Fulfill oer 1 0000 Price 0000 Backocd ty oooi Co nr L Compra H Bhir Fi gt Dip Verity Field Description Serial No Enter the serial number of the item Orig Qty The original quantity ordered for the item is displayed Cost The cost of the item is displayed Fulfill Qty The quantity needed to fulfill the order is displayed Price Enter the price of the item Backord Qty The backordered quantity is displayed Comment Enter a comment
86. he fiscal year is incremented when you do year end maintenance Periods Yr Enter the number of accounting periods your company uses in a year 9 20 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 SIT Est La Poe bjp A SOTE Lanle El DF Gestript Lon Pelaulte Lanla Husker of Cole Colum Length 12 Typo FIELD DEFAULT VALUE SATCHBEP Tb 000003 BIST COME mi OL cone ni CYR INVOICE BERGATT r Veriftoetice Pome lt Fglin gt o proceed Field Description Field A12 The fields you can enter defaults for are displayed Accept the displayed fields 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 the number on the first line as the batch department ID the value on the second line as the distribution code and so forth Default Value A12 For each field enter the value that you want to appear when Sales Order User s Manual you enter invoices miscellaneous credits and cash receipts 9 21 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
87. he transactions to If Sales Order is not interfaced with General Ledger or if you did not create last year data in General Ledger is displayed and you cannot change it Sales Order User s Manual 6 35 Post Transactions Transaction Reports 4 If you want to age customer invoices in the file during posting enter Y if not enter N If you enter Y the ARCUxxx file is updated and the AR Analysis Report is updated if you kept summary history If you enter N the post takes less time 5 Select the action you want to take for unposted orders and backorders If you select 2 to move them to a different batch a field appears where you can enter the new batch ID A6 6 Select the output device A sample posting log is at the end of this section After the log is produced the Transaction Reports menu appears 6 36 Sales Order User s Manual Post Transactions Transaction Reports Post Transaction Log 06 14 1999 Builders Supply 10 38 AM SO Post Transactions Terminal Batches Posted 000001 Posted to CURRENT YEAR 1999 06 14 1999 Builders Supply 10 38 AM POST INVENTORY ITEMS Batch Tran No LN TP Invoice Loc Item ID or Job Phase Qty Shipped Unit Lot Numbers Serial Numbers 000001 00000006 001 IN 00000006 MN0001 100 1 0000 PKG TRANSACTION TOTAL BATCH 000001 TOTAL GRAND TOTAL 06 14 1999 Builders Supply 10 38 AM POST DEPOSITS Dep No Date Amount BANK ACCOUNT FNB001 000001 06 14 1999 18
88. hin the window and press the left mouse button Some mouse manufacturers allow you to change the function of the mouse buttons for those who prefer for example to use the mouse with their left hand In this case reverse the commands when you use them For example a click refers to a single press of the right mouse button while the term right click refers to a single press of the left button and so on OSAS Conventions Operations in OSAS follow conventions or patterns The conventions used in OSAS applications are presented below Running OSAS OSAS memory and disk space requirements vary according to the operating system you use and the size of your data file Consult the Resource Manager User s Manual for more information Starting OSAS To start OSAS on a Windows machine double click the OSAS icon on the desktop or in the appropriate folder To start OPEN SYSTEMS Accounting Software on a non Windows machine enter osas at the operating system prompt The command can recognize three parameters t c and a 1 14 Sales Order User s Manual Introduction Conventions The terminal ID t is the identification code assigned to the terminal you are using to work with OSAS On multiuser systems each terminal usually has a default ID that was assigned when the terminals were added to the system Use the t parameter only when you want to log on with an ID other than the default ID The terminal parameter is valid
89. ick entry stops used by the New Order option The QRxxxx table stores the quick entry stops used by the Miscellaneous Credits option The QSxxxx table stores the quick entry stops used by the Shipped Order option The QVxxxx table stores the quick entry stops used by the Verify Order option 9 28 Sales Order User s Manual File Maintenance Tables When you enter the table ID the rest of the table appears A QCxxxx table is shown below are Serge Ca Pn biip ACTE Tale LL LE Humksr of Cola TIELT PATA Beacripzinn ddni Dwace sales Car Tax Clans Price ID GL Code dales igor COGS icct End deca nu dered T Faite E hy Shipped E ony Food Tnit Price I Thit Cost E r NMerifiostiom Field Field A12 Data Sales Order User s Manual DeSzfiIgelon CLE ESCESY Change Column Lengek 12 Tre 4 Freeze lt FgDnr to proceed Description The fields that appear on the line item entry screen when you add or change line items are displayed Accept the displayed fields 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 forth If you want the cursor to stop at a field only when you press Enter enter E If you want the cursor to stop at a field when you press Tab or Enter
90. invoices in a batch if you elected that option Information and statuses for picking slips and invoices are kept in the SOTDxxx and SOTHxxx files Sales Order User s Manual Introduction The Sales Order System Then produce the following journals and reports before you post 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 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 When you post transactions several files are affected 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 SOTDxxx and SOTHxxx files and the items status becomes sold Sold
91. ized item ID the following window appears when you press PgDn in the Append Line window F MSAN TAID Hi EEE Lp Peral bee Eney AAA Tram Tb St Befrigeracrst Uhire Los Ib Boo ECHMERFOLIS BEREHTISE Unkle ER Requested ULF L Sacisl harhar Unit Frica Lr Li 1002 429 917 Tafil Bamber 000001 of 0000015 429 9100 rai Lee le an er Tihtotal FreightiMiac Sales Tax PrepapmenE Het Du 3564 33 g 0D DO 9604 98 Entec edit Append Poo Copy E fet E3 gt WEY Enter edit Append Done Sales Order User s Manual 5 17 Transactions Daily Work To edit a serial number move the prompt gt to the line item and press Enter To append a serial number press A To exit from the window press D Field Serial Number A35 Unit Price Unit Cost Serial Number n of m Description Enter the serial number of each unit You must enter an available serial number To return items you must enter in use items The status of those items then becomes available You cannot return available items To enter fewer serial numbers than the original quantity shipped enter as many serial numbers as you want Then exit F7 to the Orders screen see Orders Screen later in this section A message informs you that the quantity shipped will be adjusted to a new value Use the Proceed PgDn command to change the quantity shipped to the new value and to backorder the remaining order quantity T
92. king 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 to 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 to YES or NO to indicate whether or not you want to print packing lists online If you select NO you can print packing lists only in a batch Toggle to YES or NO to indicate whether or not 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 Sales Order User s Manual 3 11 Setup Checklist and Functions Setup 23 24 25 26 27 28 29 30 31 3 12 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 to YES or NO to indicate whether or not you want to use prenumbered invoice forms If you select YES the system will overwrite invoice numbers you enter If you select NO the system will use 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
93. l Setup Camel Cl L Eri Description 1 5 x 3 Jembal PE Lat BLATE d Cabej Width 00 inches Cebel Beight 1 5000 inches irom top of ons Lebel to the top of the met Test Falters H Raqua ned Stare ire Print Rows Cole Few Col M ru Address HO a 3a g Lo Pick lip Mosher Hit Fie Ce Codec Hunter HO A zo o a Ship La MO A 20 O o Ship Pare Ho Fin i o Cab Count J00 of DDR HO E ita e o Customer Ship Eo 11 TES A 13 I 1 Fhore Huske r TES i 11 i 15 Delivary Kram TES T 15 z 1 Mina Cup device IFPicintez piFlevies Fiile Field Description Label ID A12 Enter the label ID Description A25 Accept the displayed description or enter a different description of the label Print Enter S to print the labels in standard format Enter C to print the labels in compressed format Sales Order User s Manual 9 33 Shipping Label Setup File Maintenance Field Label Width N24 Label Height Test Pattern Print Required Rows Cols Starting Row Col Description Accept the displayed width or enter a different width for the labels no smaller than 3 inches and no greater than 8 inches Accept the displayed 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 enter Y and select an output device if not en
94. mary 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 3 16 Sales Order User s Manual Setup Setup Checklist and Functions 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 Use the New Order option in the Transactions function to enter the open orders 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 Use the Shipped Order option in the Transactions function to enter the invoices and the New Order option to enter open orders 2 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 3 Calculate finance charges on overdue in
95. n This information is stored in the Generate Orders function in Purchase Order The order s total price the quantity ordered times the unit price is displayed and the order s total cost the quantity ordered times the unit cost is displayed 5 13 Transactions Daily Work When you exit from the line item entry screen the following screen appears SAS TAN Faig La Cet tjp Ocdacs Bold fo EOL wef BUILRERS Los Il Batch 1 00000 Ship coat Mol Order Mo OC Celeb L Wer ified Lemon LE CCE itra Salt Unit Price Fx Price beeoriprian Ger Jhippmi 100 LIRE FEN 112 0120 22 8 The ess E DO Entey ah of Ci ib Essen FreightiMise Sales Tax Preparrent Het Due Air En 00 o quil 411 82 Entaz edit Append Header Tetels View Celine Hest trans Gaay H ato Verity Field Description Item Job ID The item or job ID is displayed Description The description of the item or job is displayed Qty Ordered Units Enter the number of units the customer ordered Qty Shipped The quantity shipped is displayed Unit Price The unit price is displayed Ext Price The extended price is displayed Command bar Enter edit Append Header Totals View Online Pack Next trans To edit a line item move the prompt gt to the line item and press Enter You cannot change the Batch ID and Loc ID fields 5 14 Sales Order User s Manual Daily Work Transactions To add a lin
96. n key 1 36 F7 nhy H inquiry command 1 39 report command 1 40 Help function key 1 35 F8 function key 1 36 Home File Maintenance menu structure 1 6 inquiry command 1 39 files report command 1 40 backing up 3 19 scroll region command 1 41 purging 1 6 7 3 Sales Order 1 7 I finance charges 9 23 IDs FINCHxxx table setting up 3 3 description 9 23 sorting 3 3 setting up 3 13 in use status 5 6 FORMxxx table Information function key 1 36 description 9 25 Information Inquiry menu structure 1 5 setting up 3 13 Information menu function keys accessing 1 36 Ctrl F 1 36 initial balances Ctrl G 1 20 1 36 combination method 3 17 Ctrl V 1 36 detail method 3 17 Esc 1 19 1 35 setting up 3 16 Fl 1 35 summary method 3 16 F2 1 19 1 35 Inquiry F3 1 35 function key 1 35 F4 1 35 partial key 1 38 1 39 FS 1 35 inquiry commands F6 1 36 Down Arrow 1 39 F7 1 19 1 36 End 1 38 F8 1 36 Enter 1 39 PgDn 1 36 Esc 1 39 PgUp 1 20 1 36 F7 1 39 Shift F2 1 36 Home 1 39 Ins 1 39 Sales Order User s Manual IX 3 Index References PgDn 1 38 Jump function key 1 20 1 36 PgUp 1 38 Up Arrow 1 39 K I Kit Detail inquiry command 1 39 scroll region command 1 41 Insert line item 1 41 installing Sales Order 2 3 and Accounts Receivable 2 3 B 1 and General Ledger 2 3 and Inventory 2 3 and Job Cost 2 3 interfaces with Sales Order 1 12 Bank Reconciliation 3 8 9 18 Bill of Materials Kitting
97. n plain paper 3 11 online 3 11 5 3 5 15 5 22 5 26 quotes 6 15 online 5 15 5 22 5 27 screen contents 1 36 statements on forms 3 12 on plain paper 3 12 tables 9 30 Proceed function key 1 36 programs backing up 3 19 Purge Selected Files function 7 3 purging files 7 3 recurring order entries 3 16 Q QCxxxx table description 9 28 setting up 3 14 QH1xxxx table description 9 27 screen 9 27 setting up 3 14 QH2xxxx table description 9 27 setting up 3 14 QNxxxx table description 9 28 setting up 3 14 Sales Order User s Manual References Index QRxxxx table function 8 3 description 9 28 report commands 1 40 setting up 3 14 Down Arrow 1 41 QSxxxx table End 1 40 description 9 28 Exit 1 40 setting up 3 14 F7 1 40 quantity information Home 1 40 displaying for line items 3 11 PgDn 1 40 Quick entry PgUp 1 40 turning on or off 1 36 Right Arrow 1 40 quick entry stops 9 27 9 28 Tab 1 40 Quick Entry tables Up Arrow 1 41 description 9 28 Reports setting up 3 14 conventions 1 43 quote status 5 5 including all information 1 43 quotes 1 10 limiting information 1 43 converting to live orders 5 5 B 3 selecting information for 1 43 printing 6 15 reports printing online 5 15 5 22 5 27 posting data without printing 3 12 producing 5 4 producing 1 10 reprinting 6 17 transaction 1 6 QVxxxx table Resource Manager description 9 28 operating systems 1 3 setting up 3 14 return
98. n the alignment box or if the Xs are not aligned in the grid on laser forms adjust the form and enter N The alignment character is printed again Continue this procedure until the form is aligned then enter Y to print the invoices credit memos and quotes If a customer s purchase order number is greater than 8 characters a row of asterisks is printed 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 is printed in the upper part of the alignment box in the form s right hand corner Sample invoice credit memo and quote forms are at the end of this section After the forms are produced the Transaction Reports menu appears Sales Order User s Manual 6 17 Print Invoices Transaction Reports Invoice INVOICE FOUR COMPANY MARE HERE mong mA TE PP Pere A ae a men arm mu mue ol are wer AT BID Po ima mm OU 3 ms n ma ma Wy cmt w 6 18 Sales Order User s Manual Transaction Reports Credit Memo a REBT AE Die GC tne INVOICE nme ee Spia an Va io Ln e Ki SOS m RSR E Lin um Print Invoices Sales Order User s Manual 6 19 Print Invoices Transaction Reports Quote INVOICE YOUR COMPANY NAME HERE es ROMA MEET FOUR CITE SANTE Er n i AES ee da UE ka a M ET en AAA mhn p raman p
99. nconsistency Open Systems Holding Corp 1157 Valley Park Drive Suite 105 Shakopee Minnesota 55379 General Telephone 612 403 5700 General Fax 612 496 2495 Support Telephone 800 582 5000 Support Fax 612 403 5870 Internet Address www osas com Contents Introduction General Information The Sales Order System Conventions Text Menu Graphical Style Menus Favorites Menu Function Commands Reports Installation and Conversion Installation Conversion Setup Setup Considerations Setup Checklist and Functions Information Inquiry Orders Daily Work Transactions Copy Recurring Orders Change Batches Transaction Reports Picking Slips 1 3 1 5 1 13 1 17 1 21 1 31 1 35 1 43 2 3 2 5 3 3 3 7 4 3 5 3 5 31 5 35 6 3 Sales Order User s Manual Shipping Labels Packing List Print Invoices Open Order Report Sales Journal Backorder Allocation Report Post Transactions Periodic Processing Purge Selected Files Master File List Recurring Orders List Codes List Tables List File Maintenance Recurring Orders Tables Edit Sales Order Number Shipping Label Setup References System Messages Common Questions Glossary Index Sales Order User s Manual 6 7 6 11 6 15 6 21 6 25 6 29 6 33 7 3 8 3 8 5 8 7 9 3 9 15 9 31 9 33 A 1 B 1 C 1 Introduction General Information The Sales Order System Conventions Text Menu Graphical Style
100. ndow Move directly to the last item on file Sales Order User s Manual Introduction Function Commands Key Home Down Arrow Up Arrow Ins Look up F7 Exit Enter Esc View commands Operation Move directly to the first item on file Move down one item Move up one item Enter a string of information If you have an idea of what you are looking for and the ID is longer than one character you can make a partial key inquiry to cut down the size of the inquiry list For example if you know that the ID starts with J enter J in the ID field Leave the Inquiry window without selecting anything Select the item the cursor is pointing to Open a window that shows Inquiry window commands and the window ID Inventory Search Commands If you use the Inventory application and the cursor is in an Item ID field you can use any of the Inventory Search commands to search for information about items and select an item for entry in the field you are in Key Shift F3 Alias Lookup Shift F4 Customer Vendor Lookup Sales Order User s Manual Operation Search for items with a specified alias listed as an alternate item When you enter the alias you can use the and wildcard characters to restrict or widen the search Search for an item based on customer ID or vendor ID When you enter the customer or vendor ID you can use the gt and wildcard characters to rest
101. neral Ledger Enter the number of units that were ordered If Purchase Order is installed you can use the Shift F3 command to generate a purchase requisition This information is stored in the Generate Orders function in Purchase Order Sales Order User s Manual Daily Work Transactions Field Units A5 Price Cost Shipped Backord Ext Price Ext Cost Sales Order User s Manual Description Enter the type of unit the item is sold by for example EACH if it is sold individually The Inquiry and Maintenance commands are available if Sales Order is interfaced with Inventory If Purchase Order is installed you can use the Shift F3 command to generate a purchase requisition This information is stored in the Generate Orders function in Purchase Order Enter the item s unit price The unit cost is displayed 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 you can use the Shift F3 command to generate a purchase requisition This information is stored in the Generate Orders function in Purchase Order 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 backordered items If Purchase Order is installed you can use the Shift F3 command to generate a purchase requisitio
102. ng 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 the list Sales Order User s Manual 1 7 The Sales Order System Introduction The SOKHxxx Kit History file stores history information from the Bill of Materials Kitting application if it is interfaced with Sales Order The SOKTxxx Kit Detail file stores such information as quantities and components from the Bill of Materials Kitting application if it is interfaced with Sales Order The SOLBxxx Shipping Labels file stores shipping label information 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 set up by virtue of the Accounts Receivable system being set up 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 to values accounts finance percentages and so forth that are to be used throughout the system The information is kept in the SOTBxxx file 1 8 Sales Orde
103. nits AS Sales Order User s Manual Description 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 and Maintenance commands are available if Sales Order is interfaced with Inventory If the order is for one customer the sales tax code you assigned in the customer record is displayed If the order is for a group of customers this field is blank Accept the displayed value or enter a different sales tax class If Sales Order is interfaced with Inventory enter the 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 the code is displayed If you entered a GL code the sales and COGS accounts are displayed The inventory account is displayed from the ARGLxxx table Accept each displayed account number The Inquiry command is available if Sales Order is interfaced with General Ledger Enter the number of units that were ordered Enter the type of unit the item is sold by for example EACH if it is sold individually The Inquiry and Maintenance commands are available if Sales Order is interfaced with Inventory 9 9 Recurring Orde
104. 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 displayed 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 system 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 References 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 comparis
105. 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 7 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 batch 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 References 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 c
106. nvoices dated on or before the date you enter will be purged 4 Enter the period and year of the summary history you want to purge Summary history before the period and year you enter will be purged 5 Enter the date of the paid invoices you want to purge Paid invoices dated on or before the date you enter will be purged 6 Enter the date of the quotes you want to purge Quotes dated before the date you enter will be purged To purge the files and return to the Periodic Processing menu use the Proceed PgDn command 7 4 Sales Order User s Manual Master File List Recurring Orders List Codes List Tables List Sales Order User s Manual 8 3 8 5 8 7 8 1 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 when 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 function screen appears 1 Enter the range of customers whose recurring orders you want in the list A6 2 Select the amount of detail you want in the list 3 Select the option by which to organize the list 4 Select the output device A sample Recurring Orders List is at the end of this section After
107. ny one of which can be the order s first stage The Transaction Type menu 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 shipped 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 is printed on picking slips if you want packing lists invoices and credit memos Sales Order User s Manual 1 9 The Sales Order System Introduction 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 use the Price Quote option on the Transaction Type menu to enter informa
108. o nn If you entered an invalid date press Enter and enter a valid one You can enter dates in either format 010194 or 01011994 A 4 Sales Order User s Manual References 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 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 References Maximum
109. o the operating system Function Keys Used in the Text menu Most keyboards have a set of function keys usually labeled with the letter F and a number Within the menu commands are assigned to these function keys You can use the commands to work with data entry screens 1 18 Sales Order User s Manual Text Menu Except for the Command Help Esc the Jump Tab commands and the Enter key you can use the Keyboard function in Resource Manager to reassign any function key to any command Key Esc Command help F1 Function Help F2 Favorites Menu F3 Change Company F4 Access Code F4 twice Other Menu F5 Live Sample swap F6 Workstation Date F7 Exit F9 Application Setup F10 Add to Favorites Sales Order User s Manual Operation Views the list of commands for the menu To close the commands window press any key Displays help information for this function Displays the Favorites menu or changes to the regular menu from the Favorites menu Allows you to switch between companies Displays the Access Code prompt Opens a menu of utilities A calculator and Global Inquiry which consolidates and presents information from other applications are some of the utilities on the Other Commands menu See the Resource Manager User s Manual for information about the utilities on the Other Commands menu Switches between live and sample data Displays the current wo
110. o 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 Enter the date the customer requested the order to be shipped or press Enter to skip this field 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 displayed period or enter a different period If you enter an order in one period and then ship it in a different period the GL period is adjusted accordingly If any part of the transaction is taxable enter Y if not enter N 5 9 Transactions Daily Work Field Description Tax Group A6 Enter the group where the tax is to be applied even if the transaction is not taxable If you use the Maintenance command the Tax Groups function is temporarily called up see the Resource Manager User s Manual After you enter the tax group the description of the group appears Description Accept the displayed description of the tax group or enter a different description When you save the header information PgDn the line item entry screen appears Line Item Entry Screen The line item entry screen appears for one of three reasons e You are entering a new or shipped order miscellaneous credits or a price quote and have finished entering header information e You use the Append command on the command bar to
111. om customers that are on credit hold only if you elect to print picking slips for a list of customers A warning message appears but you can still print the picking slips 4 Enter the number of the first picking slip 5 If you are reprinting picking slips for example because the printer jammed enter the number of the last form that was printed correctly N6 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 do it 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 printer jammed while you were printing slips for new orders print slips for new orders before you print slips for other orders 6 If you want to print additional descriptive text on the picking slips enter Y if not enter N 7 Ifyou 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 8 Select the output device 6 4 Sales Order User s Manual Transaction Reports Picking Slips 9 If you elect to print the forms an alignment character is printed in the form s top right hand corner If the X is not centered in the alignment box or if the Xs are not aligned in the grid on laser forms adjust the form and ente
112. on 1 36 Key F6 Maintenance F7 Exit F8 List Shift F2 Information PgUp Start over PgDn Proceed Tab Jump Enter or Down Arrow Enter Up Arrow Ctrl V Verification on off Ctrl G Bell on off Ctrl F Quick on off Operation Go directly to the appropriate File Maintenance function to update information about the field you are in if the Maint flag appears at the bottom of the screen Exit from a screen or a window and disregard everything you entered Send the contents of the screen to a printer or a text file Open an Information menu Each selection on the menu is an information window that you can access if the Info flag appears at the bottom of the screen Each window contains a category of information about the field you are in Move the cursor back to the first field on the screen or to the first field after the key field without erasing the entries or changes you made Approve the data on the screen change the file accordingly and proceed to the next spot field or screen Move the cursor to the next block of data on the screen or to the next field that requires an entry Move the cursor to the next field and accept the data entered Move the cursor up or back one field If you changed the information in the field you were in before you used this command the change is lost when you move the cursor up Tf verification is turned on you must press a ke
113. only if you are using Resource Manager for LANs The company ID c is the identification code assigned to a company If your system carries two or more companies and you do not enter a company ID the menu of the company entered by the last person who used the terminal appears The access code a is your personal password Refer to the Resource Manager User s Manual for information about assigning passwords The most general expression for getting into OSAS takes all the parameters into account For example if you are on terminal 2 you want to work with company B and the password is lerxst specify that information to enter the system osas t T2 c B a lerxst You can enter the parameters in any order and you can use any combination You must leave a space between the parameter mark t c or a and the parameter itself Menu Conventions When you start OSAS the Main menu which presents the applications you can use appears If you are using the Resource Manager for UNIX the Text menu appears If you are using the Resource Manager for Windows you can choose between the Text Menu Graphical Menu or Start Menu In Windows use the Workstation Configuration Defaults function in Resource Manager to select the style of menu you want displayed The following pages describe how you use each of these types of menus Sales Order User s Manual 1 15 Conventions Introduction Favorites Menu The Favorites menu operates in
114. ons 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 is printed 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 are divided into two categories Installation and Order Processing Installation I 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 Accoun
115. ons 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 References 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 have been selected If that does not correct the problem get help from a support technician 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 get back to the menu correct the problem and select the function again GL account is a memo account You cannot use a memo account as the sales COGS or inventory account for a line item GL account 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 t
116. or example if you want a report to include information only about vendor ACE001 enter ACE001 at both From and Thru If you want the report to include information only about vendors that start with CO enter CO at From and COZZZZ at Thru Each field where you enter information on a report function screen usually restricts the overall output of the report For example if you leave the Vendor ID From and Thru fields blank the report will contain information about all the vendors But if you enter invoice 100 in the Invoice Number From and Thru fields and invoice 100 is assigned only to vendor ACEO001 the report includes information only about vendor ACE001 Information for reports is sorted first by a space _ then by characters then by digits then by uppercase letters and finally by lowercase letters No matter what you enter in the From and Thru fields however your entries are sorted in alphabetical order unless the function provides an option to sort the information differently Sorting by alphabetical codes or IDs is easy For example the ID ACL comes before the ID BB because A comes before B Sales Order User s Manual 1 43 Reports Introduction But take notice when you enter codes or IDs that consist of something other than letters the order might not be what you expect For example if 20 items are labeled 1 through 20 and you want all of them to be in a report you might enter 1 at From and 20 at Thru expecting them
117. ost fields are labeled Sales Order User s Manual C 1 Glossary References file 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 function A menu item that leads to a full screen Most functions have a corresponding program See also program general ledger 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 in use The status of an item that has been sold but for which the invoice has not been posted installation The process of adding an application to an existing system See also conversion interface To join to another application for the purpose of having information entered in one application update information in another application s files journal A chronological record of transactions journal entries Transactions recorded in a journal menu A list of applications functions options or other menus picking slip A list of the contents of a shipment detailed contents weight and other required information post To transfer information from one place to another usually at the end of the day or at a distinct break in business program A self contained list of executable code written an
118. ount which is based on the tax class and tax location the Sales Tax Information window appears see below The total amount of the order the subtotal plus the sales tax freight and miscellaneous charges is displayed 9 13 Recurring Orders File Maintenance Sales tax information The following window appears if you changed the sales tax in the Totals Information window sas Too Sig Eat Fort ban Edit Fecuctimg Orders Bola cor ACEOOL ACE BUILPEAS Los ED Ship cay Fon Order Me 00004600 Totals informal ion Salas Tee Information BubtaEal Ta Lee ion Tas Amine Hl 7292 32 Tax Los Clans Fowighe Tee Adiurtreant Le O o m Hisee lle Bajza Taw Bales Tau 127 4 tielet Total 61110 0T Met Due 61120 07 L cgay A ini C erie Field Description Tax Location The tax location is displayed Tax Amount The tax amount is displayed Tax Adjustment Accept the displayed sales tax adjustment or enter a different amount Tax Loc The tax location for the adjustment is displayed Class Accept the displayed tax class or enter a different tax class Sales Tax The total sales tax is displayed When you approve your entries PgDn you are returned to the Totals Information screen 9 14 Sales Order User s Manual 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 Man
119. pgrade Sales Order You can upgrade it from version 3 2 4 0x 4 1x 4 5x or 5 x If you want to convert to version 6 00 from a version earlier than 3 2 contact a client support representative You must install the new version of 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 Before you convert an application s files do the following things e Back up your data e Make sure that no unposted transactions are in your current version e Make note of the version number of the application you are converting from The Data File Conversion function has no way of determining the information from within the function 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 Sales Order User s Manual 2 5 Conversion Installation and Conversion Converting to Version 6 00 Select Data File Conversion from the Company Setup menu in Resource Manager The function screen appears CNET BE r Duta File Convecaion Belet dLrSMOEy On Shieh Lo Grawe Files 1 DASS Sirp l 1 Enter di
120. ptions and Interfaces function Sales Order User s Manual 5 27 Transactions Daily Work Gaig Cat Pii El r Galine Quotes Invoice Fo DOC 061 Msanga far Trmioe Thank You for your order Print d ticicnal Demgripr icra TE Print Kit Deetaal YES Frint Jligneant TE Quipet derice Ficintec plElevies dFiile Mh wa 1 Enter the invoice or quote number A8 or accept the displayed number If you are printing an invoice or a quote you did not assign a number to the system date is used as the date 2 If you want to print a message on the invoice enter it A48 3 If you want the invoice or quote to include the additional descriptions enter Y if not enter N 4 If you want the invoice or quote to include kit detail enter Y if not enter N 5 If you do not want to print an alignment character to make sure that the forms are lined up enter N If you want to print an alignment character enter Y This step does not apply and this prompt does not appear if you are printing invoices on plain paper 6 Select the output device 5 28 Sales Order User s Manual Daily Work Transactions 7 If you elected to file the form if you elected not to print an alignment character or after the invoice or quote is printed the Reprint Invoice prompt appears If you enter NO you are returned to the Orders screen If the invoice or quote was not printed correctly enter Y The cursor goes to the invoice number fiel
121. r s Manual File Maintenance Tables 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 3 Accept the displayed description of the table or enter a different description A40 The number of columns the length of the columns and the type of characters you can enter alphanumeric A numeric N or numeric with one to four decimal places are displayed Sales Order User s Manual 9 17 Tables File Maintenance ARGLxxx Table The ARGLxxx table stores the general ledger accounts that accounts receivable cash receipts discounts inventory and finance charges are posted to in the GLJRxxx Journal file When you enter the table ID the rest of the ARGLxxx table appears E SAS TONA gating Eat Fat ban Tanie LD ARE Dessrcipcion secs Tale Husker af Cola 2 Column Length 13 Typ 4 BESCRIFTICH GL NEEHER CASA FICRTS 00005 DISCOUNTS EHVEBTOQU FIH CHF r Verificst icom Poess Pgln o proceed Field Description Description A12 Sales Order posts to four accounts cash receipts discounts inventory and finance charges Accept each displayed account or change the description of each account The cash receipts account is used only if Sales Order is not interfaced with Bank Reconciliation and if the payment method record is missing The inventory account is
122. r N The alignment character is printed again Continue this procedure until the form is aligned then enter Y to print the invoices credit memos and quotes 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 you want to print a picking slip for When you press Enter another highlighted box appears Continue entering order numbers When you are finished print the picking slips PgDn A sample picking slip is at the end of this section After the slips are printed the Transaction Reports menu appears Sales Order User s Manual 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 Transaction Reports menu The function screen appears USAS 1000 aang Lt fet jip r Shipping Labels Lah Eb 5 1 5 2 3 Lebel GET Hier DOOD H msker of Labels i GREATER HEF TORK DOMES IHC 1001 SVE GF THE AMERICAS HEU TSHR CITY MY 3001 4445 Print Lligressst 7 itp device IFPicintez piF evies Fiile Wing 1 Accept the displayed label ID or enter a different ID 2 Enter the order number for the shipping label you want to print The name and address that will be printed are displayed for verification If you do not enter an order number you must manually enter
123. r User s Manual Introduction The Sales Order System 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 Use the Shipping Label Setup function to design your shipping labels Daily work You can enter an order one of two ways copy a recurring order from the SORHxxx and SORLxxx files or enter the information through the Transactions function In either case the 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 Then 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 When you enter an order you must do either of two 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 An order goes through several stages a
124. r and you cannot find the function or table 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 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 will operate 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 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 and dashes represent blank spaces Deer 0 Se 1 ata Z a en ee 01 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 Items that make up a code are always listed alphabetically The items are li
125. r is on Delete Sales Order User s Manual 1 37 Function Commands Introduction Key Ins Insert on off Home End F9 Undo F10 Delete to end of line Inquiry Commands 1 38 Operation Switch insert mode on and off When the Insert flag appears at the bottom of the screen characters you type push characters after the cursor off to the side When insert mode is turned off characters you type write over existing ones Move the cursor directly to the beginning of the field Move the cursor directly to the end of the field Restore a field to the way it was before you changed it You can use this command only while you are in the field once you move past it you must use the Abandon F5 command to clear the field Delete the characters in the field to the right of the cursor If insert mode is turned off and you enter a character in the field s first position everything in the field is deleted When you use the Inquiry F2 command several other commands become available for you to use in the inquiry window To shorten your data search use a partial key inquiry to cut down the size of the inquiry list For example if you know that the ID starts with J enter J in the ID field before you use the Inquiry command The inquiry list will start with J and run through the end of the list Key PgUp PgDn End Operation Display the previous page of the window Display the next page of the wi
126. r 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 in 3 18 Sales Order User s Manual Setup Setup Checklist and Functions 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 sensitive 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 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 Plan a backup schedule before you begin day to day operations You can lose files because of disk dri
127. r the shipping method for example AIR or TRAIN If you use the Maintenance command the Ship to Addresses function is temporarily called up see the Accounts Receivable User s Manual If you entered a shipping address code that is on file the means by which the method is shipped is displayed Accept it or enter a different shipping method Enter the picking slip number for the order Enter Y if the recurring order is taxable or N if it is not Accept the displayed tax group or enter a different tax group for the customer If you use the Maintenance command the Tax Groups function is temporarily called up see the Resource Manager User s Manual After you enter the tax group the description appears The description of the item is displayed When you approve the header information PgDn the line item entry screen appears Recurring Orders Line ltem Entry Screen The Recurring Orders line item entry screen can appear for one of four reasons e You are creating a recurring order and have finished entering header information e You use the Append command on the command bar to add an item to the end of the list You use the Edit command on the command bar 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 You insert a line item Sales Order User s Manual 9 7 Recurring Orders File Maintenance A 0545 Tiii Becurcin
128. rder system needs a minimum of five megabytes 5M to work correctly with programs sample data Report Writer data dictionaries and Report Writer reports and instructions Having another megabyte available is a good idea if you want to keep summary and detail history for transactions The system runs best when at least 520 kilobytes of main memory is free for use You might want to make adjustments to your system before you install Sales Order Installing Sales Order 1 If you plan to use General Ledger Inventory and or Job Cost with Sales Order install and set up the current version of those applications in that order 2 Install Accounts Receivable If you are installing Accounts Receivable and Sales Order at the same time install Accounts Receivable first and enter Y at the Install Another Application prompt 3 Install the current version of Sales Order See the Resource Manager User s Manual for more information about the Install Applications function Sales Order User s Manual 2 3 Conversion You can put this version of Sales Order on the system in one of two ways you can install a new system or you can convert an older version of Sales Order to the current version keeping your old files intact Installation is explained in chapter section Conversion is explained in this chapter Use the Data File Conversion function on the Company Setup menu in Resource Manager see the Resource Manager User s Manual to u
129. rict or widen the search 1 39 Function Commands Introduction Key Shift F5 Detail Lookup Shift F6 Lot Item Lookup Shift F7 Serial Number Item Lookup Shift F8 Item Description Lookup Report Commands 1 40 Operation Search for detailed information about an item You can enter search information in any of the fields that appear using any of the following wildcard characters to restrict or widen the search lt gt Search for an item based on lot number When you enter the lot number you can use the and wildcard characters to restrict or widen the search Search for an item based on serial number When you enter the serial number you can use the and wildcard characters to restrict or widen the search Search for an item based on item description When you enter the description you can use the and wildcard characters to restrict or widen the search You can use the following commands when a report is displayed on the screen Key PgUp PgDn Home End F7 Exit Left Arrow Right Arrow Tab Toggle Operation Move to the previous page of the report Move to the next page of the report Move directly to the top of a group of pages Move directly to the bottom of a group of pages Exit to the menu from any point in the report Move left one character Move right one character Toggle between the left and right halv
130. rkstation date and allows you to change it Exits from OSAS Allows certain functions to be set up Works only in certain applications The application s user s manual will describe the function if necessary Allows you to add to and delete from your Favorites menu Text Menu Introduction 1 20 Key Shift F5 Change menu style Shift F2 Application Info PgUp Start over Tab Jump Enter Up Arrow Down Arrow Ctrl G Bell on off Operation Switch between text and graphical menu styles without going into Defaults Displays information about the applications you have installed Move back one menu level Move back to the Main menu Select a menu or function from a menu Move the cursor up or down through the menu selections If the bell is turned on it sounds at an error or when you must verify a command To turn off the bell use this command or the Defaults function in chapter 3 To turn the bell back on use this command again Sales Order User s Manual Graphical Style Menus There are two types of graphical style menus to choose from The standard Graphical menu features application buttons that resemble many Windows functions The Start Main menu is named because of its functional resemblance to the Start menu in Windows 95 and Windows NT Featuring graphical displays access buttons for your installed applications and allowing access to OSAS functions via both
131. rring Orders Log is at the end of this section After the entries are copied and the log is produced the Daily Work menu appears 5 32 Sales Order User s Manual Daily Work Copy Recurring Orders Copy Recurring Orders Log 06 14 1999 Builders Supply 10 07 AM Copy Recurring Orders Log Cutoff Date 06 14 1999 All Run Codes Batch ID 000001 From To Customer Ord No Ord No Entry Description ID 00004600 00000007 001 ELECTRICAL PACKAGE 00004600 00000007 002 HEATING COOLING PACKAGE 00004600 00000007 003 EXTERIOR PANELS 00004600 00000007 004 INTERIOR MATERIALS 00004600 00000007 999 Subtotal Tax Freight Misc 00004601 00000008 001 INTERIOR MATERIALS 00004601 00000008 002 INTERIOR DOOR 00004601 00000008 003 ENTRY DOOR 00004601 00000008 004 SLIDE BY WINDOW 24 x 40 00004601 00000008 005 MILLWORK PACKAGE 00004601 00000008 006 STANDARD WINDOW 24 X 40 00004601 00000008 999 Subtotal Tax Freight Misc 00004603 00000009 001 ELECTRICAL PACKAGE 00004603 00000009 002 PLUMBING PACKAGE 00004603 00000009 003 HEATING COOLING PACKAGE 00004603 00000009 004 EXTERIOR PANELS 00004603 00000009 999 Subtotal Tax Freight Misc 00004620 00000010 001 ELECTRICAL PACKAGE 00004620 00000010 002 ENTRY DOOR 00004620 00000010 003 SLIDE BY WINDOW 24 x 40 00004620 00000010 999 Subtotal Tax Freight Misc 00004700 00000011 001 00004700 00000011 999 Subtotal Tax Freight Misc From To Customer Ord No Ord No Ent
132. rs File Maintenance 9 10 Field Description Price Cost Enter the item s unit price If Sales Order is interfaced with Inventory the unit cost is displayed 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 is displayed and the order s total cost the quantity ordered times the unit cost is displayed After you save the line item entry information PgDn enter another line item or 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 Sales Order User s Manual File Maintenance Recurring Orders Recurring Orders Screen When you exit from the line item entry screen the Recurring Orders screen appears zeugt Et Fret Hop Edic Fecmerieg order Sola cos ACEO ACE BUILDER Loe Ib hip eo EH L Orar No 00001400 Cry Order Mit Price Isacripcion E 100 100 0000 PRG 140 2550 30025 25 Eleorrimal Paoksye 230 10 000 CE 1410 0135 3410 14 Eucerior Parele 300 5 0000 EL 13 5770 LISTE Tecerior Boor 400 5 0000 PES ni PERLE 41451 08 lecacior Bataciole Er Bee og Bih fei Entry ji of ois
133. ry Description ID SERVICE 00000018 999 Subtotal Tax Freight Misc SUNO01 SERVICE 00000019 001 Service charge for use of 800 line TEN001 SERVICE 00000019 999 Subtotal Tax Freight Misc TENOO1 27 lines copied Grand total 158212 00 End of Report Sales Order User s Manual 5 33 Change Batches Use the Change Batches function to change batch numbers for orders cash receipts and additioanl descriptions Change Batches Screen Select Change Batches from the Daily Work menu The function screen appears SAS De Gain La Poe bjp Change Betches Chars l Ceder Ho Sartan iD did Barea fh 000041 Baw Datch ID CODE m YECILLOBE Presa lt Pgin gt co proceed bo Change Zatch 18 1 Select the kind of information you want to change order number or batch ID 2 Enter the batch ID you are working with A6 3 If you elected to work with an order number enter the number A4 4 Enter the new batch ID A6 If you did not specify an order number you are replacing the old batch ID with this one When you use the Proceed PgDn command the Daily Work menu appears Sales Order User s Manual 5 35 Transaction Reports Picking Slips Shipping Labels Packing List Print Invoices Open Order Report Sales Journal Backorder Allocation Report Post Transactions Sales Order User s Manual 6 3 6 7 6 11 6 15 6 21 6 25 6 29 6 33 6 1 Picking Slips A picking slip lists the it
134. s Statuses The system tracks orders in terms of the following statuses which indicate where in the work cycle an order is e New status means that you entered the order but did not print a picking slip e Picked status means that you entered the order and printed a picking slip e Anew or picked order is given verified status when you use 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 the amount ordered is transferred to the amount shipped and a backorder is created 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 An order is given returned status when you enter a miscellaneous credit Sales Order User s Manual Daily Work Transactions e A verified order is given backordered status when you backorder some of the line items and post 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 d
135. s section To go to a particular line item press G Then enter the batch and order number This command appears only if there is more than one screen of line items Order line detail When you select the Order line detail command on the Order Inquiry screen the following screen appears PE SAS TO Saige Ct Ce hip cc Jrasc Inmquicy Bola t i GREUUL CETATER FEN TORE DORES LH Los 15 Barch LP DL Ship tay a Crder Mo 00000009 Verified toate Jat LP Gly CEdecos THis Unit Frise EXC Price fsanripr on Gey Tipped a 100 4 Eieocrisal Feokage 4 150 E Pili ir Picka HO Irterior Boor A gi E d od ia Freigh 4Hise 00 FPreperent DO ce inquicy View Item Detail Totala a E_ l jl gt AAA WC Use the commands on the command bar to find the information you need Enter Order inquiry View Item Detail Totals To return to the Order Inquiry screen press Enter Sales Order User s Manual 4 5 Orders Information Inquiry To view an expanded summary of a particular line item move the prompt gt to that line item and press V Additional information about the line item appears on the Item Detail Information screen To return to the order line detail screen press any key To view totals for an order press T See Totals below Totals When you press T on the Order Inquiry screen or the line detail screen the following screen appears F MSA
136. ser s Manual 3 3 4 1 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 function screen appears EAS DAA cr Gaia a Dur kjip Order Imgeiey QUE SE HE Es th Of Late Tania ALL Invoice Wo Cunt omer Tov pera Los TD ENDO Customer F Po Deita Ee ene CE EES ms for Crd lodos Wo Cost Tb Loo Ib ord Dare Stratus rder Toral Batch ID Customer PO FO Deta Irr Cmte i TOO 2486810 SREMNOL Mmoni 13 24 3559 TRR ET 24889104 CASACA MOODI 1272171999 24931 98 0000007 24859102 CASERA HMOOO1 1272171059 4657 92 tos eee AB 106 CASSES Mm bi 12 21 1959 1710 75 Cocos 0000 249009107 ACEDOL Mmool 12 21 1999 271 04 eh DCCOOOLO 2406100 Lo2001 Mmobl 1221 1559 40214 03 000007 Raw sonch Sort Hosdec Order Liza Detail Totals 05 a ff WE Field Description Our Ord No Enter the sales order number of the item you want to view You can use the or wildcards Invoice No Enter the invoice number for the order you want to view You can use the or wildcards Customer PO Enter the customer purchase number You can use the or wildcards Sales Order User s Manual 4 3 Orders Information Inquiry Field Description Batch ID Enter the batch number for the order or press Enter to skip this field Customer Enter the ID of the customer you want to work with or
137. 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 Periodic work After your files become too large you will want to clear some data from them Use the Purge Selected Files function to purge the SORHxxx and SORLxxx files of recurring orders with a cutoff date before the date you specify and to remove orders with quote status from the SOTDxxx and SOTHxxx files Sales Order User s Manual 1 11 The Sales Order System Introduction Application Interaction Sales Order needs Accounts Receivable to work properly The two applications can stand alone but you get optimal use from them when you interface them with other applications Accounts Receivable Bank Reconciliation General Ledger Bill of Materials Kitting Interfacing applications means that the information you enter in one application can be transferred to and used in other applications So it reduces data entry time and the number of errors that might creep in along the way 1 12 Sales Order User s Manual Conventions Your manual will help you to install OSAS on any standard machine within many popular operating systems and help you with your accounting software questions In the manual we use the term Conventions or standards to help describe complicated processes new terms and to help
138. shown below BOTE Tesla ID DEl Marcciptioo Quick Entry Tabla Handar 1 K zsber cf Cola 2 Colon Langeh il Trp i FIELS ET Lar ED Salad Ta T Salas Rep i E hap i For i baisa Pep E Rep 2 Pret E Cust Las E Tarma Code T Me LEITER Frege Piro to poccmed i Field Description Field A12 The fields that appear on the header screen when you add or change transactions are displayed Accept the displayed fields 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 forth Sales Order User s Manual 9 27 Tables File Maintenance Field Description Data If you want the cursor to stop at a field only when you press Enter enter E If you want the cursor to stop at a field when you press Tab or Enter enter T If you do not want the cursor to stop at a field leave the field blank 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 if the Quick Entry Ctrl F feature is activated The QCxxxx table stores the quick entry stops used by the Change Order option in the Transactions function The QNxxxx table stores the qu
139. statement You can change the message on that function screen or in the DUNxxx table When you enter a table ID the rest of the DUNxxx table appears Sera m e QU gt Lane LL DUN LESC iso Lon Panny Besse Tale Husker al Cole i Colum Lengrk i Typ 4 Eo EEI E Ales pay prompt iy Tour eccount 23 part dum JELLY past due Pleat Femit Sel AJT LON A seine r Veriftoer ice Poems Pgln o proceed Field Description Messages A36 Enter the message 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 The system assigns 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 forth 9 22 Sales Order User s Manual File Maintenance Tables FINCHxxx Table The FINCHxxx table stores the information the system needs to calculate and assess finance charges on overdue balances the percentage charge the minimum charge and the number of days that must pass before a finance charge is assessed When you enter the table ID the rest of the FINCHxxx table appears C SAS 10d tira Es Port tjap _ SOTE Tanie Ib FIA lescciagcion Fina charge Table Hier af Cola 1 Colum Length 13 Ty H PERCENT AIM CHRG DATS 1 50 ot 10 00 oo Do Do His dis DO a Euch ti Ars Do Do if fo 00 quel oi 00 saa IK Do
140. sted in this order for each position blank spaces characters and so forth numbers 0 9 uppercase letters A Z lowercase letters a z Alphabetical 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
141. sts online press P Then see Online packing lists later in this section To finish with the transaction on the screen and move to a blank header screen press N Then see Orders Header Screen earlier in this section 5 22 Sales Order User s Manual Daily Work Transactions Totals information When you press T to work with the transaction totals press N to enter another transaction or exit from the Transactions function the Totals Information screen appears Sa OU A ders Bold Co EOL LCE BUILRERS Los El Batch IP 000000 Ship o1 eon Order Mo OOo 1 Warr ifimd Totals informal Log Subtotal 422 81 Fright ea Tan Clamp Aiscalleracus Che u Tax Claus Sales Tar Inroice Total 422 63 Paeyrmane 1 I Aechod Point J J Art tet Met Uus 422 81 r Veriftoetice Pome lt Fglin gt o proeceed Field Description Subtotal The subtotal for the order is displayed Freight Enter the shipping charges to add to the order Tax Class N2 Enter the tax class for the freight charge You can enter a value in this field only if you elected to tax freight in the Tax Locations function see the Resource Manager User s Manual Miscellaneous Chgs Enter the miscellaneous charges for example handling Sales Order User s Manual 5 23 Transactions Daily Work Field Description Tax Class N2 Enter the tax class for the miscellaneous charges You can enter a value in this field onl
142. ter N and proceed with the rest of the fields Enter Y for each type of information you want to print on the labels Enter N for each type of information you do not want to print on the labels 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 If you want to print a test pattern enter Y in the Test Pattern field and select an output device if not use the Proceed PgDn command to save your entries and exit to the File Maintenance menu 9 34 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 you are using Self explanatory messages are not listed If you cannot find a system message in this appendix try 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 enter Y To create only the missing files if any enter N To cancel the operation exit from the function filename does not exist Cannot convert it One of the files listed in xxDATA is not in your old data directory See Destination fil
143. ter the percentage of the sale that you want to base the sales rep s commission on or press Enter to base the commission on 100 percent of the sale If you are returning goods enter the commission percentage the sales rep received on the original order 5 7 Transactions Daily Work Field Sales Rep 2 Percent A3 Cust Level A6 Terms Code A6 Order No A25 Order Date Inv No A8 Inv Date Ship to N6 5 8 Description Enter the ID of the second sales rep receiving a commission on the sale or press Enter to skip this field Then enter the percentage of the sale that you want to base the sales rep s commission on The sum of the commission percentages cannot exceed 100 If you assigned a customer level in the customer record it is displayed Accept it or enter a different customer level The Inquiry and Maintenance commands are available if Sales Order is interfaced with Inventory Accept the displayed terms code or enter a different code If you use the Maintenance command the Terms Codes function is temporarily called up After you enter the code the description and percent for the payment terms of the order appear To identify the transaction enter the customer s purchase order number or press Enter to skip this field If you entered an order number enter the date the customer placed the order If you assigned an invoice number to the transaction enter the number If yo
144. terfaces 3 7 recurring orders 3 15 tables 3 13 Shift F2 function key 1 36 Shift F5 inventory search command 1 40 Shift F6 inventory search command 1 40 Shift F7 inventory search command 1 40 Shift F8 inventory search command 1 40 shipped status 5 5 Shipping Label Setup function 9 33 IX 8 Shipping Labels file 1 8 function 6 7 sample 6 9 shipping orders B 1 SODExxx file 1 7 SOKHxxx file 1 8 SOKTxxx file 1 8 SOLBxxx file 1 8 SOLSxxx file 1 7 SOPLxxx file 1 7 SORDxxx file 1 7 SORHxxx file description 1 7 setting up 3 15 SORLxxx file description 1 7 setting up 3 15 sorting alphabetical 3 4 codes and IDs 3 3 SOSLxxx file 1 7 SOTDxxx file 1 7 SOTHxxx file 1 7 Start Over function key 1 20 1 36 statements applying credit to current bucket 3 12 applying credit to oldest items 3 12 printing on forms 3 12 on plain paper 3 12 statuses 5 4 available 5 6 backordered 5 5 in use 5 6 invoiced 5 4 new 1 9 5 4 picked 1 10 5 4 quote 5 5 returned 5 4 shipped 5 5 verified 1 10 5 4 summary method initial balances 3 16 summary sales history 3 10 system requirements 2 3 Sales Order User s Manual References Index T entering 5 15 5 21 Tab invoices online 5 30 function key 1 36 recurring orders 9 12 report command 1 40 Transaction Reports menu structure 1 6 Tables Transaction Type menu all companies 3 13 Recurring Orders 9 3 ARGLxx
145. the mouse and function keys both graphical style menus allow you a greater selection of interaction with OSAS and your data Both graphical style menus are available in a Windows environment only Much like the Text menu when you select an application in either graphical menu the application s menu presenting several related functions is displayed beside the Main menu Selecting a function leads you to a function screen or to another menu If you are using the Graphical menu click the appropriate button with the mouse to select an application from the Graphical menu To select a function from an application menu click the function s button with the mouse the same way as you do for an application If you choose the Start menu you can select applications from the Main menu in these ways Use the arrow keys and press Enter Click the selection Hold the mouse over the selection From any application menu you can select a button from the previous menu to move directly to that menu If you are several menu levels away from the Main menu you can return to the Main menu by clicking items on previous menus Sales Order User s Manual 1 21 Graphical Style Menus Introduction 1 22 Graphical Main Menu Pa Jet Pros Ce Han Bs neyo FEES Care E Live Dita SYSTEMS INC You can exit from a Graphical menu in these ways e select a button from a previous menu e press the Tab key to go to the Main menu e click
146. tion 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 mark the information in the SOTDxxx and SOTHxxx files as an actual order 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 posting After you have entered the transactions for the day produce picking slips for new and changed orders packing lists for verified invoiced or new orders invoices for shipped and verified orders and credit memos where necessary You can produce any of these forms online for a customer if you elected to print picking slips packing lists and invoices online in the Resource Manager Options and Interfaces function Similarly you can print picking slips packing lists and
147. tion keys Key Fl Key Help F2 Favorites Menu F4 Access Code F5 Live Sample swap Operation Displays the list of Icons and Functions keys available to you Displays the Favorites menu Displays the Access Code dialog box Switches between live and sample data Sales Order User s Manual Graphical Style Menus Key Operation F6 Displays the current workstation date and allows you to Workstation Date change it F7 Exits from OSAS Exit F9 Allows certain functions to be set up Works only in certain Application Setup applications This application does not use an application setup function F10 Allows you to add to and delete from your Favorites menu Change to Favorites Right click Shift F5 Change menu style Shift F2 Application Info Window Title Bar Menus works only with Start style menu Displays the a functions display box Switch between text and graphical menu styles without going into Defaults Displays information about the applications you have installed When working using the graphical menus you can use the pull down menus and tool buttons graphical icons to access functions without using the function keys While the function keys still work in the graphical menus the menu bar and icons offers you a choice in how you access certain functions Using the mouse move the cursor to the menu and click once or click on an icon for the function desir
148. tions and interfaces you want to change or exit to the Resource Manager Company Setup menu 1 Toggle to YES or NO to indicate whether or not you want to interface Sales Order with General Ledger Inventory Job Cost Bank Reconciliation and Bill of Materials Kitting Sales Order User s Manual 3 9 Setup Checklist and Functions Setup 3 10 The interface options work independently of each other You can respond to them with any combination of Ys and Ns Toggle to YES or NO to indicate whether or not 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 one operator can post transactions in one batch while another operator can add or edit transactions in another batch Toggle to YES or NO to indicate whether or not you want the system to generate batch numbers Toggle to YES or NO to indicate whether or not you want the system to generate order numbers If you select YES you cannot override the order numbers the system assigns Toggle to YES or NO to indicate whether or not you want to enter 1 to 10 lines of additional text for each line item on invoices miscellaneous credits and recurring entries Toggle to YES or NO to indicate whether or not you want to use additional descriptions stored in Inventory If Sales Order is not interfaced with Inven
149. tory or if you do not use additional descriptions this option is set to NO and you cannot change it Toggle to YES or NO to indicate whether or not 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 to YES or NO to indicate whether or not 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 to YES or NO to indicate whether or not you want to keep summary sales history If you select NO you cannot print summary history reports Sales Order User s Manual Setup Setup Checklist and Functions 20 21 22 Toggle to YES or NO to indicate whether or not you want to keep detail kit history Toggle to YES or NO to indicate whether or not you want to be able to change a customer s price level when you enter orders Toggle to YES or NO to indicate whether or not you want to be able to enter an expired credit card as payment for a transaction Toggle to YES or NO to indicate whether or not you want quantities and quantity breaks to be displayed when you enter line items Toggle to YES or NO to indicate whether or not you want the unit cost of inventory items to be displayed when you enter line items Toggle to YES or NO to indicate whether you want to be able to print picking slips online If you select NO you can print pic
150. 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 Menu Select Recurring Orders from the File Maintenance menu A menu appears Ser Becurcing dec herr Laboral LE Bez Order Fe Date 07201 1598 Status Haw r Transstion Tepe L FSSUEE if GEders Biic Rherarring Crdsre Salar Esp 1 Faccent 100 0 Ship Method Sales Pep 2 Pet cent Ship Via Cost Level Fick Slits Mo Term Code Terms Desc Type Tech o pags er Days Ora Ko Tazas lad Ko fed Tata Tax Creep Bun Code Curor Dars besoriprion ee _ _ gt q gt WE City Sales Order User s Manual 9 3 Recurring Orders File Maintenance The Recurring Orders Transaction Type menu offers two choices Recurring Orders and Edit Recurring Orders The only difference between the two functions is the fact that when you create a recurring order you create data when you edit a recurring order you work with existing data To create a recurring order select 1 To edit a recurring order select 2 Recurring Orders Header Screen After you make your selection from the Recurring Orders menu the header screen
151. ts Receivable Sales Order Order Processing I usually ship orders the day I enter them Do I 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 References 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 I used the Miscellaneous Credits option to credit a customer s account for returned goods I entered negative amounts so that the system would subtract the amounts from the customer s account Now the customer 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 I ent
152. u 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 Enter the shipping address code If you use the Maintenance command the Ship to Addresses function is temporarily called up After you enter the code the address appears if the code is in the ARSAxxx Ship to Address file accept it or enter a different address Sales Order User s Manual Daily Work Transactions Field Ship Method A6 Ship Via A20 Pick Slip No N6 Requested Ship Date Actual Ship Date GL Period Taxable Sales Order User s Manual Description You can skip the Ship to field and still enter shipping information in the fields immediately following it You can enter four lines of address information A30 each a city A15 a state A2 a zip code A12 and a country code A2 You might want to enter information in these fields if the ship to code is not on file and you do not want it on file but you still want to enter shipping information for the transaction Enter the code for the shipping method If you entered a shipping code the means of shipment is displayed Accept it or enter a different means If the shipping code you entered is not on file enter the means of shipment If you assigned a picking slip number t
153. unts Receivable system You must set them up again in Sales Order because the two applications do not share this information Information in Sales Order tables is stored in the SOTBxxx file Information in Accounts Receivable tables is stored in the ARTBxxx 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 the 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 in the Options and Interfaces function 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 ARGLAO1 for company A01 ARGLBO1 for company BO1 and so forth if those companies post sales order transactions to different general ledger accounts Sales Order User s Manual 3 13 Setup Checklist and Functions Setup 3 14 These tables are identified by a four or five character prefix and a three character suffix The prefix is the table name ARGL for general ledger accounts for example The suffix is a company ID or a systemwide table If you delete a company specific table that company uses the generic table For example if you delete table ARGLAO1 company AO1 uses the ARGL table The DFxxxx table Defaults
154. used for noninventory items and when Sales Order is not interfaced with Inventory 9 18 Sales Order User s Manual File Maintenance Tables Field GL Number A12 Sales Order User s Manual Description For each account description accept the displayed general ledger account number or enter a different account number Do not delete lines or rearrange field names The system looks for the defaults by their position in the table it treats the account number on the first line as the cash receipts account number the account number on the second line as the discounts account number and so forth 9 19 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 E MSAN oe SS _ JTE Tatie LO ARFSA Descripcion LA Perioda Taie Husker of Cola 3 Colu Lerngrk 412 Typ W PERIOD TISCAL TEAR PERIODS TR a 1999 00 3 00 ac DO 00 AL Do bb Tal Mu Gt ao Do 00 oo 00 dad ja GR ot 20 oa 00 55 DS 00 on fen 00 ac 00 au 00 09 Dg La qu 00 00 Do 00 r Meritiostiom Poems Pgln o procand Field Description Period 1 00 13 00 Enter the number of the current period The period is incremented when you do periodic maintenance Fiscal Year Enter the current fiscal year T
155. ve 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 e Copy Recurring Orders e Post Transactions e Purge Selected Files e Purge Customer Comments Sales Order User s Manual 3 19 Setup Checklist and Functions Setup Backing up programs Once a month or so back up your programs Even though these files do not change diskettes can be damaged or deteriorate so it pays to have a fresh copy in storage in case you need it Diskettes Keep more than one set of backups in case one set is bad or damaged Rotate the sets of backup diskettes keeping one set off site Use Resource Manager Use the Backup function on the Resource Manager Data File Maintenance menu to back up files 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 been changed 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 3 20 Sales Order User s Manual Information Inquiry Orders Sales Order U
156. voices 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 a complete sales history Sales Order User s Manual 3 17 Setup Checklist and Functions Setup 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 2 Use the Build Open Invoice File function see the Accounts Receivable User s Manual to build one invoice for each unpaid finance charge current amount due and balance in an aging period 3 Enter the invoices and open orders Use 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 fo
157. x 3 13 9 18 Transactions ARPDxxx 3 13 9 20 adding line items 5 15 5 21 assigning to a terminal 3 14 batching 3 10 company specific 3 13 editing copying 9 16 line items 5 14 Defaults 3 14 orders 5 21 deleting or rearranging information 3 13 totals 5 15 5 21 DFxxxx 3 14 9 21 entering totals 5 15 5 21 DUNxxx 3 13 9 22 function 5 3 FINCHxxx 3 13 9 23 kit line items 5 16 for any situation 3 14 miscellaneous credits 5 20 FORMxxx 3 13 9 25 Online Invoice Totals screen 5 30 function 9 15 online invoices 5 27 individual companies 3 13 online packing lists 5 29 LABEL 9 26 Online Packing Lists screen 5 29 OPTxxx 9 16 online picking slips 5 26 prefix and suffix information 3 14 online quotes 5 27 printing 9 30 order statuses 5 4 QCxxxx 9 28 payment methods 5 25 QH1xxxx 9 27 printing QH2xxxx 9 27 invoices online 5 15 QNxxxx 9 28 packing lists online 5 15 QRxxxx 9 28 picking slips online 5 15 QSxxxx 9 28 quotes online 5 15 Quick Entry 3 14 9 28 returning goods 5 20 QVxxxx 9 28 serialized items 5 17 setting up 3 13 9 29 serialized numbers 5 19 system selection 3 15 totals information 5 23 use of 9 15 viewing line items 5 21 Tables List function 8 7 U sample 8 9 unit cost terminal displaying for line items 3 11 assigning table to 3 14 Up Arrow parameter 1 15 function key 1 36 toggle inquiry command 1 39 between halves of reports 1 40 report command 1 41 totals scroll region command
158. xt is saved and you are returned to the line item entry screen 5 11 Transactions Field Sls Cat Tax Class Price ID GL Code Sales Acct COGS Acct Inv Acct A12 each Ordered 5 12 Daily Work Description The sales category refers to an inventory item Enter a sales category or press Enter to skip this field The Inquiry and Maintenance commands are available if Sales Order is interfaced with Inventory If the order is for one customer the sales tax code you assigned in the customer record is displayed If the order is for a group of customers this field is blank Accept the displayed value or enter a different value The Inquiry and Maintenance commands are available if Sales Order is interfaced with Inventory Enter the price ID for the item The Inquiry command is available if Sales Order is interfaced 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 If you entered a GL code in the DFxxxx table the code is displayed The Inquiry and Maintenance commands are available if Sales Order is interfaced with Inventory If you entered a GL code the sales and COGS accounts are displayed The inventory account is displayed from the ARGLxxx table Accept each displayed account number The Inquiry command is available if Sales Order is interfaced with Ge
159. xx file before it is cleared by posting Before Posting Before you post do the following things e Ifyou have a multiuser system make sure that no one else is using the Sales Order system You cannot post transactions if someone else is using a Sales Order file or processing the batches you are posting e Back up all the 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 6 34 Sales Order User s Manual Transaction Reports Post Transactions Post Transactions Screen Select Post Transactions from the Transaction Reports menu The function screen appears ET Faig La Emi El r Fort Tranrectionr Maya You Packed Op Your bara Files YES Batches To Post 20000 Post Tal curras Fiscal Tear 1551 i 2 Last Fiscal Teer Cla 1 ige 111 Custoamca Ki Inposted cdeca Arri 1 Lema in T Backorders rent Bacch jas Arwe Eo Mer Bo ch z i Cutipa device Ifjeintsez piRjevries File Ming 1 If you have backed up your data files enter Y if not enter N If you enter N you are prompted to exit 2 Enter the batch numbers you want to post A6 You can post 50 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 you want to post t
160. y Sales Order tables have the same name as Accounts Receivable tables but to use them in Sales Order you must build them again The following tables are related to Sales Order ARGLxxx ARPDxxx DFxxxx DUNxxx FINCHxxx FORMxxx LABEL e QCxxxx QH1xxxx QH2xxxx QNxxxx QRxxxx e QSxxxx 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 Sales Order User s Manual 9 15 Tables File Maintenance The OPTxxx Options tables store options and interfaces settings Maintain the information stored in this table through Resource Manager functions not through the table itself Tables Screen Select Tables from the File Maintenance menu A blank tables screen appears Ste Ser Dat Fev bjp Tan LE to DEST IE Lon Husker af Cola j Colum Length Typ ia A rt Ey A VEriLf 1 To add or change a table enter the table ID A8 To set up a company specific table enter the table ID plus the one to three character company ID To set up a terminal specific table enter the table ID plus the four character terminal ID To delete the table use the Delete F3 command 2 If you entered a new table ID the Copy From field appears A8 To copy a company or terminal specific table enter the table ID plus the company ID and terminal ID 9 16 Sales Order Use
161. y if you elected to tax miscellaneous charges in the Tax Locations function see the Resource Manager User s Manual Sales Tax The sales tax is displayed If you change the sales tax a window appears SAS TOND Ccdecz Bold fo EOL AE BUTLER Los ED Batch IP 00000 Ship cay Mood Order Mo OODD i Verified TOCAIS normar ion Subtotal Salas Ter Information Thi Locat 10H Tat Aprin Fr ighr HE O0 Tas Lou Clans Mircallaracu Ter Adi urtreant Esa mn oo Sales Tar Bales Tau 231 44 Triodos Torta Paymane 1 PL Aschod Point d a DO Mitia Het Due 422 81 apa A ato o o _ rit Field Description Tax Location The tax location is displayed Tax Adjustment The sales tax adjustment is displayed Tax Amount The tax amount is displayed Tax Loc Accept the displayed tax location or enter a different tax location 5 24 Sales Order User s Manual Daily Work Transactions Field Class Sales Tax Description Accept the displayed tax class or enter a different tax class The total sales tax is displayed When you approve your entries PgDn the cursor returns to the Totals Information screen Invoice Total Payment 1 Method Payment 2 Method Net Due Sales Order User s Manual The total amount of the invoice the subtotal plus the freight charges sales tax miscellaneous charges and tax adjustment is displayed Enter the amount o
162. y twice to verify that you want to perform that operation Tf the bell is turned on it sounds at an error or when you must verify a command To turn off the bell use this command or the Defaults function in chapter 3 To turn the bell back on use this command again Tf this option is turned off the cursor stops at every field possible To make the cursor skip the fields that do not require an entry use this command to turn the option on Sales Order User s Manual Introduction Function Commands Key Operation Ctrl O Tf this option is turned on the applicable function keys are Show hide function displayed on the screen If this option is turned off no keys are keys displayed Help Commands When you use the Help F1 command three commands become available for you to use on help screens Key Operation F3 Delete the help screen contents Delete To recover a deleted help screen copy the xxHELP file from the distribution media to the PROGxx subdirectory xx is the application ID The copying process overwrites changes you made to other help screens F6 Edit a help screen Maintenance F7 Exit from the help screen and close the window Exit In Field Editing Commands When the cursor is in a field that contains information you can use the following keys and commands Key Operation Right Arrow Move the cursor to the right Left Arrow Move the cursor to the left Del Delete the character the curso
163. you want to print component information press C If you want to print both kit and component information press B 4 Ifyou do not want to print an alignment character to make sure that the forms are lined up enter N If you want to print an alignment character enter Y This step does not apply and this prompt does not appear if you are printing picking slips on plain paper 5 Select the output device 6 If you elected to file the form or if you did not elect to print an alignment character the Reprint Picking Slip prompt appears If the picking slip was printed correctly enter N A blank header screen appears Enter a new transaction or exit to the Daily Work menu If the picking slip was not printed correctly enter Y The cursor goes to the Slip No field where the picking slip number is displayed Reprint the picking slip following the above procedures To reprint a picking slip that you printed online you must use the Online command on the Orders screen Specify the first invoice as the last good slip number You cannot reprint picking slips that you printed through the Picking Slips function Online invoices or quotes The Online Invoicing or Online Quotes screen appears if you are working with a shipped order or a price quote press O on the Orders screen and enter Y at the prompt that asks whether you want to print the invoice or quote online if you elected to print invoices or quotes online in the Resource Manager O

OPEN SYSTEMS® Accounting Software Sales Order User`s Manual

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OPEN SYSTEMS® Accounting Software Sales Order User`s Manual