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Order Entry User Manual

1. Tf blank commissions will not be calculated S The selling price P The product commission amount G The gross margin that is the difference between the selling price and the cost The following table outlines the fields that each commission method is based upon S Amount Unit Price x Quantity x Price Disc Pct P Commission Amount in the Inventory Control Products file G Amount Quantity x Cost The entered data is validated Press RETURN to display system supplied information and then press RETURN again to save the contents of this screen Select the Previous Image option to go back to the current Sales Orders screen Select the Next Record option to go to the next Line Items screen Select the END option to go to the next Sales Order screen At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Sales Orders Line Items file Order Entry User Manual 25 2 Transaction Processing Option 2 Shipping Confirmation You can use this program to enter shipping confirmation information into the Sales Orders records However you can avoid this step by entering a ship date during Sales Orders entry Before printing invoices for customers orders you have the option of confirming and updating data in the following fields e Instruction e Freight e Other e Back Order e Ship Date Only those order records that contain a Ship Date are selected for invoice printing Credit
2. The Invoices Post also accommodates fluctuations in unit cost and unit price If you left these fields blank during Sales Orders entry the system will default the current cost and price of the product from the Inventory Control Products By Warehouse record when you run this posting procedure See the Special Considerations section of the User s Manual Initial Setup for more details about the inven tory costing audit trail Option 11 Print Journal and Post If you choose this option the system prints the invoices journal and then immediately posts the in voices 40 Order Entry User Manual Chapter 3 Monthly Processing 3 Monthly Processin Monthly Processing The Monthly Processing menu has month and year end closing functions that complete the order entry cycle Here is the Monthly Processing menu Figure 8 The Monthly Processing Screen The rest of this chapter provides explanations and samples of the Monthly Processing functions Option 1 Monthly Status Use this selection to verify the current status of the Order Entry application Monthly Status provides an on screen display that shows the current calendar period and year 42 Order Entry User Manual Monthly Processing 3 A sample inquiry is shown below FESS RR R KERR RR R KERR REK KR Monthly Status ROSAS ER III Ie Calendar Month Year 08 89 Option 2 Close Month During the Close Month Procedure all Order Entry files are prepared for
3. Total Ordered gt Total On Hand gt Order Entry User Manual 67 Option 6 Open Orders Detail List This report shows all open orders including detail of all order and line item fields Open Orders Detail List 04 10 91 11 36 am Order Revision Ship To Invoice Terms Tax Code Tax District Transaction Type Ship Via Special Instruction Customer Expert Distributing Inc Open Orders Detail List Salesperson Commission Pct Basis Commission Pct Basis Back Order Printed Back Order Bill of Lading Comm Subtotal Invoices Jrnl Printed Salesperson Warehouse Freight Terms Receivable Account Other Account 5 Reports and Inquiry Here is a sample KAY Page Apply To Freight FOB Deposit Purchase Order Other Amt Sales Tax Tax Adjust Discount Subtotal Disc Pct Disc Pct Ord Date Date Rad Inv Date Shp Date Due Date Rev Date BO Date Hold Code 00000040 Burlington Enterprises 100001 01 1003 003 Net 30 002 State Tax 001 Washington State Tax Urban 1 Sales Order 30 Fast Freight Ltd 030 Damage Msg Product Warehouse Freight Class Account Special Instruction Product 10 Drop Shipments 99 Drop Ship Warehouse 010 Fragile 3010001001WH Sales Wholesale 010 Prod Sub 20 4 12 Gold Plated Black Round 10 Main Facility 020 Perishable 3010001001WH Sales Wholesale 30 56 10 Red Cylinder 20 South End Facility 030 Combustible 3010001001WH Sales Wholesal
4. 100004 08 12 89 Spec Manufacture Replace Part Order Entry User Manual 63 5 Reports and Inquiry Option 2 Shipping Shortages By Product Report This report lists by product all orders that contain shipping shortages For each product sales orders in which the quantity shipped is less than the quantity ordered are shown Here is a sample Shipping Shortages By Product Report Expert Distributing Inc 04 10 91 11 17 am KAY Page 1 Shipping Shortages By Product Report Order Ord Date Invoice Inv Date Customer Warehouse Ordered Shipped Shortage Product 100004 08 12 89 00000070 Richards amp Wright PC 1 00 Line Item Description Spec Manufacture Replace Part Product 20 4 12 Gold Plated Black Round Unit Each 100001 08 01 89 1003 08 12 89 00000040 Burlington Enterprises 10 Main Facility 1 00 100003 08 10 89 1005 08 20 89 00000050 Miscellaneous Customer 20 South End Facility 1 00 Product 30 56 10 Red Cylinder Unit Each 100005 08 16 89 00000060 Hale s Interiors 30 North End Facility 10 00 Product 40 58 10 Yellow Cylinder Unit Each 100005 08 16 89 00000060 Hale s Interiors 30 North End Facility 2 00 64 Order Entry User Manual Reports and Inquiry 5 Option 3 Open Orders By Customer Report This report shows all open orders by customer For each customer summary order and line item in formation is shown Here is a sample Open Orders By Customer Report Expert Distributing Inc 04 10 9
5. Recovery Processing phase complete the set of manuals that accompany each APPX application For questions about the computer hardware used at your installation refer to the manuals provided by the hardware manufacturer 2 Order Entry User Manual General Information 1 Phases The Order Entry application operates in three distinct phases e Initial Setup e Live Operations e Recovery Processing Each of these phases has a specific role in processing data Initial Setup During Initial Setup master files and system maintained files can be set up and transaction history may be entered This information provides a basis for the Live Operations phase Live Operations In Live Operations sales orders and shipping confirmations may be entered Order Entry can produce a variety of reports and forms including e Shipping Shortages By Customer Report e Shipping Shortages By Product Report e Open Orders By Customer Report e Open Orders By Product Report e Open Orders Detail List e Drop Ship Report e Sales Orders Form e Backorders Form e Picking List e Shipping Papers e Bill of Lading e Invoices Form Inquiry functions are available to display open orders open orders by customer and products on order Order Entry User Manual 3 1 General Information Recovery Processing As you use the Order Entry application there is a certain day to day risk of losing data due to sudden power surges or outages and other sys
6. customer name so that you can verify your entry Order Entry User Manual 47 4 File Maintenance Ship To Enter up to 4 digits to identify the address for shipping sales order merchandise During Sales Orders entry the Addresses record with a ship to of 1 if one is established is defaulted If you wish to use such a default establish the most frequently used shipping address for this customer as 1 Name Enter up to 30 characters to identify the name of the person or company receiving sales order merchandise at this shipping address Address Line 1 Enter up to 30 characters to indicate the address where sales order merchandise is to be shipped Address Line 2 If necessary enter up to an additional 30 characters to complete the shipping address City Enter up to 20 characters for the city in the shipping address Be sure to enter a comma after the city if you want a comma to be printed between the city and state on the customer s sales order forms backorder forms invoice forms shipping papers and bills of lading State Enter the standard 2 letter state abbreviation Zip Code Enter up to 10 characters for the zip code Country Enter up to 20 characters to identify the country Phone Enter up to 14 characters for the addressee s phone number including area code You can use any notation or format for example HERRIE or HHH HHH HHHH 48 Order Entry User Manual File Maintenanc
7. for the customer in the Addresses file or to the address on the Accounts Receivable Customers record leave this field blank Or you can use the Scan option to find an appropriate entry Invoice During invoice printing the system assigns a number to this order The system displays that number here However if an invoice form has not been printed yet for this order this field will be blank Apply To If this sales order is to be applied to an existing invoice enter that invoice number If not leave this field blank and the system will default the invoice number to this field during the Invoices Post to Accounts Receivable For a complete explanation of the Deposit and Apply To fields refer to the Special Considerations section in the User s Manual Initial Setup Transaction Type The system displays 1 to indicate that the transaction is a sales order You may override the display by entering one of the following codes 1 Sales Order 2 Debit Memo 3 Credit Memo Hold Code Enter 1 character to indicate that this order is on hold no sales permitted You may define one or more values for this field but remember that if you make any entry here the system will prevent you from entering a ship date during Sales Order or Shipping Confirmation entry and will impose a hold on the customer s order If the order is not on hold leave this field blank Order Entry User Manual 11 2 Transaction Processing Recei
8. is printed the sys tem displays the assigned invoice date in the Invoice Date field on the Sales Orders record The system calculates the due date based on the invoice date and the terms set up on the Sales Orders record Each time invoices are printed for this order the due date is recalculated and redisplayed in the Due Date field on the Sales Orders record 36 Order Entry User Manual Transaction Processing 2 A sample Invoice form is shown below Expert Distributing Inc INVOICE INVOICE NUMBER 1003 Apply To INVOICE DATE 08 12 89 Ship To Sold To Burlington Enterprises Burlington Enterprises 404 W 12th Street 404 W 12th Street Spokane WA 98003 Spokane WA 98003 Ship Via Fast Freight Ltd FOB Shipping Dock Salesperson 010 PO No P10982 Terms Net 30 Date Req 08 10 89 Freight Prepaid Charge to Customer From Main Facility Order 100001 01 Product Ordered Shipped Backorder Unit Price Dsc Extension Description 10 1 00 K 0 00 247 500 5 Product 10 Drop Shipments From Drop Ship Warehouse This is a product substitution We were unable to fill your original order and have substituted an alternate product Please let us know if the product we have sent meets your requirements and expectations 20 2 00 1 00 320 000 4 12 Gold Plated Black Round 30 1 00 0 00 360 000 10 56 10 Red Cylinder From South End Facility Your shipment has been packaged carefully by professionals However due to the fragil
9. item you may enter a new date Last Revision During the Invoices post procedure the system sets a revision date for any backorders Each time a line item on an order is backordered the system updates this record and displays the date of the last revision in this field Product Enter up to 12 characters to identify the product included on this sales order line item You can use the Scan option to find an appropriate entry This number must be on file in the Inventory Control Products file The combination of this number and the Warehouse see below must be on file in the Products By Warehouse file This field may be left blank for non inventory items Description The system displays the product Description from the Inventory Control Products file so that you may verify your entry in the Product field In this case you cannot change the display If the Product field is left blank you must enter up to 30 characters to describe this line item On Hand The system displays the On Hand Qty from the Inventory Control Products By Warehouse record This field enables you to view the number of stockkeeping units of the product that are currently on hand at this warehouse Warehouse The system displays from the sales order header record the warehouse that supplies the product to be shipped to the customer The corresponding description is displayed from the Warehouses file so that you may verify your entry You may override the
10. on Order Inquiry is shown below Expert Distributing Inc 04 10 91 11 49 am KAY Page Products on Order Inquiry Order Line Ordered Shipped Backorder Prev Ship Unit Price Unit Cost Product 20 4 12 Gold Plated Black Round Warehouse 10 Main Facility 100001 002 2 00 1 00 320 000 250 000 Order Entry User Manual 71 appx APPX Software Inc Order Entry User Manual Published 5 95
11. record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Order Enter up to 6 digits to identify the open order being confirmed for shipping Press RETURN to display the defaults for the other fields The Order field may no longer be changed Order Date The system displays the Order Date entered on the order record Revision If a Revision Date was specified on the order record the system displays it here Order Entry User Manual 27 2 Transaction Processing Customer The system displays the customer number entered on the order record the corresponding name is displayed Credit Status The system displays the customer s credit status code from the Accounts Receivable Custom ers record These codes can only be changed on that record and include NO The customer s Balance exceeds the customer s Credit Limit OK The customer s Credit Limit is not exceeded BAD For some reason other than Credit Limit this customer is considered to be a poor credit risk Ship To The system displays the ship to number entered on the order header record the corresponding description is displayed from the Addresses file Hold Code If a hold code was specified for this customer s order the system displays that 1 character code from the order header record You may accept the default or blank it out to indicate that this order is no longer on hold and th
12. sales order is placed The system defaults today s date You may accept the default or enter a different date Revision During the Invoices post procedure the system sets a revision date for any backorders Each time the order is backordered the system updates this record and displays the last date of the revision in this field Customer Enter a code to identify the customer who placed the sales order You can use the Scan option to find an appropriate entry This number must be on file in the Accounts Receivable Cus tomers file The system displays the corresponding name so that you may verify your entry Credit Status The system displays the customer s credit status code from the Accounts Receivable Custom ers record These codes can only be changed on that record and include NO The customer s Balance exceeds the customer s Credit Limit OK The customer s Credit Limit is not exceeded BAD For some reason other than Credit Limit this customer is considered to be a poor credit risk 10 Order Entry User Manual Transaction Processing 2 Ship To If an Addresses record exists for the customer with a ship to of 1 the system displays 1 as the shipping address used when sales order merchandise is shipped to the customer You may change the display The system displays the corresponding name from the Addresses file so that you may verify your entry If you do not want to ship to any of the addresses
13. the next accounting month The system performs the following updates e Updates the date fields in the Parameters file to reflect the new month Select Close Month from the Monthly Processing menu to run this function Order Entry User Manual 43 3 Monthly Processin 44 Order Entry User Manual Chapter 4 File Maintenance 4 File Maintenance File Maintenance Order Entry master files contain data for addresses freight classes shippers special instructions and System parameters As you use the system daily you may want to add change delete or view file data The File Main tenance functions allow you to create and update master file records You can also print a listing of these files at any time Here is the File Maintenance menu Figure 9 The File Maintenance Menu Screen The following pages provide sample screens and field definitions for each File Maintenance function Option 1 Addresses The Addresses file allows you to set up and maintain one or more shipping address records for each customer The system assumes that the record established with a ship to of 1 references the most frequently used shipping address for each customer During Sales Orders entry the system displays that number and corresponding name by default if such a record exists for the customer It may be changed at that time The address on the Customers record in Accounts Receivable is used primarily for billing Howe
14. this field will be lost Back Order Depending on the entry made on the order record the system displays Y or N You may enter a new value to indicate whether or not items on the order may be backordered Y Items on this order may be backordered N Items on this order may not be backordered Ship Date If a Date Shipped was entered on the order header record the system displays that date You may enter a new date to override the display Either way a ship date must be present if the order is to be invoiced However if a Hold Code is specified for this order the system will prevent you from entering a ship date at this time After you have finished entering this information you can either use Option 17 to fully confirm all line items or you can press RETURN to page through the line items The system automatically displays the first line item record associated with the order You may only edit the Instruction Back Order Shipped and Backordered fields for the shipping confirmation Here is a sample line item screen Order Entry User Manual 29 2 Transaction Processing Figure 7 The Shipping Confirmation Line Items Screen Certain entries on this record will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed Data items for the preceding screen are d
15. to ensure that it can be posted correctly Errors and warnings may be printed on the journal and summarized at the end of the journal Invoices that print with errors will not be allowed to post until the errors are corrected and the journal is reprinted without errors This process ensures that data is verified twice before being posted to permanent master files and gives added assurance that erroneously entered data will not be posted to permanent files Invoice Posting Once orders have been entered and invoiced and the journal has been printed and verified the invoices are ready to be posted to your permanent master files This process usually involves adding records to 4 Order Entry User Manual General Information a system maintained detail file and summarizing the detail for historical records The outstanding orders file is also updated during posting Modification Logs In all APPX applications optional Modification Logs may be enabled to provide an additional degree of audit control over who makes changes to master files and when such changes are made When a modification log name is supplied to a file maintenance function a record of all additions deletions and changes to that file is supplied to a print file When additions are made all new field contents are shown when deletions are done the key value and all field contents are recorded when changes are made old field contents and new field contents are shown In a
16. ve ged 46 Option 2 3 Freight Classes it it da dit 50 Option 3 gt SMppeT S AE OE N E OE EE EE N ae 51 Order Entry User Manual iii Table of Contents Option 4 Special Instructions iese sesse se se se ee ee ee Ge Ge GRA GRA RA ee ee ee 53 Option Patarielers te He EE ee EE GEE EE Ge EE ee EE ees EG 54 Option 0 AddTeSSesS List roeren ME EE EA ach ESE ee Ge EES SE onde ites GES tt 57 Option 7 Freisht Class s SE etse ss sees ese DEE ira 58 Option Shippers List ss OE N OE EE 58 Option 9 Special Instructions LISE eee ee ee Ge ee ee ee ee ee Ge Ge 59 Option 10 Parameters I1SE ie 0 seces eet Ee essen Es Re kg haat Soeke ge e ae be oe Ee Ge we be see ge le 60 Chapter 5 Reports and Inquiry es ssoessoesssessscsssocssoossoosssosssoesssocesoossoosssssessee 61 Option 1 Shipping Shortages By Customer Report 20 0 0 cece se sk se se ee ee Se Ge 63 Option 2 Shipping Shortages By Product Report 2 0 0 0 ee see se ee se ee ee ee Ge Ge 63 Option 3 Open Orders By Customer RepOT esse esse ee see se ee ee ee ee ee ee Ge Ge 65 Option 4 Open Orders By Product Report esse esse esse ee se ee Ge ee ee ee ee ee Ge Ge 66 Option 5 Drop Ship Report iese sesse se ee ee E GR ee AA ee ee ee E Ge Ge 67 Option 6 Open Orders Detail List see ee ee ee Ge Ge GR Ge ee ee nono nono nora Ge 68 Option 7 Open Orders By Customer Inquiry iese esse esse ee see sd ee AA ee ee Ge ed 69 Option 8 Open Orders Inqui
17. 00004 001 08 12 89 00000070 Richards amp Wright PC 08 15 89 Line Item Description Spec Manufacture Replace Part Total Product gt Product 10 10 3 1 2 White Round Unit Each Total On Hand All Warehouses 100001 01 001 08 01 89 08 08 89 00000040 Burlington Enterprises 99 08 10 89 Total Product gt Product 20 4 12 Gold Plated Black Round Unit Each Total On Hand All Warehouses 100001 01 002 08 01 89 08 08 89 00000040 Burlington Enterprises 10 08 10 89 100003 001 08 10 89 08 18 89 00000050 Miscellaneous Customer 20 08 20 89 Total Product gt Product 30 56 10 Red Cylinder Unit Each Total On Hand All Warehouses 100001 01 003 08 01 89 08 08 89 00000040 Burlington Enterprises 20 08 10 89 100002 001 08 05 89 08 12 89 00000020 Master Sellers Company 20 08 15 89 100005 002 08 16 89 00000060 Hale s Interiors 30 09 01 89 Total Product gt Product 40 58 10 Yellow Cylinder Unit Each Total On Hand All Warehouses 100005 001 08 16 89 00000060 Hale s Interiors 30 09 01 89 Total Product gt 66 Order Entry User Manual Reports and Inquiry 5 Option 5 Drop Ship Report This report shows a list of all outstanding drop ship orders Here is a sample Drop Ship Report Expert Distributing 04 10 91 11 32 am KAY Page Drop Ship Report Line Ord Date Date Req Customer Ordered Product 10 10 3 1 2 White Round Unit Each 100001 01 001 08 01 89 00000040 Burlington Enterprises x 08 10 89
18. 1 11 21 am Open Orders by Customer Report Order Date Line Product Description Wh Date Req Unit Ordered Customer 00000010 Alexander s Inc 001015 08 01 89 001 0 000 002 A 0 000 Order Total gt Customer Total gt Customer 00000040 Burlington Enterprises 100001 01 08 01 89 001 10 Product 10 Drop Shipments 99 08 10 89 Each 1 00 247 500 002 20 4 12 Gold Plated Black Round 10 08 10 89 Each 2 00 320 000 003 30 56 10 Red Cylinder 20 08 10 89 Each 1 00 360 000 Order Total gt Customer Total gt Customer 00000060 Hale s Interiors 100005 08 16 89 001 40 58 10 Yellow Cylinder 30 09 01 89 Each 2 00 79 000 002 30 56 10 Red Cylinder 30 09 01 89 Each 10 00 285 000 Order Total gt Customer Total gt Customer 00000020 Master Sellers Company 100002 08 05 89 001 30 56 10 Red Cylinder 20 08 15 89 Each 1 00 360 000 Order Total gt Customer Total gt Order Entry User Manual 65 5 Reports and Inquiry Option 4 Open Orders By Product Report This report shows all open orders grouped by product number Here is a sample Open Orders By Product Report Expert Distributing Inc 04 10 91 11 29 am KAY Page Open Orders By Product Report Line Order Date Ship Date Customer Wh Date Req Ordered Shipped Backordered Product Unit Total On Hand All Warehouses 100003 002 08 10 89 08 18 89 00000050 Miscellaneous Customer 08 20 89 Line Item Description Technical Assistance 1
19. 6 0 Ve cece ias 6 Application Men ie Ee SE GE RE Ge SE ge ge eg AGE SE EA GEE vole ve Ai ee ed cele ee ede 6 Chapter 2 Transaction Processing cccsccccssscccsssccccssccssssccesssescesssscesseseees 7 Optom L Sales Orders Es DEE ee ibaa site 8 Option 2 Shipping Confirmation esse ese se se GR RA ee Ge ee ee ee ee ee Ge ed 26 Opuon 3 Sales Order FOrmS asses seer Ese ERgksee anea OS ego DEE SEE De dees bg See be ies 32 Opti n 4 Backorder POP ut esses Erg see Nes Ese dee stints eee RR env pal se SORG BE Gee 33 Opton 5 Picking Dista ta EER E es at aaa aras 34 Option 6 Shipping Papers issie es ee ED be Be bee ses ge ee ge cido noe Deo De od SG see Se go se de 35 Option 7 Bill of Lading Ee ee EER EK a tica 36 Option Invoice Oo ER AK RE EE 36 Option 9 Invoices Journal sss suana ee Ge Ge GR AA AR ee ee ee ee ee Ge Ge 39 Option 10 Invoices POSE ies iese ee ie sett ene se See He De Ee ge 40 Option 11 Print Journal and Post iese sesse ee Ge GR RA ee Ge ee ee ee ee ee Ge Ge 40 Chapter 3 Monthly Processing ccsccccssscccsscscsssccccsseccssssscsssescesseseesseees 41 Option 1 Monthly Status see se sie ES ee eana lees Ede OE See Re Be gee AE stu pease ESE ecu dee de 42 Option 2 Close Month EE EES eaters tetas Aah eee see E e a 43 Chapter 4 File Maintenance esse sssds see sae sedes ese one ke ek se oe ke kke ee GR Gee 45 Option T Addresses rs EE ee ee tes Ge woe oe A ahaha ode be cate canta bee N
20. Accounts Receivable Sales Tax Codes file If you change the tax district the new district must be on file in the Accounts Receivable Sales Tax Codes file Comm on Sub This field specifies the base on which commissionable dollars are to be calculated The de fault is Y You may change this display by entering Y The invoice Subtotal amount N The line item depending on the commission method selected for the line item If you do not want to calculate commissions for the order enter Y in this field and zeros for the commission percents If you do not want to calculate commissions for a particular line item enter N in this field and leave the Commission Method blank on the line item Salesperson If the commission is to be split between two salespeople you may enter a code in each Sales person field to identify the salesperson who made or received credit for the sale You can use the Scan option to find an appropriate entry If a salesperson was entered on the customer s Addresses or Accounts Receivable Customers record the system displays the salesperson number from one of those records in the first Salesperson field The corresponding name is displayed from the Commission Accounting Salespersons file You may override the display If your system includes Commission Accounting each number you enter must be on file in the Salespersons file If your system does not include Commission Accounting these fields may
21. Order Entry User Manual Confidential Information This document contains proprietary and valuable confidential trade secret information of APPX Software Inc Richmond Virginia Notice of Authorship This publication and the computer software it relates to were authored by APPX Software Inc 1995 by APPX Software Inc 1100 Boulders Parkway Richmond Virginia 23225 APPX is a registered copyright of APPX Software Inc All rights reserved No part of this publication may be reproduced or used in any form or by any means electronic or mechanical including photocopy ing and recording or by any information storage and retrieval system without permission in writing from APPX Software Inc Table of Contents Chapter 1 General Information omoooccoooncoonnncononncoonnccononoconanoconanocononoconncononos 1 Mees SE RE A OE EE ORE OR ay N 2 Contents EE EE EO ER EE OE N HEG 2 Other Manuals s OR EE N 2 MES EE EE EE EE EO AT DI DK 3 EEN EL TR ER eae 3 Live Operations RE A do Ni Ee ads ed 3 SR Processio senner EE OE EE EE A N Eg 4 Accounting Te LAND ed LR EO N OR N EE ON ceed 4 Order Entry and Invoicing sees see osse es ss E Re oe Ad oe de RR Ge ER oe ee SE de Re oe ee oe dd 4 Journal yak ete ie EE EE OE OE EE OE 4 Invoice POSTINGS EE EE ER 4 ModificationiG EA EA eek KEN el Qe ae 5 Application Peatures iss RES ER e a a SEER agen cate Log Se lade tee ee oi 5 Application Interfaces 3
22. Scan option The records will be presented on an Access screen and you will be al Order Entry User Manual 53 4 File Maintenance lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Instruction Enter a code of up to 3 digits to provide a unigue number for each special instruction Description Enter up to 10 characters to describe the instruction Text Five lines of 60 characters each are provided to enter this instruction exactly as it is to be printed on sales order forms shipping papers and invoices Press RETURN to save the information on this screen Select Next Record to go to the next Special Instructions record At this screen the use of the MODE keys ADD DEL CHG or INO pertain to those records in the Special Instructions file Option 5 Parameters The Parameters file contains a single record that defines how the Order Entry application functions This record includes the following information e Whether or not Order Entry posts data to General Ledger Accounts Receivable Inventory Con trol Commission Accounting and Sales Analysis Next invoice number and sales order number available When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the d
23. ading and shipping papers When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Shippers from the File Maintenance menu Here is the Shippers entry screen Order Entry User Manual 51 4 File Maintenance Figure 12 The Shippers Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Ship Via Enter up to 2 digits to provide a unique number for each freight company Ship Via Name Enter up to 20 characters for the name of the shipper Bill of Lading This field indicates whether or not this shipper requires a bill of lading The entry you make here serves as the default for Sales Orders entry The system displays N You may override the display Y This shipper requires a bill of lading N This shipper does not require a bill of lading Press RETURN to save the information on t
24. and debit memos must also have a Ship Date entered so that they can be included during invoice printing You may also change specific line items by confirming and updating data in the following fields e Instruction e Back Order e Shipped e Backordered An additional feature is available that allows you to use Option 17 to fully confirm all line items In doing so the system defaults the amount from the Qty Ordered field to the Qty Shipped field and sets all backordered quantities to zero for each line item After you finish entering shipping confirmations the system creates a modification log showing which quantities were released and which were backordered Select Shipping Confirmation from the Transaction Processing menu A sample Shipping Confirma tion screen is shown below 26 Order Entry User Manual Transaction Processing 2 Figure 6 The Shipping Confirmation Screen Certain entries on this record will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that
25. ansaction Processing 2 Figure 5 The Sales Order Line Items Screen Certain entries on this record will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed Certain fields on the record are not used if the Commission Accounting application is not part of the system In this case you do not need to make entries in these fields When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Order The system displays the Order from the header record Order Date The system displays the Order Date from the header record Line Number The system automatically numbers line items in sequence beginning with 1 Each line item must be identified by a unique number Order Entry User Manual 19 2 Transaction Processing Date Required The system displays the Date Required entered on the header record If a date was not en tered on the header record or if you wish to specify a different required date for this line
26. art 2 of 2 Order Entry User Manual Transaction Processing 2 Certain entries on this screen will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Order The system displays the order number entered on the first screen Order Date The system displays the Order Date entered on the first screen FOB Enter up to 20 characters to identify the point of title transfer or the shipping point from which freight will be charged for the order This entry is printed on the sales order form invoice form and bill of lading Freight Terms Enter a code to identify the freight terms to be used when shipping this sales order merchan dise Choices are 1 Prepaid 2 Collect 3 Prepaid Charge to Customer The corresponding description is displayed so that you may verify your entry Although this field is required it is for your information only The f
27. at an invoice can be printed for this order You may define one or more values for this field but remember that if you make any entry here the system will prevent you from entering a ship date at this time or during Sales Or ders entry and will impose a credit hold on this order If the order is not on hold leave this field blank Warehouse The system displays the Warehouse entered on the order record the corresponding descrip tion is displayed from the Inventory Control Warehouses file Instruction 28 If any special instructions were specified on the order record the system displays that code the corresponding description is displayed from the Instructions file You may enter a code from the Special Instructions file to override the display You can use the Scan option to find an appropriate entry Order Entry User Manual Transaction Processing 2 Freight If there were any freight charges entered on the order the system displays that amount here You may enter up to 5 digits and 2 decimals to override the display If you do override this amount for example in the case of a partial shipment the original amount in this field will be lost Other If there were any other charges entered on the order the system displays that amount here You may enter up to 7 digits and 2 decimals to override the display If you do override this amount for example in the case of a partial shipment the original amount in
28. be posted you must print a journal The invoices journal is printed from the Sales Orders file However before journalizing invoices a ship date must be entered on the order record either through Sales Orders entry or Shipping Confirmation and invoice forms must be printed Here is a sample Invoices Journal 04 11 91 09 53 am Customer Ship To Receivable Account Invoice Amt Subtotal Invoice Apply To Order Revision Deposit 1003 00000040 Burlington Enterprises 100001 01 Sales Wholesale 100 00 1030001001WH Accts Receiv 831 05 879 13 Line Account Product Wh 3010001001WH Sales Wholesale 10 Product 10 Drop Shipments 3010001001WH Sales Wholesale 20 4 12 Gold Plated Black Round 3010001001WH Sales Wholesale 30 56 10 Red Cylinder 1004 00000020 Master Sellers Company 0001 B amp J Materials Corp 1030001001MA Accts Receiv Sales Mfg 344 27 360 00 0 00 100002 Line Account Product 3010001001MA Sales Manufacturing 30 56 10 Red Cylinder 1005 00000050 Miscellaneous Customer 100003 1030001001MA Accts Receiv Sales Mfg 610 23 565 00 0 00 Line Account Product Wh 3010001001MA Sales Manufacturing 20 4 12 Gold Plated Black Round 002 3060000000 Miscellaneous Income Technical Assistance E Or Te Wa Cust Dise 00 10 00 20 1 20 xpert Distributing Inc KAY Page der Entry Invoices Journal rms rehouse Other Account Freight Tax Code Dist In
29. be revised to appear as Order 556711 02 If you select this program the system sets the BO Printed field on the Sales Orders header record to DA A sample Backorder form is shown below Expert Distributing Inc SALES ORDER ORDER NUMBER 100001 01 ORDER DATE 08 01 89 Ship To Sold To Burlington Enterprises Burlington Enterprises 404 W 12th Street 404 W 12th Street Spokane WA 98003 Spokane WA 98003 Ship Via Fast Freight Ltd FOB Shipping Dock Salesperson 010 PO No P10982 Terms 2 10 Net 30 Date Req 08 10 89 Freight Prepaid Charge to Customer From Main Facility Product i Required Unit Price Dsc Extension Description 10 1 00 Each 08 10 89 247 500 5 Product 10 Drop Shipments From Drop Ship Warehouse This is a product substitution We were unable to fill your original order and have substituted an alternate product Please let us know if the product we have sent meets your requirements and expectations 20 2 00 Each 08 10 89 320 000 4 12 Gold Plated Black Round 30 1 00 Each 08 10 89 360 000 10 56 10 Red Cylinder From South End Facility Your shipment has been packaged carefully by professionals However due to the fragile nature of this equipment damage sometimes occurs Please let us know immediately if any part of this shipment has been damaged Subtotal Discount Freight Sales Tax 8 79 60 00 0 71 1247 85 Less Deposit 100 00 Net Total 1147 85 Order Entry User Manual 33 2 Transact
30. be used for your information Order Entry User Manual 13 2 Transaction Processing Comm Pct These fields specify the percentage used to calculate the commission earned by the salesper son you entered If your system includes Commission Accounting the Commission Percent is displayed from the Commission Accounting Salespersons record You may enter up to 3 digits and 1 decimal to override the display If you do not want to calculate commissions for the order enter 0 in both these fields If your system does not include Commission Accounting this field may be used for your in formation Comm Basis 14 Enter up to 3 digits and 1 decimal for the percentage of the commissionable dollars that each salesperson is allocated for this order If Commission Accounting is part of the system the first entry defaults to 100 and the sec ond to 0 You may override these defaults If your system does not include Commission Accounting no defaults will appear If the commission is to be split between two salespeople the first entry would represent the percentage that the first salesperson would receive and the second entry would represent the percentage that the second salesperson would receive These entries do not need to add up to 100 Press RETURN to save the information on this screen and to go on to the second Sales Orders screen Here is the second Sales Orders screen Figure 4 The Sales Orders Screen P
31. co CA 94111 ORDER DATE 08 05 89 Sold To Master Sellers Company 401 Texas Blvd Bldg 3 308 NM 45213 Los Alamos FOB Terms Ship Via Acme Transport PO No P3050 Freight Prepaid Shipping Dock Salesperson 010 Due Upon Receipt Date Req 08 15 89 South End Facility Product Description Ordered Required Unit Price Dsc Extension 30 1 00 08 15 89 360 000 56 10 Red Cylinder This is a product substitution We were unable to fill your original order and have substituted an alternate product Please let us know if the product we have sent meets your requirements and expectations Your shipment has been packaged carefully by professionals However due to the fragile nature of this equipment damage sometimes occurs Please let us know immediately if any part of this shipment has been damaged Subtotal Discount 360 00 1 2 10 73 Sales Tax 0 00 Other 50 00 Total 344 27 32 Order Entry User Manual Transaction Processing 2 Option 4 Backorder Form This function allows you to print backorders for records in the Sales Orders file that contain backordered items These forms are printed on either standard 8 1 2 x 11 inch paper or special pre printed forms depending on the entry in the Parameters file Although the heading on the backorder form reads Sales Order backorder forms include a revision number that is appended to the original order number For example Order 556711 would
32. company name and today s date The page is footed with an X which marks the freight terms as either prepaid or collect The company name and address is also printed at the bottom of the page Subtotals of total cartons and total weight are provided for each freight class along with the freight class description Option 8 Invoice Form This function allows you to print invoices by order number These forms are printed on either standard 8 1 2 x 11 inch paper or special preprinted forms depending on the entry in the Parameters file The header on invoices shows the company name and address and various order data from the Sales Orders record If a different warehouse was specified for the line item than the warehouse entered on the order record the line item warehouse and description is printed on the invoice Also if a special instruction is speci fied for the line item this instruction is printed directly following that line item During invoice printing the invoice number is assigned from the Next Invoice No field in the Param eters file At this time the system also calculates sales tax discounts and subtotals for each order If the Invoice Date field on the Sales Orders record is blank the system defaults the current system date on which the invoice is printed If a date has been entered in the Invoice Date field the system prints that date on the invoice regardless of when you print invoices When the invoice
33. der Entry User Manual 57 4 File Maintenance Option 7 Freight Classes List This option prints a listing of the Freight Classes file A sample output is shown below Expert Distributing Inc 04 10 91 10 34 am KAY Page Freight Classes List Freight Class Description Fragile Perishable Combustible Option 8 Shippers List This option prints a listing of the Shippers file A sample output is shown below Expert Distributing 04 10 91 10 39 am KAY Page Shippers List Bill of Lading Northwestern Pacific Acme Transport Fast Freight Ltd Sea Air Transport 58 Order Entry User Manual File Maintenance 4 Option 9 Special Instructions List This option prints a listing of the Special Instructions file A sample output is shown below Expert Distributing Inc 04 10 91 10 47 am KAY Page Special Instructions List Instruction Description Text This is a product substitution We were unable to fill your original order and have substituted an alternate product Please let us know if the product we have sent meets your requirements and expectations Part Ship This is a partial shipment of your order The rest of your order has been backordered and will be filled as soon as sufficient inventory exists Damage Msg Your shipment has been packaged carefully by professionals However due to the fragile nature of this equipment damage sometimes occurs Please let us know immediately if any part of this shipm
34. display You can use the Scan option to find an appropriate entry This number must be on file in the Inventory Control Warehouses file The combination of this number and the Product must be on file in the Products By Warehouse file If the Product field was left blank for non inventory items you may also leave this field blank 20 Order Entry User Manual Transaction Processing 2 On Order The system displays the On Order quantity from the Inventory Control Products By Ware house record This field enables you to view the number of stockkeeping units of the product that are currently on order at this warehouse Freight Class This field indicates the freight class used to ship this product to the customer If a product was identified for this line item the system defaults the Freight Class entered for this product on the Inventory Control Products record The corresponding description is displayed from the Freight Classes file You may override the display You can use the Scan option to find an appropriate entry The freight class is printed on the bill of lading Committed The system displays the Committed quantity from the Inventory Control Products By Ware house record This field enables you to view the number of stockkeeping units of the product that have been committed sales orders not yet shipped from this warehouse Price Disc Pct If the customer is to receive a discount on the selling price Unit Price of thi
35. e 68 Order Entry User Manual Mr Jarvis W Payne Ms Vanessa L Hastings Main Facility Prepaid Charge to Customer 1030001001WH Accts Receiv Sales Wholesale ZAKKKOO Salesperson Commission Pct Salesperson Commission Pet Back Order Taxable Jarvis W Payne Vanessa L Hastings Jarvis W Payne Vanessa L Hastings Jarvis W Payne Vanessa L Hastings Shipping Dock P10982 1 08 01 89 08 12 89 09 12 89 08 10 89 08 08 89 08 10 89 Method Method Ordered Shipped Backord Unit Price Unit Cost T Weight T Cartons Date Rad 247 500 0 000 100 00 0 00 08 10 89 320 000 250 000 30 00 2 00 08 10 89 360 000 290 000 25 00 1 00 08 10 89 Reports and Inquiry 5 Option 7 Open Orders By Customer Inquiry This inquiry program shows all open orders for a specified customer Totals of units discount value and a count of the number of orders per customer are provided A sample Open Orders By Customer Inquiry is shown below Expert Distributing Inc 04 10 91 11 43 am KAY Page Open Orders by Customer Inquiry Ord Date Ship To Units Disc Value Customer 00000020 Master Sellers Company 100002 P3050 08 05 89 B amp J Materials Cor Customer Totals gt 1 Orders Option 8 Open Orders Inquiry This inquiry program allows you selectively view specified sales orders For each sales order selected order and line item information is shown A sample Open Orders Inquiry is
36. e 4 Ship Via Enter a code from the Shippers file to identify the shipper who is to ship merchandise to this customer ship to You can use the Scan option to find an appropriate entry Salesperson This field identifies the salesperson to be defaulted to the first Salesperson field during Sales Orders entry You can use the Scan option to find an appropriate entry if Commission Ac counting is part of your system The system displays the Salesperson set up on the Customers record You may override the display If you change this number and Commission Accounting is part of your system the new num ber must be on file in the Salespersons file The system displays the corresponding name so that you may verify your entry Tax Code The Tax Code identifies the sales tax code to be defaulted for this customer ship to during Sales Orders entry You can use the Scan option to find an appropriate entry The system displays the Tax Code set up on the Customers record You may override the display If you change this number the new number must be on file in the Accounts Receivable Sales Tax Codes file The system displays the corresponding description so that you may verify your entry Tax District This field identifies the tax district to be defaulted for this customer ship to during Sales Or ders entry You can use the Scan option to find an appropriate entry The system displays the Tax District set up on the Customers record You may override
37. e nature of this equipment damage sometimes occurs Please let us know immediately if any part of this shipment has been damaged Subtotal Discount Freight Sales Tax Other 879 13 8 79 60 00 0 71 0 00 Less Deposit Net Total Order Entry User Manual 37 2 Transaction Processing Here is a sample Debit Credit Memo Expert Distributing Inc DEBIT M INVOICE NUMBER 1004 Apply To INVOICE DATE 08 15 89 Ship To Sold To B amp J Materials Corp Master Sellers Company 425 Battery Street 401 Texas Blvd Bldg 3 308 San Francisco CA 94111 Los Alamos NM 45213 Ship Via Acme Transport Shipping Dock Salesperson 010 PO No P3050 2 10 Net 30 Date Req 08 15 89 Freight Prepaid From South End Facility Order 100002 Product Ordered Shipped Backorder Unit Price Dsc Extension Description 30 1 00 p 360 000 56 10 Red Cylinder This is a product substitution We were unable to fill your original order and have substituted an alternate product Please let us know if the product we have sent meets your requirements and expectations Your shipment has been packaged carefully by professionals However due to the fragile nature of this equipment damage sometimes occurs Please let us know immediately if any part of this shipment has been damaged Subtotal Discount Freight Sales Tax 360 00 10 73 45 00 0 00 38 Order Entry User Manual Transaction Processing 2 Option 9 Invoices Journal Before invoices can
38. eld contents are shown and in all cases the User ID date and time are printed Select Freight Classes from the File Maintenance menu Here is the Freight Classes entry screen Figure 11 The Freight Classes Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing 50 Order Entry User Manual File Maintenance 4 Data items for the preceding screen are described below Freight Class Enter up to 3 digits to identify the freight class Description Enter up to 30 characters to describe the freight class Examples of freight classes might include refrigerated freight fragile freight or explosive flammable freight Press RETURN to save the information on this screen Select Next Record to go to the next Freight Classes record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Freight Classes file Option 3 Shippers This program is used to establish and maintain an identification of each shipper used to ship orders A Ship Via number is entered on each sales order and is used for printing the freight company name on sales order forms invoices bills of l
39. eleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Parameters from the File Maintenance menu The Parameters entry screen is shown below 54 Order Entry User Manual File Maintenance 4 Figure 14 The Parameters Screen The fields on this record are automatically displayed In a few cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed Data items for the preceding screen are described below Post to Other Applications The system displays Y or N to indicate whether or not information can be transferred to each of the applications listed Abbreviations are GL AR IC CA SA General Ledger Accounts Receivable Inventory Control Commission Accounting Sales Analysis To set the Post to GL field to Y you must also set the Post to AR field to Y The Post to GL field controls the posting of the cost of goods sold inventory entry to the General Ledger application The GL posting option in the Accounts Receivable application Parameters file controls the accounts receivable sales entry posting to the General Ledger application If your Accounts Receivable Post to GL flag is set to Y and your Order Entry Post to GL flag is set to N General Led
40. ent has been damaged Backorder We recently obtained the necessary inventory to fill the order you placed with us some time ago As this is a difficult order to fill on a regular basis we suggest you order this merchandise at least 90 days prior to the date required Part Ship This shipment is one of a few that you can be expecting shortly Please let us know if you do not receive the others within a reasonable time For the next thirty days only we are reducing the wholesale price to you our best customers by ten percent All orders must reach us by the thirtieth of the month to qualify for this discount New Yr Msg We wish you and your family a very joyous holiday season and a productive successful new year Order Entry User Manual 59 4 File Maintenance Option 10 Parameters List This option prints a listing of the Parameters file A sample output is shown below Expert Distributing Inc 04 10 91 10 48 am KAY Page Order Entry Parameters List Post to Other Applications GLY ARY ICY CAY SAY Current Calendar Month Year 8 89 Number of Fiscal Months 12 Next Invoice Number 1006 Next Sales Order Number 001016 Preprinted Forms Sales Orders Backorders Shipping Papers Invoices 60 Order Entry User Manual Chapter 5 Reports and Inquiry 5 Reports and Inquiry Reports and Inquiry The Order Entry Reports and Inquiry programs print a number of reports Included among these are reports on shipping sh
41. er defaults from the Inventory Control Product Classes file Salesperson This field identifies the salesperson who made or received credit for the line item You can use the Scan option to find an appropriate entry if Commission Accounting is part of your system If you entered Y for Comm on Sub on the Sales Orders header record you cannot make an entry in this field If you entered N for Comm on Sub the Salesperson will de fault from the header record You may enter up to 3 digits for each salesperson to override the display If Commission Accounting is part of the system each number that you enter must be on file in the Salespersons file The system displays the corresponding name s so that you may verify your entry If your system does not include Commission Accounting this field may be used for your in formation Comm Pct 24 This field identifies the percentage used to calculate the salesperson commission on this line item If you entered Y for Comm on Sub on the Sales Orders header record you cannot make an entry in this field If you entered N for Comm on Sub the commission percent will default from the header record You may enter up to 3 digits and 1 decimal to override the display If a salesperson product class combination is on file for this salesperson in the Commission Accounting Sales Classes file the commission percent will default from that file If your system does not include Commis
42. escribed below Line The system displays the line number assigned to the Sales Order line item record Product Description The system displays the Product Description entered on the Sales Order line item record Units Ordered The system displays the stockkeeping Unit of Measure for the product from the Inventory Control Products record and the Qty Ordered on the Sales Order line item record Dsc Whse If a Price Disc Pct was specified for the line item the system displays that percentage from the Sales Order line item record and the Warehouse entered on the Sales Order line item record Price The system displays the Unit Price entered on the Sales Order line item record 30 Order Entry User Manual Transaction Processing 2 Amount The system calculates and displays the amount of this line item by multiplying the unit price by the quantity ordered and discounting the resulting amount by the Price Disc Pct Instruction If any special instructions were specified for this line item the system displays that code You can use the Scan option to find an appropriate entry You may enter a code from the Special Instructions file to override the display Back Order Depending on the entry made on the Sales Order line item record the system displays Y or N You may enter a new value to indicate whether or not this item may be backordered Y This item may be backordered for this order N This item ma
43. ger is not updated with Cost of Goods Sold and there will be no associated record written to the Accounts Receivable Month to Date Postings file Order Entry User Manual 55 4 File Maintenance Calendar Month Year The system displays the current calendar month and year Number of Fiscal Months The system displays 12 or 13 to specify the number of periods in the year Next Invoice Number The system displays the next invoice number that will be assigned when invoices are printed in the Order Entry application You may enter up to 8 digits to override the display Next Sales Order Number The system displays the next sales order number that will be assigned when sales orders are entered or generated Preprinted Forms Sales Orders Enter Y is you plan to use special preprinted forms for your Sales Orders Backorders Enter Y if you plan to use special preprinted forms for your Backorders Shipping Papers Enter Y if you plan to use special preprinted forms for your Shipping Papers Invoices Enter Y if you plan to use special preprinted forms for your Invoices The entered data is validated Press RETURN to save the information on this screen 56 Order Entry User Manual File Maintenance 4 Option 6 Addresses List You can print the contents of any file by selecting the corresponding list from the File Maintenance menu Lists include those items in each record that can be en
44. he Inventory Control Products By Warehouse file You may enter up to 6 digits and 3 decimals to override the display If special customer pricing has been stipulated for this product customer combination in the Inventory Control Product Discounts By Customer file the system adjusts the unit price ac cording to this special pricing definition and displays the adjusted value in the Unit Price field However to use this special customer pricing the date entered in the Pricing Expires field on the Product Discounts By Customer record must not be earlier than the order date Amount The system calculates and displays the amount of this line item by multiplying the Unit Price by the Qty Ordered and discounting the resulting amount by the Price Disc Pct The invoice subtotal which is printed on most of the forms and reports represents the sum of all the Amount fields for all the line items Taxable This field indicates whether or not this item is taxable The system displays the value set up for this product warehouse combination on the Inventory Control Products By Warehouse record You may override the display by entering Y This item is taxable N This item is not taxable Back Order Depending on the entry made on the Sales Orders header record the system displays Y or N to indicate whether or not this particular line item may be backordered for this order You may change this display Y This item may be backorde
45. his screen Select Next Record to go to the next Shippers record 52 Order Entry User Manual File Maintenance 4 At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Shippers file Option 4 Special Instructions This file contains special instructions such as greetings product sale announcements and reminder notices that are printed on sales order forms shipping papers and invoices Each instruction in this file is identified by a code To include a special instruction on an order enter the code on the sales order or shipping confirmation during data entry Special instructions can apply either to an entire order printed 1 inch below the last line item printed on the sales order form and invoice or to a specific line item on an order printed directly below the line item on the sales order form and invoice When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Special Instructions from the File Maintenance menu Here is the Special Instructions entry screen Figure 13 The Special Instructions Screen When the key value for a particular record is requested you can review all the records in the file by selecting the
46. indicates whether or not a bill of lading is to be printed for this order The system displays Y or N You may change the display Y A bill of lading is to be printed for this order N A bill of lading is not to be printed for this order Terms Code 12 This field identifies the terms for this customer You can use the Scan option to find an appro priate entry The system displays a code from the Accounts Receivable Customers record The corresponding description is displayed from the Accounts Receivable Terms file If you change the terms code the new code must be on file in the Account Receivable Terms file Order Entry User Manual Transaction Processing 2 Tax Code This field identifies the sales tax code for this customer You can use the Scan option to find an appropriate entry The system displays a code from either the Addresses record if a ship to was entered on this record or from the Accounts Receivable Customers record The corresponding description is displayed from the Accounts Receivable Sales Tax Codes file If you change the tax code the new code must be on file in the Accounts Receivable Sales Tax Codes file Tax District This field identifies the taxing district for this customer The system displays a code from either the Addresses record if a ship to was entered on this record or from the Accounts Receivable Customers record The corresponding description is displayed from the
47. ion Processing Option 5 Picking List This function allows you to print picking lists from the Sales Orders file These forms are printed on standard 8 1 2 x 11 inch paper A new page is printed for each warehouse with locations within the warehouse serving as part of the subheading on each form Each form includes the order number quantity ordered product number and description and unit of measure Additionally the form in cludes a column for the user to fill in quantities shipped for each item on the order Select Picking List from the Transaction Processing menu Here is a sample Picking List Expert Distributing Inc 04 10 91 10 09 am Picking List Product Descri Warehouse 10 Main Facility Location C 11 100001 A Gold Plated Black Round Each 34 Order Entry User Manual Transaction Processing 2 Option 6 Shipping Papers This function allows you to print shipping papers from the Sales Orders file These forms are printed on either standard 8 1 2 x 11 inch paper or special preprinted forms depending on the entry in the Parameters file The header on shipping papers show the company name and address and various order data from the Sales Orders record If a different warehouse was specified for the line item than the warehouse entered on the order record the line item warehouse and description is printed on the shipping papers Also if a special instruction is specified for the line item this instruction i
48. is field may also be modified through the Shipping Confirmation function Deposit Other If the customer has included a deposit with this sales order you may enter up to 7 digits and 2 decimals for the amount During Invoices post this amount is posted to the Deposit Account in the Accounts Receiv able Parameters file You must still enter a cash receipt for the deposit using the Accounts Receivable Cash Re ceipts program For a complete explanation of the Deposit and Apply To fields refer to the Special Considerations section in the User s Manual Initial Setup If there are any other charges enter up to 7 digits and 2 decimals for the amount This field may also be modified through the Shipping Confirmation program Other Account Enter the account number that you want to credit for the Other amount You can use the Scan option to find an appropriate entry If your system includes General Ledger this account number must be on file in the Chart of Accounts file The system automatically displays the account description so that you may verify your entry Select the Next Record option to go to the next Sales Orders screen At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Sales Orders file When this record is complete press RETURN to save the record and display the Line Items screen A sample line items screen is shown below 18 Order Entry User Manual Tr
49. ll cases the user ID of the individual who performed the maintenance is printed along with the date and time of the change Examples of master files in Order Entry are Addresses Freight Classes Shippers Special Instruc tions and Parameters Modification logs are not enabled for transaction files such as Sales Orders Application Features The Order Entry application offers these features Makes on line updates to inventory quantities and the On Order amount in Accounts Receivable e Prevents entry of a ship date if a hold code is specified on the customer s order e Provides an option to fully confirm all line items in Open Orders records e Displays inventory quantities on screen during entry e Defaults current cost and price from Inventory Control e Calculates sales tax for taxable items e Displays customer s credit status on screen during entry issues warning if such status is BAD or NO e Handles cash deposits received with orders e Permits an entire order or individual line items to be drop shipped Order Entry User Manual 5 1 General Information Application Interfaces Order Entry receives data from Accounts Receivable and Inventory Control and transfers sales and commission information to Sales Analysis and Commission Accounting Order Entry reguires that your system include the Accounts Receivable and Inventory Control applica tions Application Menu This is the primary Order Entry applicati
50. ning this product required by the line item The system calculates and displays this amount based on the Shipping Weight entered for this product on the Inventory Control Products By Warehouse record Total Weight Total Cartons x Shipping Weight You may enter up to 5 digits and 2 decimals to override the display Qty Prev Shipped For products that have been invoiced and only partially shipped the system displays the accu mulated quantity previously shipped to the customer Instruction Enter a code from the Special Instructions file to specify any special instructions to be ap pended to this line item You can use the Scan option to find an appropriate entry The sys tem displays the corresponding description so that you may verify your entry Order Entry User Manual 23 2 Transaction Processing These instructions are printed directly below the line item on the sales order form invoice form and shipping papers This field may also be modified through the Shipping Confirmation function Account Enter the General Ledger sales account number to be credited when the line item Amount is posted You can use the Scan option to find an appropriate entry If the General Ledger application is part of your system this account number must be on file in the General Ledger Chart of Accounts file The corresponding description is displayed so that you may verify your entry If a product was entered for this line item the account numb
51. on menu It allows you to access specific Order Entry submenus Figure 1 The Order Entry Application Menu Screen 6 Order Entry User Manual Chapter 2 Transaction Processing 2 Transaction Processing Transaction processing The Transaction processing menu lists many of the functions used during the routine operation of the Order Entry application Data entry functions are used to enter orders and confirm shipments Journals must be printed for invoices before posting These journals provide an audit trail and verification of the entries Orders are only posted to files after journals have been printed without error Use these selections to enter sales orders confirm shipments print forms and post invoices The Transaction processing menu is shown below Figure 2 The Transaction Processing Screen Option 1 Sales Orders Use this data entry function to enter sales orders Sales orders have header entry screens which contain general information about the sales order In addition each sales order must have at least one line item However you may enter as many line items for a sales order as you need If full orders or line items on an order are backordered the open order header or line item record is recreated into a backorder record with a revision number appended to the original order number These records are kept on file until the line item or full order is either invoiced or deleted If you need to set up line item
52. ord is deleted during the next Invoices post Select Sales Orders from the Transaction Processing menu The first Sales Orders screen is shown below Figure 3 The Sales Orders Screen Part 1 of 2 Certain entries on this screen will be automatically displayed In most cases the displayed entry can be changed If an asterisk appears next to one of the fields listed below it indicates a display only field which cannot be changed Order Entry User Manual 9 2 Transaction Processing Certain fields on the screen are not used if the Commission Accounting application is not part of the system In this case you do not need to make entries in these fields When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Order Enter up to 6 digits to identify the order you wish to view or change You can use the Scan option to find an appropriate entry To add an order you may enter a unique order number or if you leave this entry blank the system will automatically apply the next available order number Order Date This field specifies the date on which the
53. ortages by customer and product drop ship orders open orders by customer and product and open orders detail In setting up your reports you can both sort the information included on each report according to your needs and you can select the level of detail that you want to appear Several inquiry functions are also available to provide on screen displays of Order Entry data These inquiries allow you to view open orders by customer open orders and products on order The Reports and Inquiry menu is shown below Figure 15 The Reports and Inquiry Menu Screen 62 Order Entry User Manual Reports and Inquiry 5 Option 1 Shipping Shortages By Customer Report This report lists by customer all orders that contain shipping shortages All sales orders in which the quantity shipped is less than the quantity ordered are printed on the report A sample Shipping Shortages By Customer Report is shown below Expert Distributing Inc 04 10 91 11 15 am KAY Page Shipping Shortages By Customer Report Ord Date Invoice Inv Date Product Description 4 Ordered Shipped Shortage Customer 00000040 Burlington Enterprises 100001 01 08 01 89 1003 08 12 89 4 12 Gold Plated Black Round Customer 00000060 Hale s Interiors 100005 08 16 89 58 10 Yellow Cylinder 100005 08 16 89 56 10 Red Cylinder Customer 00000050 Miscellaneous Customer 100003 08 10 89 1005 08 20 89 4 12 Gold Plated Black Round Customer 00000070 Richards amp Wright PC
54. ption to find an appropriate entry The system displays the corresponding description so that you may verify your entry These instructions apply to the entire order and are printed 1 inch below the last line item printed on the sales order form invoice form and shipping papers This field may also be modified through the Shipping Confirmation program Sales Tax If sales tax is to be charged for this order the system calculates and displays that amount based on the rate for the sales tax code the district entered for the order and the entry made in the Taxable field for the line item Rate is designated on the district record in Accounts Receivable The system calculates and updates this amount when sales order forms and invoice forms are printed Tax Adjustment If you want to change the computed sales tax amount displayed in the Sales Tax field and printed on the sales order form or invoice form you may enter up to 5 digits and 2 decimals positive or negative to adjust the amount Order Entry User Manual 17 2 Transaction Processing Freight When the sales order forms invoice forms and journals are printed the printed sales tax amount is the sum of the computed sales tax and the tax adjustment If there are any freight charges enter up to 7 digits and 2 decimals for the amount During the invoices posting procedure this amount is posted to the Freight Out Account in the Accounts Receivable Parameters file Th
55. records for noninventoriable items such as services both the Product and the Warehouse fields should be left blank however you are required to enter a description of the line item in the Description field 8 Order Entry User Manual Transaction Processing 2 Because your system includes the Accounts Receivable application such fields as Credit Limit Credit Status Balance and On Order are integral to Order Entry As you enter sales orders and shipping confirmations or change data on open orders the system checks the entries in these fields on the Cus tomers records and displays a warning message if either of the following conditions occur e lt A Credit Status of BAD or NO is specified on the Customers record e The customer s Credit Status is OK but Balance plus On Order exceeds the permitted Credit Limit If the Commission Accounting application is part of your system and you will be calculating commis sions for your salespeople it is recommended that you make entries in all the sales related fields on the header screen If you specify that commissions are to be calculated on line items Comm on Sub is set to N these entries will default to the line item screens where they can be modified for specific line items During Invoices post the system automatically deletes records and individual line items when the quantity ordered equals the quantity shipped Once the order has been fully shipped the rec
56. red N This item may not be backordered This field may also be modified through the Shipping Confirmation function Qty Ordered 22 Enter up to 5 digits and 2 decimals for the number of stockkeeping units ordered For a credit memo enter a negative amount here Order Entry User Manual Transaction Processing 2 Qty Shipped The system defaults the amount that you entered in the Qty Ordered field Enter up to 5 digits and 2 decimals to specify the actual quantity shipped This field may also be modified through the Shipping Confirmation function Qty Backordered If the quantity ordered is not equal to the quantity shipped the system calculates and displays the quantity backordered as Qty Ordered Qty Shipped However if the Back Order field is set to N this field defaults to zero You may enter up to 5 digits and 2 decimals to override the display This field may also be modified through the Shipping Confirmation function Total Cartons This field indicates the total number of cartons containing this product required by the line item The system calculates and displays this amount based on the UM per Ship Carton en tered for this product warehouse combination on the Inventory Control Products By Ware house record Total Cartons Qty Ordered UM per Ship Carton You may enter up to 5 digits and 2 decimals to override the display Total Weight This field indicates the total weight of the cartons contai
57. reight terms are printed on the bill of lading Date Required Enter the date the customer requires the ordered merchandise Order Entry User Manual 15 2 Transaction Processing Date Shipped Enter the date the merchandise was or will be shipped to the customer As an alternative to using the Shipping Confirmation function you can make an entry here and the order will be invoiced when invoices are printed However if a Hold Code is specified for this customer s order the system will prevent you from entering a ship date at this time and during Shipping Confirmation entry Invoice Date The system assigns and displays the date on which the invoice for the order was printed If you wish to reprint the invoice for this order with a different date you have two choices o Enter a new date which will be printed on the new invoice regardless of when you print invoices or o Blank out the present date which will allow the system to default the current system date on which the new invoice is printed Due Date When invoices are printed the system calculates the Due Date based on the invoice date and the terms set up on the order record Each time invoices are printed for this order the Due Date is recalculated based on the invoice date Back Order This field indicates whether or not items on this sales order may be backordered The entry you make here serves as the default on the line item record The default is Y Yo
58. ry iese se se ee ee ee ee Se Ge GR Re Se ee ee ee ee Se Ge 69 Option 9 Products on Order Inquiry c cconcconnccnocanocanonnnooncnoncnnnonn nono ee ee ee ee Ge Ge 70 jy Order Entry User Manual Chapter 1 General Information 1 General Information Purpose This manual provides instructions for using the Live Operations phase of the Order Entry application Use this manual as a guide for performing day to day and monthly order entry procedures All features and options described in this manual are included in the APPX Order Entry application Any modification of the software or documentation is the responsibility of the licensed software con sultant who makes the modification Contents In addition to an overview explaining the functions of the application this manual includes e Sample screen displays e Data field characteristics e Instructions and explanations for valid entries e Pertinent examples e Sample reports lists and inquiries Other Manuals The APPX User Manual provides general information about starting up your system making entries printing and using other features common to all APPX applications Since the information contained in the APPX User Manual is not repeated in this or other APPX manuals you should read it carefully before working with the system This manual the APPX User manual and the Order Entry System Administration manual which pro vides information about the Initial Setup phase and the
59. s printed directly following that line item A sample Shipping Papers form is shown below Expert Distributing Inc SHIPPING PAPERS ORDER NUMBER 100001 ORDER DATE 08 01 89 Ship To Sold To Burlington Enterprises Burlington Enterprises 404 W 12th Street 404 W 12th Street Spokane WA 98003 Spokane WA 98003 Original Order 100001 Bill of Lading Y Date Required 08 10 89 Warehouse Main Facility Freight Prepaid Charge to Customer Product Ordered Shipped Backorder Cartons Unit Description 10 1 00 A 0 00 0 00 Each 10 3 1 2 White Round From Drop Ship Warehouse This is a product substitution We were unable to fill your original order and have substituted an alternate product Please let us know if the product we have sent meets your requirements and expectations 20 2 00 1 00 4 12 Gold Plated Black Round 30 1 00 fi 0 00 1 00 Each 56 10 Red Cylinder From South End Facility Your shipment has been packaged carefully by professionals However due to the fragile nature of this equipment damage sometimes occurs Please let us know immediately if any part of this shipment has been damaged Date Shipped 08 08 89 Via Fast Freight Ltd FOB Shipping Dock Order Entry User Manual 35 2 Transaction Processing Option 7 Bill of Lading Bill of lading forms are printed on special 8 1 2 x 8 1 2 inch preprinted forms The header on each form shows the order number purchase order number warehouse description
60. s product enter up to 2 digits to indicate the percentage The percentage entered in this field is not posted to a General Ledger account This percentage is an adjustment or reduction to the price and is used in arriving at the extended amount of the line item Unit Cost The Unit Cost field specifies the cost per stockkeeping unit purchase price plus any invento riable costs for this product If both a product and a warehouse were entered for this line item the system defaults this field from the Inventory Control Products By Warehouse file You may enter up to 6 digits and 3 decimals to override the display Keep in mind that this cost is an approximation of the value that will be used for the actual Cost of Goods Sold entry during Invoices post During the post the system will default the most current cost from either the Products By Warehouse file or the Product Purchases hold ing file depending on the costing method selected in Inventory Control Available The system calculates and displays the number of stockkeeping units for the product which are available at this warehouse This formula is expressed below Available On Hand On Order Committed Order Entry User Manual 21 2 Transaction Processing Unit Price The Unit Price specifies the amount charged per stockkeeping unit that is the selling price of the product If both a product and a warehouse were entered for this line item this display is defaulted from t
61. shown below Expert Distributing Inc 04 10 91 11 45 am KAY Page Open Orders Inquiry Line Product Ordered Unit Required Unit Price Dsc Extension Description Order 100002 Revision Warehouse 20 Date Required 08 15 89 Customer 00000020 Master Sellers Company 001 30 1 00 Each 08 15 89 360 000 56 10 Red Cylinder Order Entry User Manual 69 5 Reports and Inquiry Option 9 Products on Order Inquiry This inquiry shows all sales orders for a selected product in a selected warehouse Select Products on Order from the Reports and Inquiry menu The following entry screen appears Figure 16 The Products On Order Inquiry Screen Data items for the preceding screen are described below Inquire on Blank Product The system allows you to inquire on those line items which do not contain a product The default is N You may change the display 70 Order Entry User Manual Reports and Inquiry 5 Shown below is a sample inquiry for those line items with a blank product Expert Distributing Inc 04 10 91 11 53 am KAY Page Products On Order Inquiry Blank Product Order Line Ordered Shipped B O d Prev Ship Price Description WH Description Blank Product 001015 001 gt E 0 00 0 000 1 Main Facility 001015 002 5 E 2 0 00 0 000 1 Main Facility 100003 002 1 00 x ES 0 00 275 000 Technical Assistance 100004 001 1 00 0 00 i P 4500 000 2000 000 Spec Manufacture Replace Part A sample Products
62. sion Accounting this field may be used for your in formation Order Entry User Manual Transaction Processing 2 Comm Basis This field indicates the percentage of the commissionable dollars that is allocated to each salesperson for the line item If you entered Y for Comm on Sub on the Sales Orders header record you cannot make an entry in this field If you entered N for Comm on Sub the commission basis will default from the header record If Commission Accounting is part of the system and you did not make an entry for this sales person on the header record the first entry defaults to 100 and the second to 0 You may enter up to 3 digits and 1 decimal to override these defaults If your system does not include Commission Accounting no defaults will appear If the commission is to be split between two salespeople the first entry would represent the percentage that the first salesperson would receive and the second entry would represent the percentage that the second salesperson would receive These entries do not need to add up to 100 Commission Method This field identifies the method used to calculate the commissionable dollars for each sales person If a salesperson product class combination is on file for this salesperson in the Com mission Accounting Sales Classes file the Commission Method will default from that file You may override the display by entering one of the following codes gt
63. tem problems Recovery Processing is used to manually restore information to system maintained fields and files that are normally not accessible during the Live Op erations phase Recovery Processing is provided as an aid to your software consultant and should only be accessed by your consultant or under his or her direction Accounting Audit Trails During Live Operations the Order Processing File Maintenance and Reports and Inguiry menus pro vide functions used during day to day operation of the system To process orders a six step procedure is followed 1 order entry 2 printing of orders or backorders if necessary 3 shipping confirmation 4 printing of picking lists and invoices as well as shipping papers or bills of lading if needed 5 printing the invoices journal and 6 posting where records are integrated with permanent master files Order Entry and Invoicing During entry of sales orders the system performs validation checks on all data entered After shipping is confirmed the invoice is printed Other special forms may be printed as well Journal Printing After invoice forms are printed they must be printed on a journal before they can be posted The jour nals should be reviewed or edited by the operator or someone else in the department who can verify the entered data Save the journals they are an important part of your audit trail During journal printing the system performs validation checks on the data
64. tered or changed as well as system main tained information During Live Operations you should print lists to check the accuracy of the data that is being entered These lists provide you with a printed record of the information used during Live Operations This option prints a listing of the Addresses file A sample output is shown below Expert Distributing Inc 04 10 91 KAY Page Addresses List Customer Name Ship Via Address Salesperson Address Tax Code City State Zip Tax District Country Warehouse 00000010 Alexander s A Anderson Supply 796 9200 Fast Freight Ltd 119 West Bellevue Drive Mr Jarvis W Payne No Sales Tax Pasadena CA 91105 No tax Main Facility 00000020 Master Sellers Company B J Materials Corp 362 4600 Acme Transport 425 Battery Street Mr Jarvis W Payne State Tax San Francisco CA 94111 Washington State Tax Urban Main Facility 00000030 Pool and Associates American Services Inc 202 8600 Sea Air Transport 10526 Venice Boulevard Mr James V Anthony No Sales Tax Culver City CA 90230 No tax South End Facility 00000030 Pool and Associates American Services Inc 391 5885 Acme Transport 351 California Street Mr James V Anthony State Tax San Francisco CA 94104 Washington State Tax South End Facility 00000030 Pool and Associates American Services Inc 477 1011 Fast Freight Ltd 2311 Pontius Avenue Mr James V Anthony State Tax Los Angeles CA 90064 Washington State Tax South End Facility Or
65. the display If you change this number the new number must be on file in the Accounts Receivable Sales Tax Code file for the Tax Code you entered The system displays the corresponding descrip tion so that you may verify your entry Warehouse This field identifies the warehouse from which the merchandise is to be shipped You can use the Scan option to find an appropriate entry The system displays the Warehouse set up on the Customers record You may override the display If you change this number the new number must be on file in the Inventory Control Ware houses file The system displays the corresponding description so that you may verify your entry Order Entry User Manual 49 4 File Maintenance The entered data is validated Press RETURN to save the information on this screen Select Next Record to go to the next Addresses record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Addresses file Option 2 Freight Classes This program is used to establish and maintain records identifying the freight classifications used on bills of lading All Sales Orders line items with the same freight class code are grouped together on the Order Entry bill of lading When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new fi
66. u may change the display Y Items on this sales order may be backordered N Items on this sales order may not be backordered This field may also be modified through the Shipping Confirmation Entry program BO Date The system displays the date on which the order was backordered This date is set when in voices are posted and an order revision is created BO Printed The system sets this field to Y when you print a backorder or sales order form for this order 16 Order Entry User Manual Transaction Processing 2 Purchase Order Enter up to 16 characters to indicate the customer s purchase order number If a purchase order does not apply you may enter a description here for your information Discount Pct Enter up to 2 digits for each discount percentage to be applied against the sales order Two fields are provided so that you may enter a chain discount If a second discount is entered it is applied to the subtotal generated after the first discount was taken During the invoices posting procedure these discounts are posted to the Customer Discount Account in the Accounts Receivable Parameters file Inv Jrnl Printed The system displays Y or N to indicate whether an Invoices journal has been printed with out error for this record Instruction Enter a code from the Special Instructions file to specify any special instructions to be ap pended to this sales order You can use the Scan o
67. v Date Due Date Trx Type Back Order Customer PO No Comm Subtotal Other Amt Salesrep Comm Basis Commission Sales Tax 3 002 001 08 12 89 09 11 89 Sales Order P10982 8 79 60 00 0 71 D Amount Me Sales Comm thod Rep Shipped Back Unit Price Basis Commission BO ed Order Apprx Cost 247 500 00 00 00 320 250 00 00 360 Y 290 Line Item Totals 2 001 1 08 15 89 09 14 89 4070000000MA Discounts Lost Mfg 0 73 45 00 0 00 50 00 010 5 0 75 0 13 50 Shipped Back Unit Price D Amount Me Sales Comm Basis Commission BO ed Order Apprx Cost 290 Line Item Totals 002 002 08 20 89 09 19 89 Sales Order 0 00 45 00 0 23 0 00 D Amount Me Sales Comm Basis thod Rep Shipped Back Unit Price Commission BO ed Order Apprx Cost 290 000 135 000 040 100 0 100 0 275 000 Order Entry User Manual 39 2 Transaction Processing Option 10 Invoices Post Invoices are posted from the Sales Orders file Before posting invoices you must confirm shipment of these orders and print both invoice forms and the journal Open order records are kept on file until the order has been fully shipped Any orders or line items that have been fully shipped will be deleted during invoice posting Depending on your system s configuration the Accounts Receivable Inventory Control Commission Accounting Sales Analysis and General Ledger applications files may be updated
68. vable Acct This is the account to be debited for the transaction You can use the Scan option to find an appropriate entry The system displays the Receivable Acct set up for this customer in the Accounts Receivable Customers file You may enter a new receivable account If General Ledger is part of your system the account number you enter must be on file in the Chart of Accounts file The system displays the description from that file so that you can verify your entry Warehouse This field identifies the warehouse that supplies the merchandise to be shipped to the cus tomer You can use the Scan option to find an appropriate entry The system displays the warehouse number from either the Addresses record if a ship to was entered on this record or from the Accounts Receivable Customers record The corresponding description is displayed from the Inventory Control Warehouses file If you change the display the new number must be on file in the Inventory Control Ware houses file Ship Via The Ship Via identifies the shipper who is to ship merchandise to this customer You can use the Scan option to find an appropriate entry The system displays a code from the Addresses record if a ship to was entered on this record The corresponding name is displayed from the Shippers file If you change the Ship Via code the new code must be on file in the Shippers file You may leave this field blank Bill Of Lading This field
69. ver if an Addresses record is not set up for a customer in this file the system defaults the address on the 46 Order Entry User Manual File Maintenance 4 Customers record during Sales Orders entry In this case the Ship To field remains blank When you use this option a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed Select Addresses from the File Maintenance menu The Addresses entry screen is shown below Figure 10 The Addresses Screen Certain fields on the record are not used if the Commission Accounting application is not part of the system In this case you do not need to make entries in these fields When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press RETURN the record will be displayed for editing Data items for the preceding screen are described below Customer Enter a valid customer number from the Accounts Receivable Customers file You can use the Scan option to find an appropriate entry The system displays the
70. y not be backordered for this order Shipped The system displays the Qty Shipped from the Sales Order line item record if any To enter or change the quantity shipped enter up to 5 digits and 2 decimals to override the display If you used the Option 17 feature this field will be set to Qty Ordered from the Sales Order line item record Backordered The system displays the Qty Backordered entry made on the Sales Order line item record You may enter up to 5 digits and 2 decimals to override the display If you used the Option 17 feature this field will be set to zero Press RETURN to save the contents of this screen Order Entry User Manual 31 2 Transaction Processing Option 3 Sales Order Forms This function allows you to print sales orders from the Sales Orders file When sales order forms are printed the system calculates sales tax discounts and subtotals for each Sales Order record These forms are printed on either standard 8 1 2 x 11 inch paper or special preprinted forms depending on the entry in the Parameters file If you select this program to print backorder forms the system sets the BO Printed field on the Sales Orders record to Y and appends a revision number to the original order number See the explanation on Backorders A sample Sales Order form is shown below Expert Distributing Inc SALES ORDER ORDER NUMBER 100002 Ship To B amp J Materials Corp 425 Battery Street San Francis

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