Sage Accpac OE User Guide

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SAGE ACCPAC

Sage Accpac ERP™

Order Entry 5.5A

User Guide



©2008 Sage Software, Inc. All rights reserved.

Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered

trademarks

or

trademarks

of

Sage

Software,

Inc.,

or

its

affiliated

entities.

All

other

trademarks

are

the property of their respective owners.

Sage Software, Inc. Publisher

No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Software, Inc.

Use of the software programs described herein and this documentation is subject to the Sage

Software License Agreement enclosed in the software package.



User Guide iii

Contents

Chapter 1: Introducing the User Guide

How to Use This Guide .........................................................1–1

The Getting Started Manual .....................................................1–2

Where To Now?................................................................1–3

Chapter 2: What You Need to Know Before Using

Order Entry

Overview of Order Entry Processing .............................................2–2

Transaction Processing..........................................................2–2

Orders, Shipments, and Invoices .............................................2–5

Sales Order Integration with Project and Job Costing...........................2–7

Processing Orders

and

Quotes

...................................................2–7

Entering Order and Customer Information....................................2–9

Using Order Entry Templates...............................................2–19

Processing Different Order Types ...........................................2–20

Changing Order Information ...............................................2–23

Entering Order Details .....................................................2–23

Using Kits in Order Entry ..................................................2–36

Calculating Sales Taxes and Editing Tax Information..........................2–37

Entering Optional

Field

Information

.........................................2–40

Entering Sales Split Information.............................................2–40

Entering Exchange Rate Information ........................................2–41

Entering Prepayments .....................................................2–41

Verifying Order Totals .....................................................2–43

Posting Orders ............................................................2–47



iv Sage Accpac Order Entry

Posting Quotes or Orders with Optional Fields............................... 2–49

Posting Job‐Related Quotes and Orders ..................................... 2–49

Printing Quotes, Order Confirmations, Picking Slips, and Invoices............. 2–49

Deleting Orders

........................................................... 2–53

Creating New Orders from Existing Orders.................................. 2–54

Processing Shipments ......................................................... 2–54

Shipping Entire Orders .................................................... 2–57

Creating Partial Shipments................................................. 2–58

Verifying Shipment Totals ................................................. 2–58

Posting Shipments ........................................................ 2–60

Completing Orders........................................................ 2–61

Processing Invoices

........................................................... 2–63

Entering Invoices ......................................................... 2–63

Verifying Invoice Totals ................................................... 2–65

Editing Payment Terms.................................................... 2–67

Posting Invoices .......................................................... 2–67

Printing Invoices.......................................................... 2–68

Printing Shipping Labels................................................... 2–69

Processing Credit Notes and Debit Notes ....................................... 2–70

Entering

an

Invoice

Number ...............................................

2–71 Completing Credit Notes and Debit Notes................................... 2–72

Verifying Credit Note and Debit Note Totals ................................ 2–75

Posting Credit Notes and Debit Notes....................................... 2–76

Printing Credit Notes and Debit Notes ...................................... 2–77

Day End Processing........................................................... 2–78

Tasks Performed by Day End Processing .................................... 2–79

What to Do Before Running Day End Processing............................. 2–80

Batches

Created

in

Accounts

Receivable.........................................

2–81 Journal Entries Generated by Posted Transactions................................ 2–82

Shipments................................................................ 2–83

Invoices .................................................................. 2–84

Unconsolidated Details on A/R Invoices for Job‐Related Order Details and

Order Details with Optional Fields...................................... 2–85



User Guide v

Entries for Kitting Items on A/R Invoices.....................................2–86

Prepayments..............................................................2–86

Credit Notes and Debit Notes...............................................2–87

Job‐Related

Transaction

Entries

.............................................2–88

Reporting Order Entry Data ....................................................2–91

Viewing Data .............................................................2–91

Printing Reports...........................................................2–92

Printing Forms ............................................................2–93

Clearing Historical Data .......................................................2–93

Using Order Entry with Other Sage Accpac Programs ............................2–95

Accounts Receivable .......................................................2–95

General Ledger

............................................................2–96

Inventory Control .........................................................2–96

Purchase Orders...........................................................2–97

Project and Job Costing ....................................................2–97

Where To Now?...............................................................2–99

Chapter 3: Maintaining Setup Information

Icons Used

for

Maintaining

Setup

Information

....................................3–2

Setup Maintenance .........................................................3–2

Setup Reports ..............................................................3–3

Changing Order Entry Options ..................................................3–3

Changing Company Options ................................................3–4

Changing Processing Options................................................3–4

Changing Document Numbering ...........................................3–10

Changing Aging Periods ...................................................3–10

After

Changing

Options....................................................

3–10 Changing G/L Integration Options ..............................................3–11

Changing Options on the Integration Tab ....................................3–12

Changing Options on the Transactions Tab ..................................3–14

After Changing Options....................................................3–16

Adding, Editing, and Deleting Templates........................................3–16



vi Sage Accpac Order Entry

Adding a Template........................................................ 3–17

Editing a Template ........................................................ 3–17

Deleting a Template....................................................... 3–18

After Changing

Templates

................................................. 3–18

Adding, Editing, and Deleting Miscellaneous Charges................................ 3–18

Using Miscellaneous Charges with Project and Job Costing ................... 3–19

Adding a Miscellaneous Charge Record..................................... 3–20

Editing a Miscellaneous Charge Record ..................................... 3–21

Deleting a Miscellaneous Charge Record .................................... 3–21

After Changing Miscellaneous Charge Records .............................. 3–22

Adding, Editing, and Deleting Ship‐Via Codes .................................. 3–22

Adding a Ship

‐Via

Code

................................................... 3–22

Editing a Ship‐Via Code ................................................... 3–23

Deleting a Ship‐Via Code .................................................. 3–24

After Changing Ship‐Via Codes ............................................ 3–24

Adding and Editing E‐mail Messages........................................... 3–24

Adding E‐mail Messages .................................................. 3–25

Editing E‐mail Messages................................................... 3–25

After Changing E‐mail Messages ........................................... 3–26

Adding,

Editing,

and

Deleting

Optional

Fields...................................

3–26 Adding Optional Fields.................................................... 3–26

Editing Optional Fields .................................................... 3–27

Deleting Optional Fields ................................................... 3–27

After Changing Optional Fields ............................................ 3–28

Importing and Exporting Setup Records ........................................ 3–28

Chapter 4: Processing Orders Shipments

and Invoices

Icons Used to Process Orders, Shipments, and Invoices............................ 4–3

Using the Order Entry Form .................................................... 4–5

Adding and Editing Orders ................................................. 4–8

Payment Terms ........................................................... 4–25



User Guide vii

Editing Tax Information....................................................4–26

Editing Optional Fields for O/E Transactions .................................4–29

Posting Orders with Optional Fields.........................................4–31

Editing Sales

Allocations

...................................................4–31

Editing Exchange Rates ....................................................4–32

Entering Order Prepayments ...............................................4–34


Authorizing Credit ........................................................4–38

Using the New Contract Wizard for Job‐Related Quotes.......................4–39

Copying Existing Orders to New Orders.....................................4–40

Assigning Optional Fields in the Copy Orders Form ..........................4–43

Viewing Current

Orders

...................................................4–44

Using the Shipment Entry Form ................................................4–45

Adding and Editing Shipments .............................................4–46

Verifying Shipment Totals..................................................4–51

Posting Shipments with Optional Fields .....................................4–53

Using the Invoice Entry Form ..................................................4–54

Editing Payment Terms ....................................................4–58

Entering Invoice Prepayments ..............................................4–59

Verifying

Invoice

Totals....................................................

4–62 Posting Invoices with Optional Fields .......................................4–63

Printing Posting Journals.......................................................4–64

Printing Quotes ...............................................................4–66

Printing a Single Quote Immediately after Posting ............................4–67

Printing a Range of Quotes after Posting .....................................4–68

Printing Order Confirmations ..................................................4–70

Printing a Single Order Confirmation Immediately after Posting ...............4–71

Printing

Confirmations

for

a

Range

of

Orders ................................

4–73 Printing Picking Slips..........................................................4–75

Printing Shipping Labels.......................................................4–78

Printing Invoices ..............................................................4–79

Printing a Single Invoice Immediately after Posting ...........................4–80

Printing a Range of Invoices after Posting....................................4–82



viii Sage Accpac Order Entry

Using the Current Orders Inquiry and Pending Shipment Inquiry Forms........... 4–84

Looking Up Current Orders................................................ 4–84

Looking Up Pending Shipments............................................ 4–86

Using the

Sales

Statistics,

Salesperson

Inquiry,

and

Sales

History

Forms

............ 4–88

Viewing Sales Statistics .................................................... 4–88

Viewing Salesperson Statistics.............................................. 4–89

Viewing Sales History ..................................................... 4–91

Adding, Editing, and Deleting Sales Statistics................................ 4–92

Importing and Exporting Order Information .................................... 4–92

Importing Orders and Shipments........................................... 4–92

Exporting Orders, Shipments, and Invoices.................................. 4–93

Chapter 5: Processing Credit Notes and Debit Notes

Icons Used to Process Credit Notes and Debit Notes ................................. 5–2

Using the Credit/Debit Note Entry Form ......................................... 5–3

Entering Invoice and Customer Information .................................. 5–4

Editing Detail Information .................................................. 5–7

Editing Tax Information .................................................... 5–9

Editing Exchange

Rates

.................................................... 5–12

Verifying Credit Note and Debit Note Totals ................................ 5–13

Posting Credit/Debit Notes with Optional Fields ............................. 5–14

Printing Credit/Debit Note Posting Journals ..................................... 5–15

Printing Credit Notes and Debit Notes.......................................... 5–17

Importing Credit Note and Debit Note Information .............................. 5–19

Chapter 6: Periodic Processing

Day End Processing............................................................ 6–2

Creating General Ledger Batches and Posting A/R Batches in Accounts Receivable... 6–3

Printing Periodic Reports ....................................................... 6–6

Clearing History............................................................... 6–7



User Guide ix

Chapter 7: Reports

Standard Report Features .......................................................7–1

Printing

Reports................................................................

7–2 Aged Orders...................................................................7–3

Credit Notes and Debit Notes ...................................................7–5

E‐mail Messages ...............................................................7–6

G/L Integration ................................................................7–7

G/L Transactions ...............................................................7–7

Invoice Action .................................................................7–9

Invoices ......................................................................7–10

Miscellaneous Charges.........................................................7–12

Options ......................................................................7–13

Optional Fields................................................................7–14

Order Action..................................................................7–14

Order Confirmations ..........................................................7–15

Picking Slips ..................................................................7–17

Posting Journals...............................................................7–20

Quotes .......................................................................7–21

Sales History..................................................................7–23

Sales Statistics.................................................................7–24

Salesperson Commissions......................................................7–24

Ship‐Via Codes ...............................................................7–25

Shipping Labels ...............................................................7–25

Templates ....................................................................7–26

Transaction List ...............................................................7–27

Appendix A: Errors Warnings and Confirmations

Using Online Message Help .................................................... A–1



x Sage Accpac Order Entry

Appendix B Importing and Exporting

Importing and Exporting Data — Tips and Reminders ............................ B–2

Importing

Records .........................................................

B–2 Import Options ............................................................ B–2

Errors During Importing....................................................B–4

Exporting from Records with Multiple Record Types .......................... B–4

Selecting Export Records....................................................B–5

O/E Import and Export Data .................................................... B–6

Miscellaneous Charges ..................................................... B–6

Orders and Invoices........................................................B–7

Credit Notes...............................................................B–7

Appendix C Order Entry Security

Permissions and Rights.........................................................C–1

Appendix D Technical Information

Creating Macros for Order Entry ................................................D–1

Visual Basic Sample Macro..................................................D–1

Multiuser Considerations.......................................................D–3

Global Locking ............................................................D–4

Multiuser Data Protection...................................................D–5

Index



User Guide 1–1

Chapter 1

Introducing the User Guide

This chapter introduces you to the Order Entry User Guide. The User

Guide contains an overview of Order Entry processing as well as

detailed information about the day‐to‐day and periodic operations of

Order Entry.

How to Use This Guide

The Order Entry User Guide contains the following chapters:

Chapter 2 What You Need to Know Before Using Order Entry

contains general information about how Order Entry processes

order, shipment, invoice, debit note, and credit note transactions.

The chapter discusses how you enter, post, and review transactions,

and it describes how to use various Order Entry reports and carry

out the day‐end and periodic tasks and procedures that are part of

your normal

routine.

Chapter 3 Maintaining Setup Information describes the tasks

involved in changing Order Entry options and adding and

maintaining the records you need to set up and use Order Entry.

Chapter 4 Processing Orders Shipments and Invoices describes

the tasks involved in entering, posting, and reporting orders,

shipments, and invoices in your Order Entry system.

Chapter 5 Processing Credit Notes and Debit Notes describes the

tasks involved in entering, posting, and reporting debit notes and

credit notes in your Order Entry system.

Chapter 6 Periodic Processing describes the tasks that are part of

processing your transactions and keeping your order entry system

updated, including running day‐end processing and clearing history.



The Getting Started Manual

1–2 Sage Accpac Order Entry

Chapter 7 Reports describes the features of Order Entry reports,

journals, forms, and listings. The information for each report

includes a description of its purpose and instructions on when and

how

to

print

it.

Appendix A Error Messages describes the messages you may

encounter while using Order Entry, and explains how to respond to

them.

Appendix B Importing and Exporting describes the Order Entry

data you can import and export, and contains tips on how to select

data for importing or exporting.

Appendix C Order Entry Security lists and describes the Order

Entry task

groups

to

which

you

can

grant

or

restrict

access.

Appendix D Technical Information provides information for macro

developers and for administrators of multiuser environments,

including descriptions of the record access types used to protect data

in a multiuser environment.

The Index contains an alphabetical listing of topics in this guide,

with corresponding page‐number references.

The Getting Started Manual

The Order Entry documentation includes this User Guide and the

Order Entry Getting Started manual.

The Order Entry Getting Started manual introduces the Order Entry

program. It provides an overview that will help you make best use

of the program’s powerful features, and then steps you through

starting

and

setting

up

your

own

Order

Entry

system.

The

appendix

provides instructions for printing the Order Entry Setup Checklist

that you can use while setting up the program.



Where To Now?

User Guide 1–3

Where To Now?

Install the Sage Accpac System Manager, Accounts Receivable,

Inventory

Control,

and

Order

Entry

programs

on

your

computer,

following the instructions in the System Manager Administrator Guide.

Once you create your Order Entry system and are ready to begin

using Order Entry for day‐to‐day operations, read Chapter 2 in this

guide, “What You Need to Know Before Using Order Entry,” for an

overview of Order Entry processing.

Refer to the remaining chapters in this guide for information about

using particular Order Entry maintenance, processing, and reporting

functions.





User Guide 2–i

Chapter 2

What You Need to Know

Before Using Order Entry

Overview of Order Entry Processing .............................................2–2

Transaction Processing..........................................................2–2

Orders, Shipments, and Invoices .............................................2–5

Sales Order Integration with Project and Job Costing. ..........................2–7

Processing Orders and Quotes...................................................

2–7

Entering Order and Customer Information....................................2–9

Fields and Options on the Order Tab .....................................2–9

Fields and Options on the Customer Tab .................................2–15

Buttons on the Order Tab and the Order Entry Form ......................2–17

Using Order Entry Templates...............................................2–19

Processing Different Order Types ...........................................2–20

Active Orders .........................................................2–20

Future Orders .........................................................

2–21 Standing Orders .......................................................2–21

Quotes................................................................2–22

Changing Order Information ...............................................2–23

Entering Order Details .....................................................2–23

Entering Item Details...................................................2–24

Entering Miscellaneous Charge Details ..................................2–35

Job‐Related Miscellaneous Charges......................................2–35

Using Kits in Order Entry ..................................................

2–36 Cost of Kitting Items in Job‐Related Orders...............................2–37

Calculating Sales Taxes and Editing Tax Information..........................2–37

Taxes for Contracts That Are Invoiced in Order Entry .....................2–39

Entering Optional Field Information.........................................2–40

Entering Sales Split Information.............................................2–40



2–ii Sage Accpac Order Entry

Entering Exchange Rate Information ........................................ 2–41

Entering Prepayments..................................................... 2–41

Verifying Order Totals..................................................... 2–43

Overriding the Order, Shipment, or Invoice Discount Percentage ..........

2–46 Posting Orders............................................................ 2–47

Posting Quotes or Orders with Optional Fields............................... 2–49

Posting Job‐Related Quotes and Orders ..................................... 2–49

Printing Quotes, Order Confirmations, Picking Slips, and Invoices............. 2–49

Order Confirmations .................................................. 2–51

Shipping Labels ....................................................... 2–52

Picking Slips .......................................................... 2–52

Deleting Orders

........................................................... 2–53

Creating New Orders from Existing Orders.................................. 2–54

Processing Shipments ......................................................... 2–54

Shipping Entire Orders .................................................... 2–57

Creating Partial Shipments................................................. 2–58

Verifying Shipment Totals ................................................. 2–58

Posting Shipments ........................................................ 2–60

Posting Job‐Related Shipments ......................................... 2–61

Completing Orders

........................................................

2–61 Processing Invoices ........................................................... 2–63

Entering Invoices ......................................................... 2–63

Verifying Invoice Totals ................................................... 2–65

Editing Payment Terms.................................................... 2–67

Posting Invoices .......................................................... 2–67

Printing Invoices.......................................................... 2–68

Printing Shipping Labels................................................... 2–69

Processing

Credit

Notes

and

Debit

Notes .......................................

2–70 Entering an Invoice Number ............................................... 2–71

Completing Credit Notes and Debit Notes................................... 2–72

Items Returned to Inventory / Items Removed from Inventory............. 2–73

Damaged Items ....................................................... 2–74

Price Adjustment...................................................... 2–74



User Guide 2–iii

Verifying Credit Note and Debit Note Totals .................................2–75

Posting Credit Notes and Debit Notes .......................................2–76

Printing Credit Notes and Debit Notes.......................................2–77

Day End Processing ...........................................................

2–78 Tasks Performed by Day End Processing.....................................2–79

What to Do Before Running Day End Processing .............................2–80

Batches Created in Accounts Receivable .........................................2–81

Journal Entries Generated by Posted Transactions ................................2–82

Shipments ................................................................2–83

Invoices ..................................................................2–84

Unconsolidated Details on A/R Invoices for Job‐Related Order Details

and Order

Details

with

Optional

Fields

..................................

2–85 Entries for Kitting Items on A/R Invoices.....................................2–86

Prepayments..............................................................2–86

Credit Notes and Debit Notes...............................................2–87

Job‐Related Transaction Entries .............................................2–88

Shipping and Invoicing in Order Entry ..................................2–89

Project Invoicing in Project and Job Costing ..............................2–90

Reporting Order Entry Data ....................................................2–91

Viewing

Data .............................................................

2–91 Printing Reports...........................................................2–92

Printing Forms ............................................................2–93

Clearing Historical Data .......................................................2–93

Using Order Entry with Other Sage Accpac Programs ............................2–95

Accounts Receivable .......................................................2–95

General Ledger............................................................2–96

Inventory Control .........................................................2–96

Purchase Orders...........................................................2–97

Project and Job Costing ....................................................2–97

Quotes and Estimates ..................................................2–98

Miscellaneous Charges .................................................2–98

Where To Now?...............................................................2–99





User Guide 2–1

Chapter 2

What You Need to Know

Before Using Order Entry

This chapter contains general information about how Order Entry

processes order, shipment, invoice, debit note, and credit note

transactions.

The chapter discusses how you enter, post, and review transactions,

and it describes how to use various Order Entry reports and carry

out the day‐end and periodic tasks and procedures that are part of

your normal routine.

For details on using Order Entry forms see the following chapters:

• Chapter 3, “Maintaining Setup Information.”

• Chapter 4, “Processing Orders, Shipments, and Invoices.”

•

Chapter 5,

“Processing

Credit

Notes

and

Debit

Notes.”

• Chapter 6, “Periodic Processing.”

• Chapter 7, “Reports.”

For information about setting up an order entry system and adding

records, see Chapters 2 and 3 of the Getting Started manual.

The chart on the next page outlines the steps in a normal Order

Entry processing cycle.



Overview of Order Entry Processing


Overview of Order Entry Processing

Process daily

transactions

Update Order

Entry records

Run day-end

processing

• Enter and post orders

•

Print order confirmations, picking slips• Enter shipped quantities, and post shipments

• Print shipping labels

• Enter, post, and print invoices

• Enter, post, and print credit notes and debit notes

Post G/L batches in Sage Accpac G/L or in another general ledger

As needed:

• Print transaction lists and order reports: order and invoice action, agedorders, sales history, sales statistics, and salesperson commissions

• Clear order history, transaction history, statistics, salespersoncommission data, and printed posting journals

• Add new records and make changes to existing records

• Check data integrity and make a backup copy of the data

• Run day-end processing in Inventory Control

• Print and file Order Entry posting journals

• Post the batches created in Accounts Receivable

In Accounts Receivable, create transaction batches for your general ledger

Create general

ledger batches• If you create general ledger transactions for posted shipments using

the Create Batch icon, print the G/L Transactions report

• Use the Create Batch icon to create the general ledger batch

Transaction Processing

This section presents a brief overview of how posting, day‐end

processing, and audit trails relate to transaction processing in Order

Entry. The types of transactions in Order Entry are orders,




User Guide 2–3

shipments, invoices, debit notes, and credit notes. (Quotes are

entered as order transactions.)

Online posting Order Entry uses online transaction processing rather than batch

processing. This means that you post each transaction when you

enter it.

Posting updates

quantitiesWhen you post transactions, Order Entry immediately updates item

quantities in Inventory Control so you always know your inventory

levels.

Posting can also

update costsIf you use the Inventory Control option to cost items on posting,

posting also updates item costs.

Posting can alsocreate and post

G/L and A/R

transactions

You can also choose to create General Ledger Entries and Post Accounts Receivable batches when you post Order Entry

transactions, when you run Day End Processing, or using the Create

Batch icon.

So, depending on your settings in Inventory Control and in Order

Entry, you may be updating quantities, updating costing, and even

creating — and optionally posting — transaction batches for G/L and

A/R.

Note: These choices can have a large impact on the speed of

processing transactions in Order Entry and on the number of

Accounts Receivable batches that Order Entry produces.

If you are processing a large volume of orders, you should

choose the Inventory Control options to create subledger

transactions during day end processing or use the Create

Batch icon to create G/L batches and post batches in A/R.

You will also improve posting speed by costing inventory at

day end, instead of during posting.

Posting does not update statistical information in Order Entry.





Day-end updates

everything elseYou must run Day End Processing in Inventory Control to:

• Update Order Entry sales statistics.

• Update sales

commissions.

• Update audit information (unless you choose the option in I/C to

create subledger transactions and audit information during

posting).

• Create batches of Accounts Receivable summary invoices, debit

notes, and credit notes.

In addition, Day End Processing updates item and sales statistics,

and

audit

information

in

Inventory

Control

with

the

posted

transactions. If you use the Inventory Control option to cost items

and create transactions during day‐end processing, it also costs items

and may create G/L transactions for inventory.

If necessary, you can run Day End Processing several times a day to

keep this information more current.

Transaction lists You can print summary or detail listings of all orders, shipments,

invoices, debit notes, and credit notes until the transactions are deleted

from

the

Order

Entry

program.

Keeping

transaction historyIf you select the Keep Transaction History option on the Order Entry

Options form, the program will keep this information until you

remove it using the Clear History form. You can print transaction

lists — and reprint invoices, debit notes, and credit notes — until

you clear the transaction history.

If you do not keep

history, day-end

removes

completedtransactions

If you do not keep transaction history, Order Entry will

automatically delete completed transactions when you run Day End

Processing.

Order

Entry

considers

the

following

transactions

to

be

completed:

• Orders with a Completed status.

• Invoices, credit notes, and debit notes that you have printed.




User Guide 2–5

This means that, if you do not keep history, you cannot print a

transaction list for completed orders or shipments, or for printed

invoices, debit notes, and credit notes after you run Day End

Processing.

Posting journals

(the audit trail)You can print posting journals for shipments, invoices, debit notes,

and credit notes after running Day End Processing in Inventory

Control. You can keep posting journals until you remove the

information using the Clear History form. However, you cannot

remove the information for a particular day‐end sequence until you

have printed the posting journals.

Day-end

processingFor more information about the Transaction Lists and Posting

Journals,

see

Chapter

7,

“Reports.”

For

information

about

day‐

end

processing, see the section “Day End Processing,” later in this

chapter. See also Chapter 6, “Day End and Periodic Processing,” in

the Inventory Control User Guide.

Orders, Shipments, and Invoices

Order processing is separated into three separate functions in Sage

Accpac Order Entry: Order Entry, Shipment Entry, and Invoice

Entry.

The O/E Transactions folder provides the following icons for

entering orders, shipments, and invoices:

As the names of the forms suggest, you use:

• Order Entry to enter orders and quotes (although you can also

record shipments on the order and generate an invoice).

• Shipment Entry to record the shipment of items for previously

entered orders and to add miscellaneous charges to existing

orders.





You can also enter new customer shipments that are not based

on orders, as well as enter payments and generate invoices

(thereby eliminating the order entry phase).

The Shipment Entry form provides efficient, one‐step order

processing.

• Invoice Entry to process invoices for shipments.

Assign security

separately to

each form

You can assign security authorization separately to each form, so

order entry staff use only the Order Entry form, shipping staff use

only the Shipment Entry form, and accounts receivable staff use only

the Invoice Entry form.

When you enter the number of an order on the Shipment Entry form, the program transfers the details from the order to the shipment.

When you specify a shipment number on the Invoice Entry form, the

details from the shipment are transferred to the invoice.

Quotes are saved

for reuseQuotes that you convert to orders using the Order Entry form are

saved for reuse until you clear transactions using the Clear History

form. You can convert quotes one at a time, and you can convert

multiple quotes for a customer to a single order.

You can ship multiple orders with one shipment entry, and you can invoice multiple shipments on one invoice. You can delete item

detail lines from the Shipment Entry and Invoice Entry forms, but

you can add new item details only on the Order Entry form.

The information compiled for orders, shipments, and invoices

includes:

• Order and customer information.

•

Detail

information

for

inventory

items

and

miscellaneous

charges.

• Optional field information for the transaction.

• Sales split information.

• Exchange rates for orders and invoices.



Processing Orders and Quotes

User Guide 2–7

• Transaction taxes and totals.

For information on adding an order, see the next section, “Processing

Orders.”

For information on shipping orders, see “Processing Shipments,”

and for information on producing invoices, see “Processing

Invoices,” later in this chapter.

For detailed instructions on entering orders, shipments, and

invoices, see Chapter 4, “Processing Orders, Shipments, and

Invoices,” in this guide.

Sales Order Integration with Project and Job Costing

Order Entry also lets you create quotes and enter orders that specify

the jobs from the Project and Job Costing module to which each

order detail applies.

Orders can list items from inventory used on the job and they can list

miscellaneous charges, which can be labor, subcontracting charges,

or charges such as shipping and handling.

You

can

invoice

job‐

related

orders

directly

from

Order

Entry,

or,

if

you have lengthy or complex projects, you can process billings in

Project and Job Costing.

Full integration with Project and Job Costing lets you enter

additional costs through Accounts Payable and manually enter

invoices in Accounts Receivable.


You use the Order Entry form to add new orders and quotes to your

Order Entry system, and you can use it to add shipment information,

enter prepayments, and create invoices for shipped goods.

You can also use it to review posted orders, and to drill down to any

shipments, invoices, and credit/debit notes associated with the order.





Once you have posted orders, you can use the Copy Orders form to

create a new order from an existing order or a range of orders. For

more information about the Copy Orders form, see “Creating New

Orders

from

Existing

Orders,”

later

in

this

chapter.

Note: You can also process shipments and invoices without

adding orders first. For information, see “Processing

Shipments,” later in this chapter.

Also note the following points regarding information on orders:

Different types of

discounts on

orders and

invoices

• An order includes the code for payment terms. It can also

include an order discount percent or amount, or discount

percents or amount on line items. However, it will not include early payment discount information or due dates for payments

because the payment schedules and payment discount

information are available only on invoices.

• You can enter any number of prepayments with an order. You

can also enter prepayments on the Shipment Entry form, and

apply a prepayment to an invoice in the Invoice Entry form.

Job-related orders For orders that apply to projects in the Project and Job Costing

module:

• If an order or quote applies to contracts maintained in the Project

and Job Costing module, all detail lines must be job‐related.

• If you are creating a job‐related quote, you can use the new

Contract Wizard to create a new contract in PJC.

• Job‐related quotes must refer to projects with an “Estimate”

project status. Order Entry changes the project status to “Open”

when you

convert

quotes

to

active

orders.

• You can invoice job‐related orders in Order Entry, or you can

and manage the billing and invoicing in the Project and Job

Costing module. (This is called Project Invoicing.)




User Guide 2–9

Online Help • For information on any of the fields while using the Order Entry

form, press F1, and then choose the Field List button from the

online Help window that appears.

Entering Order and Customer Information

The information in this section is presented in the order in which

you enter it in the Order Entry form.

Fields are

described in this

section only

Note: Because many of these fields are common to the Order

Entry, Shipment Entry, and Invoice Entry forms, they are

explained only in this section.

Fields and Options on the Order Tab

For each transaction, you enter the following information:

• Order Number (a number that is usually assigned by the

program, although you can enter a number of your choice).

• Customer Number (the number you use to identify the

customer).

When you select a customer number from Accounts Receivable,

Order Entry displays the customer type, price list, territory, tax

group, terms, and salesperson split from the customer record. In

multicurrency ledgers, it also displays the customer’s currency.

On-hold customer If the customer account is on hold in Accounts Receivable, a

message warns you that the order will be placed on hold. You

need to remove the hold for the order on the Order Entry form

or for the customer in Accounts Receivable before you can ship

goods and produce the invoice in Order Entry.

Credit checks Each time you enter an order for a customer, Order Entry checks

customer credit limits to see if the new order will put the

customer over their credit limit.





Click the Credit Check button by the customer number to view

customer account information.

If you choose the credit check option in the customer record in

Accounts Receivable, Order Entry will always check whether the

current posted balance in Accounts Receivable exceeds the

customer’s credit limit.

The settings on the O/E Options Processing tab also let you

perform more credit checking based on:

− A specific amount overdue by more than a particular

number of days (also specified in the customer record in

Accounts Receivable).

− Pending (unposted) transactions in Accounts Receivable

included with the posted A/R balance.

− Pending transactions in Order Entry included with the

posted A/R balance.

− Pending transactions in other applications that work with

Sage Accpac applications (if supported by the applications).

Inactive customer

or account set If

the

customer

account

or

account

set

is

inactive,

you

cannot

enter an order for the customer.

If you want to add a new customer, you can do it in one of two

ways:

Adding a new

customer record in

Accounts

Receivable

− You can click the New button beside the Customer Number

field, then enter the new customer information “on the fly”

in Accounts Receivable before returning to Order Entry to

finish entering the order.

Adding only acustomer number

and name

− You can also type a customer number in Order Entry, and

enter the remaining customer information later in Accounts

Receivable.

In a multicurrency system, the order currency is set by the

reporting currency of the tax group that you choose for the




User Guide 2–11

order — and this must match the currency for the customer

record that you add later in Accounts Receivable.

Note:

We

suggest

that

you

do

not

use

this

option

in

a

multicurrency system, especially if the reporting

currencies for customer tax groups do not match your

customers’ currencies.

You cannot post an invoice in Accounts Receivable until you

add the customer to your Accounts Receivable system.

Also, you cannot enter an order for a customer with no

record in Accounts Receivable unless you selected the option

Allow Non‐existent Customers on the O/E Options form.

Order tab • Template Code (identifies the default template defined in the

Options form; you can select another template if you wish, or

leave the field blank). The template determines which entries are

displayed for the order type, FOB point, location, description,

reference, and comment.

If the customer record has not yet been added in Accounts

Receivable, the template entries for ship‐via code, customer type,

price list, territory, tax group, currency (in a multicurrency system), and terms are also displayed.

Order Entry automatically places an order on hold if the

template has an on‐hold status.

• PO Number (optional). This number is printed on the standard

Order Entry invoice, and is displayed on the invoice transaction

in Accounts Receivable.

•

Order Date

(the

date

of

the

order).

The

date

you

enter

for

a

future order determines when Day End Processing will activate

the order.

• Location (the code identifying the inventory location from which

you are shipping items to fill the order). This location is the





default location for the detail lines, although you can select

different codes for order detail lines.

• Order Type (select Active, Future, Standing, or Quote). The type

of order determines how the order is processed, as described

later in this chapter under “Processing Different Order Types.”

Job-related quotes If you are entering a job‐related quote, the quote details must be

applied to projects that have an Estimate project status in Project

and Job Costing.

Click the Contract button to create a new contract in Project and

Job Costing using the New Contract Wizard.

When you change the order type of a job‐related order from Quote to Active, the program will change the project status of all

projects listed in the order details from Estimate to Open.

Multicurrency

ledgersIf you use multicurrency accounting, you can assign a standing

order only to a customer with the same currency as the standing

order.

Quote expiration

date• Expiration Date. This field appears if you select Quote as the

order type. The program displays a date using the default

number of days for the expiration of quotes that you set on the O/E Options form, but you can change it.

If you have not yet used the quote in an order, it is automatically

deleted when you run Day End Processing on the expiration

date.

If you have used the quote in an order, you can reuse the quote

in future orders.

Create orders from

several quotes•

From Multiple Quotes.

You

use

this

option

to

create

an

order

based on a number of quotes, or to reuse quotes from which you

have already produced an order. To add the details from

existing quotes, you click the Zoom button beside the option,

and then use the form that opens to specify the quotes to convert

to an order. Order Entry inserts the PO Number from the first

quote in the new order.




User Guide 2–13

• Job Related. Select the Job Related option if this order applies

to a project that you are managing using Sage Accpac Project

and Job Costing.

When you select the option, additional fields appear in the

detail‐entry grid to let you enter job‐related information for each

item or miscellaneous charge on the order or quote.

You can also choose the following options:

− Retainage accounting.

− Project invoicing.

(See

the

explanations,

below,

for

each

option.)

When you post the document, Order Entry will update the

contracts, projects, categories, and (if required) resources in

Project and Job Costing to which the items in this order apply.

• Project Invoicing. This option is available only if this is a job‐

related order.

If you select this option, all of the billing for this order will be

handled by the Project and Job Costing module.

Order Entry will not create an invoice for this order, but will

pass all information to Project and Job Costing for it to process

billings using the Create Billing Worksheet.

Note that the Retainage option is not available if you choose this

option because all invoicing (which includes determining

retainage amounts) will be handled by PJC.

• Retainage. This option appears only if you are entering a job‐

related order and have selected the Retainage Accounting option in your Accounts Receivable system.

Retainage is where a percentage of the payment is held back for

a fixed period of time, when it is separately invoiced. You select

the Retainage option to indicate that retainage applies to the

document you are entering.





When you select the Retainage option, a Retainage tab appears

on the Order Entry form where you specify how to process the

retainage invoice for this order.

The Retainage option is not available if you choose Project

Invoicing (where invoicing is handled through the Project and

Job Costing module).

• Calc Tax. Order Entry lets you specify on individual orders and

invoices whether taxes should be calculated automatically by

Order Entry or entered manually.

If you wish to have the program calculate tax automatically for

the order/invoice, select the Calculate Tax option.

If you wish to enter tax amounts manually, do not select this

option.

• On Hold. Select this field if you need to place an order on hold.

If the customer account is on hold in Accounts Receivable, the

order is automatically placed on hold. You can enter the order

and post it, but you cannot ship items or produce an invoice for

the order until you remove the hold for the customer in

Accounts Receivable, or remove the hold from the order on the Order Entry form.

Posting an order that is on hold has no effect on Inventory

Control records. You cannot ship any items for the order until

you remove the on‐hold designation and post the order (and

post an invoice for the order).

You can list the orders currently on hold on the Order Action

report.

• Create Invoice. Select this option to create an invoice when you

post the order/shipment.

This checkbox appears only if you are shipping goods on the

order or if the order has miscellaneous charges that you can

invoice. When you select the option, additional fields appear on




User Guide 2–15

the Totals tab, letting you enter an invoice number, an invoice

date, and an invoice posting date.

• Ship-To Location (the code identifying the customer’s shipping

address; optional). If you select an existing ship‐to location code

(defined in Accounts Receivable), Order Entry displays the price

list, territory, tax group, and sales split information stored for the

ship‐to location.

• Expected Ship Date (the date on which you expect to ship the

order). The default date is the order date. The expected ship

date you enter on the Order tab applies to the order as a whole.

You can specify a different expected ship date for each detail on

an

order,

shipment,

or

invoice.

• Description (is displayed as the description for the invoice in

Accounts Receivable; optional).

• Reference (optional).

Fields and Options on the Customer Tab

The information on the customer page comes from the Accounts

Receivable record, but you can change it here:

Customer tab • Ship Via (identifies the carrier or delivery method; optional).

The program displays the ship‐via description from the ship‐to

location record, or if no ship‐via method is specified, from the

ship‐via code in the order template. You can specify a different

ship‐via method for each detail on an order, shipment, or

invoice.

• Tracking Number. Use this field to enter the tracking (or

waybill) number for the shipment, if you know it.

You can also enter a separate tracking number with any order,

shipment, or invoice detail, if necessary.

FOB Point (identifies the location at which the customer begins

paying freight charges on the order; optional).





• Territory (identifies the customer’s sales territory code; optional).

• Customer Type (a code identifying the discount level for the

customer). You can select Base, A, B, C, D, or E. “Base” indicates

the customer is not eligible for price discounts, if the discount is

based on customer type.

• Price List (the code identifying the default price list from which

prices are displayed on detail lines). You can select different

price lists for individual detail lines.

• Tax Group (the code identifying the customer’s tax group). The

tax group determines the tax authorities to which the customer is

subject, and the tax classes that are used for each authority to

calculate sales tax. You can change the tax classes for individual

detail lines.

• Customer Account Set. The account set from the customer

record appears in this field as the default. It specifies the general

ledger receivables control, payment discounts, prepayment

liability, retainage, and write‐offs accounts to which the

transaction will be distributed.

You can change the account set for a particular order, shipment,

invoice or credit/debit note. If you use multicurrency accounting,

however, the new account set must use the same currency as the

customer’s account set.

• Terms code (the code identifying the customer’s payment

terms). All payment terms are defined in Accounts Receivable.

• Due Date (appears on the invoice only, calculated from the

order or invoice date and the specifications for the terms code).

You can change the date, if necessary.

• Discount Date (appears on the invoice only, calculated from the

order or invoice date and the specifications for the terms code).

If the terms code uses discounts, the program displays the date

on which the period for an early‐payment discount expires. You

can change the date.




User Guide 2–17

If the terms code does not use discounts, the program displays

the session date. You can assign a discount amount and date for

an individual order or invoice.

• Discount % / Discount Amount (appears on the invoice only,

calculated from the terms code). You can change the discount

percent or amount before posting, if you offer early payment

terms.

Buttons on the Order Tab and the Order Entry Form

Buttons on the

Order tabYou can also use the buttons at the bottom of the form to perform a

variety of tasks:

Item / Tax Button (or press F9). This button opens a form that

displays all the information for one order detail so you can see fields

without having to jump back and forth through the columns.

The popup form also displays the applicable tax authorities for the

current item, allowing you to change the tax class and other tax

information (depending on the tax authority).

Components button. Click this button to view the components that

make up a Kit or BOM.

Ship All button. Click the Ship All button to ship all the quantities

required on the order.

Note that when the option, Calculate Backorder Quantities (on the

Order Entry Options Processing tab) is not selected, the Ship All

button will not work since the shipment quantity is determined

based on the backorder quantity.

Contracts Button (job‐related quotes only). If you are adding a job‐

related quote, this button starts the New Contract Wizard, which lets you create a new contract in Project and Job Costing for the quote

that you are entering.

The New Contract Wizard copies the settings, projects, categories,

and resources from the existing contract to the new contract. It also

lets you:





• Select an existing contract as a template for the new contract.

• Choose whether to base the new contract estimates on the

original contract estimate, the current contract estimate, the

actual contract costs and revenue, or on none of the figures from

the existing contract.

• Choose the contract style (either basic or standard).

• Choose whether you want optional fields on the contract.

All details that you enter in Order Entry will update the contract

estimates in Project and Job Costing when you post the quote.

Distribute Taxes button.

When

you

clear

the

Calculate

Tax

check

box, the Distribute Taxes button becomes available.

Click the Distribute Taxes button to prorate the tax that you enter

manually to the document details. Note that you cannot prorate a tax

amount to an authority that uses an exempt tax class.

Post button. After you have finished entering all the details for an

order, you post the order.

Delete button. If you post an order in error, or one that you later

decide not to fill, you can delete the entire order using the Delete

button on the Order Entry form. When you delete an order, all of its

details are removed. The order no longer appears in the Finder list.

History button. Click the History button in the Order Entry,

Shipment Entry, Credit Note/Debit Note Entry, and Invoice Entry

forms to check the sales history for an item or a customer while

entering an order or invoice.

Prepayment button. You can enter as many prepayments as you

want for an order or shipment.

Prepayments entered for orders and shipments do not reduce the

amount of the next invoice you create; instead, they are matched to

invoices when they are posted in Accounts Receivable (using the

order number). The order and shipment prepayment totals are




User Guide 2–19

displayed on the invoice total tab to help you determine if there is an

outstanding balance.

Using Order Entry Templates

Order Entry templates speed up and simplify order entry by

providing default settings that appear when you start a new order,

credit note, or debit note.

Template fields You can specify the following information for each template that you

define:

• Order Type

• FOB Point

• Ship‐Via Code

• Customer Type

• On Hold • Price List

• Location • Territory

• Description • Tax Group

• Reference

• Comment

• Terms

You must specify the order type and customer type in a template.

The other information is optional. Note that the information in a

number of the template fields can also come from other records. For

example, the customer type, price list, territory, and tax group fields

are in the customer and the ship‐to location records.

Default templates You can specify a default template on the Options form so that a

standard set of default customer and order settings appears for each

new

order,

debit

note,

or

credit

note

you

create.

The

default

template

provides initial settings, but these are overridden by settings from

the customer record — and from another template if you choose a

different one.





The following sequence of steps illustrates template use:

1. Click New to create a new order. The default template settings

appear for the new order.

2. Choose the customer number. The information in the customer

record replaces the information from the default template,

including ship‐via method, FOB point, and ship‐to location.

3. Choose a different template to override the customer

information. Information from the new template replaces the

current order information.

4. You could again choose the customer number to replace the

information inserted in step 3 with the information from the customer record.

Credit note settings

come from

invoices

Most credit notes and debit notes refer to invoices and use the

invoice information by default. You can override the invoice

information by choosing a different template (or by choosing the

default template again).

However, if your credit note or debit note does not reference an

existing invoice, templates work the same as they do for orders.

Processing Different Order Types

The type of order you are entering determines how the order is

processed.

Active Orders

Shipments You can ship only active orders.

Inactive customers If a customer account or customer account set is inactive, you cannot

enter an order for the customer. If a customer account becomes

inactive after you enter an order, you will not be able to post updates

to the order or post an invoice for the order until the account is made

active again.




User Guide 2–21

On-hold orders Posting an order that is on hold has no effect on Inventory Control

records. You cannot ship any items for the order until you remove

the on‐hold designation and post the order.

You can list the orders currently on hold on the Order Action report.

If the customer

account is on holdIf you are entering a new order and the customer’s account has been

placed on hold in Accounts Receivable, a message warns you that

the order will be placed on hold in Order Entry.

You can enter the order and post it, but you cannot ship items or

produce an invoice for the order until the customer’s on‐hold status

is removed in Accounts Receivable.

Future Orders

Activating Day End Processing automatically activates future orders on the

order date (or the first time you run Day End Processing after the

order date). Alternatively, you can change the status of a future

order to Active before the order date.

Day End Processing also posts the activated future orders so that

sales statistics are updated.

Tip: Day-endprocessing

If you usually run Day End Processing at the end of the work day, future orders set to be activated on a certain day will not become

active until the end of the day. To be sure a future order is ready to

be processed on the correct date, assign a date earlier than the

desired date for the order.

Standing Orders

Creating active

orders fromstanding orders

To create an active order from a standing order, you need to display

the standing order, and then change the order type to Active or

Future.

You can make any changes you require to the standing order; you

can even change the customer number, template code, ship‐to

location, and tax group.





You can type a new order number if you assign numbers manually,

or you can have the number automatically assigned by the program

when you post the order.

The original standing order is retained in the system, unchanged,

and with the original order number, regardless of how many orders

you issue from it.

The order you create from the standing order displays the terms

code and other information maintained in Accounts Receivable for

the customer number.

Quotes

Changing quotes

to ordersWhen you enter a quote, you enter the date on which the quote

expires. To change the quote to an order, call up the quote by its

order number, change the order type to Active, edit the detail

information as required, check tax statuses and order totals, and then

post the order.

Reusing quotes or

using multiple

quotes

If you wish to use multiple quotes in the same order, or to reuse

a quote that you have previously converted to an order, click the

Zoom button beside the From Multiple Quotes field, select the

quotes you

want

to

use

on

the

form

that

appears,

and

then

click

the

Order button to add the quote details to the order.

The program uses the default number of days you specified for the

expiration of quotes (on the O/E Options form) to set the default

expiration date for a quote, but you can change the date if you wish.

You can also edit the details.

If you do not change the order type from Quote to Active before the

expiration date, Day End Processing removes the quote from the

order file.

If you convert a quote to an order, the original quote remains

available for reuse in the future, until you delete it using the Clear

History form.




User Guide 2–23

Job-related quotes Job‐related quotes must refer to projects with an “Estimate” project

status. Order Entry changes the project status to “Open” when you

convert quotes to active orders.

Changing Order Information

Before posting an active, future, or standing order, you can change it,

cancel parts of it, or delete the whole order.

You can add to or

change the orderAfter you post an order, you can change any part of the order

except:

•

The order

number.

• The customer number.

• The project invoicing option on job‐related orders.

• Completed detail lines.

You can add new detail lines to an order at any time — even if the

order is completely shipped and invoiced. You can delete any detail

lines that have no items shipped, and you can change the

outstanding amounts of any detail lines that are partially shipped.

Multicurrency

tax groupsIf you use multicurrency accounting, the order and invoice are in the

customer’s currency.

If you choose a price list that doesn’t have prices in the customer’s

currency for particular items, Order Entry will display an error

message and provide a unit price of 000.00 for each item that is

missing.

Entering Order Details

You can enter two types of details on orders: items and

miscellaneous charges. You enter each detail as a separate line on the

detail entry grid (on the Order tab).





Items/Taxes form You can also select a detail line, then press the F9 key or click the

Item/Tax button to open a separate form that lets you view all the

fields for the detail at once, so you don’t have to use the scroll bar. It

lets

you

add

and

edit

details,

and

view

and

edit

tax

information

for

details.

There are no restrictions on the number of detail lines you can enter

for an order.

Job-related orders If you choose the Job‐Related option you can only add job‐related

details to the order.

Job‐related miscellaneous charge details let you record non‐material

transactions such as equipment, subcontractors, labor, overhead, or

other miscellaneous charges.

Entering Item Details

For each order detail, you select or enter the:

• Line Number. Order Entry automatically assigns a line number

to each detail you enter.

• Line Type. You use this field to specify the type of detail. You

can select Item or Miscellaneous. Your choice in this field determines in which detail fields you can enter information.

• Contract, Project, Category, and Cost Class (for job‐related

orders). If the sales order is job‐related, you specify for each

order detail where the items or resources are going to be used. If

you use different terms than “Contract,” “Project,” and

“Category” in Project and Job Costing, the program displays

them instead.

For job‐related orders, you also specify near the end of the detail line the WIP Account (for Project Invoicing) or the Revenue and

COGS accounts and the Billing Type for the customer invoice.

− You must select the Job‐Related checkbox in the top part of

the Order Entry form for these fields to appear.




User Guide 2–25

− You enter/select the resource using the Item Number field.

• Item Number or Miscellaneous Charge. For item detail types,

you specify the Inventory Control item number for the item

being ordered. The program then displays the order unit, pricing

unit, and unit price from the Inventory Control item record. The

pricing unit and unit price are based on the customer’s price list.

For miscellaneous detail types, you enter the code for a

miscellaneous charge that you have set up in Order Entry. For

information on miscellaneous charges, see the next section,

“Entering Miscellaneous Charge Details.”

If you have set up manufacturers’ item numbers or customer

item numbers in Inventory Control, you can enter these numbers

in place of the inventory item number. Manufacturers’ item

numbers and customer item numbers are translated to your

inventory item numbers automatically.

For more information about using manufacturers’ item numbers

and customer item numbers, see the Inventory Control

documentation.

• Kit/BOM. If this item is part of a Kit or a BOM, click the Finder to

select the kit or BOM number (if you have more than one build

for the item).

You use the Finder to choose a Kit or a BOM that has already

been set up in Inventory Control. Note that you can enter and

post multiple kitting entries, or mix kitting entries with regular

entries in any entry screen. Kits can also be assigned serial

numbers that are maintained in Serialized Inventory.

Click the Components button at the bottom of the form after

entering the kit or BOM number to review the component items.

• Description. The program displays the description from the item

price list or miscellaneous‐charge record for the item number or

miscellaneous charge code you specified. This description

appears on order confirmations, picking slips, and invoices.





You can type a new description for an individual order, if you

wish.

In a multicurrency system, the program will display the

description from the item record if the price list does not include

a price in the customer’s currency.

• Price List (from the customer record, but you can specify a

different price list). If you enter a non‐stock item, the price list

can be blank.

• Location (the code entered on the Order tab, but you can select a

different location). If you enter a non‐stock item, the location can

be blank.

• Expected Ship Date (the date you expect to ship the item). The

default date is the expected ship date for the order.

• Quantity Ordered (the number of units ordered). Whether or

not you can enter decimal places is determined by the Allow

Fractional Quantities option in the Inventory Control Options

form.

If the detail line does not have a Completed status, you can

increase or decrease the quantity for backordered items (those you have not yet shipped).

If you are unable to ship all the items on an order and want to

cancel unshipped items, you can edit the item lines to reduce the

backordered quantities to match the quantities shipped.

• Order Unit Of Measure (the unit of measure for the quantity

being ordered). The stocking unit is displayed by default.

If

you

use

the

Finder

to

select

another

unit

of

measure,

the

conversion factor for that unit of measure appears in the Finder

form. The conversion factor is the number of stocking units

contained in the alternative unit. For example, if you use a

stocking unit of “each,” and “carton” has a conversion factor

of 36, it takes 36 stocking units to equal one carton.




User Guide 2–27

• Order Weight Unit of Measure. This is the unit of measure for

weighing this item on the order.

Depending on your settings in O/E Options, the program

displays either the item weight unit from the item record or the

pricing weight unit from the price list.

Note: If the item is not priced by weight, the program will

display the item weight unit from the item record.

If the item is priced by weight, and it has base prices for

multiple UOMs, the program will display the default unit of

measure from the price list if your Default Order Weight

UOM

in

O/E

Options

is

set

to

the

Pricing

Weight

Unit.

You can change the weight unit of measure for the detail line, if

necessary.

The weight UOM for the complete order is determined by the

default weight unit of measure set in Inventory Controls Options

form.

• Price By (Quantity or Weight). This field shows whether the

price of

this

item

is

based

on

weight

or

on

quantity.

(Pricing

by

weight is available in Sage Accpac 500 ERP only.)

If pricing is by quantity, the program sets volume discount

amounts or percentages according to the quantity of goods that

is ordered.

If pricing is by weight, the program sets volume discount

amounts or percentages by item weight.

The weights are calculated in Order Entry by multiplying the

unit weight of an item times the quantity ordered, and

converting the weight to default units.

• Pricing Unit of Measure (the unit of measure in which the item is

priced). You cannot edit this field.





If the item is not on

the price listIf the item does not exist on the price list, Order Entry uses the

stocking unit for the pricing unit.

• Unit Price (the suggested selling price for the item). The

displayed price is the lowest price for which the customer is

eligible. It can be the base price, a sale price for a specified time

period, or the price for the customer’s price level or quantity

purchased, based on a discount or markup.

If the lowest price is a negative amount, it is displayed as zeroes.

You can use the Finder to select another price from the item

price list in Inventory Control. You can also override the unit

price. Note that if you use security with your system, you need

security authorization to override the unit price.

• Price Approval. Price checks are set in Inventory Control price

lists for particular items, price lists, and Sage Accpac user IDs.

The Price Approval field will display “Yes” if price checks are in

effect, and the price you enter is outside the boundaries allowed.

If “Yes” appears in the Price Approval column, you must:

− Click

the

Zoom

button

(column

heading

in

the

grid)

to

display the Price Approval popup.

− Enter the ID of the person approving the price override (and

password, if security is set).

Note: The Price Approval field does not appear if you are

using the Item/Taxes zoomed form. Instead, an error

message may appear when you try to save the item detail,

stating that the price requires approval.

Click the Zoom button beside the Unit Price field to display the

Price Approval popup.

• Quantity Shipped. If applicable, type the quantity shipped or to

be shipped on an active order.




User Guide 2–29

• Qty. B/O (Quantity Backordered). In the zoomed form, this field

is called “B/O.”

Enter the quantity backordered (if the program does not

automatically calculate the quantity and you are not shipping

the entire order) or leave the field showing zero, if you do not

use backorder quantities.

If you select the Calculate Backorder Quantities option, the

program automatically calculates the Backordered amount (if the

customer record in Accounts Receivable allows backordered

quantities).

Each time you enter a shipped amount, the backordered

quantity is reduced. When the backordered amount is zero, the

item is considered to be fully shipped. To cancel unshipped

quantities of an order, change the Backordered entry to zero.

• Unit Weight. This is the weight of a single item for this detail line

expressed in the Order Weight Unit of Measure. You can

multiply this weight by the quantity ordered to get the extended

weight.

• Extended Weight. The quantity shipped multiplied by the unit

weight entered for the item in Inventory Control.

You can edit the item weight and the extended weight on the

order, if necessary.

You may want to use the extended weight for determining the

postage, shipping, or other charges.

Order Entry converts the extended weight for each line to the

order weight UOM, and puts the estimated weight for the entire

order on the Totals tab.

• Extended Price. The program automatically calculates the

extended price when you enter a quantity. To calculate the

extended price, the program divides the unit price by the pricing

unit of measure conversion factor, and then multiplies the result





by the order unit of measure conversion factor and the quantity

ordered.

For example, if you assume the following:

Unit Price: 18.75

Pricing Unit of Measure: Dozen

Pricing UOM Conversion Factor: 12

Order Unit of Measure: Box

Order UOM Conversion Factor: 72

Quantity Ordered: 10

The extended price will be: 18.75 x 72 x 10 = 1,125.00

12

If you override the extended price calculated by the program, an

asterisk appears beside it in the “zoomed” detail entry form and

also appears beside the item on the Invoice List.

If you change the extended price, the program does not

recalculate the unit price.

For information about sales tax calculation, see “Calculating

Sales Taxes and Editing Tax Information,” later in this chapter.

• Discount Percent / Discount Amount. Order Entry lets you

specify a discount separately for each detail. You can enter a

percentage or an amount for the discount.

You can also enter a discount for the order as a whole on the

Totals tab, later. Order Entry displays the total of all discounts

entered on the details, as well as the discount for the order on

the Totals tab.

• Discounted Extended Amount. This field displays the extended

amount of the order, after the discount has been applied.

• Category (the category assigned to the item record in Inventory

Control). You can select a different category for the detail line

from the list displayed by the Finder.




User Guide 2–31

For example, you may commonly change categories if you use

them for determining sales commissions.

• Unit Cost (editable if the item costing method is user‐specified).

The Unit Cost displayed in the Order Entry form shows the

estimated cost of the item. Upon costing (during posting or day

end processing depending on the I/C Costing option), the actual

cost is updated in the Shipment Entry form and Invoice Entry

form. The order retains the estimated cost and is not updated.

• Costing Unit Of Measure (editable if the costing method for the

item is user‐specified).

• Serial Numbers

(for the units shipped; optional). These numbers update the Serial Numbers Report in Inventory Control.

If you want to print serial numbers on order confirmations,

picking slips, or invoices, you will have to modify the standard

forms. (Note that you can enter serial numbers even if the items

were not set up to use serial numbers in Inventory Control.)

If you have installed the Sage Accpac Options Serialized

Inventory module, you can assign/auto‐allocate serial numbers

or generate new serial numbers.

• Comments/Instructions (that are specific to this item; optional).

Comments and instructions can include as many lines as you

require, each line up to 75 characters long.

Typically, you might enter comments for customers and

instructions for staff. You could then print comments on order

confirmations and invoices, and instructions on picking slips.

For information about customizing your printed forms, see the

online document, “Customizing Printed Forms with Crystal Reports.”

• Ship Via (optional). You can use this field to enter a separate

shipping method for the detail, if you plan to ship the detail

items separately from the rest of the order.





• Tracking Number (optional). If you know the waybill number

for the shipment, you can enter it in this field. Normally, you

would enter a tracking number for a detail only if you are

shipping

the

detail

items

separately.

• Original Order. Displays the quantity specified when the detail

line was first entered and posted. This number does not change

even if you change the ordered quantity for the detail.

• Shipped To Date (drill down). The field displays the number of

item units that have been posted for the detail line.

You can click the drilldown button to display shipment and

invoice information for the detail line, and to drill down to the

shipment and invoice transactions.

• Quantity Committed. Order Entry lets you commit an inventory

quantity to a particular order. When it is time to ship the order,

the quantity is guaranteed to be available, unless you allow

negative inventory quantities.

If a quantity is already committed to an order, you can ship

another order for the same items only if there is a sufficient

quantity in inventory in addition to the committed quantity.

In the O/E Setup Options form, you can default the quantity

committed. If you had selected to do so, the amount of your

order for this item appears automatically.

• Completed. A detail line is automatically assigned the status of

Completed when you post a shipment for all ordered units for

the line, or for some of the ordered units where you also change

the backordered quantity to zero.

You can also set the status for a line to Completed by entering Yes in the Completed column (or by clicking the Completed field

in the Items/Taxes form) if you have not entered a quantity

shipped for the line.




User Guide 2–33

The unshipped quantity will be listed as lost sales on the Sales

Statistics report after the order is processed by Day End

Processing.

• Manufacturers’ Item Number

(optional). If you know the

manufacturers’ item number, you can enter it in this field.

Usually, if you have set up manufacturers’ item numbers in

Inventory Control, you will enter the manufacturers’ item

number (usually a bar code) in the Item Number field, rather

than entering your inventory control item number. The

manufacturers’ item numbers are translated to your inventory

item numbers automatically, and then Order Entry enters the

manufacturers’

item

number

in

this

field.

For more information about using manufacturers’ item numbers,

see the Inventory Control documentation.

• Customer Item Number (optional). If you know the customer’s

item number, you can enter it in this field. Customer item

numbers are similar to manufacturers’ item numbers. If you

added them in Inventory Control, you can use the customer’s

item numbers instead of your item numbers when entering

orders.

• Non-stock Clearing Account. If you selected a non‐stock item,

the non‐stock clearing account used by the item’s account set

appears as the default in this field, but you can change the

account number, if necessary.

• Optional Fields. Click the column heading for Optional Fields,

or click the zoom button beside the Optional Fields checkbox in

the zoomed form to edit optional fields.

If an optional field is required, you cannot save the transaction

unless the field has a default value — or until you fill in the field

yourself.





Click the zoom button to review Optional Field entries if the

Optional Field column shows “Yes” or the checkbox is selected

(in the zoomed Item/Tax detail form).

To add optional item fields to the popup form that were not

automatically inserted, use the Insert key to add a new line to

the grid, and then use the Finder to add the optional field.

Optional fields must be assigned to the transactions forms using

the O/E Optional Fields form before you can add them to

individual transactions.

• A/R Item Number. If this is a job‐related order and you are using

project invoicing, the program displays the A/R Item number

that is assigned to the item/miscellaneous charge for billing in

Project and Job Costing. You can change it if necessary.

• A/R Item UOM. You can also change the unit of measure

assigned for the item in Project and Job Costing.

• WIP/COGS Account. If the sales order is job‐related, and you

selected Project Invoicing, you also specify the Work In Progress

account for each order detail.

The account number specified in Project and Job Costing will appear by default, but you can change it.

(The level at which the WIP account is specified in Project and

Job Costing depends on the project type and accounting

method.)

• Revenue Account. If you selected a non‐stock item, the non‐

stock clearing account used by the item’s account set appears as

the default in this field, but you can change the account number,

if necessary.

• COGS Account. If you selected a non‐stock item, the non‐stock

clearing account used by the item’s account set appears as the

default in this field, but you can change the account number, if

necessary.




User Guide 2–35

• Billing Type. If the sales order is job‐related, the program

displays the billing type for the line item (whether the item is

billable or non‐ billable).

• Retainage Percentage. The program displays the retainage

percentage used to calculate the retainage amount for the

shipment. It is a weighted average percentage, based on the sum

of the details.

• Retention Period . The retention period is the number of days

for which the customer can withhold the retainage amount. You

issue the retainage invoice from the Accounts Receivable

program at the end of the retention period.

• Order Subtotal.

When you have finished adding an item line,

the program recalculates the order subtotal and displays it at the

bottom of the form.

Entering Miscellaneous Charge Details

When you select a miscellaneous charge code, the program displays

the description and amount defined for it in the Miscellaneous

Charges record. If you enter a different description for the charge,

the

new

name

will

appear

on

order

confirmations,

picking

slips,

invoices, debit notes, and credit notes. This feature allows you to be

very specific in describing miscellaneous charges to your customers.

For information about sales tax calculation, see the next section,

“Calculating Sales Taxes and Editing Tax Information.”

When you have finished adding the miscellaneous charge line, the

program recalculates the order subtotal. The miscellaneous charge

amount is added to the order subtotal at the bottom of the form.

Job-Related Miscellaneous Charges

Miscellaneous charge detail lines let you assign costs for all non‐

material cost classes — labor, equipment, subcontractor, overhead,

and miscellaneous cost.





The default cost of a miscellaneous charge can come from the

miscellaneous charge record or from the contract, depending on the

project settings in Project and Job Costing.

For accrual‐ basis or billings and costs projects, the project also

determines whether the billing rate comes from the contract billing

rate, from the customer price list, or from a price list specified for the

project.

Using Kits in Order Entry

You can define kits as a group of stock and/or non‐stock items in

Inventory Control and then enter them like any other item in Order

Entry.

• You can print kit components and BOM components when

printing Order Confirmations, Quotes, Picking Slips, Invoices,

and Credit/Debit Notes.

• You can print kit components and BOM components on the

Detail Transaction report.

• You can print the actual breakdown amount for each kit

component on

posting

journals.

To select a Kitting Item in an order:

1. Prepare the order, and specify the item number for the kit in the

Item No./Misc. Charge column in the detail grid.

2. Use the Finder in the Kit/BOM column to select the kit number.

You can have several sets of kit components that use a single

item number — perhaps to account for alternate items in

different colors or from different manufacturers.

The Kit/BOM column is inactive if the item that you chose was

not defined as a kitting item in I/C Items.

3. Continue as you would for any Order.




User Guide 2–37

Cost of Kitting Items in Job-Related Orders

Kitting items are treated differently in Project and Job Costing than

they are in Order Entry.

In Order Entry, a kitting item is a collection of separate items, where

revenue is recognized at the master level, but costs are recognized

for each item in the kit.

In Project and Job Costing, however, a kitting item is treated as a

single item for both revenues and costs.

This means that for job‐related orders:

• Order entry adds the cost of all kit components to create a single

cost for Project and Job Costing, so PJC can recognize one

revenue amount and one cost amount.

• If you match transactions from Inventory Control with those

from Project and Job Costing, I/C will provide G/L with a string

of component cost entries, whereas PJC will provide G/L with a

single master cost.

Calculating Sales Taxes and Editing Tax Information

Order Entry allows you to specify whether taxes should be entered

manually or calculated automatically during transaction entry, for

both manual and imported entries.

Manual tax

calculationsIf you choose to calculate taxes manually, you can either specify the

amount of tax for each detail, or enter a total amount of tax for the

order and automatically distribute the total tax to the individual

details.





Tax Reporting

currencyNote: If a tax authority for the transaction has a tax

reporting currency that is different from the customer’s

currency or your home (functional) currency, the program

will automatically

calculate

the

tax

reporting

amount

if

you

select the Calculate Tax Reporting option.

You can edit the tax reporting amount if you leave the

option unselected.

Automatic tax

calculationsIf you set up Order Entry to calculate taxes automatically, a sales tax

amount is calculated if:

• The customer is subject to tax.

You enter the tax classes and tax registration numbers for each

customer in the Accounts Receivable Customers form, but you

can change the tax group for the order on the Customer tab and

the customer tax class using the Taxes tab.

• The order contains taxable items or taxable miscellaneous

charges.

Item tax classes are set up in Inventory Control, but you can

change the

tax

classes

for

an

individual

detail

line.

You

can

also

change the setting for whether tax is included in or excluded

from the price of the item, if permitted by the tax authority.

• You specify the tax rates for the tax authorities and classes in Tax

Services.

Order Entry calculates sales tax using the rates defined for the

customer tax class and item tax classes for each authority that can

levy taxes on the customer.

Editing customertax information

You can change the customer’s tax class and you can enter or edit

the tax registration number, if necessary.

To change the tax group for the customer:

1. Click the Customer tab on the Order Entry form.




User Guide 2–39

2. Use the Finder for the Tax Group field to select a new tax group.

By default, Order Entry uses the tax group specified in the customer

record or ship‐to location in Accounts Receivable.

To change the tax class:

1. Click the Taxes tab on the Order Entry form.

2. Enter a different tax class, and enter a tax registration number if

one does not already appear.

If you change the tax class, click the Calculate Taxes button to show

the recalculated tax amount. If the Calculate Tax option is not

selected, click the Calculate Taxes button before moving to another

tab. (In either case, the tax amount will be recalculated when you

return to the Totals tab.)

You can also change the tax class for a detail line, if necessary. You

can change the setting to include or exclude tax in the detail price.

To edit taxes for an item or miscellaneous charge detail:

1. Clear the Calculate Taxes option on the Order tab, if necessary.

2. Select

the

item

or

miscellaneous

detail

to

edit.

3. Click the Item/Tax button to display the detail in the Items/Taxes

form, and then enter a new tax base and/or tax amount for each

tax authority.

4. Save your changes, and then close the Items/Taxes form.

Taxes for Contracts That Are Invoiced in Order Entry

Although Project and Job Costing allows tax groups to be specified

by project, if you are producing the invoice in Order Entry, the tax

group specified for the order applies to all contracts and projects

listed in the Order Entry document details.

If you require different tax groups for different contracts and

projects, they will have to be entered on separate orders.





Note that this does not apply if the document is set for Project

Invoicing—the tax group of the project will be used to calculate the

tax because the invoice will be generated in Project and Job Costing.

Entering Optional Field Information

You can specify an unlimited number of optional fields for Orders

(header and detail), Miscellaneous Charges, Shipments (header and

detail), Invoices (header and detail), and Credit/Debit Notes (header

and detail). The Copy Orders function also supports optional fields

since it creates transactions.

Note: You must install the Sage Accpac Transaction Analysis

and Optional Fields Creator with Sage Accpac ERP if you

want to add optional fields.

Match O/E invoice

fields to A/R

invoices

If you set up optional fields in Order Entry that are the same as

optional fields in the Accounts Receivable Invoice Entry form, the

information in the Order Entry fields is sent to Accounts Receivable.

If you use security in Order Entry, you must assign users the

Transaction Optional Fields security resource if you want them to

add and delete optional field information in transaction entry forms.

For instructions about assigning optional fields to Order Entry, see

“Assign Optional Fields” in Chapter 3 of the Order Entry Getting

Started guide. For instructions on adding optional fields to

transactions, see “Adding Optional Fields,” in Chapter 3 of this

guide.

Entering Sales Split Information

The salespersons assigned to the customer account in Accounts

Receivable appear by default when you enter an order in the Order

Entry form. The first salesperson in the list is the primary

salesperson. (A number of reports list only the primary salesperson,

while others allow you to sort information by primary salesperson.)




User Guide 2–41

Order Entry uses the sales split information to calculate commissions

and to assign responsibility for orders and invoices.

You can assign the order to up to five salespeople on the Sales Split

tab. You can also change the percentage of the transaction total that

is allocated to each salesperson on an order. The Percent Split

column must total 100.

Entering Exchange Rate Information

Multicurrency

ordersIf you use multicurrency accounting, Order Entry displays the

exchange rate information on the Rates tab of the Order Entry form.

By default, Order Entry uses the order date on the Order tab as the Order Rate Date on the Rates tab. If you change the rate date, Order

Entry checks the rate tables for a date match, and updates the rate if

necessary. (See the System Manager User Guide for more information

on how Sage Accpac ERP selects exchange rates.)

If you are entering a shipment, the shipment date from the Shipment

tab appears as the default Shipment Rate Date. If you are entering an

invoice, the invoice date from the Invoice tab appears as the default

Invoice Rate Date. You can override the displayed exchange rates.

Entering Prepayments

You can enter as many prepayments as you wish to active orders,

future orders, and shipments.

Prepayments that you enter with orders and shipments are applied

to invoices when you post invoices for the orders or shipments in

Accounts Receivable. (Accounts Receivable uses the order numbers

and shipment numbers to match prepayments to invoices.)

Total prepayments You can see the total prepayment amount on the Totals tab on the

Order Entry form, Shipment Entry form, and on the Invoice Entry

form. You can print prepayment details on the order, shipment, and

invoice transaction lists and on the Invoice Posting Journal.





Note: The Shipment Entry and Invoice Entry Totals tabs

show prepayments for all orders and shipments associated

with the document details. As a result, you may see

prepayments that

exceed

the

invoice

amount,

even

though

the customer has a balance owing.

Once you enter and post a prepayment, you cannot change it in

Order Entry. If you need to change the amount of the prepayment

(or other information), you must adjust the receipt in Accounts

Receivable.

Prepayments are

added to A/R

receipt batches

When you enter a prepayment, you choose an existing Accounts

Receivable receipt batch, or you create a new receipt batch to include

the prepayment. If you choose an existing batch, Order Entry checks

the batch status. If the batch is not available to post to (for example,

if it has been deleted or posted), Order Entry displays an error

message.

If you create a new batch, Accounts Receivable assigns the batch

number. You enter the description, date, and bank code.

Multicurrency

prepaymentsIf you use multicurrency accounting, you also select the currency of

the prepayment.

Information

entered with

prepayments

The prepayment information you enter is as follows:

• Payment code (use the Finder to display the payment types that

you set up in Accounts Receivable).

• Credit card information if the payment code matches a credit

card type.

Click the Credit Card button to specify the card type, card

number, cardholder

name,

expiration

date,

and

authorization

code. Credit card information is encrypted in the Sage Accpac

database, and you can assign security to the credit card

information form.




User Guide 2–43

Order Entry stores the credit card information for the payment,

but it does not process the transaction with the credit card

company. You must do that separately.

Check/receiptnumber

• Check or receipt number.

If you do not enter a check or receipt number, Order Entry

assigns one when you save the prepayment, using the following

format: Accounts Receivable batch number – entry number.

• Receipt date (if it is not the batch date) and amount.

Multicurrency

ledgers• Rate type and exchange rate (if the prepayment is not in the

company’s functional currency, and the exchange is not between

two EMU member currencies).

• If you select another batch with a different currency after saving

the prepayment, the program clears the receipt amount. You

must re‐enter the information.

The prepayment total is included in the credit limit check for the

customer, but it does not reduce the amount of the next invoice you

create. You can see the total order and shipment prepayments to

date on the Totals tab.

Note: A prepayment that you enter on the invoice reduces

the amount of the invoice immediately.

Verifying Order Totals

Before posting an order, you can choose the Totals tab to verify order

totals, to enter comments and order discounts, and to check

prepayments, taxes, and total miscellaneous charges.

You can use the following fields on the Totals tab:

• Comments. Any comments that you want included on the

invoice.





• Discount Miscellaneous Charges. Choose whether you want to

apply order discounts to miscellaneous charges. The program

then calculates the discount specified for the Less Order

Discount

field

to

include

miscellaneous

charges.

If you do not select the option, any order discount applies only

to the item subtotal.

• Less Order Discount. This is a discount for a volume purchase,

for example, and not an early payment discount.

If you enter a discount, it is calculated on all the items on the

order. If you discount miscellaneous charges as well, the

discount is also calculated on the miscellaneous charges.

You can enter a percentage discount or a fixed amount.

The order discount is in addition to item discounts and customer

discounts and early‐payment terms specified on the Customer

tab. It does not affect discounts which have already been

applied.

• Less Shipment Discount. Like the Order Entry Totals tab, the

Totals tab on the Shipment Entry form lets you enter a discount

percentage or amount.

• Less Invoice Discount. The Totals tab on the Invoice Entry form

also lets you enter a discount percentage or amount.

Number of Labels • Number of Labels. Specify the number of shipping labels that

you want to print for the order.

When you print shipping labels, you can print the number of

labels specified for each order. To print shipping labels for

printed

order

confirmations,

refer

to

the

steps

described

on

page

2‐69.

• Create Invoice. This option appears on the Shipment Entry

form and if you are shipping goods or posting a miscellaneous

charge with the order.




User Guide 2–45

When you select the option, additional fields appear on the

Totals tab, letting you enter an invoice number and an invoice

date.

• Shipment Number, Shipment Date, and Shipment Posting Date.

These fields appear if you are shipping items for the order. You

can enter a shipment number or let the program assign it

automatically. The program will use the order date for the

shipment date unless you change it.

The posting date is the date for the general ledger transactions

that arise from the shipment. It determines the fiscal period to

which G/L transactions are posted.

On a posted order, you can click the Drilldown button to view

all the details for the shipment.

• Invoice Number, Invoice Date, and Invoice Posting Date.

These fields appear if you are shipping items or posting charges

and chose the Create Invoice option.

The posting date is the date for the general ledger transactions

that arise from the shipment. It determines the fiscal period to

which G/L transactions are posted.

You can enter an invoice number or let the program assign it

automatically. The program will use the order date for the

invoice date unless you change it.

On a posted order or shipment, you can click the Drilldown

button to view the invoice details.

Information

displayed on the

Totals tab

The Totals tab also displays the following information:

• A summary of all items that could appear on an invoice:

− Order/Shipment/Invoice subtotal (depending on the type of

document).

− Less the amount of all discounts entered on the detail lines.

− Less the amount of the order.shipment/invoice discount.





− Plus tax not included in the price of items or charges.

− Less total prepayments. (For more information, see

“Entering Prepayments,” earlier in this chapter.)

− Less any payment terms discounts.

− Outstanding order amount.

• Subtotal of all items ordered.

• Subtotal of all miscellaneous charges.

• Included tax on the order.

• Total tax on the order.

See “Calculating Sales Taxes and Editing Tax Information,”

earlier in this chapter.

• Estimated weight for the total order (using the unit weight for

items in Inventory Control).

The order weight uses the default weight unit of measure

selected in the Inventory Control Options form.

• Number of lines on the order.

Overriding the Order, Shipment, or Invoice Discount Percentage

If you override the amount calculated from a percentage, an asterisk

will appear beside the amount field to show that the discount

amount has been manually entered.

The discount amount will not change unless you re‐enter the

discount percentage.

For example, assume that a 33.3333% discount produces a discount

amount of 24,999.94.




User Guide 2–47

If you change the amount to 25,000:

• An asterisk will appear by the amount to show that the

calculation was overridden.

• If you add more item details to the order, the discount

percentage will be automatically recalculated for each detail, but

the discount amount will not be recalculated unless you re‐enter

the discount percentage.

Posting Orders

After you have finished entering all the order details, you can post

the order.

Credit limit

exceededIf the order will put the customer account over its credit limit, the

program displays a warning message and the following customer

information:

• Credit limit.

• Outstanding Accounts Receivable balance.

• Accounts Receivable pending balance (if you selected this credit

check option in the O/E Options form).

• Order Entry pending balance (if you selected this credit check

option in the O/E Options form).

• Other pending balances (if you selected this credit check option

in the O/E Options form).

• Current order amount.

•

Prepayment amount.

• Total outstanding balance.

• Amount by which the credit limit is exceeded.

• Last invoice amount and date.





• Last payment amount and date.

Approving credit If you are using security, you or your supervisor must enter a user

ID that is authorized to approve credit before you can continue to

post the order.

If you are not authorized to override the credit limit, or if you want

to put the order on hold, select On Hold. If the order is on hold, you

can post the order but you cannot ship goods and produce an

invoice for it until you remove the on‐hold designation.

What posting does When you post an order in Order Entry:

• The quantity ordered and the quantity backordered are updated

for each item. (The quantity ordered appears as the Backordered

quantity if you select the Calculate Backorder Quantities option.)

• The quantity on sales order (in Inventory Control) is increased

for each item on the order. This is the quantity reserved for

posted items that have not yet been invoiced.

• You can print an order confirmation, shipment picking slip (if

you entered shipped quantities), and the invoice (if you created

an invoice) by selecting each of these reports on the Posting

Complete message box.

The message will also display the order number, along with the

shipment and invoice numbers if you created a shipment and an

invoice.

What posting does

not doPosting orders does not :

• Update item costs in Inventory Control unless you do item

costing with posting. (This is an Inventory Control option.)

• Update sales statistics.

• Create audit records or general ledger transactions unless you

create subledger batches during posting and do not create G/L

transactions manually using the Create Batch icon. (This also is

an Inventory Control option.)




User Guide 2–49

Day-end

completes the

processing

You must run Day End Processing in Inventory Control to perform

these tasks. See “Day End Processing,” later in this chapter.

Posting Quotes or Orders with Optional Fields

When a quote or an order is posted that contains optional fields, the

optional field information is posted with the transaction and can be

used when looking up quotes or orders and for sorting and selecting

them for inquiries and reports. Quotes and orders do not create

transactions in Inventory Control or Accounts Receivable, so the

optional field information stays in the Order Entry module.

Posting Job-Related Quotes and Orders

The order details for job‐related quotes update contract estimate

amounts when you post the quote in Order Entry.

When you change the order type to Active and post the order, Order

Entry changes the project status to Open for each project to which

you posted a detail.

Note: For quotes, the contract can have an Open status, but

the project status must be Estimate for each of the projects to

which detail lines apply.

Printing Quotes, Order Confirmations, Picking Slips, and Invoices

Order Entry lets you print quotes, order confirmations, picking slips,

and invoices before you ship an order.

Printing forms for a

single quote or

order when you

post

You can print the forms for a single quote or order immediately after

you post by choosing print options from the posting confirmation

form, or you can print batches of quotes, order confirmations, picking slips, and invoices later.





Note: You can always print quotes and order confirmations

immediately after posting.

You

must

enter

shipped

quantities

on

an

order

to

print

a

shipment picking slip, and you must create an invoice for

shipped quantities to print an invoice.

You select the forms that you want to print from the Posting

Complete message box, which also displays the appropriate

quote number, order number, shipment number, and invoice

number.

Delivery method Order Entry also lets you send quotes, order confirmations, and

invoices to customers using the delivery method specified in the customer records, or using the currently set print destination.

(Customer delivery methods include mail, fax, e‐mail, contact’s fax,

or contact’s e‐mail.)

Printing quotes

laterWhen you print quotes using the Quotes form in the O/E Forms

folder, you can select the range of quotes that you want to include

and whether to reprint previously printed quotes. You can also print

kit or BOM components.

Printing orderconfirmations later

When you print order confirmations using the Order Confirmations form in the O/E Forms folder, you can select the range of orders that

you want to include and whether to reprint previously printed

confirmations.

You can also indicate whether shipping labels are required, whether

to print kit or BOM components, and whether to print on‐hold

orders.

Printing picking

slips later

When you print picking slips using the Picking Slips form in the O/E

Forms folder, you can select the range of shipment numbers or the range of order numbers to include, the range of locations to include,

whether to reprint previously printed picking slips, whether

shipping labels are required, and whether to print kit or BOM

components.




User Guide 2–51

Note: Order Entry selects the range of locations based on the

default location specified on the Order tab, even if the

particular goods on the picking slip are from another

location.

Printing invoices

laterWhen you print invoices using the Invoices form in the O/E Forms

folder, you can select the range of invoices that you want to include

and whether to reprint previously printed invoices, whether

shipping labels are required, whether to include backordered items,

and whether to print kit or BOM components.

Print status for orders Each order has a print status associated with it that indicates

whether an order confirmation has been printed or whether a

picking slip has been printed. Printing to any print destination

changes the order status to Printed.

Print statuses form a series, so the picking slip status implies that

order confirmations have already been printed (although you can

print order confirmations after picking slips).

The Order Action report can select orders according to whether

order confirmations or picking slips have been printed.

Order Confirmations

Order confirmation

definedAfter you post an order, you can print an order confirmation to send

to the customer, acknowledging and verifying the details of the

order. Order confirmations are optional, but, if you want to print a

confirmation, you must print it before you invoice the order.

If you have

already invoicedIf part of the order has been invoiced, you can print a confirmation

only for the outstanding portion.

Testing forms You can print test copies of order confirmations to check the alignment of the forms in your printer.

Developing forms Order Entry ships with three order confirmation forms that you may

be able to use or modify to match your requirements. You can also

create your own forms.





E-mailing order

confirmationsOrder Entry also lets you e‐mail order confirmations and quotes to

customers for whom you have selected E‐mail, or Contact’s E‐mail,

as the Delivery Method in the customer record.

When you select Customer as the Delivery Method (and when e‐mail

is the method selected in the customer record), Order Entry lets you

select the Message ID for the message that will be sent with the

e‐mailed order confirmation or quote.

Shipping Labels

Order Entry lets you specify on the Totals tab the number of

shipping labels that you want printed for the order. Commonly,

users

specify

one

label,

which

they

use

to

send

out

the

order

confirmation, shipment, or invoice. (See “Printing Shipping Labels,”

later in this chapter.)

To print one label for each order confirmation, shipment, or

invoice you print:

1. On the Totals tab of the Order Entry form, specify 1 in the

Number Of Labels field.

2. When you print order confirmations, choose the Require

Shipping Labels option.

3. When you print labels, choose Print Only Labels Marked As

Required. Order Entry will print labels for orders within the

specified range for which you printed confirmations and for

which you chose Require Shipping Labels.

If you do not choose Print Only Labels Marked As Required,

Order Entry will print the number of labels marked on the Totals

tab for all orders in the order range.

Picking Slips

Picking slip defined Before you invoice an order, you can print a picking slip with the

order details for the warehouse or other location where your orders

are filled.




User Guide 2–53

You can print picking slips immediately after posting or you can

select Picking Slips from the O/E Forms folder to print picking slips,

and then:

• Select picking slips for a range of orders or shipments.

• Specify the order in which items are listed on each picking slip.

Order on picking

slipsOrders can be listed by:

• Picking Sequence.

An optional code defined and entered by

the user in the item record (in Inventory Control), to describe the

most efficient order in which to pick the item. Items are listed on

the picking slip in ascending order of picking sequence codes.

• Item Number. Items are listed on the picking slip in ascending

order of item numbers.

• Line Number. Items are listed on the picking slip in the order in

which you entered them and as they appeared on the Detail

grid.

Testing forms You can print test copies of picking slips to check the alignment of

the forms in your printer.

Developing formats Several picking slips come with Order Entry, allowing you to print

complete picking slips, or print picking slip information on

preprinted forms.

Deleting Orders

If you post an order in error, or one that you later decide not to fill,

you can delete the entire order using the Delete command. When

you delete an order, all of its details are removed. The order no

longer appears in the Finder list.

If you delete an order that has been filled, you can still review the

invoices and credit notes posted to it on the Sales History and

Transaction List reports.



Processing Shipments


You can enter, fill, and delete an order before running Day End

Processing without losing crucial information. For example, you can

enter and post an order, ship all items, and post the invoice. You can

delete

the

order

immediately,

and

then

run

Day

End

Processing.

The

order will not appear on any reports, but the invoice will appear on

the Invoice List with all the item details, and the audit information

will appear on the Invoice Posting Journal.

Creating New Orders from Existing Orders

Copy Orders The Copy Orders form, available from the O/E Transactions folder,

lets you select an existing order, or a range of orders, on which to

base a new order.

The details from the existing orders, including the item numbers,

quantities ordered, pricing, and other information, appear as

defaults for the new order.

You can delete any details you do not require in the new order, and

you can change the price list, location, ship date, quantity ordered,

unit of measure, and unit price for any detail line.

Once you have selected and edited the details you want to use, you

simply click the Create button to create the new order. You can then

view, edit, and post the new order, as usual, using the Order Entry

form.


You use the Shipment Entry form, in the O/E Transactions folder, to:

•

Enter and

post

shipments.

• Add miscellaneous charges to existing orders before shipping.

(Order Entry lets you ship a miscellaneous charge on its own.)

• Enter prepayments for the shipment.

• Create an invoice automatically when you post a shipment.




User Guide 2–55

Note:

− You can skip the order process and enter items directly

on a shipment and automatically create the invoice.

− You can recall and edit a shipment until you invoice it or

until the order is fully shipped.

− You can enter and post shipment information on orders.

The Shipment Entry form also lets you drill down to an originating

order and drill down from a posted shipment to any invoice that

references the shipment.

Shipment entry is

like order entryThe information you enter for shipments is almost identical to the

information you enter for orders, with the following exceptions:

Shipment tab • You enter the actual shipment date in the Shipment Date field on

the Shipment tab. The shipment date is used to calculate the

average days between shipments on the Item Status report in

Inventory Control.

The default date is the session date.

Posting date • You enter a posting date on the Shipment tab. Day End

Processing (in Inventory Control) uses the posting date as the transaction date for the general ledger entries that it creates, and

this date also determines the fiscal period to which the

transaction is posted in the general ledger.

• You can ship one order at a time, or you can ship a number of

orders at once for a customer.

− To ship one order, you enter or select the order number in

the Order Number field.

− To record a shipment for several orders at once, you click

the Zoom button beside the From Multiple Orders field,

opening the Create Shipment From Orders form where you

select the orders you want to ship. You click the Ship button

on the Create Shipment From Orders form to ship the details

from the selected orders.





Ship all items on

the order or part of

an order

• You can ship a whole order at once, or, if you allow partial

shipments for the customer (in Accounts Receivable), you can

ship part of the order.

To ship all the items for a selected order, you click the Ship All

button on the Order Entry form, or click the Ship button in the

Create Shipment From Orders form. When you choose Ship All,

the program fills in the following details from the order in the

detail‐entry grid:

− The full quantity ordered for each item detail in the Qty.

(Quantity) Shipped field.

− The extended price (total price) for each detail.

− An estimated weight for each item detail line.

− The quantities on backorder (set to zero).

Processing partial

shipmentsYou can change detail information, if necessary. For example, if

you cannot ship all item quantities on an order, you can record a

shipment that includes just the shipped quantities and all

miscellaneous charges.

You

can

record

another

shipment

when

you

are

ready

to

ship

the

remaining quantities, until each item on the order is completed.

• The Customer tab lets you enter price list, discount level, and

sales tax information for the invoice, as well as the invoice

payment terms.

• The Tax tab lets you change the customer tax class for individual

taxing authorities and enter tax amounts manually, if necessary.

• The Optional Fields tax lets you enter optional field information

that applies to the shipment document as a whole.

• The Sales Split tab lets you specify the salespeople responsible

for the order.




User Guide 2–57

• The Rates tab displays the exchange information used on the

original order (if you are shipping only one order), and it lets

you update exchange information for the shipment.

• The Totals tab lets you enter shipping discounts and specify

whether the discounts apply to miscellaneous charges.

The Totals tab also lets you choose to produce an invoice

automatically when you post the shipment. If you select the

option to produce an invoice, you can let the program assign the

invoice number automatically, or you can enter an invoice

number yourself, along with an invoice date and invoice posting

date (used to determine the fiscal period for the G/L transaction).

• Unlike order details, shipment details are not completed

individually. You complete a shipment by posting an invoice for

the entire shipment.

The completed status and the number of the invoice posted for

the shipment appear in the top‐right corner on the Shipment

Entry form.

Shipping Entire Orders

Order Entry provides a quick way to ship all the items on an order.

Choose the Ship All button on the Shipment Entry form to ship all

the outstanding quantities.

Shipping multiple

ordersIf you created the shipment from multiple orders, all the outstanding

quantities from the selected orders are added to the shipment when

you choose Ship in the Create Shipment From Orders form.

Complete lines by

entering “0” in the

B/O field

If you want to cancel a particular line, set the Quantity Backordered

to zero,

marking

the

line

as

complete.

Order

Entry

will

add

the

line

amount (the Quantity Ordered) to the Sales Lost field on the Sales

Statistics report.





Allow Negative

Inventory Levels

option on or off

Note: If the Allow Negative Inventory Levels option is not

selected in Inventory Control, the program ships only those

quantities on hand in Inventory Control.

If Allow Negative Inventory Levels is selected, you are warned

when you ship items if this will result in negative inventory levels.

Creating Partial Shipments

You create a partial shipment when you ship only part of an order.

You can post as many partial shipments from a single order as you

require, until all the quantities are shipped.

When you post a partial shipment, all the miscellaneous charges

currently entered for the order (and not marked Completed) will be

posted.

When you partly ship an order, the program deducts the quantities

shipped from the quantities on order. The next time you recall the

order, the quantities on order will be the reduced amounts —

showing the quantities outstanding.

You

can

check

the

original

quantity

ordered

for

the

item

on

the

Order Entry form. The amount appears in the Original Order field

for the detail line.

You must allow

partial shipmentsNote that you can create partial shipments only for customers for

whom you have selected the Allow Partial Shipments option in

Accounts Receivable.

Verifying Shipment Totals

Use the Totals tab on the Shipment Entry form to verify the

following shipment totals:

• Subtotals of all items and miscellaneous charges that are being

shipped.




User Guide 2–59

• Total amount of all discounts applied to individual item and

miscellaneous charge details.

• Net amount and the total amount of the shipment.

• Total amounts of excluded and included tax.

• Estimated weight for the total shipment (using the default

weight unit of measure for items in Inventory Control).

You can enter and edit item weights on the shipment detail lines.

• Number of detail lines on the shipment.

• The number of labels to print for the shipment.

• Whether you are creating an invoice for the shipment, and, if so,

the invoice date.

If item prices include taxes, Order Entry displays the included tax

amounts on the zoomed Item/Taxes form and includes the total tax

amounts on the Totals tab.

If you need to edit the customer’s tax classes, use the Taxes tab. To

edit payment terms, use the Customer tab. For instructions, see

“Calculating Sales Taxes and Editing Tax Information,” earlier in this chapter, and “Editing Payment Terms,” later in this chapter.

Information to enter You can enter the following information on the Totals tab:

• Whether the shipment discount also applies to miscellaneous

charges (in addition to invoiced items).

• Shipment discount percentage or fixed amount.

This is a discount for a volume purchase, for example, and not

an early payment discount. If you enter a discount, it is

calculated on all the items on the shipment. If you discount

miscellaneous charges as well, the discount calculation will also

include the miscellaneous charges.





When you enter a percentage, Order Entry calculates a discount

amount, which you can override. If you change the amount, an

asterisk appears to show that the calculation was overridden.

• Number of shipping labels.

This number controls the number of labels you can print when

you print labels for a range of shipments. For example, if you

need five labels to ship the items, specify “5” in this field.

See “Printing Shipping Labels,” later in this chapter.

• Invoice number and invoice date if you are creating an invoice

for the shipment.

You can let the program assign the invoice number

automatically, or you can enter an invoice number yourself.

Posting Shipments

When you post a shipment in Order Entry, the program:

• Updates the quantities on hand (in Inventory Control) for the

shipped items. It also updates the item costs the next time you

run Day End Processing or at posting, depending on the options you selected in Inventory Control.

• Changes the status of a line item on an order to Completed if the

ordered quantity has been fully shipped or it has been partially

shipped and you have set the backorder quantity to zero. (See

the next section, “Completing Orders,” for more information.)

• Updates the quantity ordered, quantity shipped to date, and

quantity backordered for the order on the Order Entry form and

on the Order List. Order Entry calculates backordered quantity

only if you use the Calculate Backorder Quantities option.

• Creates an invoice for the shipment, if you selected the Create

Invoice option on the Totals tab of the Shipment form. You can

then print the invoice immediately after posting the shipment.




User Guide 2–61

If you use automatic numbering, the program assigns the invoice

prefix and next number shown on the Options form.

Posting Job-Related Shipments

Order Entry lets you create job‐related orders in Order Entry and

manage the billing and invoicing in the Project and Job Costing

module by using the Project Invoicing option.

If you are using project invoicing, posting the shipment in Order

Entry completes the transactions for O/E. The transaction is sent to

Project and Job Costing, for it to calculate the extended billing

amount and the cost portion of the order.

You can then process the billings for the transaction:

• By using Project and Job Costing’s Create Billing Worksheet

when the project status is set to Completed.

Or

• By manually entering an invoice in Accounts Receivable.

(Accounts Receivable lets you bill customers for completed

projects when the projects status is set to open.)

If you choose project invoicing, you cannot invoice an order or

shipment in the Order Entry module.

Note: You cannot post credit notes for job‐related, project

invoicing documents. Because of this, Order Entry lets you

enter negative shipments for these job‐related orders.

Completing Orders

An order is complete when the Completed status for each line on the

order is Yes.

Fully shipped If an ordered item is fully shipped, the program sets the Completed

status of the line to Yes during posting.





Partially shipped If an item is partially shipped and you cancel the unshipped portion

by changing the backordered quantity to zero, the program sets the

Completed status of the line to Yes during posting.

The unshipped quantity will be listed as lost sales in the Sales

Statistics form and on the Sales Statistics report after the order is

processed by Day End Processing.

Note that Order Entry will partially ship items only for customers

for whom partial shipments are allowed in Accounts Receivable.

Unshipped If you want to complete an item detail line and you have not shipped

any of the units ordered for the item detail, you must:

• Set the backordered quantity to zero.

And,

• Change the Completed status of the line to Yes before posting

the order.

The Sales Statistics report will list the unshipped quantity as lost

sales after the order is processed by Day End Processing.

If the order consists of just one line and no shipment is made, you

should simply delete the order before posting. You do not need to

change the backordered amount or Completed status.

Completion date Day End Processing assigns a completion date to completed orders.

The completion date is the session date when you run Day End

Processing in Inventory Control.

Clearing methods Completed orders are cleared from the system using one of two

methods:

• If you did not select the Keep Transaction History option, Day End Processing automatically removes all orders that have been

completed since you last performed day‐end processing.

• If you selected the Keep Transaction History option, you use the

Clear History form to clear all orders with a completion date



Processing Invoices

User Guide 2–63

through the date you specify. For example, you can specify that

all transactions through September 30, 2010, should be cleared.

Until deletion, you can use the completed data to answer

customer inquiries and to review repeat orders.

Adding new details

to completed

orders

You can add new detail lines to any completed orders that have not

been cleared. If you add new lines, the order is no longer complete,

and Order Entry resets the order status.

Processing Invoices

You can create invoices for shipments when you post shipments (or

when you post orders with shipped quantities), or you can use the

Invoice Entry form to enter invoices at a later time.

Invoicing from the

Order or Shipment

Entry form

To create an invoice when you post an order or shipment, you select

the Create Invoice option on the first tab or on the Totals tab of the

Order Entry or Shipment Entry form. Order Entry automatically

assigns the invoice number, using the invoice prefix and next

number shown on the Options form, unless you enter a number

manually in

the

Invoice

Number

field

on

the

Totals

tab.

If you do not invoice a shipment when you post it, you use the

Invoice Entry form to create an invoice for an existing shipment or

for a number of shipments to the same customer.

Misc. charges You can add miscellaneous charges to an invoice, and you can create

an invoice just for a miscellaneous charge (by creating a shipment,

adding the miscellaneous charge, and then invoicing it).

Entering Invoices

Invoice Entry

resembles Order

Entry and

Shipment Entry

forms

The Invoice Entry form closely resembles the Order Entry and

Shipment Entry forms, and includes most of the same information.

This section outlines the differences between the Invoice Entry form

and the Order Entry form.



Processing Invoices


Note the following points about the information that is included on

invoices:

Posting date • You enter a posting date on the Invoice tab. Day End Processing

(in Inventory Control) uses the posting date as the transaction

date for the general ledger entries that it creates, and this date

also determines the fiscal period to which the transactions are

posted in the general ledger. The invoice date and the posting

date also appear on invoice transactions in Accounts Receivable.

• You can enter only one prepayment with an invoice.

The amount of the prepayment is included in the credit limit

check for the customer, and it immediately reduces the amount

due on the invoice you print from Order Entry.

• You can invoice several shipments at once using the From

Multiple Shipments field, the same way you use the From

Multiple Orders field to ship several orders at one time.

• An invoice contains the billing information only for the part of

an order that is shipped and for miscellaneous expenses.

Note: You cannot delete detail lines from the invoice, and

you cannot add new detail lines.

However, you can choose when you print invoices whether

to show backordered items on the printed invoices, or only

show the items that are being invoiced.

The invoice details include all the items and miscellaneous

charges entered on the shipment, or shipments, selected for

invoicing. If necessary, you can insert detail lines to add

miscellaneous charges

to

the

invoice.

• For each item detail, you can change the quantity being invoiced,

and you can edit the unit price, extended price, discount

percentage/amount, item tax class (on the popup form), unit

weight, extended weight, serial numbers, instructions or

comments, the ship via information, and optional fields.



Processing Invoices

User Guide 2–65

By default, Order Entry enters the shipment amount in the

quantity invoiced field.

• You can also change the customer tax group, add optional fields,

change the salesperson split, enter comments, and enter a

discount for the invoice as a whole.

• You can edit the payment terms on the Customer tab— payment

schedules, due dates, and discount dates only on invoices.

(Although you enter the payment terms on orders, you cannot

enter the dates for the payment terms until you create the

invoice.)

Online Help For information on any of the fields while using the Invoice Entry

form, press F1, and then click the Field List button at the top of the

online Help window that appears.

Verifying Invoice Totals

Use the Totals tab on the Invoice Entry form to verify the following

invoice totals.

•

Number of

detail

lines

on

the

invoice.

• Subtotals of all items and miscellaneous charges that are being

invoiced.


miscellaneous charge details.

• Amount due, which is calculated as the:

Invoice subtotal (shipped items + misc. charges)

- Detail discount- Invoice discount

+ Tax (if it is not included in item prices or charges)

- Prepayment (for this invoice)

- Terms discount available

= Amount due



Processing Invoices


If you entered a prepayment with the invoice, the amount of the

prepayment reduces the amount due on the invoice.

If you previously entered one or more prepayments with the

order, however, the prepayments are applied to the invoice

when you post the invoice in Accounts Receivable. See the

section “Entering Prepayments,” earlier in this chapter.

• If item prices include taxes, Order Entry displays the included

tax amounts on the right side of the form. Included tax will not

affect the calculation of the invoice amount due.

• Estimated weight for the invoiced items (using the default

weight unit of measure specified in Inventory Control’s Options

form).

If you need to edit the customer’s tax classes, use the Taxes tab. To

edit payment terms, use the Customer tab. For instructions, see

“Calculating Sales Taxes and Editing Tax Information,” earlier in this

chapter, and “Editing Payment Terms,” later in this chapter.

Information to enter You can enter the following information on the Totals tab:

• A comment.

• Whether invoice discounts also apply to miscellaneous charges

(in addition to invoice items).

• Invoice discount percentage or fixed amount.

This is a discount for a volume purchase, for example, and not

an early payment discount. If you enter a discount, it is prorated

to all the items on the invoice. If you discount miscellaneous

charges as well, the discount is also prorated to the

miscellaneous

charges.


amount, which you can override. If you change the amount, an

asterisk will appear by the amount to show that the discount




Processing Invoices

User Guide 2–67

• Number of shipping labels for the invoice.

This number controls the number of labels you can print when

you print shipping labels for a range of invoices. For example, if

you need five labels to ship the invoiced items, specify “5” in

this field.

See “Printing Shipping Labels,” later in this chapter.

Editing Payment Terms

Payment terms can be as simple as a due date and a discount date

and rate, or they can include payment schedules to allow for several

installment payments.

All

payment

terms

are

defined

in

Accounts

Receivable, but you can change the terms on the Customer tab of the

Invoice Entry form before you post the invoice.

For detailed information about using terms codes, see the Accounts

Receivable User Guide.

Posting Invoices

Creating and

posting A/R invoicebatches

Posting an invoice in Order Entry may not immediately update

accounting or statistical information.

Order Entry creates invoices for Accounts Receivable when you

create subledger transactions in Inventory Control — during posting

or during Day End Processing.

You can choose in O/E Options whether to post batches of A/R

transactions to Accounts Receivable automatically (during posting or

during Day End Processing) or whether you want to post them using

the Create Batch icon in Order Entry. You can also post the invoice

batches in Accounts Receivable using A/R’s Post Batches form.

You must run Day End Processing in Inventory Control to update

Order Entry sales statistics, sales commissions, and audit

information.



Processing Invoices


Printing Invoices

After posting an

invoiceYou can print an invoice directly after posting it, or you can print a

range of posted invoices using the Invoices form in the O/E Forms

folder.

Printing invoices from the Invoice Entry form is useful when you

want to produce an invoice quickly if, for example, you want to

hand it to a customer who is in your office.

When posting is complete, the program asks whether or not you

want to print the invoice. If you choose Yes, Order Entry displays the

Invoices form. If you choose No, Order Entry once again displays the

first tab of the Invoice Entry form to let you enter another invoice.

Deleting invoices You cannot delete invoice information from Order Entry until you

have printed the invoice. You can reprint invoices at any time before

the information is deleted with the Clear History form (or by Day

End Processing, if you do not keep history).

To print a range of posted invoices, choose the Invoices form from

the O/E Forms folder.

When printing, you can:

• Print to the current print destination or use the delivery method

specified in the customer records. (Customer delivery methods

include mail, fax, e‐mail, contact’s fax, or contact’s e‐mail.)

• Limit printing to those invoices that were not previously printed.

• Reprint invoices as many times as you need to get the clear

copies you want to send to the customer or file in your records.

• Indicate whether the invoices require shipping labels.

The Require Shipping Labels option lets you print shipping

labels only for those invoices that you printed with the option

selected. (The Shipping Labels form has an option to print labels

only for those invoices marked as required.) See the next section,

“Printing Shipping Labels.”



Processing Invoices

User Guide 2–69

• Indicate if you want backordered items listed on the invoice. If

you do not choose backordered items, the invoices will only list

items that are being invoiced.

• Print the component items for kits or items assembled from bills

of material.

Testing forms You can print test copies of invoices to check the alignment of the

forms in your printer.

Developing formats You may be able to use the sample forms included with Order Entry

or modify them to match your requirements. You can also create

your own invoice forms to use with Order Entry. (You use Crystal

Reports from Business Objects to modify existing Order Entry

forms.)

E-mailing Invoices Order Entry also lets you e‐mail invoices to customers for whom you

have selected E‐mail or Customer’s E‐mail as the Delivery Method in

the customer record in Accounts Receivable.

When you select Customer as the Delivery Method on the Invoices

form, you can select the Message ID for the message you want to

send with the e‐mailed invoice.

Printing Shipping Labels

Shipping label

definedShipping labels contain the customer’s shipping address and are

attached to packages in a shipment.

Follow these steps to print labels for orders, shipments, and invoices:

Number Of Labels

field1. Enter an order, a shipment, or an invoice in the appropriate

transaction entry form, specifying on the Totals tab how many

labels

to

print.

Choose “Require

Labels”2. Print an order confirmation, picking slip, or an invoice, and

specify whether to print labels only for the confirmations,

picking slips, or invoices you are printing (by choosing the

Require Shipping Labels option on the print form).



Processing Credit Notes and Debit Notes


3. Print labels using the Shipping Labels form from the O/E Forms

folder, specifying:

• The range of order, shipment, or invoice numbers for which

to print labels.

Include Labels

Already Printed• Whether or not to reprint labels that you printed before for

the selected orders, shipments, or invoices. You may need to

reprint labels if they were not printed successfully the first

time, or if you need more labels than you expected when

you posted the order, shipment, or invoice.

Print Only Labels

Marked Required• Whether to limit printing to orders, shipments, and invoices

marked as requiring labels when order confirmations,

picking slips, and invoices were printed.

If you do not select this option, labels are printed for all the

orders, shipments, or invoices in the range for which a

number of labels was specified prior to posting.

Testing forms You can print test copies of shipping labels to check the alignment of


Developing formats You may be able to use the sample labels included with Order Entry

or modify them to meet your requirements. (Use Crystal Reports from Business Objects to modify existing labels.)


This section provides an overview of the information you need to

enter for credit notes and debit notes in the Credit/Debit Note Entry

form.

You enter credit notes and debit notes to adjust a customer’s account

for returned merchandise, damaged items, or price reductions, to

correct an error on an invoice, or to post a debit or a credit for a

miscellaneous charge.




User Guide 2–71

All Order Entry

credit and debit

notes affect sales

All credit notes and debit notes affect sales amounts. If you do not

want to affect any Order Entry or Inventory Control amounts or

statistics, enter the credit note or debit note in Accounts Receivable.

Multicurrencyrealized

gains or

losses

If the exchange rate for the credit note or debit note is different from

the rate on the invoice, you will realize an exchange gain or loss on

the transaction.

For detailed instructions on entering credit notes and debit notes, see

Chapter 5, “Processing Credit Notes and Debit Notes,” in this guide.

Entering an Invoice Number

You can

enter

a credit

note

or

a debit

note

for

an

existing

invoice,

one

that no longer exists in Order Entry, or one that never existed in

Order Entry.

Existing invoice

numberIf you issue a credit note or a debit note for an existing Order Entry

invoice, all the details of the invoice are displayed when you enter

the invoice number.

Using the Accounts

Receivable invoice

number

If you want to credit or debit an invoice that was deleted from Order

Entry but still exists in Accounts Receivable, you must enter the

original invoice number to ensure that the credit or debit is properly

posted in Accounts Receivable.

Non-existent

invoice numberThe ability to enter a non‐existent invoice number addresses

situations where invoices have not yet been issued or have been

deleted by Day End Processing. If you enter an invoice number that

does not currently exist in Order Entry, the program provides

default entries from the order entry template.

Note: If the invoice number does not exist in Order Entry,

the program displays unit costs for items based on the items’

costing method.





Completing Credit Notes and Debit Notes

Crediting an entire

invoiceWhen you enter an existing invoice number, the program displays

all detail lines from the invoice so you can choose what you want to

credit or debit.

If you select credit note as the document type, the program displays

all item lines with the default credit type (items returned to

inventory). If you select debit note as the document type, the

program displays all item lines with the default debit type (items

removed from inventory).

If you want to credit or debit the entire invoice, select Credit Note or

Debit Note, and choose the Post button to post the credit note or

debit note.

If you do not want to credit the entire invoice, you can:

• Delete lines that are not affected by the credit note or debit note.

• Add new detail lines to the credit note or debit note.

• Change the quantities or amounts on lines that you want to be

credited or debited.

Enter credit/debit

note informationUse the Credit Note or Debit Note tab to verify or change the

following header information:

• Credit note number or debit note number.

If you use automatic numbering, the program assigns the credit

note prefix and next number, or debit note prefix and next

number, shown on the Options form.

• Document type — either credit note or debit note.

• Invoice number and purchase order number.

• Actual return date for a credit note or actual ship date for a debit

note.

• Credit or debit note date, if it is not today’s date.




User Guide 2–73

Posting date • Posting date for the general ledger entries arising from the credit

or debit note. This date also determines the fiscal period to

which the transaction is posted in the general ledger.

• The inventory location where goods are being returned.

• Job‐related option — cannot be changed if you are referencing

an existing invoice.

Note: You cannot post a credit note for job‐related, project

invoicing documents. Because of this, Order Entry lets you

enter negative shipments to provide credit note functionality

for job‐related project invoicing.

• Retainage option — available only if you are entering a job‐

related credit/debit note and have selected the Retainage

Accounting option in your Accounts Receivable system.

• A description and a reference.

Credit/debit type For each detail line to be credited (or debited) on the invoice, you

select the credit (or debit) type:

• Items returned to inventory (for a credit note) or items removed

from inventory (for a debit note).

• Damaged items. (Items are not returned to inventory.)

• Price adjustment (increase or decrease).

Each of these types is described below.

Delete lines which

you are not

crediting

You can delete lines you do not want to credit or debit, and add

detail lines for items or miscellaneous charges to the invoice being

credited or

debited.

Items Returned to Inventory / Items Removed from Inventory

Items Returned To Inventory is the default credit type. Items

Removed From Inventory is the default debit type. If you use one of

these types for a detail line, you can enter the number of items





returned or removed in the Quantity field. The program calculates

the extended amount (quantity multiplied by price), or you can just

edit the value in the Extended Amount field.

If you select an existing invoice number, the displayed cost is the

cost of the sold item. If the invoice number is blank or does not

match an existing invoice, the program displays a unit cost for the

item based on the item’s costing method.

The costing method is one of the following:

• Most recent cost.

• Standard cost.

• Average cost — for average, LIFO, and FIFO costing methods.

You cannot edit information from previous orders and shipments,

but you can edit information for the credited or debited items, such

as the price, weight, quantities, serial numbers, comments, ship via,

or optional fields.

When you post the transaction or run Day End Processing

(depending on your options in Inventory Control), the program

updates

quantities

on

hand

with

items

returned

to

inventory.

Damaged Items

If you select this type for a detail line, enter the number of damaged

items in the Quantity field.

Damaged items do not change the quantities on hand and costs in

Inventory Control. Order Entry adjusts only the sales transaction (by

debiting the damaged goods account and crediting the receivables

account).

Price Adjustment

If you select this type for a detail line, enter the amount of the

adjustment in the Price/Adjustment field. The program multiplies




User Guide 2–75

the adjustment by the quantity to determine the adjustment for the

detail line, which is displayed in the Extended Amount field.

Verifying Credit Note and Debit Note Totals

When you have entered all the credit note or debit note details, enter

the following information on the Totals tab.

Totals tab • Comments.

• Whether miscellaneous charges were discounted on the invoice,

in addition to items.

• Discount percentage or fixed amount for the credit note or debit

note.

This is the discount from the invoice that has to be subtracted

from the amount of the note. The amount you enter is prorated

to all the items on the note. If you discounted miscellaneous

charges as well, the discount is also prorated to the



amount,

which

you

can

override.

If

you

change

the

amount,

an

asterisk will appear by the amount to show that the discount


The program displays the following information:

• Number of detail lines on the credit note or debit note.

• Subtotal of all items and miscellaneous charges on the note.


miscellaneous charge

details.

• Total amounts of excluded and included tax.

If item prices include tax, the amount of the included tax is

displayed on the right side of the form. It does not affect the

calculation of the credit note or debit note amount.





If necessary, you can edit the customer’s tax classes on the Taxes

tab.

• Credit note or debit note amount, which is calculated as:

Credit/Debit note subtotal (shipped items + misc. charges)

- Discounts entered for detail lines

- Discount for the whole credit/debit note

+ Tax (if it is not included in item prices)

= Credit/Debit note amount

• Estimated weight for all items on the note (using the default

weight unit of measure set in Inventory Control’s Options form).

Posting Credit Notes and Debit Notes

Order Entry assigns the credit note or debit note number during

posting, using the prefix and starting number you entered on the

Documents tab on the Order Entry Options form.

Items returned to

inventoryWhen you post a credit note or a debit note for items returned to or

removed from inventory, the quantities on hand in Inventory

Control are immediately adjusted:

• If you entered a credit note, Inventory Control quantities are

increased.

• If you entered a debit note, Inventory Control quantities are

decreased.

Day End Processing Depending on your processing options in Inventory Control, sales

statistics, the quantity sold, sales amount, invoice amount, and item

cost of sales are adjusted when you run Day End Processing in

Inventory Control.

The

number

of

returns

and

the

returned

amount

(or the number and amount for items removed) are updated if you

keep sales history.

When you post a credit note for an item that had serial numbers

assigned to it when invoiced, the returned numbers are reported on

the Serial Numbers List in Inventory Control.




User Guide 2–77

Damaged items If you post a note for damaged items, there is no effect on the

quantity on hand or on costs. The amount is posted to the damaged

goods account you specified for the item in Inventory Control.

Damaged items update sales statistics and history after Day End

Processing, just as items do when they are returned to inventory.

Price adjustments If you post a price adjustment, there is no effect on the quantity on

hand or on costs.

The item sales and invoice amounts are adjusted when you post or

run Day End Processing, but the number of returns and the returned

amounts (or the number and amount for items removed) are not.

Sales commissions If your salespersons earn commissions, credit notes and debit notes posted against invoices reduce or increase the commission earned

accordingly. The recalculation of commissions is done during Day

End Processing.

Printing Credit Notes and Debit Notes

Order Entry does not let you delete credit note and debit note

information until you have printed the credit notes and debit notes.

In addition,

you

can

reprint

credit

notes

and

debit

notes

any

time

before they are cleared from Order Entry using the Clear History

form.

You can print credit notes or debit notes from the Credit/Debit Note

Entry form immediately after posting, or you can use the

Credit/Debit Notes form in the O/E Forms folder to print them.

When printing from the Credit/Debit Notes print form, you can:

Testing forms • Print

test

copies

of

the

notes

to

check

the

alignment

of

your


• Print to the current print destination or use the delivery method

specified in the customer records. (Customer delivery methods

include mail, fax, e‐mail, contact’s fax, or contact’s e‐mail.)



Day End Processing


E-mailing credit

notesOrder Entry lets you e‐mail debit notes and credit notes to

customers for whom you have selected E‐mail or Customer’s

E‐mail as the Delivery Method in the customer record.

• Limit printing to those notes that were not previously printed.

• Reprint notes as many times as you need to get the clear, correct

copies you want to send to the customer or file in your records.

• Print the component items for kits or items assembled from bills

of material.

Developing formats You may be able to use the sample forms included with Order Entry

or modify them to match your requirements. You can also create

your own forms to use with Order Entry. (You use Crystal Reports from Business Objects to modify existing Order Entry forms.)

When you select Customer as the Delivery Method on the

Credit/Debit Note form, you can select the Message ID for the

message you want to send with the e‐mailed debit note or credit

note.

Day End Processing

When you post Order Entry transactions, the program immediately

updates item quantities in Inventory Control and adds any

prepayment you enter to an Accounts Receivable receipt batch.

If you selected the Inventory Control option to cost items on posting,

posting shipments also updates item costs, and if you selected the

Inventory Control option to create subledger transactions during

posting, Inventory Control may also create transactions for the

general ledger

when

you

post

shipments.

You must run Day End Processing in Inventory Control, however, to

completely update your Order Entry, Inventory Control, and

Accounts Receivable data.



Day End Processing

User Guide 2–79

Each time you run Day End Processing, the program processes all

the transactions that you posted since the last time you ran Day End

Processing. You should run Day End Processing as part of your daily

routine,

to

keep

your

audit

trail

and

reports

up

to

date.

You

can

run

Day End Processing as many times a day as you want.

WARNING The time it takes to complete day‐end processing

varies according to your computer and the number of

transactions you entered since the last time you ran Day End

Processing. We recommend that you run Day End

Processing when you do not need to use your computer for

other tasks. You might find it best to run it overnight.

Tasks Performed by Day End Processing

What does day-

end processing

do?

Day End Processing performs the following tasks:

• Activates and posts future orders that have reached their order

date; the quantities on sales order are updated.

When Day End Processing is complete, you can print order

confirmations and picking slips, enter shipments, and issue

invoices for these orders.

Activating future

ordersTip. If you usually run Day End Processing at the end of the

work day, future orders set to be activated on a certain day

will not become active until the end of the day. To be sure a

future order is ready to be processed on the correct date,

assign a date earlier than the desired date for the order.

• Removes quotes with expiration dates up to and including the

session date

for

day

‐end

processing,

unless

you

have

used

the

quotes in orders.

• If you cost items during day‐end processing, calculates the unit

cost for each item on a shipment using the item’s costing

method. For more information, see Chapter 2, “What You Need

to Know Before Using Inventory Control,” in the Inventory



Day End Processing


Control User Guide. The unit costs calculated are the default unit

costs for credit notes entered against the invoices.

• If you chose the option to create entries during day‐end

processing, creates general ledger entries for posted shipments.

• Updates Inventory Control with costing information for:

− LIFO‐ and FIFO‐costed items.

− The costs of items returned.

• Updates statistics and history in both Order Entry and Inventory

Control.

• Updates sales commissions, if you track commissions and you

entered salesperson commission rates in Accounts Receivable or

with the commissionable item categories in Inventory Control.

Batch created in

Accounts

Receivable

• Creates a batch of Accounts Receivable summary invoices and

credit notes and debit notes from posted Order Entry

transactions, using the next available Accounts Receivable batch

number (unless you create transactions during posting).

For more information, see the next section, “Batches Created in

Accounts Receivable.”

• Creates the shipment, invoice, and credit/debit note posting

journals in Order Entry for the new day‐end sequence number.

These journals are the detailed records of the general ledger

entries that will be created for posted shipments and for the

batches you post in Accounts Receivable.

What to Do Before Running Day End Processing

Before running Day

End ProcessingTake the following steps before running Day End Processing:

• Enter and post all the transactions that you want to process at

day‐end.



Batches Created in Accounts Receivable

User Guide 2–81

• Back up your Order Entry data. For information about making

backups, see the System Manager User Guide.

After running Day

End Processing

Before you post any transactions after running Day End Processing,

do the following:

• Print the posting journals in Order Entry for a record of the

general ledger entries created for invoices, credit notes, debit

notes, and shipments in Accounts Receivable.

• Print the G/L Transactions Listing report.

• Print any reports that you want for updating your records.

• Modify

options

on

the

Options

form,

as

needed.

Batches Created in Accounts Receivable

The Accounts Receivable batch of invoices, credit notes, and debit

notes created from posted Order Entry transactions contains

summary details only.

Batch creation

depends on I/Csettings

Order Entry creates A/R invoice transactions when you post Order

Entry transactions or when you run Day End Processing, depending

on the options you chose on the Costing tab of the Inventory Control

Options form.

Batch posting

depends on O/E

settings

Order Entry can automatically post the invoice batch in A/R during

posting or during Day End Processing, or you can manually post the

batch using the Create Batch form in Order Entry or using the Post

Batches form in Accounts Receivable.

Batch printing To print the batch, use the Accounts Receivable Invoice Batch Listing

form. The batch date is the posting date or the Day End Processing

date, the batch description is O/E Invoices/Credit Notes, the batch

type is Imported, the batch status is Ready To Post, and the detail

type is Summary.



Journal Entries Generated by Posted Transactions


Editing in Accounts

ReceivableIf you selected the Accounts Receivable option to Allow Edit Of

Imported Batches, you can open and edit the batch (other than

customer number, document type, and document number) before

you

post

it.

When you post the batch, Accounts Receivable makes sure there are

no duplicate invoice, credit note, or debit note numbers. If duplicate

numbers exist, they are placed in an error batch.

Add customers

before postingYou can add orders, shipments, invoices, credit notes, and debit

notes for customers before you add the customer records to

Accounts Receivable. Note, however, that you cannot post the

invoices in Accounts Receivable until you add the customers. When

you

add

these

customers,

make

sure

you

use

the

same

customer

number that you used on the Order Entry transaction.


This section describes the journal entries that are created for your

general ledger when you post the O/E invoice and receipt batches in

A/R, or when you post shipments in O/E.

You can view and print the G/L Transactions report for posted

invoices, debit notes, and credit notes in A/R.

You can view and print the G/L Transaction report for posted

shipments in O/E either before running Day End Processing in I/C,

or before using the Create G/L Batch icon in O/E (depending on the

O/E Integration option you selected).

The following diagram illustrates the interaction between Order

Entry, Accounts Receivable, and Inventory Control.




User Guide 2–83

Order Entry

Accounts ReceivableInventory

Control

General

Ledger

InventoryControl

ShipmentClearing COGS Sales

A/RControl

X X X X X

InvoicesShipments

X

Shipments

OE-SH source code Shipments are assigned source code OE‐SH on the Order Entry G/L

Transactions report.

While posting a shipment immediately updates item quantities in

Inventory Control, costs are updated either during day end

processing or on posting, depending on the I/C option.

Example The following transaction is created by Order Entry and posted

directly to the general ledger to record a shipment.

General Ledger Account Debit Credit

Shipment Clearing X

Inventory Control X

If an item’s costing method is the standard or most recent method,

then the item’s cost variance account is debited or credited with the difference between the standard or most recent cost and the

weighted average cost of the items shipped.





Invoices

OE-IN source code Transactions arising from invoices are assigned source code OE‐IN

on the G/L Transactions report, and are created in General Ledger by

the Accounts Receivable module.

Invoice transactions debit the customer’s receivables control account

and the item’s cost of goods sold account, and credit the general

ledger shipment clearing account, the general ledger tax liability

accounts, and the item’s sales account.

Example The following example records an invoice transaction.


Receivables Control XCost of Goods Sold X

Shipment Clearing X

Tax Liability X

Sales X

If an itemʹs costing method is the standard method or the most

recent cost method, then the itemʹs cost variance account is debited

or credited with the difference between the standard or most recent

cost, and the weighted average cost of the items shipped.

If you decrease the quantity shipped on an invoice, Order Entry

creates an entry to adjust Inventory Control (either when you run

Day End Processing or when you use the Create G/L Entries icon), as

follows:


Inventory Control X

Shipment Clearing X

The source code that appears on the G/L Transactions report for this entry is OE‐IN.




User Guide 2–85

Unconsolidated Details on A/R Invoices for Job-Related Order

Details and Order Details with Optional Fields

Order Entry creates detail lines differently in A/R invoices if you use

detail optional fields or use the Project and Job Costing module.

Without optional

fields or Project

and Job Costing

If you do not use optional fields in Order Entry invoice details and

in Accounts Receivable invoice details, and if you do not use Project

and Job Costing , the Order Entry program creates A/R invoices with

separate detail lines for sales, cost of goods sold, and shipment

clearing entries (as in earlier versions of Order Entry).

A/R details are

consolidatedAll A/R invoice details are consolidated by G/L account, so if you

use only one sales account, one cost of goods sold account, and one

clearing account, you will see only three lines on an invoice.

Sales Acct 4111 750.00

Cost of Goods sold Acct 5200 -500.00

Shipment Clearing Acct 5900 500.00

With optional fields

or Project and Job

Costing

If you use optional fields in Order Entry invoice details and in

Accounts Receivable invoice details, or if you use Project and Job

Costing , the Order Entry program now creates a single A/R invoice

detail

line

for

each

Order

Entry

invoice

detail

line.

Details are t

consolidatedEach A/R invoice detail includes the entries for the revenue,

inventory (shipment clearing), and cost of goods sold accounts, and

there will be as many invoice detail lines as there were on the

original O/E invoice.

Sales item 1 Acct 4111 250.00



Each of the unconsolidated A/R invoice lines will produce a G/L

entry with sales account, cost of goods sold account, and clearing

account details when posted in Accounts Receivable.





Entries for Kitting Items on A/R Invoices

As of Order Entry 5.5, A/R invoices created if you have Project and

Job Costing or if you added optional fields to invoice details will

show only one detail line for each kitting item listed on an invoice,

instead of showing one line for each component of each kitting item.

Order Entry handles the accounting for kitting items with the

following G/L entries.

Shipments When you ship kitting items, Order Entry creates G/L entries for

each of the components in the kitting item:


Shipment Clearing, comp. 1 X

Inventory Control X


Inventory Control X

Invoices When you invoice a kitting item, Order Entry creates the following

G/L entries to back out the components for the master item from the

shipment clearing account:


Shipment Clearing, master item X



The source code that appears on the G/L Transactions report for the

shipment entry is OE‐SH. The source code that appears on the G/L

Transactions report for the invoice entry is OE‐IN.

Prepayments

AR-PI source code Prepayments are assigned source code AR‐PI on the G/L Transactions report.

Prepayments are added directly to Accounts Receivable receipt

batches when you post an order, shipment, or invoice with a

prepayment. Prepayments debit the general ledger prepayment




User Guide 2–87

liability account and credit the customer’s receivables control

account.

Example The following example records a prepayment to an invoice.


Prepayment Liability X

Receivables Control X

Credit Notes and Debit Notes

OE-CN / OE-DN

source codeCredit notes are assigned source code OE‐CN and debit notes are

assigned OE‐DN on the G/L Transactions report.

If an item’s costing method is the standard or most recent cost

method, then the item’s cost variance account is debited or credited

with the difference between the standard or most recent cost and the

weighted average cost of the items shipped.

Order Entry uses the Credit/Debit Note Clearing account in the

Inventory Control account sets when you enter and post credit and

debit note entries.

Items returned to

inventory The

following

example

records

a

credit

note

transaction

for

items

returned to inventory.


Inventory Control X

Transaction

sent to G/L

Credit/Debit Note Clearing X


Sales Returns X


Tax Liability XReceivables Control X

Transaction

sent to A/R

Cost of Goods Sold X

Damaged items The following example is a credit note for damaged items.






Damaged Goods X

Transaction

sent to G/L



Sales Returns X


Tax Liability X


Transaction

sent to A/R

Cost of Goods Sold X

* The Cr/Dr Note Clearing and the COGS entries will always

be zero for damaged goods.

This transaction will appear differently in the A/R Invoice form

depending on whether or not the transaction is job‐related or uses

optional fields.

• If the transaction is job‐related or uses optional fields, the invoice

will list a single detail line for the damaged goods account.

• If the transaction is not job‐related and does not use optional

fields, the invoice will list three lines—one for damaged goods,

one for cost of goods sold, and one for credit/debit note

clearing—but only the damaged goods line will have an amount.

Price adjustment The following is a credit note for a price adjustment that reduces the

invoice amount. The transaction is only to A/R.


Sales X

Tax Liability X


Debit notes generate opposite debit and credit entries.

Job-Related Transaction Entries

Job‐related transactions can take two separate paths. You can invoice

orders through Project and Job Costing (by choosing the Project

Invoicing option) or you can create invoices in Order Entry.




User Guide 2–89

Shipping and Invoicing in Order Entry

The following example shows the shipping and invoicing

transactions for an order with one item and one miscellaneous

charge.

The miscellaneous charge is considered internal, because itʹs a

handling charge and one of your employees is packaging the

shipment. You can enter both the revenue and cost for the

miscellaneous charge or only the revenue.

Usually, you would enter the cost because you wanted to associate

both the cost and revenue to the job and have labor and overhead

calculated on the cost.

Type Item/Misc. Chrg Qty. Unit Cost Billing Cost Type Ext. Billing Amt.

Item A1-103/0 1 50.00 Billable 100.00

Misc. HC 15.00 30.00

Shipment posting entry:


Shipment Clearing 50.00

Misc. Charges Clearing 15.00

Inventory Control 50.00Shipping Expense 15.00

Invoice posting entry:


Receivables Control 146.90

Cost of Goods Sold 71.50

Revenue 130.00

Overhead Allocated 3.25

Labor Burden 3.25

GST (Fed sales tax) 9.10

PST (Prov/State sales tax) 7.80

Shipment Clearing 50.00

Misc. Charges Clearing 15.00





Project Invoicing in Project and Job Costing

The following example shows an item being shipped from Order

Entry and invoiced through Project and Job Costing. It also show the

entries for an additional shipping cost (FedEx) coming through

Accounts Payable instead of through O/E.

The shipping cost is recorded in Accounts Payable, picked up by PJC

when you run the Billing Worksheet, and, finally, included on the

invoice created in Accounts Receivable.

Type Item/Misc. Chrg Qty. Unit Cost Billing Cost Type Ext. Billing Amt.

Item A1-103/0 1 50.00 Billable 100.00

Shipment posting entry:


Work in Progress 55.00

Inventory Control 50.00

Overhead Burden 2.50

Labor Burden 2.50

Accounts Payable invoice entry for FedEx charge:



Work in Progress (Prov/State tax) .90


A/P Invoice Posting 16.95

Overhead Allocated .75

Labor Burden .75

A/R invoice created from the billing worksheet:


Receivables Control 146.90

Billings 130.00


PST (Prov/State sales tax) 7.80



Reporting Order Entry Data

User Guide 2–91

Revenue recognition:


Billiings 130.00

Cost of Sales 72.40

Revenue (Sales) 130.00



Order Entry allows you to view posted transactions and print a

variety of reports to help you manage your sales orders. Printed

reports also serve as a source of backup information in case any of the data gets damaged on your computer.

Viewing Data

If you keep transaction history or sales history, before you use the

Clear History form to clear your historical data, you can view posted

transactions in three ways:

You must keep

transaction historyto view

• To view posted orders, shipments, invoices, credit notes and

debit notes, display them in the transaction entry forms where

you originally entered them.

• To display all orders for a selected customer choose the Current

Orders Inquiry form from the O/E Statistics and Inquiries folder.

You can view the order number, PO number, status, order date,

expected ship date, location, whether the order is on hold, the

order type, ship via method and description, FOB point,

territory,

terms,

reference,

price

list,

and

tax

group

for

each

order

displayed.

You must keep

sales history to

view

• To display the details of customer transactions you have not yet

cleared from the program, choose Salesperson Inquiry from the

O/E Statistics and Inquiries folder.





You can view a list of customer transactions (invoices, credit

notes, and debit notes) according to each salesperson in your

company, and view and print a copy of the original invoice,

credit

note,

or

debit

note.

Printing Reports

There are four ways you can print reports in Order Entry:

• Print directly from the program to the printer, to obtain

permanent copies of the information.

• Print the information on your screen, for quick review.

• Print to a file for printing later, importing into another program,

or transferring to a diskette.

• Print to an e‐mail message.

Order Entry reports can be printed on laser printers with 8½ʺ x 11ʺ

paper or A4‐sized paper, or on dot matrix printers.

Setup reports You can print reports showing the information entered to define

each of the records you create when setting up or updating your

Order Entry system.

The Order Entry setup reports you can print show the following

information:

• Options • E‐mail messages

• Miscellaneous charges • Optional fields

• Ship‐via codes • G/L integration options

• Templates

Any time you add, delete, or change any of these records, you

should print and file the corresponding reports, to keep your printed

records up to date.



Clearing Historical Data

User Guide 2–93

Sales analysis and

transaction reportsOrder Entry provides reports for analyzing sales orders. There are

also reports about the Order Entry transactions you post (shipments,

invoices, credit notes, and debit notes), and the journal entries

created

for

the

general

ledger

from

these

transactions.

You can print the following Order Entry transaction and analysis

reports:

• Transaction lists • Sales history

• Order action • Sales statistics

• Invoice action • Salesperson commissions

• Aged

orders •

G/L

transactions

• Posting journals

Printing Forms

Finally, Order Entry provides you with the standard forms you need

to process sales orders and invoice customers:

• Order

confirmations •

Shipping

labels

• Quotes • Invoices

• Picking slips • Credit/debit notes

For more detailed information, see Chapter 7, “Reports,” in this

guide.


You can clear order and sales data you no longer need by choosing

the Clear History icon and specifying which data you want to clear.

Order Entry allows you to clear transaction history, sales history,

sales statistics, salesperson commissions, and printed posting





journals. (If you do not keep sales history, Order Entry clears all

transaction history data automatically once orders are complete and

invoiced.)

Before you clear history, make sure you have entered and posted

transactions and run Day End Processing in Inventory Control to

update Order Entry records.

Transaction history Order Entry clears all orders, shipments, invoices, credit notes, and

debit notes with completion dates up to and including the date you

specify.

Completed orders An order is complete if nothing on it remains to be shipped.

Completedshipments A shipment is complete when you have processed an invoice for the

shipped items and any miscellaneous charges.

Completed

invoices, credit

notes, and debit

notes

An invoice, credit note, or debit note is complete as soon as it is

posted and printed.

The completion date for an order, shipment, invoice, credit note, or

debit note is the session date assigned to it by Day End Processing.

Sales history Order Entry clears sales history through the year and period that

you

specify,

and

by

the

range

of

item

numbers

or

customer

numbers

that you select.

Sales statistics The program also clears sales statistics through the year and period

you specify.

Salesperson

commissionsOrder Entry clears salesperson commission amounts for the range of

salespersons that you specify.

Print salesperson

commissions

before clearingthe data

Note that you must print the Salesperson Commission report before

clearing commissions. Note also that you automatically start a new

commission period when you clear salesperson commissions,

because Order Entry accumulates only one set of commission figures

for each salesperson.



Using Order Entry with Other Sage Accpac Programs

User Guide 2–95

Printed posting

journalsIn addition, you can clear posting journals which you have printed

through a specific day‐end number, specifying only invoices or

credit notes, or both.


Order Entry is not a stand‐alone accounting program. You must

install and activate Sage Accpac Accounts Receivable and Inventory

Control before you can activate Order Entry.

Order Entry also works with Purchase Orders and Project and Job

Costing if

you

have

installed

those

modules.

Accounts Receivable

Order Entry uses information from Accounts Receivable customer

records and ship‐to records for customer number, name, address,

customer type (price level), price list, territory, tax group, terms,

salespersons, and sales split. It also uses the terms codes and

salesperson records defined in Accounts Receivable.

In addition, Order Entry checks customer account balances in

Accounts Receivable and posts warnings during transaction entry in

Order Entry if the account is over its specified credit limit or is about

to go over the limit. (Depending on the options you choose, Order

Entry may or may not check pending Accounts Receivable and

Order Entry transactions.)

Order Entry also creates and posts batches of summary invoices,

credit notes, and debit notes posted directly in Accounts Receivable,

updating customer

account

balances

and

creating

journal

entries

for

the general ledger.





General Ledger

If you use Sage Accpac General Ledger with the same database as

Order Entry, Order Entry displays and validates General Ledger

account numbers in Order Entry.

Order Entry also creates batches of general ledger transactions to

record Order Entry shipments when you run post shipments or run

Day End Processing, or using the Create Batch icon, depending on

the G/L Integration option you choose. You can also choose to post

batches automatically in General Ledger.

To review the G/L transactions generated from Accounts Receivable

invoices, print the Accounts Receivable posting journal. The

summary at the end of the report lists the general ledger accounts

that will be debited and credited when you post the Accounts

Receivable batch of Order Entry transactions.

Inventory Control

Order Entry displays item numbers, inventory locations, categories,

and price list information from Inventory Control when you enter

orders. It also provides manufacturers’ item numbers and vendors’

item numbers to make entering orders easier.

Order Entry transactions affect Inventory Control data as follows:

• Sales orders posted in Order Entry increase the item quantities

on sales order in Inventory Control.

• Shipments posted in Order Entry decrease the item quantities on

sales order and the item quantities on hand in Inventory Control.

•

Credit

notes

posted

in

Order

Entry

that

return

items

to

inventory

increase item quantities on hand in Inventory Control.

Day End Processing in Inventory Control updates sales statistics and

transaction history for Order Entry transactions (and for Inventory

Control transactions) in both Order Entry and Inventory Control,




User Guide 2–97

and creates Accounts Receivable invoices and credit notes from

Order Entry transactions.

Note that Order Entry does not have its own day‐end processing

form.

Purchase Orders

Using the Create POs From O/E form in the Purchase Orders

module, you can create purchase orders for all items on active sales

orders, or just for backordered items or items with insufficient

inventory quantities on hand to fill the orders.

You can

create

purchase

orders

from

Order

Entry

by

ranges

of

customer numbers, order numbers, order dates, and expected ship

dates. You can also consolidate purchase orders by vendor number

or create a purchase order for each vendor listed on each order.

If you create purchase orders by vendor number, all orders for the

same item, location, and vendor are consolidated into a single detail

on the purchase order for the vendor.

If you create purchase orders by sales order, you produce a separate

purchase order

for

each

vendor

specified

on

the

selected

orders,

resulting in more than one purchase order for vendors specified on

more than one order. This option retains order numbers and lets you

print the Shippable Backorders report for the transactions you post

for Order Entry orders.

The Purchase Orders module also lets you drop‐ship orders, so

goods can go directly to your customers.

Project and Job Costing

Order Entry provides sales order integration with Project and Job

Costing.





You can create an order and specify the job (contract, project,

category, and resource, if applicable) to which each order detail

applies.

• If an order is job‐related, all detail lines on the order must be job‐

related.

• Orders can list material details items from inventory used on the

job and they can list miscellaneous charges, which can be labor,

subcontracting charges, or charges such as shipping and

handling.

• You can handle the complete order processing cycle in Order

Entry, or you can create the order in Order Entry and manage

the billing and invoicing in the Project and Job Costing module.

Invoicing in PJC is called “Project Invoicing.”

Quotes and Estimates

Order Entry provides access to the New Contract Wizard so you can

create new contracts when you enter job‐related quotes in Order

Entry.

Contracts created from Order Entry quotes start as estimates in

Project and Job Costing, and all Order Entry detail line amounts that

you add will update contract estimate amounts when you post the

quote in Order Entry. (The contract can have an Open status, but the

project status must be Estimate.)

When you change the order type to Active and post the order, Order

Entry changes the project status to Open for each project to which

you posted a detail.

Miscellaneous Charges

Miscellaneous charges perform several functions on job‐related

orders:

• They let you record internal non‐material transactions such as

equipment, subcontractors, labor, etc.



Where To Now?

User Guide 2–99

• They let you add charges to customer orders for invoicing

external charges such as freight (UPS or FedEx).

You can choose by project in Project and Job Costing whether to use

the amount specified in Order Entry for the miscellaneous charge or

use a default billing rate specified for the contract in PJC.

Where To Now?

If you have not set up your Order Entry system, refer to Chapter 3,

“Setting Up Your Order Entry System,” in the Getting Started

manual.

If you are new to using Order Entry, you should do the lessons in the

Workbook that comes with Sage Accpac ERP, so you can practice

using the program before you begin to work with your own data.

For information on using the various aspects of the Order Entry

program, see the remaining chapters of this guide.





User Guide 3–i

Chapter 3

Maintaining Setup Information

Icons Used for Maintaining Setup Information ....................................3–2

Setup Maintenance .........................................................3–2

Setup Reports ..............................................................3–3

Changing Order Entry Options ..................................................3–3

Changing Company Options ................................................3–4

Changing Processing Options................................................3–4

Changing Document Numbering ...........................................3–10

Changing Aging Periods ...................................................3–10


Changing G/L Integration Options ..............................................3–11

Changing Options on the Integration Tab ....................................3–12

Changing Options on the Transactions Tab ..................................3–14


Adding, Editing, and Deleting Templates........................................3–16

Adding a Template

........................................................3–17

Editing a Template ........................................................3–17

Deleting a Template .......................................................3–18

After Changing Templates .................................................3–18

Adding, Editing, and Deleting Miscellaneous Charges ................................3–18

Using Miscellaneous Charges with Project and Job Costing ....................3–19

Adding a Miscellaneous Charge Record .....................................3–20

Editing a Miscellaneous Charge Record......................................3–21

Deleting a Miscellaneous

Charge

Record

.....................................3–21

After Changing Miscellaneous Charge Records...............................3–22

Adding, Editing, and Deleting Ship‐Via Codes ...................................3–22

Adding a Ship‐Via Code ...................................................3–22

Editing a Ship‐Via Code....................................................3–23




Deleting a Ship‐Via Code .................................................. 3–24

After Changing Ship‐Via Codes ............................................ 3–24

Adding and Editing E‐mail Messages........................................... 3–24

Adding E

‐mail

Messages

.................................................. 3–25

Editing E‐mail Messages................................................... 3–25

After Changing E‐mail Messages ........................................... 3–26

Adding, Editing, and Deleting Optional Fields................................... 3–26

Adding Optional Fields.................................................... 3–26

Editing Optional Fields .................................................... 3–27

Deleting Optional Fields ................................................... 3–27

After Changing Optional Fields ............................................ 3–28

Importing and

Exporting

Setup

Records

........................................ 3–28



User Guide 3–1

Chapter 3

Maintaining Setup Information

This chapter explains how to maintain options and setup records.

The following topics are discussed:

• Changing Order Entry options.

• Changing G/L Integration options.

• Adding, editing, and deleting:

− Miscellaneous charges

− Salesperson commission rates

− Ship‐via codes

− Templates

− E‐mail messages

• Assigning optional

fields

to

transactions.

• Printing record information.

• Importing and exporting records.

See Chapter 2 of the Order Entry Getting Started manual for

explanations of all Order Entry setup options. See Chapter 3 of the

Getting Started manual for step‐ by‐step instructions on setting up

Order Entry and adding setup records.

For specific information about a field in a form, press the F1 key, and

then choose the Field List button on the Help form. For instructions

on how to use Help, press F1 when Help is displayed.



Icons Used for Maintaining Setup Information


Icons Used for Maintaining Setup Information

Use the icons from the O/E Setup folder to maintain setup

information.

Setup icons

Setup Maintenance

If you intend to change Order Entry options or setup records, you

should refer to the Order Entry Getting Started manual to make sure

you understand the impact of the changes on your ledger.

Icon Description

Options Options allow you to enter general information about how your order entry

system operates.G/L Integration Options that control when and how you create general ledger batches,

whether you automatically post them to G/L accounts, and whatdescriptive information you want to include with each transaction.

Templates Templates provide default settings for order and invoice entry. Settings ina template can override information in a customer record, and settings ina customer record can override information in a template.

MiscellaneousCharges

Miscellaneous charges are charges added to invoices and credit notes forcosts other than for items purchased and returned (such as shipping andhandling or assembly).

Ship-Via Codes Ship-via codes identify shipping methods for delivering goods to

customers.E-Mail Messages E-mail messages are sent with e-mailed order confirmations, quotes,

invoices, and credit notes.

Optional Fields You can assign optional fields (created in Common Services) to OrderEntry miscellaneous charges and to transactions and transaction details.



Changing Order Entry Options

User Guide 3–3

Setup Reports

You print reports for setup information using the following icons

from the O/E Reports folder: Options, G/L Integration, Templates,

Miscellaneous Charges,

Ship

‐Via

Codes,

E

‐mail

Messages,

and

Optional Fields.


This section lists the Order Entry options you can select in the

Options form, and includes some points to consider when changing

your choices for particular options. Topics are listed in the order in

which they appear in the Options form.

For descriptions of all Order Entry options, see the Order Entry

Getting Started manual. Chapter 2 of the Getting Started manual

explains the purpose of each option, and Chapter 3 guides you

through the steps for choosing options and setting up a new Order

Entry system.

Before you start Make sure no one else is using Order Entry when you change

options.

You can

update

some

information

while

others

are

using

Order

Entry (such as the order entry contact person and the optional

fields), but most options can be changed only if no one is using the

system and no other Order Entry forms are open.





Changing Company Options

The Company tab contains the contact name, and the telephone and

fax numbers for your order entry clerk or department. You can

change the

information

on

this

tab

at

any

time.

Changing Processing Options

The Processing tab contains options that specify how your Order

Entry system works and the type of information that is kept for

orders, invoices, and credit notes.

Options you

cannot changeThe functional currency is determined on the Company Profile form

in Common

Services

when

you

first

set

up

your

Sage

Accpac

ERP

accounting system. The multicurrency setting depends on your

selection in Accounts Receivable (if Accounts Receivable is

multicurrency, Order Entry is multicurrency also). You cannot

change either of these fields.

Use the Processing tab to change choices for these options:

Multicurrency • Default Rate Type. The default rate type sets the type of

exchange rate that will be used to convert orders to your

functional currency,

if

the

order

is

for

a customer

for

whom

there is no record in Accounts Receivable. If the customer record

exists, the rate type comes from the customer record. Note that

the multicurrency setting in Accounts Receivable determines

whether Order Entry supports multicurrency transactions.

• Calculate Backorder Quantities. If you select this option, the

program automatically calculates a backorder — the difference

between the quantity ordered and the quantity shipped — when

you enter or change an item line on an order or shipment. This

amount is

displayed

in

the

Backordered

field.

When

you

change

the amount in the Shipped field, the quantity in the Backordered

field is reduced accordingly.




User Guide 3–5

If you use the Purchase Orders program, you can also generate

purchase orders automatically from backordered items on sales

orders.

If you

do

not

select

this

option,

zeroes

are

displayed

in

the

Backordered field.

• Keep Transaction History. Select this option if you want to be

able to print completed order, invoice, and credit note

information on the Transaction List, and view posted

transactions on the Invoice Inquiry and Credit Note Inquiry

forms.

If you do not select this option, Day End Processing removes

information for

fully

shipped

and

invoiced

orders

and

removes

information for printed invoices and credit notes so they no

longer appear on transaction lists. (This option does not affect

posting journals.)

• Allow Non-existent Customers. Select this option if you want to

post orders for customers for whom you have not set up a record


If you do not select the option, Order Entry prevents you from

entering orders,

shipments,

and

invoices

for

a customer

for

whom no record exists in Accounts Receivable.

• Default Quantity Committed. Select this option to ensure that

quantities entered in orders are automatically committed if

available in inventory (that is, entered in the Quantity

Committed field in the order).

By entering committed quantities in orders, you ensure that

items are available when you come to ship them (unless you

allow negative

inventory

quantities).

If a quantity is already committed to an order, you can ship

another order for the same items only if there is a sufficient

quantity in inventory in addition to the committed quantity.





• Calculate Tax Reporting Amounts Automatically. Select this

option if you want the program to automatically calculate tax

reporting amounts on orders and invoices.

This option

sets

the

default

for

the

Calculate

Tax

Reporting

checkbox on the Taxes tabs for Order Entry, Shipment Entry,

and Invoice Entry forms. You can change the setting when you

enter transactions.

Note that the Calculate Tax Reporting checkbox appears only if a

tax authority for the transaction has a tax reporting currency that

is different from the source or functional currency.

Default Order UOM Unit of Measure). Select either the stocking

unit or

the

pricing

unit

as

the

default

unit

of

measure

to

appear

on item lines in the Order Entry, Shipment Entry, Invoice Entry,

and Debit/Credit Note Entry forms.

− The stocking unit of measure is specified for each item in the

Item form in Inventory Control.

− Pricing units of measure (you can have one or more per

item) are specified in the Item Pricing form in Inventory

Control.

For example, you may use “each” as the stocking unit for an

item, but “dozen” as the pricing unit.

If you price an item by weight, the program will always use the

stocking unit of measure for an item.

• Default Order Weight UOM Unit of Measure). Choose the

weight unit of measure that is used by default for items that are

priced by weight.

Note: This setting applies only to items that are priced by

weight. If you price an item by quantity, the program will

always use the weight unit of measure in the item record.

(Pricing by weight is available only in Sage Accpac 500 ERP.)




User Guide 3–7

You can select either the weight unit of measure from the item

record, or the weight units of measure from the Item Pricing

form in Inventory Control.

• Default Template Code.

Select

one

of

the

templates

you

have

set up as a default. For information about setting up templates,

see “Add Templates,” later in this chapter.

• Default Quote Expiration Days. In this field, type the number of

days you normally allow before quotes expire.

When you enter a quote, Order Entry calculates and displays the

default expiration date based on the number of days you specify.

• Default Create Invoice Option to.

Select

Yes

or

No

in

this

field

depending on whether you want the Create Invoice checkbox on

the Order Entry and Shipment Entry forms selected or not

selected by default.

When you select the Create Invoice checkbox, Order Entry

creates an invoice for all items shipped on the Order Entry or

Shipment Entry form.

Generally, you would select this setting if you always invoice

shipments, even

for

partially

shipped

orders,

or

you

would

turn

it off if you only invoice completed orders.

• Apply Credit Note to Previously Credited Invoice. Choose how

you want Order Entry to handle credit notes being posted for

previously credited invoices: display a warning, display an error

message, or ignore previous credit notes and continue with

posting.

If you choose to display an error message, Order Entry will

prevent you

from

posting

a second

credit

note

to

an

invoice.

• Post A/R Batches. This setting lets you choose when to post A/R

batches generated from Order Entry Invoices, credit notes, and

debit notes:

− During Posting or Day End Processing.





This choice posts Accounts Receivable invoice batches

created by Order Entry when you post invoices or when you

run day end processing in Inventory Control (depending on

when

you

cost

transactions

in

I/C).

− On Request Using Create Batch Icon.

This choice lets you post batches using the Create Batch icon

in Order Entry or using the Post Batch form in the Accounts

Receivable module.

You can change your selection any time.

• Default Posting Date. This option lets you choose which date

the program

displays

by

default

for

the

Posting

Date

when

you

enter dates for shipment, invoice, and credit/debit note

transactions.

You can choose from two settings:

• Document Date. Select this choice if you usually want the

posting date and fiscal period to match the document date.

• Session Date. Select this choice if you usually want the

posting

date

and

fiscal

period

to

match

the

current

session

date.

If you choose this setting, the program keeps the session

date as the default posting date even if you change the

document date.

• Keep Sales History. If you turn off the option after you have

accumulated some history, the history is retained until you clear

it using the Clear History form. If you later turn the option on

again,

there

will

be

a

gap

in

the

historical

information

for

the

time when the option was not used. You can select or clear this

option at any time.

• Accumulate By. You can specify whether to keep sales history

by fiscal year or calendar year, and specify the type of period by

which you accumulate history.




User Guide 3–9

If you accumulate by calendar year, the starting date for history

will be January 1. If you accumulate by fiscal year, the starting

date will be the first day of your fiscal year, as specified in the

fiscal

calendar

in

Common

Services.

• Period Type. You can change the type of year and period by

which Order Entry keeps history, but such changes will distort

the figures in past periods.

If you need to change the type of year or period by which Order

Entry keeps history, you should clear history first.

• Keep Sales Statistics. You can select or clear this option at any

time, but if you turn off the option after you have accumulated

some statistics,

the

statistics

are

retained

until

you

clear

them

using the Clear History form. If you later turn on the option

again, there will be a gap in the statistical information for the

time when the option was not used.

• Allow Edit Of Statistics

.

This option lets you enter past period

statistical information when you set up your system. You will

usually run Order Entry with this option turned off.

• Accumulate By. You can specify whether to keep statistics by

fiscal year

or

calendar

year.

(See

above

for

more

information.)

• Period Type. You can change the type of year and period by

which Order Entry keeps statistics.

If you need to change the type of year or period by which you

keep statistics, you can edit the statistics to correct distortions for

the earlier periods in the year.

• Track Commissions. If you track commissions, Order Entry

calculates commissions

earned

by

salespeople

since

the

last

time

you cleared commissions. Order Entry calculates commissions

using rates for inventory categories or using up to five rates for

each salesperson.





• Commissions By. Order Entry lets you base commissions on the

sales amount or the margin. You can change this setting at any

time, but it only affects commissions earned after the change.

• Credit Checks. Choose whether

you

want

customer

credit

checks to include unposted transactions in Accounts Receivable,

Order Entry, and other associated applications, as well as the

A/R account balance.

Note: Checks that include pending transactions take more

time than checks that do not. You can turn these checks off

to improve processing speed.

Changing Document Numbering

The Documents tab allows you to change your choices for length,

prefix, and next number for orders, shipments, invoices, credit notes,

debit notes, and quotes. The maximum length of document numbers

is 22 characters.

If you want to change the next number to assign to orders,

shipments, invoices, credit notes, or debit notes to a lower number,

you should

also

change

the

prefix

for

the

document

type

to

prevent

Order Entry from assigning the same document number twice. You

cannot post two documents with identical document numbers.

Changing Aging Periods

The aging periods on the Documents tab are the default time periods

into which you can separate orders on the Aged Orders report. You

can change them when you print the report.

After Changing Options

Print the Options report by choosing File, Print from the menu on

the Options form or by choosing the Options icon in the O/E Reports

folder. Verify that all your changes have been made correctly.





Changing G/L Integration Options


Changing Options on the Integration Tab

The Integration tab determines when and how shipment transactions

are created for your general ledger. You can change your selections

for these

options

at

any

time.

Any

changes

you

make

apply

only

to

general ledger transactions produced after the change.

Create G/L Transactions. This setting specifies when to create a

batch for the general ledger.

• During Posting or During Day End Processing. The choice that

appears here depends on whether you create subledger

transactions (in the Inventory Control module) during posting or

when you run day‐end processing. You choose when to create

subledger transactions

on

the

I/C

Options

form.

Order Entry can automatically create general ledger transactions

when you post transactions that include shipments or when you

run day‐end processing (depending on when you create

subledger transactions in the Inventory Control module).

• On Request Using Create Batch Icon. Select this option if you

want to use the Create Batch form to create general ledger

transactions. You must select this option if you want to be able to

consolidate general

ledger

transaction

details

and

print

Order

Entry’s G/L Transactions report.

Selecting this option also enables you to consolidate transactions

using the Consolidate G/L Batches option.

Create G/L Transactions by. Order Entry lets you choose to:

• Add general ledger transactions to an existing Sage Accpac

General Ledger batch.

Do not select this option if you want to create a new General

Ledger batch each time that you produce general ledger

transactions. (You might do this for auditing purposes.)

• Create a new General Ledger batch each time that you generate

G/L transactions.




User Guide 3–13

This choice will isolate the general ledger transactions that you

create while setting up (so you can easily delete them after setup

to ensure that you do not accidentally post general ledger

transactions

twice).

• Create a new General Ledger batch each time that you generate

G/L transactions, and automatically post the batch in the General

Ledger program.

Note: If you create G/L transactions when you post, this

option will post a G/L batch each time that you post a

shipment in Order Entry.

If you do not useSage Accpac

General Ledger

This option

has

an

effect

only

if

you

use

Sage

Accpac

General

Ledger with the same database as Order Entry.

If you use another general ledger or if your Sage Accpac General

Ledger system is at another location, Order Entry places all general

ledger transactions into a single batch file that you can import into

your general ledger system.

Consolidate G/L Batch. Select whether you want transactions

consolidated in the general ledger batch.

You must choose On Request Using Create Batch Icon as your

method of creating general ledger batches if you want Order Entry

to consolidate general ledger batches.

Choose from:

• Do Not Consolidate.

• Consolidate Transaction Details By Account.

• Consolidate Transaction

Details

By

Account

And

Fiscal

Period.

• Consolidate Transaction Details By Account, Fiscal Period, And

Source.





Partial consol.

during posting or

day-end

processing

If you create batches of G/L transactions during posting or day‐end

processing, the program can only consolidate the details within

transactions; it cannot consolidate the details from different

transactions.

Create G/L Batch

lets you fully

consolidate details

If you use the On Request Using Create Batch Icon option, you can

consolidate transaction details from all transactions for each general

ledger account if you choose Consolidate by Account and Fiscal

Period or Consolidate by Account, Fiscal Period, and Source.

For more details about these four options, see Chapter 3 in the

Getting Started guide.

G/L Source Codes. This option allows you to change the source

type code

(the

last

two

characters)

for

each

type

of

transaction

created by the Order Entry module.

The combination of source ledger code and source type code is called

a source code in the General Ledger module.

You cannot change the source ledger code—the first two characters

of G/L source codes.

If you change Order Entry source codes, the new source codes are

automatically added

to

the

General

Ledger

module,

but

you

will

have to update G/L source journal profiles (in the General Ledger

module) to include transactions on source journals.

Changing Options on the Transactions Tab

The Transactions tab lets you specify:

• The shipment information that is passed in G/L transactions to

the

general

ledger

in

transaction

entry

descriptions,

transaction

detail reference fields, detail description fields, and detail

comment fields.

• The invoice information that is passed in invoices to Accounts

Receivable, and, potentially, in G/L transactions to the general

ledger in transaction entry descriptions, transaction detail




User Guide 3–15

reference fields, detail description fields, and detail comment

fields.

You can change your selections for these options at any time. Any

changes you

make

apply

only

to

general

ledger

transactions

produced after the change.

To edit G/L transaction information:

1. In the grid, double‐click the G/L transaction field for the

particular transaction type that you want to define.

For example, double‐click the G/L Entry Description field for

Receipt transactions.

A detail form appears that displays the transaction type and the

G/L transaction field you selected on the Transactions tab.

2. Specify information for the selected G/L transaction field, as

follows:

Segment separator a. Select a character to separate segments of information. (The

separator is used only if you assign more than one segment

to a field. The default separator is a hyphen.)

Choose SegmentsFrom List

b. Select segments

from

the

Choose

Segments

From

List,

and

then click Include.

You can assign a maximum of five segments to a

G/L Transaction field, providing that the combination does not

exceed 60 characters. If the assigned information exceeds this

number of characters (including separators), it will be truncated

when the transaction is posted.

3. Click Save to record your selections for the field in the G/L

Integration Detail

form.



Adding, Editing, and Deleting Templates


After Changing Options

• Print the G/L Integration report using the G/L Integration icon

in the Setup Reports folder, or choose Print from the File menu

in G/L

Integration.

• Verify that you made all changes correctly by comparing the

new printout to the report you printed before making the

changes.

Further

informationSee Chapter 7, “Reports,” for more information about the G/L

Integration report.


Choose Templates from the O/E Setup folder to add or edit Order

Entry Templates.

Templates contain standard order information to speed up the order

entry process. You can choose a default template in the Order Entry

Options form to provide standard default information for all new

orders. These initial defaults are replaced by information from the

customer record.


background information on setting up and using templates. For step‐

by‐step instructions on using the Templates form and descriptions of

all the fields, see Chapter 3 in the Getting Started manual, or press F1

to display online Help.

Before you start • Add ship‐via codes in Order Entry for the delivery methods and

carriers you use. All other records are added in other Sage

Accpac ERP modules.




User Guide 3–17

Adding a Template

Order Entry templates are optional. They supply default customer

and order information for new orders and new credit notes.

Order Entry inserts information into new orders or credit notes

according to the following rules:

• Order Entry first inserts customer information from the default

order template.

• The program replaces the default information with information

from the customer record.

•

If

you

choose

a

new

template,

the

program

will

once

again

replace the information.

To add templates:

1. Click the New icon next to the Template Code field, and then

type the code that you want to use.

The code can be up to 6 letters or numbers long.

2. Fill in the fields and add the record as described in Chapter 3 of

the Getting

Started manual.

Finding detailed

instructionsFor information about all the fields in the Templates form and step‐

by‐step instructions for adding templates, see “Add Templates” in

Chapter 3 of the Getting Started manual.

Using Help You can also press F1 to display Help while working in a form.

Editing a Template

You can change all the information in a template at any time, except

the identifying code.



Adding, Editing, and Deleting Miscellaneous Charges


To edit templates:

1. Type the template code, or use the Finder to select the template

you want to change.

2. Make the changes you need.

3. Click Save to record the changes.

Effects of changes Changing the template has no effect on current orders. You will see

the changes the next time you select the template for a new order.

Deleting a Template

Before you start Check that the template you are deleting is not the default template

for entering orders. You are not able to delete the default template

code.

To delete a template:

1. Type the template code, or use the Finder to select the template

you want to delete.

2. Click the Delete button. If a message appears asking you to

confirm the

deletion,

click

Yes.

After Changing Templates

Print the Templates report to check the new information and to

update your printed records.


Choose Miscellaneous Charges from the O/E Setup folder to add,

edit, or delete miscellaneous charges.

Miscellaneous charges are charges added to invoices or credit notes

for costs other than for items purchased or returned. For example,




User Guide 3–19

miscellaneous charges can include postage, shipping, assembly, and

restocking charges.

Currency

code

If you use multicurrency accounting, you need to specify a currency

code for

each

miscellaneous

charge.

You

can

use

the

same

miscellaneous charge code for charges in different currencies.

For each miscellaneous charge, you should specify the tax authority

that levies taxes on the charge and the applicable tax class. Order

Entry does not track costs for miscellaneous charges. If you need

costing information on charges, set them up as non‐stock items in

Inventory Control.

Using Miscellaneous Charges with Project and Job Costing

Miscellaneous charges can have two different functions on job‐

related orders:

• They let you add additional charges to customer orders for

invoicing external charges such as freight (UPS or FedEx).

• They let you record internal non‐material transactions such as

equipment, subcontractors, labor, etc.

To create miscellaneous charges for job‐related orders, you must

select the Allow For Jobs option on the Miscellaneous Charges form,

and then specify:

• An extended cost.

For any project, you can use this cost by default, or use a cost

specified with the contract.

You can also choose by project in PJC whether to use the amount

specified for

the

miscellaneous

charge

or

use

a default

billing

rate for the contract.

• A miscellaneous charge expense account.

• A miscellaneous charge clearing account.






background information on using miscellaneous charges. For step‐

by‐step instructions on using the Miscellaneous Charges form and

descriptions

of

all

the

fields,

see

Chapter

3

in

the

Getting

Started

manual, or press F1 for online Help.

Before you start Print the Miscellaneous Charges report (choose Miscellaneous

Charges from the O/E Reports folder).

Adding a Miscellaneous Charge Record

The fields in the Miscellaneous Charges form vary between single‐

currency and

multicurrency

systems

because

you

must

specify

the

currency of charges in a multicurrency ledger.

To add a miscellaneous charge:

1. Click the New icon next to the Miscellaneous Charges field.

2. If you use multicurrency accounting, type the currency code or

select it from the Finder.

3. Type a new charge code — up to 6 letters or numbers long —

and then

press

Tab

to

activate

the

rest

of

the

fields

on

the

form.

4. Fill in the remaining fields and add the record as described in

Chapter 3 of the Order Entry Getting Started manual.

Finding detailed

instructionsFor information about all the fields in the Miscellaneous Charges

form and step‐ by‐step instructions for adding miscellaneous

charges, see “Add Miscellaneous Charges” in Chapter 3 of the Order

Entry Getting Started manual.

Using Help You can

also

press

F1

to

display

Help

while

working

in

a form.




User Guide 3–21

Editing a Miscellaneous Charge Record

You can change all the information in a miscellaneous charge record

at any time, except the miscellaneous charge code and the currency

(in a multicurrency

system).

To edit a miscellaneous charge:

1. Type the code for the miscellaneous charge, or use the

navigation buttons or the Finder to select the miscellaneous

charge.

Multicurrency

ledgers2. If you use multicurrency accounting, type the currency code or

use the Finder to select it.



Effects of changes Changes to the account number or to the taxes have no effect on

existing orders.

Deleting a Miscellaneous Charge Record

Before you start Make sure that no current orders list this miscellaneous charge as an

incomplete detail. If you post an order or invoice with a code that no

longer exists, Order Entry will post an error message, and you will

have to change the miscellaneous charge detail on the order before

you can post it.

To delete a miscellaneous charge:

1. Type the code for the miscellaneous charge, or use the

navigation buttons or the Finder to select the miscellaneous

charge.

Multicurrency

ledgers2. If you use multicurrency accounting, type the currency code or

use the Finder to select it.


confirm the deletion, click Yes.



Adding, Editing, and Deleting Ship-Via Codes


After Changing Miscellaneous Charge Records

• Print the Miscellaneous Changes report to check the new record

information and to update your printed records.

• Print the Transaction list for orders (including the order details)

to check that no orders use miscellaneous charges that you have

deleted. Edit the orders if necessary.


Choose Ship‐Via Codes from the O/E Setup folder to add or edit

ship‐

via

codes.

You add ship‐via codes to identify the shipping methods or carriers

you use to deliver goods to customers (for example, courier, air

mail, parcel post).


background information on using ship‐via codes. For step‐ by‐step

instructions on using the Ship‐Via form and descriptions of all the

fields, see Chapter 3 in the Getting Started manual, or press F1 for

online

Help.

Before you start Print the Ship‐Via report for the records you want to edit or delete

(choose Ship‐Via Codes from the O/E Reports folder).

Adding a Ship-Via Code

Ship‐via codes are optional. If you do not use them, the program

displays the ship‐via information from the default template or the

information entered

for

the

ship

‐to

location

in

Accounts

Receivable

(if you specify a ship‐to location for the order).




User Guide 3–23

To add ship-via codes:

1. Click the New icon next to the Ship‐Via Code field and then

type the code you want to use. The code can be up to 6 letters or

numbers long.

2. Fill in the fields and add the record as described in Chapter 3 of

the Getting Started manual.

Finding detailed

instructionsFor information about all the fields in the Ship‐Via Codes form and

step‐ by‐step instructions for adding ship‐via codes, see “Add Ship‐

Via Codes” in Chapter 3 of the Order Entry Getting Started manual.


Editing a Ship-Via Code

You can change all the information in ship‐via codes at any time,

except the identifying codes.

To edit ship-via codes:

1. Type the ship‐via code, or use the Finder to select the code you

want

to

change.



Effects of changes Changing the description of a ship‐via code has no effect on current

orders. To change the description in an order, you have to edit the

order and choose the code again.



Adding and Editing E-mail Messages


Deleting a Ship-Via Code

Before you start Make sure that no current orders list this ship‐via code. If you post

an order or invoice with a code that no longer exists, Order Entry

will post

an

error

message,

and

you

will

have

to

change

the

ship

‐via

code on the order before you can post it.

To delete a ship-via code:

1. Type the ship‐via code, or use the Finder to select the code you

want to delete.


confirm the deletion, choose Yes.

After Changing Ship-Via Codes

• Print the Ship‐Via Codes report to check the new information

and to update your printed records.

• Print the Templates report to check that no Order Entry

templates use ship‐via codes that you deleted. Edit templates if

necessary.

• Print the

Transaction

list

for

orders

(including

the

order

information) to check that no orders use ship‐via codes that you

deleted. Edit the orders if necessary.


Choose E‐mail Messages from the O/E Setup folder to add or edit

e‐mail messages that you send with e‐mailed order confirmations,

quotes, invoices,

debit

notes,

and

credit

notes.

The form also lets you insert variables from your company database

so that the e‐mailed messages will include customer or company

information.




User Guide 3–25


background information on e‐mail messages. For step‐ by‐step

instructions on using the E‐mail Messages form and descriptions of

all

the

fields,

see

Chapter

3

in

the

Getting

Started

manual,

or

press

F1

for online Help.

Adding E-mail Messages

To add e-mail messages:

1. Choose the E‐mail Messages icon from the O/E Setup folder.

2. Select the message type, and then enter a unique message ID,

description, subject

line,

and

message

text.

In the subject line and message text, you can include variable

names for company data that you want to substitute in the

e‐mailed message.

3. Click the Save button to save the message.

Finding detailed

instructionsFor information about all the fields in the E‐mail Messages form and

for step‐ by‐step instructions for adding E‐mail Messages, see “Add

E‐mail Messages” in Chapter 3 of the Order Entry Getting Started

manual.


Editing E-mail Messages

You can edit e‐mail messages at any time.

To edit e-mail messages:

1. Type the message ID, or use the Finder to select it.





Adding, Editing, and Deleting Optional Fields


After Changing E-mail Messages

Print the E‐mail Messages report to check the new information and

to update your printed records.


Optional fields are available if you use Transaction Analysis and

Optional Field Creator, a separately licensed package available for

Sage Accpac ERP. Optional Fields let you store more information

with records and transactions.

Click

Optional

Fields

in

the

Setup

folder

to

add,

edit,

or

delete

optional fields for the transaction entry forms and miscellaneous

charges that you use in your Order Entry system.

See Chapter 2 in the Getting Started manual for background

information on optional fields. For step‐ by‐step instructions on using

the Optional Fields form and descriptions of all the fields, see

Chapter 3 in the Getting Started manual.

Adding Optional Fields

To add a new optional field:

1. Choose Optional Fields from the O/E Setup folder.

2. In the Optional Field For field, select the type of transaction to

which you want to add the optional field. (You can also assign

optional fields to miscellaneous charges.)

3. Use the Finder to select the optional fields that you want to use

with the

transactions,

and

then

enter

the

default

entries

for

the

optional fields, and indicate whether the fields will be

automatically inserted on new transactions that you enter.

4. For an optional field you are assigning to a shipment detail,

invoice detail, or credit/debit note detail, click the Settings




User Guide 3–27

button, and then select the type of General Ledger accounts to

which optional field entries can be passed.

Click the Settings button for invoices and credit/debit notes to

choose whether

the

optional

fields

will

be

passed

to

Accounts

Receivable with invoice and credit/debit note transactions.

5. Click Add (or Save) to add the optional field.

Editing Optional Fields

You can change the default value and the Required and Auto Insert

status for an optional field at any time.

If the field is validated, you must select a blank or a value that is

defined for the optional field in Common Services, or choose No in

the Value Set field.

To change an optional field:

1. Choose the Optional Fields icon from the Setup folder.

2. Select the type of optional field you want to edit in the Optional

Field For field.

3. Make the changes you need on the grid.

4. Use the Settings button to select the type of General Ledger

accounts to which optional field information can be passed.


Effects of changes

Any change you make affects records or transactions added after

you make the change.

Deleting Optional Fields

You can delete only optional fields that are not assigned to records

or transactions.



Importing and Exporting Setup Records


To delete an optional field:

1. Select the type of optional field in the Optional Fields For field,

and then select (highlight) the optional field that you want to

remove on

the

grid.

2. Click the Delete button, or press the Delete key on the keyboard.

If a message appears asking you to confirm the deletion, click

Yes.

After Changing Optional Fields

• Print the Optional Fields report to check the new record

information and

to

update

your

printed

records.


Use the Import and Export commands on the File menu to transfer

information between your Order Entry system and other Sage

Accpac Order Entry databases or non‐Sage Accpac ERP modules.

You can use the Import command when setting up a new Order

Entry system,

and

you

can

use

Export

and

Import

to

update

groups

of records by exporting the records you want to change, changing

them in a spreadsheet, and then re‐importing them into Order

Entry.

You can import and export all setup records, except the contents of

the Options form.

Other restrictions may apply, depending on the options you use in

Order Entry. For example, if you do not keep statistics, you will not

be able

to

import

or

export

statistics.

If

you

do

not

use

the

Allow

Edit

of Statistics option, you can export statistics, but you will not be able

to import them.




User Guide 3–29

Use the Display Import Fields command on the Import form to

display the name, type, and length of each field in the record that

you want to import. The report also indicates key fields.

For more

information

about

importing

and

exporting

Order

Entry

records, see Appendix B, “Importing and Exporting,” in this guide.

Refer also to the chapter, “Importing and Exporting Data,” in the

System Manager User Guide.

After importing • Check data integrity.

• Print reports of the records to verify imported data.

• If necessary, delete the file containing the imported records in

the program

where

you

created

it.





User Guide 4–i

Chapter 4

Processing Orders,

Shipments, and Invoices

Icons Used to Process Orders, Shipments, and Invoices ............................4–3

Using the Order Entry Form.....................................................4–5

Adding and Editing Orders..................................................4–8

Payment Terms ...........................................................4–25

Editing Tax Information....................................................

4–26

Editing Optional Fields for O/E Transactions .................................4–29

Posting Orders with Optional Fields.........................................4–31

Editing Sales Allocations ...................................................4–31


Entering Order Prepayments ...............................................4–34


Authorizing Credit ........................................................4–38

Using the New Contract Wizard for Job‐Related Quotes.......................

4–39 Copying Existing Orders to New Orders.....................................4–40

Assigning Optional Fields in the Copy Orders Form ..........................4–43

Viewing Current Orders ...................................................4–44

Using the Shipment Entry Form ................................................4–45

Adding and Editing Shipments .............................................4–46

Verifying Shipment Totals..................................................4–51

Posting Shipments with Optional Fields .....................................4–53

Using the Invoice Entry Form ..................................................

4–54 Editing Payment Terms ....................................................4–58

Entering Invoice Prepayments ..............................................4–59

Verifying Invoice Totals....................................................4–62

Posting Invoices with Optional Fields .......................................4–63

Printing Posting Journals.......................................................4–64




Printing Quotes............................................................... 4–66

Printing a Single Quote Immediately after Posting ........................... 4–67

Printing a Range of Quotes after Posting .................................... 4–68

Printing Order Confirmations..................................................

4–70 Printing a Single Order Confirmation Immediately after Posting............... 4–71

Printing Confirmations for a Range of Orders................................ 4–73

Printing Picking Slips ......................................................... 4–75

Printing Shipping Labels ...................................................... 4–78

Printing Invoices.............................................................. 4–79

Printing a Single Invoice Immediately after Posting .......................... 4–80

Printing a Range of Invoices after Posting ................................... 4–82

Using the

Current

Orders

Inquiry

and

Pending

Shipment

Inquiry

Forms

........... 4–84

Looking Up Current Orders................................................ 4–84

Looking Up Pending Shipments............................................ 4–86

Using the Sales Statistics, Salesperson Inquiry, and Sales History Forms............ 4–88

Viewing Sales Statistics .................................................... 4–88

Viewing Salesperson Statistics.............................................. 4–89

Viewing Sales History ..................................................... 4–91

Adding, Editing, and Deleting Sales Statistics................................ 4–92

Importing and

Exporting

Order

Information

....................................

4–92 Importing Orders and Shipments........................................... 4–92

Exporting Orders, Shipments, and Invoices.................................. 4–93



User Guide 4–1

Chapter 4

Processing Orders,

Shipments, and Invoices

This chapter contains instructions for entering, posting, and

reporting orders, shipments, and invoices in your Order Entry

system. The following topics are discussed:

• Icons used to process orders, shipments, and invoices.

• Using the Order Entry form, including:

− Adding and editing orders.

− Using kits and assembled items in orders.

− Entering shipped quantities on orders.

− Editing tax information.

− Entering optional field information.

− Editing sales allocations.

− Editing exchange rates.

− Entering prepayments.

− Verifying order totals.

− Creating invoices for shipped goods.

− Authorizing credit.

− Creating new orders from existing orders.

− Viewing all sales orders for a selected customer.



Icons Used to Process Orders, Shipments, and Invoices


• Using the Shipment Entry form, including:

− Adding and editing shipments for existing orders.

− Creating shipments

without

prior

orders.

− Verifying shipment totals.

− Creating invoices from shipments.

• Using the Invoice Entry form, including:

− Adding and editing invoices.

− Editing payment terms.

− Verifying invoice totals.

• Printing posting journals.

• Printing quotes, order confirmations, picking slips, shipping

labels, and invoices.

• Importing and exporting order and shipment information.

• Using the Sales Statistics, Salesperson Inquiry, and Sales History

forms.

For an overview of order, shipment, and invoice processing, see

Chapter 2, “What You Need to Know Before Using Order Entry,” in

this guide.

See the Sage Accpac Workbook for lessons with step‐ by‐step

instructions for using the Order Entry, Shipment Entry, and Invoice

Entry forms. You can refer to the tutorial lessons for information

about using the form, and you can do the lessons with the sample

data to practice using the form without risking your own data.

For specific information about the fields on a form, press the F1 key,

and then click the Field List button on the help page. For

instructions on how to use online Help, press F1 a second time when

Help is displayed.




User Guide 4–3


This section describes the icons you use to process orders,

shipments, and

invoices,

and

to

print

order,

shipment,

and

invoice

forms and reports.

Choose the following icons from the O/E Transactions folder to

process orders, shipments, and invoices:

• You use the Order Entry form to enter, edit, import, export and

post orders.

You can also use the Order Entry form to enter shipped

quantities with an order, enter prepayments, and generate an

invoice for shipped items.

• You use the Shipment Entry form to record the shipment of

items for existing orders and to add miscellaneous charges. You

can edit shipments until all the items on an order have been

shipped, and you can import and export shipment entries.

You can also use the Shipment Entry form to skip the order

process, and directly enter shipments and generate invoices.

• You use the Invoice Entry form to enter, edit, export, and post invoices for shipments. You can also use the Invoice Entry form

to enter one prepayment with an invoice.

• The Copy Orders form lets you create a new order from the

details of an existing order, or a range of orders. The details of

the existing orders are copied to the new order, which you can

edit as required.

O/E Forms folder Order Entry provides a set of standard forms for printing order

confirmations, quotes, picking slips, shipping labels, invoices, and credit and debit notes, which you print using the following icons:





Form Description

OrderConfirmations

Prints details of posted orders before they are fully invoiced, for use inconfirming orders.

Quotes Prints copies of order quotations you have posted using the Order Entry

form.

Picking Slips Prints picking slips for staff to use in filling orders.

Shipping Labels Prints shipping labels for order confirmations, picking slips, and invoices.

Invoices Prints copies of the invoices you created in the Invoice Entry form forinvoiced orders.

Credit/Debit Notes Prints copies of the credit/debit notes you created in the Credit/DebitNotes form.

E-mail Order Entry lets you send quotes, order confirmations, credit/debit

notes, and invoices by e‐mail to your customers. To e‐mail a quote,

order confirmation, or invoice, you must specify e‐mail as the

delivery method in the customer record (in the Accounts Receivable

modules), and then choose Customer as the delivery method when

printing the quote, order confirmation, invoice or credit/debit note.

O/E Reports folder Order Entry also provides a comprehensive set of reports for listing

and tracking orders, shipments, and invoices. You choose the icons

to print these reports from the O/E Reports folder.

See Chapter 7, “Reports,” for further information about reports.

Report Description

Transaction List Print detail or summary information about posted orders, invoices, orcredit/debit notes, selected and sorted according to the order number orcustomer number.

Order Action Print incomplete orders, sorted by order number, customer number, orprimary salesperson, choosing order source, type, print status, itemstatus, and currency.



Using the Order Entry Form

User Guide 4–5

Report Description

Invoice Action Print partially or fully invoiced shipments, sorted by order number orshipment, for a range of customers or salespeople, and optionally listingshipment details.

Aged Orders Print incomplete orders, with monetary amounts, sorted by age in thesystem.

Posting Journals Print a record of the general ledger entries created for order invoices,shipments, and credit/debit notes in Accounts Receivable from postedOrder Entry transactions, sorted by day end number, transaction date,customer number, or shipment number.

G/L Transactions Print a list of the general ledger transactions created from all shipmentsposted in Order Entry since the last time you created the general ledgerbatch, sorted by account or year and period.

Sales History Print a summary of sales totals from invoices and credit/debit notesposted since the last time the data was cleared.

Sales Statistics Print a summary of sales, invoices, and credit/debit note statisticsaccumulated since the data was last cleared.

SalespersonCommissions

Print all sales commissions earned by salespersons since the data waslast cleared.

Other report icons in the O/E Reports folder are Setup reports,

including: Options, G/L Integration, Templates, Miscellaneous

Charges, Ship‐Via Codes, Salesperson Commission Rates, E‐Mail

Messages, and Optional Fields.


Use the Order Entry form to enter, edit, and post orders. You can

also use the Order Entry form to enter shipped quantities with an

order, enter prepayments, generate an invoice for shipped items,

and to import orders.

To open the Order Entry form, choose the Order Entry icon from the

O/E Transactions folder.





Before you start Before you enter new orders, you should define the following Order

Entry setup information:

• Order options (set in the O/E Options form):

− Verify the prefixes and numbers you want Order Entry to

assign to orders, if you want to assign them automatically.

− Select the options for processing orders.

− Select a default order template (optional).

• Order templates.

• Miscellaneous charges.

• Ship‐via codes.

• Salesperson commission rates.

• Optional fields (if used) you want to add to the Order Entry

form or to Order Entry detail lines.

Set up information

in other Sage

Accpac modules

You must also set up the following:

• Customer, ship‐to location, payment terms, and salesperson

records in Accounts Receivable.

If you frequently have one‐time cash sales, create a one‐time

customer record in Accounts Receivable.

Check that customers in A/R to whom you will e‐mail quotes,

confirmations, and invoices use the e‐mail delivery method.

You can also add customers to Accounts Receivable when you

enter orders in Order Entry.

• Item, price list, location, account set, and category records in

Inventory Control.

• Bank, tax, and currency records in Common Services.

• Kitting items in Inventory Control (if you will be using kits).




User Guide 4–7

For a complete description of the steps required to set up an Order

Entry system, see the Order Entry Getting Started manual.

Preparing to enter

ordersBefore entering orders:

• Make sure you have complete information for each order,

including the customer number, order number (if you want to

assign your own document numbers), billing address (if it

differs from the address in the customer record), date and type

of order, location code, customer type, price list, tax group, and

terms.

Most customer information is kept with the customer record in

Accounts Receivable and appears by default with a new order.

Preparing to enter

details• If you need to enter miscellaneous charges on an order, find out

the types and dollar amounts of each charge.

• For each item on the order, find out the item number/bar code/

customer item number, price list, unit of measure, quantity, unit

price, location, and item category.

Find out the rate type, rate date, and exchange rate to use for

invoices and prepayments.





Adding and Editing Orders

Choose Order Entry from the O/E Transactions folder to add or edit

orders.

To add or edit an order:

1. Use the Order Number field to add a new order or select an

existing order.

• To add a new order, press the Tab key or click the New

button.

You can type a new order number yourself if you do not

want Order Entry to assign the order number automatically.

• To select an existing order for editing, use the Finder, or

type the order number and then press Tab or Enter.

You can also use this field to select an existing quote to convert

to an order. If you are going to use several quotes in this order,

or if you want to reuse a quote, however, use the From Multiple

Quotes field to select the quote, or quotes.




User Guide 4–9

2. Enter the customer number.

Select a customer • To select an existing customer, use the Finder or type the

customer number and press Tab.

• To add a new customer, do one of the following:

Add a new

customer− If you want to add the customer record now, click the

New button beside the Customer No. field. Fill in the

customer information on the Accounts Receivable form,

click Add, and then click Close to return to Order Entry.

− If you do not want to add the customer record now, and

you use the option to allow orders for non‐existent

customers (in O/E Options), you can type the customer number only.

WARNING We suggest that you do not use this

option in a multicurrency system.

If the tax reporting currency for the tax group that

you want to use differs from the customer’s

currency, you must create the customer record

before you enter the order.

In any case, you must create the customer record in

Accounts Receivable before you can post an invoice.

Rates tab If the customer currency differs from the company currency,

Order Entry adds a Rates tab where you can verify and edit

the order and invoice exchange rates.

Zoom key 3. To edit the customer’s billing address, click the Zoom button or,

with the insertion point in the Customer Number field, press F9.

Type your changes, and then click Close.

4. On the Order tab, add or edit order information, including:

• Template Code. If you select a new template after choosing

the customer, Order Entry will replace the order information





and customer information from the customer record with

the information from the template.

• PO Number (if required).

• Order Date (for a future order, enter the date that the order

becomes active). Click the calendar button to view the

calendar.

• Location. This is the default warehouse location used to fill

the order — from the customer record or customer’s ship‐to

address.

• Order Type. If you select Quote, enter the expiration date in

the field that appears.

Job-related quotes If you are creating a job related quote, see “Using the New

Contract Wizard for Job‐Related Quotes,” later in this

chapter.

The New Contract Wizard lets you create a new contract in

the Project and Job Costing module by copying an existing

contract.

Detail

line

prices

on

your

new

quote

will

appear

as

project

estimates in Project and Job Costing. This means that you

can only apply details to projects with an Estimate status.

• From Multiple Quotes. Use this field to select an existing

quote, or quotes, on which to base the order, as follows:

a. Click the Zoom button beside the field.

b. Use the Create Order From Quotes form that appears to

enter the quote numbers or select them using the Finder.




User Guide 4–11

c. Click the Order button to add the quote details to the

order, and then click Close to return to the Order Entry

form.

Job-related quotes If you are creating an active order from a job‐related quote,

Order Entry will change the contract status from Estimate to

Open for contracts specified in the Quote details when you

post the new order. You cannot change a project’s status

back to Estimate.

• Job Related. Select the Job Related option if this order

applies to a project that you are managing using Sage

Accpac Project and Job Costing.

• Project Invoicing (available if job‐related). If you select this

option, all of the billing for this order will be handled by the

Project and Job Costing module.

Order Entry will not create an invoice for this order, but will

pass all information to Project and Job Costing for it to

process billings using the Create Billing Worksheet.

• Retainage. This option appears only if you are entering a

job‐related order and have selected the Retainage

Accounting option in your Accounts Receivable system.





When you select the Retainage option, a Retainage tab

appears on the Order Entry form where you specify how to

process the retainage invoice for this order.

• Calculate Taxes

(the default setting for this option is set in

the O/E Options form). You can change this option to enter

taxes manually or have them automatically calculated.

• On Hold. If the customer account is on hold, the order is

automatically placed on hold.

• Create Invoice. Select this option to create an invoice when

you post the order/shipment.

This checkbox appears only if you are shipping goods on the order or if the order has miscellaneous charges that you can

invoice.

Zoom • Ship-To Location (or leave blank and zoom the field to enter

or edit the shipping address). This is the default shipping

address is the address in the customer record.

• Expected Ship Date (the date on which you expect to ship

the order). You can enter a different expected ship date for

each order item on the detail grid of the Order tab.

• Description. A description for the order, using up to

60 characters.

• Reference. An optional reference for the order, using up to

60 characters.

Change customer

settings if

necessary

5. Before you add order details in the detail entry grid, check the

following items on the Customer tab. These settings determine

detail

pricing,

so

any

changes

should

be

done

before

you

add

order details.

• Customer Type.

• Price List (default price list for new detail lines).

• Tax Group.




User Guide 4–13

Order

currencyThe tax group determines the currency of the order if you

entered a new customer number without adding the

customer record to Accounts Receivable.

Order details 6. Add order details in the detail entry grid.

Note:

• The default price list comes from the customer record,

and appears on the Customer tab. You can change it

before entering item details.

• If you are creating the order from an existing quote, the

order details will already be filled in for you. You can

edit the details, or add new details, as necessary.

a. On the detail entry grid, click the first detail line. (If

necessary, use the Insert key to start a new detail name.)

b. If you wish to use Order Entry’s Items/Taxes form to enter

the details, click the Item/Tax button, or press the F9 key.

c. Select the type (item or miscellaneous charge).

Job-related orders d. Select the

contract,

project,

and

category

for

the

item

or

miscellaneous charge.

If the sales order is job‐related, you specify for each order

detail where the items or resources are going to be used. If

you use different terms than “Contract,” “Project,” and

“Category” in Project and Job Costing, the program displays

them instead.

These fields will not appear unless you have Project and Job

Costing

and

select

the

Job

Related

option

in

the

top

section

of

the Order tab.





Add an item e. Using the Finder in the Item No./Misc. Charge field, select

the item number. You can edit the displayed description,

price list, location, order unit of measure, weight unit of

measure,

unit

price,

unit

weight,

and

category,

if

necessary.

• If you have set up manufacturers’ item numbers (such as

UPC bar code), you can enter them here in place of the

item numbers.

• If you have set up customers’ item numbers, you can

enter them here in place of the item numbers.

Drill down to check

availabilityWhen you tab out of the Item Number field, you will see the

number of items at the default location and at all locations.

• Click the Drilldown buttons for sales orders and

purchase orders to see when items are arriving and

being shipped.

• Click the Finder for the Location field to display

quantities at each location.

Add a

miscellaneous

charge

If you are entering a miscellaneous charge, you can edit the

displayed description or amount, if necessary.

f. Fill in the remaining fields on the detail line:

• Kit/BOM. If this is an assembled item, use the Finder to

select the Kit or BOM Number.

You can check the components for a kit item or an item

assembled

from

a

BOM

by

clicking

the

Components

button after you specify the kit or BOM number.

• Price List (from the customer record, but you can specify

a different price list). If you enter a non‐stock item, the

price list can be blank.




User Guide 4–15

You can change the default price list for the order on the

Customer tab.

• Location (the code entered on the Order tab, but you can

select a different location). If you enter a non‐stock item,

the location can be blank.

• Expected Ship Date. Enter the expected ship date (if it

differs from the expected ship date entered above).

• Quantity Ordered. Enter the quantity ordered in the

order unit of measure.

Whether or not you can enter decimal places is

determined by the Allow Fractional Quantities option in the Inventory Control Options form.

If the detail line does not have a Completed status, you

can increase or decrease the quantity for backordered

items (those you have not yet shipped).

If you are unable to ship all the items on an order and

want to cancel unshipped items, you can edit the item

lines to reduce the backordered quantities to match the

quantities shipped.

• Order Unit Of Measure (the unit of measure for the

quantity being ordered). The stocking unit is displayed

by default.

If you use the Finder to select another unit of measure,

the conversion factor for that unit of measure appears in

the Finder form. The conversion factor is the number of

stocking units contained in the alternative unit. For

example, if you use a stocking unit of “each,” and “carton” has a conversion factor of 36, it takes

36 stocking units to equal one carton.

• Order Weight Unit of Measure. This is the unit of

measure for weighing this item on the order.





Depending on your settings in O/E Options, the

program displays either the item weight unit (from the

item record) or the pricing weight unit (from the price

list).

The weight UOM for the complete order is determined

by the default weight unit of measure set in Inventory

Controls Options form.

• Price By (Quantity or Weight). This field shows whether

the price of this item is based on weight or on quantity.

(Pricing by weight is available in Sage Accpac 500 ERP

only.)

If pricing is by quantity, the program sets volume

discount amounts or percentages according to the

quantity of goods that are ordered.

If pricing is by weight, the program sets volume

discount amounts or percentages by item weight.

• Pricing Unit of Measure (the unit of measure in which

the item is priced). You cannot edit this field.

If the item is not onthe price list If the item does not exist on the price list, Order Entry

uses the stocking unit for the pricing unit.

• Unit Price (the suggested selling price for the item). The

displayed price is the lowest price for which the

customer is eligible. It can be the base price, a sale price

for a specified time period, or the price for the

customer’s price level or quantity purchased, based on a

discount or markup.

If the lowest price is a negative amount, it is displayed as zeroes.

You can use the Finder to select another price from the

item price list in Inventory Control. You can also

override the unit price.




User Guide 4–17

Price approvals Note that if you use security with Order Entry, you can

change the unit price only if you have security

authorization to override the unit price.

Note also that individual items may require price

approvals for different price change amounts, or may

reject any price changes.

• Price Approval. Price checks are set in Inventory

Control price lists for particular items, price lists, and

Sage Accpac user IDs.

The Price Approval field will display “Yes” if price

checks are in effect, and the price you enter is outside

the boundaries allowed.

If “Yes” appears in the Price Approval column, you

must:

− Click the Zoom button (column heading in the grid)

to display the Price Approval popup.

− Enter the ID of the person approving the price

override (and password, if security is set).

Note:

− The Price Approval field does not appear if you

are using the Item/Taxes zoomed form. Instead,

an error message may appear when you try to

save the item detail, stating that the price

requires approval.

− Price approval is in Sage Accpac 500 ERP only.

Click the Zoom button beside the Unit Price field to display the Price Approval popup.

• Quantity Shipped. If applicable, type the quantity

shipped or to be shipped on an active order.





If you are shipping goods, click the Create Invoice

checkbox on the Order tab or Totals tab to automatically

generate an invoice for the shipped goods.

• Qty. B/O (Quantity Backordered). In the zoomed form,

this field is called “B/O.”

Enter the quantity backordered (if the program does not

automatically calculate the quantity and you are not

shipping the entire order) or leave the field showing

zero, if you do not use backorder quantities.

If you select the Calculate Backorder Quantities option,

the program automatically calculates the Backordered

amount.

Each time you enter a shipped amount, the backordered

quantity is reduced. When the backordered amount is

zero, the item is considered to be fully shipped. To

cancel unshipped quantities of an order, change the

Backordered entry to zero.

• Unit Weight. This is the weight of a single item for this

detail line expressed in the Order Weight Unit of

Measure. Order Entry uses the weight to calculate the

total weight of the order (which you can use to estimate

a shipping charge).

You can edit the item weight and the extended weight

on the order, if necessary.

• Extended Weight. The quantity shipped multiplied by

the unit weight entered for the item in Inventory

Control.

• Extended Price. The program automatically calculates

the extended price when you enter a quantity.

If you override the extended price calculated by the

program, an asterisk appears beside it in the “zoomed”




User Guide 4–19

detail entry form and also appears beside the item on the

Invoice List.

If you change the extended price, the program does not

recalculate the unit price.

• Discount Percent / Discount Amount. Order Entry lets

you specify a discount separately for each detail. You

can enter a percentage or an amount for the discount.

You can also enter a discount for the order as a whole on

the Totals tab, later. Order Entry displays the total of all

discounts entered on the details, as well as the discount

for the order on the Totals tab.

• Discounted Extended Amount. This field displays the

extended amount of the order, after the discount has

been applied.

• Category (the category assigned to the item record in

Inventory Control). You can select a different category

for the detail line from the list displayed by the Finder.

• Unit Cost (editable if the costing method for the item is

user‐specified).

The Unit Cost displayed in the Order Entry form shows

the estimated cost of the item. Upon costing (during

posting or day end processing, depending on the I/C

Costing option), the actual cost is updated in the

Shipment Entry form and Invoice Entry form. The order

retains the estimated cost and is not updated.

• Costing Unit Of Measure (editable if the costing method

for the item is user‐specified).

• Serial Numbers (for the units shipped; optional). These

numbers update the Serial Numbers Report in Inventory

Control.





• Comments/Instructions (that are specific to this item;

optional). Comments and instructions can include as

many lines as you need, each line up to 75 characters.

• Ship Via (optional). You can use this field to enter a

separate shipping method for the detail, if you plan to

ship the detail items separately from the rest of the

order.

• Tracking Number (optional). If you know the waybill

number for the shipment, you can enter it in this field.

Normally, you would enter a tracking number for a

detail only if you are shipping the detail items

separately.

• Original Order. Displays the quantity specified when

the detail line was first entered and posted. This number

does not change even if you change the ordered quantity

for the detail.

• Shipped To Date (drill down). The field displays the

number of item units that have been posted for the detail

line.

You can click the drilldown button to display shipment

and invoice information for the detail line, and to drill

down to the shipment and invoice transactions.

• Quantity Committed. Order Entry lets you commit an

inventory quantity to a particular order. When it is time

to ship the order, the quantity is guaranteed to be

available, unless you allow negative inventory

quantities.

If a quantity is already committed to an order, you can

ship another order for the same items only if there is a

sufficient quantity in inventory in addition to the

committed quantity.




User Guide 4–21

In the O/E Setup Options form, you can default the

quantity committed. If you had selected to do so, the

amount of your order for this item appears

automatically.

• Completed. A detail line is automatically assigned the

status of Completed when you post a shipment for all

ordered units for the line, or for some of the ordered

units where you also change the backordered quantity to

zero.

You can also set the status for a line to Completed by

entering Yes in the Completed column (or by clicking

the

Completed

field

in

the

Items/Taxes

form)

if

you

have

not entered a quantity shipped for the line.

The unshipped quantity will be listed as lost sales on the

Sales Statistics report after the order is processed by Day

End Processing.

• Manufacturers’ Item Numbers and Customer’s Item

Numbers. If you used a manufacturers’ item number or

a customer item number in the item number field, the

number

that

you

used

there

will

also

appear

in

the

appropriate field.

Otherwise, if you know them, you can enter the

manufacturers’ and/or customer’s item number in the

next two fields.

• Non-stock Clearing Account. If you selected a non‐

stock item, the non‐stock clearing account used by the

item’s account set appears as the default in this field, but

you

can

change

the

account

number,

if

necessary.

• Optional Fields. Click the column heading for Optional

Fields, or click the zoom button beside the Optional

Fields checkbox in the zoomed form to edit optional

fields.





If an optional field is required, you cannot save the

transaction unless the field has a default value — or

until you fill in the field yourself.

Click the zoom button to review Optional Field entries if

the Optional Field column shows “Yes” or the checkbox

is selected (in the zoomed Item/Tax detail form).

To add optional item fields to the popup form that were

not automatically inserted, use the Insert key to add a

new line to the grid, and then use the Finder to add the

optional field.

Optional fields must be assigned to the transactions

forms using the O/E Optional Fields form before you can

add them to individual transactions.

• A/R Item Number. If this is a job‐related order and you

are using project invoicing, the program displays the

A/R Item number that is assigned to the

item/miscellaneous charge for billing in Project and Job

Costing. You can change it if necessary.

• A/R Item UOM. You can also change the unit of measure

assigned for the item in Project and Job Costing.

• WIP/COGS Account. If the sales order is job‐related, and

you selected Project Invoicing, you also specify the Work

In Progress account for each order detail.

The account number specified in Project and Job Costing

will appear by default, but you can change it.

(The level at which the WIP account is specified in

Project and Job Costing depends on the project type and accounting method.)

• Revenue Account. If you selected a non‐stock item, the

non‐stock clearing account used by the item’s account

set appears as the default in this field, but you can

change the account number, if necessary.




User Guide 4–23

• COGS Account. If you selected a non‐stock item, the

non‐stock clearing account used by the item’s account

set appears as the default in this field, but you can

change

the

account

number,

if

necessary.

• Billing Type. If the sales order is job‐related, the program

displays the billing type for the line item (whether the

item is billable or non‐ billable).

• Retainage Percentage. The program displays the

retainage percentage used to calculate the retainage

amount for the shipment. It is a weighted average

percentage, based on the sum of the details

• Retention Period. The retention period is the number of

days for which the customer can withhold the retainage

amount. You issue the retainage invoice from the

Accounts Receivable program at the end of the retention

period.

Edit a detail 7. To edit a detail, select the line number, and then tab through or

click the fields, and type new information.

Delete a detail 8. To delete a detail, select the line number, and then press the

Delete key. If you see a message asking you to confirm the

deletion, click Yes. If you are using the Items/Taxes form, click

Delete.

Add more details 9. To add another detail line, press Insert.

If you are using the Items/Taxes form, click Add to accept the

new item. The fields will then be cleared so you can enter

another item. Click Close when you are finished adding new

items or editing details. You return to the Order form, where the

new items that you entered appear on new lines.

Customer and

shipment data10. Click the Customer tab, then shipping information, payment

terms, and other, customer‐oriented details:

• Ship via code (appears automatically if one is assigned to the

customer record).





• Tracking number for the shipment (waybill number).

• FOB Point.

• Territory.

• Terms Code (can be edited on the Customer tab).

• Customer Account Set.

The account specifies the general ledger receivables control,

payment discounts, prepayment liability, retainage, and

write‐offs accounts to which the transaction will be

distributed. You wouldn’t normally change this.

11. If you need to check or change tax information for the order, see

“Editing Tax Information,” later in this chapter.

Optional fields 12. If the form has an Optional Fields tab, click it to enter additional

information for the order. See “Entering Optional Field

Information,” later in this chapter.

Sales splits 13. To check or change sales allocations for the order, click the Sales

Split tab. For more information, see “Editing Sales Allocations,”

later in this chapter.

Exchange

rates14. If the order does not use the functional currency and you need to

change the exchange rate, rate type, or rate date for the order,

click the Rates tab. For more information, see “Editing Exchange

Rates,” later in this chapter.

15. If you want to enter a prepayment, click the Prepayment button.

For more information, see “Entering Order Prepayments,” later

in this chapter.

16. To verify order and tax totals and prepayment amounts before posting, click the Totals tab. For more information, see

“Verifying Order Totals,” later in this chapter.

17. To post the order, click Post.




User Guide 4–25

Printing an order

confirmation18. Click Yes in response to the “Posting completed” message to

print an order confirmation. Click No if you do not want to

print an order confirmation now.

If you entered shipped quantities on the order, and created an

invoice, you can choose which documents you want to print on

the Posting Completed form.

For more information, see “Printing Order Confirmations,” later

in this chapter.

19. Click Close to close the Order Entry form.

After posting • If you haven’t shipped this order yet, you can use the Shipment

Entry form when you are ready, as described in the section,

“Using the Shipment Entry Form,” later in this chapter.

• You use the Invoice Entry form to invoice the shipment, as

described in the section, “Using the Invoice Entry Form” later in

this chapter.

Payment Terms

You can specify a payment terms code on an order that will appear

as the default on shipments and invoices for the order. However, you can edit the payment and discount dates only on the invoice.





To enter or change the terms code:

1. Enter the order details as usual.

2. Click the

Customer

tab,

and

then

select

the

terms

code

you

plan

to use for the invoice.

Editing Tax Information

Before you start Before you enter orders, you must define the tax authorities, classes,

groups, and rates you need using the Tax Services folder in

Common Services.

You must also assign a tax group to each customer record in

Accounts Receivable, and you must specify the tax authority and tax

class for each item, and whether tax is included in the item price, in

Inventory Control.

Tip To change tax amounts on order details, you can:

• Change the customer’s tax group.

• Change the tax class or taxable status for the customer.

•

Change the

tax

class

or

taxable

status

for

any

detail

lines.

• Change tax amounts manually.

To edit tax information for a detail (item or miscellaneous charge):

1. Select a detail line on the Order tab.

2. Click the Item/Tax button.




User Guide 4–27

Items/Taxes form

for modifying item

taxes

3. To make your changes you can:

• Edit the customer’s tax class.

• Change the tax‐included status (if permitted by the tax

authority).

• Clear the Calculate Taxes option (on the Order tab or Taxes

tab), and change the tax bases and/or tax amounts.

4. Click Save, and then click Close.

Viewing Tax totals 5. To check tax amounts for the invoice and compare the totals on

the screen with the totals on the source document, click the

Totals tab.

To edit tax information for the complete order:

1. To check or change customer tax information for the order, click

the Taxes tab on the Order Entry form.





Taxes tab

You must uncheck

the Calculate Tax

option to edit the

tax base and tax

amount for tax

authorities.

The Calculate

Tax Reporting

checkbox and

Tax Reporting

information

appears only if

the tax currency is

different.

2. To make your changes you can:

• Edit the customer tax class, if necessary.

• Clear the Calculate Tax option to enter taxes manually.

The Distribute

Taxes

button

appears

if you

turn

off

the

Calculate Tax option.

3. If you are entering taxes manually, enter the new tax amounts

for each authority, and then click Distribute Taxes to allocate tax

to each detail.

4. Click Calculate Taxes to see the results of changes to the tax

classes. (If you entered taxes manually, clicking this button will

override the entered tax amounts.)

5. If the tax reporting currency is different from the customer

currency, you can Clear the Calculate Tax Reporting option to

enter the tax reporting amount manually.




User Guide 4–29

Editing Optional Fields for O/E Transactions

You can edit optional fields that apply to the complete transaction on

the Optional Fields tab.

Note: The Optional Fields tab will not appear unless you

have installed Sage Accpac Transaction Analysis and

Optional Fields Creator with Sage Accpac ERP.

Order Entry lets you add optional fields to orders, miscellaneous

charges, shipments, invoices, and credit/debit Notes — on the

Optional Fields tab and on individual detail lines.

Fields on

the

Optional

Fields

tab

apply

to

the

whole

document.

All optional fields are created first in Common Services (see System

Manager documentation), and then assigned to transaction forms

using the Optional Fields form in the Order Entry Setup folder (see

Chapter 2 in the Order Entry Getting Started guide).

Only the fields which have been assigned to transactions can be

inserted or edited on this tab. (Optional fields can be inserted

automatically, or be available for the user to insert them.)

To edit or insert optional fields on the Optional Fields tab:

1. Click the Optional Fields tab.





Optional Fields tab

for Order Entry

transaction

2. Click the Value field to edit the contents of a field that is inserted automatically on the Optional Fields tab.

To insert a field that is assigned to the transaction, but is not

inserted automatically:

a. Click in the field grid, and press the Insert key on your

keyboard.

b. Click the Finder button in the Optional Field column:

Optional FieldsFinder

c. Highlight the optional field in the list that you want to

insert, and click Select.




User Guide 4–31

Posting Orders with Optional Fields

Optional fields appear in several reports and online inquiries, and

are passed as default values to shipments and invoices if you use the

same fields in all three forms. Additionally, many reports let you

select information using optional fields.

Shipment detail optional fields can be sent to the General Ledger in

G/L transactions created by shipments, and invoice optional fields

can be sent to Accounts Receivable and the General Ledger if you

assign the same fields to A/R invoices and to G/L transactions.

Editing Sales Allocations

Before you start Assign the appropriate salespeople and percentages to customer

records in Accounts Receivable.

Note that the following instructions apply also to the Shipment

Entry and Invoice Entry forms.

To edit the sales allocation for an order:

1. Click the Sales Split tab on the transaction entry form.

Sales Split tab

2. For each salesperson who earns a commission on this order, type

the salesperson code, or select it from the Finder.





To delete a salesperson allocation, highlight the line, and then

press the Delete key.

3. Type the percentage of the order total to allocate to the

salesperson. The percentages must total 100.

Editing Exchange Rates

Rates tab The Rates tab appears on the Order Entry, Shipment Entry, and

Invoice Entry forms in a multicurrency ledger only if the customer

does not use the functional currency.

You enter exchange rate information on the transaction entry forms

only if you

do

not

want

to

use

the

current

exchange

rate

for

the

order

or invoice rate date, or if no rate is entered for that date.

Note, however, that you cannot edit exchange rates between EMU

member currencies, or between the euro and EMU member

currencies.

Order rate The order rate has two purposes:

• It shows you the exchange rate that was in effect when the order

was

taken.

• It is the default rate for a prepayment on the order.

Shipment rate The shipment rate is the rate in effect when you create the shipment.

Invoice rate The invoice rate is the rate in effect for the invoice you are

producing.

To edit the exchange rate for an order:

Note:

You

use

the

same

procedure

to

edit

the

shipment

and

invoice rate. If you are shipping goods and creating an

invoice, all three rates will appear on the Rates tab on the

Order Entry form.

1. Click the Rates tab on the Order Entry form.




User Guide 4–33

Rates tab on the

Order Entry form

This example shows

shipment and

invoice ratesbecause goods

are being shipped

on the order and

invoiced.

It also shows the

exchange rates for

a separate, tax

reporting currency.

Order Entry

displays

the

rates

that

the

program

will

use

by

default.

2. You can change:

Order/Shipment/Invoice Rate Type code. This code identifies

the method used to convert source‐currency amounts on orders

to functional‐currency equivalents.

Order/Shipment/Invoice Rate Date. The date for selecting the

exchange rate from the currency rate table in Common Services.

Order/Shipment/Invoice Rate. If the rate you want is not

displayed, enter the rate to use to convert the source‐currency

amounts on the order to functional‐currency amounts. Press Tab

to record the rate.

Different tax

reporting currencyTax Reporting Currency Exchange Rate Information for Order,

Shipments, and Invoice. These fields appear only if the tax

reporting currency is different from the customer currency.

If you turn off the “Calculate Tax Reporting” option on the Taxes tab, and enter Tax Reporting Amounts manually, you can

use the Derive Rate button on the Rates page to calculate the

actual Tax Reporting Currency Exchange Rate.





Entering Order Prepayments

You can enter prepayments with orders, shipments, and invoices.

The prepayments that you enter with orders and shipments do not

reduce the amount of the next invoice you create; they are matched

to the invoice when you post them in Accounts Receivable.

You can enter as many prepayments as you want for an order.

Before you start Find out the Accounts Receivable receipt batch and deposit number

to use for the prepayment.

To enter a prepayment with an order:

1. Click the Prepayment button on the Order Entry form.

Prepayments form

2. Choose the Accounts Receivable receipt batch to which you want

to add the prepayment, or create a new batch.

• To open an existing batch, type the batch number or use the

Finder or the navigation buttons to select it.

• To create a new batch, click the New button, and then:

a. Type over the batch date if you want to change it.

b. Type the bank code or select it from the Finder.




User Guide 4–35

Prepayment

currencyc. If you use multicurrency accounting, select the currency

of the prepayment. (You can select the prepayment

currency only if it is one of the currencies used by the

bank

you

selected.)

Enter

the

rate

date,

rate

type,

and

exchange rate.

You can edit the exchange rate only between two non‐EMU

member currencies, or between a non‐EMU member

currency and an EMU member currency.

Batch

currencyThe currency of the first receipt added to a batch sets the receipt

batch currency. If another user adds a receipt in a different

currency to this new batch before you post the order, Order

Entry

will

report

an

error

when

you

post

and

you

will

have

to

select a different batch.

Deposit number 3. If this is a new batch, you can select an existing deposit number

or click the New button to create a new deposit (or leave the

number blank to have it assigned in Accounts Receivable).

By selecting an existing deposit number, you can consolidate a

number of receipt batches into one bank deposit.

4. Select the payment code for the prepayment using the Finder.

5. If the payment code matches a credit card type, enter credit card

information.

• Click the Credit Card button to specify the card type, card

number, cardholder name, expiration date, and

authorization code. Credit card information is encrypted in

the Sage Accpac database, and you can assign security to the

credit card information form.

Order Entry stores the credit card information for the payment, but it does not process the transaction with the

credit card company. You must do that separately.

6. Type the check number or other receipt number that identifies

the prepayment, or leave the field blank to let Order Entry

assign a receipt number when you save the prepayment.





7. Type the date and amount of the prepayment.

Rates 8. If the prepayment is not in the company’s functional currency,

select the rate type and exchange rate.

9. If this is a job‐related order, click the Jobs button to distribute the

prepayment amount to order details.

Order Entry provides two automatic methods for distributing

the prepayment amount:

• Apply By Amount. Distributes the payment amount

proportionately to each of the job details.

• Apply Top Down.

Starts

by

applying

the

payment

to

the

first

detail, and then moves down the list until the payment

amount is completely applied.

You can also apply amounts manually to order details.

10. Click Add to add the prepayment to the selected batch.

If you left the Check/Receipt No. field blank, Order Entry

displays the assigned number.

11. Click Close to return to the Order Entry form.

Order Entry displays the total amount of all prepayments for the

selected order on the Totals tab of the Order Entry form.

Verifying Order Totals

Before you post an order, you can verify the order amount, specify

the number of labels to produce, and enter an order discount.

To verify order totals:

1. Click the Totals tab on the Order Entry form.




User Guide 4–37

Totals tab for an

order

The Order

Totals

tab

shown

above

includes

shipped

quantities

that are being invoiced.

2. Add or edit the following information for the order:

• Any comments you want to add to the order.

• A discount amount or percentage that applies to the order.

Note that the program displays the total amount of the

discounts that you entered with details (if any), as well as a

discount that you apply to the whole order.

If you override the percentage calculation in the amount

field, the program displays an asterisk beside the field.

• Whether you discount miscellaneous charges or just items.

• The number of labels (a total for the invoice, order

confirmation, and picking slip).

If you are shipping items and creating an invoice, you can enter

a shipment and invoice number, or let the program assign

document numbers automatically.

3. If you need to check or edit the customer’s tax classes, see

“Editing Tax Information,” earlier in this chapter.





4. If you need to check or edit the customer’s terms, see “Editing

Payment Terms,” earlier in this chapter.

Authorizing Credit

If you try to post an order that puts an account over its credit limit,

Order Entry displays a warning message and customer information:

Credit Limit

Authorization

Do one of the following:

• If you are authorized to approve credit, type your user ID (and

your password, if you use security), and then click Proceed.

• If you are not authorized to approve credit, follow your normal

business procedures. You can ask the person who normally

authorizes credit to enter his or her user ID and password, or

you can select On Hold to place the order on hold for later

invoicing. Click Proceed to continue.




User Guide 4–39

Note: You can post an order that is on hold, but you cannot

ship any quantities, or create an invoice for it until you

remove the on‐hold designation for the order in Order Entry

or for the customer in Accounts Receivable.

Using the New Contract Wizard for Job-Related Quotes

If you are creating a job‐related quote in Order Entry, you can use

the New Contract wizard to create a new contract in the Project and

Job Costing module by copying an existing one.

The wizard copies the settings, projects, categories, and resources

from the existing contract to the new contract. The wizard also lets you choose to use original or current estimates, actual revenues and

costs, or no amounts from the existing contract as the default

estimate for the new contract. You can also choose whether to use

the same optional fields as the existing contract or the program

default optional fields.

Note: When you add job‐related detail lines to a quote, the

detail lines must be applied to projects with an Estimate

status.

Quote

amounts

appear

as

estimates

in

the

new

contract.

To use the New Contract Wizard:

1. Start a new order in the Order Entry form.

2. Choose Quote as the Order Type.

3. Click the Contracts button at the bottom of the Order Entry

form.





The following form appears:

The Contracts

button

appears

after you

choose

Quote

as

the

Order Type.

4. Enter a new contract number (you can use the Contract Number

tab to help you do this), and specify the number of the contract

that you are copying to create this new contract.

5. Click the Contract Style tab, and choose whether you want to

create a basic contract or a standard contract.

6. Click the Optional Fields tab and choose whether you want to

copy the optional fields from the template contract, use the PJC

default optional fields, or use no optional fields for this contract.

7. Click the Finish button to create the contract.

Copying Existing Orders to New Orders

Order Entry provides a convenient way to enter orders for customers

who frequently order the same items.

The Copy Orders form lets you use an existing order, or a range of

orders, as the basis for a new order. The details from the existing

orders, including the item numbers, quantities ordered, pricing, and

other information, are copied to the new order.




User Guide 4–41

You can delete the details not required for the new order, and you

can change the price list, location, ship date, quantity ordered, unit

of measure, and unit price for any detail line.

To create an order from an existing order, or orders:

1. Choose Copy Orders from the O/E Transactions folder.

2. In the From Customer Number field, type the code for the

customer whose orders you are copying, or use the Finder or the

navigation buttons to select it.

3. In the To Customer Number field, type the code for the customer

for whom you are creating the new order, or use the Finder or

the navigation buttons to select it.

4. In the From Order Number and To Order Number fields, enter

the range of existing orders (for the From Customer) to use as

the basis for the new order.

5. If the From and To customers are different and have different tax

groups, enter or select the tax group for the To customer.





6. Specify the type of order that you are copying (Active, Future,

Standing, or Quote).

7. If you use Project and Job Costing, choose whether you are

copying job‐related orders.

8. If job‐related, specify whether the new order will use project

invoicing.

9. If the customers and the customer currencies are different, enter

or select the price list for the To customer. (If the From and To

customer is the same, the program copies the prices directly

from the previous orders.)

10. Click the Go button to add the details from the existing orders to the new order.

Enter order

information11. Enter information in the fields on the Copy Orders tab, as

follows:

Order Number. Type an order number if you wish to assign a

number manually, or accept the ***New*** entry to let the

program assign the next number in the order number sequence.

Order Date.

Enter

or

choose

the

date

for

the

order.

The

program

automatically displays the session date as the order date.

On Hold. If you need to put the order on hold for some reason,

select this option.

Order Type. You can create a quote, future order, or standing

order, as well as an active order which you can immediately fill.

Description and Reference. Enter a description and a reference

for the order, using up to 60 characters for each.

Edit order details 12. Use the detail grid on the Copy Orders form to edit details as

necessary.

You can change the Copy Detail choice to No or Yes, and you

can change the inventory location, price list, expected ship date,

quantity, units of measure, and price of each detail line.




User Guide 4–43

To delete a detail line, you simply click the detail line, and then

press the Delete key on your keyboard.

Optional Fields 13. If you use optional fields with orders, click the zoom button in

the Optional Fields column heading, or click the Optional Fields

tab to edit fields for whole order.

14. When you have finished entering and editing information for

the order, click the Create button to add the new order.

Note that the program displays the new order number in the

Order Number field, if you let the program assign the order

number automatically.

15. Make a note of the new order number, so that you can work with the order, later, in the Order Entry and Shipment Entry

forms.

You can use the Order Entry form to view, edit, and post the new

order, or you can ship the new order immediately using the

Shipment Entry form, if you are confident that all the order

information is correct.

Assigning Optional Fields in the Copy Orders Form

The optional fields and values assigned to orders in the O/E Optional

Fields setup form are also available when an order is created by

copying existing orders.

• All optional fields (and values) that were flagged in the setup

form as Auto Insert will appear in Copy Orders.

• If the optional fields defined for the customer match the optional

fields

assigned

to

orders,

the

optional

field

values

for

the

customer will automatically appear in the order optional fields.

• If an optional field has been assigned to orders (but not to a

customer), the default optional field value specified for the

orders optional field will appear.





Viewing Current Orders

Use the Current Orders Inquiry form to look up all posted sales

orders for a selected customer.

To view current orders:

1. Choose Current Orders Inquiry from the O/E Statistics and

Inquiries folder.

Identify thecustomer 2. In the

Customer

Number

field,

enter

the

number

for

the

customer whose orders you want to review.

Specify ranges 3. To limit the display to orders that meet certain criteria, specify a

range of order numbers, order dates, and expected ship dates.

Order type 4. Select the type of order (All orders, Active, Future, Standing, or

Quote) that you are inquiring on.

Order status 5. Select the status of order you are inquiring on (Posted,

Quote/Confirmation Printed, Picking Slip Printed, Never

Invoiced, Partially Invoiced, Never Shipped, Partially Shipped,

Complete, or On Hold). You can also choose All.

Note that if you shipped goods from an order and printed the

picking slip after posting from the Order Entry form, the



Using the Shipment Entry Form

User Guide 4–45

shipment will have the print status set to “Picking Slip Printed,”

but picking slips will not have been printed for the order.

6. Click the Go button to list the orders and quotes that meet your

criteria.

7. To view the details of a particular order, select the order line,

then click the Details button, or double‐click the order line on

the detail grid.

The program displays the original order in the Order Entry

form, where you can view all the information for the order,

including sales history for a selected item.

Help key You can display online help for the form by pressing the F1 key or by clicking the Help button (if one is displayed).


Use the Shipment Entry form to record the shipment of items and to

add miscellaneous charges for existing orders. You can edit

shipments until all the items on an order have been shipped.

The Shipment Entry form lets you:

Skip orders — just

ship and invoice• Skip the order process, and directly enter shipments and

generate invoices.

Use Shipment Entry for a one‐step order/shipping/invoicing

process. Shipment Entry also lets you enter payments.

• Print picking slips and invoices (if you created an invoice)

immediately after

posting

shipments.

• Add miscellaneous charges to existing orders.

• Import and export shipment entries.

Shipments update inventory item quantities and costs either when

you post the shipment or when you run Day End Processing,





depending on the costing settings specified on the Costing tab of the

I/C Options form.

Before you start Before you enter new shipments, you should:

• Verify the prefix and next number you want Order Entry to

assign to shipments, if you assign numbers automatically.

• Confirm shipping information, such as the ship via method and

tracking numbers for orders (if you know them).

Adding and Editing Shipments

To add or edit a shipment:

1. Choose Shipment Entry from the O/E Transactions folder.

2. Enter the number for the customer to whom you are shipping items, and then press the Tab key.

3. Select the order, or orders, that you are shipping:




User Guide 4–47

If you are shipping

goods without first

adding an order

• Leave the order field blank if you are directly entering items

and shipping them without using an existing order .

− Check the Shipment Date and Posting Date. The Posting

Date is the date used for the general ledger transactions

when they are posted in the G/L.

− Choose the location from which you are shipping goods.

− Choose or enter the customer’s ship‐to location if

different from the customer address.

− Select the Job Related option if this shipment is for a

contract in maintained in Project and Job Costing.

− Select the Project Invoicing option for job‐related

shipments that are going to be invoiced from the Project

and Job Costing module.

− Click the Customer tab before adding shipment details

to make sure that you are using the correct price list and

tax group for this customer.

− Start entering item details and miscellaneous charges. If

necessary,

use

the

insert

key

to

start

a

new

detail

line.

If you are shipping

one or more

existing orders

• If you are shipping one order, type the order number or

select it using the Finder.

• If you are shipping several orders:

a. Click the Zoom button beside the From Multiple Orders

option.

b. On the Create Shipment From Orders form that appears,

select the order numbers using the Finder, and then click the Ship button.

c. Click Close to return to the Shipment Entry form.

The program copies the details from the specified orders to the

detail‐entry grid on the Shipment tab.





4. Enter the shipped quantities as follows:

To ship lines for an existing order:

•

To ship

all

quantities

on

the

order,

click

the

Ship

All

button.

The Ship All button will not appear if you did not choose an

existing order.

• To create a partial shipment (ship only some of the details),

type the quantity you are shipping in the Quantity Shipped

field in the detail line for each item you are shipping.

• To complete an order detail line after partially shipping the

items, change the backordered quantity for the detail to zero,

and then tab out of the Quantity Backordered field (the B/O

field on the Items/Taxes form). Select the Completes Order

option to complete the detail line.

To add new detail lines:

Add miscellaneous

charges to orders• You can add new miscellaneous charge lines when you ship

an existing order, but you cannot add new order details.

• If you want, click the Item/Tax button to display item details

on an entry form instead of using the detail entry grid.

Add items and

charges if no order• If you are not shipping an existing order, add new shipment

lines as follows:

a. Click in the detail entry grid and press the Insert key (if

necessary) to start a new line.

b. Select the type (item or miscellaneous charge).

Job-related orders c. Select the contract, project, and category for the item or

miscellaneous charge if this is a job‐related shipment.

If the sales order is job‐related, you specify for each

order detail where the items or resources are going to be

used. If you use different terms than “Contract,”




User Guide 4–49

“Project,” and “Category” in Project and Job Costing, the

program displays them instead.

These fields will not appear unless you have Project and Job

Costing

and

select

the

Job

Related

option

in

the

top

section

of

the Order tab.

Item number or

miscellaneous

charge code

d. Using the Finder in the Item No./Misc. Charge field,

select the item number or charge code. You can edit the

displayed description, price list, location, order unit of

measure, weight unit of measure, unit price, unit

weight, and category, if necessary.

• If you have set up manufacturers’ item numbers

(such as UPC bar code), you can enter them here in

place of the item numbers.

• If you have set up customers’ item numbers, you can

enter them here in place of the item numbers.

Drill down to check

availabilityWhen you tab out of the Item Number field, you will see

the number of items at the default location and at all

locations.

• Click the Drilldown buttons for sales orders and

purchase orders to see when items are arriving and

being shipped.

• Click the Finder for the Location field to display

quantities at each location.

e. Fill in the remaining fields on the detail line.

• Kit/BOM. If this is an assembled item, use the Finder

to select the Kit or BOM Number.





You can check the components for a kit item or an

item assembled from a BOM by clicking the

Components button after you specify the kit or

BOM

number.

• Price List (from the customer record, but you can

specify a different price list). If you enter a non‐

stock item, the price list can be blank.

You can change the default price list for the

shipment on the Customer tab.

• Location (the code entered above on the Shipment

tab, but you can select a different location). If you

enter a non‐stock item, the location can be blank.

• Quantity Shipped. Enter the quantity ordered and

shipped in the shipment unit of measure.

See Adding or

Editing Orders fpr

more information

For information on the remaining detail fields, see

Adding or Editing Orders, earlier in this chapter.

5. Click the Totals tab to check the totals for the shipment.

6. Click

the

Prepayments

button

to

enter

a

payment

for

the

shipment.

7. Select the Create Invoice option if you are creating the invoice at

this time.

Note: If you are using Project Invoicing option for job‐

related shipments, you cannot invoice the customer from

Order Entry. Once you post the shipment, you will use the

Project and Job Costing module to invoice the customer.

8. Specify the number of shipping labels you require for the

shipment.

9. Click the Prepayments button to enter a payment. See “Entering

Order Prepayments,” earlier in this chapter for more

information.




User Guide 4–51

10. If you are invoicing the shipment, enter the invoice number if

you assign them yourself, or let the program automatically

assign the document number.

11. Click Post to post the shipment and post an invoice for the

shipment (if you selected the Create Invoice option on the Totals

tab).

If you are about to post an invoice that will put the customer

account over its credit limit, a message is displayed. Follow the

instructions under “Authorizing Credit,” later in this chapter.

12. When the Posting Completed message appears, choose whether

you want to print the picking slip and invoice (if you created an

invoice).

Verifying Shipment Totals

Before you post a shipment, use the Totals tab on the Shipment Entry

form to:

• Enter any comments you want to include on the shipment.

• Verify

the

shipment

total.

• Specify any shipping discount that applies and whether the

discount applies to miscellaneous charges.

• Specify the number of shipping labels you want to print.

• Indicate whether to create an invoice automatically when you

post the shipment.

• Enter a document number for the invoice unless you let the

program assign

document

numbers.

To verify shipment totals:

1. Click the Totals tab on the Shipment Entry form.





Totals tab for a

shipment

This example shows a shipment with the Create Invoice option

selected.

2. Add or edit the following information:

• Enter any comments you want to include on the shipment in

the Comment field.

• Enter a discount amount or percentage that applies to the

shipment, and indicate whether the discount also applies to


Note that the program displays the total amount of the

discounts that you entered with the shipped details (if any),

as well as the discount that you apply to the whole

shipment.

You can override the percentage calculation in the amount field. If you do, the program displays an asterisk beside the

amount field.

• Whether you discount miscellaneous charges or just items.




User Guide 4–53

• Number of labels (the number you require for the invoice

and for shipping the items).

• Specify whether to create an invoice automatically when you

post the shipment, and enter an invoice number if you do

not want the program assign the next sequential shipment

number.





Errors on shipments You can correct errors on shipment transactions until the order is fully shipped by recalling the order, making the corrections, then

posting the shipment. O/E adjusts the quantities in inventory and

generates an adjustment for General Ledger.

Posting Shipments with Optional Fields

Shipment Headers Optional fields included with Shipment headers are used for

reference and inquiry on shipments, and can be used to select

shipments on

many

reports.

The

field

information

will

also

appear

as

default entries for the optional fields on invoices if you assigned the

same fields to shipments and invoices in Order Entry.

Shipment Details Optional fields included in Shipment details will be passed on to

general ledger transactions if:

• You select the G/L account in the Shipments Details Settings

dialog box in the O/E Optional Fields form.

• The

Shipment

Details

optional

fields

match

Transaction

Details

optional fields defined for G/L transactions (Inventory Control,

Non‐stock Clearing, Shipment Clearing, and Cost Variance).



Using the Invoice Entry Form



Use the Invoice Entry form to enter, edit, and post invoices for

shipments that

you

have

posted.

You

can

also

use

the

form

to

enter

a

prepayment with an invoice.

Note:

• You can create invoices automatically from the

Shipment Entry form and from the Order Entry form.

• Job‐related orders that use the Project Invoicing option

are invoiced from Project and Job Costing or directly in

Accounts Receivable — not in Order Entry.

To add or edit an invoice:

1. Choose Invoice Entry from the O/E Transactions folder.

2. In the Invoice Number field, accept the ***New*** entry to let the

program assign the invoice number automatically, or type the

number you want to assign to the invoice.




User Guide 4–55

3. Enter the number for the customer you are invoicing, and then

press the Tab key.

You can skip the

customer numberfield

You can also skip this field and enter the shipment number

directly in the shipment number field, or click the Finder to look

up shipments.

4. Specify the shipment, or shipments, that you are invoicing:

• If you are invoicing only one shipment, type the number of

the shipment, or select the number using the Finder.

You can click the Drilldown button beside the Shipment

Number field to view all shipment details.

• If you are invoicing several shipments:

a. Click the Zoom button beside the From Multiple

Shipments option, and then use the Create Invoice From

Shipments form that appears to select the shipment

numbers.

b. Click the Invoice button at the bottom of the Create

Invoice From Shipments form.

c. Click Close to return to the Invoice Entry form.

All the details from the specified shipment entry, or entries, are

copied to the Invoice tab.

If you select the From Multiple Shipments option, the Shipment

Number field becomes inactive. If you select the Shipment

Number field, the Multiple Shipments option becomes inactive.

5. Enter header information for the invoice, as follows:

a. In the Invoice Date field, use the calendar to select the

invoice date or enter the date manually.

b. Change the posting date if necessary. This is the posting date

for the G/L transactions arising from the invoice. The posting





date determines the fiscal period to which the G/L

transactions are posted.

c. In the Location field, enter or select the location from which

you shipped the items. (The program displays the location

entered with the shipment.)

d. In the Ship‐To Location field, enter or select the code for the

address to which you are sending the invoice.

e. Choose the Retainage option if this is a job‐related invoice

and you use retainage accounting in Accounts Receivable.

f. Select the Calculate Tax option, unless you plan to enter

taxes manually.

g. Enter a description and a reference for the invoice in the

spaces provided, or use the ones from the shipment.

6. Edit invoice details, as necessary. You can edit the details right

on the detail entry grid, or you can select a detail and then click

the Item/Tax button (or press F9) to edit the detail using the

Items/Taxes form. (Use the Items/Taxes form if you need to

change detail tax information.)

For each detail, you can edit:

• Quantity invoiced.

• Unit price (if you use security with your system, you need

security authorization).

• Extended price.

• Unit weight.

• Extended weight.

• Discount percentage or discount amount.

• Unit and extended cost for items that are assigned a user‐

specified costing method in Inventory Control.




User Guide 4–57

• Ship‐via method and tracking number.

• Serial numbers for the item.

• Comments and

instructions.

• Customer and manufacturers’ item number.

• Whether the customer can receive a discount on the item for

early payment.

• Item tax class, tax included status (if the tax authority

permits), and, if you are entering taxes manually, the tax

amount.

If the invoice is job‐related, you can also edit:

• The revenue and cost of goods sold accounts.

• A retainage percentage, retainage amount, and retention

period if you use retainage accounting.

You can also drill down to the shipment and to the original

order from each detail line by clicking the drilldown button.

You

can

choose

among

shipments

if

you

are

invoicing

multiple

shipments.

7. Click the Customer tab to check the customer type, tax group

and payment terms, and to adjust any discounts or scheduled

payments associated with the terms code.

You can also specify a different customer account set to change

the receivables control, payment discounts, prepayment liability,

retainage, and write‐offs accounts to which the transaction will

be

distributed.

8. Click the Taxes tab to check the customer tax class and tax

registration number for this invoice. If you are entering taxes

manually, you can adjust the tax base and tax amount, if

necessary.





Note: You must uncheck the Calculate Tax checkbox to edit

the tax base or tax amounts on the Taxes tab.

9. Click the Totals tab to check the invoice totals.

10. Click Post to post the invoice and automatically assign the

invoice number (unless you entered the invoice number

yourself).

Editing Payment Terms

You specify the payment terms on the Customer tab of the Invoice

Entry

form.

Terms

are

defined

in

Accounts

Receivable,

but

you

can

edit payment and discount dates for each invoice.

• You must enter the details for the invoice before you can edit the

terms.

• If the terms code is for a multiple payment schedule, Order

Entry calculates a schedule for you, beginning with the order

date that you enter, but you can change each of the dates on the

payment schedule.

• You can edit the amounts, due dates, and discount dates on a payment schedule, but you cannot add payments.

To edit payment terms:

1. On the Invoice Entry form, click the Customer tab.

2. Specify the code for the invoice payment terms, and then edit

the due date, discount date, discount percentage, or discount

amount as necessary.

To edit a multiple payment schedule:

1. On the Customer tab, specify a terms code that uses a multiple

payment schedule.

The customer payment schedule appears.




User Guide 4–59

Payment schedule

on the Customer

tab

2. Check the As Of Date to make sure it is the correct date from

which to calculate the due date for the first payment. (The

displayed As Of Date is the invoice date.)

For example, if the payment schedule calculates 30 days to the

first due date, and the first payment is not until July 30, type

June 30 as the As Of Date.

3. Edit the dates and amounts in the schedule, if necessary.

For example, if your payment schedule spaces due dates 30 days

apart, you can change the dates to the last day of each month.

You cannot increase the number of payments, unless you change

to another terms code that provides more payments.

Tip: If you make changes to a payment schedule, be sure to

check that there are no outstanding payment amounts in the Amount remaining field.

Entering Invoice Prepayments

You can enter one prepayment with an invoice. The prepayment you

enter immediately reduces the amount due on the invoice, and it is

automatically applied to the invoice when you post the invoice.

Before you start

• Find out which Accounts Receivable receipt batch and deposit number you should use for the prepayment.

To enter a prepayment:

1. Click the Prepayment button on the Invoice Entry form.





Prepayments form

2. Choose the Accounts Receivable receipt batch to which you want

to add the prepayment, or create a new batch. (The Jobs button

appears only if this is a job‐related invoice.)

• To open an existing batch, type the batch number or use the

Finder.

• To create a new batch, click the New button, and then:

a. Type over the batch date if you want to change it.

b. Type the bank code or select it from the Finder.

Prepayment

currency

c. If you use multicurrency accounting, select the currency

of the prepayment. (You can select the prepayment

currency only if it is one of the currencies used by the

bank you selected.) Enter the rate date, rate type, and

exchange rate.

You can edit the exchange rate only between two non‐EMU

member currencies, or between an EMU member currency

and a non‐EMU member currency.

Batch

currency

The currency of the first receipt added to a batch sets the receipt

batch currency. If another user adds a receipt in a different

currency to this new batch before you post the order, Order

Entry will report an error when you post, and you will have to

select a different batch.




User Guide 4–61

Deposit number 3. If this is a new batch, you can select an existing deposit number

or click the New button to create a new deposit (or leave the

number blank to have it assigned in Accounts Receivable).

By selecting an existing deposit number, you can consolidate a

number of receipt batches into one bank deposit.

4. Select the payment code for the prepayment from the Finder.

5. If the payment code matches a credit card type, enter credit card

information.

• Click the Credit Card button to specify the card type, card

number, cardholder name, expiration date, and

authorization code. Credit card information is encrypted in the Sage Accpac database, and you can assign security to the

credit card information form.

Order Entry stores the credit card information for the

payment, but it does not process the transaction with the

credit card company. You must do that separately.

6. Type the check number or other receipt number that identifies

the prepayment, or leave the field blank to let Order Entry

assign a receipt number for you when you save the prepayment.

7. Type the date and amount of the prepayment.

Rates 8. If the prepayment is not in the company’s functional currency,

select the rate type and exchange rate.

9. If this is a job‐related invoice, click the Jobs button to apply

payment amounts to individual invoice detail lines.

Order Entry provides two automatic methods for distributing

the prepayment amount:

• Apply By Amount. Distributes the payment amount

proportionately to each of the job details.





• Apply Top Down. Starts by applying the payment to the first

detail, and then moves down the list until the payment

amount is completely applied.

You can also apply amounts manually to order details.

10. Click Add to add the prepayment to the selected batch.

If you left the Check/Receipt No. field blank, Order Entry

displays the assigned number.

11. Click Close to return to the Invoice Entry form.

The amount of the prepayment is displayed on the Totals tab.

Verifying Invoice Totals

Before you post an invoice for a shipment, you can verify the invoice

total, and enter any invoice discount that applies.

To verify invoice totals:

1. Click the Totals tab on the Invoice Entry form.

Totals tab on the

Invoice Entry form

2. Add or edit the following information:

• Comments that you want to save with the invoice.




User Guide 4–63

• A discount amount or percentage that applies to the invoice,

and whether the discount also applies to miscellaneous

charges.

Note that the program also displays the total amount of the

discounts that you entered with the invoiced details (if any),

as well as the discount that you apply to the whole invoice.

You can override the percentage calculation in the amount

field. If you do, the program displays an asterisk beside the

amount field.

• Whether you discount miscellaneous charges or just

inventory items.

• Number of labels that you require for the invoice.





5. When you are satisfied with the information on the Totals tab,

click

the

Post

button.

Posting Invoices with Optional Fields

Invoice Headers In the Optional Fields form, choose the Settings button for the

Invoices, and select the A/R Invoices Optional Fields checkbox to

have optional fields included with invoices that are sent to Accounts

Receivable.

You must also ensure that the optional fields for invoices in Order

Entry match the A/R Invoices optional fields.

Invoice Details To have optional fields from invoice detail lines passed to Accounts

Receivable invoice detail lines, select the Sales/Shipment Clearing/

Cost of Goods Sold, and Miscellaneous Charges checkboxes in the

Settings dialog box for Invoice Details optional fields.



Printing Posting Journals


Optional field information will be passed to A/R detail lines when:

• You select the Accounts Receivable Detail G/L Accounts listed

above.

• The optional fields defined for Order Entry Invoice Details

match the optional fields defined for A/R Invoice Details.

You must select the G/L Accounts checkboxes in the Settings dialog

box to have optional fields added to G/L transactions that are created

by invoice posting and sent to G/L Accounts. Again, you must

ensure that the same optional fields are assigned to Order Entry

Invoice Details and to General Ledger transactions.


You use the Posting Journals form, available from the O/E Reports

folder, to print posting journals that list all the invoices and all the

shipments you posted in Order Entry.

You can erase (clear) the information in a posting journal after

printing, or after Day End Processing. Use the Clear History form to

clear posting

journals.

See Chapter 7, “Reports,” in this User Guide for more information

about the Invoice Posting Journal.




User Guide 4–65

To print a posting journal:

1. Choose Posting Journals from the O/E Reports folder.

2. Select the type of posting journal you want to print. You can

select Shipments, Invoices, or Credit/Debit Notes.

3. Select the range of day‐end numbers for which you want to print

the report.

Day End Processing in Inventory Control assigns day‐end

numbers that appear on all audit reports.

Normally, you would accept the default range of all journals (to

print all journals that you have not yet printed).

4. Select the sorting order.

5. Specify whether to include sales split information, a tax

summary, Accounts Receivable audit information (for invoices),

tax reporting information, journals that you printed previously,

optional fields, or, if you use Project and Job Costing, job details.

Normally, you would not reprint journals. (You cannot reprint

journals that have been cleared.)

6. Choose the paper size.

7. Click Print, and then click Close.



Printing Quotes


You can clear posting journals that you have printed using the Clear

History form.

Printing Quotes

You can provide quotes to customers by opening the Order Entry

form, selecting Quote as the order type, and entering details for the

quotes as you would for orders. You can then print the quotes and

send them to your customers.

Quotes do not

affect quantitiesQuotes do not affect quantities on sales order until you convert them

to Active orders.

Job-related quotes Job‐related quotes must be applied to projects that have an Estimate

status. If you are creating a job related quote, you can use the New

Contract Wizard to create a new contract in the Project and Job

Costing module.

Order Entry lets you to print quotes at two stages of order

processing:

• You can print a quote immediately after posting the quote.

• You can print quotes for a range of posted quotes before they are

cleared from Order Entry.

If printing a range of quotes from the Quotes form in the O/E

Forms folder, you can choose to reprint quotes.

Before you start • Create the format for the quote or use one that comes with Order

Entry.

• Select the destination to which you will print.

You can set up e‐mail addresses and delivery methods in

Accounts Receivable customer records that let you e‐mail quotes,

order confirmations, and invoices directly to customers.

• If necessary, print a test copy of the quote to check the alignment

of the form in your printer.



Printing Quotes

User Guide 4–67

Printing a Single Quote Immediately after Posting

You can print a quote immediately after entering item details and

posting it.

Before you start • If you plan to e‐mail the quote, make sure your e‐mail program

is running.

To print a quote after posting:

1. Click the Post button to post the quote.

When Order Entry is finished posting the quote, it displays the

following confirmation.

2. Click Yes to print the quote. Order Entry displays this form.

Quotes form for

single-quote

printing

3. Complete

the

information:

Use Quote. Select the name of the quote form to use for

printing. If you are not sure of the name, click Browse, and then

select the form from the list that appears.



Printing Quotes


Delivery Method. Select Print Destination to print to your usual

print destination; choose Customer to use the delivery method

specified in the customer record (for example, the customer’s e‐

mail

address).

Message ID. This field appears when you choose Customer as

the delivery method.

If you are e‐mailing the quote to a customer whose delivery

method is e‐mail, select the ID for the message to send with the

quote or accept the default ID.

To view or edit the message for the selected ID, or to add a new

e‐mail message for quotes, click the Zoom button for the

Message ID field.

4. Select the print options for the quote.

Custom Form. This option is for custom forms that do not use

the report selection criteria sent by this print form. Do not select

this option unless you are using a customized quote that

requires it.

Print Kit Component Items. This option prints all of the

components in kit assemblies on the quote form.

Print Bills of Material Component Items. This option prints all of

the components in assemblies that are manufactured from bills

of material on the quote form.

5. If you are printing the quote on preprinted forms, you can test

the printer alignment by clicking the Align button.

6. Click Print.

Printing a Range of Quotes after Posting

You can print a range of quotes after they are posted and before they

are cleared from Order Entry.



Printing Quotes

User Guide 4–69

To print a range of quotes:

1. Choose Quotes from the O/E Forms folder.

2. Select the quotes to print:

Use Quote. Select the name of the invoice form to use. If you are

not sure of the name, click Browse, then select the form from the

list that appears.

From Order Number / To Order Number. Enter the first and last

quote numbers you want to print, or use the Finder to select the

quotes.



specified in each customer record (for example, the customer’s

e‐mail address).



Select the ID for the message you want to e‐mail with quotes to

customers that use e‐mail as the delivery method.



Message ID field.

3. Select the print options for the quote.





Printing Order Confirmations

User Guide 4–71

• Print a test copy of the order confirmation to check the

alignment of the forms in your printer.

Printing a Single Order Confirmation Immediately after Posting

You can print an order confirmation immediately after posting it.

To print an order confirmation after posting an order:

1. Click the Post button to post the order.

Note: If you are producing an invoice, you cannot print the

order confirmation. You can print the invoice only.

When Order Entry is finished posting the order, it displays the

following message.

2. Click Yes

to

print

the

order

confirmation.

Order

Entry

displays

the following form.

Order

Confirmations form

for single-

confirmation

printing

3. Complete the information:





Use Confirmation. Select the name of the order confirmation

form you want to use. If you are not sure of the name, click

Browse, then select the form from the list that appears.


order numbers you want to print, or use the Finder to select the

orders.



specified in each customer record (such as the e‐mail address).



Select the ID for the e‐mail message if the customer record

specifies e‐mail as the delivery method.


e‐mail message for order confirmations, click the Zoom button

for the Message ID field.

4. Select the print options for the order confirmation.

Require Shipping Labels.

Select

this

option

if

you

want

to

print

shipping labels for marked order confirmations only. (When you

print shipping labels, you can print labels for the order

confirmations that were marked as requiring them.)

Note that you can print shipping labels only if you entered a

number on the Totals tab for each order.



this

option

unless

you

are

using

a

customized

order

confirmation that requires it.


components in kit assemblies on the confirmation form.




User Guide 4–73



of material on the confirmation form.

Print On Hold Orders. This option lets you choose to print the

order confirmation even if the order is on hold.

5. If you are printing the confirmation on preprinted forms, you

can test the printer alignment by clicking the Align button.

6. Click Print.

Printing Confirmations for a Range of Orders

You can print order confirmations for a range of orders at any time

after they are posted and before they are cleared from Order Entry.

Note, however, that order confirmations list items and quantities

that have not yet been invoiced.

To print a range of confirmations:

1. Choose Order Confirmations from the O/E Forms folder.

2. Select the order confirmations to print:





Use Confirmation. Select the name of the confirmation form to

use. If you are not sure of the name, click Browse, then select the

form from the list that appears.


order numbers for which you want to print confirmations, or use

the Finder to select a range of orders.



specified in each customer record.



Select the ID for the e‐mail message you want to send with order

confirmations to customers that use the e‐mail delivery method.




3. Select the print options for the order confirmation.

Include Confirmations Already Printed.

Select

this

option

if

you

want to print new copies of confirmations that you printed

before.

Require Shipping Labels. Select this option if you want to print

shipping labels for marked order confirmations only. (When you

print shipping labels, you can print labels for the order

confirmations that were marked as requiring them.)


number

on

the

Totals

tab

for

each

order.



this option unless you are using a customized order

confirmation that requires it.



Printing Picking Slips

User Guide 4–75


components in kit assemblies on the confirmation form.



of material on the confirmation form.

Print On Hold Orders. This option lets you print the order

confirmations for orders that are on hold, or restrict the printing

to orders that can be shipped.

4. If you are printing the confirmation on preprinted forms, you

can test the printer alignment by clicking the Align button.

5. Click Print.


Use the Picking Slips form to print picking slips for orders and items

that you are shipping.

You can also print picking slips immediately after posting shipments

by choosing Yes when asked if you want to print on the Posting

Completed confirmation form.

Before you start • Create the format for the picking slip. For instructions, see the

online document, “Customizing Printed Forms Using Crystal

Reports.”

• Select the print destination to which you will print.

• Print a test copy of the picking slip to check the alignment of the






Note: If you shipped goods from an order and printed the


print status of the shipment will be set to “Picking Slip

Printed,” but

the

print

status

of

the

order

will

not

be

changed.

To update the status for orders, post the order but do not

print the picking slip. Instead, go to the O/E Forms folder,

choose Picking Slips, select the form you want, and change

the Select By field to Order Number. Print the picking slip,

and the status will be correctly updated.

To print picking slips:

1. Choose Picking Slips from the O/E Forms folder.

2. Select the picking slips to print:

Select By. You can print picking slips for a range of order

numbers or for a range of shipment numbers. (This choice does

not appear if printing after posting shipments.)

Use Slip. Select the name of the picking slip form to use. If you

are not sure of the name, click Browse, then select the form from

the list that appears.

Depending on your choice in the Select By field, the program

displays a form for printing in order number order or in




User Guide 4–77

shipment number order. Form “1” prints a picking slip on plain

paper.

Sort By. Select the order in which items will be listed on the

picking slip. (This choice does not appear if printing after

posting shipments.)

• Picking Sequence. Items are listed in ascending order of

picking sequence code. This code describes the most efficient

order in which to pick the item.

• Item Number. Items are listed in ascending order.

• Line Number. Items are listed in the order in which you

entered them on the order or shipment.

From Order/Shipment Number / To Order/Shipment Number.

Enter the first and last order or shipment numbers for which you

want to print picking slips, or use the Finder to select a range of

orders or shipments.

Print By. You can print picking slips for a range of locations

listed in the order/shipment header, or for a range of locations

listed in detail lines.

If you print by header locations, the program will print one

picking slip for each order or shipment when the location

specified in the header is within the From Location/To Location

range.

If you print by detail locations, the program will print a separate

picking slip for each location listed in the item details of each

order or shipment, provided that the location falls within the

From Location/To Location range.

From Location / To Location. Enter the first and last location

numbers for which you want to print picking slips, or use the

Finder to select a range of locations.





Include Picking Slips Already Printed. Select this option if you

want to print new copies of picking slips printed before. (This

choice does not appear if printing after posting shipments.)

Require Shipping Labels. If you need shipping labels, select this

option.

Print Kit Component Items. To print a list of kit components,

select this option.

Print Bills of Material Component Items. To print a list of bills of

material components, select this option.

3. Click Print.


Use the Shipping Labels form to print shipping labels for order

confirmations and invoices.

Before you start • Create the format for the shipping label or use one of the forms

shipped with Order Entry.


• Print a test copy of the shipping label to check the alignment of


To print shipping labels:

1. Choose Shipping Labels from the O/E Forms folder.



Printing Invoices

User Guide 4–79

2. Select the shipping labels to print:

Use Label. Select the name of the label form to use. If you are

not sure of the name, click Browse, then select the form from the

list that appears.

Select. Select invoice number, order number, or shipment

number as the type of document for which you want to print

labels.

From / To. Enter the first and last invoice numbers, order

numbers, or shipment numbers for which you want to print

shipping labels, or use the Finder to select a range of invoices,

orders, or shipments.

Include Labels Already Printed. Select this option if you want to

print new copies of labels that you printed before.

Print Only Labels Marked As Required. Select this option if you

want to print labels only for the invoices, orders, or shipments

that you marked as requiring labels when you printed the

invoices, order confirmations, or shipment picking slips.

If you do not select this option, labels will be printed for all

invoices, orders, or shipments in the range for which you entered a number of labels prior to posting.

3. Click Print.

Printing Invoices

Order Entry allows you to print invoices at two stages of invoice

processing:

• You can print an invoice immediately after posting it , as described in

the section, “Printing a Single Invoice Immediately after

Posting.”



Printing Invoices


• You can print a range of posted invoices before they are cleared from

Order Entry , as described in the section, “Printing a Range of

Invoices after Posting.”

Before you start • Create the format for the invoice. For instructions, refer to the

online document, “Customizing Printed Forms Using Crystal

Reports.”


• Print a test copy of the invoice to check the alignment of your

invoice forms in your printer.

Printing a Single Invoice Immediately after Posting

You can print an invoice immediately after entering the shipped

items and posting the invoice.

To print an invoice after posting:

1. Click the Post button to post the invoice.

When Order Entry is finished posting the invoice, it displays a

posting confirmation.

2. Click Yes to print the invoice. Order Entry displays the following

form.



Printing Invoices

User Guide 4–81

Invoices form for

single-invoice

printing

3.

Complete

the

information

on

the

form

as

follows:

Use Invoice. Select the name of the invoice form to use. If you








Select the ID for the e‐mail message if the customer record

specifies e‐mail as the delivery method.


e‐mail message for invoices, click the Zoom button for the

Message ID field.


shipping labels for marked invoices only. (When you print shipping labels, you can print labels for the invoices that were

marked as requiring them.)


number in the Totals tab for each invoice.



Printing Invoices


Include Backordered Items. Select this option if you want to

include backordered items on the invoice.



this option unless you are using a customized invoice that

requires it.


components in kit assemblies on the invoice.

Print Bills of Material Component Items. This option prints all


of material on the invoice.

4. Click Print.

Printing a Range of Invoices after Posting

You can print a range of invoices after they are posted and before

they are cleared from Order Entry.

To print a range of invoices:

1. Choose Invoices from the O/E Forms folder.

2. Select the invoices that you want to print and choose print

options as follows:



Printing Invoices

User Guide 4–83

Use Invoice. Select the name of the invoice form to use. If you



From Invoice Number / To Invoice Number. Enter the first and

last invoice numbers you want to print, or use the Finder to

select the invoices.






Select the ID for the e‐mail message you want to send with

invoices for customers that use e‐mail as the delivery method.



Message ID field.

Include Invoices Already Printed. Select this option if you want

to print new copies of invoices you printed before.


shipping labels for marked invoices only. (When you print

shipping labels, you can print labels for the invoices that were

marked as requiring them.)


number in the Totals tab for each invoice.

Include Backordered Items. Select this option if you want to

include

backordered

items

on

the

invoice.




requires it.



Using the Current Orders Inquiry and Pending Shipment Inquiry Forms



components in kit assemblies on the invoice.

Print Bills of Material Component Items. This option prints all


of material on the invoice.

3. Click Print.

Using the Current Orders Inquiry and Pending

Shipment Inquiry Forms

Order Entry provides two inquiry forms for checking the status of current orders and shipments:

• Current Orders Inquiry lets you view all the posted sales orders

for a selected customer, and view orders based on order date,

order type, and order status.

• Pending Shipment Inquiry lets you review items that are

expected to ship within a given period (for example, in the next 7

days) and whether sufficient stock is available for the shipments.

The inquiry ignores orders that are on hold, and you can limit

the inquiry to specific order types and to specific locations.

Looking Up Current Orders

To inquire on sales orders:

1. Choose Current Orders Inquiry from the O/E Statistics and

Inquiries folder.




User Guide 4–85

2. In the Customer Number field, enter the number for the

customer whose orders you want to review.

3. To limit the display to orders that meet certain criteria, specify a

range of order numbers, order dates, and expected ship dates.

4. Select the type of orders (Active, Future, Standing, or Quote) you

are inquiring on. You can also choose All if you wish to include

all the types of orders in the display.

5. Select the status of orders you are inquiring on (Posted,

Quote/Confirmation Printed, Picking Slip Printed, Never

Invoiced, Partially Invoiced, Never Shipped, Partially Shipped,

Complete, or On Hold). You can also choose All.



print

status

of

the

shipment

will

be

set

to

“Picking

Slip

Printed,” but the print status of the order will not be

changed.

To update the status for orders, post the order but do not print

the picking slip. Instead, go to the O/E Forms folder, choose

Picking Slips, select the form you want, and change the Select By





field to Order Number. Print the picking slip, and the status will

be correctly updated.

6. Click the Go button to display sales orders.

The program fills in the detail grid with information from the

selected orders.

7. To view all the details of one of the orders, select the order line

and click the Details button, or double‐click the order line on the

detail grid.

The program displays the original order in the Order Entry

form.

You can view all the order information in the Order Entry form,

including sales history for a selected item, but you cannot

change the order.

Looking Up Pending Shipments

To inquire on pending shipments:

1. Choose Pending Shipments Inquiry from the O/E Statistics and

Inquiries folder.




User Guide 4–87

2. In the Expected Shipment Date fields, leave the From field blank

to include all orders with outstanding items, and enter the end

date for the inquiry in the To field.

3. To view orders for a specific customer, enter the customer

number in the From and To fields.

4. To view orders for a range of one or more items, enter the

starting end ending item numbers in the From and To Item

Number fields

5. Select a range of locations, or skip the Location fields to display

all locations.

6. Select the types of orders that you want to review (All, Active, Future, or Standing).

7. Click the Go button to display sales orders.

The program fills in the detail grid with information from the

selected orders.

8. To view all the details of one of the orders, double‐click the

order line on the detail grid, or select the line and click the

Details

button.

The program displays the unshipped order details from the

original order.

9. To check POs for the items on order, highlight the item detail

line, and, if the On PO field says Yes , double‐click the On PO

field or click the column heading Drilldown button.

The program displays purchase order information for the item,

including the PO number, quantity ordered, and expected

arrival date.



Using the Sales Statistics, Salesperson Inquiry, and Sales History Forms


Using the Sales Statistics, Salesperson Inquiry, and

Sales History Forms

Order Entry can accumulate sales statistics, salesperson statistics, and sales history from your posted transactions.

Before you start You should run Day End Processing in Inventory Control to bring

this information up to date before viewing these reports.

For information about the options that determine how your Order

Entry system keeps sales statistics and sales history, see “Processing

Options” in Chapter 2 of the Getting Started manual.

Viewing Sales Statistics

To view total sales by period:

1. Choose Sales Statistics from the O/E Statistics and Inquiries

folder to view sales data by year and reporting period.




User Guide 4–89

2. Type the year or select it from the Finder next to the Year field,

then use the Period field’s Next/Previous buttons to select the

reporting period.

3. If you use multicurrency accounting, select the currency.

4. Review total sales, invoice, and credit note statistics.

Viewing

currencyIf you use a multicurrency ledger, amounts are shown in both

the customer’s currency and your company’s functional

currency.

For information about all the fields in the Sales Statistics form, press

F1 or see “Step 8: Enter Sales Statistics” in Chapter 3 of the Getting

Started manual.

To view sales statistics for a range of reporting periods:

1. Choose Sales Statistics from the O/E Reports folder, or click Print

from the File menu on the Sales Statistics form in the O/E

Statistics and Inquiries folder.

2. Follow the instructions in Chapter 7 of this guide for printing the

Sales Statistics report.

Viewing Salesperson Statistics

To view customer transaction records by salesperson:

1. Choose Salesperson Inquiry from the O/E Statistics and

Inquiries folder.

2. Type the salesperson code or use the Finder to choose the

salesperson whose sales statistics you want to review.





3. Type the year from which you want to review statistics, or select

it from the Finder, then use the Period field’s Next/Previous

buttons to select the reporting period.

4. Type the year and period to which to view sales statistics in the

To Year and Period fields.

5. Choose the customer number and the type of document to look up — invoice, credit note, or debit note.

6. Click the Go button to display sales statistics.

View invoice or

credit note details7. To view and print the transaction details for an invoice, credit

note, or debit note, double‐click on the line for which you want

more information, or select a detail line and then click the

Details button.




User Guide 4–91

Viewing Sales History

1. Choose Sales History from the O/E Statistics and Inquiries

folder.

2. Type the year or select it from the Finder next to the From Year

field, then use the Period field’s Next/Previous buttons to select

the reporting period from which to view statistics.

3. Type the year and period to which to view sales statistics in the

To Year and Period fields.

4. Choose a method to view records, by customer number or item

number.

Multicurrency 5. If you use multicurrency accounting, choose Functional

Currency or Customer Currency.

6. Type the customer number or select it from the Finder.

7. Click

the

Go

button

to

display

sales

history.

View item details 8. To view the transaction details for a customer, double‐click on

the line for which you want more information, or click the

Details button to open the Sales History Detail form.



Importing and Exporting Order Information


Adding, Editing, and Deleting Sales Statistics

If you select the Allow Edit Of Statistics option for Sales Statistics on

the Options form, you can add or edit sales statistics for current and

previous years during setup using the Sales Statistics form.

WARNING Editing statistics can cause gaps or inconsistencies

in your reports. We recommend that you leave the Allow

Edit Of Statistics option off on the Options form, turning it

on only when setting up records or to correct a mistake.

For step‐ by‐step instructions on adding, editing, or deleting sales

statistics for current or previous years refer to step 8 in Chapter 3 of

the Order

Entry

Getting

Started manual.


Use the Import and Export commands on the File menu on the

Order Entry, Shipment Entry, and Invoice Entry forms to import

orders and shipments and export orders, shipments, and invoices.

You cannot import invoices.

For more information, see Appendix B, “Importing and Exporting,”

in this guide. Refer also to the chapter, “Importing and Exporting

Data,” in the System Manager User Guide.

Importing Orders and Shipments

Use the Import command on the File menu on the Order Entry or

Shipment Entry form to transfer orders or shipments created

elsewhere to Order Entry.

You can also use the Import command to import documents that you

previously exported for reuse. If you do not import the order or

shipment number field, Order Entry will assign new document

numbers when you import the orders or shipments.




User Guide 4–93

You can import the same documents any number of times as long as

the import file does not contain order or shipment numbers (so the

program assigns them). The original file from which you imported

order

information

is

retained

until

you

delete

it.

Multicurrency

ordersYou cannot import multicurrency orders or shipments into a single‐

currency Order Entry system. Edit the import file to remove the

multicurrency fields before importing.

Exporting Orders, Shipments, and Invoices

Use the Export command on the File menu on the Order Entry,

Shipment Entry,

or

Invoice

Entry

form

to

transfer

documents

created

in Order Entry to non‐Sage Accpac programs — or to a file to be

edited and imported later. When you click Export, Order Entry

exports all orders, shipments, or invoices in the database that meet

the search criteria that you set.





User Guide 5–i

Chapter 5

Processing


Icons Used to Process Credit Notes and Debit Notes..................................5–2

Using the Credit/Debit Note Entry Form..........................................5–3

Entering Invoice and Customer Information...................................5–4

Editing Detail Information...................................................5–7

Editing Tax

Information

.....................................................5–9


Verifying Credit Note and Debit Note Totals .................................5–13

Posting Credit/Debit Notes with Optional Fields..............................5–14

Printing Credit/Debit Note Posting Journals .....................................5–15

Printing Credit Notes and Debit Notes ..........................................5–17

Importing Credit Note and Debit Note Information...............................5–19





User Guide 5–1

Chapter 5

Processing


This chapter contains instructions for entering, posting, and

reporting credit notes and debit notes in Order Entry. The following

topics are discussed:

• Icons used to process credit notes and debit notes.

• Using the Credit/Debit Note Entry form:

− Adding credit notes and debit notes

− Creating a credit note for an existing invoice

− Creating a credit note for a nonexistent invoice

− Editing detail information

− Editing tax

information

− Verifying credit note and debit note totals

• Printing credit notes.

• Importing credit note and debit note information.

For an overview of credit note and debit note processing, see

Chapter 2, “What You Need to Know Before Using Order Entry,” in

this guide.

See the Sage Accpac Workbook for tutorial lessons with step‐ by‐step

instructions for using the Credit/Debit Note Entry form. You can

refer to the lessons for information about using the form, and you

can do the lessons with the sample data to practice using the form

without risking your own data.





Using the Credit/Debit Note Entry Form

User Guide 5–3


The Credit/Debit Note Entry form is used to adjust a customer’s

account

for

returned

merchandise,

damaged

items,

or

price

adjustments.

To open the Credit/Debit Note Entry form, choose Credit/Debit Note

Entry from the O/E Transactions folder.

Before you start Before you enter credit notes and debit notes:

• Find out the invoice numbers to be credited or debited. You can:

− Enter the number of an existing invoice.

− Enter the number of an invoice that does not exist in Order

Entry (such as the number of a deleted invoice).

− Leave the invoice number blank.

• Determine whether or not items will be returned to inventory for

resale. Order Entry lets you return goods to inventory, mark

goods as damaged, or enter price adjustments.

All Order Entry

credit notes affectsales

All credit notes and debit notes affect sales amounts. If you do

not want

to

affect

any

Order

Entry

or

Inventory

Control

amounts or statistics, enter the credit note or debit note in

Accounts Receivable.

• Verify the prefixes and numbers you want Order Entry to assign

to credit notes and to debit notes. (You can change prefixes and

number sequences on the Options form in the O/E Setup folder.)

• Run Day End Processing (in Inventory Control) after posting the

invoice, so that the appropriate costing information appears

when you

return

goods

to

inventory.

(You

can

also

choose

in

I/C

Options to cost items during posting.)

• If you are entering a credit note against a non‐existent invoice,

the average cost will be displayed for items using average

costing, FIFO, and LIFO, the most recent cost will be displayed





for items using most recent cost, and the standard cost will be

displayed for items using standard costing. You can edit the cost

before posting the return.

Warn if applyingadditional credit

notes to invoices

Note: Order Entry provides a setting in O/E Options that lets

you control the application of multiple credit notes to

invoices. You can choose to have Order Entry warn you

when posting a credit note to a previously credited invoice,

display an error message, or ignore additional credit notes.

Entering Invoice and Customer Information

To enter credit notes or debit notes, choose Credit/Debit Note Entry

from the O/E Transactions folder.

The Credit/Debit Note Entry form appears:

The Optional Fieldsand Rates tabs

appear if they

apply to the

invoice

You can create a credit note or a debit note:

• For an existing invoice.




User Guide 5–5

• For an invoice that no longer exists in Order Entry.

• Without entering an invoice number.

If the invoice existsTo enter a credit note or debit note for an existing invoice:

1. Select the document type — either a credit note or a debit note.

2. Enter the Customer Number. You can also tab directly to the

Invoice Number field and enter the invoice number.

3. Type the invoice number or select it from the Finder.

The invoice details are automatically displayed. The invoice date

and order number appear on the right side of the credit (or

debit) note

header.

4. Verify that the invoice information is correct. You can change the

entries in any fields other than the order number and invoice

date.

5. Choose the action you want to take:

• If you are creating a credit note, and all items on the invoice

have been returned to inventory:

− Enter a return date, a date for the credit note, and a date

for posting the transaction to general ledger (if

different).

− Click the Totals tab to complete the credit note. Follow

the steps in “Verifying Credit Note and Debit Note

Totals,” later in this chapter.

• If you are partially crediting the invoice for items returned,

damaged items, or price adjustments, or adding detail lines

to the invoice being credited:

− Enter a return date, a date for the credit note, and a date

for posting the transaction to general ledger (if

different).





− Follow the steps in “Editing Detail Information,” later in

this chapter.

If no invoice exists

in Order Entry

To enter a credit note or a debit note for a nonexistent Invoice —

or without referencing an invoice:

1. Select the document type — either a credit note or a debit note.

2. Enter the Customer Number.

• To select an existing customer, use the Finder, or type the

number and press Tab.

• Click the Zoom button or press F9 to enter or edit the

customer’s billing address.

• Click the credit check button to do a preliminary credit

check.

To add a

customer, click

New

• To add a new customer to Accounts Receivable, click the

New button. Fill in the customer information in Accounts

Receivable, click Add, and then click Close to return to

Order Entry.

Rates tab If the customer currency differs from the company currency, a

Rates tab

is

added

to

the

form,

where

you

verify

the

credit

note

exchange rates.

3. Type the number of the invoice. If you do not know the number,

leave the Invoice Number field blank.

The entries from the default template appear for the credit/debit

note (except for the entries that come from the customer record).

Use templates to

enter or replace

defaults

4. Select a different Template Code to replace the default credit

note

or

debit

note

and

customer

information.

(If

you

do

not

use

a

default template, the fields will be blank.)

5. Edit credit/debit note information as follows:

• Credit note or debit note number (only if you do not use

automatic numbering).




User Guide 5–7

• Actual return date (or removal date, if you are entering a

debit note) if it differs from today’s date.

• Credit note or debit note date (if it differs from today’s date).

• Posting date for determining the fiscal period to which the

transaction is posted in the general ledger (if it differs from

today’s date).

• The default location to which goods are return. (You can

change this for detail lines.)

• The ship‐to (mailing) address for the credit/debit note.

• Job

Related

option

if

you

use

Project

and

Job

Costing

and

this credit/debit note applies to a job.

• Retainage if the credit/debit note is job‐related option, and

you use retainage accounting the Accounts Receivable

module.

• Calculate Tax (turn this option off if you want to enter tax

amounts manually). See “Editing Tax Information” later in

this chapter.

• Description and

Reference

for

the

credit

or

debit

note.

For instructions on adding credit note or debit note detail lines,

see the next section, “Editing Detail Information.”

Editing Detail Information

Use the detail grid on the Credit Note (or Debit Note) tab to enter

details:

• If you choose an existing invoice, Order Entry displays all the

details from the invoice.

• If you do not choose an existing invoice, the detail section will be

blank. Tab to the detail section, or click the first blank line (and

press the Insert key, if necessary).





Customer tab

settings for detail

lines

Before you add details, you should check the Customer tab for

the price list, tax group, and customer account set that will be in

effect for the credit/debit note details. You can change the price

list

for

each

detail,

if

necessary.

Detail grid if the

invoice does not

exist

Note: Press F9 or click the Item/Tax… button to display an

alternative data entry form for item details.

To edit detail information:

1. Select the line to be credited or debited.

If you are not crediting an invoice in Order Entry, the first line is

already selected.

Press the Insert key, if necessary, to insert a new line.

2. Select the type of credit:

Items Returned To Inventory. This option

appears

if

you

are

entering a credit note. If you select this type, enter the number of

units returned to inventory in the Quantity field, or enter an

amount in the Extended Amount field.

Items Removed From Inventory. This option appears if you are

entering a debit note. Enter the additional number of units you

are removing from inventory in the Quantity field, or enter an

amount in the Extended Amount field.

Damaged Items. If you

select

this

type,

enter

the

number

of

units damaged in the Quantity field. Damaged items do not

affect inventory levels but do affect receivables.

If necessary, you can edit other fields by double‐clicking an

entry. When you enter the quantity, the program displays the

extended price.




User Guide 5–9

Price Adjustment. If you select this type, enter the price

adjustment in the Price/Adj. field. Price adjustments affect the

item sales amount.

Tip: If you do not want to affect any Order Entry or

Inventory Control statistics you should enter the credit note


You can edit other fields by double‐clicking an entry. When you

enter a quantity, the program displays the extended price.

3. If you need to check or change tax information for the items, see

“Editing Tax Information,” later in this chapter.

4. Repeat steps 1 through 3 for each line to be credited or debited.

5. Delete all lines that are not to be credited or debited. To delete a

line, select it and press the Delete key. If you are prompted to

confirm the deletion, click Yes.

6. Enter additional lines if needed. You can add lines for items or


7. When you are finished entering details, follow the steps in the

next section,

“Editing

Tax

Information.”

Editing Tax Information

To change tax amounts for credit notes or debit notes, you can:

• Change the customer tax class or taxable status for the debit note

or credit note.

•

Change

the

tax

class

or

taxable

status

for

any

of

the

detail

lines.

• Change the tax amount manually.

To edit tax information for a detail:

1. Select a detail line, and then click the Item/Tax… button on the

Credit Note (or Debit Note) tab.





2. To make your changes, you can either:

• Edit the customer tax class if necessary and/or the Tax

Included option (if permitted by the Tax Authority) and then

click Calculate

Taxes.

Or,

• Clear the Calculate Taxes option on the Credit Note or Debit

Note tab, enter new tax amounts directly, and then click

Distribute taxes.

Editing item taxes

3. Click Save.

To edit tax information for a customer:

1. To change the tax authorities for the customer, select the

Customer tab on the Credit/Debit Note Entry form, and specify a

different

Tax

Group.




User Guide 5–11

2. To

check

or

change

tax

exemption

or

amount

information

for

a

customer, click the Taxes tab.

Editing customer

taxes

Uncheck the

Calculate Tax

box to change

the tax base or

tax amounts

3. To make your changes you can either:

• Edit the customer tax class for an authority, if necessary, and

then click the Calc. Taxes button to update the tax amounts.

Or,

• Clear the Calculate Taxes option and manually enter tax

amounts for each authority. Then click the Distribute Taxes

button to distribute the new tax amounts to each credit note

item.





4. To check tax amounts for the credit note and compare the totals

on the screen with the totals on the source document, click the

Totals tab.

5. Click Save.

Editing Exchange Rates

Rates tab The Rates tab appears only in a multicurrency ledger, if the

customer does not use the functional currency.

Enter exchange rate information in the Credit/Debit Note Entry form

only if you do not want to use the current exchange rate for the

credit note,

or

if

no

rate

is

entered

for

the

credit

note

or

debit

note

date.

Note: Realized

gains or lossesIf the exchange rate of the credit note or debit note is different than

the rate of the invoice, you will realize an exchange gain or loss on

the transaction.

To edit the exchange rate for a credit note or a debit note:

1. Click the Rates tab on the Credit/Debit Note Entry form.

Rates tab on theCredit/Debit Note

Entry form

This example

shows that the

exchange rate for

the credit note has

been set to match

the invoice

exchange rate.

2. You can edit the Rate Type code, the Rate Date and the Rate for

the credit/debit note, if necessary. The program displays the rate

from the invoice (if it exists).




User Guide 5–13

Verifying Credit Note and Debit Note Totals

Before you post a credit note or a debit note, you should verify the

note total. You can also change the credit note or debit note date, if

necessary, and

specify

whether

the

credit

note

or

debit

note

includes

the invoice discount (if one applied).

To verify credit note and debit note totals:

1. Click the Totals tab on the Credit/Debit Note Entry form.

Totals tab

2. Enter any comments about the credit note or debit note.

3. Enter either the original discount percentage for the order or an

amount from the invoice, if one applied.

4. Select Discount Miscellaneous Charges if they were also

discounted on the original invoice.

5. If you need to change tax information for the customer, see the

section, “Editing Tax Information,” earlier in this chapter.

6. Click the Post button to post the credit or debit note.

7. If you are ready to print the credit or debit note, click Yes when

the Posting Completed message appears.





Printing You can also print the credit or debit note later using the Credit

Note form in the O/E Forms folder. See “Printing Credit Notes,”

later in this chapter.

Posting Credit/Debit Notes with Optional Fields

If the

header

optional

fields

and

the

detail

optional

fields

defined

for

Order Entry Credit/Debit Notes match the Accounts Receivable

Invoices optional fields, the optional field information can be passed

to Accounts Receivable.

Credit/Debit Notes

HeadersThe optional field information for credit or debit note headers (the

fields that appear on the Optional Fields tab) will only be passed to

Accounts Receivable if the A/R Invoices Optional Fields option has

been selected in the Settings dialog box when assigning optional

fields to Credit/Debit Notes.

Credit/Debit Notes

DetailsTo pass optional fields on individual detail lines to Accounts

Receivable invoice detail lines, select the following options in the

Settings dialog box when assigning optional fields to Credit/Debit

Notes Details:

• Returns

• Damaged Goods

• Sales/Shipment Clearing/COGS

• Miscellaneous Charges

Credit/Debit Notes Details optional fields will be passed to Accounts

Receivable if:



Printing Credit/Debit Note Posting Journals

User Guide 5–15

• The optional fields defined for O/E Credit/Debit Note Details

match the optional fields defined for Accounts Receivable

Invoice Details.

• The Accounts

Receivable

detail

G/L

account

has

been

selected

for the Invoice Details optional field in optional field setup in the

Settings dialog box.


The Credit/Debit Note Posting Journal lists posted credit notes and

debit notes.

You can print posting journals at any time, but you should run Day

End processing first to update the journal information. (Day End

processing is part of the Inventory Control program.)

You can erase (clear) the information in a posting journal after

printing using the Clear History form.

See Chapter 7, “Reports,” in this guide, for more information on

posting journals.

To print the credit/debit note posting journal:

Options with the

Credit/Debit Notes

choice selected.

You can print

sales-splitinformation and

optional fields on

posting journals.

1. Choose Posting Journals from the O/E Reports folder.

2. Select Credit/Debit Notes as the posting journal.





3. Select the range of day‐end numbers for which you want to print

the report.

Day End Processing (in Inventory Control Day) assigns day end

numbers, which

appear

on

all

audit

reports.

Normally,

you

would accept the default range of all journals to print all journals

that you have not yet printed.

4. Select the order for printing credit and debit notes.

5. Choose the information that you want to appear on the report:

• Sales split information.

• Tax

summary

information.

• Accounts Receivable audit information (showing the G/L

transactions arising from the credit/debit notes).

• Tax Reporting information.

• Optional fields.

• Job details (if you use Project and Job Costing with Order

Entry).

6. Choose whether you want to reprint posting journals that have

already been printed.

Normally, you would not reprint. (You cannot reprint journals

that have been cleared.)

7. Choose the size of paper that you use (either legal or letter size).

8. Click Print.

After using If you

want,

you

can

clear

the

posting

journals

that

you

printed

using the Clear History form.




User Guide 5–17


You can print a credit note or a debit note from the Credit/Debit

Note

Entry

form

immediately

after

posting,

or

you

can

print

ranges

of notes using the Credit/Debit Notes icon in the O/E Forms folder.

You cannot clear credit note and debit note information until you

have printed credit notes.

Before you start • Choose the report that you want to use to print credit notes and

debit notes. You can use one of the forms that comes with Order

Entry, or you can create your own by modifying one of the

forms that comes with the program.

• Choose a delivery

method

for

the

debit

note

or

credit

note.

If

you

choose Customer as the delivery method, Order Entry will use

the method selected in the customer record in Accounts

Receivable — such as e‐mail.

• Post the credit notes and debit notes you want to print. If

printing the credit or debit note immediately, click Yes to print

the note when the “Posting completed” message appears.

• If you are using preprinted forms, print a test copy of a credit

note to

check

the

alignment

of

the

forms

in

your

printer.





To print a range of credit notes or debit notes:

1. Choose Credit/Debit Notes from the O/E Forms folder.

2. In the Document Type field, select Credit Note or Debit Note

from the drop‐down list.

3. Select the credit notes or debit notes to print as follows:

Use Credit Note or Use Debit Note. Select the name of the credit

note or debit note form to use. If you are not sure of the name,

click Browse, then select the form from the list that appears.

From Credit [Debit] Note Number / To Credit [Debit] Note

Number. Enter the first and last credit note or debit note

numbers you want to print, or use the Finder to select the credit

note range.



specified in each customer record (such as e‐mail).

Message ID. This field

appears

when

you

choose

Customer

as


Select the ID for the message you want to send with credit notes

or debit notes that you are e‐mailing to customers that use e‐mail

as the delivery method.



Importing Credit Note and Debit Note Information

User Guide 5–19


e‐mail message for credit notes or debit notes, click the Zoom

button for the Message ID field.

Include Credit [Debit] Notes Already Printed. Select this

option

if you want to print new copies of credit notes or debit notes you

printed before.




requires it.


components in

kit

assemblies

on

the

credit/debit

note.



of material on the credit/debit note.

4. Click Print.

Importing Credit Note and Debit Note Information

Use the Import command on the File menu on the Credit/Debit Note

Entry form to import credit notes.

For more information, see Appendix B, “Importing and Exporting,”

in this guide. Refer also to the System Manager User Guide.

You can import the same credit notes and debit notes any number of

times. The original information is retained until you delete it.

You cannot

import

multicurrency

credit

notes

and

debit

notes

into

a

single‐currency Order Entry system. Edit the import file to remove

the multicurrency field before importing.





User Guide 6–i

Chapter 6

Periodic Processing

Day End Processing ............................................................6–2

Creating General Ledger Batches and Posting A/R Batches in Accounts Receivable ...6–3

Printing Periodic Reports .......................................................6–6

Clearing History ...............................................................6–7





User Guide 6–1

Chapter 6

Periodic Processing

This chapter contains instructions for the periodic tasks you perform

as part of processing your transactions and keeping your order entry

system up to date.

The following topics are discussed:

• Day End Processing.

• Creating general ledger entries.

• Printing periodic reports.

• Clearing history.

At each period end you should:

• Create any new sales orders you wish to process in the period

using the Order Entry form.

•

Post other transactions that apply to the period using the Shipment Entry, Invoice Entry, and Credit/Debit Note Entry

forms.

• Print the Order Action, Aged Orders, and Invoice Action reports

to identify orders that require action.

• Print the G/L Transactions report, and then create general ledger

transactions (if you do not use the option to create general ledger

transactions during Posting or Day End Processing).

• Process the batches in Sage Accpac General Ledger, if you use it,

or post them manually to another general ledger.

• Clear the transactions, posting journals, and statistics that you no

longer need, using the Clear History form.



Day End Processing


Press F1 for

HelpFor specific information about a field in a form, press the F1 key, and

then click the Field List button on the Help panel that appears.

For instructions on how to use Help, press F1 again when Help is

displayed.

Day End Processing

When you post Order Entry transactions, the program immediately:

• Updates item quantities in Inventory Control.

• Updates item costs for posted shipments, if you selected the

option to

cost

items

during

posting

on

the

I/C

Options

form.

• Creates G/L transactions if you are shipping goods and you

selected the option on the I/C Options form to create transactions

during posting (and did not select the option in the G/L

Integration form to create transactions using the Create Batch

icon).

• Adds prepayments to Accounts Receivable receipt batches if you

selected the option on the I/C Options form to create transactions

during posting.

• May post batches in Accounts Receivable if you create

transactions during posting and you do not use the Create Batch

icon to post A/R batches.

You must run Day End Processing in the Inventory Control program

to completely update your Order Entry, Inventory Control, and

Accounts Receivable data.

Day End

Processing

performs

the

following

tasks:

• Activates and posts future orders that have reached their order

date, and updates quantities on sales orders.

• Removes quotes with expiration dates up to and including the

session date for day‐end processing.



Creating General Ledger Batches and Posting A/R Batches in Accounts Receivable

User Guide 6–3

• Calculates the unit cost for each item on a shipment, using the

item’s costing method, if you chose the Inventory Control option

to cost items during day‐end processing.

•

Creates a batch

of

General

Ledger

journal

entries

for

posted

shipments, if you chose the Order Entry option to create general

ledger entries during day‐end processing.

• Updates costing information for LIFO‐ and FIFO‐costed items in

Inventory Control.

• Updates Inventory Control with the costs of items returned.

• Updates statistics and history in both Order Entry and Inventory

Control.

• Updates sales commissions, if you selected the option to Track

Commissions.

• Creates and posts a batch of Accounts Receivable summary

invoices and credit notes from posted Order Entry transactions if

you do not create transactions during posting and you do not

use the Create Batch icon in Order Entry to post A/R Batches.

•

Creates

the

invoice

and

credit

note

posting

journals

in

Order

Entry for the new day‐end sequence number.

For instructions for running Day End Processing in Inventory

Control, see Chapter 7, “Day End and Periodic Processing,” in the

Inventory Control User Guide.

Creating General Ledger Batches and Posting A/R

Batches in Accounts Receivable

Use the Create Batch icon to:

• Produce a batch of general ledger transactions (or append to an

existing general ledger batch) from the shipment transactions

that you posted in Order Entry.





• Post a batch of accounts receivable transactions created from

invoices, credit notes, and debit note transactions that you

posted in Order Entry.

You can

use

this

icon

only

if

you

do

not use

the

option

to

create

the

general ledger batch during posting or day‐end processing, and do

not use the option to post the Accounts Receivable invoice batch

during posting or day‐end processing.

If you do not use Sage Accpac General Ledger or if your Sage

Accpac General Ledger system is at another location, Order Entry

appends its general ledger transactions to a file called oegltran.csv ,

which can be imported by a Sage Accpac General Ledger at another

site

or

transferred

to

another

general

ledger

that

you

use.

The

file

is

in a Comma Separated Values (CSV) format, and is created in the

same directory as your company database.

Note that all general ledger transactions are placed in the same CSV

file, and that each time Order Entry creates transactions it asks

whether to add to the file or replace it.

Always append You should always append to the CSV file. If you overwrite it, you

will destroy all transactions that are already in the file.

Before you start

•

Select On

Request

Using

Create

Batch

Icon

and

other

options

on

the Integration tab of the G/L Integration form in Order Entry.

• Run Day End Processing to update the company’s Order Entry

data.

• Print the G/L Transactions report, and then file it with your audit

trail reports. (You must print the report before using the Create

Batch form. See Chapter 7, “Reports,” for information about

printing the G/L Transactions report.)




User Guide 6–5

To create the general ledger batch:

1. From the Periodic Processing folder, choose Create Batch.

2. Select Create G/L Batch if you are creating a batch of transactions

for the general ledger.

3. Type the day‐end number assigned to the last day‐end run for

which you

want

to

create

the

general

ledger

batch,

or

accept

the

displayed number.

When you create the general ledger batch, the last day‐end

number processed is entered in the G/L Transactions Generated

Through Day End Number field on the Integration tab of Order

Entry’s G/L Integration form.

4. Select Post A/R Batches to post all invoices, credit notes, and

debit notes in the Accounts Receivable program.

You can also use Post Batches in the Accounts Receivable

program to post the transactions created by Order Entry.

5. To create the batch, click Process.

A message appears telling you when processing has finished.

6. Click Close to close the message box.

After using • If you do not use Sage Accpac General Ledger — or if your Sage

Accpac General

Ledger

is

in

a different

database

from

Order

Entry, import the oegltran.csv file into your general ledger, then

delete the file from the Order Entry database.

• Post the batch in Sage Accpac General Ledger, if you use it.



Printing Periodic Reports


Printing Periodic Reports

This section describes the Order Entry reports you should print

periodically

to

report

Order

Entry

information.

You choose the following icons from the O/E Reports folder to print

periodic reports:

Transaction List Transaction lists report the details of posted orders, invoices, and

credit notes.

Order Action The Order Action report shows the status of outstanding orders

(orders that have not yet been fully invoiced).

Aged Orders The Aged Orders report lists outstanding orders by order date.

Invoice Action The Invoice Action report shows whether orders have been partially

or fully invoiced, and prints outstanding amounts.

Salesperson

CommissionsThe Salesperson Commission report shows all commission data

accumulated since the data was last cleared.

Sales History The Sales History report shows order sales, returns, costs, and

margin figures.

Sales Statistics The Sales Statistics report shows accumulated order entry statistics

for the

current

period

and

for

prior

periods

that

have

not

been

cleared.

G/L Transactions The G/L Transactions report lists the general ledger transactions

created from all shipments posted in Order Entry since the last time

you created the general ledger batch.



Clearing History

User Guide 6–7

See Chapter 7, “Reports,” for further information about these

reports.

Clearing History

Use the Clear History form to selectively clear (delete) data you no

longer want to keep in your Order Entry system. There are five types

of data you can clear using this form:

• Transaction history (all the information from completed orders,

invoices, and credit notes).

•

Sales

history

(item

and

customer

sales

by

period).

• Sales statistics (totals and high and low amounts by period).

• Salesperson commissions (commissions accumulated since the

last time data was cleared).

• Printed posting journals (transactions from invoices, credit/debit

notes, and shipments which will be posted by Accounts

Receivable to general ledger accounts, listed by day end

number).

You can clear one or more types of data at the same time.

Clearing

determines the

salesperson

commission period

Note: Salesperson commission figures are accumulated for

each salesperson until they are set back to zero by the Clear

History form.

At the end of each commission period, you must perform the

following tasks:

1.

Run Day End Processing to update all commissions.

2. Print the Salesperson Commission report.

3. Clear salesperson commission data so you can begin

accumulating data once again.



Clearing History


If you use increasing commission rates for increasing sales amounts

in each period, make sure that you print and clear salesperson

commissions promptly at period end, or the commission calculations

will

not

be

correct.

Before you start • Post all outstanding orders, invoices, and credit notes that could

affect records you want to clear.

• Print all invoices and credit notes.

• Run Day End Processing in Inventory Control to update

transactions and statistics that could affect records you want to

clear.

•

Print reports

of

the

data

you

want

to

clear.

For

example:

Before clearing

transaction history− Print the order, invoice, and credit note lists for the

transactions you plan to clear.

When you print the reports, sort by transaction number, and

specify transactions with dates up to and including the date

through which you are clearing. Note that Order Entry does

not use the transaction date to determine which transactions

are cleared; it uses the date on which you ran Day End

Processing after

completing

the

transaction.

Before clearing

sales history− Print the Sales History report.

Enter the year and period up to which you are clearing in

the To field, and then select the range of customer numbers

or item numbers for which you will clear statistics.

Before clearing

statistics− Print the Sales Statistics report.

Enter the year and period up to which you are clearing in

the To

field.



Clearing History

User Guide 6–9

Before clearing

salesperson

commissions

− Print the Salesperson Commissions report.

Once you clear salesperson commission data, Order Entry

starts calculating commissions for the new commission

period.

Before clearing

posting journals− For each posting journal you want to clear, print a copy.

Make sure you select the range of day‐end numbers you

plan to clear. If you use the Create Batch icon to create the

general ledger batch, print the G/L Transactions report for

the journals. Note that you must print the G/L Transactions

report before you use the Create Batch icon.

To clear history:

1. Choose Clear History from the O/E Periodic Processing folder.

When you select all the options on the Clear History form, it

looks like this:

2. To clear orders, invoices, and credit notes, select the Transaction

History

option,

then

enter

the

date

through

which

to

clear

data.

Order Entry clears the orders, invoices, and credit notes that

were completed up to and including the date you specify.

3. To clear sales history, select the Sales History option, and then:

a. Select the year and period through which to clear data.



Clearing History


b. Select customer numbers or item numbers in the Select By

field and enter the range of numbers.

Order Entry clears history for the previous periods in the

specified year

and

for

all

periods

in

previous

years.

4. To clear sales statistics, select the Sales Statistics option, and then

enter the year and period through which to clear statistics.

Order Entry clears statistics for the previous periods in the

specified year and for all periods in previous years.

5. To clear salesperson commissions after printing the commission

report at the end of the commission period, select the Sales‐

person

Commissions

option,

and

then

enter

the

range

of

salespeople for whom you want to clear the data.

Order Entry clears all data for the range of salespeople you

specify.

6. To clear posting journals, select the Printed Posting Journals

option, and then:

a. Select the type of posting journal you want to clear.

b.

In the

Through

Day

End

Number

field,

enter

the

day

‐end

number through which you want to clear.

Clear History clears the posting data for all transactions with a

day‐end number up to the one you specified, provided that you

printed the journal.

7. When ready, click Process to clear the specified information.

8. Repeat the above steps for other ranges of records from which

you

wish

to

clear

history.

When finished, click Close to close the form.



User Guide 7–i

Chapter 7

Reports

Standard Report Features .......................................................7–1

Printing Reports................................................................7–2

Aged Orders...................................................................7–3

Credit Notes and Debit Notes ...................................................7–5

E‐mail Messages ...............................................................7–6

G/L Integration ................................................................7–7

G/L Transactions ...............................................................7–7

Invoice Action .................................................................7–9

Invoices ......................................................................7–10

Miscellaneous Charges.........................................................7–12

Optional Fields................................................................7–13

Options ......................................................................7–13

Order Action..................................................................7–14

Order Confirmations ..........................................................7–15

Picking Slips..................................................................

7–17

Posting Journals...............................................................7–20

Quotes .......................................................................7–21

Sales History..................................................................7–23

Sales Statistics.................................................................7–24

Salesperson Commissions......................................................7–24

Ship‐Via Codes ...............................................................7–25

Shipping Labels ...............................................................7–25

Templates ....................................................................

7–26 Transaction List ...............................................................7–27





User Guide 7–1

Chapter 7

Reports

This chapter describes the reports you can print from Sage Accpac

Order Entry. The information for each report includes a description

of the report’s purpose and instructions on when and how to print.

For some reports, the chapter describes options you can select, report

features or contents, other reports you can print from the same

report form, and information that appears on reports in a

multicurrency Order Entry system.

Standard Report Features

All Order Entry reports include:

Report contents • Date and time the report was printed (the system date, not the

one you entered when you started Sage Accpac ERP).

•

Report title.

• Company name, as entered in the company profile.

• Page number.

• Selection criteria for the report, if applicable.

You can include optional field information when printing Posting

Journals reports, Miscellaneous Charges reports, and Transaction

List

reports.

Some reports support the save/restore settings feature, with a

Settings menu that includes: “Save Settings as Defaults,” and “Clear

Saved Settings.”



Printing Reports


Printing Reports

Report sizes and

printer

requirements

All reports fit on an 8½ʺ x 11 , or A4‐size laser‐printed page. Most

reports are

printed

in

landscape

(wide)

orientation,

but

some

use

portrait (long) orientation.

Print destination You can print reports to a printer, to a file, to your screen, or to an

e‐mail message. The system updates the report status to “printed”

after printing to any print destination.

To specify the print destination, choose Print Destination from the

File menu on the Sage Accpac company desktop and then select a

destination to which you want reports printed.

Paper. Set your print options to match your printer:

• Report Paper Size. Select this option if you use a laser printer

and want to print each report using its predefined paper size

(number of lines per page).

Do not select this option if you use a dot matrix printer or if you

want to select the paper size before printing each report.

• Report Orientation. Select this option if you use a laser printer

or other type of printer that can print in landscape and in

portrait. This choice ensures the report will be printed in its

intended orientation, even if another orientation is specified in

the Windows Control Panel.



Aged Orders

User Guide 7–3

Do not select this option if you use a continuous‐feed printer.

• Use A4 in Place of Letter. Select this option if you use A4 paper

(European paper size) instead of the North American letter size.

Default Paper Size. This setting works with reports that are

available in letter and legal paper widths.

Clearing posting

journalsSome reports must be printed before you can perform other steps in

the program. For example, you must print a copy of each posting

journal, using any print destination, before you can clear the data for

the journal in Clear History.

Security

permissions and

report availability

The number of report icons available on the company desktop

depends on the security permissions you have been granted. For information about the security permissions in Order Entry, see

Appendix C in this guide.

Further

informationFor information about setting up or selecting printers, see the System

Manager User Guide.

Aged Orders

This report provides a list of all incomplete orders and their relative

ages in the system. The report allows you to quickly spot and act on

orders that have been outstanding for a long time.

You can list all or a range of orders by order number, customer

number, or currency, in a multicurrency system. You can select three

aging categories. A fourth column shows orders that have been

outstanding for more than the number of days in the last aging

category.

When to print Print the report periodically to identify orders that have not been

filled.



Aged Orders


How to print Choose Aged Orders in the O/E Reports folder and then specify the

following information:

• The date as of which you want orders aged.

All orders older than the Aged As Of date fall into one of the

aging periods. Orders that are more recent than the Aged As Of

date (and up to the Cutoff Date) appear in the Current column.

1 to 30

days

31 to 60

days

61 to 90

days

over 90

days

Current

Orders

Aged As Of

Date

Order dates before the Aged As Of date

Cutoff

Date

•

The

Cutoff

Date

(the

date

of

the

most

recent

order

you

want

listed). The report does not list orders with a document date later

than this date. If you do not want to list any current orders, enter

the same date in the Aged As Of and Cutoff Date fields.

• The sorting order for the report: by order number, customer

number, or currency code (in a multicurrency system).

• Ranges of order numbers, customer numbers, and currencies to

include on the report.

•

Number of days in each report aging period. The default aging

periods are defined in the O/E Options form.

Multicurrency

accounting• Whether to print amounts in the customer currency or in the

functional currency.

• What extra information to include: invoice information, contact

name and phone number, or space for comments.




User Guide 7–5


Order Entry’s credit notes and debit notes let you show customers

the details

of

sales

returns

and

other

credits

and

debits

posted

to

their accounts using the Credit/Debit Note Entry form.

Keep Transaction

History optionIf you do not keep transaction history, Order Entry deletes

information for printed credit notes and debit notes when you run

Day End Processing in Inventory Control — so you will not be able

to reprint credit notes.

How to print Choose Credit/Debit Notes from the O/E Forms folder to print all or

a range of credit notes or debit notes.

You can also print an individual credit note or debit note

immediately after posting a credit note or debit note. Order Entry

asks whether you want to print the credit note or debit note when it

displays the “Posting completed” message.

Order Entry lets you choose a delivery method for the debit note or

credit note:

• Choose Print Destination to print to your usual print destination.

•

Choose Customer to use the delivery method specified for the customer in Accounts Receivable.

If the customer’s delivery method is E‐mail or Contact E‐mail,

the program sends the credit note or debit note to the e‐mail

address specified in the customer record, rather than to a printer.

You can specify the ID for the message that you want to send

with the credit note or debit note.


e‐mail message for credit notes or debit notes, click the Zoom

button for the Message ID field.

Options • You can print either credit notes or debit notes at one time.



E-mail Messages


• You can select the option Include Credit [Debit] Notes Already

Printed to print all credit notes or debit notes in the range, or

clear the option to print only those you have not already printed.

•

Select the Custom Form option if the report form (xxxxxx.RPT)

does not use the report selection criteria sent by the credit/debit

note print program. (Do not select this option unless you know

that your customized credit/debit note form requires it.)

• Choose whether you need to print kit components (if any kits are

listed on the order).

• Choose whether you need to print bills of material components

(if any items are assembled from bills of material).

Order Entry comes with two standard credit note forms:

OECRN01.RPT prints a complete credit note on a laser or ink‐ jet

printer (including headings, lines, and boxes), and OECRN02.RPT

prints credit note information only (for preprinted stock).

Unit Price column

on printed forms

may not match the

data entry screen.

Note: The Unit Price column printed on credit or debit notes

is calculated by dividing the extended price by the quantity

returned — whether pricing by quantity or by weight. When

pricing

by

weight

(and

when

the

order

unit

of

measure

is

not the pricing unit of measure), the printed unit price may

not match the unit price on the transaction entry form.

See Appendix D in this guide for more information on using

different Order Entry forms.

E mail Messages

The E‐mail Messages report lists the standard e‐mail messages you

created to send with e‐mailed quotes, order confirmations, invoices,

credit notes, and debit notes.

The report includes the type of transaction associated with the

message, the message ID and description, and the message text.



G/L Integration

User Guide 7–7

When to print

Print this report whenever you add, modify, or delete e‐mail

messages.

How to print Choose E‐mail Messages in the O/E Reports folder, or choose File,

Print from the E‐mail Messages setup form, and then click Print.

G/L Integration

The G/L Integration report lists the selected options and other

information you entered in the G/L Integration form to specify how

your Order Entry system sends transactions to General Ledger.

When to print Print the

report

before

and

after

changing

options.

How to print Double‐click the G/L Integration icon in the O/E Reports folder, or

choose File, Print from the G/L Integration form.

Features The report displays:

• General ledger integration options.

• Information transferred from source transaction fields to G/L

transaction fields (for description, reference and comment

fields).

G/L Transactions

The G/L Transactions report is a list of the general ledger

transactions created from posted Order Entry shipment transactions.

You can print detailed or summary versions of the report.

The level of detail for transactions on the detailed report depends on

your choices on the Integration tab of the Options form. For example,

if you choose Consolidate by Account and Fiscal Period, the report

shows a total for each general ledger account and fiscal period. If

you choose Do Not Consolidate, the report shows full details for

each transaction.



G/L Transactions


The summary report lists one total for each account number.

When to print Print this report before or after using the Create Batches form, or

before you clear printed posting journals using the Clear History

form. Note that once you clear printed posting journals, you can no

longer print those transactions on the G/L Transactions report.

How to print Choose the G/L Transactions icon from the O/E Reports folder, and

then make your selections in the following fields:

Through Posting Sequence. Enter the posting sequence up to and

including the sequence for which you want to list transactions. The

latest posting sequence number is displayed by default in this field.

You can enter earlier posting sequence numbers if you wish.

Report Format. Select Detail or Summary.

Sort By. If you choose the detailed report format, specify the order in

which to list the transactions on the report. The choices are by

general ledger account number, or by year and period.

Report Currency. If you use multicurrency accounting, specify

whether to print amounts in each customer’s currency (source) or in

the functional currency.

Features The detailed report includes the following information:

• The source code assigned during posting to identify different

types of transactions. Order Entry source codes are:

OE‐CO (O/E Consolidated Entry)

OE‐ IN (O/E Invoices)

OE‐SH (O/E Shipments)

• The information in the Reference and Description columns

depends on your choices on the G/L Integration form.

• Total by sorting option.



Invoice Action

User Guide 7–9

Invoice Action

This report lets you find out whether shipments have been partially

or fully

invoiced

and

print

the

current

amounts

remaining

to

be

invoiced. This report ensures that all product shipped to customers

is properly invoiced in a timely manner.

Note that this report does not apply to job‐related orders that use

project invoicing. This is because after posting a shipment for a job‐

related order that uses project invoicing, that document is marked

completed, and can never be invoiced in Order Entry.

When to print Whenever you want to see if orders/shipments have been invoiced.

How to print Choose Invoice Action in the O/E Reports folder and then specify the


• Whether to print a detail report or a summary report.

• The main selection method and sorting order for the report — by

order number or shipment number — and the range of order

numbers or shipment numbers to include on the report.

− If you select by shipment, you choose the range of shipments

and, optionally, a range of customers or salespeople.

− If you select by order, you choose the range of orders and,

optionally, a range of customers or salespeople. However,

you can also choose the status of the orders printed, which

involves choosing from a variety of shipment statuses and

invoicing statuses.

• The secondary sorting order — by customer number or primary

salesperson — and the range of customer numbers or primary

salespeople.

• The range of order dates or shipment dates to include on the

report (depending on whether you are selecting orders or

shipments).



Invoices


• If you are selecting by order number, choose the type of order

that you want to include:

− Fully Shipped, Partially Invoiced. This choice includes

orders that have been fully shipped, where some, but not all,

of the shipments have been invoiced.

− Fully Shipped, Not invoiced. This choice includes only fully

shipped orders where no invoices have been issued.

− Partially Shipped, Partially Invoiced. This choice prints

orders that have been partially shipped, where some but not

all of the shipments have been invoiced.

−

Partially Shipped, Not Invoiced. This choice includes all orders that have been partially shipped, where none of those

shipments have been invoiced.

− Fully Shipped, Fully Invoiced. This choice prints all orders

that have been fully shipped, and all shipments that have

been invoiced.

− With Shipments Uninvoiced. This choice prints all orders

that have shipments that have not been invoiced.

• If you have a multicurrency system, choose whether to print

amounts in the customer currency or your functional currency.

• If you use the Project and Job Costing module, choose whether

to print contract, project, and category information for details.

Invoices

An invoice is a detailed bill for items purchased and shipped by Order Entry.

Keep Transaction


information for printed invoices when you run Day End Processing

in Inventory Control — so you will not be able to reprint invoices.



Invoices

User Guide 7–11

How to print Choose Invoices from the O/E Forms folder to select all or a range of

invoices. You can also print individual invoices immediately after

posting them. (Order Entry asks whether you want to print the

invoice

when

it

displays

the

“Posting

completed”

message.)

Order Entry lets you choose a delivery method for invoice printing:


• Choose Customer to use the delivery method specified for the

customer in Accounts Receivable.


the program sends the invoice to the e‐mail address specified

in the customer record, rather than to a printer. You can specify the ID for the message that you want to send with the invoice.



Message ID field.

Options • You can select the option Include Invoices Already Printed to

print all invoices in the range, or leave the option clear to print

only those invoices that have not been printed.

• You can also indicate whether you need shipping labels.

• Choose whether you want to include backordered quantities on

the invoice.

• Select the Custom Form option if the invoice form (xxxxxx.RPT)

does not use the report selection criteria sent by the Invoices

program form. (Do not select this option unless you know that

your customized invoice form requires it.)

•

Choose whether you need to print kit components (if any kits are

listed on the invoice).







Features Order Entry comes with five 8½ʺ x 11ʺ invoice report forms:

• OEINV01.RPT — prints a complete invoice form (including

headings and lines) on a laser or ink‐ jet printer. This form uses

datapipe fields.

• OEINV02.RPT — prints only the invoice information on

preprinted stock. This form uses datapipe fields.

• OEINV03.RPT — prints a complete invoice form (including

headings and lines) on an Internet form.

• OEINV04.RPT — prints a non‐datapipe invoice form (including

headings and lines) on a laser or ink‐ jet printer.

• OEINV05.RPT — prints a non‐datapipe invoice form on

preprinted stock.

Unit Price column

on printed invoices

may not match the

data entry screen.

Note: The Unit Price column printed on invoices is

calculated by dividing the extended price by the quantity

shipped — whether pricing by quantity or by weight. When

pricing by weight (and when the order unit of measure is






Miscellaneous charges are the charges added to invoices and credit

notes for costs other than for items purchased and returned. For

example, miscellaneous charges can be set up for postage, shipping, handling, and restocking.

You can include job‐related information as well as optional fields

information in Miscellaneous Charges reports.



Optional Fields

User Guide 7–13

When to print Print the report whenever you change miscellaneous charges

information.

How to print Choose Miscellaneous Charges in the O/E Reports folder, or choose

File, Print from the Miscellaneous Charges form, and then select:

• The order in which you want the report printed (by

miscellaneous charge or by currency, if you have a

multicurrency system).

• The range of miscellaneous charge codes.

• The range of currency codes, if you use a multicurrency ledger.

•

Whether

you

want

to

include

the

extended

cost

and

job‐

related

expense and clearing accounts for job‐related miscellaneous

charges.

• Whether to include optional field information.

Optional Fields

This report displays all the optional fields you assigned to Order

Entry, with their names, descriptions, values, and whether they can

be auto inserted.

When to print Print and file the report whenever you change optional fields for the

Order Entry system.

How to print Choose Optional Fields in the O/E Reports folder, or choose File,

Print from the Optional Fields form, and then click Print.

Choose the Show Settings option to print the settings for each

optional field

on

the

report.

(The

settings

specify

the

accounts

to

which optional fields will be passed and whether optional fields will

be passed to Project and Job Costing.)



Options


Options

This report documents the information and options you entered

when you

set

up

your

Order

Entry

system,

or

when

you

changed

the

information using the Options form.

When to print Print and file the report whenever you change company options for

the order entry system.

How to print Choose Options in the O/E Reports folder, or choose File, Print from

the Options form, and then click Print.

Order Action

This report lists current orders. The Order Action report options

allow you to produce a wide variety of reports.

When to print When you need to review active orders to see what has been done

with them, or needs to be done.

How to print Choose Order Action in the O/E Reports folder and then specify the


• Whether to print a detail report or a summary report.

• The sorting order for the report: by order number, customer

number, or primary salesperson number.

• Ranges of order numbers, customer numbers, or primary

salesperson numbers to include on the report. The range of

expected ship dates (for orders) to include on the report.

•

The range

of

expected

ship

dates

(for

orders)

to

include

on

the

report.

• Whether to include all orders, orders entered directly, or orders

entered via the Internet.



Order Confirmations

User Guide 7–15

• The types of orders to include: all orders, orders never shipped,

orders partially shipped, orders never or partially shipped, or

orders on hold.

•

The print status of orders to include: all statuses, posted (nothing

printed), confirmation printed, or picking slip printed.

If you ship goods from an order and print the picking slip after

posting from the Order Entry form, only the shipment will have

the print status set to “Picking Slip Printed,” not the order.

• The item status of orders to include: completed with no

shipments, incomplete, some items available for shipment, all

items available for shipment, or items out of stock.

• Whether to print prices and total order amounts in the customer

currency or in the functional currency (for detail reports in

multicurrency ledgers only).

• Whether to include job details (if you use the Project and Job

Costing module).

Dynamic reportsNote: You can use the OEORDACT.VBA macro to generate

a dynamic report, choosing the fields you want to appear on

the report as needed. See Appendix D in this guide for more

information.

Order Confirmations

Before completing and invoicing an order, you can print and send

customers an order confirmation that acknowledges receipt of the

order and confirms the contents.

How to print Choose Order Confirmations from the O/E Forms folder to print all

or a range of confirmations.

You can also print individual order confirmations immediately after

posting orders from the Order Entry form. (Order Entry asks



Order Confirmations


whether you want to print the order confirmation when it displays

the “Posting completed” message.)

Order Entry lets you choose a delivery method for the order

confirmations:


• Choose Customer to use the delivery method specified for the



the program sends the order confirmation to the e‐mail address

specified in the customer record, rather than to a printer. You

can specify the ID for the message that you want to send with the order confirmation.




Options You can print all order confirmations in the range you selected by

selecting the option Include Confirmations Already Printed, or limit

printing to those that have not been printed by clearing this option.

You can also indicate whether shipping labels are required for the order.

If you are printing from the Order Confirmations form, you can:

• Select a range of orders.

• Choose whether you want to reprint confirmations.

• Choose whether you need shipping labels.

•

Select the Custom Form option if the order confirmation (xxxxxx.RPT) does not use the report selection criteria sent by

this order confirmation print form. (Do not select this option

unless you know that your customized order confirmation form

requires it.)



Picking Slips

User Guide 7–17


listed on the order).



• Choose whether you want to print order confirmations for

orders that are on hold, or restrict printing to orders that can be

shipped.

Features Sage Accpac Order Entry comes with two order confirmation forms:

OECONF01.RPT prints a complete confirmation (including lines and

borders) on a laser or ink‐ jet printer, and OECONF02.RPT prints

order information on preprinted stock.

OECONF03.RPT, an order acknowledgement form, is also

shipped with Sage Accpac Order Entry and is used by

iConnect Sales Orders for Internet orders.



Unit Price column

on confirmatons

may not match thedata entry screen.

Note: The Unit Price column printed on order confirmatons

is calculated by dividing the extended price by the quantity ordered — whether pricing by quantity or by weight. When

pricing by weight (and when the order unit of measure is



Picking Slips

You can print picking slips that your warehouse or shipping

department can use to locate order items and check the availability

of inventory. You can sort items on picking slips by picking sequence

(usually the location of goods in your warehouse), item number, or

order line number.



Picking Slips


You can also print multiple picking slips per order or shipment if

your order/shipment details include goods from different locations.

Select all or a range of orders or shipments and locations for which

to print picking slips. You can limit printing to those that have not

been printed, or print all picking slips in the range you selected.

Depending on whether you are printing picking slips for orders or

shipments, picking slips will show the number of items that are

currently on order (the original amount minus the quantity shipped)

or the number for the particular shipment.


picking

slip

after

posting

from

the

Order

Entry

form,

the

print status of the shipment will be set to “Picking Slip

Printed,” but the print status of the order will not be

changed.

To update the status for orders, post the order but do not

print the picking slip. Instead, go to the O/E Forms folder,

choose Picking Slips, select the form you want, and change

the Select By field to Order Number. Print the picking slip,

and the status will be correctly updated.

How to print Choose Picking Slips from the O/E Forms folder, and then:

• Select the report that corresponds to the picking slip that you

want to print. The report file that you used last appears by

default.

• Choose whether you are printing picking slips for a range of

posted orders or for posted shipments.

•

Select whether

you

want

item

details

listed

on

each

picking

slip

by picking sequence, item number, or order/shipment line

number.

• Specify the range of orders/shipments for which you want

picking slips printed.



Picking Slips

User Guide 7–19

• Specify the range of locations for which you want slips printed.

Order Entry uses the default location entered in the order or

shipment header to determine the location — not the locations

entered

for

individual

detail

lines.

• Specify whether you want to reprint picking slips that have

already been printed.

If you have already shipped some goods on an order and want

to print a new picking slip, select the order number and select

the option, Include Picking Slips Already Printed.

• Choose whether you will need to print shipping labels for the

orders/shipments being picked.


listed on the orders or shipments).



Features Order Entry comes with four picking slip forms:

• Two forms are for printing picking slips for orders, and two are

for

printing

picking

slips

for

shipments:

− For printing orders:

• OEPICKORDER1 A plain paper picking slip (prints

boxes, lines and borders).

• OEPICKORDER2 A picking slip for preprinted forms.

− For printing shipments:

•

OEPICKSHIPMENT1

A

plain

paper

picking

slip.

• OEPICKSHIPMENT2 A picking slip for preprinted

forms.

• The sample Order Entry picking slips list all the items and

miscellaneous charges on an order or shipment, together with



Posting Journals


any instructions that were entered either with detail lines or for

the order itself. The sample slips also include the name and

address of both the company and customer.

•

You can include other information on picking slips, depending

on the report files you use to print them.

Posting Journals

The Shipment, Invoice, and Credit/Debit Note Posting Journals are

part of your audit trail. Print the posting journals at the end of each

day, as part of your day‐end procedure. You can clear the posting

file after printing the report.

The Shipments Posting Journal lists all shipments for the range of

day‐end numbers you specify. The Invoice Posting Journal lists all

invoices issued to customers for the range of day‐end numbers you

specify. The Credit/Debit Note Posting Journal lists credit notes

issued to customers for returned goods, and other credits.

You can include sales splits, tax information, and optional fields in

posting journals. You can also include Accounts Receivable audit

information with invoice information to help you match postings in

Order Entry to Accounts Receivable transactions.

Multicurrency A posting journal from a multicurrency system lists the customer’s

currency code for each invoice, along with the exchange rate,

exchange rate type, and exchange rate date. The journal prints

amounts in both source and functional currencies.

The final page of the report includes totals for each source currency,

and a general ledger summary in both source and functional

currencies.

When to print Print regularly (daily or weekly). This is the detailed record of all

transactions arising from particular invoices, credit/debit notes, and

shipments that will be posted to the general ledger from Accounts

Receivable.



Quotes

User Guide 7–21

How to print • Choose Posting Journals in the O/E Reports folder, and then

select Shipments, Invoices, or Credit Notes.

• Specify the range of day‐end numbers for which you are

printing the report.

• Select the order in which you want the transactions to appear.

• Choose to include sales split information, a tax summary,

Accounts Receivable audit information (for invoices), tax

reporting information, journals that you printed previously,

optional fields, or, if you use Project and Job Costing, job details.

• For shipments and invoices, choose whether to print the journal

on 8 ½ʺ x 11 , A4, or 8 ½ʺ x 14ʺ paper.

Quotes

A quote is a detailed report on items a customer is interested in

purchasing. Order Entry provides a standard 8 ½ʺ x 11ʺ layout that

you can use as is, or change to suit your needs.

Note: Quotes are

deleted

automatically

after

their

expiry

date.

When to print Immediately after posting a quote for a customer, or before Day End

Processing on the quote’s expiry date.

How to print Choose Quotes in the O/E Forms folder to print all or a range of

quotes. You can also print individual quotes immediately after

posting them. (Order Entry asks whether you want to print the quote

when it displays the “Posting completed” message.)

You can print all quotes from the orders in the range you selected by

selecting the option Include Quotes Already Printed, or limit

printing to those that have not been printed by clearing this option.



Quotes


Order Entry lets you choose a delivery method for quotes:


•

Choose Customer

to

use

the

delivery

method

specified

for

the



the program sends the quote to the e‐mail address specified in

the customer record, rather than to a printer. You can specify the

ID for the message that you want to send with the quote.



Message ID field.

• Specify whether you want to reprint quotes that have already

been printed.

• Select Custom Form only if you have a special quote form that

does not use the report selection criteria sent by this print form.

• Select Print Kit Component Items to print all of the components

in kit assemblies on the quote form.

•

Select Print Bills of Material Component Items to print all of the

components in assemblies that are manufactured from bills of

material on the quote form.



Unit Price column

on printed quotes

may not match the

data entry screen.

Note: The Unit Price column printed on quotes is calculated

by dividing the extended price by the quantity ordered —

whether

pricing

by

quantity

or

by

weight.

When

pricing

by

weight (and when the order unit of measure is not the

pricing unit of measure), the printed unit price may not

match the unit price on the transaction entry form.



Sales History

User Guide 7–23

Sales History

This report provides a summary or detailed report of sales totals by

customer, inventory

item,

or

primary

salesperson.

The

report

can

be

used as a sales journal, to record sales staff performance by territory

or location, and to indicate the strengths and weaknesses in

company sales. You can clear the sales history (using the Clear

History form) after printing the report.

You must select the Keep Sales History option on the Options form

to be able to print the report.

When to print After running Day End Processing, at the end of an accounting cycle,

or any

time

you

want

to

check

on

your

sales

performance.

How to print Choose Sales History in the O/E Reports folder, or choose File, Print

from the Sales History form, and then:

• Select Detail or Summary for the type of report you want to

print. (There is no summary report when printing by primary

salesperson.)

• Specify the range of years and periods for which you are

printing the report.

• Select the order in which you want the sales history to appear on

the report (by customer number, item number, or primary

salesperson).

• Choose the ranges of customer numbers, item numbers, and

primary salesperson numbers to include on the report.

Multicurrency

accounting• If you use multicurrency accounting, you can also choose the

range of currency codes, and you can specify whether to print

amounts in customer currency or functional currency.



Sales Statistics


Sales Statistics

This report lists sales statistics accumulated since you last cleared the

sales statistics

data

for

the

period

you

specify.

The

report

can

help

you understand and analyze the level of processing in your Order

Entry system. Note that you must choose the Keep Sales Statistics

option on the Options form to print this report.

When to print When you want to check on the volume of orders, invoices, and

credit notes you processed during a period.

How to print Choose Sales Statistics in the O/E Reports folder, or choose File, Print

from the Sales Statistics form, and then:

•

Specify the range of years and periods for which to print the

report.

• If you use multicurrency accounting, specify whether to print

amounts in customer currency or functional currency, click the

range of currency codes to include, and select whether to

consolidate statistics for the range of currencies you specify.

Salesperson Commissions

This report lists the sales commission earnings for each salesperson

since you last cleared their commission data.

You must select Track Commissions on the Options form to be able

to print this report.

Print a detail report or a summary report. The summary report

prints the salesperson code and salesperson name, subtotals of

category sales and salesperson sales, total sales, cost of goods sold

and gross margin subtotals and totals, and the total commission

earned. The detail report includes all of the above, as well as an

itemized list of each invoice and credit note.



Ship-Via Codes

User Guide 7–25

After printing, you can clear the salesperson commission data to

start a new commission period.

The Salesperson Commissions report is printed in functional (home)

currency.

When to print After running Day End Processing, or any time you want to review

commission data.

How to print Choose Salesperson Commissions in the O/E Reports folder, and

then select whether to print a detail or summary report and specify

the date or fiscal period range for the report, and the range of

salesperson codes that you want to include.

Ship Via Codes

Ship‐via codes are used during order entry to identify the shipping

methods or carriers you use to deliver goods to customers (for

example, courier, air mail, parcel post). This report lists the ship‐via

codes that are defined in the Order Entry module.

When to print Print the report whenever you change ship‐via information.

How to print Choose Ship‐Via Codes in the O/E Reports folder, or choose File,

Print on the Ship‐Via Codes form, and then specify the range of ship‐

via codes, and click Print.

Shipping Labels

Shipping labels are attached to shipments sent from the warehouse

or shipping department. The number of labels printed for each

order, shipment, or invoice is the number specified on the Totals tab on the Order, Shipment, or Invoice Entry form.

Use the Shipping Labels icon in the O/E Forms folder to print all

labels, labels that have not yet been printed, or labels marked as

required within a range of labels for orders, invoices, or shipments.



Templates


You mark orders, invoices, or shipments as requiring shipping labels

when you print order confirmations, picking slips, or invoices.

When to print Print labels when assembling orders for shipping.

How to print Choose Shipping Labels from the O/E Forms folder. When the

Shipping Labels form appears:

• Choose the type of label that you want to use.

• Choose whether to print labels for a range of invoices, a range of

orders, or a range of shipments.

• Specify the range of invoices, orders, or shipments.

•

Click whether you want to reprint previously printed labels.

• Click whether you want to print labels for all invoices, orders, or

shipments or only print labels only for those invoices, orders, or

shipments that you marked as requiring labels.

• Click Print.

Features Order Entry comes with two labels: one works with 1½ʺ x 4ʺ sheet

labels for a laser printer (report file OELABEL.RPT), and the other

works with 1½ʺ x 3¾ʺ tractor feed labels (report file OELABELD.RPT).

Templates

You can speed up and simplify order entry by setting up templates.

Templates provide default information and settings when you add a

new order, shipment, invoice or credit/debit note.

When to print Print the report whenever you add or change order templates.

How to print Choose Templates in the O/E Reports folder, or choose File, Print

from the Templates form, and then specify the range of template

codes, and click Print.



Transaction List

User Guide 7–27

Transaction List

The order, shipment, invoice, credit/debit note lists allow you to

print detailed

or

summary

listings

of

all

current

Order

Entry

transactions. You can sort transaction reports by transaction number

or customer number, and you can specify a range of transaction

numbers, customer numbers, and currency codes (if you have a

multicurrency system) to include in the report.

You can print general order information, item details, addresses, tax

reporting information, salespeople, prepayments (except on

shipments and credit/debit notes), optional fields, and job details on

Transaction List reports.

Order selection If you are printing orders, you can select active orders, future orders,

standing orders, or quotes, and you can include orders that have

been entered directly or through the Internet.

You can also include orders for which a confirmation has been

printed, orders for which a picking slip has been printed, orders

never shipped, orders partially shipped, completed orders, and

orders on hold.

When to print Print these

reports

for

full

or

partial

information

on

current

or

past

transactions (if you keep transaction history).

Keep Transaction


transaction information when you run Day End Processing in

Inventory Control. If you do keep history, use the Clear History

form to delete transaction information.

Day End Processing deletes order information when orders are

completed and deletes invoice and credit note information after you

have printed

invoices

and

credit

notes.

How to print Choose Transaction List in the O/E Reports folder, and then:

• Select the type of transaction you want to print (orders, invoices,

credit/debit notes, and shipments).

• Select the type of report (detail or summary).



Transaction List


• Select the sort order (by transaction number or customer

number).

• Select the range of transaction numbers, customer numbers,

transaction dates, and currencies (if you have a multicurrency

system).

• Select the information you want to include in the report.

Orders • If you are printing orders, select the type, status, and source

(Entered or Internet) of the orders you are printing.

If prepayments have been entered for an order, the prepayment

information will appear beside the salesperson summary.

If any kits or bills of material were included in the order, the kit or

BOM number and component items are displayed on the report.

The report also includes summary totals for each source currency

and grand totals for orders, shipments, invoices, or credit/debit

notes.



User Guide A–i

Appendix A

Errors Warnings and Confirmations

Using Online Message Help .................................................... A–1





User Guide A–1

Appendix A

Errors Warnings and Confirmations

There are three types of messages that appear in Sage Accpac ERP:

errors, warnings, and confirmations.

In most cases, the descriptions for these messages start with a

message category such as “System error” or “Incorrect procedure” or

“Invalid input,” followed by a sentence that describes the problem

more specifically.

Error Error messages identify conditions that prevent the program from

proceeding. In some cases, the message includes suggestions for

action.

Warning Warning messages indicate that you are about to perform a

procedure that could damage your data.

Confirmation A confirmation message indicates a completed process.

For more information, see the System Manager User Guide , or click

the online Help button in the message to look up details.

Using Online Message Help

To look up an error message online:

1. Click the Help button if you receive an error message while

working in Sage Accpac ERP.



Using Online Message Help

A–2 Sage Accpac Order Entry

2. Look for a topic with similar words to the error message.

3. Click the error message you want to find out more about. This

action will link you to more detailed information:



User Guide B–i

Appendix B

Importing and Exporting

Importing and Exporting Data — Tips and Reminders ............................ B–2

Importing Records......................................................... B–2

Import Options............................................................ B–2

Errors During Importing ................................................... B–4

Exporting from Records with Multiple Record Types ......................... B–4

Selecting Export Records ................................................... B–5

O/E Import and Export Data.................................................... B–6

Miscellaneous Charges..................................................... B–6

Orders and Invoices ....................................................... B–7

Credit Notes .............................................................. B–7





User Guide B–1

Appendix B

Importing and Exporting

This appendix describes the Order Entry data you can import and

export.

With the Import and Export commands you can:

• Import setup information and records from a non‐Sage Accpac

program or spreadsheet.

• Import transactions from non‐Sage Accpac programs and remote

Sage Accpac subledgers.

• Export Order Entry data to a spreadsheet for analysis.

View lists of import

and export dataTo list the fields that you can import and export for each type of

record:

• Choose Display Import Fields or Display Export Fields from the

File menu on the Import and Export forms.

Or

• Read the import/export section in the Purchase Orders 5.5A

Technical Information file (POTECHINFO.WRI), which is

installed with Purchase Orders.

See “Selecting Purchase Orders Records to Import or Export” at

the end of this appendix for information about the file.

Further

informationFor information about file formats, templates, and the steps you

follow to import and export data, see the chapter, “Importing and

Exporting Data,” in the System Manager User Guide.

Press F1

for HelpPress F1 to display Help screens when using the Import or Export

commands.



Importing and Exporting Data — Tips and Reminders

B–2 Sage Accpac Order Entry


Importing Records

Use sample data

firstTo see exactly how to format records for importing, we suggest that

you first export records from the sample data that comes with Order

Entry, specifying the format from which you plan to import.

Display and print

import file layoutsYou can also display record fields by choosing Display Import

Fields from the Import File menu.

Back up your data Experiment with the Order Entry sample data, then back up your

accounting data before attempting to import records. For

instructions, see

the

chapter,

“Checking

Data

Integrity

and

Making

Backups,” in the System Manager User Guide.

Incorrect

importing may

damage data

Do not import accounting data without appropriate internal controls

and verification procedures.

Import Options

To

select

import

options,

choose

the

Import

command

from

the

File

menu of an Order Entry form.

Import form for

Sales Statistics




User Guide B–3

(You can only choose the Import option for sales statistics if you

choose the option, Allow Edit Of Statistics, on the Options form.)

The Type list box in the import form lets you import specific types of

records:

• Excel 2000

• Single CSV file

• CSV File

• Access

• Excel 5.0

• ODBC

If you choose to import a CSV file, you can choose the option, Title

Record, to include column headings.

The import form also lets you import records in one of three ways:

• Insert Only. Adds new records without changing existing

records.

• Update Only. Updates existing records, but does not add new

records.

• Insert And Update. Adds new records and updates those

currently in the database.

Records that allow

insert onlyMost Order Entry records allow all three options, but the following

types of records are limited to Insert Only:

• Orders.

• Credit/Debit notes.

• Salesperson commission rates.





Errors During Importing

If importing stops due to errors, Order Entry:

•

Creates a restart

record,

which

marks

the

point

where

importing

stopped.

• Identifies the error by task, date, time, and user (the person

performing the task).

• Describes any action which must be taken.

Restart

recordsFor information on restarting an import operation and on working

with restart records, see Chapter 8, “Working with Restart Records,”

in

the

System

Manager

Administrator

Guide.

Exporting from Records with Multiple Record Types

Order Entry uses more than one database table to store data for the

following types of records:

• Orders.

•

Credit

notes.

• Miscellaneous charges.

If you are exporting any of these records, the Export form shows a

list of the tables that you can export for the record, once you have

selected:

• The export file type (for example, Excel 2000, Single CSV File,

and so on) in the Type field, and

•

The

file

to

which

to

export

the

data,

in

the

File

field.

For example, after entering the Type and File fields, the following

Order Export form shows seven database tables: Orders, Order

Details, Order Payment Schedules, Order Comments and

Instructions, Order Serial Numbers, Order Optional Fields, and

Order Detail Optional Fields.




User Guide B–5

Export form for

orders

Click the plus sign beside the table name to view the fields you can

choose for exporting.

Fields marked with a star in its checkbox are required fields for

export. You must include all required fields from each of the tables

listed to be able to complete an export.

Selecting Export Records

You can use the Set Criteria option to specify a range of records to

export. For information on how to use this powerful selection tool,

see the section, “Setting Up Criteria for Selecting Records,” in

Chapter 4 of the System Manager User Guide.

You cannot select

records to importYou cannot use the Set Criteria option to select records to import

from an import file. You must import all records contained in an

import file at the same time.

FieldsTables



O/E Import and Export Data



The following list identifies restrictions and conditions for importing

and

exporting

Order

Entry

data:

Import-only records • You can import credit notes, but you cannot export them.

Export-only records • You can export sales history records, but you cannot import

them.

Export-only fields • For purposes of auditing and data security, some fields can be

exported but not imported.

For example, if you export a record into a spreadsheet, edit it,

and then

attempt

to

import

it

back

into

Sage

Accpac

Order

Entry, the export‐only fields will not be imported.

Key fields • Sage Accpac ERP uses key fields to look up records. Most types

of records have a single key, but some have more than one key

field.

For example, Order Uniquifier is the key field for orders, while

Year, Period, and Currency are the key fields for sales statistics

records.

• In Sage Accpac ERP, the Finder is active for most key fields.

Multicurrency

fields• Fields used only in multicurrency databases appear in the

import and export forms for single‐currency databases and can

be included in your export or import files, but are not used.


To export

miscellaneous

charges,

you

must

include

at

least

one

field

from each of these tables: Miscellaneous Charges and Miscellaneous

Charge Taxes.




User Guide B–7

Orders and Invoices

To export orders and invoices, you must include at least one field

from each of the following tables (Orders, Order Details, Order

payment schedules,

Order

comments/instructions,

and

Order

Serial

numbers).

If you import an order that puts a customer over their credit limit,

that order is put on hold.

Credit Notes

You can import credit notes only for non‐existent invoices; therefore,

you must

enter

credit

notes

for

existing

invoices

manually.

To import credit note records, you must include at least one field

from each of the following tables: Credit notes, Credit Note details,

Credit Note Serial Numbers, and Credit note comments/instructions.

For a complete list of editable fields refer to the FORMS.WRI file

(found in the \Sage Accpac\Docs\OE55AENG folder).

This document lists the information you can include when

developing

formats

to

print

order

confirmations,

quotes,

picking

slips, shipping labels, invoices, and credit notes. For each field, the

list includes the code that identifies the field, the maximum number

of characters in the field, and a description of the field.





User Guide C–i

Appendix C

Order Entry Security

Permissions and Rights ........................................................ C–1





User Guide C–1

Appendix C

Order Entry Security

This appendix describes the Order Entry tasks to which you can

assign security (password protection).

Define

security

groups and

assign to

users

Sage Accpac ERP uses security groups to restrict user access to data.

To set up security, you assign users their IDs, select the tasks that

members of each security group can perform, and then assign

individual

users

to

the

security

groups

you

defined.

Use

Database

Setup to turn

on security

Note that to restrict access to Sage Accpac data, you must first turn

on security for the system database using Database Setup.

For information on activating security and setting up security

groups, refer to the System Manager Administrator Guide.

Permissions and Rights

With Sage Accpac ERP security enabled, members of groups without

security assignments have very limited access to your system. They

can view only currency information (codes, rate types, currency

rates, currency tables, and conversion rates).

Print DestinationNote If you want users to be able to change the print

destination, permission to change the print destination must

be assigned from the Administrative Services permissions

list

in

the

Security

Groups

form.

O/E processing To allow users in a security group to edit records or perform

processing tasks in Order Entry, you must grant the group access to

additional tasks from the following list.




C–2 Sage Accpac Order Entry

Order Entry Folder and Icon Rights Permission Required

O/E Setup Folder

Options, Templates, MiscellaneousCharges, Ship-Via Codes, E-mail

Messages, G/L Integration

View Common Inquiry

Options, Templates, MiscellaneousCharges, Ship-Via Codes, E-mailMessages, G/L Integration

View, Add,Edit, Delete

Setup Maintenance

Optional Fields View, Add,Edit, Delete

Transaction Optional Fields

O/E Transactions Folder

View Transaction InquiryOrder Entry

View, Add,Edit, Del., Post

Order Entry orOrder/Shipment/Invoice Entry

View Transaction InquiryShipment Entry


Shipment Entry or

Order/Shipment/Invoice Entry

View Transaction InquiryInvoice Entry


Invoice Entry orOrder/Shipment/Invoice Entry

Credit/Debit Note Entry View, Add,Edit, Del., Post

Credit/Debit Entry

Copy Orders View, Add,Edit, Del., Post

Order/Shipment/Invoice Entry

Edit Customer Hold Removal

Edit Unit Price OverrideEdit Price Check Approval

View, Edit View Credit Card Information

View Item Cost Inquiry

Order/Shipment/Invoice/Credit Note/

Debit Note Entry — additional rights forviewing/editing particular fields

View, Add,Edit, Delete

Transaction Optional Fields

Statistics and Inquiries Folder

Current Orders Inquiry View Transaction Inquiry, Order Entry, orOrder/Shipment/Invoice Entry

Pending Shipments Inquiry View Transaction Inquiry, Order Entry, orOrder/Shipment/Invoice Entry

Sales History View Transaction History or Day EndProcessing (I/C)

Sales Statistics View Transaction History or Day EndProcessing (I/C)

Salesperson Inquiry View Transaction History or Day End (I/C)




User Guide C–3

Order Entry Folder and Icon Rights Permission Required

Periodic Processing Folder

Clear History Delete Clear History

Create Batch Create Day End Processing (I/C)

O/E Forms Folder

Order Confirmations Print Order Confirmation Printing

Quotes Print Quote Printing

Picking Slips Print Picking Slip Printing

Shipping Labels Print Shipping Label Printing

Invoices Print Invoice Printing

Credit/Debit Notes Print Credit/Debit Note Printing

O/E Reports Folder

Transaction List, Order Action, AgedOrders, Posting Journals, Sales

History, Salesperson Commissions,Sales Statistics, and G/L Transactions

Print Transaction Inquiry or Day EndProcessing (I/C)

O/E Options, Templates, Misc.Charges, Ship-Via Codes, E-mailMessages, Optional Fields, andG/L Integration

Print Common Inquiry or SetupMaintenance

The following permissions work in combination with existing rights

to add, edit, delete, or post records:

Permission Works with these Permissions Icons

Setup Maintenance Templates, Misc. Chrgs,Ship-Via Codes, E-mailMessages,

Order/Shipment/Invoice Entry Order Entry, ShipmentEntry, Invoice Entry

Order Entry or Shipment Entry Order Entry

Shipment Entry or Order Entry Shipment Entry

Import

Invoice Entry or Order/Shipment Entry Invoice Entry

Setup Maintenance Templates, Misc. Chrgs,Ship-Via Codes, E-mailMessages


Order Entry, Shipment Entry, Invoice Entry Order Entry

Order Entry, Shipment Entry, Invoice Entry Shipment Entry

Export

Order Entry, Shipment Entry, Invoice Entry Invoice Entry

Customer HoldRemoval

Order Entry, Shipment Entry, Invoice Entry Order Entry




C–4 Sage Accpac Order Entry

Permission Works with these Permissions Icons


Order Entry Order Entry

Shipment Entry Shipment Entry

Invoice Entry Invoice Entry

Credit Approval

Credit/Debit Note Entry Credit/Debit Note Entry





Price Check Approval


Order/Shipment/Invoice Entry Order Entry, Shipment

Entry, Invoice Entry



Unit Price Override






Item Cost Inquiry


Order/Shipment/Invoice Entry Order Entry, Inv. Entry

Order Entry Prepayment entry in inOrder Entry

View Credit CardInformation

Invoice Entry Prepayment entry in inInvoice Entry

Order/Shipment/Invoice Entry Order Entry, Inv. Entry

Order Entry Prepayment entry in inOrder Entry

Receipt Entry (A/R)

Invoice Entry Prepayment entry in inInvoice Entry

Order Entry includes an additional security right to let users view

Order Entry information using the Sage Accpac Dashboard.

Dashboard Allows users to view the Purchase Ordersdashboard.

View



User Guide D–i

Appendix D

Technical Information

Creating Macros for Order Entry................................................ D–1

Visual Basic Sample Macro ................................................. D–1

Multiuser Considerations ...................................................... D–3

Global Locking ............................................................ D–4

Multiuser Data Protection .................................................. D–5





User Guide D–1

Appendix D

Technical Information

This appendix provides information for macro developers and for

administrators of multiuser environments.

Creating Macros for Order Entry

The

easiest

way

to

write

a

macro

is

to

record

one

first,

performing

the tasks that you want the macro to perform. Then edit the macro,

adding the special features you need.

When you record the macro, set the Record Mode to Record All Fields.

By doing this, you can see the format for each field or report

parameter.

For information on how to record macros and write the code to add

special features review the chapters, “Using Macros” and “Writing

Visual

Basic

Macros,”

in

the

System

Manager

User

Guide.

Visual Basic Sample Macro

Order Entry is shipped with a sample Visual Basic macro that you

can use to produce a dynamic Order Action report in Microsoft

Excel.

To run the Order Action macro from the Macro menu:

1.

From the

Macro

menu,

click

Run.

The

Run

Macro

dialog

box

will

appear.

2. Choose VBA Macro from the Files Of Type list.

3. Choose OEORDACT.AVB.



Creating Macros for Order Entry

D–2 Sage Accpac Order Entry

Report Type tab

on the O/E Order

Action macro form

4. To define the report content, choose options from the drop‐down

lists on the Report Type tab.

5. Click the Selection Criteria tab.

Selection criteria

tab on the O/E

Order Action

macro form

6. Choose options from one or more drop‐down lists to define the

order by which you want to view data. Each option you choose

appears as a column heading in the Excel spreadsheet.

7. Click OK to start the Order Action Report macro.



Multiuser Considerations

User Guide D–3

To add an icon for the Order Action macro to your company

desktop:

1. Select (highlight) the Order Entry folder.

2. From the Object menu on the company desktop, choose New,

then Macro.

3. Type a title for the macro, such as Order Action.

4. Click Next.

5. Click Enter or Browse to select the folder and the macro (for

example c:\Program Files\Sage Accpac\Macros\Oeordact.avb).

6.

Click Finish.

The macro icon will appear on the desktop.


Because Sage Accpac ERP usually runs with more than one user on a

local area network, there can be times when more than one user

needs to use the same Order Entry database.

Order Entry uses two record access types to protect data in a

multiuser environment:

• Global Locking. While you run a globally locked process, no

other process can be run in Order Entry.

• Multiuser Data Protection Passive Concurrency). You can run

any of these processes while others are using them, but Order

Entry protects data by preventing more than one user from

making changes

to

the

same

record

at

the

same

time.

All forms in Order Entry use multiuser data protection, unless they

are listed in the “Global Locking” section.




D–4 Sage Accpac Order Entry

Global Locking

The following processes lock out all other users from Order Entry

until processing is finished:

• Options

• Clear History

• G/L Integration

If other users are working in Order Entry or if you have other Order

Entry forms open while you attempt to run any of these processes or

save changes in the Options form, you will see a message similar to

the

following:

Once all other Order Entry forms are closed and you begin

processing, other

users

will

not

be

able

to

open

Order

Entry

forms

until the processing is complete.

The one exception is the Options form, which allows you to save

changes to the following fields while others are working in Order

Entry:

• Company Tab (all fields).

• Processing Tab (Default Template Code).

•

Documents Tab

(all

fields).

You will not be able to save changes to any of the other options in

the Options form until all other users have left Order Entry for the

company and all other Order Entry forms are closed.




User Guide D–5

Multiuser Data Protection

Apart from the restrictions listed in the previous category [global

locks], all other processes and functions in Order Entry use passive

concurrency.

Passive concurrency protects data integrity in a multiuser

environment by letting you save changes to a record only if the

record has not changed since it was read.

To allow efficient data entry, Order Entry does not lock records in

advance. Rather, it prevents two workstations from saving changes

to the same record at the same time. If two users are editing the same

entry, for example, the first one to click the Save button succeeds in

updating the

file.

The

second

user

receives

an

error

message

when

attempting to save, and will have to re‐do their work in that entry.

For a more detailed example of how passive concurrency works, see

“Multiuser Data Protection” in Chapter 3 of the System Manager

Administrator Guide.





User Guide Index–1

Index

A

A/R batch processing

specifying when to post, 3‐7

A/R Item Number order field, 2‐34

A/R Item UOM order field, 2‐34

Accounts Receivable

integrating with Order Entry, 2‐95

posting A/R batches, 6‐3

Accumulate By option, changing, 3‐8, 3‐9

Active order, processing overview, 2‐20

Additional credit notes, processing options,

3‐7

Aged Orders report, 7‐3

Aging periods, specifying, 3‐10

Allow Edit Of Statistics option, changing, 3‐9

Allow Non‐existent Customers option, changing, 3‐5

Allow Partial Shipments, A/R option, 2‐58

B

Batches created for Accounts Receivable,

2‐81

Billing Type order field, 2‐35

C

Calc Tax, order option, 2‐14

Calculate Backorder Quantities option

changing, 3‐4

Calculate tax reporting amounts

automatically

processing options, 3‐6

Cash customers, one‐time, 4‐6

Category, order field, 2‐30, 4‐19

Changing options, 3‐3

Changing orders, 2‐23 Chapters in the User

Guide , 1‐1

Clear History window, using, 6‐7

Clearing completed orders, 6‐9

Clearing history

credit notes, 2‐94

invoices, 2‐94

orders, 2‐94

overview, 2‐93

posting journals, 2‐95

sales history,

2‐94

sales statistics, 2‐94

salesperson commissions, 2‐94

transaction history, 2‐94

Clearing history, 6‐7

Clearing posting journals, 6‐10

Clearing sales history, 6‐9

Comments, ,order field, 2‐43

Comments/Instructions (for item)

order/invoice field, 2‐31, 4‐20

Commission By option, changing, 3‐10

Company options, changing, 3‐4

Completed order field, 2‐32, 4‐21

Completed orders, clearing, 6‐9

Completed status (detail), 2‐61

Completes Order option (detail), 4‐48

Components button, order form, 2‐17

Confirmation messages, A‐1



Index–2 Sage Accpac Order Entry

Confirmations (order), printing, 2‐51

Consolidate G/L Batches option

changing the selection, 3‐14

Contents of the User

Guide , 1‐1

Contracts button, order form, 2‐17 Converting job‐related to orders, 2‐49

Copy Orders form, 2‐54, 4‐40

Cost of Goods Sold Account, order field, 2‐34

Costing Unit Of Measure, order field, 2‐31,

4‐19

Create G/L Transactions By, selecting, 3‐12

Create G/L Transactions option, changing

the selection, 3‐12

Create Invoice

order option,

2‐14

Order totals field, 2‐44

Creating general ledger batches using the

Create G/L Batch icon, 6‐3, 6‐5

Credit checks, 2‐9, 3‐10

Credit Checks option, defined, 3‐10

Credit limit exceeded, 2‐47

Credit note icons, 5‐2

Credit Note List report, printing, 7‐27

Credit note number, changing, 3‐10

Credit note processing

apply to previously credited invoice, 3‐7

using templates, 2‐19

Credit notes

credit note number, 2‐72

damaged items, 2‐77

day end processing, 2‐76

Day End Processing, 2‐78

delivery method, 2‐77

discount, 2‐75

editing detail information, 5‐7

editing exchange rates, 5‐12 editing tax information, 5‐9

effect on sales, 2‐71

entering, 2‐71, 5‐3

entering customer information, 5‐4

entering invoice information, 5‐4

exchange gain or loss, 2‐71

fiscal year and period, 2‐73

importing, B‐7

importing information, 5‐19

invoice numbers, 2‐71

items damaged, 2‐74 items returned to inventory, 2‐73, 2‐76

journal entry, 2‐87

posting, 2‐76, 5‐3

posting date, 2‐73

price adjustment, 2‐74, 2‐77

printing, 2‐77, 5‐17, 7‐5

printing posting journals, 5‐15

processing overview, 2‐70

sales commissions, 2‐77

verifying totals,

2‐75,

5‐13

Credit Notes, printing, 5‐2

Credit/Debit Note Entry window, using, 5‐3

Currency rates, editing, 2‐41

Current Orders Inquiry

overview, 2‐91

using, 4‐44, 4‐84

Custom form

for printing a credit/debit note, 5‐19

for printing a quote, 4‐68, 4‐70

for printing an invoice, 4‐82, 4‐83

for printing an order confirmation, 4‐72,

4‐74

Customer Account Set, order field, 2‐16

Customer credit checks, 2‐9, 3‐10

Customer Item Number, order field, 2‐33,

4‐21

Customer Number, order field, 2‐9

Customer PO Number, order field, 2‐11

Customer Type, order field, 2‐16

D

Damaged items, journal entry, 2‐87

Damaged items (credit notes), 2‐74

Data, clearing, 6‐7




Day end processing or posting, selecting the

Create G/L Transactions option, 3‐12

Day End Processing,

after running, 2‐81

before running, 2‐80 overview, 2‐78

tasks performed, 2‐79

time to complete, 2‐79

Debit note, icons, 5‐2

Debit notes

day end processing, 2‐76

debit note number, 2‐72

delivery method, 2‐77

discount, 2‐75

editing detail

information,

5‐7

editing exchange rates, 5‐12

editing tax information, 5‐9

entering, 2‐71

entering customer information, 5‐4

entering invoice information, 5‐4

fiscal year and period, 2‐73

importing information, 5‐19

invoice numbers, 2‐71

items removed from inventory, 2‐73,

2‐76

posting, 2‐76

posting date, 2‐73

price adjustment, 2‐74

printing, 2‐77, 5‐2, 5‐17, 7‐5


verifying totals, 5‐13


Default order unit of measure, processing

options, 3‐6

Default order weight UOM for items,

processing options, 3‐6 Default Posting Date, processing options, 3‐8

Default Quote Expiration Days,

specifying, 3‐7

used in a quote, 2‐12

Default Quote Expiration Days option, 3‐7

Default rate type, changing, 3‐4

Default Template Code option, selecting, 3‐7

Defaulting quantity committed, processing

options, 3‐5

Delete button, order form, 2‐18

Deleting optional fields, 3‐27 Deleting orders, 2‐53

Delivery method

credit/debit notes, 2‐77

for e‐mailing a quote, 4‐68, 4‐69

for e‐mailing an invoice, 4‐81, 4‐83

for e‐mailing an order confirmation,

4‐72, 4‐74

for printing a credit/debit note, 5‐18

for quotes, order confirmations, picking

slips, invoices,

2‐50,

2‐68

Description, order field, 2‐15

Description (of item or miscellaneous charge

detail), order field, 2‐25

Discount %, invoice field, 2‐17

Discount Amount

invoice field, 2‐17

order field, 2‐30, 4‐19

Discount Date, invoice field, 2‐16

Discount Extended Amount


Discount Miscellaneous Charges

order field, 2‐44

Discount Percent, order field, 2‐30, 4‐19

Distribute Taxes button, order form, 2‐18

Document numbering, changing, 3‐10

Due Date, invoice field, 2‐16

E

Edit G/L Integration options, 3‐11,

See

also: G/L Integration

Editing optional fields, 3‐27

Editing orders, 2‐23

E‐mail, e‐mailing a quote, 4‐66

E‐mail messages

adding, 3‐24




E‐mail messages (continued)

adding on the flyʺ while printing, 4‐81

editing, 3‐25

E‐mailing

credit notes, 2‐78 invoices, 2‐69

order confirmations, 2‐52

Error messages, looking up, A‐1

Estimated weight (total)

for an order, 2‐46

shipments, 2‐59

Exchange rates, editing, 2‐41

Expected Ship Date, order field, 2‐15, 2‐26,

4‐15

Exporting

invoices, B‐7

miscellaneous charges, B‐6

orders, B‐7

specifying a range using the Set Criteria

option, B‐5

Extended Price, order field, 2‐30, 4‐18

Extended Weight, order field, 2‐29, 4‐18

F

FOB Point, order field, 2‐15

Forms

credit notes, 7‐5

debit notes, 7‐5

invoices, 7‐10

From Multiple Orders field, 4‐47

From Multiple Quotes field, 2‐12, 4‐8, 4‐10

From Multiple Shipments field, 2‐64, 4‐55

Functional currency, selecting, 3‐4

Future order, processing overview, 2‐21

G

G/L Integration, after changing options, 3‐16

G/L Integration form

changing options, 3‐11

changing G/L source codes, 3‐14

G/L Integration report, 7‐7

G/L Source Codes, changing on the G/L

Integration form, 3‐14

G/L transactions, create by adding to

existing or new batch, 3‐12

G/L Transactions report, 7‐7

General Ledger

creating G/L batches, 6‐3


H

History, clearing, 6‐7

History button, order form, 2‐18

History, sales, clearing, 6‐9

I

Icons for maintaining setup records, 3‐2

Importing credit notes, 5‐19, B‐7

debit notes, 5‐19

import options, B‐2

invoices, B‐7

miscellaneous charges, B‐6

orders, 4‐92, B‐7

practicing with sample data, B‐2

Importing and Exporting, Appendix B

Include Backordered Items, for printing an

invoice, 4‐82,

4‐83

Include Confirmations Already Printed,

for printing an order confirmation, 4‐74

Include Credit [Debit] Notes Already

Printed, for printing a credit.debit note,

5‐19




Include Invoices Already Printed, for

printing an invoice, 4‐83

Include pending transactions in credit

checks, 3‐10

Include Quotes Alrady Printed, for printing

a quote, 4‐70

Inventory Control, integrating with Order

Entry, 2‐96

Invoice Action report, 7‐9

Invoice Date, order field, 2‐45

Invoice entry prepayments, 4‐34, 4‐59

Invoice List report, printing, 7‐27

Invoice number, changing, 3‐10

Invoice Number, order field, 2‐45

Invoice numbers,

credit

notes

and

debit

notes, 2‐71

Invoice posting journals, printing, 4‐64

Invoice rate, editing, 2‐41

Invoice totals, verifying, 2‐43, 2‐65

Invoices

adding, 4‐54

authorizing credit, 4‐38

Day End Processing, 2‐78

delivery method, 2‐50, 2‐68

document dates, 2‐67

entering prepayments, 4‐34, 4‐59

importing and exporting, B‐7


posting, 2‐67

printing, 4‐79, 7‐10

printing overview, 2‐49

printing posting journals, 4‐64

printing shipping labels, 4‐78

reprinting, 2‐49

Require Shipping Labels option, 2‐52,

2‐69 verifying totals, 2‐43, 2‐65, 4‐51, 4‐62

Invoicing

partial, 2‐64

prepayments, 2‐66

process, 2‐63

Item / Tax button, order form, 2‐17

Item details, processing overview, 2‐24

Item Number, order field, 2‐25

Item weight UOM on orders, setting the

default, 3‐6

Items damaged (credit notes), 2‐74 Items removed from inventory

debit notes, 2‐73

Items returned to inventory

credit notes, 2‐73

Items/Taxes form

using to enter details, 2‐24

J

Job Related, order option, 2‐13

Job‐related quotes

converting to orders, 2‐49

posting, 2‐49

Job‐related transactions

journal entries, 2‐88

with project invoicing, 2‐90

without project invoicing, 2‐89

Journal entries

AR‐PI

source

code,

2‐86

created in Accounts Receivable, 2‐82

credit note, 2‐87

damaged item, 2‐87

invoice, 2‐84

job‐related transactions, 2‐88

kitting invoices, 2‐86

OE‐CN source code, 2‐87

OE‐IN source code, 2‐84

prepayment, 2‐86

price adjustment, 2‐88

returned item, 2‐87

shipments, 2‐83

with project invoicing, 2‐90

without project invoicing, 2‐89




K

Keep Sales History option, changing, 3‐8

Keep Sales Statistics option, changing, 3‐9

Keep Transaction History option

selecting, 3‐5

Kit/BOM, order field, 2‐25

Kit/BOM number

order field, 4‐14

shipment field, 4‐49

Kitting invoices, journal entry, 2‐86

L

Labels, printing, 7‐25

Less Invoice Discount, order field, 2‐44

Less Order Discount, order field, 2‐44

Less Shipment Discount, order field, 2‐44

Line Number, order field, 2‐24

Location

order field, 2‐11, 2‐26, 4‐15


Lost sales, 2‐57, 2‐62

M

Macros

order action report (sample), D‐1

technical information for, D‐1toD‐3

Maintaining optional field records, 3‐26

Maintaining Order Entry

adding e‐mail messages, 3‐24

adding miscellaneous charges, 3‐18, 3‐20 adding ship‐via codes, 3‐22

adding templates, 3‐16

deleting miscellaneous charges, 3‐21

editing e‐mail messages, 3‐25

editing miscellaneous charges, 3‐21

editing ship‐via codes, 3‐23

editing templates, 3‐17

Maintaining setup records, 3‐2

Manufacturers item number (order), 4‐21

Manufacturers’ Item Number, order field,

2‐25, 2‐33 Message ID

for e‐mailing a credit/debit note, 5‐18

for e‐mailing a quote, 4‐68, 4‐69

for e‐mailing an invoice, 4‐81, 4‐83

for e‐mailing an order confirmation,

4‐72, 4‐74

for printing a credit.debit note, 5‐18

Messages

confirmation, A‐1

error, A

‐1

warning, A‐1

Miscellaneous Charge, order field, 2‐25

Miscellaneous charge details


Miscellaneous charges

adding, 3‐18, 3‐20

deleting, 3‐21

editing, 3‐21

importing and exporting, B‐6

printing, 7‐12

Multiple orders in a single shipment, 2‐6

Multiple quotes in a single order, 2‐6, 2‐22

Multiple shipments in a single invoice, 2‐6

Multiuser information, D‐3

global locking, D‐3, D‐4

multiuser data protection, D‐3

N

Non‐existent customer record, 4‐6, 4‐9

Non‐stock Clearing Account, order field,

2‐33, 4‐21

Number of Labels

labels for order confirmations,

shipments, and invoices, 2‐52, 2‐69




O

O/E options, changing, 3‐3

oegltran.csv file

created for G/L transactions, 6‐4

On Hold, order option, 2‐14

One‐time customers, 4‐6

On‐hold customers, 2‐9

Online help for error messages, A‐1

Optional fields

deleting, 3‐27

editing, 3‐27

in Accounts Receivable invoices, 2‐40

maintaining, 3‐26

order field, 2‐33, 4‐21 Optional Fields report, 7‐14

Options

apply to previously credited invoice, 3‐7

changing, 3‐3

credit checks, 3‐10

default order qty to qty committed, 3‐5

default order unit of measure, 3‐6

default order weight UOM for items, 3‐6

default posting date, 3‐8

default setting

for

calculating

tax,

3‐6

post A/R batches, 3‐7

Options notebook, using, 3‐3

Optional Fields report, 7‐13

Options report, 7‐14

Order Action report, 7‐14

sample macro, D‐1

Order confirmations


print status, 2‐51



reprinting, 2‐49

Require Shipping Labels option, 2‐52

Order Date, order field, 2‐11

Order details

job‐related, 2‐24


Order entry, See: Orders

Order Entry forms, 2‐93

Order Entry journal entries, 2‐82

Order Entry reports, 2‐91

Order Entry transaction batches, 2‐81 Order List report, printing, 7‐27

Order number, 2‐9, 3‐10

Order rate, editing, 2‐41

Order templates,

printing, 7‐26

using, 2‐19

Order totals

Comments field, 2‐43

Create Invoice field, 2‐44

Discount Misc.

Charges

field,

2‐44

entry fields, 2‐43

Invoice Date field, 2‐45

Invoice Number field, 2‐45

Less Invoice Discount field, 2‐44

Less Order Discount field, 2‐44

Less Shipment Discount field, 2‐44

Number of Labels field, 2‐44

Ship Date field, 2‐45

Shipment Number field, 2‐45

verifying, 2‐43

Order Type

active, 2‐20

future, 2‐21

job‐related quotes, 2‐12

order field, 2‐12


quotes, 2‐22

standing, 2‐21

Order Unit Of Measure, order field, 2‐26,

4‐15

Order Weight Unit Of Measure, order field, 2‐27, 4‐15

Orders

adding, 4‐8

changing, 2‐23

clearing completed, 6‐9

Copy Orders form, 2‐54, 4‐40




Orders (continued)

default calculate tax reporting amounts

setting, 3‐6

default order unit of measure, 3‐6

default order UOM for items, 3‐6 default quantity committed, 3‐5

deleting, 2‐53

editing customer tax information, 4‐27

editing exchange rates, 4‐32

editing item tax information, 4‐26

editing payment schedules, 4‐58

editing payment terms, 4‐58

entering prepayments, 4‐34, 4‐59

importing, 4‐92

importing and

exporting,

B

‐7

integration with other programs, 2‐95

looking up, 4‐84

non‐existent customer records, 4‐6, 4‐9

one‐time customers, 4‐6

prepayments, 4‐34, 4‐59

printing confirmations, 4‐70

printing invoices, 4‐79

printing picking slips, 4‐75


processing, 4‐5

using the Order Entry form, 4‐5

using with Project and Job Costing, 2‐7

verifying totals, 2‐43, 4‐36

viewing, 4‐44

Orders and shipments, looking up, 4‐84

Original Order, order field, 2‐32, 4‐20

Override the unit price, security, 2‐28

Override unit price, 4‐17

P

Paper size, for reports, 7‐2

Partial shipments, 2‐58

Passive concurrency, D‐3

Payment terms, editing, 2‐67

Pending Shipments Inquiry form, using, 4‐84

Pending transactions in credit checks, 3‐10

Period Type option, changing, 3‐9

Periodic processing

clear history, 6‐7

instructions, 6‐1 Picking slips


print status, 2‐51



reprinting, 2‐49

Require Shipping Labels option, 2‐52

Post A/R Batches, processing options, 3‐7

Post button, order form, 2‐18

Posting

approving credit, 2‐48

Day End Processing, 2‐49, 2‐78

over credit limit, 2‐47


what it does not do, 2‐48

Posting A/R batches using the Create Batch

icon, 6‐3

Posting credit notes, 2‐76

Posting date, 2‐46

credit and debit notes, 2‐73

invoices, 2‐64

shipments, 2‐56

setting the default, 3‐8

Posting debit notes, 2‐76

Posting invoices, 2‐67

Posting job‐related quotes, 2‐49

Posting journals, clearing, 6‐10

Posting or day end processing

selecting the Create G/L Transactions

option, 3‐12

Posting quotes or orders with optional fields, 2‐49

Prepayment button, order form, 2‐18

Prepayments

entering, 4‐34, 4‐59


Price adjustment, journal entry, 2‐88




Price adjustment (credit notes), 2‐74

Price adjustment (debit notes), 2‐74

Price Approval, order field, 2‐28, 4‐17

Price by (quantity or weight)

order field, 2‐27, 4‐16 Price List

order field, 2‐16, 2‐26, 4‐14


Pricing Unit of Measure


Print BOM or Kit Component Items

for a credit/debit note, 5‐19

for a quote, 4‐68, 4‐70

for an invoice, 4‐82, 4‐84

for an

order

confirmation,

4‐73,

4‐75

Print On Hold Orders (printing an order

confirmation), 4‐73, 4‐75

Printer requirements, reports, 7‐2

Printers, selecting and setting up, 7‐3

See

also:

System

Manager

User

Guide

Printing

Aged Orders report, 7‐3

credit note transactions, 7‐27

credit/debit notes, 2‐77, 5‐2, 7‐5

destination, 7‐2


Invoice Action report, 7‐9

invoice posting journals, 4‐64

invoice transactions, 7‐27

invoices, 4‐79, 7‐10

Miscellaneous Charges, 7‐12

Optional Fields report, 7‐13

Options report, 7‐14

Order Action report, 7‐14

order confirmations, 4‐70, 7‐15

order templates, 7‐26 order transactions, 7‐27

paper size, 7‐2

picking slips, 4‐75, 7‐17

printer requirements, 7‐2

Sales Statistics report, 7‐24

Salesperson Commission report, 7‐24

See

also: Reports, 7‐1

selecting printer, 7‐3

See

also: System

Manager

User Guide

shipment transactions, 7‐27

shipping labels, 4‐78, 7‐25 ship‐via codes, 7‐25

specifying the print destination, 7‐2

transactions, 7‐27

Printing destination, 7‐2

Processing day‐end, time to complete, 2‐79

Processing options

Accumulate By, 3‐8, 3‐9

Age Orders, 3‐10

Allow Edit Of Statistics, 3‐9

Allow Non

‐existent

Customers,

3‐5

Calculate Backorder Quantities, 3‐4

changing, 3‐4

Commission By, 3‐10

Credit checks, 3‐10

Default Quote Expiration Days, 3‐7

Default Rate Type, 3‐4

Default Template Code, 3‐7

Keep Sales History, 3‐8

Keep Sales Statistics, 3‐9

Keep Transaction History, 3‐5

Period Type, 3‐9

Track Commissions, 3‐9

Processing reports, G/L Transactions, 7‐7

Project and Job Costing

integrating with Order Entry, 2‐7, 2‐97

Project Invoicing, order option, 2‐13

Purchase Orders


Q

Quantity Backordered, order field, 2‐29, 4‐18

Quantity committed

defaulting to order quantity, 3‐5


Quantity Ordered, order field, 2‐26, 4‐15




Quantity Shipped, order field, 2‐28, 4‐17,

4‐48

Quote, processing overview, 2‐22

Quote Expiration Date, order field, 2‐12

Quotes delivery method, 2‐50, 2‐68

printing, 7‐21


reusing, 4‐8


R

Rate type, changing default, 3‐4 Receipts, entering, 4‐34, 4‐59

Reference, order field, 2‐15

Reports, 2‐91, Chapter 7

Aged Orders, 7‐3

Credit Note List, 7‐27

credit notes, 7‐5

debit notes, 7‐5


G/L Transactions, 7‐7

Invoice Action,

7‐9

Invoice List, 7‐27

invoices, 7‐10


Optional Fields, 7‐13

Options, 7‐14

Order Action, 7‐14

order confirmations, 7‐15

Order List, 7‐27

order processing forms, 2‐93

paper size, 2‐92, 7‐2

period‐end, 6‐6

picking slips, 7‐17

printer requirements, 7‐2

printing, 2‐92

sales analysis, 2‐93

Sales Statistics, 7‐24

Salesperson Commission, 7‐24

setup, 2‐92

Shipment List, 7‐27

shipping labels, 7‐25

Ship‐Via Codes, 7‐25

Templates, 7‐26 Transaction List, 7‐27

Require Shipping Labels

for printing an invoice, 4‐81, 4‐83

for printing an order confirmation, 4‐74

for printing an order confirmation

quote, 4‐72

Retainage, order option, 2‐13

Retainage Percentage, order field, 2‐35

Retention Period, order field, 2‐35

Returned items,

journal

entry,

2‐87

Returns, entering, 5‐3

Revenue Account, order field, 2‐34

S

Sales history

clearing, 6‐9

options

Accumulate By,

3‐8

Period Type, 3‐9

printing, 7‐23

Sales History Detail window, 4‐90, 4‐91

viewing, 4‐91

Sales splits, entering, 2‐40

Sales statistics

clearing, 6‐9

options

Accumulate By, 3‐9

Allow Edit Of, 3‐9

Period Type, 3‐9

printing, 7‐24

Sales Statistics notebook, using, 4‐88

viewing, 4‐88

Sales tax,

calculating, 2‐37

editing, 2‐37



Salesperson Commission report,

printing, 7‐24

Salesperson Inquiry window, using, 4‐89

Salesperson statistics, viewing, 4‐89

Sample reports. See: Reports Security, Appendix C

Serial Numbers

order/invoice field, 2‐31, 4‐19

Setup reports,

E‐mail Messages, 7‐6

G/L Integration, 7‐7


Optional Fields, 7‐13

Options, 7‐14

Ship‐Via

Codes,

7‐25

Templates, 7‐26

Ship All button, order form, 2‐17

Ship Date, order field, 2‐45

Ship Via, order field, 2‐15

Ship Via (for item), order field, 2‐31, 4‐20

Shipment List report, printing, 7‐27

Shipment Number, order field, 2‐45

Shipment totals, verifying, 2‐58

Shipments

adding, 4‐46

looking up, 4‐84

partial, 2‐58



Shipping labels

Print Only Labels Marked as Required

option, 2‐52, 2‐69


printing for invoices, 2‐69

printing for order confirmations,

shipments, and invoices, 2‐52 printing overview, 2‐69

Ship‐To Location, order field, 2‐15

Ship‐via codes

adding, 3‐22

editing, 3‐23

printing, 7‐25

Standing order, processing overview, 2‐21

Statistics, options

Accumulate By, 3‐9

Allow Edit Of Statistics, 3‐9

Keep Sales Statistics, 3‐9 Period Type, 3‐9

T

Tax Group, order field, 2‐16

Tax reporting amounts

calculating automatically, 3‐6

Tax Reporting Calculation on ordes and

invoices, setting the default, 3‐6 Tax, sales

calculating, 2‐37

customer tax class, 2‐38

editing, 2‐37

item tax class, 2‐39

item tax included/excluded, 2‐39

Technical information, Appendix D

Template Code, order field, 2‐11

Templates

adding, 3‐16

credit note processing, 2‐19

editing, 3‐17

how to use, 2‐19

order processing, 2‐19

printing, 7‐26

Terms, order field, 2‐16

Territory, order field, 2‐16

Totals

verifying orders and invoices, 2‐43

Track Commissions option, changing, 3‐9

Tracking Number, order field, 2‐15

Tracking Number (for item)


Transaction List report, printing, 7‐27

Transaction reports

General Ledger, 7‐7