Sage Accpac Order Entry ERP User Guide

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2–2

Transaction Processing

2–2

Orders, Shipments, and Invoices

Sales Order Integration with Project and Job Costing.

2–5

Processing Orders and Quotes

2–7

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Entering Order and Customer Information

Fields and Options on the Order Tab

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Fields and Options on the Customer Tab

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Buttons on the Order Tab and the Order Entry Form

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Using Order Entry Templates

Processing Different Order Types

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Active Orders

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Future Orders

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Standing Orders

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Quotes

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Changing Order Information

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Entering Order Details

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Entering Item Details

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Entering Miscellaneous Charge Details

Job‐Related Miscellaneous Charges

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Using Kits in Order Entry

Cost of Kitting Items in Job‐Related Orders

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Calculating Sales Taxes and Editing Tax Information

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Taxes for Contracts That Are Invoiced in Order Entry

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Entering Optional Field Information

Entering Sales Split Information

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Entering Exchange Rate Information

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Entering Prepayments

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Verifying Order Totals

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Overriding the Order, Shipment, or Invoice Discount Percentage

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Posting Orders

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Posting Quotes or Orders with Optional Fields

Posting Job‐Related Quotes and Orders

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Printing Quotes, Order Confirmations, Picking Slips, and Invoices

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Order Confirmations

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Shipping Labels

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Picking Slips

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Deleting Orders

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Creating New Orders from Existing Orders

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Processing Shipments

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Shipping Entire Orders

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Creating Partial Shipments

Verifying Shipment Totals

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Posting Shipments

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Posting Job‐Related Shipments

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Completing Orders

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Processing Invoices

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Entering Invoices

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Verifying Invoice Totals

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Editing Payment Terms

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Posting Invoices

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Printing Invoices

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Printing Shipping Labels

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Processing Credit Notes and Debit Notes

Entering an Invoice Number

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Completing Credit Notes and Debit Notes

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Items Returned to Inventory / Items Removed from Inventory

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Damaged Items

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Price Adjustment

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Verifying Credit Note and Debit Note Totals

Posting Credit Notes and Debit Notes

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Printing Credit Notes and Debit Notes

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Day End Processing

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Tasks Performed by Day End Processing

What to Do Before Running Day End Processing

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Batches Created in Accounts Receivable

Journal Entries Generated by Posted Transactions

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Shipments

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Invoices

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

and Order Details with Optional Fields

Entries for Kitting Items on A/R Invoices

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Prepayments

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Credit Notes and Debit Notes

Job‐Related Transaction Entries

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Shipping and Invoicing in Order Entry

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Project Invoicing in Project and Job Costing

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Reporting Order Entry Data

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Viewing Data

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Printing Reports

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2–92

Printing Forms

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Clearing Historical Data

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Using Order Entry with Other Sage Accpac Programs

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2–95

Accounts Receivable

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General Ledger

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Inventory Control

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Purchase Orders

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Project and Job Costing

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Quotes and Estimates

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Miscellaneous Charges

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Where To Now?

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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.

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.

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Overview of Order Entry Processing

Process daily transactions

• 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

Create general ledger batches

Run day-end processing

• 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

• 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

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

Update Order

Entry records

As needed:

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

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

• Add new records and make changes to existing records

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,

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Transaction Processing

Online posting

Posting updates quantities

Posting can also update costs

Posting can also create and post

G/L and A/R transactions shipments, invoices, debit notes, and credit notes. (Quotes are entered as order transactions.)

Order Entry uses online transaction processing rather than batch processing. This means that you post each transaction when you enter it.

When you post transactions, Order Entry immediately updates item quantities in Inventory Control so you always know your inventory levels.

If you use the Inventory Control option to cost items on posting, posting also updates item costs.

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.

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Transaction Processing

Day-end updates everything else

You 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 history

If 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 completed transactions

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.

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Transaction Processing

Posting journals

(the audit trail)

Day-end processing

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.

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.

For 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.

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Transaction Processing

Assign security separately to each form

Quotes are saved for reuse

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.

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 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.

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Processing Orders and Quotes

• 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.

Processing Orders and Quotes

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.

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Processing Orders and Quotes

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.

Different types of discounts on orders and invoices

Job-related orders

Also note the following points regarding information on orders:

• 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.

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.)

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Processing Orders and Quotes

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

Credit checks

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.

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.

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Processing Orders and Quotes

Inactive customer or account set

Adding a new customer record in

Accounts

Receivable

Adding only a customer number and name

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).

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:

− 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.

− 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

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Order tab

Processing Orders and Quotes 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.

• 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

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Processing Orders and Quotes

Job-related quotes 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.”

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 ledgers

Quote expiration date

If you use multicurrency accounting, you can assign a standing order only to a customer with the same currency as the standing order.

• 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.

Create orders from several quotes

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

• 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.

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Processing Orders and Quotes

• 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.

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Processing Orders and Quotes

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

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Processing Orders and Quotes 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).

Customer tab

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:

• 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).

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Processing Orders and Quotes

• 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.

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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

Buttons on the Order Tab and the Order Entry Form

You 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:

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• 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

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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 • Ship‐Via Code

• FOB Point

• On Hold

• Location

• Description

• Reference

• Comment

• Customer Type

• Price List

• Territory

• Tax Group

• Terms

Default templates

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.

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.

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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.

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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 hold

If 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

Tip: Day-end processing

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.

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.

Creating active orders from standing orders

Standing 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.

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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.

Changing quotes to orders

Quotes

When 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.

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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 order

After 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 groups

If 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).

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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.

Job-related orders

There are no restrictions on the number of detail lines you can enter for an order.

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.

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− 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.

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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.

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• 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.

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If the item is not on the 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. 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.

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• 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

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For example, if you assume the following:

Unit Price:

Pricing Unit of Measure:

Pricing UOM Conversion Factor:

Order Unit of Measure:

Order UOM Conversion Factor:

Quantity Ordered:

18.75

Dozen

Box

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

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.

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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.

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• 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.

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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.

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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.

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• 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.

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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.

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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 calculations

If 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.

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Tax Reporting currency

Automatic tax calculations

Editing customer tax information

Note:

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.

If 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.

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.

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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.

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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.)

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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 orders

If 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.

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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.

Prepayments are added to A/R receipt batches

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.

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 prepayments

If 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.

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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 or receipt number.

Check/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.

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Number of Labels

• 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. 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.

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Information displayed on the

Totals tab

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.

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.

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− 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.

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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 exceeded

If 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.

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Approving credit

• Last payment amount and date.

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 do

Posting 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.)

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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.

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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 later

When 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 order confirmations 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.

Printing picking slips later

You can also indicate whether shipping labels are required, whether to print kit or BOM components, and whether to print on‐hold orders.

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.

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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 later

When 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 defined

After 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 invoiced

If 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.

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E-mailing order confirmations

Order 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.

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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 slips

Orders 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.

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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.

Processing Shipments

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.

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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 entry

Shipment tab

Posting date

The information you enter for shipments is almost identical to the information you enter for orders, with the following exceptions:

• 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.

• 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.

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Processing Shipments

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 shipments

You 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.

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Processing Shipments

• 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 orders

If 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.

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Processing Shipments

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.

You must allow partial shipments

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.

Note 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.

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Processing Shipments

• 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.

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Processing Shipments

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.

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Processing Shipments

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.

• 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.

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Processing Shipments

Partially shipped

Unshipped

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.

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.

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

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.

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

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Processing Invoices 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.

Misc. charges

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.

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.

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Processing Invoices

Posting date

Note the following points about the information that is included on invoices:

• 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.

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Processing Invoices

Online Help

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.)

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.

• Total amount of all discounts applied to individual item and miscellaneous charge details.

• Amount due, which is calculated as the:

Invoice subtotal (shipped items + misc. charges)

- Invoice discount

+ Tax (if it is not included in item prices or charges)

- Prepayment (for this invoice)

- Terms discount available

= Amount due

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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.

When you enter a percentage, Order Entry calculates a discount amount, which you can override. If you change the amount, an asterisk will appear by the amount to show that the discount calculation was overridden.

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Processing Invoices

• 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 invoice batches

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.

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Processing Invoices

Printing Invoices

After posting an invoice

You 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.”

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Processing Invoices

• 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

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

You can print test copies of invoices to check the alignment of the forms in your printer.

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 defined

Shipping labels contain the customer’s shipping address and are attached to packages in a shipment.

Number Of Labels field

Choose “Require

Labels”

Follow these steps to print labels for orders, shipments, and invoices:

1. Enter an order, a shipment, or an invoice in the appropriate transaction entry form, specifying on the Totals tab how many labels to print.

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).

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Processing Credit Notes and Debit Notes

Include Labels

Already Printed

Print Only Labels

Marked Required

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.

• 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.

• 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 the forms in your printer.

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.)

Processing Credit Notes and Debit Notes

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.

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Processing Credit Notes and Debit Notes

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.

Multicurrency realized 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 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 number

If 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.

The 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.

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Processing Credit Notes and Debit Notes

Completing Credit Notes and Debit Notes

Crediting an entire invoice

When 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.

Enter credit/debit note information

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.

Use 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.

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Processing Credit Notes and Debit Notes

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.

Credit/debit type

Delete lines which you are not crediting

• 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.

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.

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

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Processing Credit Notes and Debit Notes 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

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Processing Credit Notes and Debit Notes 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

Totals tab

When you have entered all the credit note or debit note details, enter the following information on the 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 miscellaneous charges.

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.

• Total amount of all discounts applied to individual item and 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.

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Processing Credit Notes and Debit Notes

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 inventory

When 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.

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Processing Credit Notes and Debit Notes

Damaged items

Price adjustments

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.

If you post a price adjustment, there is no effect on the quantity on hand or on costs.

Sales commissions

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.

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.

Testing forms

When printing from the Credit/Debit Notes print form, you can:

• Print test copies of the notes to check the alignment of your forms in your printer.

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Day End Processing

E-mailing credit notes

Order 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.

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Day End Processing

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 dayend 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 orders

Tip.

• 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

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Day End Processing

Batch created in

Accounts

Receivable

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.

• 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 Processing

Take the following steps before running Day End Processing:

• Enter and post all the transactions that you want to process at day‐end.

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Batches Created in Accounts Receivable

After running Day

End Processing

• Back up your Order Entry data. For information about making backups, see the System Manager User Guide.

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/C settings

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.

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Journal Entries Generated by Posted Transactions

Editing in Accounts

Receivable

If 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.

Add customers before posting

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.

You 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.

Journal Entries Generated by Posted Transactions

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.

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Journal Entries Generated by Posted Transactions

Shipments

Inventory

Control

Order Entry

Invoices

Accounts Receivable

General

Ledger

Inventory

Control

Shipment

Clearing

COGS Sales

A/R

Control

Shipments

OE-SH source code

Shipments are assigned source code OE‐SH on the Order Entry G/L

Transactions report.

Example

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.

The following transaction is created by Order Entry and posted directly to the general ledger to record a shipment.

General Ledger Account

Shipment Clearing

Inventory Control

Debit

Credit

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.

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Journal Entries Generated by Posted Transactions

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.

Example

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.

The following example records an invoice transaction.

General Ledger Account

Receivables Control

Cost of Goods Sold

Shipment Clearing

Tax Liability

Sales

Debit

Credit

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:

General Ledger Account

Inventory Control

Shipment Clearing

Debit

Credit

The source code that appears on the G/L Transactions report for this entry is OE‐IN.

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Journal Entries Generated by Posted Transactions

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 consolidated

All 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.

With optional fields or Project and Job

Costing

Cost of Goods sold

Shipment Clearing

Acct 5200

Acct 5900

-500.00

500.00

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 not consolidated

Each 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

Sales item 2

Sales item 3

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.

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Journal Entries Generated by Posted Transactions

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:

General Ledger Account

Shipment Clearing, comp. 1

Inventory Control

Shipment Clearing, comp. 2

Inventory Control

Debit

Credit

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:

General Ledger Account Debit

Shipment Clearing, master item X

Shipment Clearing, comp. 1

Shipment Clearing, comp. 2

Credit

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

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Journal Entries Generated by Posted Transactions

Example liability account and credit the customer’s receivables control account.

The following example records a prepayment to an invoice.

General Ledger Account

Prepayment Liability

Receivables Control

Debit

Credit

Credit Notes and Debit Notes

OE-CN / OE-DN source code

Credit 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.

Items returned to inventory

Transaction sent to G/L

Transaction sent to A/R

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.

The following example records a credit note transaction for items returned to inventory.

General Ledger Account Debit Credit

Inventory Control

Credit/Debit Note Clearing

General Ledger Account

Sales Returns

Credit/Debit Note Clearing

Tax Liability

Receivables Control

Cost of Goods Sold

Debit

Credit

Damaged items

The following example is a credit note for damaged items.

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Journal Entries Generated by Posted Transactions

Transaction sent to G/L

Transaction sent to A/R

Price adjustment

General Ledger Account

Damaged Goods

Credit/Debit Note Clearing

Debit

Credit

General Ledger Account Debit Credit

Sales Returns

Credit/Debit Note Clearing

Tax Liability

Receivables Control

Cost of Goods Sold

* 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.

The following is a credit note for a price adjustment that reduces the invoice amount. The transaction is only to A/R.

General Ledger Account

Sales

Tax Liability

Receivables Control

Debit

Credit

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.

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Journal Entries Generated by Posted Transactions

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

Item A1-103/0

Misc. HC

1 50.00

15.00

Shipment posting entry:

Billing Cost Type

Billable

Ext. Billing Amt.

100.00

30.00

General Ledger Account

Shipment Clearing

Misc. Charges Clearing

Inventory Control

Shipping Expense

Invoice posting entry:

General Ledger Account

Receivables Control

Cost of Goods Sold

Debit

50.00

15.00

Credit

50.00

15.00

Debit

146.90

71.50

Credit

Overhead Allocated

Labor Burden

GST (Fed sales tax)

PST (Prov/State sales tax)

Shipment Clearing

Misc. Charges Clearing

3.25

9.10

7.80

50.00

15.00

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Journal Entries Generated by Posted Transactions

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

Item A1-103/0

Qty. Unit Cost

1 50.00

Shipment posting entry:

Billing Cost Type

Billable

Ext. Billing Amt.

100.00

General Ledger Account

Work in Progress

Inventory Control

Overhead Burden

Labor Burden

Debit

55.00

Credit

50.00

2.50

Accounts Payable invoice entry for FedEx charge:

General Ledger Account

Work in Progress

Work in Progress (Prov/State tax)

GST (Fed sales tax)

A/P Invoice Posting

Overhead Allocated

Labor Burden

Debit Credit

16.50

.90

1.05

16.95

.75

A/R invoice created from the billing worksheet:

General Ledger Account

Receivables Control

Debit

146.90

Credit

GST (Fed sales tax)

PST (Prov/State sales tax)

9.10

7.80

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Reporting Order Entry Data

Revenue recognition:

General Ledger Account

Cost of Sales

Revenue (Sales)

Work in Progress

Debit Credit

72.40

130.00

72.40

Reporting Order Entry Data

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

You must keep transaction history to view

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:

• 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 must keep sales history to view

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.

• 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.

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Reporting Order Entry Data

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

Setup 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.

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.

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Clearing Historical Data

Sales analysis and transaction reports

Order 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

• Order action

• Sales history

• Sales statistics

• Invoice action

• Aged orders

• Posting journals

• Salesperson commissions

• G/L transactions

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

• Picking slips

• Invoices

• Credit/debit notes

For more detailed information, see Chapter 7, “Reports,” in this guide.

Clearing Historical Data

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

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Clearing Historical Data

Transaction history

Completed orders

Completed shipments

Completed invoices, credit notes, and debit notes

Order Entry clears all orders, shipments, invoices, credit notes, and debit notes with completion dates up to and including the date you specify.

An order is complete if nothing on it remains to be shipped.

A shipment is complete when you have processed an invoice for the shipped items and any miscellaneous charges.

An invoice, credit note, or debit note is complete as soon as it is posted and printed.

Sales history

The completion date for an order, shipment, invoice, credit note, or debit note is the session date assigned to it by Day End Processing.

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 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.

Salesperson commissions

The program also clears sales statistics through the year and period you specify.

Order Entry clears salesperson commission amounts for the range of salespersons that you specify.

Print salesperson commissions before clearing the 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.

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Using Order Entry with Other Sage Accpac Programs

Printed posting journals

In addition, you can clear posting journals which you have printed through a specific day‐end number, specifying only invoices or credit notes, or both.

Using Order Entry with Other Sage Accpac Programs

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.

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Using Order Entry with Other Sage Accpac Programs

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,

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Using Order Entry with Other Sage Accpac Programs 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.

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Using Order Entry with Other Sage Accpac Programs

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.

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Where To Now?

• 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.

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Chapter 3 Maintaining Setup Information

Icons Used for Maintaining Setup Information

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Setup Maintenance

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Setup Reports

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Changing Order Entry Options

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Changing Company Options

Changing Processing Options

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Changing Document Numbering

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Changing Aging Periods

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After Changing Options

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Changing G/L Integration Options

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Changing Options on the Integration Tab

Changing Options on the Transactions Tab

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Adding, Editing, and Deleting Templates

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Adding a Template

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Editing a Template

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Deleting a Template

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Editing a Miscellaneous Charge Record

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Deleting a Miscellaneous Charge Record

After Changing Miscellaneous Charge Records

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Adding a Ship‐Via Code

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Editing a Ship‐Via Code

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Deleting a Ship‐Via Code

After Changing Ship‐Via Codes

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Adding and Editing E‐mail Messages

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Adding E‐mail Messages

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Editing E‐mail Messages

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Adding, Editing, and Deleting Optional Fields

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Adding Optional Fields

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Editing Optional Fields

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Importing and Exporting Setup Records

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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.

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Icons Used for Maintaining Setup Information

Use the icons from the O/E Setup folder to maintain setup information.

Setup icons

Icon

Options

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.

G/L Integration

Templates

Miscellaneous

Charges

Ship-Via Codes

E-Mail Messages

Optional Fields

Description

Options allow you to enter general information about how your order entry system operates.

Options that control when and how you create general ledger batches, whether you automatically post them to G/L accounts, and what descriptive information you want to include with each transaction.

Templates provide default settings for order and invoice entry. Settings in a template can override information in a customer record, and settings in a customer record can override information in a template.

Miscellaneous charges are charges added to invoices and credit notes for costs other than for items purchased and returned (such as shipping and handling or assembly).

Ship-via codes identify shipping methods for delivering goods to customers.

E-mail messages are sent with e-mailed order confirmations, quotes, invoices, and credit notes.

You can assign optional fields (created in Common Services) to Order

Entry miscellaneous charges and to transactions and transaction details.

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Changing Order Entry Options

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.

Changing Order Entry Options

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.

Before you start

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.

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.

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Changing Order Entry Options

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

Options you cannot change

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.

The 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.

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Changing Order Entry Options

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 in Accounts Receivable.

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.

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Changing Order Entry Options

• 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.)

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Changing Order Entry Options

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.

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Changing Order Entry Options

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.

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Changing Order Entry Options

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.

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Changing Order Entry Options

• 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.

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Changing G/L Integration Options

Further information

You use the G/L Integration form to:

• Specify when to create general ledger transactions.

• Choose whether to create new batches for G/L transactions (and optionally post them) or to add them to existing G/L batches.

• Choose whether and how you want to consolidate transactions.

• Change source codes for general ledger transactions added to

G/L batches.

• Specify the order entry information that is passed to the general ledger in transaction entry descriptions, transaction detail reference fields, detail description fields, and comment fields.

For descriptions of all G/L Integration options, see the Getting Started guide. Chapter 2 of the Getting Started guide explains the purpose of each option, while Chapter 3 guides you through the steps for choosing options and setting up Order Entry.

Help key

Before you start

To display online help about a form, field, or message you see on your screen, press the F1 key or click the Help button.

• 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 the G/L Integration form.

Further information

For information on the restrictions that apply when you are making changes in O/E Options, see “Multiuser Considerations” in Appendix D, “Technical Information.”

The G/L Integration form displays the following tabs:

• Integration

• Transactions

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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.

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Changing G/L Integration Options

If you do not use

Sage Accpac

General Ledger

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.

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.

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Changing G/L Integration Options

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

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Changing G/L Integration Options 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.

Segment separator

Choose Segments

From List

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: 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.) 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.

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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 information

See Chapter 7, “Reports,” for more information about the G/L

Integration report.

Adding, Editing, and Deleting Templates

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.

Before you start

See Chapter 2 of the Order Entry Getting Started manual for 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.

• 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.

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Adding, Editing, and Deleting Templates

Adding a Template

Order Entry templates are optional. They supply default customer and order information for new orders and new credit notes.

Finding detailed instructions

Using Help

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.

For 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.

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.

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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.

Adding, Editing, and Deleting Miscellaneous Charges

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,

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Adding, Editing, and Deleting Miscellaneous Charges

Currency code miscellaneous charges can include postage, shipping, assembly, and restocking charges.

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.

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Adding, Editing, and Deleting Miscellaneous Charges

Before you start

See Chapter 2 of the Order Entry Getting Started manual for 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.

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:

Finding detailed instructions

Using Help

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.

For 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.

You can also press F1 to display Help while working in a form.

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Adding, Editing, and Deleting Miscellaneous Charges

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 ledgers

2. If you use multicurrency accounting, type the currency code or use the Finder to select it.

3. Make the changes you need.

4. Click Save to record the changes.

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 ledgers

2. If you use multicurrency accounting, type the currency code or use the Finder to select it.

3. Click the Delete button. If a message appears asking you to confirm the deletion, click Yes.

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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.

Adding, Editing, and Deleting Ship-Via Codes

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).

See Chapter 2 of the Order Entry Getting Started manual for 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).

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Adding, Editing, and Deleting Ship-Via Codes

Finding detailed instructions

Using Help

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.

For 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.

You can also press F1 to display Help while working in a form.

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.

2. Make the changes you need.

3. Click Save to record the changes.

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.

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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.

2. Click the Delete button. If a message appears asking you to 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.

Adding and Editing E-mail Messages

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.

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Adding and Editing E-mail Messages

See Chapter 2 of the Order Entry Getting Started manual for 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.

Finding detailed instructions

Using Help

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.

For 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.

You can also press F1 to display Help while working in a form.

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.

2. Make the changes you need.

3. Click Save to record the changes.

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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.

Adding, Editing, and Deleting Optional Fields

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

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Adding, Editing, and Deleting Optional Fields 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.

5. Click Save to record the changes.

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.

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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.

Importing and Exporting Setup 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.

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Importing and Exporting Setup Records

After importing

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.

• 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.

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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

Posting Orders with Optional Fields

4–29

Editing Sales Allocations

4–31

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

4–31

Editing Exchange Rates

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

4–32

Entering Order Prepayments

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

4–34

Verifying Order Totals

4–36

Authorizing Credit

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

4–38

Using the New Contract Wizard for Job‐Related Quotes

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

4–39

Copying Existing Orders to New Orders

Assigning Optional Fields in the Copy Orders Form

4–40

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

4–43

Viewing Current Orders

4–44

Using the Shipment Entry Form

Adding and Editing Shipments

4–45

Verifying Shipment Totals

4–46

Posting Shipments with Optional Fields

4–51

Using the Invoice Entry Form

4–53

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

4–54

Editing Payment Terms

4–58

Entering Invoice Prepayments

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

4–59

Verifying Invoice Totals

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

4–62

Posting Invoices with Optional Fields

Printing Posting Journals

4–63

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

4–64

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Printing Quotes

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

4–66

Printing a Single Quote Immediately after Posting

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

4–67

Printing a Range of Quotes after Posting

Printing Order Confirmations

4–68

Printing a Single Order Confirmation Immediately after Posting

4–70

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

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

Printing a Range of Invoices after Posting

4–80

Using the Current Orders Inquiry and Pending Shipment Inquiry Forms

4–82

...........

4–84

Looking Up Current Orders

Looking Up Pending Shipments

4–84

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

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

Importing and Exporting Order Information

4–92

Importing Orders and Shipments

4–92

Exporting Orders, Shipments, and Invoices

4–92

For more information, see “Entering Order Prepayments,” later

4–93

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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.

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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.

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Icons Used to Process Orders, Shipments, and Invoices

This section describes the icons you use to process orders, shipments, and invoices, and to print order, shipment, and invoice forms and reports.

O/E Forms folder

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.

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:

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Icons Used to Process Orders, Shipments, and Invoices

Form Description

Order

Confirmations

Quotes

Prints details of posted orders before they are fully invoiced, for use in confirming orders.

Prints copies of order quotations you have posted using the Order Entry form.

Picking Slips

Shipping Labels

Prints picking slips for staff to use in filling orders.

Prints shipping labels for order confirmations, picking slips, and invoices.

Invoices Prints copies of the invoices you created in the Invoice Entry form for invoiced orders.

Credit/Debit Notes Prints copies of the credit/debit notes you created in the Credit/Debit

Notes 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

Transaction List

Order Action

Description

Print detail or summary information about posted orders, invoices, or credit/debit notes, selected and sorted according to the order number or customer number.

Print incomplete orders, sorted by order number, customer number, or primary salesperson, choosing order source, type, print status, item status, and currency.

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Using the Order Entry Form

Report

Invoice Action

Aged Orders

Posting Journals

G/L Transactions

Sales History

Sales Statistics

Salesperson

Commissions

Description

Print partially or fully invoiced shipments, sorted by order number or shipment, for a range of customers or salespeople, and optionally listing shipment details.

Print incomplete orders, with monetary amounts, sorted by age in the system.

Print a record of the general ledger entries created for order invoices, shipments, and credit/debit notes in Accounts Receivable from posted

Order Entry transactions, sorted by day end number, transaction date, customer number, or shipment number.

Print a list of the general ledger transactions created from all shipments posted in Order Entry since the last time you created the general ledger batch, sorted by account or year and period.

Print a summary of sales totals from invoices and credit/debit notes posted since the last time the data was cleared.

Print a summary of sales, invoices, and credit/debit note statistics accumulated since the data was last cleared.

Print all sales commissions earned by salespersons since the data was last 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.

Using the Order Entry Form

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.

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Using the Order Entry Form

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).

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Using the Order Entry Form

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 orders

Preparing to enter details

Before 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.

• 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.

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Using the Order Entry Form

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.

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Using the Order Entry Form

Select a customer

Add a new customer

2. Enter the customer number.

• 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:

− 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

Zoom key

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.

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

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Using the Order Entry Form

Job-related quotes 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.

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.

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Using the Order Entry Form

Job-related quotes

c. Click the Order button to add the quote details to the order, and then click Close to return to the Order Entry form.

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.

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Using the Order Entry Form

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.

Zoom

This checkbox appears only if you are shipping goods on the order or if the order has miscellaneous charges that you can invoice.

• 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.

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Using the Order Entry Form

Order currency

Order details

Job-related orders

The tax group determines the currency of the order if you entered a new customer number without adding the customer record to Accounts Receivable.

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). 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.

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Add an item

Drill down to check availability 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.

When you tab out of the Item Number field, you will see the number of items at the default location and at all locations.

Add a miscellaneous charge

• 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.

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.

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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.

“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.

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If the item is not on the price list

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 does not exist on the price list, Order Entry uses the stocking unit for the pricing unit.

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.

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Price approvals

Using the Order Entry Form

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:

−

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.

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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.”

If you select the Calculate Backorder Quantities option, the program automatically calculates the Backordered amount.

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”

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Using the Order Entry Form 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.

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Using the Order Entry Form

• 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.

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.

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Using the Order Entry Form

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.

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Using the Order Entry Form

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.

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Edit a detail

Delete a detail

Add more details

Customer and shipment data

• 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.

7. To edit a detail, select the line number, and then tab through or click the fields, and type new information.

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.

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.

10. 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).

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Using the Order Entry Form

Optional fields

Sales splits

Exchange rates

• 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.

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.

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.

14. 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.

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.

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Printing an order confirmation

18. 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.

After posting

For more information, see “Printing Order Confirmations,” later

in this chapter.

19. Click Close to close the Order Entry form.

•

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.

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Using the Order Entry Form

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.

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Items/Taxes form for modifying item taxes

Viewing Tax totals

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.

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.

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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.

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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.

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Optional Fields tab for Order Entry transaction

Optional Fields

Finder

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:

c. Highlight the optional field in the list that you want to insert, and click Select.

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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.

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Using the Order Entry Form

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.

Order rate

Shipment rate

Invoice rate

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.

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.

The shipment rate is the rate in effect when you create the shipment.

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.

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Rates tab on the

Order Entry form

This example shows shipment and invoice rates because 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.

Different tax reporting currency

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.

Tax 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.

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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

Prepayments form

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.

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.

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Prepayment currency

Batch currency

Deposit number 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 a non‐EMU member currency and an EMU member 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.

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.

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Rates

7. Type the date and amount of the prepayment.

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.

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Using the Order Entry Form

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.

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Using the Order Entry Form

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.

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Using the Order Entry Form

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.

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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.

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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.

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Enter order information

Edit order details

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.

11. 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.

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.

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Using the Order Entry Form

Optional Fields

To delete a detail line, you simply click the detail line, and then press the Delete key on your keyboard.

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.

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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 the customer

Specify ranges

Order type

Order status

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 order (All orders, Active, Future, Standing, or

Quote) that you are inquiring on.

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

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Using the Shipment Entry Form

Help key 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.

You can display online help for the form by pressing the F1 key or by clicking the Help button (if one is displayed).

Using the Shipment Entry Form

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.

Skip orders — just ship and invoice

The Shipment Entry form lets you:

• 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,

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Using the Shipment Entry Form

Before you start

depending on the costing settings specified on the Costing tab of the

I/C Options form.

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:

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If you are shipping goods without first adding an order

If you are shipping one or more existing orders

• 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 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.

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Using the Shipment Entry Form

Add miscellaneous charges to orders

Add items and charges if no order

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:

• 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.

• If you are not shipping an existing order, add new shipment lines as follows:

Job-related orders 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). 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,”

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Item number or miscellaneous charge code

Drill down to check availability

Using the Shipment Entry Form

“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.

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.

When 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.

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See Adding or

Editing Orders fpr more information

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.

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.

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Using the Shipment Entry Form

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.

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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 miscellaneous charges.

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.

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• 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.

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.

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).

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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.

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Using the Invoice Entry Form

You can skip the customer number field

3. Enter the number for the customer you are invoicing, and then press the Tab key.

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

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Using the Invoice Entry Form 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.

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Using the Invoice Entry Form

• 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.

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Using the Invoice Entry Form

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.

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Using the Invoice Entry Form

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

Before you start

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.

• 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.

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Using the Invoice Entry Form

Prepayments form

Prepayment currency

Batch currency

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. 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.

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.

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Using the Invoice Entry Form

Deposit number

Rates

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.

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.

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.

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Using the Invoice Entry Form

• 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.

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Using the Invoice Entry Form

• 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.

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.

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.

Invoice Details

You must also ensure that the optional fields for invoices in Order

Entry match the A/R Invoices optional fields.

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.

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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.

Printing Posting Journals

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.

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Printing Posting Journals

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.

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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 quantities

Quotes 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.

Before you start

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.

• 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.

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Printing Quotes

Printing a Single Quote Immediately after Posting

Before you start

You can print a quote immediately after entering item details and posting it.

• 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.

Quotes form for single-quote printing

2. Click Yes to print the quote. Order Entry displays this form.

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.

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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.

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Printing Quotes

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.

Delivery Method. Select Print Destination to print to your usual print destination; choose Customer to use the delivery method specified in each customer record (for example, the customer’s e‐mail address).

Message ID. This field appears when you choose Customer as the delivery method.

Select the ID for the message you want to e‐mail with quotes to customers that use e‐mail as the delivery method.

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.

3. Select the print options for the quote.

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Printing Order Confirmations

Include Quotes Already Printed. Select this option if you want to print new copies of quotes that you printed before.

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.

4. If you are printing the quote on preprinted forms, you can test the printer alignment by clicking the Align button.

5. Click Print.

Printing Order Confirmations

Before you start

Order Entry allows you to print order confirmations at two stages of order processing:

• You can print one order confirmation immediately after posting an

order, as described in the section, “Printing a Single Order

Confirmation Immediately after Posting.”

• You can print order confirmations for a range of posted orders before they are cleared from Order Entry, as described in the section,

“Printing Confirmations for a Range of Orders.”

• Create the format for the order confirmation. For instructions, see the online document, “Customizing Printed Forms Using

Crystal Reports.”

• Select the destination to which you will print.

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Printing Order Confirmations

• 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.

Order

Confirmations form for singleconfirmation printing

2. Click Yes to print the order confirmation. Order Entry displays the following form.

3. Complete the information:

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Printing Order Confirmations

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.

From Order Number / To Order Number. Enter the first and last order numbers you want to print, or use the Finder to select the orders.

Delivery Method. Select Print Destination to print to your usual print destination; choose Customer to use the delivery method specified in each customer record (such as the e‐mail address).

Message ID. This field appears when you choose Customer as the delivery method.

Select the ID for the e‐mail message if the customer record specifies e‐mail as the delivery method.

To view or edit the message for the selected ID, or to add a new 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.

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 order confirmation that requires it.

Print Kit Component Items. This option prints all of the components in kit assemblies on the confirmation form.

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Printing Order Confirmations

Print Bills of Material Component Items. This option prints all of the components in assemblies that are manufactured from bills 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:

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Printing Order Confirmations

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.

From Order Number / To Order Number. Enter the first and last order numbers for which you want to print confirmations, or use the Finder to select a range of orders.

Delivery Method. Select Print Destination to print to your usual print destination; choose Customer to use the delivery method specified in each customer record.

Message ID. This field appears when you choose Customer as the delivery method.

Select the ID for the e‐mail message you want to send with order confirmations to customers that use the e‐mail delivery method.

To view or edit the message for the selected ID, or to add a new e‐mail message for order confirmations, click the Zoom button for the Message ID field.

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.

Note that you can print shipping labels only if you entered a number on the Totals tab for each order.

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Printing Picking Slips

Print Kit Component Items. This option prints all of the components in kit assemblies on the confirmation 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 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.

Printing Picking Slips

Use the Picking Slips form to print picking slips for orders and items that you are shipping.

Before you start

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.

• 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 forms in your printer.

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Printing Picking Slips

Note:

If you shipped goods from an order and printed the 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.

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

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Printing Picking Slips 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.

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Printing Shipping Labels

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.

Printing Shipping Labels

Before you start

Use the Shipping Labels form to print shipping labels for order confirmations and invoices.

• Create the format for the shipping label or use one of the forms shipped with Order Entry.

• Select the destination to which you will print.

• Print a test copy of the shipping label to check the alignment of the forms in your printer.

To print shipping labels:

1. Choose Shipping Labels from the O/E Forms folder.

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Printing Invoices

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.”

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Printing Invoices

Before you start

• 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.”

• Create the format for the invoice. For instructions, refer to the online document, “Customizing Printed Forms Using Crystal

Reports.”

• Select the destination to which you will print.

• 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.

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Printing Invoices

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 are not sure of the name, click Browse, then select the form from the list that appears.

Delivery Method. Select Print Destination to print to your usual print destination; choose Customer to use the delivery method specified in each customer record.

Message ID. This field appears when you choose Customer as the delivery method.

Select the ID for the e‐mail message if the customer record specifies e‐mail as the delivery method.

To view or edit the message for the selected ID, or to add a new e‐mail message for invoices, click the Zoom button for the

Message ID field.

Require Shipping Labels. Select this option if you want to print shipping labels for marked invoices only. (When you print shipping labels, you can print labels for the invoices that were marked as requiring them.)

Note that you can print shipping labels only if you entered a number in the Totals tab for each invoice.

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Printing Invoices

Include Backordered Items. Select this option if you want to include backordered items on the invoice.

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 invoice that requires it.

Print Kit Component Items. This option prints all of the components in kit assemblies on the invoice.

Print Bills of Material Component Items. This option prints all the components in assemblies that are manufactured from bills 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:

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Printing Invoices

Use Invoice. 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 Invoice Number / To Invoice Number. Enter the first and last invoice numbers you want to print, or use the Finder to select the invoices.

Delivery Method. Select Print Destination to print to your usual print destination; choose Customer to use the delivery method specified in each customer record.

Message ID. This field appears when you choose Customer as the delivery method.

Select the ID for the e‐mail message you want to send with invoices for customers that use e‐mail as the delivery method.

To view or edit the message for the selected ID, or to add a new e‐mail message for invoices, click the Zoom button for the

Message ID field.

Include Invoices Already Printed. Select this option if you want to print new copies of invoices you printed before.

Note that you can print shipping labels only if you entered a number in the Totals tab for each invoice.

Include Backordered Items. Select this option if you want to include backordered items on the invoice.

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Using the Current Orders Inquiry and Pending Shipment Inquiry Forms

Print Kit Component Items. This option prints all of the components in kit assemblies on the invoice.

Print Bills of Material Component Items. This option prints all the components in assemblies that are manufactured from bills 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.

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Using the Current Orders Inquiry and Pending Shipment Inquiry Forms

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.

Note: If you shipped goods from an order and printed the 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

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Using the Current Orders Inquiry and Pending Shipment Inquiry Forms 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.

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Using the Current Orders Inquiry and Pending Shipment Inquiry Forms

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 ʺYesʺ, 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.

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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.

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Using the Sales Statistics, Salesperson Inquiry, and Sales History Forms

Viewing currency

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.

If 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.

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Using the Sales Statistics, Salesperson Inquiry, and Sales History Forms

View invoice or credit note details

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.

7. 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.

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Using the Sales Statistics, Salesperson Inquiry, and Sales History Forms

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.

View item details

7. Click the Go button to display sales history.

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.

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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.

Importing and Exporting Order Information

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.

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Importing and Exporting Order Information

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 orders

You 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.

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Chapter 5 Processing

Credit Notes and Debit Notes

Icons Used to Process Credit Notes and Debit Notes

Using the Credit/Debit Note Entry Form

5–2

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5–3

Entering Invoice and Customer Information

Editing Detail Information

5–4

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5–7

Editing Tax Information

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5–9

Editing Exchange Rates

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5–12

Verifying Credit Note and Debit Note Totals

Posting Credit/Debit Notes with Optional Fields

5–13

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5–14

Printing Credit/Debit Note Posting Journals

Printing Credit Notes and Debit Notes

5–15

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5–17

Importing Credit Note and Debit Note Information

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Chapter 5 Processing

Credit Notes and Debit Notes

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.

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Icons Used to Process Credit Notes and Debit Notes

For specific information about the fields in a form, press the F1 key to open online Help, and then click the Field List button. For instructions on using Help, press F1 when online Help is displayed.

Icons Used to Process Credit Notes and Debit Notes

O/E Reports folder

The O/E Transactions, O/E Forms, and O/E Reports folders contain the icons you use to process credit notes and debit notes and generate reports.

• Use the Credit/Debit Note Entry icon in the O/E Transactions folder to enter, post, print, and import credit notes and debit notes.

• Use the Credit/Debit Notes icon in the O/E Forms folder to print ranges of posted credit notes or debit notes. You can also print individual credit notes immediately after you post them.

• Use these icons in the O/E Reports folder to list and track payments and adjustments. See Chapter 7, “Reports,” for further information about Order Entry reports.

Form Description

Transaction List Provides detailed or summary information about posted orders, invoices, or credit notes, selected and sorted according to your choices.

Posting Journals Provides a record of the general ledger entries created for invoices and credit notes in Accounts

Receivable from posted Order Entry transactions.

Sales History

Sales Statistics

Provides a summary of sales totals from invoices, returns, and credit notes posted since the last time the data was cleared.

Provides a summary of sales, invoices, and credit note statistics accumulated since the data was last cleared.

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Using the Credit/Debit Note Entry Form

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 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.

• 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

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Using the Credit/Debit Note Entry Form

Warn if applying additional credit notes to invoices 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.

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 Optional Fields and Rates tabs appear if they apply to the invoice

The Credit/Debit Note Entry form appears:

You can create a credit note or a debit note:

• For an existing invoice.

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Using the Credit/Debit Note Entry Form

If the invoice exists

• For an invoice that no longer exists in Order Entry.

• Without entering an invoice number.

To 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).

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If no invoice exists in Order Entry

To add a customer, click

New

Rates tab

Use templates to enter or replace defaults

− Follow the steps in “Editing Detail Information,” later in this chapter.

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 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.

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).

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).

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Using the Credit/Debit Note Entry Form

• 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).

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Using the Credit/Debit Note Entry Form

Customer tab settings for detail lines

Detail grid if the invoice does not exist

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.

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.

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Using the Credit/Debit Note Entry Form

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 in Accounts Receivable.

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 miscellaneous charges.

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.

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Using the Credit/Debit Note Entry Form

Editing item taxes

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.

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.

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Using the Credit/Debit Note Entry Form

Editing customer taxes

Uncheck the

Calculate Tax box to change the tax base or tax amounts

2. To check or change tax exemption or amount information for a customer, click the Taxes tab.

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.

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Using the Credit/Debit Note Entry Form

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.

Note: Realized gains or losses

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.

If 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 the

Credit/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).

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Using the Credit/Debit Note Entry Form

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.

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Using the Credit/Debit Note Entry Form

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

Headers

Credit/Debit Notes

Details

The 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.

To 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:

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Printing Credit/Debit Note Posting Journals

• 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.

Printing Credit/Debit Note Posting Journals

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:

1. Choose Posting Journals from the O/E Reports folder.

Options with the

Credit/Debit Notes choice selected.

You can print sales-split information and optional fields on posting journals.

2. Select Credit/Debit Notes as the posting journal.

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Printing Credit/Debit Note Posting Journals

After using

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.

If you want, you can clear the posting journals that you printed using the Clear History form.

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Printing Credit Notes and Debit Notes

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.

Before you start

You cannot clear credit note and debit note information until you have printed credit notes.

• 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.

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Printing Credit Notes and Debit Notes

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.

Delivery Method. Select Print Destination to print to your usual print destination; choose Customer to use the delivery method specified in each customer record (such as e‐mail).

Message ID. This field appears when you choose Customer as the delivery method.

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.

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Importing Credit Note and Debit Note Information

To view or edit the message for the selected ID, or to add a new 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.

Print Kit Component Items. This option prints all of the components in kit assemblies on the credit/debit note.

Print Bills of Material Component Items. This option prints all of the components in assemblies that are manufactured from bills 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.

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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

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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.

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Day End Processing

Press F1 for

Help

For 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.

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Creating General Ledger Batches and Posting A/R Batches in Accounts Receivable

• 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.

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Creating General Ledger Batches and Posting A/R Batches in Accounts Receivable

Always append

Before you start

• 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.

You should always append to the CSV file. If you overwrite it, you will destroy all transactions that are already in the file.

• 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.)

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Creating General Ledger Batches and Posting A/R Batches in Accounts Receivable

To create the general ledger batch:

1. From the Periodic Processing folder, choose Create Batch.

After using

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.

• 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.

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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

Order Action

Aged Orders

Invoice Action

Salesperson

Commissions

Sales History

Sales Statistics

G/L Transactions

Transaction lists report the details of posted orders, invoices, and credit notes.

The Order Action report shows the status of outstanding orders

(orders that have not yet been fully invoiced).

The Aged Orders report lists outstanding orders by order date.

The Invoice Action report shows whether orders have been partially or fully invoiced, and prints outstanding amounts.

The Salesperson Commission report shows all commission data accumulated since the data was last cleared.

The Sales History report shows order sales, returns, costs, and margin figures.

The Sales Statistics report shows accumulated order entry statistics for the current period and for prior periods that have not been cleared.

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.

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Clearing History

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.

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Clearing History

Before you start

Before clearing transaction history

Before clearing sales history

Before clearing statistics

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.

• 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:

− 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.

− 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.

− Print the Sales Statistics report.

Enter the year and period up to which you are clearing in the To field.

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Clearing History

Before clearing salesperson commissions

Before clearing posting journals

− Print the Salesperson Commissions report.

Once you clear salesperson commission data, Order Entry starts calculating commissions for the new commission period.

− 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.

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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.

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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

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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

Report contents

All Order Entry reports include:

• 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.”

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Printing Reports

Report sizes and printer requirements

All reports fit on an 8½ʺ x 11ʺ, 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.

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Aged Orders

Clearing posting journals

Security permissions and report availability

Further information

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.

Some 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.

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.

For 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.

When to print

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.

Print the report periodically to identify orders that have not been filled.

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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. over 90 days

61 to 90 days

31 to 60 days

1 to 30 days

Aged As Of

Date

Current

Orders

Cutoff

Date

Order dates before the Aged As Of 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.

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Credit Notes and Debit Notes

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 option

If 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.

Options

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.

To view or edit the message for the selected ID, or to add a new e‐mail message for credit notes or debit notes, click the Zoom button for the Message ID field.

•

You can print either credit notes or debit notes at one time.

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E-mail Messages

Unit Price column on printed forms may not match the data entry screen.

• 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).

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.

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G/L Integration

When to print

How to print

Print this report whenever you add, modify, or delete e‐mail messages.

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

How to print

Print the report before and after changing options.

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.

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G/L Transactions

When to print

How to print

Features

The summary report lists one total for each account number.

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.

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.

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.

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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

How to print

Whenever you want to see if orders/shipments have been invoiced.

Choose Invoice Action in the O/E Reports folder and then specify the following information:

• 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).

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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

Keep Transaction

History option

An invoice is a detailed bill for items purchased and shipped by

Order Entry.

If you do not keep transaction history, Order Entry deletes information for printed invoices when you run Day End Processing in Inventory Control — so you will not be able to reprint invoices.

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Invoices

How to print

Options

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 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 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.

To view or edit the message for the selected ID, or to add a new e‐mail message for invoices, click the Zoom button for the

Message ID field.

• 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).

• Choose whether you need to print bills of material components

(if any items are assembled from bills of material).

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Miscellaneous Charges

Features

Unit Price column on printed invoices may not match the data entry screen.

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.

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 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.

Miscellaneous Charges

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.

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Optional Fields

When to print

How to print

Print the report whenever you change miscellaneous charges information.

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

When to print

How to print

This report displays all the optional fields you assigned to Order

Entry, with their names, descriptions, values, and whether they can be auto inserted.

Print and file the report whenever you change optional fields for the

Order Entry system.

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.)

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Options

When to print

How to print

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.

Print and file the report whenever you change company options for the order entry system.

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 following information:

• 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.

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Order Confirmations

Dynamic reports

• 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).

Note:

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

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Order Confirmations

Options 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 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 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.

To view or edit the message for the selected ID, or to add a new e‐mail message for order confirmations, click the Zoom button for the Message ID field.

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.)

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Picking Slips

Features

• 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).

• Choose whether you want to print order confirmations for orders that are on hold, or restrict printing to orders that can be shipped.

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 the data entry screen.

See Appendix D in this guide for more information on using different Order Entry forms.

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 not the pricing unit of measure), the printed unit price may not match the unit price on the transaction entry form.

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.

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Picking Slips

How to print

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.

Note:

If you shipped goods from an order and printed the 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.

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.

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Features

Picking Slips

• 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.

• Choose whether you need to print kit components (if any kits are listed on the orders or shipments).

• Choose whether you need to print bills of material components

(if any items are assembled from bills of material).

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

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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.

When to print

The final page of the report includes totals for each source currency, and a general ledger summary in both source and functional currencies.

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.

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Quotes

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 11ʺ, A4, or 8 ½ʺ x 14ʺ paper.

Quotes

When to print

How to print

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.

Immediately after posting a quote for a customer, or before Day End

Processing on the quote’s expiry date.

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.

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Quotes

Unit Price column on printed quotes may not match the data entry screen.

Order Entry lets you choose a delivery method for quotes:

• 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 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.

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.

• 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.

See Appendix D in this guide for more information on using different Order Entry forms.

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.

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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.

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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.

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Ship-Via Codes

When to print

How to print

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.

After running Day End Processing, or any time you want to review commission data.

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

How to print

Print the report whenever you change ship‐via information.

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.

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Templates

When to print

How to print

Features

You mark orders, invoices, or shipments as requiring shipping labels when you print order confirmations, picking slips, or invoices.

Print labels when assembling orders for shipping.

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.

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

When to print

How to print

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.

Print the report whenever you add or change order templates.

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.

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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.

Order selection

When to print

Keep Transaction

History option

How to print

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.

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.

Print these reports for full or partial information on current or past transactions (if you keep transaction history).

If you do not keep transaction history, Order Entry deletes 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.

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).

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Transaction List

Orders

• 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.

• 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.

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Appendix A

Errors, Warnings, and Confirmations

Using Online Message Help

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Appendix A

Errors, Warnings, and Confirmations

Error

Warning

Confirmation

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 messages identify conditions that prevent the program from proceeding. In some cases, the message includes suggestions for action.

Warning messages indicate that you are about to perform a procedure that could damage your data.

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.

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Using Online Message Help

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:

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Appendix B

Importing and Exporting

Importing and Exporting Data — Tips and Reminders

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

B–2

Importing Records

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B–2

Import Options

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B–2

Errors During Importing

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B–4

Exporting from Records with Multiple Record Types

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B–4

Selecting Export Records

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B–5

O/E Import and Export Data

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B–6

Miscellaneous Charges

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B–6

Orders and Invoices

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B–7

Credit Notes

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Appendix B

Importing and Exporting

View lists of import and export data

Further information

Press F1 for Help

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.

To 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.

• 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.

For 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 to display Help screens when using the Import or Export commands.

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Importing and Exporting Data — Tips and Reminders

Importing Records

Use sample data first

To 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 layouts

You 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

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Importing and Exporting Data — Tips and Reminders

(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 only

Most 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.

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Importing and Exporting Data — Tips and Reminders

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 records

For 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.

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Importing and Exporting Data — Tips and Reminders

Export form for orders

Tables

Fields

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 import

You 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.

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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.

Key fields

Multicurrency fields

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.

• 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.

• 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.

Miscellaneous Charges

To export miscellaneous charges, you must include at least one field from each of these tables: Miscellaneous Charges and Miscellaneous

Charge Taxes.

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O/E Import and Export Data

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.

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Appendix C

Order Entry Security

Permissions and Rights

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Appendix C

Order Entry Security

Define security groups and assign to users

Use

Database

Setup to turn on security

This appendix describes the Order Entry tasks to which you can assign security (password protection).

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.

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 Destination

Note:

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.

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Permissions and Rights

Order Entry Folder and Icon

O/E Setup Folder

Options, Templates, Miscellaneous

Charges, Ship-Via Codes, E-mail

Messages, G/L Integration

Options, Templates, Miscellaneous

Charges, Ship-Via Codes, E-mail

Messages, G/L Integration

Optional Fields

Rights

View, Add,

Edit, Delete

View, Add,

Edit, Delete

O/E Transactions Folder

Order Entry

View, Add,

Edit, Del., Post

Shipment Entry

View, Add,

Edit, Del., Post

Invoice Entry

Credit/Debit Note Entry

Copy Orders

Order/Shipment/Invoice/Credit Note/

Debit Note Entry — additional rights for viewing/editing particular fields

View, Add,

Edit, Del., Post

View, Add,

Edit, Del., Post

View, Add,

Edit, Del., Post

Edit

View, Edit

View

View, Add,

Edit, Delete

Statistics and Inquiries Folder

Current Orders Inquiry View

Pending Shipments Inquiry

Sales History

Sales Statistics

Salesperson Inquiry

View

Permission Required

Setup Maintenance

Transaction Optional Fields

Order Entry or

Order/Shipment/Invoice Entry

Shipment Entry or

Order/Shipment/Invoice Entry

Invoice Entry or

Order/Shipment/Invoice Entry

Credit/Debit Entry

Order/Shipment/Invoice Entry

Customer Hold Removal

Unit Price Override

Price Check Approval

View Credit Card Information

Item Cost Inquiry

Transaction Optional Fields

Transaction Inquiry, Order Entry, or

Order/Shipment/Invoice Entry

Transaction Inquiry, Order Entry, or

Order/Shipment/Invoice Entry

Transaction History or Day End

Processing (I/C)

Transaction History or Day End

Processing (I/C)

Transaction History or Day End (I/C)

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Permissions and Rights

Order Entry Folder and Icon

Periodic Processing Folder

Clear History

Create Batch

O/E Forms Folder

Order Confirmations

Picking Slips

Shipping Labels

Rights

Delete

Create

Permission Required

Clear History

Day End Processing (I/C)

Order Confirmation Printing

Picking Slip Printing

Shipping Label Printing

Credit/Debit Notes

O/E Reports Folder

Transaction List, Order Action, Aged

Orders, Posting Journals, Sales

History, Salesperson Commissions,

Sales Statistics, and G/L Transactions

O/E Options, Templates, Misc.

Charges, Ship-Via Codes, E-mail

Messages, Optional Fields, and

G/L Integration

Permission

Import

Export

Customer Hold

Removal

Credit/Debit Note Printing

Transaction Inquiry or Day End

Processing (I/C)

Common Inquiry or Setup

Maintenance

The following permissions work in combination with existing rights to add, edit, delete, or post records:

Works with these Permissions Icons

Setup Maintenance

Order/Shipment/Invoice Entry

Templates, Misc. Chrgs,

Ship-Via Codes, E-mail

Messages,

Order Entry, Shipment

Entry, Invoice Entry

Order Entry Order Entry or Shipment Entry

Shipment Entry or Order Entry

Invoice Entry or Order/Shipment Entry

Setup Maintenance

Shipment Entry

Invoice Entry

Templates, Misc. Chrgs,

Ship-Via Codes, E-mail

Messages

Order/Shipment/Invoice Entry

Order Entry, Shipment

Entry, Invoice Entry

Order Entry, Shipment Entry, Invoice Entry Order Entry

Order Entry, Shipment Entry, Invoice Entry Shipment Entry

Order Entry, Shipment Entry, Invoice Entry Invoice Entry

Order Entry, Shipment Entry, Invoice Entry Order Entry

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Permissions and Rights

Permission

Credit Approval

Works with these Permissions

Order/Shipment/Invoice Entry

Price Check Approval

Order Entry

Shipment Entry

Invoice Entry

Credit/Debit Note Entry

Order/Shipment/Invoice Entry

Unit Price Override

Order Entry

Shipment Entry

Invoice Entry

Credit/Debit Note Entry

Order/Shipment/Invoice Entry

Item Cost Inquiry

View Credit Card

Information

Receipt Entry (A/R)

Order Entry

Shipment Entry

Invoice Entry

Order/Shipment/Invoice Entry

Order Entry

Shipment Entry

Invoice Entry

Credit/Debit Note Entry

Order/Shipment/Invoice Entry

Order Entry

Invoice Entry

Order/Shipment/Invoice Entry

Order Entry

Invoice Entry

Dashboard

Icons

Order Entry, Shipment

Entry, Invoice Entry

Order Entry

Shipment Entry

Invoice Entry

Credit/Debit Note Entry

Order Entry, Shipment

Entry, Invoice Entry

Order Entry

Shipment Entry

Invoice Entry

Credit/Debit Note Entry

Order Entry, Shipment

Entry, Invoice Entry

Order Entry

Shipment Entry

Invoice Entry

Order Entry, Shipment

Entry, Invoice Entry

Order Entry

Shipment Entry

Invoice Entry

Credit/Debit Note Entry

Order Entry, Inv. Entry

Prepayment entry in in

Order Entry

Prepayment entry in in

Invoice Entry

Order Entry, Inv. Entry

Prepayment entry in in

Order Entry

Prepayment entry in in

Invoice Entry

Order Entry includes an additional security right to let users view

Order Entry information using the Sage Accpac Dashboard.

Allows users to view the Purchase Orders dashboard.

View

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Appendix D

Technical Information

Creating Macros for Order Entry

Visual Basic Sample Macro

D–1

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D–1

Multiuser Considerations

D–3

Global Locking

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D–4

Multiuser Data Protection