Chapter 1: Setting Up Order Entry
Processing and Posting
Set up Order Entry options for processing and posting transactions, and for running Day End Processing.
About Backorder Quantities
Order Entry can automatically calculate a backorder ( the difference between the quantity ordered and the quantity shipped) when you enter an item on a transaction entry screen. The resulting figure appears in the Quantity
Backordered or Quantity B./O field.
Any amount ordered but not shipped is considered to be a backorder, whether you have stock ready to ship or you have none and are waiting for new stock to arrive.
Calculating Backorder Quantities
The Calculate Backorder Quantities option (on the Processing tab of the
O/E Options screen) determines whether Order Entry calculates and displays the quantity when you add items to an order.
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If you select the option, the calculated quantity appears in the Quantity
Backordered field on transaction entry screens.
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If you do not select this option, the Quantity Backordered field displays zeros, whether or not the quantity ordered is larger than the quantity shipped.
Note: Whether or not you calculate backorder quantities, you can edit the number in the Quantity Backordered field.
Shipment quantity is based on backorder quantity, so if you do not calculate backorder quantities, you must update backorder quantities manually before you can ship an order.
Reporting Backordered Quantities
If you reduce amounts in the Quantity Backordered field without reducing the quantity ordered, or if you cancel an order that has quantities entered in the
Quantity Backordered field, the amounts are reported as lost sales on the O/E
Sales Statistics report.
If you are unable to ship all items on an order, but do not want to report the unshipped quantities as lost sales, you can edit the item lines to reduce the quantities ordered to match the quantities shipped.
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Processing and Posting
To review backordered quantities, print the O/E Transaction List report.
To review orders that have not been filled, print the O/E Order Action and O/E
Aged Orders reports.
About Order Unit of Measure
On the O/E Options screen, you can specify whether to use the stocking unit or the pricing unit as the default order unit of measure on Order Entry transaction entry screens. The unit of measure you specify is used by default, but you can select another unit of measure while entering each transaction if necessary.
Stocking units and pricing units are defined for individual items in Inventory
Control, and they may be different. For example, you may use "dozen" as the stocking unit for an item, but "each" as the pricing unit.
Note: Sage 300 Premium ERP supports multiple pricing units of measure, but you must set one as the default on the I/C Item Pricing screen in Inventory
Control.
Job-Related Orders and Shipments
If you are entering job-related orders or shipments, and you selected the following options in Order Entry and Project and Job Costing, Order Entry uses the unit of measure from the current price list by default, and then recalculates the unit price based on the billing rate specified in PJC Contract Maintenance.
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On the O/E Options screen, select Pricing Unit as the default order unit of measure.
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In Project and Job Costing, select Billing Rate as the default billing rate.
Selecting Transaction Processing Options in Order Entry
On the O/E Options screen, you can select options that specify how transactions are processed in Order Entry. You can also change any of the selections and information you entered on the O/E Options screen at any time, with a few exceptions and restrictions.
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You cannot change the Multicurrency option. You make the selection for this option on the A/R Options screen, and can change your selection only in
Accounts Receivable.
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You can change the type of year (fiscal or calendar) and period by which you accumulate item statistics, but you should do so only at fiscal or calendar
User's Guide 19
Chapter 1: Setting Up Order Entry year end.
If you change either method partway through a year, the statistics already accumulated will be incorrect or in the wrong period. If you need to change the type of year or period by which Order Entry reports sales history or statistics, you will find it easier to do so after year end. However, if you do change the reporting period during the year, you can edit the statistics for the earlier periods in the year to correct them.
You change costing options in Inventory Control.
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To specify whether inventory is costed when posting Order Entry transactions or during Day End Processing, use the I/C Options screen.
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If you cost items and create subledger transactions during posting, it will take longer to post transactions in Inventory Control, Order Entry, and
Purchase Orders.
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If you change from updating costs during Day End Processing to updating costs during posting, you must first run Day End Processing to cost all outstanding posted O/E, I/C, and P/O transactions.
Before you start:
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Make sure no one else is using the Order Entry data and that no other Order
Entry screens are open for the company before you save changes. You cannot change settings on the O/E Options screen if other Order Entry screens are open, or other users are working with the Order Entry database.
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Make sure you understand the impact the options have on processing within
Order Entry.
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Print the O/E Options report so you have a record of your processing options before you start.
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If you are changing from updating costs during Day End Processing to updating costs during posting, you must run Day End Processing first to cost all outstanding posted transactions.
To change O/E processing options:
1. Open Order Entry > O/E Setup > Options.
2. Click the Processing tab and change options as necessary.
3. Click Save.
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Processing and Posting
After changing O/E processing options
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Print the O/E Options report to check that the settings were changed correctly, and to create a record of options you selected.
Setting Up Posting and Day End Processing Options
You can change Day End Processing options, and batch creation and posting options for transactions created by Order Entry. You set some of these options in Order Entry, and some in Inventory Control.
In Order Entry, you can specify: l
When Order Entry creates G/L batches and whether it should also post them automatically. You select this option on the O/E G/L Integration screen.
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Whether Order Entry posts A/R batches automatically, or whether you will do this manually. You select this option on the O/E Options screen.
In Inventory Control, you can specify: l
Whether costs inventory items when posting transactions or when you run
Day End Processing in Inventory Control. You select this option on the I/C
Options screen. If you cost inventory items at posting, every shipment, receipt, and transfer will update item costs immediately. This can increase the time it takes to post orders from Order Entry. If you want to speed up order processing, cost inventory when you run Day End Processing.
Regardless of when you cost inventory items, Inventory Control updates inventory counts when you post transactions, so you always know your inventory levels.
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When Inventory Control creates subledger and audit information. If speed is a concern, we suggest doing this during Day End Processing. You select this option on the I/C Options screen.
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When Inventory Control creates G/L batches and whether it should also post them automatically. You select this option on the I/C G/L Integration screen.
Note: These options are closely interconnected, and changing one may affect the behavior or availability of others. For example, Day End Processing options affect when Order Entry can post General Ledger and Accounts
Receivable batches. For more information, see "About Day End Processing "
(page 228) and the Inventory Control help.
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Chapter 1: Setting Up Order Entry
Before you start:
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If you are changing Day End Processing options, make sure that no
Inventory Control or Order Entry screens are open. If any screens are open for these programs, you will not be able to save changes to Day End
Processing options.
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Print the O/E G/L Integration report so you have a record of your G/L
Integration settings.
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If you are changing from updating costs during Day End Processing to updating costs during posting, you must first run Day End Processing to cost all outstanding posted transactions.
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If you are changing from using the O/E Create Batch screen to creating general ledger transactions during Day End Processing, use the O/E Create
Batch screen to process any outstanding transactions first, to avoid accidentally omitting transactions from your general ledger batches.
To change batch creation and posting options for A/R transactions created by Order Entry:
1. Open Order Entry > O/E Setup > Options.
2. On the Processing tab, select an option on the Post A/R Batches list. If you choose to post A/R batches when you post O/E transactions, and you cost inventory during transaction posting, Order Entry will create and post an
A/R batch each time you post an invoice.
3. Click Save.
To change batch creation and posting options for G/L transactions created by Order Entry:
Note: If you currently use the O/E Create Batch screen to create transactions, print a copy of the latest G/L Transactions report, then create any outstanding transactions before changing these options.
1. Open Order Entry > O/E Setup > Options.
2. Change options as required.
3. Click Save. You cannot save changes if anyone else is using Order Entry data or if other Order Entry screens are open for the company.
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Processing and Posting
To change Day End Processing options in Inventory Control:
1. Open Order Entry > O/E Setup > Options.
2. On the Costing tab, change the appropriate option. For more information, see the Inventory Control help.
3. Click Save. You cannot save changes if anyone else is using Inventory
Control data or if other Inventory Control screens are open for the company.
To change batch creation and posting options for G/L transactions created by Inventory Control:
Note: Inventory Control generates G/L transactions from order shipments and returns.
1. Open Inventory Control > I/C Setup > G/L Integration.
2. Change the appropriate option. For more information, see the Inventory
Control help.
3. Click Save. You cannot save changes if anyone else is using Inventory
Control data or if other Inventory Control screens are open for the company.
After changing options
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Print the O/E Options report to check that the settings were changed correctly.
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Print the Order Entry G/L Integration report if you changed integration settings.
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Print the I/C Options report to check that the settings were changed correctly.
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Print the I/C G/L Integration report if you changed integration settings.
Order Entry Options for Posting Accounts Receivable Batches
On the Transactions tab of the O/E Options screen, you can specify when to post
Accounts Receivable batches generated from Order Entry transactions: during posting, during Day End Processing, or on request.
Important! The option you select here can have a significant impact on system performance during transaction processing, and on the number of A/R batches that Order Entry produces.
User's Guide 23
