IdealWare Online Users Manual

SP2-06-06-08 S/P PROCESSING
31666 Sales Order Entry, Detail Entry Product Linies (Special Orders)

 

PURPOSE

 

Special order lines are used to generate a PO from within a sales order.

 

Any products defined in the product master file can be selected for special order processing. In addition, you can have SO (Special Order) status products flagged for special order processing. This triggers the sales order entry program to prompt for extra product description automatically whenever these products are sold.

 

When a special order line is added to an order, you must enter a SUPPLIER code and if desired, a COST. When a special order line is updated, the program offers the option of automatically generating a PO and associated PO detail line. The special order line indicates which PO and PO line was generated. The PO indicates which sales order generated it.

 

Any number of special order lines can be entered in a sales order. A different supplier code can be specified for each special order line. Because each special order line that has a new supplier code generates a new PO, there can be multiple POs generated from within one sales order. If multiple special order lines have the same supplier code, then all of the lines with that supplier code will be included in the first PO that was automatically generated for the supplier.

 

When a PO is generated via a special order, the associated PO detail line has the associated sale number and sale line number appended to it. This also allows the sale's customer code and name to be appended to the purchase order detail line.

 

A sales order cannot be completed until the products in the automatically generated PO(s) have been received through the inventory receiving program.

 

When the sales order is processed through the order register and update program, the cost of sales used for the special order lines equals the receiving cost for the special ordered product(s), not the average cost).

 

 

PROCEDURE

 

Special order sales ordering typically consists of the following procedures.

 

1) ORDER HEADER ENTRY

 

Perform order header entry. Specify default supplier. Individual detail lines can use other suppliers as well.

 

2) DETAIL ENTRY

 

Add the special order detail lines. The associated PO(s) will be generated automatically.

 

3) PURCHASE ORDER PROCESSING

 

Modify the POs and print the PO documents if required. Make the order.


4) RECEIVE THE PRODUCTS

 

Perform the appropriate inventory receiving procedures.

 

5) COMPLETE THE SALE ORDER

 

Perform the appropriate sales completion procedures.

 

Example Special Order Detail Lines display:

┌────────────────────────────────────────────────────────────────────────────────┐
│Oct14/07              ***** SALE ORDER DETAIL ENTRY *****             TERM: Tc  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│01-S100012  DOEJOH     SUB:  6,555.00  PST: 458.85  GST: 458.85  TOT:  7,472.70 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│LINE  PRODUCT                        QUANTITY  OF       PRICE  PER    ExTENSION â”‚
│────────────────────────────────────────────────────────────────────────────────│
│0010  2" COMMON NAILS                  100.00  BOX      65.55  BOX     6,555.00 â”‚
│      PO1: SAMPLE   01-012345 0010                                              â”‚
│0020  _______________                                                           â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│──────────────────────────< CURRENT LINE INFORMATION >──────────────────────────│
│0020  CODE:NAIL         TYP:P  DISC:N  PST:Y  GST:Y  SHIP:PU  FROM:01  PRT:N    â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│F2=LINE TYPE, F3=LINE CONTROL, F4=EXIT, F8=EXIT & PAY & PRINT, F12=OTHER OPTIONS│
│ENTER PRODUCT CODE OR ENTER QTY FOLLOWED BY '*' FOLLOWED BY PRODUCT CODE.       â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

LINE

 

Displays the line number associated with the detail line. See 31661 - SALES ORDER ENTRY, DETAIL ENTRY LINE INITIALIZATION.

 

TP (LINE TYPE)

 

Displays the "P" (Product) line type. See 31661 - SALES ORDER ENTRY, DETAIL ENTRY LINE INITIALIZATION.

 

PRODUCT CODE

 

Displays the product code entered at the PRODUCT field. See 31662 - SALES ORDER ENTRY, DETAIL ENTRY PRODUCT LINES (REGULAR). If a special order ticket was created by pressing [F10] at the order initialization screen, and if a PO was created during header entry, then during detail line entry, after each product code is entered, the program automatically prompts for a PO Supplier code.

 

** ENTER P.O. SUPPLIER CODE (F5=INQUIRY): BAYSI___
   F2=NO SUPPLIER

 

The supplier code defaults to the supplier code entered during header entry. A different supplier code can be entered if another PO is to be created and also attached to the sale. Or you can press [F2] if this detail line is not to be appended to any PO, ie the line is not part of a special order.

 

Enter desired supplier code.

 

[Enter] to accept displayed default code.

 

[F2] for no supplier.

 

Select this option if the line is not part of a PO.

 

 

** ENTER EXISTING OR NEW P.O.#:  01- 100209
   PRESS F3 TO BACKUP OR F5 FOR PO SYSTEM.

 

The PO number defaults to the PO created during header entry. A different PO number can be entered if you want to attach the line to an existing PO.

 

Enter desired PO number.

 

[Enter] to accept displayed default PO.

 

[F3] to return to previous prompt and change supplier code.

 

[F5] to access PO system.

 

PRODUCT DESCRIPTION ENTRY

 

If the product entered has the status "SO" (Special Order), the cursor will automatically advance to the end of the product description. You can then modify or add to the product description if required.

 

Enter description.

 

You can modify the main product description and append up to three extra lines of product description. See 31670 - SALES ORDER ENTRY, DETAIL ENTRY DESCRIPTION LINES.

 

 

[F2] to clear current line of text.

 

[F4] to exit PRODUCT DESCRIPTION edit/entry mode.

 

The cursor advances to the PRODUCT OPTIONS PROMPT.

 

 

PRODUCT OPTIONS PROMPT

 

When the PRODUCT code is entered, the PRODUCT OPTIONS prompt displays. See 31662 - SALES ORDER ENTRY, DETAIL ENTRY PRODUCT LINES (REGULAR) - PRODUCT OPTIONS PROMPT.

 

** CR=QUANTITY, F1=SHIP/PRINT, F8=DESCRIPTION/P.O.INFO:

 

CR=QUANTITY

 

[Enter] to advance to QUANTITY field.

 

Select this option when the detail line is not part of a PO.

 

 

F1=SHIP/PRINT

 

[F1] to advance to QUANTITY field.

 

Select this option when the detail line is not part of a PO. See 31560 - SHIPPING PROCEDURES.

 


F8=DESCRIPTION/REF#/P.O.INFO:

 

[F8] to display following prompt.

 

**F8=DESCRIPTION,F9=TRANSFER REF#,F10=P.O.SUPPLIER,F11=P.O.COST,F12=ACCESS P.O.,CR/F4=EXIT:

 

[Enter] or [F4] to exit prompt.

 

If you are adding a line, the cursor returns to the PRODUCT OPTIONS prompt. If you are modifying a line, the cursor returns to the DETAIL MODIFICATION prompt.

 

 

[F8] to modify or add to product description.

 

Enter description.

 

You can modify the main product description and append up to three extra lines of product description. See 31670 - SALES ORDER ENTRY, DETAIL ENTRY DESCRIPTION LINES.

 

 

[F2] to clear current line of text.

 

[F4] to exit PRODUCT DESCRIPTION edit/entry mode.

 

The cursor advances to the PRODUCT OPTIONS PROMPT.

 

 

[F9] to enter transfer reference.

 

See 31662 - SALES ORDER ENTRY, DETAIL ENTRY PRODUCT LINES (REGULAR) - PRODUCT OPTIONS PROMPT.

 

 

[F10] to enter PO supplier code.

 

This option is applicable only if the detail line has not already generated a purchase order line. The following prompt displays.

 

 

** ENTER P.O. SUPPLIER CODE (F5=INQUIRY):

 

Enter supplier code.

 

Once the supplier code is entered (ie "GENPA"), the following will be displayed as an appendage to the product description and the cursor will then return to the F10=P.O.SUPPLIER prompt: PO1: GENPA.

 

 

[F3] to return to PRODUCT OPTIONS prompt.

 

[F5] to access supplier inquiry.

 

See 24593 - SUPPLIER INQUIRY.

 

 

[F11] to enter PO cost.

 

If a cost is entered, it will be used in the PO line that is generated. A cost does not have to be entered into the sales order for a PO to be generated. However the cost must be entered at some point either directly into the PO or by modifying the cost in the sales order line before completing the sale. The following prompt displays.

 


** ENTER P.O. COST:

 

Enter PO cost.

 

If the product has multiple units of measure, you will be prompted as follows:

 

 

1.EACH  2.BOX (=10 EA)

 

"1", "2" etc. to select appropriate unit.

 

[F3] to return to previous prompt.

 

Once the cost and unit has been entered (ie $4.99/EACH), the following will be displayed as an appendage to the product description and the cursor will then return to the F10=P.O.SUPPLIER prompt: PO2: 4.99/EACH.

 

 

[F3] to return to previous prompt.

 

[F12] to access PO.

 

This option is applicable only if the detail line has already generated a purchase order. Select this option to access the PO that was generated by this order detail line. From within the PO system you can perform all of the available PO functions. To return to the sales order from the PO system, press [F4] from the PO Header screen.

 

 

See 31662 - SALES ORDER ENTRY, DETAIL ENTRY PRODUCT LINES (REGULAR) for more information about the following fields.

 

QUANTITY

 

OF (QUANTITY OF or QUANTITY UNIT)

 

PRICE

 

PER (PRICE PER or PRICE UNIT)

 

EXTENSION

 

DIS (PRICE DISCOUNT)

 

PST (PROVINCIAL SALES TAX)

 

GST (GOODS & SERVICES TAX)

 

SHP (SHIPPING LOCATION)

 

SHIP/PRINT OPTIONS and LINE UPDATE


Example PO Header Generated from Special Order Line:

┌────────────────────────────────────────────────────────────────────────────────┐
│Oct23/07            ***** PURCHASE ORDER HEADER ENTRY *****                     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│ORDER NUMBER 01-100024      ORDER DATE   10/23/07    ORDER STATUS PENDING#01    â”‚
│ORDER TYPE   ORIGINAL       RECEIVE DATE 10/23/07    SENT TO SUPP N             â”‚
│ORDER FREQ                  CANCEL DATE  00/00/00    SENT TO STOREN             â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SHIP     SAUDER DIST                   <───────────────COMMENTS───────────────> â”‚
│FROM      DIV SAUDER IND LTD.          ** AUTOMATICALLY GENERATED **            â”‚
│SAUDI    19950 - 101 AVENUE            SALE: 01-C100599                         â”‚
│         LANGLEY, BC                   SMAN: BARJO  DATE: 10/23/07              â”‚
│────────────────────────────────────────────────────────────────────────────────│
│FREIGHT CHARGE?   N  $     .00         <─────────────PAYMENT TERMS─────────────>│
│BROKERAGE CHARGE? N  $     .00         100 % TERMS AB DUE 11/15/07 DIS 11/15/07 â”‚
│OTHER CHARGE?     N  $     .00             % TERMS    DUE          DIS          â”‚
│                                           % TERMS    DUE          DIS          â”‚
│SHIPPED VIA                                                                     â”‚
│F.O.B. POINT                                          DISCOUNT %            .00 â”‚
│CONTACT                                                                         â”‚
│PURCHASER         BARJO (JOHN BARKER)                 P.O. TOTAL          50.87 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                    ***** PRESS F12 TO DISPLAY OPTIONS *****                    â”‚
│────────────────────────────────────────────────────────────────────────────────│
│F1=MODIFY DETAIL; F6=MODIFY HEADER; ENTER OPTION OR PRESS CR/F4 TO EXIT; __     â”‚
│F5=PURCHASE ORDER INQUIRY.                                                      â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

Example PO Line Generated from Special Order Line:

┌────────────────────────────────────────────────────────────────────────────────┐
│Oct23/95            ***** PURCHASE ORDER DETAIL ENTRY *****                     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│ORDER NUMBER 01-100024      SUPPLIER SAUDI           ORDER STATUS PENDING#01    â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SUB-TOT:      50.87                                           TOTAL:      50.87 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SEQ  T PRODUCT  ORDER-QTY    DUE   REC-QTY BO-QTY     PRICE     DIS       TOTAL â”‚
│────────────────────────────────────────────────────────────────────────────────│
│0010 P SPECIAL    200 EA   10/23/95    200      0      .390 EA   N        50.87 â”‚
│       PRODUCT: EYE BOLD AND NUT                                                â”‚
│                #5109 1/4" x 4"                                                 â”‚
│____                                                                            â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│─────────────────────────────────────── ON-HAND  ON-ORDER SALES-L4W  LAST-COST â”€â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│CR= NEXT; ENTER SEQ# TO CHANGE; F2=DISPLAY; F4 TO END.                          â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘