IdealWare Online Users Manual

SP2-06-11 S/P PROCESSING
31563 Sales Order Entry, Order Completion

 

PURPOSE

 

This article explains the requirements for completing an order. Only properly completed orders are selected by the order register and update program for processing.

 

The non-selectable orders report is used to print a report of all orders that are not complete and for each order indicates what is causing the order to be incomplete. See 31617 - NON-SELECTABLE ORDERS REPORT.

 

The STATUS option at the ORDER MAIN OPTIONS prompt of the order header screen displays the completion status window which indicates why an order might not be complete. See 31555 - SALES ORDER ENTRY, ORDER MODIFICATIONS.

 

The following are the possible completion status messages displayed by the sales order entry program.

 

ORDER HAS BEEN PLACED ON HOLD

 

An order can only be complete if it is NOT ON HOLD. To change the HOLD status of an order, select [F11] at the ORDER MAIN OPTIONS prompt of the order header screen. See 31555 - SALES ORDER ENTRY, ORDER MODIFICATIONS.

 

ORDER IS AN ESTIMATE

 

Estimates/Quotations are not complete orders. They do not get processed by the order register and update program.

 

CASH INVOICE HAS NOT BEEN PRINTED

 

Cash type orders must be printed in order to be complete. To print the invoice, select [F5] at the ORDER MAIN OPTIONS prompt of the order header screen. See 31555 - SALES ORDER ENTRY, ORDER MODIFICATIONS.

 

CHARGE INVOICE HAS NOT BEEN PRINTED

 

If your system is not configured for invoice print runs, by default on-account type orders must have their invoice printed in order to be complete. Your system can be configured to allow an order to be complete even if it has not been printed. To print the invoice, select [F5] at the ORDER MAIN OPTIONS prompt of the order header screen. See 31555 - SALES ORDER ENTRY, ORDER MODIFICATIONS.

 

CHARGE INVOICE HAS NOT BEEN VALIDATED AT THE TILL

 

If your system is configured for invoice validations at the cash till, then an on-account type order that has not been validated at the cash till will not be complete. To validate the order, enter or scan the order number at the SALES SLIP# OPTIONS prompt of the cash till sales entry screen. See 31542 - CASH TILL SALES ENTRY, SALE/REFUND CREATION/ACCESS.

 

SHIPPED DATE HAS NOT BEEN SET

 

An order that does not have the SHIPPED DATE set is not complete. To change the SHIPPED DATE of an order, select [F9] at the ORDER MAIN OPTIONS prompt of the order header screen. See 31555 - SALES ORDER ENTRY, ORDER MODIFICATIONS.

 

ORDER HAS NOT BEEN DELIVERED

 

Applicable only for delivery type orders. This status displays when when the SHIPPED DATE HAS NOT BEEN SET for a delivery order. To change the SHIPPED DATE of an order, select [F9] at the ORDER MAIN OPTIONS prompt of the order header screen.

 

CASH INVOICE HAS NOT BEEN PAID IN FULL

 

A cash type order where the AMOUNT PAID does not equal the order total is not complete. To pay an order fully, select [SHFT][F1] at the ORDER MAIN OPTIONS prompt of the order header screen. See 31555 - SALES ORDER ENTRY, ORDER MODIFICATIONS.

 

Example Order Status Incomplete display:

┌────────────────────────────────────────────────────────────────────────────────┐
│10/25/07              ***** SALE ORDER HEADER ENTRY *****             TERM: TE8 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SMAN   JOHN BARKER            ORDERED DATE 10/25/07                             â”‚
│ORDER# 01-C100613             TO-SHIP DATE 10/25/07                             â”‚
│DOCUM  CASH SALE              TO-SHIP TIME                                      â”‚
│TYPE   CASH-CU┌──────────< ORDER COMPLETION STATUS >──────────┐                 â”‚
│──────────────│                                               â”‚─────────────────│
│BILL-TO  CASHS│   ORDER HAS BEEN PLACED ON 'HOLD'             â”‚ACT              â”‚
│NAME          â”‚   SALES INVOICE HAS NOT BEEN PRINTED          â”‚                 â”‚
│ADDR1         â”‚   SHIPPED DATE HAS NOT BEEN SET               â”‚                 â”‚
│ADDR2         â”‚   ORDER HAS NOT BEEN DELIVERED                â”‚                 â”‚
│CITY          â”‚   SALES INVOICE HAS NOT BEEN PAID IN FULL     â”‚REA              â”‚
│PROV          â”‚                                               â”‚S CD             â”‚
│PH#           â”‚   ** PRESS ENTER TO CONTINUE: _               â”‚                 â”‚
│FAX#          â””───────────────────────────────────────────────┘                 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SMAN      BARJO    SHIP PICK UP         CASH TOTAL    181.65  SUB-TOT    159.35 â”‚
│LEV R PST Y GST Y  SHIPPING INFO Y      AMT PAID(0)      .00  P.S.T.      11.15 â”‚
│PST CODE           SHIPDOC PRT'D N      AMT OWING     181.65  G.S.T.      11.15 â”‚
│CONT               INVOICE PRT'D N      DEP REQ'D        .00  DLVRY         .00 â”‚
│PO#                COMPLETE      N HOLD COD METHOD      VISA  TOTAL      181.65 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

Example Order Status Complete display:

┌────────────────────────────────────────────────────────────────────────────────┐
│10/25/07              ***** SALE ORDER HEADER ENTRY *****             TERM: TE8 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SMAN   JOHN BARKER            ORDERED DATE 10/25/07                             â”‚
│ORDER# 01-C100613             TO-SHIP DATE 10/25/07                             â”‚
│DOCUM  CASH SALE              TO-SHIP TIME                                      â”‚
│TYPE   CASH-CURRENT           SHIPPED DATE 10/25/07                             â”‚
│────────────────────────────────────────────────────────────────────────────────│
│BILL-TO  CASHS┌──────────< ORDER COMPLETION STATUS >──────────┐ACT              â”‚
│NAME          â”‚                                               â”‚                 â”‚
│ADDR1         â”‚   ORDER IS COMPLETE AND SELECTABLE            â”‚                 â”‚
│ADDR2         â”‚                                               â”‚                 â”‚
│CITY          â”‚   ** PRESS ENTER TO CONTINUE: _               â”‚REA              â”‚
│PROV          â””───────────────────────────────────────────────┘S CD             â”‚
│PH#                                     PH#                                     â”‚
│FAX#                                    FAX#                                    â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SMAN      BARJO    SHIP PICK UP         CASH TOTAL    158.88  SUB-TOT    139.36 â”‚
│LEV R PST Y GST Y  SHIPPING INFO Y      AMT PAID(2)   158.88  P.S.T.       9.76 â”‚
│PST CODE           SHIPDOC PRT'D Y      AMT OWING        .00  G.S.T.       9.76 â”‚
│CONT               INVOICE PRT'D Y      DEP REQ'D        .00  DLVRY         .00 â”‚
│PO#                COMPLETE      Y      COD METHOD      VISA  TOTAL      158.88 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘