Blanket sales orders are used when you have a contract to supply goods in large quantities with discounted pricing to the customer. These discounted prices are stipulated upfront for the period of the contract. In some circumstances, the customer can order more than planned in a specific period but they may not be allowed to exceed the quantity planned in the contract period. This situation may also influence the pricing which was agreed during the initial stages of the contract.
The creating and maintaining of blanket sales orders consist of the following sections:
Type or select the ID or name of the debtor who placed the blanket order. This is mandatory.
Type or select the ID or name of the debtor who will be receiving the invoice. By default, the Invoice debtor defined for the ordered by debtor at the debtor maintenance is displayed (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open. The invoice debtor is found in the Financial tab under the Sales order – Invoice section for Advanced mode or in the Logistics tab under the General section for Simple mode). Otherwise, the ID of the Ordered by debtor is displayed. This is mandatory.
Type or select the currency to display the blanket order that is using the selected currency.
Press the TAB key to obtain a system-generated running sequence number as defined at System ➔ General ➔ Settings in Number settings. You may also type or select the blanket order number manually without tabbing through this field. The blanket order number will be disabled once you tab through. This is mandatory.
Type a description for the blanket order.
Type or select the start date of the blanket order. By default, the current date is displayed.
Type or select the expiry date of the blanket order. By default, the current date is displayed.
Type or select the item(s) that you want to order and fill in the necessary information under the respective columns when entering the order lines. A list of options is displayed if you press the F2 key in the Item column, Unit column, and other columns. From the list, make your selection and click Select.
Note: It is possible that not all columns are displayed. You can add or remove the columns as required by clicking Columns at the toolbar. For information on these columns, see Defining blanket sales order columns.
Type or select the item code ordered by the customer or press F2 to select the item from the list of items created at Order ➔ Items ➔ Maintain.
This displays the item description as defined in item maintenance.
Type the contracted quantity of item that you want to order.
The start date at the blanket order header will be displayed. You can change the start date but it must fall within the dates specified at the blanket order header.
Note: The Start date must be before the End date.
The end date the blanket order header will be displayed. You can change the end date but it must fall within the dates specified at the blanket order header.
The quantity of item that has been released is displayed. This column cannot be edited.
The quantity of item to be released is displayed. This column cannot be edited.
The quantity of item that has been fulfilled is displayed. This column cannot be edited.
The blanket order process flow displays the statuses of the blanket order with the completion date and green check mark as the indicators. The blanket order process flow also allows you to process the orders by clicking on the process steps. For example, if you want to authorize the blanket order, click Authorize. The Authorize process step is available depending on the Order settings. If you have selected the Blanket orders check box under the Authorize section of Order settings, then the Authorize process step is mandatory.
Click this to view all the blanket orders that were placed by the selected debtor.
Click this to change the authorization status of the selected sales order. A message, “Change authorization status?” will be displayed. Click Yes to change the authorization status or No to exit. You can also authorize the blanket order at Order ➔ Entries ➔ Authorize. For more information, see Authorizing blanket sales orders.
Note: This process is available only if you have selected the Blanket order check box at System ➔ General ➔ Settings in Order settings under the Authorize section.
Click this to print the blanket order confirmation for the blanket order. This process is optional and can be skipped. An attachment will be generated each time you print and the date field will be updated accordingly. For more information, see Printing blanket sales orders.
A red cross indicates that the blanket order is not completed. You will have to manually set the blanket order status to complete. You can only click the Completed button once the blanket order is authorized. The blanket order with the Completed status cannot be used in the sales order and can only be displayed at the overview at Order ➔ Entries ➔ Blanket orders ➔ Overview. A green check mark and a date indicate that the blanket order is completed on the shown date.
This displays the total amount of the blanket order.
Click this to view the power view report. For more information, see Power view report.
Click this to type a new note or to view the notes that are recorded for the blanket order. For more information, see Creating and maintaining notes.
Click this to view the activities created for the selected blanket order.
Click this to view or edit the details of the selected item. For more information, see Creating and maintaining items.
Note: This button is enabled only if an item in the blanket order lines is selected.
Click this to create a blanket order.
Click this to exit and return to the blanket order overview screen.