Sales order conditions

Payment data section

Currency

Type or select a currency code for the invoice to be generated. By default, the currency code displayed is based on the Currency defined for the invoiced debtor at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant invoiced debtor, and then click Open), under the Financial tab in the General section. This is mandatory. You can define the currency rate (the box will be enabled) if you have selected the Variable exchange rate text box at the currency maintenance (go to System ➔ General ➔ Countries ➔ Currencies, select the relevant currency, and then click Open, under the General tab).

Note: You can create currency entries at System ➔ General ➔ Countries ➔ Currencies.

Payment condition

Type or select a payment condition code for the invoice to be generated. By default, the payment condition displayed is based on the Payment condition defined for the invoiced debtor at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant invoiced debtor, and then click Open), under the Financial tab in the General section. This is mandatory.

Note: You can create payment conditions at System ➔ General ➔ Countries ➔ Payment conditions.

Credit line

Click this to view all the invoices and payment history of the invoiced debtor.

Note: The amount of the current order is not included in these amounts.

Prepayment

Click this to make partial payment for the sales order. For more information, see Prepayment for sales orders, service orders, and sales quotations.

Note: This button is enabled only if prepayment has not been made for the sales order. Also, the message “Already authorized” will be displayed if the sales order has been authorized. Click Continue to remove the authorization or click Cancel to exit.

Match

Click this to match the prepayment made for the sales order with the generated invoice (the invoice for the prepayment), and to print the generated invoice. There are several steps you have to take to enable this button.

Firstly, create a prepayment for the sales order by clicking Prepayment. A new payment term will be displayed in the payment term box after prepayment has been created. Select the created prepayment payment term from the payment term box and click Create invoice to generate an invoice for the prepayment (the sales order has to be authorized before invoice can be generated unless authorization of the sales order is not required).

After the invoice has been generated, click Match to print the generated invoice and click Close to exit. For more information on printing of invoices, see Printing and processing invoices. Click Match again to match the prepayment made for the sales order with the generated invoice. For more information on matching of payments with invoices, see Overview of entries to be matched.

Note: The Match button is enabled only if a prepayment has been made for the sales order and the sales order has been authorized, unless authorization of sales orders is not required, and the employee will need to have invoicing rights defined at the resource maintenance (go to HR ➔ Human resources ➔ Maintain, select the relevant person, and then click Open), under the Rights tab. Also, matching can be completed only if an invoice has been generated for the prepayment, and the generated invoice has been printed and processed.

Edit

Click this to edit the selected payment term. For more information, see Creating and maintaining payment conditions for sales orders, service orders, and sales quotations.

Note: The message “Already authorized” will be displayed if the sales order has been authorized. Click Continue to remove the authorization or click Cancel to exit.

Delete

Click this to delete the selected payment term.

Note: The message “Already authorized” will be displayed if the sales order has been authorized. Click Continue to remove the authorization or click Cancel to exit.

Create invoice

Click this to generate an invoice for the selected payment term. For more information, see Creating invoices in sales order, service order, and sales quotation conditions screen.

Note: This button is enabled only if the sales order is authorized, unless authorization of sales orders is not required.

Invoice schedules

Click this to create different payment terms for sales order lines with different fulfillment dates. For example, if the fulfillment for Item A is on January 20, 2017, and the fulfillment for Item B is on January 21, 2017, two payment terms will be generated.

Note: This button is enabled only if the sales order is authorized, unless authorization of sales orders is not required.

Invoice partial deliveries/Undo partial deliveries

Click Invoice partial deliveries to generate invoice for the sales order only for items that have been delivered or click Undo partial deliveries to generate invoice for all the items in the sales order.

Note: The Invoice partial deliveries button is enabled only if there is more than one payment term, for example, 20% payment within 14 days and 80% payment within 30 days. The Undo partial deliveries button is enabled only if all the following conditions are present:

• The sales order consists of more than one payment term.
• There is only one payment term displayed whereby invoice has not been generated.
• The prepayment has not been made for the sales order.
• The sales order has not been partially fulfilled.
• The user has invoicing rights.

Sales order data section

Description 1/2/3

Type the description(s) to be printed on the sales order confirmation and/or delivery note for the sales order.

Note: The description(s) will be printed only if the layouts for Description 1, Description 2, and/or Description 3 are defined for sales order confirmations and/or delivery notes at System ➔ General ➔ Settings, under Document settings.

Extra description

Type or select the extra description item code to be printed on the sales order confirmation and/or delivery note for the sales order. By default, the extra description displayed is based on the Extra description defined at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant invoiced debtor, and then click Open), under the Financial tab (under the General section for the Advanced mode) or the Logistics tab (under the General section for the Simple mode).

Note: The extra description will be printed only if the layout for Extra description is defined for sales order confirmations and/or delivery notes at System ➔ General ➔ Settings, under Document settings. For more information, see Documents settings. The extra description can be created only at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant invoiced debtor, and then click Open), under Financial tab (under the General section for the Advanced mode) or the Logistics tab (under the General section for the Simple mode).

Sales order confirmation

Select this check box if the sales order has to be confirmed before fulfillment, invoicing, and other processes can be completed. By default, this check box is selected based on the Confirm sales order defined at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant invoiced debtor, and then click Open), under the Financial tab (under the Sales order – Invoice section for the Advanced mode) or the Confirm SO defined under the Logistics tab (under the General section for the Simple mode).

Partial delivery allowed

Select this check box if the items in the sales order can be delivered partially. By default, this check box is selected based on the selection at Partial delivery allowed defined at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant invoiced debtor, and then click Open), under the Financial tab (in the Sales order – Invoice section for the Advanced mode) or the Logistics tab (under the General section for the Simple mode).

Apply: Linked charges

Select this check box to include the amount of the linked phantom items in the sales order. This phantom item is used for environmental tax and the amount will not affect the total amount of the sales order.

Note: The Apply: Linked charges check box will be selected automatically for the sales orders generated from the EDI import if the debtor selected under the Invoice to at the sales order header is a local debtor. You may deselect the check box manually if the environmental tax is not applicable for the specific sales order.

Invoice method

You can choose the invoicing method for the sales order. Select Fixed to invoice the customer a fixed amount based on the amount stated in the sales order (for example, the sales order contains two units of Item A but three units of Item A are fulfilled. The invoice for the amount of two units will be generated) or select Time & material to invoice the debtor based on the number of fulfilled units (for example, the sales order contains two units of Item A but three units of Item A are fulfilled. The invoice for the amount of three units will be generated). By default, the invoice method is displayed based on the Invoice method defined at System ➔ General ➔ Settings, under Order settings in the Entry section.

Note: This box is enabled only if invoice(s) have not been generated for the sales order.

EDI order

Select this check box to indicate the sales order is an EDI order.

Note: This box is enabled only if you create a new EDI sales order.

Apply shipping charges

Select this check box to define that the charges for shipment via E-Shipping Manifest Integration will be invoiced to the customer. When you copy a sales order to another sales order, the Apply shipping charges attribute will copied to the new sales order.

Note: This check box is available only if you have the SE1343 – E-Shipping Manifest Integration and SE1200 – E-Order licenses. This check box can be edited only if the sales order is linked to a shipping method with the Use shipping manifest attribute and when the order is not shipped yet. For more information, see Creating and maintaining shipping methods. The check box cannot be edited once the order is partially or fully shipped to ensure that the shipment will be charged accordingly.

EDI information

Select this button to enter the following details under the respective fields:

• Cancel date - type or select the cancellation date of an order.
• Early ship date - type or select the earliest shipment date.
• Requested ship date - type or select the requested shipment date.
• BOL No. - type the bill of lading number of the item.
• PRO No. - type the PRO number of the item.
• Total tare - type the total number of tares.
• Total packs - type the total number of packs.
• Total cartons - type the total number of cartons.
• Total weight - type the total weight of the item.
• Ship to ID - type of select the ID associated with the debtor.
• DC ID - type or select the code associated with the distribution center.
• Destination name - type the destination name.
• Department - type the department which the sales order is intended for.

Note: This box is enabled only if the EDI check box is selected at the Sales orders screen.

Requested date

Type or select the date the sales order was requested by the customer. By default, the date is displayed based on the Sales order date at the Sales orders screen (go to Order ➔ Entries ➔ Sales orders, and then click Open or New).

Note: This box is available only if the Order performance dates check box is selected at System ➔ General ➔ Settings, under Order settings in the Entry section.

Sales employees

Select this button to view or maintain the sales employees linked to the sales order and edit the sales commission percentage.

Note: This is available only if you select the Use sales commission check box in the Sales commissions section of Order settings. For more information, see Order settings.

Analytical group section

Cost centre

Type or select the cost center of the person who is in charge of the sales order. By default, the cost center is displayed based on the cost center the person was assigned to at System ➔ Finance ➔ Cost centres /units ➔ Cost centres, under the People tab.

Invoice code

Type or select the invoice code for the sales order. By default, the invoice code will be displayed once the invoice for the sales order is generated.

Note: You can create invoice codes at System ➔ Logistics ➔ Invoice codes.

Selection code

Type or select the selection code for the sales order. By default, the selection code displayed is based on the Selection code defined at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant invoiced debtor, and then click Open), under the Marketing tab (under the Miscellaneous section for the Advanced mode) or under the Logistics tab (under the General section for the Simple mode).

Note: You can create selection codes at System ➔ Logistics ➔ Selection codes.

Project code

Type or select the project for the sales order. By default, the project code is automatically generated once the sales order is saved (by clicking Close), and the generated project code is the same as the sales order number.

Note:

• The project code will be automatically generated only if the Generate project check box is selected at System ➔ General ➔ Settings, under Order settings in the Entry section.
• This field is available only if you have E-Project included in your license.

Gross weight

Type the estimated weight of all the items in the sales order to be printed on the sales order confirmation, picking list, and/or delivery note. By default, “0.00” is displayed.

Note: The gross weight will be printed only if the layout for Gross weight is defined for sales order confirmations, picking lists, and/or delivery notes at System ➔ General ➔ Settings, under Document settings. For more information, see Documents settings.

Net weight

Type the total weight of all the items in the sales order to be printed on the sales order confirmation, picking list, and/or delivery note. By default, “0.00” is displayed in the box.

Note: The net weight will be printed only if the layout for Net weight is defined for sales order confirmations, picking lists, and/or delivery notes at System ➔ General ➔ Settings, under Document settings. For more information, see Documents settings.

Route

Type the number of routes that will be taken from the warehouse to reach the customer for the items in the sales order. This will be printed on the sales order confirmation, picking list, and/or delivery note.

Note: The number of routes will be printed only if the layout for Route is defined for sales order confirmations, picking lists, and/or delivery notes at System ➔ General ➔ Settings, under Document settings. For more information, see Documents settings.

Packages

Type the total number of packages or items in the sales order to be printed on the sales order confirmation, picking list, and/or delivery note. By default, “0” is displayed.

Note: The number of packages will be printed only if the layout for Packages is defined for sales order confirmations, picking lists, and/or delivery notes at System ➔ General ➔ Settings, under Document settings. For more information, see Documents settings.

Free fields

Click this to define analytical values for the sales order to be printed on all the sales order forms. For example, if free field 1 is used to indicate the container identification number of the shipment, this number can be printed on the delivery note.

Note: You can define free fields at System ➔ General ➔ Free fields.

Note (Customer) section

Note (Customer)

Type a note for the selected ordered by debtor. By default, the note displayed is based on the Notes defined for the debtor at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant ordered by debtor, and then click Open), under the Basics tab.

Note: Any changes made to the notes will be reflected at Notes at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant ordered by debtor, and then click Open), under the Basics tab.

Project

Click this to view and/or edit the generated project of the sales order. You can also edit the project at the project maintenance (go to Projects ➔ Projects ➔ Maintain projects, select the relevant project, and then click Open). For more information, see Creating and maintaining projects.

Note: This button is enabled only if the Generate project check box is selected at System ➔ General ➔ Settings, under Order settings in the Entry section. Also, the Project button is available only if you have E-Project included in your license.

Transfer

Click this to transfer the item(s) that are in the sales order from another warehouse to the selected warehouse (the warehouse of the items in the sales order). For example, Item A is available in Warehouse 1 and Warehouse 2. Item A in Warehouse 1 is selected in the sales order but Warehouse 1 does not have enough of Item A so the transfer function will transfer Item A from Warehouse 2 to Warehouse 1. For more information, see Transferring items in sales order and service order conditions.

Note: This button is enabled only if the sales order has been authorized, unless authorization of sales orders is not required.

Allocate

Click this to reserve the item(s) in the sales order. For more information, see Allocating items in sales order and service order conditions.

Produce

Click this to generate production orders for the item(s) in the sales order. For more information, see Generating production orders from sales orders, service orders, and internal use requests.

Note:

• This button is enabled only if the sales order has been authorized, unless authorization of sales orders is not required, and there must be at least an item in the sales order with the Make attribute. Also, production orders can be generated only for item(s) with the Make attribute, and only items with the Make attribute will be displayed in the Generating production orders screen.
• This button is available only if you have E-Production included in your license.

Purchase

Click this to generate purchase orders (back-to-back orders) for the item(s) in the sales order. For more information, see Generating purchase orders from sales orders, service orders, production orders and internal use requests.

Note: This button is enabled only if the sales order has been authorized, unless authorization of sales orders is not required, and there must be at least an item in the sales order with the Buy attribute. Also, purchase orders can be generated only for item(s) with the Buy attribute, and only items only items with the Buy attribute will be displayed in the Generating purchase orders screen.

Note: This button is available only if you have E-Back to Back Order included in your license.

Close

Click this to exit.