Authorizing sales orders and Return to Merchant Authorization (RMA) orders
Menu path
Order ➔ Entries ➔ Authorize
Introduction
Authorizing sales
orders is used for checking the sales orders created before the sales
orders are processed. However, authorization is an optional process as it
depends on the settings at System ➔ General
➔ Settings,
under Order Settings. If you have selected the Sales
order check box under the Authorize section, authorization
becomes mandatory. Otherwise, the sales orders created will be authorized
automatically.
You can also authorize return
to merchant authorization (RMA) orders. However, if you have selected the RMA check
box under the Authorize section at System ➔ General
➔ Settings,
authorization becomes mandatory. Otherwise, RMA orders created will be
authorized automatically.
Only employees with the
necessary rights defined at System ➔ HR
& Securities ➔ Resources, under
the Rights tab, are allowed to authorize sales orders and RMA
orders.
Sales orders must be
authorized if you want to print sales order confirmations unless
authorization is made optional. However, if authorization and confirmation is
made optional, picking lists and delivery notes can be printed. Furthermore,
RMA orders must be authorized before you can print return slips unless
authorization is made optional.
Description
You can filter the sales
orders that you want to display by entering your search criteria and click Search.
The sales orders that match the search criteria you have defined are then
displayed. A list of options appears if you click 
at Sales order, Ordered by, and other fields. From the list, make
your selection and click Select.
Fields
Search
Click this button to
search for entries based on the defined criteria.
Clear
Click this button to
clear the defined criteria.
Number of rows
Type the number of rows to be
displayed for each screen. If you have set the default number of rows to 10,
then 10 rows will be displayed. Therefore, if you have more than 10 rows
listed, you will see the Previous and Next buttons.
Previous
Click this button to
return to the previous screen.
Next
Click this button to go
to the next screen.
Warehouse
Select the warehouse of the
sales orders or RMA orders you want to display. You can also search for sales
orders or RMA orders with any warehouse by selecting All.
Sales order
Select Sales order to
display only sales orders in the authorize list.
RMA order
Select RMA order to
display only RMA orders in the authorize list. If you select RMA
order, you will see RMA order date and RMA
order instead of Sales order date and Sales
order as the search criteria.
Sales order date/RMA order
date
Type or select the date or
date range in which the sales orders or RMA orders were created. You can also
select the All check box to search for sales orders or RMA orders
with any sales order date or RMA order date. By default, the All check
box is selected.
Note: Typing
or selecting only the start date will display sales orders or RMA orders that
are created on or after the selected date. Typing or selecting only the end
date will display sales orders or RMA orders that are created on and
before the selected date.
Selection code
Type or select the selection
code of the sales order or RMA order to be displayed. You can create selection
codes at System ? Logistics
? Selection codes.
Sales order/RMA order
Type or select the sales order
or RMA order number to search for sales orders or RMA orders with the selected
number.
Your ref.
Type the debtor’s reference
number to search for sales orders or RMA orders with the selected reference
number.
Invoice debtor
Type or select the ID or name
of the debtor who will be receiving the invoice to search for sales orders
or RMA orders with the selected invoice debtor.
Debtor
Type or select the ID or name
of the debtor who placed the sales order or RMA order to search for sales
orders or RMA orders with the selected debtor.
Description
Type a description or part of
it to search for the sales order or RMA order.
Authorization
Three options are available.
Select All to view all authorized and unauthorized sales
orders or RMA orders, select Authorized to view only sales
orders or RMA orders that are authorized, or select Not authorized to
view sales orders or RMA orders that are not authorized yet.
Check section
Under the Check section,
you can have extra columns to be displayed in the authorize list such as
outstanding items, stock, warehouse, and others. You can select one or more
check boxes, and then click Search. A green check mark will be
displayed in the selected columns if the sales orders or RMA
orders contain the items. For example, if you have selected the Serial/batch check
box, a green check mark will be displayed on the Serial/batch column
for the sales orders or RMA orders with serial/batch numbers. To remove
the extra column, clear the corresponding check box.
Note: It
is possible that not all columns in this example are displayed. You can add or
delete columns as required. For more information, see Inserting
and Deleting Columns.
Addresses
Select this check box if
you want to see whether the information of the debtor who requested for
the sales order or RMA order contains an address.
Outstanding items
Select this check
box if you want to see whether the debtor has outstanding or overdue amount. If
the debtor does not have overdue or outstanding amount, a green check mark will
be displayed.
Prices
Select this check box if you
want to see whether the discount given to the debtor matches the discount
in the standard price list.
Debtor status
Select this check box if you
want to view the status of the ordered by, delivery to or delivery from, and
invoice to debtor in the sales order or RMA order. A green check mark is
displayed in the Debtor status column if the status of all the
three debtors used in the sales order or RMA order is either active, pilot,
reference, or passive.
Serial/batch
Select this check box if you
want to see whether the items in the sales order or RMA order have serial or
batch numbers.
Note: This
check box is available only if you have E-Serial/Batch included
in your license.
Items
Select this check box if you
want to view the status of the items in the sales order or RMA order. A green
check mark is displayed in the items column if the status of the items is Active, Discontinued, Inactive,
or Future. If one or more items in the sales order or RMA order
have status Blocked, no green check mark will be displayed.
Parts
Select this check box if you
want to view the status of the item components (parts) in the sales order or
RMA order. A green check mark is displayed in the Parts column
if the status of the item components is Active, Discontinued, Inactive,
or Future. If one or more item components in the sales order or RMA
order have status Blocked, no green check mark will be displayed.
Stock
Select this check box if you
want to see whether there is stock available in the order. Note that the stock
of orders that have not been approved will not be available for checking and will
not be displayed.
Warehouse
Select this check box if you
want to see the status of the selected warehouse in the sales order or RMA
order. A green check mark is displayed in the Warehouse column
if the status of the warehouse is Active.
Budgets copied
Select this check box if you
want to see whether a budget is copied to the sales order.
Note: If you
select RMA order, this check box is not enabled. This check
box is available only if you have E-Serial/Batch included in
your license.
Buttons
Note
Click this button to type
a new note or to view the notes that are recorded for the sales order or RMA
order. For more information, see Creating
and Maintaining Notes.
Note: This
button is enabled only if a sales order or RMA order is selected.
Attachment
Click this button to
attach a new document or view the documents that are attached to the sales
order or RMA order. For more information, see Overview
of Attached Documents.
Note: This
button is enabled only if a sales order or RMA order is selected.
Change
Click this button to
change the fulfillment date of the sales order. For more information,
see Changing
Fulfillment and Receiving Date for Orders.
Note: The
fulfillment date can be changed only if partial delivery is allowed. The
partial delivery allowed can be set for the debtors at Finance ? Accounts
receivable ? Maintain, and
then click Open or New, under the Logistics tab
(under the General section if the Simple button
is clicked), or Financial tab (under the Sales order –
Invoice section if the Advanced button is clicked) by
selecting the Partial delivery allowed check box. However,
this can be changed for each sales order in Order ? Entries
? Sales orders, and
then click Open or New, under Conditions,
by selecting or clearing the Partial delivery allowed check
box.
Note: This
button is only available for sales orders.
Credit line
Click this button to view
the invoiced debtor’s credit information such as credit line information,
payment date, due date, outstanding amount, payment reference, and others.
Note: This
button is enabled only if a sales order or RMA order is selected.
Card
Click this button to view
the debtor’s transactions. For more information, see Viewing
Debtor Card.
Note: This
button is enabled only if a sales order or RMA order is selected.
Invoice
Click this button to view
or edit the generated invoice for the sales order or credit note for the RMA
order. For more information, see Creating
and Maintaining Sales Invoices.
Note: This
button is enabled only if a sales order or RMA order is selected.
Transactions
Click this button to view
all the journal entries of the sales order or RMA order. For more information,
see Viewing Transactions (available soon).
Note: This
button is enabled only if a sales order or RMA order is selected.`
Project
Click this button to view
or edit the project information for the sales order or RMA order. For more
information, see Creating
and Maintaining Projects.
Note: This
button is enabled only if a sales order or RMA order is selected.
Copy budgets
Click this button to copy
a budget to the sales order. Click Copy budgets again to type
or select a budget scenario. Click OK and then Close to
exit. You can create budgets at System ? Finance
? Budget scenarios.
Note: This
button is available only if you have E-Serial/Batch included
in your license. A project has to be linked to the sales order to be able to
copy budgets.
Authorize
Click this button to
change the authorization status (to authorize or to remove authorization) for
the sales order or RMA order. Once you click the Auth. button, a
message "Change authorization status?" is displayed. Click Yes to
change the authorization status, or click No to exit.
Note: This
button is enabled only if a sales order or RMA order is selected.
Reject
Click this button to
reject the selected sales order or RMA order. Once you click Reject you
can send an e-mail to the employee who created the sales order or RMA order.
Fill in the employee’s e-mail address and subject, and then click Send.
Note: This
button is enabled only if a sales order or RMA order is selected.
Print
Click this button to
print an overview of all the sales orders or RMA orders that are listed in the
authorize list. There are three options available:
- Valid – Select
this option to print sales orders with the fulfillment date that is later
than the current date or RMA orders with receipt date later than the
current date.
- Invalid – Select
this option to print sales orders with the fulfillment date that is earlier
than the current date or RMA orders with receipt date earlier than the current
date.
- All – Select
this option to print both valid and invalid sales orders or RMA orders.
Click Print after
you have made your selection.
Delete
Click this button to delete
the selected sales order or RMA order. Click Yes to delete the
sales order or RMA order.
Note: A
sales order or RMA order which is already authorized cannot be deleted. Once
the sales order or RMA order is deleted, it cannot be recovered.
Note: This
button is enabled only if a sales order or RMA order is selected.
Open
Click this button to view or
edit the sales order or RMA order. For more information on sales orders,
see Creating
and Maintaining Sales Orders. For more information
on RMA orders, see Creating
and Maintaining Return to Merchant Authorization (RMA) Orders.
Note: This
button is enabled only if a sales order or RMA order is selected.
Close
Click this button to exit.
Related documents
| Main Category: |
Attachments & notes |
Document Type: |
Online help main |
| Category: |
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Security level: |
All - 0 |
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Document ID: |
12.298.352 |
| Assortment: |
Exact Globe+
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Date: |
26-09-2022 |
| Release: |
390 |
Attachment: |
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| Disclaimer |