Order settings

Quotation section

Discount / Extra charges

Select this check box to display the Discount ? Extra charges screen automatically when you close the quotation. If the check box is not selected, you can still go to the Discount ? Extra charges screen by clicking the Specific button in quotation.

Authorise quotations

Select this check box to require a quotation to be authorized before it can be processed.

 

Entry section

Default warehouse

Type or select the default warehouse code to be used when you record a new order. This default warehouse code will be reflected in the header section.

Shipping via

Type or select the default shipping method code. When you record a new order, this default shipping method will be reflected in the header section. Click By debtor to change the shipping method for selected debtor(s).

Request type: Service activity

Type or select the service activity type.

Note: This is available only if you have SE5410 — Service Management Enterprise in your license.

Item selection

Select the item selection option when you record a sales order. There are two options available which are All items and Product ranges by debtor. If you select All items, you will see the list of all items when you press F2 in the item column to select the item. If you select Product ranges by debtor, only the items defined in the price agreement with the particular debtor can be selected when you press F2 in the item column.

Note: This function is available only if you have SE1222 — E-Price Management in your license.

Invoice method

Select the default invoice method used when you create a quotation, sales order or service order. There are two options available which are Fixed and Time & Material. If you select Fixed, extra quantity will not be added to the original sales order and the invoice will not include the extra quantities. However, if you select Time & Material, the extra quantity that has been delivered will be added to the original sales order and the invoice that is generated will always include the extra quantities. This happens on one condition that the extra delivered item is used in one of the original sales order lines. By default, the invoice method is set to Fixed.

Calculate prices

Select the required debtor discount option to calculate the line discount during sales/service order entry or sales/service invoice entry. There are three options available which are:

• Invoice debtor 
  Select this to use the line discount associated to the invoice debtor. This is the default setting.
• Sales order debtor 
  Select this to use the line discount associated to the sales order debtor.
• Invoice debtor * Sales order debtor 
  Select this to use the line discount linked to the sales order debtor first. Subsequently, the line discount linked to the invoice debtor will be used on the already discounted amount.

Selection: Serial/batch numbers

Select the required option for selection of serial/batch numbers of items when creating a sales order or fulfilling a sales order. There are three options available: Manually, Valid and All. Select Manually o manually select the serial/batch numbers, Valid to select only from a list of valid serial/batch numbers linked to the existing stock, or All to select from all the available serial/batch numbers in the system. By default, Selection: Serial/batch numbers is set to Manually.

Note: This function is available only if you have E-Serial/Batch in your license.

Profit calculation

Select the required option to calculate the profit percentage. There are two options available, which are Markup and Margin. The default Markup setting will calculate the profit by dividing the gross profit with the cost price. Alternatively, select Margin to calculate the profit by dividing the gross profit with the sales price.

Discount calculation

Select the required option to calculate the total discount. There are two options available, which are Line discount after price list discount and Price list discount + Line discount. Select Line discount after price list discount to calculate the discount using the price list discount first and then calculate the discount using the line discount over the discounted amount. Alternatively, select Price list discount + Line discount to calculate the total discount by adding the price list discount and the line discount rates.

Credit line risk control

Select the required option to determine which amount is to be used when checking the credit line of the debtor during the order/invoice process. There are four available options:

• Authorised sales orders
  Select this to take into account of amounts in authorized sales orders, invoices to be authorized, authorized invoices, and final invoices when checking the credit line of the debtor.
• Invoices to be authorised
  Select this to take into account of amounts in invoices to be authorized, authorized invoices, and final invoices when checking the credit line of the debtor.
• Authorised invoices 
  Select this to take into account of amounts in authorized invoices and final invoices when checking the credit line of the debtor.
• Final invoices 
  Select this to take into account of only amounts in final invoices when checking the credit line of the debtor.

Note: For each option, the amount of the order/invoice that is being processed is also taken into account.

Fulfillment date basis

Select the type of fulfillment date basis to calculate the lead time. You can select one of the following:

• Calendar — Select this if you want the production order planning to follow the working day whereas other activities will be based on the calendar day.
• Working day — Select this if you want the requirement and lead time calculations to follow the working days defined in the schedule.

The lead time calculation affects the following:

• creating, editing, or copying sales orders or service orders
• processing quotations to sales orders
• generating back orders, and
• generating production suborders.

Stock check: To be received

Select the option to determine the calculation of the available to promise (ATP) stock. ATP stock refers to the available stock on a specific fulfillment date. There are two available options:

• Inclusive 
  Select this to include the stock to be received which has yet to be allocated in the calculation of the ATP stock. This is the default setting.
• Exclusive 
  Select this to exclude the stock to be received which has yet to be allocated in the calculation of the ATP stock.

Note: This function is available only if you have E-Order or E-Service management in your license.

See the following table for the two calculation formulas of the ATP stock based on the setting:

Setting	ATP calculation
Inclusive	Free stock + To be received not allocated - To be delivered not allocated
Exclusive	Free stock - To be delivered not allocated

Stock check: Backorders (Days)

Type the number of days to define the date range to be used in the stock check calculation. Only a value of between 0 and 999 is accepted for this field. With this function, you can determine the end date of the date range used to check on the back order transactions in the calculation of stock as the system does not necessarily need to include all the back order transactions when calculating the stock. Based on the number of days entered, the end date can be defined starting from the current date (system date).

In general, the formula of defining the end date is:

End date = Current date + Days entered in Stock check: Backorders (Days) - 1

See the following examples if different number of days is entered and the current date is 01-06-2007:

• If Stock check: Backorders (Days) = 0, no date range is defined. All back order transactions will be included in the stock check. This is the default setting.
• If Stock check: Backorders (Days) = 1, the end date of the date range is 01-06-2007. Thus, all back orders with fulfillment date that falls on and before this date will be included in the stock check.
• If Stock check: Backorders (Days) = 2, the end date of the date range is 02-06-2007. Thus, all back orders with fulfillment date that falls on and before this date will be included in the stock check.

Note: This function is available only if you have E-Order or E-Service management in your license.

Discount / Extra charges

Select this check box to display the Discount/Extra charges screen automatically at the closing of the sales order. If the check box is not selected, you can still go to the Discount/Extra charges screen by clicking the Specific button in the sales order.

Change of cost centre

Select this check box to allow you to change the cost centre in the sales order or quotation. You will see the cost centre column in the sales order/quotation screen if you select the check box.

Order performance dates

Select this check box to allow the performance dates to be filled in when you create a sales order/service order. If you select the check box, you will see the Requested date, Planned date and Original Planned date columns when you create a sales order/service order.

For more information on order performance dates, see Defining sales order columns.

Generate project

Select this check box to allow a project to be generated automatically whenever you create a sales order or sales quotation.

Generate project

Allocation: Copy project

Select this check box to copy projects when allocating stock. If the Allocation: Copy project check box is selected, there are various scenarios when items are allocated or unallocated:

1. Allocating: The project code is created automatically in the sales quotation, sales order, service order, or internal use entry. This project code will be copied from the sales quotation, sales order, service order, or internal use entry to the interbranch transfer or free stock.
   Unallocated: The project code from the interbranch transfer or free stock will be removed if it is the same as the project code in the sales quotation, sales order, service order, or internal use entry.
2. Allocating: The project code is automatically created in the sales quotation, sales order, service order, or internal use entry. This project code will be copied to the purchase order lines. The project code in the purchase order header will display the last project code displayed in the purchase order line.
   Unallocated: The project code in the purchase order will be removed if it is the same as the project code in the sales quotation, sales order, service order, or internal use entry.
3. Allocating: Different project codes are created for the sales quotation, sales order, service order, or internal use entry, and purchase order.
   Unallocated: Parent and child relationship will be removed if there are any.

If the Allocation: Copy project check box is not selected, there are various scenarios when items are allocated or unallocated:

1. Allocating: The project code is not created for sales quotations, sales orders, service orders, or internal use entry. Parent and child relationship is not created, and the project code is not created for purchase orders, interbranch transfers, or free stock.
   Unallocated: The project code in purchase orders, interbranch transfers, or free stock will not be removed.
2. Allocating: The project code is not created for sales quotations, sales orders, service orders, and internal use entry. Parent and child relationship is not created for sales quotations, sales orders, service orders, internal use entry, and production orders. However, the project code is created for production orders.
   Unallocated: The project codes in production orders are not removed.

Representatives only

Select this check box to limit only resources with the representative role to be available for selection at the header section of the entry screens when you record a new sales order, RMA (Return Material Authorization) order, quotation, sales invoice, or direct invoice. This can be done at Order ? Entries ? Sales order, Order ? Entries ? RMA orders, CRM ? Quotations, Invoice ? Entries ? Invoices, and Invoice ? Entries ? Direct invoices respectively. If the check box is not selected, any active resource can be selected when you record sales orders, RMA orders, quotations, invoices, or direct invoices.

Skip order header

Select this check box to skip the header section when creating a sales order/service order. You can go directly to the Item column in the order line after selecting the order number.

If you do not select the check box, the cursor will go to the next available field in the header section after you select the order number. You have to manually type the Your reference number, which is set to mandatory.

Negative margin check

Select this check box to check for any negative margin (net sales price is lower than the standard cost price) of a sales or a service item. If negative margin is detected, a warning message will be displayed asking if you wish to continue creating the sales order.

Logbook

Select this check box to log the price changes recorded in the sales orders/service orders.

Always use default debtor price list

Select this check box to use the price list or price agreement selected for the debtor at debtor maintenance (go to Finance ? Accounts receivable ? Maintain or CRM ? Accounts ? Maintain accounts, and then click Open or New). If this check box is selected, the price lists that are linked to the debtors in the debtor maintenance will be used. The sales price will be based on the following priorities (no. 1 indicates the highest priority):

1. Project rate defined in the project that is linked to the orders or invoices.
2. Price agreement defined for the specific item for the specific debtor.
3. Price agreement defined for the item group for the specific debtor.
4. Price list or price list of the item group linked to the specific debtor.
5. Sales price of the item.

If this check box is not selected, the sales price of the item will be based on the following priorities (no. 1 indicates the highest priority):

1. Project rate defined in the project that is linked to the orders or invoices.
2. Price agreement defined for the specific item for the specific debtor.
3. Price agreement defined for the item group for the specific debtor.
4. Price list or price list of the item group linked to the specific debtor.
5. Price list of the item.
6. Price list of the item group.
7. Sales price of the item.

By default, this check box is not selected.

Note: Although sales prices are automatically assigned to the items based on the priority above, you can change the price list or price agreement in the sales order entry screen if you have function rights to change price list at Quotation ? order ? invoice entry.

Add extra receipt to sales order

Select this check box to automatically add extra items received to the sales order as free stock if the quantity ordered is less than the items received. By default, this check box is not selected. In the Variance box, type the percentage to determine the difference between the ordered quantity and received quantity to be included in the sales order. If the extra quantity received is less than or equal to the variance percentage, then the extra quantity received will be included in the sales order. The minimum value is 0.00 and the maximum value is 999.99. By default, the variance is 0.00. Click  By debtor to add or remove the extra receipt function from the debtor(s). In the Add extra receipt to sales order screen, select a debtor, and then click Change. A message "Add extra receipt to sales order?" will be displayed. Select Yes to add extra receipt to sales orders for the selected debtor, or No to remove the extra receipts function from the selected debtor. Click OK to continue, or Cancel to exit.

Drop ship

Select this check box to activate the drop ship functionality. If you have previously activated the drop ship functionality but decided to disable it now, the following validation process will take place when you disable the function:

• The system will check if there are any outstanding sales and/or purchase orders that are yet to be fulfilled or received registered to the drop ship warehouse. If yes, a message "Some drop ship orders are yet to be fulfilled and/or received. Changing this setting will remove all setups for drop ship. Would you like to continue?" is displayed. When you click Yes, the type of warehouse and item supplier will be converted from drop ship to normal or you can click No to terminate the process.
• When there are no outstanding orders, a message "Changing this settings will remove all setups for drop ship. Would you like to continue?" is displayed. When you click Yes, the type of warehouse and item supplier will be converted from drop ship to normal or you can click No to terminate the process.

 

Authorise section

Sales order

Select this check box to require a sales order to be authorized.

Service order

Select this check box to require a service order to be authorized.

RMA order

Select this check box to require a Return to Merchandiser Authorization (RMA) order to be authorized.

Message if exceeded

Select this check box to enable a warning message box to be displayed when a debtor has exceeded the credit line during authorization.

Note: This check box is automatically selected if you do not select the Exceeding permitted check box.

Exceeding permitted

Select this check box to enable a sales order to be authorized even if the debtor has exceeded the credit line.

Note: This check box is automatically selected if you do not select the Message if exceeded check box.

Blanket order

Select this check box to require a blanket order to be authorized.

 

Confirm section

Check credit line

Select this check box to check the credit line of a debtor before the confirmation document is printed. If the debtor has exceeded the credit line, the confirmation document will not be printed. If you do not select this check box, the credit line of the debtor will not be checked and the confirmation document will be printed even though the credit line has exceeded.

RMA order

Select this check box to make it mandatory to print RMA order confirmations. However, this can be overridden during an RMA order entry if you clear the RMA order confirmation check box in the conditions screen.

 

Fulfilment section

Create cost price entry

Select whether to use the Sales order debtor or the Invoice debtor to create the cost price entry during fulfillment.

Check credit line

Select this check box to check the credit line of a debtor before fulfillment. If the debtor has exceeded the credit line, you cannot fulfill the order. If you do not select this check box, the credit line of the debtor will not be checked and fulfillment can be done even if it exceeds the credit line.

Use enrichment

Generate project

Select this check box to enable the enrichment functionality in the system. If you select this check box, the Allocate and Enrichmentbuttons will be available at Order ? Entries ? Picking list. With the enrichment functionality, the warehouse manager will have greater control over the outflow of goods by adding more information on the picking list such as assigning goods from a specific location and with specific serial/batch numbers. For more information, see Enriching Items and Allocating Items in Picking List.

New line: Add to sales order

Select this check box to select the Add to sales order check box by default when you open the Fulfillment screen at Order ? Entries ? Fulfillment and record an extra fulfillment in a new line. By selecting the Add to sales order check box under the Add to sales order column in the Fulfillment screen, the extra fulfillment will be added to the original sales order and invoice, and printed on the delivery note.

Backflush explosion items

Select this check box to have the quantities of the exploded items in the order fulfillment screen to be calculated from the quantity fulfilled of the main item based on the bill of material.

Note:

• This is available only if you have SE1332 — E-Bill of Materials in your license.
• This is applicable only to items with the Explode - Fulfillment attribute.

Hours

Select this check box to enable hour items to be fulfilled.

Use multiple layouts

Select this check box to enable multiple layouts for delivery notes, sales order confirmations, service slips, sales quotation, or sales returns to be printed at the same time during a fulfillment session. If you select this check box, you can maintain the multiple layouts via System ? Logistics ? Layouts. You will not see this menu path if you do not select this check box.

Selection: Multiple

Select this check box to enable multiple sales orders to be selected at the same time for fulfillment. If the check box is not selected, every sales order has to be fulfilled separately.

Check stock

Select this check box to run a stock check before fulfillment. If stock is not sufficient, you cannot fulfill the order and the delivery note will not be printed. If you do not select this check box, stock will not be checked before fulfillment. Hence, fulfillment can be done and the delivery note will be printed even if the stock level is negative.

Project logic hours and expense items

Select this check box so that the project code will not be filled in the stock fulfilment line for an hour or expenses item that uses the Profit & Loss general ledger account type. With this, the total of the cost accounts will be equal to the sum of costs displayed in the project card. This is also applicable to the sales order return process and the Service Management Solution (SMS) authorization process for service activities.

 

Shipment section

Generate tracking number

Select this check box to generate the shipment tracking numbers.

Use shipment

Select this check box to display the shipment pop-up screen, and enable the Shipment button in the sales order process flow. By default, the check box is selected.

Note: The check box will only be displayed if you have SE1340 — E-Shipment in your license.

 

Selection codes section

Service

Type or select the default selection code for service orders.

Note: If you do not have E-Service managementin your license, this function will not be available.

Contract

Type or select the default selection code for service contracts.

Note: This function is available only if you have E-Service management andCustomized software in your license.

 

Web service section

Select this check box to automatically synchronize the sales order transactions in Exact Globe Next with their linked requests that have been created in Exact e-Synergy. The implementation of this web service is based on the web address you define at Web address under the Company section in System ? General ? Settings ? Company data settings.

Note: This function is available only if you have Exact Synergy Enterprise and/or the Exact Globe Next – Exact e-synergy integration in your license.

 

Price management section

Price lists/price agreements per item group

Select this check box to allow you to create and maintain price lists/price agreements for a list of items based on the item groups.

Note: This function is available only if you have E-Price Management and E-Order/E-Service management/E-POS in your license.

Once you have selected the check box, a warning message like “To fully gain from activating this setting, you are advised to clean up your price lists/price agreements per item and create price lists/price agreements per item group instead.” will be displayed on the screen. The messages advises you to clean up the existing price lists/price agreements per item data before you create price lists/price agreements for item groups. Click OK. After you have enabled the Price lists/price agreements per item group function, you will see new menu paths which include:

• Order ? Price management ? Per item group ? Maintain
• Order ? Price management ? Per item group ? Report
• Invoice ? Price management ? Per item group ? Maintain
• Invoice ? Price management ? Per item group ? Report
• Purchase ? Price management ? Per item group ? Maintain
• Purchase ? Price management ? Per item group ? Report
• POS ? Price management ? Per item group ? Maintain
• POS ? Price management ? Per item group ? Report

 

Sales commissions section

Use sales commission

Select this check box to enable the sales commission mode, display all the sales commission related functions, and hide all the commission invoice related functions. Clear this check box to enable the commission invoice mode, display all the commission invoice related functions, and hide all the sales commission related functions. When attempting to switch between the two modes, you will be notified on any outstanding commission invoices or sales commissions to be processed. You can switch to the sales commission mode only when the outstanding commission invoices are printed and paid but you can switch to the commission invoice mode without processing the sales commissions. Unless there are outstanding commission invoices, by default, the administration will be in the sales commission mode.

Commission method

Select Item percent/amount, Margin, or Total sales amount to calculate the amount of sales commissions for the portion of the corresponding sales employee in sales transactions using the corresponding methods. By default, Item percent/amount is selected. For more information on the formula for different commission methods, see Processing Sales Commissions. 

Process commission method

Select By invoice or By cash receipts to define whether commissions will be paid to sales employees once the corresponding invoices are processed or only when the invoices are paid by debtors, respectively. By default, By invoice is selected. For more information on the formula for calculating the sales commissions due for payment using different commission processing methods, see Processing Sales Commissions.

Logbook

Click this to view all the information of the changes you have made in the settings.

Save

Click this to save all the changes you have made in Order settings.

Close

Click this to exit.