The creating and modifying sales orders function consists of the following sections:
Sales order header
Note: If you do not want to define all the boxes in the sales order header (skip the sales order header) such as the Sales order date box, Your reference box, Resource box, Warehouse box, and Shipping via box, go to System/General/Settings, under Order settings, select the Skip order header check box.
Ordered by
Type or select the ID or name of the debtor who placed the sales order. This is mandatory.
Note: This box is enabled only if the sales order has not been completed.
Delivery to
Type or select the ID or name of the debtor who will be receiving the items. By default, the Ordered by debtor will be displayed. This is mandatory.
Note: This box is enabled only after the Ordered by debtor is defined.
Invoice to
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 (go to Finance/Account receivable/Maintain, select the relevant debtor, and then click Open, under the Financial tab in the Sales order – Invoice section for Advanced mode or under the Logistics tab in the General section for Simple mode) is displayed. Otherwise, the Ordered by debtor is displayed. This is mandatory.
Note: This box is enabled only after the Ordered by debtor is defined and only if the sales order has not been completed.
Maintain
Click this to view or edit the selected debtor’s details. For more information, see Creating and Maintaining Accounts.
Note: Changes made to the debtor’s details will be reflected at Finance/Accounts receivable/Maintain, and then click Open or New. This icon is enabled only after the Sales order number is defined.
Card
Click this to view the selected debtor’s transactions. For more information, see Viewing Debtor Card.
Note: This icon is enabled only after the Sales order number is defined.
Address
Click this to change the selected debtor’s address. For more information, see Maintaining Addresses in Sales Orders, Return to Merchant Authorization (RMA) Orders, Service Orders, and Sales Quotations.
Note: This icon is enabled only after the Sales order number is defined.
Sales order number
Type the sales order number, or press TAB if you want the sales order number to be defaulted based on the Sales order number in the Logistics section, at System/General/Settings, under Numbers settings. Alternatively, you can select the sales order number to retrieve existing sales orders. This is mandatory. Once the sales order number has been defined, it cannot be edited.
Note: When you change the sales order number to a unique number that is lower or higher than the number entered at the Sales order number field under the Logistics section, at Numbers settings, a notification message is displayed for you to confirm the number entered before proceeding to the next field.
Sales order date
Type or select the date the sales order is created. By default, the current date is displayed.
Note: This box is enabled only after Sales order number has been defined.
Conditions
Click this to define and view details for the sales order such as payment data, sales order data, analytical group, or notes. For more information, see Sales Order Conditions. This button is enabled only after Sales order number has been defined.
Note: To generate EDI sales orders, the EDI order check box under the Sales order data section must be selected. Once selected, the EDI information button is available for you to enter the necessary information for the EDI order. For more information, see Sales Order Conditions. You have an option to clear the EDI order check box only if the EDI sales order is not saved. This action will remove all the information entered at the EDI screen when you click the EDI information button. A warning message, "All the related EDI information and SAC will be removed. Continue?" is displayed. Click Yes if you want all the information entered at the EDI screen and order lines to be removed, or No to cancel the process.
Your reference
Type the customer’s reference number. By default, the sales order number is displayed if you have selected the Skip order header check box at System/General settings/Settings, under Order settings in the Entry section. This information is mandatory.
Note: This box is enabled only after Sales order number has been defined.
Resource
Type or select the full name of the employee who is in charge of the sales order. By default, the Representative defined for the invoiced debtor at the debtor maintenance (go to Finance/Account receivable/Maintain, select the relevant debtor, and then click Open, under the Marketing tab in the Miscellaneous section for Advanced mode, or Logistics tab in the General section for Simple mode) is displayed. Otherwise, the employee who logs in the program is displayed. This is mandatory.
Note: This box is enabled only after Sales order number has been defined.
Pricelist: Debtor
This box displays the price list created for the selected debtor who placed the sales order. This box is not enabled. However, you can click 
to view the items that are in the selected price list.
Description
Type a description for the sales order.
Note: This box is enabled only after Sales order number has been defined.
Warehouse, Shipping via
Type or select the warehouse code for the sales order. By default, the warehouse code displayed is based on the warehouse code at Default warehouse defined at System/General settings/Settings, under Order settings in the Entry section. This is mandatory.
Type or select a shipping method for the sales order. By default, the shipping method displayed is based on the shipping method at Shipping via defined at System/General settings/Settings, under Order settings in the Entry section. However, if a Shipping via has been defined for the ordered by customer at the debtor maintenance (go to Finance/Account receivable/Maintain, select the relevant debtor, and then click Open, under the Logistics tab in the General section for Simple mode, or Financial tab in Sales order – Invoice section for Advanced mode), the shipping method defined for the ordered by debtor will be the default. This is mandatory. For more information, see Creating and Maintaining Shipping Methods .
Note: The Warehouse and Shipping via boxes are enabled only after the Sales order number is defined, and the Warehouse box is available only if you have E-Warehouse management in your license.
Pricelist: Invoice debtor
This box displays the price list created for the selected invoiced debtor. This box is not enabled. However you can click to view the items that are in the selected price list.
Sales order lines
Type or select the item(s) ordered by the debtor and fill in the necessary information under the respective columns when entering the order lines. A list of options appears if you press F2 in the Item column, Pricelist column, and other columns. From the list, make your selection and click Select.
Note: It is possible that not all columns in this example are displayed. You can add or remove columns as required by clicking 
Columns. For more information, see Defining Sales Order Columns. However, the Columns icon is enabled only if you have selected a sales order line.
Item
Type or select the item code ordered by the customer. Press F2 to select the item from the list of items created at Order/Items/Maintain, or press F4 to select the item from the sales orders (sales orders that have been fulfilled) or items that have been fulfilled. If you press F2, Items screen will be displayed. For more information, see Selecting Items in Sales Orders, Return to Merchant Authorization (RMA) Orders, Service Orders, and Sales Quotations.
If the order lines is indicated for drop shipping, the following columns will be affected:
- Warehouse - only drop ship warehouse can be selected in drop ship order lines.
- Serial/batch numbers - this will be disabled when the Drop ship check box is selected. For more information, see Defining Sales Order Columns.
- Stock check - stock checks will not be performed for drop ship order lines.
- Order performance date - the lead time of the default drop ship supplier and fulfillment date will be selected. For drop ship lines, only the purchase order lead time and purchase lead days are applicable. The Order performance dates check box at the Order settings (go to Systems/General/Settings) must be selected for this process to take place.
Note: The items will be displayed in the Items screen only if the stock account of the item defined at Stock in the item maintenance (go to Order/Items/Maintain, select the relevant item, and then click Open, under the Financial tab in the Financial section) is not linked to a profit and loss account, and you have not selected the Batch check box and/or Serial check box at the item maintenance (go to Order/Items/Maintain, select the relevant item, and then click Open, under the Inventory tab in the Attributes section). The drop ship functionality will be available only if the Drop ship check box in Order settings at Systems/General/Settings is enabled.
For more information on other columns such as Description, Pricelist, and others, see Defining Sales Order Columns.
Note: SAC discounts/charges can be applied to sales order and sales order line level. To apply the SAC discounts/charges to the sales order line, click 
Zoom icon at the Details column. For more information on SAC discounts/charges, see Creating and Maintaining Standard Allowance Charges.
Sales order process flow
The sales order process flow displays the statuses of the sales order by displaying the date the process was completed and a green check mark. The sales order process flow also allows you to process the sales orders by clicking on the processes. For example, if you want to authorize the sales order, click Authorize.
Quoted
Click this to view the sales order quotation of the selected sales order. “Skip” is displayed if sales order quotation is not created for the selected sales order.
Ordered
Click this to view all the sales orders that were placed by the selected debtor.
Authorize
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 click No to exit. You can also authorize the sales order at Order/Entries/Authorize. For more information, see Authorizing Sales Orders and Return to Merchant Authorization (RMA) Orders.
Note: This process is available only if you have selected the Sales order check box at System/General/Settings, under Order settings in the Authorize section.
Confirm
Click this to print the sales order confirmation for the sales order. The Print: Order confirmations screen will be displayed once Confirmed is clicked. For more information, see Printing Sales Order, Service Order, and RMA Order Confirmation Slips. You can also confirm the sales order at Order/Entries/Confirm. For more information, see Overview of Sales Orders to be Confirmed.
Note: Sales order confirmation can be made optional at the debtor maintenance (go to Finance/Account receivable/Maintain, select the relevant debtor, and then click Open, under the Financial tab in the Sales order – Invoice section for the Advanced mode, or Logistics tab in the General section for the Simple mode. The sales order confirmation in sales order entry will follow the settings under Finance/Account receivable/Maintain. If you have selected the Sales order confirmation check box (go to Order/Entries/Sales orders, select the relevant sales order, click Open, and then click Conditions) then sales order confirmation is required. If you have not selected the Sales order confirmation check box then “Skip” will be displayed under the Confirm process. However, if you have selected the Discount/Extra charges check box at System/General/Settings under Order settings in the Entry section, Discount/Extra charges screen is displayed once the Confirm process is clicked. For more information, see Calculating Discounts or Extra Charges. Sales order confirmations can be printed only if the sales order has been authorized, unless authorization is made optional.
Fulfillment
Click this to process the delivery of the sales order. For more information, see Fulfilling Sales Orders. You can also fulfill the sales order at Order/Entries/Fulfillment.
Note: Delivery of sales orders can be processed only if the sales order has been confirmed, unless confirmation is made optional.
Shipment
Click this to create and process shipment for the item(s) ordered in the sales order. For more information, see Creating and Processing Shipment for Sales Orders. Shipment of item(s) can also be created and processed at Order/Entries/Shipping.
Print
Click this to print the delivery note for the sales order. Invoice can also be generated and printed. For more information, see Generating Invoices for Sales Orders and Service Orders. Delivery notes can also be printed at Order/Entries/Print/Process. For more information, see Overview of Sales Orders to be Printed or Processed.
Net
Click this to view the total gross, discount, net price, cost price, margin, and markup percentage of the sales order.
Taxes
Click this to view the total tax amount of the sales order.
Specific
Click this to view and/or edit discounts or additional charges for the sales order. For more information, see Calculating Discounts or Extra Charges.
Note: The discounts or additional charges will be displayed when Close is clicked if you have selected the Discount/Extra charges check box at System/General/Settings, under Order settings in the Entry section.
Note: SAC discounts/charges can be applied to sales order and sales order line level. To apply the SAC discounts/charges to the sales order level, you have to manually select the SAC phantom item from the Discount/Extra charges screen when you click the Specific button. Once you have selected the SAC code, the information will be displayed at the Discount/Extra charges screen. You can only edit the Tax code, Sales price, and the Percentage column. For more information on SAC discounts/charges, see Creating and Maintaining Standard Allowance Charges.
Total
Click this to edit or view the sales order conditions. For more information, see Sales Order Conditions.
Conversion history
Click this to obtain an overview of completed and incomplete converted sales orders. From the overview, you can view the selected sales order or view the invoice linked to the selected sales order. For more information, see Overview of Converted Sales Order History.
Note: The sales information is converted from the Macola Progression® database to the program's database using a conversion tool. This button is available only if you select the View sales history conversion check box in Conversion history settings. For more information, see Conversion History Settings.
Power view
Click this to view the power view report. For more information, see Power View Report.
Note
Click this to type a new note or to view the notes that are recorded for the sales order. For more information, see Creating and Maintaining Notes.
Attachment
Click this to attach a new document or to view the documents that are attached to the sales order. For more information, see Overview of Attached Documents.
Fulfilled
Click this to view the delivery details of the sales order for the selected customer. The items that were delivered to the customer based on previous sales orders can also be displayed. For more information, see Fulfilled Sales Orders or Service Orders.
Group
Click this to view the sales order details group by Item or Fulfillment date.
MRP
MRP means “Material Resource Planning”. Click this to view the item management planning for the sales order. For more information, see Overview of Material Resource Planning (MRP).
Returns
Click this to return the contract items in the sales order. However, this function only initiates the return of contract items whereby sales orders, service orders, or sales quotations with negative quantity is generated. For sales orders, items must be fulfilled with negative quantity before returns can be completed. For more information, see Returning Contract Items in Sales Orders, Service Orders, and Sales Quotations.
Note: This button is enabled only for new sales orders with contract items.
Activity
Click this to view the activities created for the selected sales order. For more information, see Viewing Activities in Sales Orders, Return to Merchant Authorization (RMA) Orders, Service Orders, and Sales Quotations.
Item
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 sale sorder lines is selected.
Linked charges
Click this to view the linked phantom items for 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: This button is enabled only if you have selected the Apply: Linked charges check box in the Sales orders screen (click the Conditions button at the sales order header), under the Sales order data section.
New
Click this to create a sales order.
Close
Click this to exit and return to the sales order search criteria.