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The 'Line' tab is applied for the entry and maintenance of sales order lines for a selected sales order number. The tab provides multiple options for the sourcing of sales prices and discount structures from predefined values and sales catalogues, and has embedded profit margin control and credit limit checking.

 

The lines can have 5 basic statuses:

Quotation: Applied for quote orders (demand not planned as standard by MRP)

Planned: Applied for forecast or simulation of demand (not planned as standard by MRP)

Firm: Applied normally where a contract has been received but the release of the lines for execution is still with held due to finalization of associated projects, credit verification and others. (planned for as standard by MRP)

Released: Applied for lines where a contract has been received and released for execution (planned for as standard by MRP)

Closed: Applied for lines that have been fully shipped (or fully returned in the case of hire sales). The status is auto-set to closed via movement functions, or can be manually short closed if the balance due is not longer to be delivered.

 

It allows for the entry of various sales types e.g. product sales, spare part sales, hire sales, product repair and maintenance, customer special configuration sales and for sales of services and project milestone invoicing. To release lines related to hire, the order need to be linked to a site. It is recommended that the site is  linked prior to line entry, since a site can also contain its own trade discount rules.

 

All sales types (also referred to as line types) relate to part numbers, except for customer specials and non-stocks.

 

Provision is also made for capturing of other contract meta data such as sales accounts, tax codes, acceptance criteria, freight terms, settlement terms, advance payments and escalation factors. Customer orders can be captured in foreign currencies and in alternate units of measure (for product and spares sales), in which case the entry of pricing and quantities will be performed on the 'Conversion' tab in combination with the 'Line' tab.

All Contract specific priorities, as well as special requirements for quality, documentation, packaging, marking, shipping, product configuration and others are exposed from Contract Master, providing high visibility of such criteria. Via Materials planning, the contract and project identification and priorities are exposed throughout the supply chain. If the contract has a specified ceiling amount, the available amount will be calculated to prevent over-exposure.

 

The functionality fully interfaces with special requirements and permits needed for dangerous/hazardous goods and controlled defense items as specified via Part Permit Types.

 

It also has a full interface with the Project management functionality and other related functions such as inventory management, stock allocation, crating, shipping and Debtor Invoicing, Tax interface systems and Product configuration management serial number ranges.

 

Many of the fields required during data entry are obtained and defaulted from the Customer's external organization record. These may include the sales account, tax codes, freight- and settlement terms and inspection criteria.

 

If the customer has 1 or more linked sales catalogues, the 'Price from catalogue' option will also be suggested for certain sales types.

 

Since every part number is linked to a product code, rules regarding price and profit margin override, Gross profit margin control and others will be applied as per the product code settings on Product Master.

 

For every line added, a 'Sales order price source' history record is inserted as well. This record contains an audit trail of by whom, and when a line was added and where the price was sourced from, whether an override authorization was applied and what the estimated profit margin was at the time of order entry.

When the price or discount of existing lines are changed, a similar price history record is automatically inserted.

 

 

Due to the extensive functionality that is provided, the function does require entry of many data fields especially where related to more complex contract pricing, terms and conditions.

Should the sales orders that you need to capture be primarily related to product and spares sales that are shipped from inventory (or hire sales) without the complexity related to currency and unit of measure conversions, the less complex Sales Order Wizard function is recommended for entry of such sales orders.

 

Credit limits, as well as multiple other default or enforced values applied/suggested at the time of sales order entry, are defined via the External Organisation , Sales Catalogue and Product Master functions.

 

Special rules can also be defined for sales order lines and these may include provisions for commissions, warranties and others.

 

Additional info can be captured via the 'Line additional' tab.

 

On this tab the following fields can be specified and viewed:

 

hmtoggle_plus0All Divisions

This setting governs whether the Stock on Hand and Available to Promise calculations in the "Stock" frame must include the part stock in stores of all divisions or only in stores of the customer order's division.

 

When this setting is unchecked, only stock for the division specified on the customer order "header" will be taken into account.

 

The selection also impacts on the calculation of the ship date, should the option Suggest Ship Date be clicked.

hmtoggle_plus1Allocations

Clicking this button will display the function Sales Allocation View and will automatically display the relevant data for the selected Line Part Number. The function serves as a decision-making aid to users by much enhancing the visibility of stock, current allocations and all current unfilled backorders for the specific part. It thus serves the purpose of aiding the user in making delivery promises or in identifying the need to change current allocations and priorities.

hmtoggle_plus0Account

This field is applied to specify the sales account to be credited with all sales resulting from the sales order line.

 

All customer order lines with a status of "R" (released) must have a specified sales account. There are no exceptions to the rule and even lines with a zero unit price will require entry of a sales account. The account is required since, even though products can be supplied or repaired free of charge, additional cost can still be charged on the eventual invoice for freight and insurance. These links will require the sales account to be credited when the Debtors journals are posted.

 

The function will permit entry of a sales account for other line statuses, but entry will not be enforced prior to the order release.

 

The sales account is credited once the related Debtor invoice is "print approved". (If credit links existed on the debtor invoice, the account will likewise be debited).

 

If the customer has a default sales account code, specified on its External Organisation record the associated account for the sales division on the "Header" will be automatically defaulted as a suggestion. If the External Organisation record enforces the use of the sales account code, the field will also be disabled.

 

If the default sales account is not enforced, the user can select another sales account and the list will be populated from the Account table where:

 

Both the account and its linked account code are active on the current date, and

If the account is a divisional account, where it belongs to the division specified on the customer order "header", and

If the account is a cost centre account, where the cost centre belongs to the division specified on the customer order "header", and

The Account Code application "Sales" is selected.

 

To aid the user in the selection of the correct account, the following data is also displayed in the drop down list:

 

The account division or cost centre, and

The account class and the description of the linked account code.

 

The number of characters to be entered before the list is shown is governed by the value of "populate length" (mandatory).

 

Journals applying this account include the following:

 

Debtors Journal

Debtors Settlement Journal

hmtoggle_plus0Add

The "Add" button is applied to create a new sales order line.  The user must have a security profile linked to the function Customer Orders with an access allowed of Add.

 

Alternatively, for customer non-stock lines, the user must have a security profile linked to the function Customer Orders with an access allowed of Inquire and to the function Customer Non-Stocked with an access allowed of Add. For customer repair lines, the user must have a security profile linked to the function Customer Orders with an access allowed of Inquire and to the function Customer Repair with an access allowed of Add.

 

The "Add" button is enabled when a new line number is entered or when a new line ship date is selected, thus creating a unique order line key. When the "Add" button is clicked the following events are performed:

 

1.                The order line is inserted to the table Order line if no rules have been violated and the gross profit margin rules for the product has either been adhered to or an override authorisation ID has been  applied.

 

2.                The "Amendment Number" is defaulted to zero.

 

3.                The record inserted into the Order Line table triggers the creation of requirements on the Requirements table. If the line is a product or spares sale where Explode Requirements has been checked and the line was added with a status of firm or released, order operations will be automatically created for the order line. The operations will be copied from the Part operations of the order line part, as well as from the Part Operations of any phantom part numbers in its product structure.

 

4.                An order issue requisition is created if the line is not a non-stock line, has a status of released and the line has a specified node number.

 

5.                The Order Issue Requisition will be sent to the node manager responsible for approval of the requisition.

 

6.                If the order line being added has a sales price of zero (0.000) the function will pop-up a dialogue box to warn the user of such scenario. The user is provided with the option to continue or to abort the transaction.

 

7.                If the order line being added is a product or spares sale and the selected part is an obsolete part, the function will pop-up a dialogue box to warn the user of such scenario. The user is provided with the option to continue or to abort the transaction.

 

8.                The detail of the order line's price source, sales price, discount, landed cost and source, GPM-%, authorisation ID's where applicable and other price related detail will be inserted to the table Sales Order Price Source. The source and history of a sales order line's price can be viewed by clicking the "Price Source" button or selecting the function from the menu's or Specific function.

 

9.                If the line was added as a product- or spares sale, the function will determine whether a sales forecast exists for the order line part, or whether a Sales forecast exists for a forecast part of which the order line part has been linked as a derivative item. The function will thus trigger the forecast consumption stored procedure and will further determine if the order line falls within an open forecast consumption bucket and whether it adheres to the sales forecast consumption rules if a forecast is identified.  Should 1 or more forecasts be found, the order line will consume the forecast. This is done by up-adjusting the consumed quantity of the sales forecast detail record(s) and inserting a record into the table Sales forecast consumption, which can be viewed on the Sales forecast function.

 

10.          If project serial number effectivity applies to the project on the order line and a product sales line is added, the project serial number from/to will be auto-allocated to the order line.

hmtoggle_plus0Authorisation Id

Sales prices for product sales and spares sales can be sourced from the options provided in the frame Sales Price. The Manual Entry option will only be enabled if the signed on employee is either the Product Sales Manager or an employee authorised to override sales prices as defined via the product employee authorisation function.

If a user has not been authorised via the Product employee authorisation function, the sales price and trade discount percentage fields will only be enabled for typing once the user selects a valid Sales Price and GPM Override Authorisation ID. Typing will then also be limited to the minimum sales price that was authorised for the specific part or for parts related to the order line's product code.

 

If the user does not wish the overtype the sales price, but is prevented to add or change the order line due to the calculated gross profit margin percentage being less than the minimum acceptable level for the product, an appropriate authorisation will also be required to process the transaction.

 

Authorisation is granted via the Sales Price and GPM Override Authorisation function which can be viewed for additional detail.

 

This authorisation list is populated with authorisation records that are currently active and has not yet expired and where the authorisation was granted for the specific part or product code. If the authorisation was limited to a specific employee, customer or sales order, these values will also be compared to the Order's number, Customer and/or the signed-on employee to validate it's application for the specific selected order line.

 

If a valid authorisation ID is selected and the transaction is processed, the authorisation ID will be logged when the sales price history record is inserted to the table Sales Order price Source. All transactions that required the application of a specific authorisation ID, can also be viewed via the Sales Price and GPM Override Authorisation function.

 

For hire sales, the catalogue price is fixed and may not be over typed.

However, an authorisation ID related to hire sales trade discount may be selected to change the discount percentage for an order line.

hmtoggle_plus0Catalogue

If the  Sales price option From Catalogue is selected in the Sales Price frame, this field becomes mandatory and the sales catalogue must be selected.

 

2 Types of catalogues are potentially linked to a customer:

Conventional catalogues that relates to product-, spares- and services sales (thse can be selected for line types that do not relate to equipment hire).

Hire catalogues, which are specifically for equipment hire and can only be selected for hire sales lines.

 

The list displays all catalogues that are linked to the selected customer via the table "External org catalogues" as viewed and maintained on the External Organisation function, on the condition that the catalogue organisation must have the same default payment currency as the contractual currency specified on the customer order 'Header'.

 

The part number must only be selected once the applicable Catalogue has  been selected.

 

Once the catalogue has been selected, only parts that have a valid selling record on the selected catalogue will be populated for selection.

 

An important fact that needs to be taken note of is the following:

 

If the selected catalogue is not a hire catalogue and has a setting of '1' (yes) for the field Enforce Catalogue Price as defined in the External Organisation Catalogues table (External Organisation function), the price will be applied from the selected catalogue. However, if the setting is '0' (no), the price from the selected catalogue will only be applied if the customer does not have a valid price for the part on its own catalogue.  The customer's own catalogue (if such a catalogue exists) will therefore always take preference over the selected catalogue if the setting for the field Enforce Catalogue Price was set to '0' (no).

 

NOTE: Even if the price is applied from the selected catalogue due to a lack of a selling record on a customer-specific catalogue, the trade discount percentage will not be applied from such selling record.

 

The function will always determine if a valid record exists for the customer and/or product combination in the Product Discount Matrix table. If it does not exist, the default trade discount percentage from the External Organisation record of the customer will be applied.

 

 

The same logic as described for the sales price and the enforcement rules (hire sales excluded), also applies to the Customer Part No. The enforcement rule thus governs whether the customer part number will be sourced from the selected catalogue or whether it will be sourced from the customer's own catalogue (if such catalogue exists).

hmtoggle_plus0Certainty %

This field is applied to indicate the extent of the possibility that an actual sales order will materialize for the order line.

 

Since order lines with a status of released do in fact imply an actual order/contract, the certainty-% will automatically be set to a value of 100 %.  The certainty percentage for other statuses can have any value between 1 and 99.

 

The field serves as an aid where sales or marketing personnel can provide an indication on quotes or forecast orders what the chances are of actually landing the order.

 

MRP simulation runs allows for quotes with a specified certainty percentage to be included (to simulate the effect on supply chain activities and study feasibility should the order materialize).

hmtoggle_plus0Change

The user must have a security profile linked to the function Customer Orders with an access allowed of Change.

 

Alternatively, for customer non-stock lines, the user must have a security profile linked to the function Customer Orders with an access allowed of Inquire and to the function Customer Non-Stocked with an access allowed of Change.

 

For customer repair lines, the user must have a security profile linked to the function Customer Orders with an access allowed of Inquire and to the function Customer Repair with an access allowed of Change.

 

The "Change" button is enabled when an inquiry is done on an existing line.  When the "Change" button is clicked, the order line data is updated in the Order Line table, unless any business rules have been violated in which case an appropriate error message will be given.

 

Whenever the ship date is changed, the start date will automatically be changed to retain the lead time difference that existed between the two dates prior to the change, UNLESS the option to lock the start date has been checked (in which case the start date will remain unchanged).

 

The ship date (completion date), in conjunction with the order number, order type and line number, uniquely identifies a specific sales order line. The date therefore forms an integral part of the order line key.  Requirements, characteristics, external objects, operations (routings) and inventory movements are all linked to a specific order line. The function will automatically update those records with the new order line key when the ship date is changed.

 

SOME BASIC RULES APPLIED TO AN ORDER LINE CHANGE TRANSACTION:

 

1.                The status may not be changed from "released" to a lesser status such as firm, planned or quote if the line has a node (therefore a linked order issue requisition) or has any issued requirements or completed quantities. The node on a released line cannot be changed either.

 

2.                If the line status is changed to Released "R", an order issue requisition will be created if the line has a specified node and is a line type for which requirements are permitted.

 

3.                If the ship date was changed and there is a node on the line and the financial periods for the old and the new ship dates differs, a node budget move is done and the financial period of the Requisition is updated. Also see rules for Ship Date.

 

4.                If the order line is short closed by a person other than the product scheduler as defined for the product code on the order line, a message is sent to the Master Production Scheduler. This is done if the setting Order Short Close Allowed on System Configuration indicates that a message must be sent.

 

5.                The quantity ordered cannot be changed to less than the sum of the quantity already shipped and the quantity currently in crating. If issued requirements exist and the ordered quantity is down-adjusted, the new required quantity of the linked requirement(s) may not be less than the quantity already issued to the order line.

 

6.                If the order quantity is UP-adjusted, the requirements and order operations will be accordingly adjusted. Notification will also be sent to the node manager if the line has an Order issue requisition, since the requisition amount is likely to be insufficient to accommodate the increased requirements quantities.

 

7.                The sales price can not be set to zero once a portion of the ordered quantity has been shipped, specifically due to the direct interface with Debtor invoice line links and the general ledger journals already posted for sales, vat sales, cost of sales and debtor control accounts.

 

8.                If the sales price, trade discount or discounted sales price is intentionally changed, the detail of the transaction such as the sales price, discount, landed cost and source, GPM-%, authorisation ID's where applicable and other price related detail will be inserted to the table Sales Order Price Source. The source and history of a sales order line's price can be viewed by clicking the Price Source button or selecting the function from the menu's or Specific function.

 

9.                Take note that if the selected order line consumed a Sales forecast, the forecast consumption will not be adjusted as a result of the order line's quantity or ship date being changed. Manual intervention will be required and the user must adjust the sales forecast manually as deemed necessary when such changes are performed for an order line.

hmtoggle_plus0Contract Line

This field is used to identify the actual line number as stated in the contract or order received from the customer.  The contract line and the order line need therefore not be the same.

 

This contract line is, in conjunction with the Contract Number, applied for all correspondence and printed documentation forwarded to the customer. These would typically include delivery notes, debtor invoices, statements and other.

 

It is a free text field that can have a maximum length of 10 characters. The field becomes mandatory once the order line is released. If no value has been entered, the function will assume the line number as the contract line. The user will be allowed to change the value in this field as deemed necessary.

hmtoggle_plus0Contract Ship date

It states the ship date for the sales order line as specified in the  order or contract received from the customer.  If the agreement was not in writing, it can represent the promise date made to the customer.

 

For hire sales lines, this field will display as 'Contract return date', thus specifying the agreed return date of the hire equipment.

 

For conventional sales, when the actual anticipated delivery date is different to this date, the line ship date must be changed to reflect the deviation. This date will therefore keep track of the original ship date that was promised to the customer whilst the line ship date will be applied for internal planning and execution.

 

Should the customer request the delivery to be shipped at an earlier or later date, this date should be adjusted to reflect the most recent agreement.

 

For a new line being added, it will by default apply today's date. The user can then set the date to the ship/return date as agreed.

hmtoggle_plus0Customer Part Number

This field displays, the part number assigned to the item by your customer or if the part was selected from a non-customer specific catalogue, it will represent the catalogue part number. If it was sourced from a Customer specific catalogue, it will therefore represent the stock item number applied by your customer when the shipped goods are received into their inventory system.

 

It also represents the part number that the customer would prefer to be quoted on delivery notes, invoices and during inquiries.

 

If the line has a part number (as for product and spares sales) and you have selected your part number, the list is populated with the organisation part number and description from the External Org Parts table where:

 

The organisation code matches the organisation code of the selected catalogue (if the catalogue part is to be applied in preference of the customer's own part number) or else, if no catalogue has been selected or where the customer's part has been defined on a customer-specific catalogue, from the catalogue of the customer on the customer order "header" and

The part number on the External Org Parts table matches your part number entered for the order line, and

The UOM code on the External Org Parts table is equal to the unit of measure code selected for the order line, and

The record is a Selling record, and

The selling record is active on today's date.

 

The user has the option to select a number from the drop down list or the user can enter a customer part number.

 

 

The customer part number is saved in the field "Ext Organisation Item Number" on the Order Line table.

hmtoggle_plus0Decimals

This spinner is provided as an aid to the user to limit the number of decimals of the discounted sales price. Even though prices may have been predefined in full currency units, or only up to the 2nd decimal, the application of the trade discount percentage can result in awkward decimal values for the discounted sales price.

 

It would therefore be likely that prices for very expensive items, might actually be limited to full currency units (0 decimals) and extended to more decimals as the items get less expensive. The range can be set between 0 and 5 decimals and the function will limit the sales price accordingly.

hmtoggle_plus0Delete

The user must have a security profile linked to the function Customer Orders with

an access allowed of Delete.

 

Alternatively, for customer non-stock lines, the user must have a security profile linked to the function Customer Orders with an access allowed of Inquire and to the function Customer Non-Stocked with an access allowed of Delete.

 

For customer repair lines, the user must have a security profile linked to the function Customer Orders with an access allowed of Inquire and to the function Customer Repair with an access allowed of Delete.

 

When the "Delete" button is clicked, the order line selected is deleted from the Order Line table, unless any business rules have been violated in which case an appropriate error message will be given.

 

THE FOLLWING BASIC RULES ARE APPLIED WHEN A LINE IS DELETED:

 

1.                The delete will fail if the quantity shipped or the quantity crated is greater than zero.

 

2.                The delete will fail if a released line has a node and the associated order issue requisition has already progressed beyond a status of "requested".

 

3.                The delete will fail if any debtor line links exist for the order line.

 

4.                The delete will fail if any movements exist for the selected order line.

 

5.                The delete will fail if any allocated or issued requirements exist.

 

6.                The delete will fail if the sales line consumed a forecast.

 

7.                The delete will fail if Order operation actuals have been reported.

 

TIP: If the delete is not possible due to rules listed above, close the order line by setting the status to closed or by down-adjusting the order quantity to 0 or to the quantity already shipped (which will also close the line and eliminate any further planning for such line).

 

If the basic rules for an order line delete (or rules for linked tables that carry the order line key) are not violated, the delete of the order line will also trigger the following deletes:

 

1.                The order issue requisition for the order line will be deleted.

 

2.                The requirements for the order line will be deleted, as will any order cross references to such requirements. (these tables also have their own applied rules, and a requirement delete will for example not be allowed if stock has already been issued or allocated).

 

3.                The order operations for the order line will be deleted.

 

4.                The link to characteristics and/or external objects will be deleted.

 

5.                Sales order line price source records will be deleted.

hmtoggle_plus0Description

This field describes the goods or services to be sold on the sales order line.

 

It is a mandatory field that permits a description up to a maximum length of 255 characters.

 

For order lines with a part number, the part's description will be applied by default for this field. The user will be permitted to type a different/extended description.

 

For order lines with no part number (Non-Stock "NSTK" and Special "SPEC"), the description must be manually entered.

 

An additional notes field of 255 characters is also provided and characteristics can also be linked to the order line to add more details.

hmtoggle_plus0Discounted Price

This field displays the result of (Sales Price - Trade Discount).  The discounted price is the price per unit, expressed in the unit of measure as displayed in the field UOM.

 

Take note that:

 

1.                The price is the non-discounted price and is always expressed in the base currency and, where the line has a part number, in the unit of measure of the part as defined on its Part Master record.

 

2.                If the order is in a foreign currency, prices are entered on the Conversion tab. Ensure that the currency conversion is set to the applicable exchange rate and enter the unit price in the foreign currency. This will automatically calculate the sales price and discounted price in the base currency.

 

3.                If the order line has a part and the sales unit of measure differs from the part's base unit of measure, the sales unit of measure and the price must be entered on the Conversion tab.  Select the sales unit of measure, ensure that the applicable unit of measure conversion ratio is correct and then specify the unit price in the alternate unit of measure. This will automatically calculate the sales price and discounted price in the base unit of measure.

 

4.                The function also accommodates a simultaneous currency and unit of measure conversion. This is also done on the Conversion tab. Combine steps 2 and 3 above, thus specifying the unit price in the foreign currency for the alternate unit of measure. The function will automatically calculate the sales price and discounted price in the part unit of measure and base currency by applying both the unit of measure conversion ratio and currency conversion ratio.

 

Product and spares sales are subject to the Product Master settings for Sales Control that relates to minimum profit margins and override authorisation.  See Gross Profit Margin %.

 

A discounted price of 0.00 is permitted, unless the sales control settings for the product prohibits it due to a violation of the minimum profit margin that has been specified. The entry of a 0.00 price will always result in a warning. The warning appears in the form of a dialogue box that pops up and provides the opportunity to either continue or to abort the transaction.

 

The discounted sales price is applied in the Order Line table as the "unit price".  The discounted price is not normally typed. It is calculated whenever the sales price or trade discount percentage is changed.

 

See the help for the Sales Price and Trade Discount Percentage fields for additional information and rules.

 

Also take note that the application of the "Decimals" spinner, will aid you in limiting the number of decimals in which the discounted price may result due to the trade discount percentage. To limit the discounted price to 2 decimals, set the spinner to '2'. For very expensive items where no decimals (no cents) are required, set the spinner to '0'. For very inexpensive items or items expressed in the smallest possible unit of measure but with resulting high sales volumes, set the spinner to the desired number of decimals as required (maximum is '5').

hmtoggle_plus1Explode Requirements

This setting governs whether the resulting requirement(s) that are automatically created when a new order line is added, will be a single requirement for the order line part or will be for the components of the order line part as defined in its product structure (bill of material) record. The option relates differently to the various line types as follows:

 

PRODUCT SALES AND SPARES SALES:

The first scenario, where the option is not checked, relates to items that have been purchased or manufactured and received into the stock system, thus being shipped from stock once sales demand is created.

 

The function will therefore create a single requirement for the order line part only to be issued and shipped to the customer. The function will not permit additional requirements to be created. This option is applied by default, but is not available for "phantom" parts, which will force the option to be checked as described below.

 

The second scenario relates to products that are only manufactured/assembled once the sales demand is created and where the customer order is also applied to fulfill the role of a production works order. The products are therefore manufactured against the customer order and rather than being shipped from stock, it is shipped directly from the shop floor once the manufacturing has been completed.

 

In this scenario, the Explode Requirements option must be checked.  The function will therefore not create a requirement for the order line part number, but will "explode" its predefined product structure in a fashion similar to a production works order, thus creating requirements for the material/components required to manufacture/assembly of the item to be shipped.

 

The option is only available for manufactured and phantom parts. If the part is a phantom, this option is enforced and cannot be unchecked.

 

This option has the following advantages:

 

1.                The requirements peg directly to the sales order where the demand originated.

2.                The requirements are always in step with the customer order demand in terms of both quantities and dates, since rescheduling of the customer order or adjustments to the quantity immediately adjusts the requirements accordingly.

3.                This method requires fewer transactions and less planner intervention to execute the sale.

 

NON-STOCK SALES:

Since non-stock sales have no order line part number and no order requirements, the option is not applicable and thus not available. The check box will be disabled and set to unchecked.

 

REPAIRS:

Although repair sales do have order requirements, the option is not applicable and thus not available since repair requirements are created in accordance with user selected options provided on the Repair Requirements tab. The check box will be disabled and set to unchecked but will not prevent the user to add and maintain requirements for repair order lines.

CUSTOMER SPECIALS:

The check box is checked by default and disabled.

 

Checked specifies that the order line relates to items that are to be manufactured/

assembled prior to shipping and that the order will therefore have linked requirements

that will be added via the Special Requirements or Requirements tabs.

hmtoggle_plus0Freight Terms

This field specifies the freight terms as agreed with the customer and is applied to interpret the terms for the specified order line unit price.  It thus specifies the sales terms and the liability for risks, freight and insurance charges and the point at which charges and title passes from the seller to the buyer.

 

The list is populated with freight codes and descriptions from the Freight Terms table.

 

The number of characters to be entered before the list is shown is governed by the value of "populate length".

 

When a new line is added, the customer's default freight term from the External Organisation table is defaulted to this field, unless the user has already selected another term.

 

When the price option is Price from Catalogue, the freight term as specified on the selling record will be applied by default from the External Org Part Price table.

 

It is recommended that the freight terms be based on the rules of the InternationalChamber of Commerce (Incoterms).

hmtoggle_plus1From Catalogue

This option is enabled for Product sales, Spares sales, Hire sales and Non-stock sales if the Customer has 1 or more linked sales catalogues as defined via the External Organisation function.

If this price option is selected, the applicable catalogue must be selected, after which the applicable part number can be selected from the "part number" field or the service can be selected from the "Customer part" field.

 

When the part or service is selected, the currently valid sales price for the part/service is obtained from the selected Sales Catalogue, as well as other criteria such as tax codes, trade discount and settlement terms. This option is available when new lines are created.

 

If this mode is selected, it is of no use to type a part number/customer part number if the applicable Catalogue has not yet been selected.

 

An important fact that needs to be taken note of is the following:

 

If the selected catalogue has a setting of '1' (yes) for the field Enforce Catalogue Price as defined in the External Organisation Catalogues table (External Organisation function), the price will be applied from the selected catalogue. However, if the setting is '0' (no), the price from the selected catalogue will only be applied if the customer does not have a valid price for the part on its own catalogue.  The customer's own catalogue will therefore always take preference over the selected catalogue if the setting for the field Enforce Catalogue Price was set to '0' (no).

 

NOTE: Even if the catalogue price is applied from the selected catalogue, the trade discount percentage will only be applied from the selected catalogue if the catalogue specifies that the trade discount must be applied. If set to yes, the trade discount will be applied accordingly as specified on the catalogue.

 

If the catalogue setting does not specify the use of the trade discount, the function will determine if a valid record exists for the customer and/or product combination in the Product Discount Matrix table. If it does, the discount from that table is applied. If it does not exist, the default trade discount percentage from the External Organisation record of the customer will be applied.

 

The same logic as described for the sales price and the enforcement rules, also applies to the Customer Part Number.

 

When the tax policy is based on predefined tax codes, the tax code will always be applied from the catalogue external org part price record, unless the customer has another tax code that is enforced via the External Organisation settings.

hmtoggle_plus0Landed Cost

This field displays the base currency anticipated cost of the selected part and is applied in conjunction with the discounted sales price to calculate and display the anticipated gross profit margin percentage (GPM%).

 

All products allow for the preferential settings of the landed cost source as defined on the "Landed Cost Calculation" tab on the Product Master function.

The product sales manager can thus decide whether the part's financial year data, last purchase price, preferred supplier catalogue price, latest average cost or other parameters are to be applied as the source of the part's cost for the purpose of profit margin calculation and control.

 

The source is displayed in the Landed Cost Source field.

 

Landed cost and profit margin control is only applied for product- and spares sales.

hmtoggle_plus0Landed Cost Source

The field is a read-only field.

Since the landed cost is applied in conjunction with the discounted sales price to calculate and display the anticipated gross profit margin percentage in the GPM% field for product- and spares sales, it is important to display the source of the landed cost value that is displayed.

The Product Master offers up to 3 preferential settings for the landed cost source e.g. part financial year data, last average cost, last purchase price, preferred supplier catalogue price and others. These preferences are set by the Product sales manager. The function may eventually apply either the 1st, 2nd or 3rd preference, depending on where it managed to source the cost from after applying the preferences in their listed order.

The landed cost source thus displays the actual source of the cost as additional information to the user.

hmtoggle_plus0Lead Time (Days)

The lead time is most applicable to the line types that have requirements, since the lead time reflects the number of working days difference between the order ship date and the order start date.

 

Requirements normally assume a required date that matches the order start date, unless an offset was applied via the bill of material or where the required dates were manually adjusted.

 

Whenever the start date is adjusted, the function will automatically display the new lead time. The user also has the option to type the lead time, which will result in an automatic calculation of the start date.

 

The lead time is applied to compensate for the time needed to pick components, move parts between operations and performing final inspection, marking and packaging prior to final shipment of the ordered goods to the customer.

 

For a hire order line, the lead time will reflect the difference between the hire start date and hire return date.

 

The maximum lead time allowed is the Lead Time(Days) Manufacturing Max as specified on System Configuration.

hmtoggle_plus0Line

The line number, in conjunction with the order number, order type and completion date, uniquely identifies a specific sales order line. The line number therefore forms an integral part of the order line key.

 

Requirements, characteristics, external objects, operations (routings) and inventory movements are all linked to a specific order line.  The line number is mandatory and must be manually entered by the user and will normally start with a value of 1, followed by sequential numbers should an order have more that 1 line linked to it. A maximum of approximately 32,000 lines can exist for a single order number.

 

In order to aid the user in the selection of a line, the contract line number, line type, scheduled completion date, line status and notes are also displayed in the drop down list.

 

The completion date is also consistently displayed in the text area for identification since the function permits multiples of the same line number as long as the scheduled completion date is different.

 

The line number can be a sequential number and does not need to correspond with the line number as stated in the customer'' contract or order, since a separate field is provided for the Contract Line number.

 

The number of characters to be entered before the list of line numbers is shown is determined by the predefined "populate length".

hmtoggle_plus0Line Number

This field consistently displays the selected sales order line number.

 

The field serves as an aid to retain focus on the line that is being viewed or maintained and actually serves its purpose once the user moves off the "Line" tab to any of the subsequent tabs.

hmtoggle_plus0Line Type

This is a mandatory field that is applied to specify the type of customer order line/sales type.  The different line types are applied for different types of sales as described below:

 

CUSTOMER NON STOCKED (Line type = Cust Non Stocked "NSTK")

Non-stock lines are applied to perform the sale of goods or services that are not, stock  related.  Non-stock lines therefore do not have the concept of order line requirements and will therefore not permit the linking of requirements or the issuing of any stocked parts to the sales order line.

 

Non-stock sales are therefore suitable for events where the customer is purchasing non-stock goods or services such as surface treatment, maintenance, technical studies, research or office/equipment rental. It can also be applied where additional lines have to be created to invoice for transportation, insurance, special packaging or other related costs not originally included in the price of product or spares sales.

 

Non-stock lines are also primarily applied to invoice project milestones. The project milestones as per agreement are therefore defined via non-stock lines that specify the applicable milestone Nodes, milestone ship dates and amounts to be invoiced.

 

Note that non-stock orders are not subject to the Product Master settings for Sales Control (for profit margins and override authorization). Since there is no order line part number involved the sales price and landed cost options are not available for customer non-stock orders either and sales prices must be manually entered.

 

If the selected Customer of a sales order has linked catalogues where non-stock sales types such as services, modifications, upgrades, transportation cost or others have been defined, the price source for a non-stock sale can also be obtained from a Sales catalogue by selecting the Sales price option "From catalogue", the catalogue name and the applicable sales entity on the catalogue.

 

 

CUSTOMER SPECIAL (Line type = Cust Special "SPEC")

Customer specials are best applied to sales of products with multiple options.  Where products offer many options and combinations that customers can select, the customer special order functionality aids you in the following manner:

 

It is not necessary to create a unique product structure record per end item containing a specific combination of options. Especially where a product can offer tens or even hundreds of option combinations, it would most probably be extremely tedious (if not a configuration management nightmare) to have a unique bill of material for every possible end-item configuration.

 

The customer special order allows you to add a line without specifying a part number and to then apply the Special Requirementstab to build the requirements for the line by using modular bills of material references. The function will permit you to enter any product structure number and select the parts or modules applicable to the line being added.

 

Selecting a module will display all its linked components as well, giving you the option to apply the complete module or selected components only. The function will also permit you to modify the "qty per" and other criteria.

 

Typical examples would include the motor industry, personal computer industry or any company that offers multiple options or creates the end-item configuration to be shipped via manual selection of the components rather than via a predefined bill of material.

 

If the line is to be linked to a project node, it is recommended that order line is initially added as "firm" and only released once the requirements have been created and adjusted. This will ensure that the required amount of the Order issue requisition incorporates the full value of the defined components required for the execution of the customer special line.

 

Note that customer special orders are not subject to the Product Master settings for Sales Control (for profit margins and override authorisation). Since there is no order line part number involved the sales price and landed cost options are not available for customer specials either and sales prices must be manually entered.

 

 

CUSTOMER PRODUCT SALES (Line type = Cust Product sales "PROD")

Product sales are applied for the sales of end-items (products).  The functionality offers two options:

 

The first option relates to products that have been purchased or manufactured and received into the stock system, thus being shipped from stock once sales demand is created.

 

For this scenario, the line needs to be created with the Explode Requirements option being unchecked. The function will therefore create a single requirement for the order line part only to be issued and shipped to the customer. The function will not permit additional requirements to be created.

 

The second option relates to products that are only manufactured/assembled once the sales demand is created and where the customer order is also applied to fulfill the role of a production works order. The products are therefore manufactured against the customer order and rather than being shipped from stock, it is shipped directly from the shop floor once the manufacturing has been completed.

 

In this scenario, the Explode Requirements option must be checked.  The function will therefore not create a requirement for the order line part number, but will "explode" its predefined product structure in a fashion similar to a production works order, thus creating requirements for the material/components required for the manufacture/assembly of the item to be shipped.

 

It is important to take note that when a product sale with exploded requirements is to be added, that the intended ship date and sales order quantity is entered prior to selecting the part or prior to clicking the explode requirements option.

The reason for this is that a stored procedure is executed to calculate the lead-time required to manufacture/assemble the part to be shipped. This stored procedure applies the lead-time for the sales part number and all phantom parts in its Bill of material. The lead-time will either be sourced from the Part Master, or from the Part operations (routing) in which case the order qty also plays a role. The lead-time calculation option of the parts in the Bill of material governs which lead-time calculation method is to be applied.

The stored procedure will thus, based on the sales part number, parts in its product structure, the order qty and the intended ship date, suggest the lead-time and the start date of the order line.

 

This option has the following advantages:

 

1.                The requirements peg directly to the sales order where the demand originated.

2.                The requirements are always in step with the customer order demand in terms of both quantities and dates, since rescheduling of the customer order or adjustments to the quantity immediately adjusts the requirements accordingly.

3.                This method requires fewer transactions and less planner intervention to execute the sale.

 

Product sales are subject to the Product Master settings for Sales Control that relates mainly to profit margins and override authorization. The sales price and landed cost options are also available for this line type.

 

If the selected Customer of the sales order has linked catalogues, the price source for a product sale can be obtained from a Sales catalogue by selecting the Sales price option "From catalogue", the catalogue name and the applicable sales part number on the catalogue. Catalogues that are not hire catalogues can be selected for product sales.

 

CUSTOMER SPARES (line type = Cust spares "SPAR")

Spares sales are applied for the sales of spare parts.  The functionality offers two options:

 

The first option relates to items that have been purchased or manufactured and received into the stock system, thus being shipped from stock once spares demand is created.

For this scenario, the line needs to be created with the Explode Requirements option being unchecked. The function will therefore create a single requirement for the order line part only to be issued and shipped to the customer. The function will not permit additional requirements to be created.

 

The second option relates to items that are only manufactured/assembled once the spares demand is created and where the customer order is also applied to fulfill the role of a production works order. The spare part is therefore manufactured against the customer order and rather than being shipped from stock, it is shipped directly from the shop floor once the manufacturing has been completed.

 

In this scenario, the Explode Requirements option must be checked.  The function will therefore not create a requirement for the order line part number, but will "explode" its predefined product structure in a fashion similar to a production works order, thus creating requirements for the material/components required for the manufacture/assembly of the item to be shipped.

 

It is important to take note that when a product sale with exploded requirements is to be added, that the intended ship date and sales order quantity is entered prior to selecting the part or prior to clicking the explode requirements option.

The reason for this is that a stored procedure is executed to calculate the lead-time required to manufacture/assemble the part to be shipped. This stored procedure applies the lead-time for the sales part number and all phantom parts in its Bill of material. The lead-time will either be sourced from the Part Master, or from the Part operations (routing) in which case the order qty also plays a role. The lead-time calculation option of the parts in the Bill of material governs which lead-time calculation method is to be applied.

The stored procedure will thus, based on the sales part number, parts in its product structure, the order qty and the intended ship date; suggest the lead-time and the start date of the order line.

 

This option has the following advantages:

 

1.                The requirements peg directly to the sales order where the demand originated.

2.                The requirements are always in step with the customer order demand in terms of both quantities and dates, since rescheduling of the customer order or adjustments to the quantity immediately adjusts the requirements accordingly.

3.                This method requires fewer transactions and less planner intervention to execute the sale.

 

Spares sales are subject to the Product Master settings for Sales Control that relates mainly to profit margins and override authorization. The sales price and landed cost options are also available for this line type.

 

If the selected Customer of a sales order has linked catalogues, the price source for a spares sale can be obtained from a Sales catalogue by selecting the Sales price option "From catalogue", the catalogue name and the applicable sales part number on the catalogue. Catalogues that are not hire catalogues can be selected for product sales.

 

CUSTOMER REPAIR (line type = Cust repair "REP")

Customer repair orders are applied whenever a customer returns equipment or items that require maintenance or repair.

 

It can also be applied to repair the items on the customer's site, although the function will always require the items to be issued to the order as if the items were returned, thus requiring such transaction anyhow.

 

Customer repair orders can only be launched for items that have been predefined as repairable and maintenance significant items on their Part master records.

 

When a repair order is created, the function will create a single requirement for the order line part to be issued to the shop floor for maintenance or repair and requirements for the replacements.

 

The tab Repair requirements will then be enabled where the user is permitted multiple options for the creation of the requirements that are needed to execute the repair tasks.

 

All repair orders will require a specified node once the order line status is changed to "released" (or added as "released"). This, in turn will result in the creation of an Order issue requisition. The requisition needs to be approved and released by the responsible node manager before stock issues will be permitted.

 

It is therefore recommended that order lines for repair are initially added as "firm" and only released once the requirements have been created and adjusted. This will ensure that the required amount of the Order issue requisition incorporates the value of the defined components required for the repair tasks.

 

Note that repair orders are not subject to the Product Master settings for Sales Control (for profit margins and override authorization) since repair orders do not deal with new stock sales. The sales price and landed cost options are not available for this line type and sales prices must be manually entered.

 

The number of characters to be entered before the list is shown is governed by the value of "populate length" (mandatory).

 

CUSTOMER HIRE SALES (line type = Cust Hire "HIRE)

Hire sales relate to the hire of equipment by a customer.

It is thus applied for equipment that is dispatched to a site (location of use) and returned when the hire period has expired.

 

The start date of the line will thus specify the date the hire starts and the return date will be the agreed end date of the hire period.

 

The sales prices for hire sales relates to a specific hire unit of measure (rate per day, rate per week etc) and must be sourced from a predefined Hire sales catalogue linked to the Customer. Other than pricing/hire rates, the hire catalogues also contain penalty ratios for equipment returned in a dirty or damaged state, as well as reference to a Sale-by-loss catalogue for penalties and pricing related to scrapped or lost equipment.

 

Hire sales lines can only be created as released or change to released for orders pre-linked to a site (the site contains settings regarding the auto-creation of maintenance orders on the return of dirty or damaged goods and contains the site address to which equipment must be dispatched).

 

Hire sales creates a requirement for the quantity of the part to be dispatched to the site.

Site movements for hire equipment is performed via the function 'Order line site movement'.

 

Do take note that stock that can be issued for hire, must be external organization stock.

The stock in this case does not belong to an actual external organization, but is linked to the divisions own external organization reference code as defined via the business rules for a Division. It is thus still your companies own stock, but linked to your external organisation reference. This differentiates between new stock for the same part number that can be sold to customers (conventional product sales with related cost-of-sales and profit margins) as opposed to stock explicitly assigned for hire.

 

The function will thus apply the order division's Div_External_Organisation_Reference from the Division table and create the requirement to apply stock of the divisions external org reference.

 

Stock that used to be allocated for hire, can be sold afterwards as a 'used' product sale, but the order requirement must first be changed to reflect that your 'external organisation' stock will be applied for such a sales transaction.

hmtoggle_plus0Lock GPM%

The "Gross Profit Margin" field displays the anticipated gross profit percentage

for the sales order line. It is only calculated and displayed for product sales and spares sales. The gross profit margin % is calculated by applying the base currency values for the discounted sales price and landed cost.

 

It is calculated as  ((discounted sales price - landed cost) / discounted sales price) * 100).

 

Every time the user changes the sales price, trade discount % or discounted price, the profit % will be recalculated. This is done, irrespective of whether the product enforces stop or warn percentages for minimum profit levels.

 

The functionality also allows the user to calculate the sales price by specifying the required GPM%. This is done by selecting the Manual Entry option in the Sales Price frame, and clicking the GPM Lock check box.   The user can then enter the desired gross profit margin percentage that is required from the sale, in which case the sales price will be calculated by applying the landed cost and the specified GPM%.

 

NOTE: Product sales and spares sales can be subject to predefined sales control rules defined for the product code on its Product Master record. These rules are applied when new sales order lines are added and also when any data-element is changed on an existing line that results in a modified discounted sales price.

 

The sales control rules can be applied to specific line types and line status combinations and can either warn or stop the transaction if the minimum profit percentage as specified on the Product Master is violated. The Product Master is also applied to grant override authority to certain persons via the Product employee authorisation functionality. This authorisation is granted as per the discretion of the Product sales manager.

 

Users that have not been granted such override rights, will only be able to enter a sales order line with an anticipated GPM% less than the normally acceptable minimum if the user applies a sales price and GPM override authorisation ID.

hmtoggle_plus0Lock Start Date

Whenever the ship date is changed, the start date will automatically be changed to retain the lead time difference between the two dates, unless the 'Lock' start date box was checked, in which case the start date will remain unchanged.

Thus, to move the ship date/return date of an order line but retain the current start date, click this box.

hmtoggle_plus0Line Start Date

This mandatory field is controlled via a calendar and is applied to specify the date on which the line execution activities are to be started. The date defaults to today’s date but can be adjusted.

 

The activities may include the picking of items, movement of items between operations and performing final inspection, marking and packaging prior to final shipment of the ordered goods to the customer.

 

This field is mandatory and represents  the "start date" of the Order Line.   If a lead time is entered for the line, the function will subtract the lead time days from the selected ship date and automatically calculate the Start Date.

 

Whenever the ship date is changed, the start date will automatically be changed to retain the lead time difference between the two dates, unless the 'Lock' start date box was checked, in which case the start date will remain unchanged.

 

RULES FOR THE LINE START DATE:

 

 

1.        A line cannot be added with a start date smaller than today's date.

 

2.        A line can have a start date equal to the ship date, but never later than the ship date.

 

3.        The selected date must be a valid working day on the Company calendar.

 

4.        If the line is not a customer non-stock but contains a project node, the start date must fall between the start- and end dates of the project node.

 

5.             For hire sales, the start date represents the date that the hire commences

 

6.              The start date also represents the date when required materials must be picked, although users can manually adjust the required date of requirements as deemed necessary.

hmtoggle_plus0Line Ship date

Ship date: This mandatory field is controlled via a calendar and is applied to specify the date on which the line has to be shipped to the customer. The date defaults to today’s date but can be adjusted. It is saved as the "completion date" on the Order Line table.

For hire sales lines, the label is changed to 'Return date' and represents the return date for equipment hired and thus the estimated/agreed hire period end date.

 

If a lead time is entered for the line, the function will subtract the lead time days from the selected ship date and automatically calculate the start date.

 

Whenever the ship date is changed, the start date will automatically be changed to retain the lead time difference between the two dates, unless the 'Lock start date' option has been checked.

 

The ship date (completion date), in conjunction with the order number, order type and line number, uniquely identifies a specific sales order line. The date therefore forms an integral part of the order line key.  Requirements, characteristics, external objects, operations (routings) and inventory movements are all linked to a specific order line.

 

The ship date should reflect your best estimate of the actual feasible date that the order line will be shipped. The date promised to the customer is reflected by the Contract Ship Date.  Adjustment of this date will therefore not result in a loss of visibility of the original promise date.

 

RULES:

 

 

1.        A line cannot be added with a ship date smaller than today's date.

 

2.        The selected date must be a valid working day on the Company Calendar.

 

3.        If the line is a customer non-stock to be applied for the shipping of project milestones (therefore containing a specified milestone node on the line), the ship date must be a date equal to or later than the node end date.

 

4.        If the line is not a customer non-stock but contains a project node, the ship date must fall between the start and end dates of the project node.

 

When another ship date is selected, the function will enable both the Add and Change buttons. This is due to the fact that the user might have the intention to either reschedule the current ship date or to add a new order line that has the same line number but a different ship date (hire sales lines may however only have 1 date per line and will thus not enable the add button when a new 'return date' is specified).

 

 

hmtoggle_plus0Manual Entry

This mode is enforced for customer specials, non-stock sales and repair orders.

The reason is that these orders have no part number from which the price can be sourced or do not deal with new stock sales.

 

The Manual Entry option will only be enabled for product and spares sales if the signed on employee is either the Product Sales Manager or an employee that is authorised to override the sales prices as defined via the product employee authorisation on the Product Master function.

 

If a user has not been authorised via the product employee authorisation function the option will remain disabled but the sales price and discount fields can be enabled for typing if the user selects a valid Sales price and GPM override Authorisation ID.

 

This mode requires manual entry of the price and does not place additional limitations on the part numbers populated for selection.

hmtoggle_plus0Node

This field is applied when the order line represents an activity within a project (node).

 

If the sales order line is a non-stock line, it represents the activity of shipping a project milestone that has been partially or fully completed and is billable as per predefined agreement with the customer.

 

If the sales order line is a non-stock line but no sales price has been entered, it represents the shipping of a project milestone that has been completed where the project was not billable (own initiative development, warranty claims, marketing efforts and others).

Non-billable (non recoverable) milestones are not forced to be linked to non-stock customer orders and will most likely not be linked, unless shipping actually takes place and a zero-value invoice and delivery note are to be supplied to the Customer.

 

If the order line is not a non-stock line, (e.g. product sales, spares, repairs and customer specials) it represents a project activity where hardware items or rendered services are shipped to the customer as required by the project prior to the final completion of the project milestone. Nodes can not be entered for hire sales, even if the part is a non-fixed account item.

 

The list is populated with nodes from the Node table as follows:

 

If the line type is a non-stock line, thus representing the activity of shipping of a project milestone once it has been partially or fully completed, then:

 

The node must be a milestone node,

The node must not have a status of "planned" or "firmed", (since any other status will imply that the node is already linked to another customer noon-stock line)

The node division must be the same as the division selected on the Customer Order Header, and

The node may not already exist as the specified milestone node on any other Customer Non-Stock "NSTK" line.

The node resource need not be selected, since non-stock lines do not have requirements and thus will not result in an Order issue requisition.

Checking the option "Non-milestones only" will populate the list with non-milestone nodes.

Since a firm rule exists that only milestone nodes can be linked to a customer non-stock line, the selection of a non-milestone node will result in the node being set to a milestone if the transaction of linking it to a non-stock sales order line is executed.

 

Not all users are allowed to select non-milestone nodes, and only users with a Profile to which the function "Node milestone change" has been linked, can execute such a transaction.

 

The system will pop-up warning messages and if the user has the correct profile and decides to proceed, the node will be linked to the sales order, the node will be set to a milestone and the node manager will be informed via internal mail of the event.

 

If the line type is not a non-stock line, (e.g. product sales, spares, repairs and customer specials) thus representing another activity in the project, then:

 

The node must have a status of Planned, Firmed, Approved, Released or In Process, but

The node status must have progressed to a status of released or in process once the order line is released since an Order issue requisition will be auto-created,

The node division must be the same as the division selected on the Order Header.

The node resource must be selected once the order line is released to identify the project material budget resource to be applied for any cost incurred via the resulting Order issue requisition

 

To aid the user in the selection of the correct node number, the node description, status, division and the node start- and end dates are also displayed in the drop down list.

 

SUMMARY OF BUSINESS RULES APPLICABLE TO A "NODE":

 

 

1.The node, on a Non-Stock "NSTK" line can never be removed if the current node on the line has progressed to a status other than planned or firmed. The node can only be changed to spaces or to another node if the status of the current node is Planned "P" or Firmed "F".

 

2.The node on a Released "R" line can never be changed for line types other than non-stocks (since an Order issue requisition will already exist). The node on a Released "R" non-stock line can be changed if the status of the current node is still Planned "P" or Firmed "F

 

3.For a Production "PROD" or Spares "SPAR" line, where the part number is a non-fixed account part, the Node is mandatory.

 

4.For a Repair "REP" line, a valid Node is always mandatory.

 

5.When a Non-Stock "NSTK" line is added with a milestone node, the node may not exist on another Non-Stock "NSTK" line. When a Non-Stock "NSTK" line is added with a non-milestone node, the node will be changed to become a milestone.

 

6.For a Non-Stock "NSTK" line, the completion date (ship date) of the line must be equal to or later than the node end date.  For other line types, the line completion date must be between the node start- and end dates.

 

7.When the line status changes to released, and the line type is other than non-stock, the Node status must also have a status of released or in process. The function will then enforce the selection of a material resource and will automatically create an Order Issue Requisition that has to be authorised before picking of material can take place.

hmtoggle_plus0Non Milestones Only

This option is only available for non-stock lines where a node is to be selected or changed.

Since only milestone nodes not yet linked to other customer non-stock lines are populated for selection, non-milestones are never displayed unless this option is checked.

 

Since a firm rule exists that only milestone nodes can be linked to a customer non-stock line, the selection of a non-milestone node will result in the node being set to a milestone if the transaction of linking it to a non-stock sales order line is executed.

 

Not all users are allowed to select non-milestone nodes, and only users with a Profile to which the function "Node milestone change" has been linked, can execute such a transaction.

 

The system will pop-up warning messages and if the user has the correct profile and decides to proceed, the node will be linked to the sales order, the node will be set to a milestone and the node manager will be informed via internal mail of the event.

hmtoggle_plus0Order Planner

This is the person responsible for the execution of the specific sales order line.  It should therefore be the person that takes control of the planning, coordination and control activities required to ensure

the timely shipping of the order line as promised.

 

The planner can therefore vary per order line.  The planner is saved in the field "notify" on the Order Line table.

 

The list is populated with the name?employee ID from the Employee Master table where:

 

         The employee is a company planner, and the employee is not inactive.

 

The number of characters to be entered before the list is shown is governed by the value of "populate length" (mandatory).

hmtoggle_plus0Part Number

This field is mandatory for all customer order line types except for non-stock sales and customer special orders. The part number of the part to be shipped needs to be specified in this field.

 

The list is populated with parts from the Part Master table and to aid the user in the selection, additional information such as the part description, the part unit of measure and the part's fixed-account setting is also displayed in the list.

 

The rules are however not that simple and are actually governed by the Sales Price Option that has been selected, as well as the Line Type.

 

The impact on the parts that can be selected is as follows:

 

1.        If the line type is repair, only parts that have been predefined on its part master record as "repairable" will be shown in the list. The sales price option has no bearing on repair orders.

 

2.        If the line type is either product sales or spares sales, then:

 

If sales price option is Price from Part Master, only parts that have predefined sales prices as visible on the Part Master via the Part Sales Price table, can be selected.

 

If sales price option is Price from Catalogue, only parts that have a predefined selling record in the selected catalogue can be selected. The Catalogue must therefore first be selected prior to typing the part number (the Part Number field will be disabled in this mode until a valid catalogue organisation has been selected).  In this mode, the unit of measure in which the selling record was defined will also be displayed in the list.

 

If sales price option is Manual Entry, it will have no impact on the list of parts that can be selected.

 

In addition to the above, the part numbers that will be displayed for selection, are also

subject to the selected option in the Part Number Populates With frame on the Header tab.   The number of characters to be entered before the list is shown is governed by the value of "populate length".

hmtoggle_plus0Part Number Populates With

The options provided in this frame serves as an aid when adding new customer order lines where the line type requires the selection of a part number.

 

Parts Of All Divisions

If this option is selected, all parts that adhere to the populate rules as described for the Part Number field on the Line tab, will be displayed for selection irrespective of the part's controlling division as defined

on the Part Master.

 

Only Parts Of Order Division

If this option is selected, all parts that adhere to the populate rules as described for the Part Number field on the Line tab, will be displayed for selection, but only where the part has a controlling division that

matches the Sales Division of the selected customer order.

hmtoggle_plus1Permits

This button jumps to the Order Line Permits function. This allows viewing of Permits Linked to the selected Order Line.

hmtoggle_plus0Priority Code

The list is populated with Priority codes that were pre-defined for the customer contract via the Contract master function.

It serves the purpose to allocate a priority rating to an order line and to thus provide visibility of such priority that was allocated.

In the defence industry, the priority is referred to as a defence priority allocation (DPAS) and plays and important role to prioritize orders at Suppliers, on the Shopfloor and for Shipping preference.

 

The priority can be manually allocated or can be auto-allocated via the Contract master function.

 

Once a priority has been allocated to a Sales order line, MRP will also cascade the priority to all resulting Worksorders and Purchase orders that replenish stock for the specified contract.

The visibility is thus carried through to all replenishment levels in the Bill of material.

Also see the functions Priority code and Contract master for more detail.

hmtoggle_plus0Product

The product code is a mandatory field that identifies the product to which a sale is linked.  The code is thus applied as an identifier and comes into play when shipped sales, overdue sales, projected sales, sales work in progress or other reports are extracted by product.

 

The product code does however fulfill an even more important role. This relates to the following:

 

1.        The sales control criteria as defined in the Product Master table are applied when an order line is created. This includes the settings for profit margin control and employee authorisation for sales price and gross profit margin override.

 

It also contains the settings for landed cost preferences and rules relating to the Enforcement of stock or "stock on order" allocation to an order line prior to release.   The stock status application rules are also specified by product and govern which stock statuses are permitted for application for specific line types.

 

2.        The product's trade discount matrix as defined in the Product Discount Matrix table is applied for the trade discount granted to the selected customer, which may differ depending on the product being sold.

 

The user must manually specify the product code for customer special and customer non-stock orders.   For product sales, spares sales and repair orders, the product code will by default be applied as the product code of the selected order line part number as defined for its Part Master record.  The user will be permitted to select another product code, except for product sales, where deviation from the part's product code is not permitted.

 

The list is populated with product codes from the Product Master table. To aid the user in the selection of the correct product code, the product description and the name and ID of the product scheduler is also displayed in the drop down list.

 

The number of characters to be entered before the list is shown is governed by the value of "populate length".

hmtoggle_plus0Project

The list is populated with Projects that were linked to the customer contract via the Contract master function.

It serves the purpose to associate a contract project with a sales order line and if the project enforces project serial number effectivity for Bill of material changes, the function will also allocate a serial number range to the order line when it is added, based on the order qty and the ranges of other order lines for the same part and project.

 

Once a project has been allocated to a Sales order line, MRP will also cascade the project to all resulting Worksorders and Purchase orders that replenish stock for the specified contract.

The visibility is thus carried through to all replenishment levels in the Bill of material and once the stock arrives, the project owner ship is retained in inventory.

Also see the functions Contract master and Project Serial number range for more detail.

 

The field is optional unless one or more projects have been associated with the Sales contract.

hmtoggle_plus0Project SN Range Frame

If  a contract project was associated with a sales order line and if the project enforces project serial number effectivity for Bill of material changes, the function will also allocate a serial number range to the order line when it is added, based on the order qty and the ranges of other sales order lines for the same part and project.

 

These serial number ranges will also be cascaded by MRP to all resulting Works orders and Purchase orders that replenish stock for the specified contract project and serial number range and the range will serve a the product structure base line applicable to every replenishment order.

 

The visibility is thus carried through to all replenishment levels in the Bill of material and once the stock arrives, the project owner ship and serial number range is retained in inventory.

hmtoggle_plus0Project Requirements

This button provides visibility of project specific requirements where these requirements relate to quality, specifications, documentation, marking and packaging, delivery or other contract requirement categories.

 

In addition to contract metadata specified on the sales order line such as freight terms, inspection criteria, settlement terms and others, additional requirements can be specified for the contract project via the Contract master function.

Specific requirements for sales part numbers/products can also be specified via the Project part requirements function. These part specific requirements can also relate to quality, specifications, documentation, marking and packaging, delivery, supply sourcing rules, customer furnishing of parts and others.

 

These requirements are user-defined via the Requirement codes function and linked to the contract project via the function Contract master or to specific parts only via the Project part requirements function. Where the system identifies a customer order line associated with a project, the contract and project generic requirements for sales, as well as any part specific requirements for the sales part number are made visible and the detail can be viewed directly from the order by clicking this button.

hmtoggle_plus0Provision

When clicked the Order Line Provision Rules function opens.

hmtoggle_plus0Quantity On Hand

This read only field displays the stock for the selected order line part number.

It is displayed as an aid to the user when checking availability and when the ship date must be determined.

 

It calculates as follows:

 

For lines that are product-, spares- or repair sales:

It and sums the  (quantity on hand - quarantine quantity - allocated quantity) for all stock records of the part in the Location table where:

 

The part number is equal to the order line part number selected, The stock status is "N" (new stock), The stock does not belong to an external organization, and if the option "all divisions" is not checked, where

The division code of the stock location is equal to the division code specified on the customer order "header".

 

For lines that are hire sales:

It and sums the  (quantity on hand - quarantine quantity - allocated quantity) for all stock records of the part in the Location table where:

 

The part number is equal to the order line part number selected, The stock status is "N" (new stock), The stock does belong to an external organization that is 1 of the division external organization references, and if the option "all divisions" is not checked, where

the division code of the stock location is equal to the division code specified on the customer order "header" and where the location organization code matches the division external organization reference of the division of the order.

 

Do keep in mind that this is only a display of the unallocated stock qty and that stock can associate with projects that may make the stock only applicable to such project or project group. View the Supply and Demand and Sales allocation view for more detail.

hmtoggle_plus0Quantity Complete

This is a read only field that displays the cumulative quantity that was shipped to date. It thus reflects the net effect of shipping movements less customer returns for the selected line.

Do note that for hire sales it reflects the qty returned/received back to store from the hire site.

 

The field is updated via the Production to Customer and Crating to Customer movement transactions and customer returns via the Customer to Production movement.

 

For hire sales, the qty is updated via the Order line site movement function.

 

For order lines that have a specified part number, the quantity complete is always expressed in the part's base unit of measure (UOM) as defined on its Part Master record.

 

If the sales order specified a sales unit of measure that differs from the part's base unit of measure, the Conversion tab can be accessed to view all quantities in both the sales unit of measure and part unit of measure.

hmtoggle_plus0Quantity Crated

For product - and spares sales it is a read only field that displays the quantity currently in "crating", thus awaiting final shipment to the customer.

 

The crating is performed via the Production to Crating movement function.

The function serves the purpose to pack the contents of one or more sales order lines into crates and containers and then ship the total contents of a crate with a single movement (Crating to Customer).

 

For order lines that have a specified part number, the quantity crated is always expressed in the part's base unit of measure (UOM) as defined on its Part Master record.

 

If the sales order specified a sales unit of measure that differs from the part's base UOM, the Conversion tab can be accessed to view all quantities in both the sales unit of measure and part unit of measure.

 

Note: For hire sales, this label changes to 'In inspection' and reflects the quantity returned from the hire site currently awaiting inspection prior to being taken up as stock in the store.

 

For hire sales, the qty is updated via the Order line site movement function.

hmtoggle_plus0Quantity Ordered

It specifies the order quantity to be shipped or hired as ordered by the customer.  For order lines that have a specified part number, the quantity in this field is always expressed in the part's base unit of measure (UOM) as defined on its Part Master record.

 

If the sales order specifies a sales unit of measure different from the part's base unit of measure, the sales unit of measure, order quantity and price must be entered on the Conversion tab. Hire sales are always performed in the base UOM and cannot be converted.

 

Select the sales unit of measure, ensure that the applicable unit of measure conversion ratio is correct and then specify the unit price and order quantity in the alternate unit of measure. This will automatically calculate the sales price, discounted price and order quantity in the base unit of measure. The Conversion tab displays the order quantities in both the sales unit of measure and part v.

 

RULES FOR QUANTITY ORDERED:

 

1.                A new order line cannot be created with a quantity of zero (0).

 

2.                For lines that have part numbers, the part master setting governs whether decimal quantities can be specified in the part's base unit of measure. For lines without part numbers (as is the case for non-stock lines and customer specials), the selected unit of measure governs whether decimal quantities can be specified. This setting Decimal Movements Allowed, is carried on the Unit of Measure table.

 

3.                For existing order lines, the quantity ordered can never be changed to less than the sum of the quantity crated and the quantity already shipped.

 

4.                The quantity ordered can be changed to zero, but subject to the rule described above, as well as other validations that include the ratio checker, the existence of issued requirements and/or stock allocations.

 

5.                The quantity ordered can be up-adjusted (increased), except for customer special and repair lines, as well as Non-Stock sales that relate to project milestones.

 

6.                A non-stock sale that is applied for the shipping of a project milestone (therefore containing a specified milestone node on the line), must always have a quantity equal to one (1).

hmtoggle_plus0Quantity Outstanding

It is a read only field and it is a derived value that is calculated to display the quantity not yet shipped to the customer, thus being the outstanding quantity.

 

For order lines that have a specified part number, the quantity outstanding is always expressed in the part's base unit of measure (UOM) as defined on its Part Master record.

 

If the sales order specified a sales unit of measure that differs from the part's base unit of measure, the Conversion tab can be accessed to view all quantities in both the sales unit of measure and part unit of measure.

hmtoggle_plus0Quantity Rejected

It is a read only field that is currently not applied for customer orders.

Consideration is currently given to the enhancement of the movement Customer to Production to update this field to reflect the cumulative quantity that has been returned (thus rejected) by the customer.

hmtoggle_plus0Resource

This field is applied in conjunction with the specified node where the line type is neither a non-stock nor a customer special line without exploded requirements.  The field becomes mandatory if the line type allows requirements and the status of an order line with a node is set to "R" (released).

 

The list is populated with resources from the Resource table.  The number of characters to be entered before the list is shown is governed by the value of "populate length".

 

If budget checking does not apply to the node, the list will contain all active material resources that are allowed for Order Issue requisitions.

 

If budget checking does apply to the node, the list will only contain all active material resources where the resource exists on the predefined material budget of the node and where the resource is allowed for Order Issue requisitions.

 

The selected resource, in conjunction with the node, is applied when the Order Issue Requisition is created for the order line and when budget checking is performed to validate whether the budget can accommodate the required amount as calculated for the requisition.

hmtoggle_plus0Sales Price Options Frame

The options in this frame govern where the sales price of an order line will be sourced from.

 

Product sales, spares sales and non-stocks can source prices from catalogues, from Part Master and in Manual mode (if the user has the security to do so).

Customer specials and repairs require Manual entry of prices.

 

Hire sales can only source prices from catalogues and manual entry is not permitted.

 

 

The available options are:

 

From Part Master

From Catalogue  Or

Manual Entry  

hmtoggle_plus0Sales Price

The sales price is the price per unit, expressed in the unit of measure as displayed in the field UOM.  For hire sales, the hire rate UOM (per day, per week etc) will also be displayed in the frame heading. Take note of the following:

 

1.                The price is the non-discounted price and is always expressed in the base currency and, where the line has a part number, in the unit of measure of the part as defined on its Part Master record or in the hire rate UOM displayed on the screen.

 

2.                Whenever this price is typed or defaulted, the discounted price will be automatically calculated in accordance with the specified Trade Discount %.

 

3.                If the order is in a foreign currency, the price must be entered on the Conversion tab. Ensure that the currency conversion is set to the applicable exchange rate and enter the unit price in the foreign currency. This will automatically calculate the sales price and discounted price in the base currency.

 

4.                If the order line has a part and the sales unit of measure differs from the part's base unit of measure, the sales unit of measure and price must be entered on the Conversion tab.  Select the sales unit of measure, ensure that the applicable unit of measure conversion ratio is correct and then specify the unit price in the alternate unit of measure. This will automatically calculate the sales price and discounted price in the base unit of measure.

 

5.                The function also accommodates a simultaneous currency and unit of measure conversion. This is also done on the Conversion tab.  Combine steps 3 and 4 above, thus specifying the unit price in the foreign currency for the alternate unit of measure. The function will automatically calculate the sales price and discounted price in the part unit of measure and base currency by applying both the unit of measure conversion ratio and currency conversion ratio.

 

Product and spares sales are subject to the Product Master settings for Sales Control that relates to minimum profit margins and override authorization. See Gross Profit Margin %.

 

A sales price of 0.00 is permitted, unless the sales control settings for the product prohibits it due to a violation of the minimum profit margin that has been specified.

Entry of a 0.00 sales price will always result in a warning. The warning appears in the form of a dialogue box that pops up and provides the opportunity to either continue or to abort the transaction.

 

Sales prices for customer special orders and  repair orders  must be entered manually, since for these orders, no source exists where the price can be selected and applied by default. Pricing for Non-stocks can be entered manually or sourced from a linked catalogue.

 

Sales prices for product sales and spares sales can be sourced from the options provided in the frame Sales Price. The Manual Entry option will only be enabled if the signed on employee is either the Product Sales Manager or an employee authorised to override sales prices as defined via the product employee authorisation function. If a user has not been authorised via the Product employee authorisation function, the sales price will only be enabled for typing once the user selects a valid Sales price and GPM override authorisation ID. Typing will then also be limited to the minimum sales price or gross profit margin percentage that was authorised.

 

Sales prices for product sales and spares sales can be sourced from the options provided in the frame Sales Price. The Manual Entry option will only be enabled if the signed on employee has a security profile with Sales Price Override Customer Orders linked to it.

 

The sales price can not be set to zero once a portion of the ordered quantity has been shipped, specifically due to the direct interface with Debtor invoice line links and the general ledger journals already posted for sales, vat sales, cost of sales and debtor control accounts.

hmtoggle_plus0Ship Date

This field consistently displays the scheduled ship date of the selected sales order line.

 

The field serves as an aid to retain focus on the line that is being viewed or maintained and serves its purpose once the user moves off the "Line" tab to any of the subsequent tabs. For hire sales, the field will be displayed as 'Return date'

hmtoggle_plus0Status

The order line status indicates the current status of the sales order line.  The status options are described below:

 

Quotation

This line status is primarily applied to provide a quotation for the supply of products or spares or to quote for requested repairs or services.  It also enables the field Quote Expiry Date on the Line Additional tab and will permit the user to create both requirements and order operations for the order line.                                                                                          

 

MRP ignores and therefore refrains from planning for requirements pegging to "quote" order lines (although the option is provided by MRP to include such demand for non-standard runs, normally performed in simulation mode).  No stock issues or receipts will be allowed for quote order lines.

 

Less business rules are applied to quotation orders due to its dormant status as far as MRP and other down stream processes are concerned.  However, once the status is changed to "released", all applicable rules will immediately come into effect.

 

Planned

This line status is primarily applied to provide a plan for anticipated demand for products or spares. It will permit the user to create both requirements and order operations for the order line.                                                                                                                        

 

MRP, as for quote orders, ignores and therefore refrains from planning for requirements pegging to "planned" order lines (although the option is provided by MRP to include such demand for non-standard runs, normally performed in simulation mode). No stock issues or receipts will be allowed for quote order lines.

 

The status "planned" is therefore ideal for scenarios where planned demand is made visible to the company, but not considered for execution by MRP. Once the feasibility has been confirmed, the status can be advanced to incorporate the demand and thus have MRP plan for its execution.

 

Less business rules are applied to planned orders due to its dormant status as far as MRP and other down stream processes are concerned. However, once the status is changed to "released", all applicable rules will immediately come into effect.

 

Firm

This line status can be applied to create a forecast of demand for product and spares sales, although the Sales Forecast function is probably more suitable for such purpose since it requires entry of less data, has been specifically developed for that purpose and lends itself to automatic forecast consumption. Firm lines will permit the user to create both requirements and order operations for the order line.                                                                                                                  

 

The application of firm lines is recommended where an order has been phoned/faxed or is anticipated, but is still subject to final confirmation or where the actual contractual documentation has not yet been received.

Although MRP includes and therefore plans for requirements pegging to "firm" order lines, no stock issues or receipts will be allowed.

 

Another application of "firm" orders is to place an order on hold. Even though the line may peg to an actual sales order/contract, the status can be set to firm to prevent stock issues, crating or shipping of goods. This method can also be applied to prevent premature spending against a project node budget and must be applied if the product business rules forces full allocation and/or order cross reference prior to order line release to ensure the feasibility of the order via pre-allocation of stock on hand or stock on order.

 

It is also a recommended method for customer special and repair lines where the cost is to be carried by a project node via the Order issue requisition. The order line should be created as firm and should only be released once the requirements have been specified, thus ensuring that the resulting Order issue requisition reflects the true required amount as anticipated at that stage of the process.

 

Less business rules are applied to firm orders but once the status is changed to "released", further applicable rules will immediately come into effect.

 

Released

This line status is applied to "release" existing quote, planned or firm orders or to manually create "released" order lines for product sales, spares sales, repair or services to be rendered. It will permit the user to create both requirements and order operations for the order line.

                                                                                                                                         MRP includes and therefore plans for requirements pegging to "released" order lines and stock issues, crating and shipping will be allowed. The only exception relates to order lines (excluding non-stock lines) with a specified node which, once the order line is changed to "released" (or added as "released"), will result in the creation of an Order Issue Requisition. The requisition needs to be approved and released by the responsible node manager before stock issues will be permitted.

 

It is therefore recommended that order lines for repair are initially added as "firm" and only released once the requirements have been created and adjusted. This will ensure that the required amount of the Order issue requisition incorporates the value of the defined components required for the repair tasks.

 

Once the status of a line is changed to "released", additional business rules that were not applied to lesser statuses will immediately come into effect since the order line is thus authorised for execution.

 

Since released orders can have issued requirements and crated or shipped quantities with the resulting movement history, debtor invoices and financial journals, the status cannot be set back to firm, planned or quote.

 

There are additional business rules that govern whether the releasing of a sales order line will be permitted. These rules include:

 

1.                If the line is not a non-stock, the node (if entered) must have a status of released or in process.

2.                The node material budget must have an adequate uncommitted budgeted amount to cover the value of the Order issue requisition that will be generated.

3.                The release of product sales or spares sales will be subject to the Product master setting on the sales control tab that could force requirements to be fully covered by stock allocation and/or order cross reference prior to release. If this rule is enforced the function will only permit the release if the quantity of the product or spare to be sold is indeed fully covered by stock allocation and/or order cross-references.

 

Closed

This is the final status in the life cycle of a sales order line. Once an order line is closed, it is accepted by all functions that no further crating and/or shipping can be expected from the order line.

 

The function will not permit further maintenance of order line data, requirements or operations.  Once an order line becomes closed, its associated order issue requisition will be automatically closed as well.

 

Order lines can be closed in the following manners:

 

1.                When a Production to Customer or Crating to Customer movement sets the "quantity complete" equal to the  "quantity ordered".

 

2.                When the "quantity ordered" is down adjusted to a quantity that is equal to the "quantity complete".

 

3.                When the "closed" status is intentionally selected on the screen in order to "short close" the order. The function will only permit this if the System Configuration setting Order Short Close Allowed allows this mode.  This option is however, not available for non-stock lines containing project milestone nodes since such order lines can only be closed by the completion and shipping of the milestone.

 

 

The only transaction that will reopen a "closed" order line, is the Customer to Production movement that reverses an earlier movement or represents an actual customer return and thus results in the "quantity complete" to become less than the "quantity ordered". This will set the order line status back to "released".

hmtoggle_plus0Tax Code

The tax code serves as a mean to derive the currently valid tax percentage. The field is mandatory once the line status becomes released.

The drop down list displays the Tax Code and Tax code Description from the table Tax Code, as well as the currently valid tax percentage for the selected tax code as defined in the table Tax percentage.

 

Only valid tax codes that are allowed for output tax are displayed for selection, but the function will attempt to automatically apply the tax code in the following manner:

IF the Customer has a specified tax code on it's External Organisation record, , it will be applied from such a record. If the setting on External Organisation furthermore enforces the tax code, the user will not be allowed to select another code and then field will be disabled.

Should the Customer's External Organisation record lack a tax code, the tax code will be populated from either the selected catalogue (External Org Part Price) selling record (if applied as the price option) or from the selected part's commodity code via the  Commodity Master Tax Code if the line has a Part Number.

 

IF no tax code was found, (which is not likely but possible for non-stock sales and customer specials), the user must select a valid tax code from the values populated in the drop down list.

 

Once the tax code has been selected or defaulted, the applicable tax percentage will be displayed in the adjacent '%' field.

Take note that this % is not saved for the sales order line. Only the tax code is saved, and the applicable tax % for the tax code as valid at the time of shipping will be applied to calculate tax amounts for the resulting debtor invoice links.

 

This field is enabled if the Tax Policy setting on System Configuration equals "Tax codes with predefined tax percentages".

hmtoggle_plus1Tax %

This field displays the currently valid tax percentage associated with the selected/defaulted Tax Code.

 

Once the tax code is selected or defaulted, the tax percentage is displayed from the Tax Percent table and the record that has the most recent effective date is applied for this purpose.

hmtoggle_plus0Trade Discount %

This field is applied to specify the trade discount percentage applicable to the specific sales order line.  This field can have a minimum value of zero and a maximum value equal to the Trade Discount Max Customer Orders specified on System Configuration .

 

The function applies this field to automatically calculate the discounted sales prices per unit whenever the sales price is typed.

 

When the Line tab is opened, the function will apply the default Debtors Trade Discount % as specified for the customer on its External Organisation record.

The defaulted trade discount % from External Organisation will be retained until a product code is selected or defaulted from a selected part or until the discount can be sourced from a selected catalogue where the catalogue specifies that the discount must be applied.  Once the product code is known, the function will either apply the discount from the applicable catalogue or, lacking a catalogue, will determine if a currently valid record exists for the customer/product code combination in the Product Discount Matrix table. If it does, the discount from that table is applied. If it does not exist, the discount applied as default from the External Organisation record is retained.

 

 

Do take note that if the sales price option From Catalogue is selected, the trade discount % will only be taken from the selling record of the catalogue if the setting on the selling record for "Apply Trade Discount" is set to "yes".

 

If the setting for "Apply Trade Discount" is set to "no", the function will then search for a valid record for the customer/product combination in the table "Product discount matrix" and if it does not exist, the discount applied as default from the external organisation record is retained.

 

For product sales and spares sales, the Trade Discount % that was applied as described above will only allow typing of another percentage if the signed on employee is either the Product sales Manager or an employee authorised to override sales prices as defined via the product employee authorisation function, since typing of another % will recalculate the discounted sales price.

 

If a user has not been authorised via the Product employee authorisation function, the field will only allow another discount % if the user selects a valid Sales price and GPM override authorisation ID. Typing of another discount percentage will result in the recalculation of the discounted sales price and will then also be restricted not to result in a sales price or GPM% less than the minimum sales price or the minimum gross profit margin percentage that was authorised.

hmtoggle_plus0Uom

It is the unit of measure in which the sales price per unit and the order quantities are expressed. It is a mandatory field for all line types and the list is populated with the unit of measure code and description from the Unit of Measure table.

 

For line types where no part number is entered (non-stock and customer specials) the field is enabled and the user must manually select the applicable unit of measure.

 

For line types where a part number is entered (product and spares sales) the field is disabled. The unit of measure of the order line part, as defined on its Part Master record, is displayed in this field. All prices (sales and cost) as well as quantities displayed on the "line" tab are expressed in this unit of measure.

 

If the order line has a part number and the sales unit of measure differs from the part's base unit of measure, the sales unit of measure and price must be entered on the Conversion tab.

 

Select the sales unit of measure, ensure that the applicable unit of measure conversion ratio is correct and then specify the unit price and quantity in the alternate unit of measure. This will automatically calculate the sales price, discounted price and order quantity in the base unit of measure.

 

For lines that have part numbers, the part master setting governs whether decimal quantities can be specified in the part's base unit of measure. For lines without part numbers (as is the case for non-stock lines and customer specials), the selected unit of measure governs whether decimal quantities can be specified. This setting, Decimal Movements Allowed, is carried on the Unit of Measure table.