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Sales Detail

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The Sales Detail tab is applied to specify details regarding the customer, the type of sale (product sales, hire, spares, specials, non-stock etc), the pricing and discounts, sales- or hire quantities and  grouping of order lines.

 

Sales orders can be captured in foreign currencies and in alternate units of measure, although the Sales order wizard function does not provide for sales entry in alternate units of measure.

 

Sales orders can also be referenced to a predefined site containing the site address and contact details for hire  equipment delivery (or location where  repair, consultation or training services must be rendered).

 

Product sales, spares sales, equipment hire, non-stock sales and customer special orders are accommodated by this function.

 

The line statuses can also vary from quotation, planned, firm and released.

Note that in order to create released lines, you will have to select or capture a sales order on the next tab that relates to a contract or purchase order received from the customer.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Account

This field is applied to specify the sales account in the income statement to be credited with all sales resulting from the sales order lines being added.

 

All customer order lines with a status of Released "R" must have a specified sales account.

The function will permit entry of a sales account for other line statuses, but entry will not be enforced.

 

The sales account is defaulted from the External Organisation record of the selected Customer.  Furthermore, if the default sales account has been set to 'enforced', the field will be disabled and the user will not be permitted to select another sales account.

 

The specified account will be applied for all lines in the list. If some lines require allocation to another account or an account is not specified at time of order entry, change it afterwards (if permitted) on the Customer Orders function or add the order in batches containing the correct sales account.

 

The combo box will be cleared if the user selects another sales division. The account in this box will dominate the account in the 'Sales Account' box on the second tab, but only if 1st tab account is unequal to spaces.

 

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

 

The list is populated with accounts (if a defaulted account is not enforced) from the Accounts table where:

 

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

 

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

 

3.  If the account is a cost center account, where the cost center belongs to the division specified on the customer order "header".

 

4.  The account is linked to an account code that is allowed for "Sales" as specified via the Account Codes function.

 

The list displays the account and the description of its linked account code.

 

Journals applying this account include the following:

 

hmtoggle_plus1Add

The  button is applied to add a sales line to the "Linked Lines" list box. A quantity greater than zero must be typed before the button is enabled.

 

If the line is for a stock sale and the resulting GPM% is less than the product's minimum acceptable level, the add will fail, unless the user has selected a valid Authorisation ID and is within the constraints of the authorisation.

 

If the line is for a stock sale and the user has selected a valid Authorisation ID to override the sales price or trade discount, the add will fail if the price is not within the constraints of the authorisation.

 

Prior to clicking the button, ensure that all the data has been correctly entered and that the "Add to build line" and "Reference line" has been correctly specified if a customer special line is being added.

 

If an error has been made, use the  button to remove the line and repeat the "add" process.

hmtoggle_plus1Add To Build Line

The option to check this box is only available if one or more lines already exist in the "Linked lines" list box.

 

The option should only be checked if the user is in the mode of creating a customer special, thus "building" a list of required parts that make up the customer special line.

 

The field works in conjunction with the Reference line column in the list where the user specifies the sales reference line to which a required part must be linked.

 

When the last required part has been added, uncheck this option in order to have the next available reference line allocated to the next sales order line to be added to the list as a separate line.

hmtoggle_plus1Available

This read only field displays the stock for the selected part number that can be promised, allocated or shipped for new orders to be added. It is displayed as an aid to the user when the ship date must be determined. It reflects the stock quantity not yet allocated to or required by demand for the same part that falls on an earlier required date or within the lead time of the part.

 

The result can be a positive or negative quantity. A positive quantity reflects the quantity that can be sold or promised without a negative effect on other existing orders requiring the same part within the lead time horizon of the part.

 

A negative quantity reflects that the current stock is already inadequate to meet the current demand for the part within its lead time horizon. The addition of another order within the lead time horizon might not be feasible, unless there are known replenishment orders due to replenish stock in the nearby future.

 

Stock for hire sales parts only apply stock which is linked to an external organisation that presents your own company (this is the manner in which the system differentiates between stock that is available for sales vs. stock that is available for hire).

 

The stock that is taken into account for the calculation is governed by the selected From Division and From Store and also depends on the sales type selected.

hmtoggle_plus1Authorisation Id

Sales prices for products and spares  can be sourced from any of 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 over type 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.

 

 

Hire rates for hire can only be sourced from a sales catalogue that has been identified as a hire catalogue.

If the user selects an authorisation ID, the trade discount percentage fields will be enabled for typing. The discount percent will  be limited to the maximum discount percentage that was authorised.

 

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 customer, employee or product code and relates to trade discount.

 

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.

 

hmtoggle_plus1Catalogue Organisation

If the option "Price from Catalogue" is selected in the "Sales Price" frame, this field is mandatory and a sales catalogue must be selected.

 

The function populates the list with linked sales catalogues from the External_Organisation_Catalogues table where:

 

The catalogue has been linked to the customer via the External Organisation Catalogues function and the catalogue link is valid on the current date, and

 

The catalogue has the same default contractual currency on its External Organisation record as the currency defined for the selected customer.

 

Hire sales will only display catalogues that are predefined as hire catalogues, whilst product- and spares sales will display catalogues not related to hire sales.

 

If this mode is selected, it is of no use to type a part number or customer part number if the applicable Catalogue has not yet been selected. Once the catalogue has been selected, only parts/services 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:

hmtoggle_plus1Commodity Code

If the order line type is Product (PROD) or Spares (SPAR), the Parts commodity code is defaulted in this field.   It the order line type is Special (SPEC) or Non Stock (NSTK) this field will be populated with Commodity Codes from the Commodity Master table. .

This field is mandatory if the Tax Policy setting on System Configuration is not equal to 'V' for VAT and the Order line status is Released.

There must be a mapping between the selected commodity code and the tax system integrated to.  See Tax Interface System table where the Tax Integration System from System Configuration equals the Tax Integration System value on the Tax Interface System table and the Tax Entity equals Service indicator (01) and is Active.

hmtoggle_plus1Customer

The customer is the party to whom the ordered goods or required services are to be supplied.  Your customers need to be predefined via the External Organisation function as active Debtors.  A valid customer is identified as an External Organisation that has a "debtor status" of active as well as an active debtor control account code.

 

If sales to the customer are to be made on a "on account" basis, a predefined credit limit also needs to be specified on the customer's External Organisation record.

 

The monetary currency in which business dealings with a customer are normally executed must also be specified.

 

Divisions that deal with a customer also need to have a predefined debtor suspense account and a debtor control account of which the linked account code matches the specified debtor account code of the External Organisation.

 

It is also necessary to predefine sales personnel that deal with a specific customer. This is also done via the External Organisation function and also provides a commission structure for sales personnel where applicable.

 

The drop down list will therefore be populated with External Organisation names and codes from the External Organisation table where the organisation has:

 

         A trading status debtors of Active "A", and

         A valid debtors account code.

 

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

 

Once a valid customer has been selected, other "Debtor defaults" specified for the customer on its External Organisation record will also be applied as line defaults on the Sales Order Defaults tab, although the user will be permitted to change the defaulted values prior to order entry.  These defaults include freight terms, acceptance criteria, settlement days and discount, trade discount and vat percentages and the default contractual currency.

 

Additional data that is also applied from the Customer's External Organisation record (if specified) includes the Default Sales Account Code and Invoice Option. If these values have been specified, it will be automatically applied, unless these values have been enforced by the associated settings on External Organisation, the user will be allowed to select other valid values.

 

Once a sales order has been entered:

1.  It can be viewed and maintained via the Customer Orders function and an overview of all lines with summarized values can also be obtained to ensure that order details were correctly               captured.

2.  Selected role players such as planners, buyers and others can be notified of the newly added order lines via internal mail. This feature also exists on the Customer Orders function.

3.  The customer order can be printed for either internal use or for customer confirmation of the order received. This is done via the Print Documentation function.

     The contract can be viewed via the Contract master function, where linked sales orders, projects and other contract detail can be viewed and maintained.

hmtoggle_plus1Customer Part Number

This represents either the Customer's part number or, in the case of a catalogue that is not specific to one customer only, it represents the catalogue Part Number.

 

The list is populated with:

Stock sale mode:

Organisation (their) part numbers and "our" part numbers from the External Organisation Parts Table where the external organisation code is equal to the selected catalogue Non stock sale mode:

Catalogue part number where "our" part number is spaces (thus being a non stock sale)

 

If a Customer Part Number is selected, the Part Number is defaulted in the Part Number field and Sales Price selected from the Part Master or catalogue if so specified as the Sales Price option.

 

The Customer Part Number is also automatically defaulted to this field if the user selects the stock Part Number and the function detects that the customer has a corresponding Catalogue Part Number.

hmtoggle_plus1Discount Price

This field is applied for the discounted sales price per unit (sales price less any applicable trade discount).

 

The field will be disabled for stock sales, unless the Manual Entry sales price option has been selected and the user has the security rights to do so.  If the gross profit margin percentage is locked, the price will be calculated automatically once the user types the desired profit margin.

 

If a user has not been authorised via the Product Employee Authorisation function, the manual entry option will not be available either and the discounted sales price will only be enabled for typing once the user selects a valid 'Auth ID (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.

 

The discounted sales price is expressed in the part unit of measure and for non-stock sales in the selected unit of measure. The price is normally the result of a calculation where the sales price and trade discount were applied to do so but, if the field is enabled, the user can directly type the discounted price, which will then recalculate the gross profit margin percentage and the non-discounted price.

 

Product and spares sales for stocked items 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.

 

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 user with the opportunity to either continue or to abort the transaction.

 

The discounted sales price is applied in the Order Line table as the "contractual unit price".  If it was specified in the base currency, it will also be applied in the Order Line table as the "unit price".  If not, the unit price will be a calculated value via the Currency Conversion table.

 

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

hmtoggle_plus1Freight Terms

It is used to describe the terms of delivery (the dispatching and arrival points of the goods).  The freight terms are based on the rules of the International Chamber of Commerce (Incoterms).

 

It defaults from the External Organisation record of the selected Customer,applying the debtor default values.  However, if the option Price from Catalogue was selected, the freight term as defined for the selling record on the External Org Part Price table will take preference.

 

The field do not clear after a new line was added, but can be manually override or when catalogue selling record has a freight term or when user select another customer with a registered freight term.

hmtoggle_plus1From Divisions

This field is optional, unless either the "Allocate Now" or "Ship Now" options are to be selected on the Sales Order Entry tab.  The field further governs whether the On Hand and Available calculations in the Stock Sale frame must include the part stock in stores of all divisions or only in stores of a specified division.

 

If a 'From Division' has been selected, only stock for the selected sales division will be taken into account and only stores of the selected division can be selected in the From Store field.

 

The sales division is originally applied as the default for this field (unless the sales division does not have any stores). The user can opt not to select a division at all or can select any other division that have one or more stores (thus existing in the Store table).

 

The selection also impacts on the calculation of the suggested ship date that is displayed in the list box of linked lines.

hmtoggle_plus1From Store

This field is optional, unless the "Allocate Now" or "Ship Now" options are to be selected on the Sales Order Entry tab. The field further governs whether the On Hand and Available calculations in the Stock sale frame must include the part stock in all stores or only in the specified store.

 

If a 'From Store' has been selected, only stock for the selected store will be taken into account and if the "Allocate Now" or "Ship Now" options are applied on the 'Sales order entry' tab, the stock will be allocated or issued from the specified store.

 

The user can opt not to select a store at all but if desired, only stores of the specified 'From division' can be selected. The selection also impacts on the calculation of the suggested ship date that is displayed in the list box of linked lines.

hmtoggle_plus1Gross Profit Margin %

This 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 Lockcheck 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_plus1Landed Cost

This field displays the base currency 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 therefore 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.

hmtoggle_plus1Landed Cost Source

This 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, for example, part financial year data, last average cost, last purchase price, preferred supplier catalogue price and others.

 

The Product Sales Manager sets these preferences. The function may eventually apply either the first, second or third 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_plus1Lock Gpm %

This setting governs whether or not the gross profit margin percentage must be enabled and dynamically recalculated when the sales price, discount or the landed cost varies or whether it must be locked and disabled.

 

When checked (locked), the percentage cannot vary, thus any change to the GPM% will apply the landed cost to recalculate the sales price.  In this mode the user should specify the desired profit margin to automatically calculate the sales price, but the calculation is only performed if both the landed cost is known.

 

When unchecked (default), it implies that the percentage can vary. The gross profit margin percentage is recalculated as follows, whenever the sales price,trade discount or landed cost varies:

 

Discount Price = Landed Cost / ((1- (Gross Profit Margin % / 100))

hmtoggle_plus1Manual Entry

This mode is enforced for non stock sales, the reason being that non-stock sales have no part number from which the price can be sourced.

 

This option will be enabled for stock sales. This mode will only be enabled once the part number is selected and the product code is known and will be permitted 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 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_plus1On Hand

This read only field displays the stock for the selected part number. It is displayed as an aid to the user when availability is checked or when the ship date must be determined and must be viewed in conjunction with the Available field and supporting functions such as Supply and Demand and Sales allocation view.

 

For non-hire sales, it calculates and sums the (quantity on hand - the quarantine quantity -

the allocated quantity) for all stock records of the part in the Location

table where:

 

The part number is equal to the part number selected,

The stock status is "N" (New),

The stock does not belong to an external organisation,

If the a From Division is specified, where the division code of the stock location matches the specified division code,

If the From Store is specified, where the store code of the stock location matches the specified store code.

 

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 selected part number  and the stock status is "N" (new stock), The stock must belong to an external organization that is 1 of the division external organization references, and if a division 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. If the From Store is specified, where the store code of the stock location matches the specified store code.

 

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 a project or project group.

hmtoggle_plus1Order grouping

This frame allows for the selection of a sales group with which sales order lines can be associated.

 

The groups are user-defined via the function Sales Group Code.

 

A reference code (for sorting or other purposes) as well as 2 attribute fields can be specified.

 

The analysis function allows for searches based on the sales group and after sales order entry via this function, the sales order grouping can be maintained via the function "sales order line grouping".

hmtoggle_plus1Payment Currency

This read only field displays the currency symbol of the contractual currency defined for the selected Customer on its External Organisation record.

hmtoggle_plus1Price From Catalogue

This option is enabled for Product sales, Spares sales, Hire sales and Non-stock sales (stock sale checked or un-checked) 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 (stock sale checked) or the service can be selected from the "Customer part" field (stock sale unchecked).

 

Hire sales will only display catalogues that are predefined as hire catalogues, whilst product- and spares sales will display catalogues not related to hire sales.

 

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, freight terms, trade discount and settlement terms.

 

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 for product- and spares sales 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 the site (if specified) has a site discount, and if not, 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_plus1Price From Part Master

If selected, the sales price for the part is obtained from its predefined record in the Part Sales Price table as maintained via the Part Master function. The option is only available for stock sales.

 

If this option is disabled, it is due to the fact that the "Stock Sale" option has not been checked.

 

In the mode Price From Part Master only fixed account parts that have a predefined sales price greater than 0.00 will be populated for selection.

hmtoggle_plus1Product

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 a sales order line is created for stock items. This includes the settings for the profit margin control, sales price and profit override authorisation and  pre-allocation/cross referencing of requirements.

 

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 non-stock sales.  For stock sales, the product code will by default be applied as the product code of the selected stock part number as defined for its Part Master record.

 

The user will be permitted to select another product code.  Where customer specials are created by applying the Add To Build Line mode, the product code for the customer special sales line must be specified when the first requirement part is selected.  Retain the same product code for the rest of the parts added to the same build line.

 

The list is populated with product codes and product descriptions from the Product Master table.  The number of characters to be entered before the list is shown is governed by the value of "populate length".

hmtoggle_plus1Quantity

If the mode "Add to build line" is not checked, the field is applied to specify the quantity to be sold of the selected part or non stock items or services.

 

If the mode "Add to build line" has been checked, the field is applied to specify the required quantity of the parts required to build/make up the customer special item that is to be sold.

 

A quantity greater than zero must be entered in this field.

 

If the line is a product or spares sale or a required part of a customer special order, the selected part number will govern whether it is either allowed or disallowed to enter decimal quantities.

 

If the line is not a product or spares sale, the unit of measure will govern whether decimal quantities can be entered for the order quantity or ship quantity. The setting on both the Part Master and the unit of measure tables that specifies the rule is named Decimal Movements Allowed.

hmtoggle_plus1Reference Line

Every Reference (Ref) line number represents one customer order line that will be inserted when the sales order entry is performed.

 

The reference line is automatically set to the next number after every "add" event.  The user only needs to manually set the number when in the mode of creating a customer special, thus having the "Add to build line" option checked.

 

If more than 1 of the same reference lines exist in the list, it implies that only one customer special order line will be inserted with the parts having the same reference number as its order line requirements.

hmtoggle_plus1Remove

The button is applied to remove only the selected lines in the list box and is only enabled when one or more lines are selected in the list box.  When the button is clicked, the selected lines are removed from the list.

hmtoggle_plus1Remove All

The "Remove All" button is applied when all lines are to be removed from the list box.

 

To prevent the accidental removal of all lines in list, the function will pop up a confirmation screen where the user must confirm his/her intention to clear the list.

hmtoggle_plus1Sales Price

This field is applied for the non-discounted sales price per unit.

 

The field will be disabled for stock sales, unless the Manual Entry sales price option has been selected and the user has the security rights to do so.

 

The field will always be disabled for hire sales, where the price is always sourced from a hire catalogue.

 

NOTE: If the gross profit margin percentage is locked, the price will be calculated automatically once the user types the desired profit margin. If a user has not been authorised via the Product Employee Authorisation function, the manual entry option will not be available either and the sales price will only be enabled for typing once the user selects a valid Auth ID (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.

 

The sales price for stocked lines is expressed in the part unit of measure and for non-stock sales in the selected unit of measure. Take note that:

 

1.  The price is the non-discounted price and is always expressed in the currency displayed in the Payment Currency field 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 Payment Currency is in a foreign currency, prices are entered in the foreign currency. Prices defaulted from the part master or catalogue will be converted where necessary in order to be displayed in the Payment Currency.

 

Ensure that the currency selling conversion is properly predefined to ensure that the conversion is correctly performed. The function will automatically calculate the landed cost in the foreign currency as well.  For more complex conversions or where the manual override of exchange rates is to be performed, or where forward cover applies, it is recommended that the Customer Orders function be applied.

 

3.  Typing of the sales price will automatically recalculate the discounted price and the resulting gross profit margin percentage.

hmtoggle_plus1Sales Division

This mandatory field is applied to identify the division within your company that is responsible for the execution of the sales order being added and therefore also the division that will be credited with the resulting sales once debtor invoices are approved and the Cost of Sales journals are processed.

 

The division can only be selected once a valid customer has been selected. The default is the division of the signed on employee, but only if such division has a predefined debtor control account of which the linked account code matches the specified debtor account code specified on the customer's External Organisation record.

 

The list will therefore be populated with division codes and names where the division adheres to the following:

 

1.  The Division must have an account of which the linked account code matches the External Organisation debtors account code specified for the selected customer.

 

2.  The status of the Account is Active "A".

 

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

 

View the help function for Customer Orders to take note of journals that apply the specified sales division.

hmtoggle_plus1Service Indicator

This field is mandatory if the Tax Policy setting on System Configuration is not equal to 'V' for VAT and the Order line status is Released.  It populates with Tax Entity Values from the Tax Interface System table.

hmtoggle_plus1Site

This field is applied to reference a sales order to a predefined site containing the site address and contact details for hire  equipment delivery (or location where  repair, consultation or training services must be rendered).

 

This is optional for conventional sales orders, but mandatory for orders related to hire sales.

 

The list is populated from Site_Master with active sites that are for the same division and customer as specified on the function.

 

The site/order reference resides in the table Order_Master_Rules where the rule = Site and the value = site identity.

 

When a site is selected, the site address takes preference over the customer's standard address (as defaulted from External Organisation). The site address will be applied as the "deliver-to" address for all lines of the order.

 

Since a site primarily relates to equipment hire, the line type will default to 'Hire' upon selection of a site.

hmtoggle_plus1Status

The order line status indicates the life cycle of the sales order line.  The default is released.  The four status options provided 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 customer specials or services.

 

It also enables the field "Quote expiry date" 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 is primarily applied to create a forecast of demand for product and spares sales.  It will permit the user to create both requirements and order operations for the order line.

 

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

 

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

 

The Allocate Now option is available for firm lines, but subject to certain rules as described in more detail for that option.

 

RELEASED

This line status (which is also the default) is applied to actual orders received that need to be executed.  It permits the user to crate 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.

 

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.

 

Select the status deemed applicable to the majority of lines in the Linked Lines list box.  All lines will inherit the specified status when displayed in the grid on the Sales Order Entry tab, but the user will have another opportunity to select another status for individual lines in the grid prior to finally adding the order lines.

 

Both the Allocate Now and Ship Now options are available for released lines, but subject to certain rules as described in more detail for those options.

hmtoggle_plus1Stock Sale Frame

This setting defaults to checked.  By checking this option, the user specifies that the sale relates to a stocked item or customer special. The user can then select the type of sale to be entered as Product sales, Spares sales, Hire sales or Customer specials by clicking the appropriate option button in this frame.

 

Products:

Product sales is applied as the default sales type. Select this sales type when adding sales order lines for finished goods (products).

 

Spares:

Select this Sales type when adding sales order lines for Spare parts. The product code is also enabled in this mode and the user can specify the product code of the finished goods item for which the spares are intended.

 

Hire:

Select this Sales type when adding sales order lines related to equipment hire. This will also enforce selection of a hire catalogue when related pricing has been predefined.

 

Special:

This sales type is applied by default if the "Add to build line" option is checked. This implies that a customer special line is to be added and the individual parts and quantities required for the special order are selected in the "add to build line" mode.

 

 

The Part number and Description fields are thus enabled and are displayed as drop down combo boxes.

 

When unchecked, the Description field is displayed as a text field where the user can enter the description of the non-stock items or services to be sold.  The Part Number field is disabled for non stock sales.

hmtoggle_plus1Suggested Ship Date

This option is applied to suggest a ship date for the sales line to be entered.  If unchecked (default) the current date, will be applied as the suggested ship date. If checked the  ship date  will be dynamically calculated as follows:

 

The function will calculate the ATP (available to promise stock) for the selected part. This is done by adding the part's lead-time to the current date and then subtracting all open requirements up to such date from the current stock on hand.

 

If the order quantity is equal to or less than the ATP quantity, the function will suggest a ship date equal to the current date. If the order quantity is greater than the ATP quantity, the function will suggest a ship date equal to the current date + the part(s) lead time. In this scenario the function will however determine whether the part has any outstanding replenishment orders due for completion/delivery at an earlier date. Should the ATP quantity plus the outstanding replenishment quantity exceed the sales quantity, the date of the replenishment

order will be applied as the suggested ship date.

 

Take note that the date is merely a suggested date and that the date can be changed to another date in the grid on the third tab prior to adding the order.

hmtoggle_plus1Tax Code

The tax code serves as a mean to derive the currently valid tax percentage. The field is mandatory if lines are added with a status of 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 its 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 (stock sale).

 

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 Exempt

It populates with Tax Entity Values from the Tax Interface System table.  This field is enabled if the Tax Policy setting on System Configuration equals 'V' for VAT.  If the Order line status is Released, selecting an Exempt Indicator is mandatory.

 

The default is the Tax Exempt Indicator on the selected External Organization.

hmtoggle_plus1Tax Reason Code

This field is enabled if the Tax Policy setting on System Configuration is not equal to VAT (V) and the Tax Exempt indicator equals Yes (Y).  It populates with Tax Entity Values from the Tax Interface System table.

 

The default is the Tax Reason Code on the selected External Organization.

hmtoggle_plus1Trade Discount Percentage

This field is applied to specify the trade discount percentage applicable to the specific sales order line to be added.  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 manually typed or defaulted from part master or a sales catalogue.

 

When the Customer is selected, the function will apply the default Debtors Trade Discount % as specified for the customer on its External Organisation record, or from the specified Site.

The defaulted trade discount % from External Organisation will be retained if the site has no enforced trade discount. When a product code is selected or defaulted from a selected part the discount will be sourced from the selected catalogue if 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 site discount and, in failing to obtain the site discount, will 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.

 

Hire sales will enable this field if a valid authorisation ID has been selected. The max discount percent authorised will be adhered to.

hmtoggle_plus1Uom

This field is applied to specify the unit of measure in which the quantity for the sales line is expressed. For stock sales, the unit of measure of the selected part will be defaulted to this field and the field will be disabled.

 

For non stock sales of items or services, the field is enabled and the user must manually select the UOM applicable to the sales line. For non-stock sales, the UOM will also govern whether decimal quantities can be specified.

This is governed by the setting Decimal Movements Allowed as maintained on the Unit Of Measure function.

 

It is populated with the unit of measure codes and descriptions from the Unit of Measure table.  The number of characters to be entered before the list is shown is governed by the value of "populate length".

hmtoggle_plus1Unit Price Decimals

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. The function will default this setting to 2 decimals.