Add New Sales Order
Here are the basic ingredients to a creating and processing a Sales Order, as detailed below:
Open the Projects Manager
Either open the Projects Manager by clicking the Add New Projects link from the Projects menu, or click the Edit Open Projects link from the Projects menu and then click the Add button.
Enter the Customer Info
The system automatically adds the next Sales Order Number sequentially to the system, and places the cursor in the Type field. If you are in the Projects form, the JobPhase number is the same as the Sales Order number. The Type field is a free field and you can use it for whatever you want. You can use it for a code like "R" for retail, or "W" for wholesale, or "NO" for new order, or "RW" for rework, or "W" for warranty, etc. Enter a code that makes sense to you, and if you don't have something in mind, just use "NO" if it's a new order.
Press the tab key on your keyboard and go to the CustomerID field. Type in the CustomerID and/or select it from the drop down menu. When you do that the system will automatically bring in the Customers ShipTo information (if it exists in the Customer AddressBook information) on the Sales/Prod screen, and the Company Name. You can overwrite these fields if need be, and it won't overwrite the Customers permanent in the AddressBook.
Put your cursor in the Description field and give the Sales Order a basic description..
On the Sales/Prod screen, enter the Customer PO if there is one. You can enter the ShipTo information if necessary, and select the shipping method for the Order from the Ship Via menu.
We have now covered the essentials for the initial steps of creating a new Sales Order, however you may wish to refer to the Projects section of the manual for information on other features that are available on the Sales/Prod screen.
Enter the Line Items
Click the Line Items tab to go to the Line Items screen in the Projects manager. The next step is to go to the QtyOrd field and enter the quantity of the item being sold.
Tab over and select the ItemPart# from the drop down menu. You can type the Item in, select it from the drop down menu, or use a combination of both actions to drill down to the item you are selecting.
Tab to the Description field. Selecting the Item automatically brings up its default description, and you can overwrite the default if desired. The overwrite will only apply to the current to Line Item entry. If you wish to modify the default description, then click the ItemMaster button while your cursor is in the Description field, and edit the description in the ItemMaster. If you would like to have a larger description field in which to write your descriptions, simply double-click on the description field. This will give you a larger popup field in which to write your description. When you are done writing your description in the popup window, double-click that window to get back to the Line Items.
Tab to the next field and it displays the default UOM. Tab again and you are in the tax field. If the customer is set up as taxable, then the item will automatically be checked as taxable.
Tab to the next field and you are in the Price field and the system displays the default price which can be overwritten. When the system puts in the sales price, it also checks the Item for discounting and if there have been any discounts associated with the customer and part, it will calculate that in the Price field. These discounts are set up in the Pricing/Costing by ID form. You can set up multiple discount structures in this form based on quantities and percentages. For discounts to work, make sure there is a default sale price for the customer, and make sure the customer does not have a flat discount rate in the Customer Info in the AddressBook.
Tab again and you are taken to the CustPartNum field and the ExtPrice is automatically updated to reflect the quantity ordered. You can enter a Customer Part number here if appropriate, or it can also be associated for the Customer and Part in the Pricing/Costing By ID field.
Tab to the next field and enter the Customer Date, which is the date the customer wants the order by. If you enter a customer date, the system will take that date and calculate the Master Date based on the Lead Time for the Part as listed in the production Lead Time field in the ItemMaster. Otherwise tab to the next field and enter the Master Date, which is usually the date you can have the product ready for shipping/delivery by.
Add a New Item Not in the List
If you need to add an item to your Sales Order (or PO) that is not in your Menu list, you can do so while leaving the Line Item screen open, but you will want to follow one of the two methods below in order to get the new item back into your Sales Order:
First method: Leave the Sales Order (or PO) open and open the ItemMaster. Add your new item. Then click the Copy and Paste button that is at the top right of the ItemMaster. This will automatically close the ItemMaster and drop that new item into your S/O.
Second method: Leave the Sales Order open and open the ItemMaster. Add a new record. Close the ItemMaster. Go back to S/O. Click the record selector (at the bottom of the screen) to go forward one record, then go back a record to your order to refresh the menus to reflect your new item.
Drop Shipping
Tab to the next field and use the drop down menu to select your vendor if you are going to drop ship this item. The drop shipping field takes the selected Vendor and creates a PO based on the Shipping info for the customer and the Line Items selected for drop shipping. The next field is the Amount field and you enter the amount of the item being drop shipped in this field. Once that is done, if you want to drop ship the items, enter any remaining Line Items and set up the drop shipping details then click the DropShip button and it generates the PO. If not drop shipping, then enter remaining items.
Enter Additional Line Items
Tab through and enter the remaining Line Items. Remember that just because you have entered Line Items, that is does not debit inventory at that point. The system debits inventory when you create a packing slip. The current status of the Sales Order before a packing slip is created is basic demand against inventory.
Add Tax
In BusinessMaster, tax is handled by creating a Line Item for tax. The reason for this is that there are many different tax scenarios and you can have many different layers of taxes applicable to your products. You can either have your accounting program handle the tax rules for your customers, and add tax lines there, or you can set up taxes within BusinessMaster if you want to have them for your confirmations and quotes etc.
The first requirement in BusinessMaster is to go to Utilities/Preferences/Options and setup a default Tax Percentage, and a default SalesTaxPart. With these options set, you can click the Update SubTotal button, and it will tell you the SubTotal for everything on the Sales Order, and what the tax amount should be for the order. For tax to be present, there need to be items in the list checked off as taxable. If you have a Tax Amount for the Customer in the TaxAmt field in the CustomerInfo screen in AddressBook, then every Line Item you add will be flagged taxable. This may not apply if there are certain things you sell to a customer that are taxable while other things aren't. Next click the Add Tax Line button and it will add the Tax Line Item automatically. It will be listed as Line Item #99, so it will always be at the bottom, and it will be entered as one part of tax at the TaxAmount that was calculated. Then when you click the Make Invoice button, it will automatically include the tax line. It is important to note that this could be double taxing if you also have your accounting program set to do the taxing. This is a simple way to include taxes for quotes, etc.
Depending on when you want to add tax, you can skip the tax line step for the Sales Order and add a tax line to the Invoice instead. To do this you would go to the Invoice Edit form from the Project Accounting menu. This assumes that you have already made an Invoice. Read below on How to create an Invoice from the Sales Order screen. The process is the same as adding the tax line on the sales order. The items need to be checked off as taxable, then the system will show you the tax amount. Then click the Add Tax Line button and it will add the tax line to the Invoice. This would be the last step before posting the Invoice to go out to your accounting program. Click here for more information on Posting Invoices.
Add Freight
To add a freight charge to the Order, simply create an item called Freight and add the line item when appropriate.
Add Discount
To use the Add Discount button, you first have to set a default DiscountPart in the Utilities/Preferences/Options screen. This button will enable you to add discounts for a whole order on the fly. For example, if you wanted to give a customer a flat 12% off, then click the Add Discount button. Enter "12" for the discount percentage in the box that pops up. This will automatically add a line item to the order, with the discount amount in the price field that is based on the SubTotal. There are different techniques for this. You could change the added discount amount in the Price field to negative, unless you don't want to see a negative amount on the order. Then you could enter a negative 1 ("-1") in the quantity field. It turns out the same in the end but shows a positive discount amount. These options are up to personal preferences and depend on what you need, but the options are there.
Add Other Charges
The above options of adding tax, adding freight or adding discounts can apply to any charge you may need to add. For example, you could add a setup charge. First create an Item in the ItemMaster called "setup". Then you can either add a line manually, or you could click the Add Tax Line button and then just change the ItemPart#. Another way would be to use the default TaxPart# in the Options to be your setup Item, if you are not taxing from within BusinessMaster. The idea here is the BusinessMaster is a flexible system that can accomodate different needs and scenarios.
Create a Packing Slip
Once you have entered your line items, you can create a packing slip and debit your inventory. Click the Packing Slip button to start this process. From the Packing Slip Manager, go to the line items and enter in the quantity shipped for each item. When you press the Tab or Enter key on your keyboard, the quantity backordered will be debited from inventory for each item. Clicking the Ship All button will also do this same thing in one step if you are shipping all the items. When ready, click the Print Packing Slip button to generate the Packing Slip report for printing.
You can also click the Make Invoice button from the Packing Slip form to generate an Invoice, though generally this isn't done at the same time you make packing slips, since you may be waiting to find out the shipping charges, etc.. When you are ready to make the Invoice, you can either create it from the Accounting Menu, by click the New Invoice Link there, or you can click the the Make Invoice button that is at the bottom of the Sales Order form.
Make an Invoice
From the bottom of the Sales Order form, select an Inventory Location that the items will be pulled from, and then click the Make Invoice button. You will get an error message if you don't select an inventory location. This will create a packing slip behind the scenes and an invoice in one step. It will completely ship the order and make an invoice ready for you. The invoice report and packing slip report will both be generated for preview and printing.
OutPut Invoices to QuickBooks
If you are using QuickBooks, and have our Quickbooks Accounting Link, then follow these simple steps to output your Invoices to QuickBooks. Make sure you have clicked the To Post button from the Invoice Manager. If you have not done that, you can get to the Invoice by going to the Accounting menu and clicking the Invoice Edit link. Find the Invoice by its Packing Slip number, then click the To Post button. Now open your Accounting Export program and click the Output Invoices button. Check the export boxes for the listed invoices you wish to output. They are then exported to QuickBooks and flagged "To Be Printed", so you can batch print all your invoices in one step. When they have been successfully exported the program brings up a screen that shows you the BatchID for the Invoices. Now you can go into QuickBooks if you wish and go to your Invoices to review them.
Use Sales Order Search and History/Template <Top>
The Sales Order Search form shows a list of archived Sales Orders that can be used for Historical Info and Templates. With this feature you can archive Sales Orders into the system, then go back and search through all the Sales Orders you have ever made in BusinessMaster. From there it is possible to access the archived Template Order and reproduce it as a new Sales Order. This feature isn't often used but it is available. Please Contact us before using this feature. Here are basic instructions for how this process works:
Make a Backup
To use this feature, first make a backup of your database.
Archive the Sales Orders
Go to Utilities/Data Processing and select "ArchiveSalesOrders". Warning: Archiving Sales Orders archives all your Orders that have Sales Order Line Items with no BackOrder Quantities. (It leaves the Order, but moves these Line Items to the Archive.)
Search for the Sales Order
Now it's time to search for the Sales Order you wish to copy. Go into SalesOrderSearch from the Sales Order main menu to pull up the Order you wish to copy.
Jump to the Order Template
The archived records could be thousands of lines long. When you find the Order you want to copy, click on that record (the OrderNum) then click the JumpToOrderTemplate Button.
Copy to New Order
Then if the archived Sales Order that comes up looks correct, and you wish to copy it to a New Sales Order, then click the CopyToNewOrder button. The system asks if you want to edit it. Click yes, then you have a new Sales Order, with a new Sales Order number. It has all the same information, but no promise dates. So you can enter the dates, and make any modifications you want.
Add/Edit Shipping Methods <Top>
Click on the Ship Via link from the Sales/Shipping menu. This brings up the Ship Via manager. To edit any shipping method, simply click in the field you want to edit and make your desired changes.
To add a new shipping method, simply click the Add button and click with your mouse cursor in the buttom row and left column and add your new shipping method. Tab over to the Description field and enter its description.
When finished adding and/or editing Shipping Methods, simply close the form and your changes are automatically saved.
Here is a screenshot example of the Ship Via Manager:
Edit Tax Rates <Top>
Click on the Tax Rate link from the Sales/Shipping menu. This brings up the Tax Rate manager. To edit the tax rate, simply click in the field to edit it.
When finished editing the Tax Rates, simply close the form and your changes are automatically saved.
Add/Edit Packing Slips <Top>
To add Packing Slips, you can either click the Make Packing Slip button directly from the Sales Order Line Item screen, or click the Ship button from the Main Switchboard, or click the "New Packing Slip" link from the Sales/Shipping Main Menu. These three links open the Packing Slip Manager for adding new packing slips.
For our example, click the "New Packing Slip" link from the Sales/Shipping Main Menu. Select the desired Sales Order# from the Sales Order# drop down menu. If your Sales Order number is not listed there, make sure you have a quantity on Back Order for the Sales Order Line Item. Once you select the Sales Order Number, the mouse cursor ends up in the Packing Slip number field, and a new packing slip number is automatically assigned. Press the tab key on your keyboard 3 times and your mouse cursor will be in the B/O field for the first line item being shipped. Press the tab key on your keyboard again and select the Inventory location. Tab again and enter notes if desired. Tab again and enter the quantity being shipped for the line item. Tab again, and the Inventory Location for that line item will be debited, and your mouse cursor will be in the Inventory Location field for the next line item being shipped. When finished with all the line items being shipped, you can either close the Packing Slip Manager, or click the Make Invoice button to make an invoice for the Sales Order, or you could click the Add button and add another packing slip.
To Edit existing Packing Slips, click the "Packing Slip Edit" link from the Sales/Shipping Main Menu. If you change the Quantity Shipped, it will change the quantity accordingly in the Inventory Location for that Item.
Note: If the Preferences are set not to allow Negative Inventory, you cannot Ship product if there is no current inventory for that part, in that location.
Here is a screenshot example of the Packing Slip Manager when opened from the New Packing Slip link:
Add/Edit Serial Packing Slips <Top>
Adding and Editing Serial Packing Slips is basically the same as Adding and Editing regular Packing Slips. The fields are layed out a little differently. When you tab after entering the quantity shipped, the cursor goes to the PartSerialNumber field. Enter in the serial number and press the tab key. This takes you to the Quantity field. Select the quantity of the serialized item here. If there are more items to ship, click the Go to next record button, as pictured below:
When finished with the Line Items, click the Add button to enter another serial packing slip, the close button to exit, or the Invoice button to create an invoice for the sales order.
