Sales Orders <Top>
Sales Orders are created and edited from three sections of the Projects Manager; The Header Info Section, The Sales/Prod Screen, and the Line Items Screen. If you are adding a new Sales Order, click on the Add New Project link in the main Projects Menu. If you are editing an existing Sales Order, then click the Edit Open Projects link from the Projects main menu. We have covered these three sections of the Projects Manager that apply to Sales Orders below:
Customer Details in the Projects Header
The fields at the top of the Projects Manager and in the middle of the Sales/Prod Screen are where the information is entered that pertains to the customer, such as the Customer Info, Shipping Address, and notes. A Sales Order Number in BusinessMaster is the same as a JobPhase number, so a quick way to locate the Sales Order you wish to edit is to click inside the JobPhase field, and click the Find button then type in the Sales Order number for the Order you want to edit.
Below are descriptions for the fields and buttons found in the Customer Header Information Section:
Job/JobPhase #
The Order# for the associated line items.
Action
This is a text field used to communicate the type of SalesOrder Action. Action codes are not required, and not used in reporting, but they can be useful in differentiating one phase of a job from another phase in the job. A convention for actions might be R for Repair, or W for Warranty, C for Customer, or anything you can think of that would be useful in describing a particular phase of a job. The action field is a secondary field that can be searched and sorted through.
Type (Order Type)
Order Types are user defined codes that represent types of Sales Orders. These codes are useful for sorting and processing Orders when you have different Types of Orders and want to single them out for reporting and job costing. Some examples of Order Types are RW for ReWork, NO for New Order, and CO for Change Order. This is a required field for a new Sales Order, as indicated by the red box around the field. To be able to type in or select a Type for a job, the code must exist in the Order Type Manager which is accessed from the Sales/Shipping menu. (If you are using a version of BusinessMaster prior to version 5.26, then this is an open field).
CustomerID
The ID field from the Address Book Module.
Description
The field for entering Notes and Descriptions for Sales Orders.
Add Customer Button
Takes you to the AddressBook to add a New Customer. Then you can click the Copy and Paste button from the AddressBook to bring the new customer back into the Sales Order.
Edit Customer Button
Takes you to the AddressBook to edit the Customers information.
Description
Duplicate Button
Creates a copy of the Sales Order, whereby you can change the Sales Order number and have a new Sales Order with the same information of the previous Order.
Explode Lines Button
Takes the Line Items and turns each one into its own Phase.
Terms
This is a text field for payment terms and is for customers who needs some extra tracking inside of BusinessMaster, where they don't necessarily want to track it only in their accounting packages. Terms is really an open field, and can be used by assigning codes to stand for different terms. For example, "A" could stand for 100% on deliver, "B" could stand for 50% down and 50% on delivery, and "C" could stand for 50% down, 40% on deliver, 10% on completion of installation. Using Terms here is a shortcut way to put in this kind of information. This is helpful when doing progressive billing because things like "Net30" aren't going to apply here.
BillingMethod
A 7-digit Text field for Billing Details. Using a convention such as M for Mail, F for Fax, H for Hand Deliver, you could use the sequence "MMM" for 3 mail billing stages, or "FFM" for Fax the first 2, and Mail the last. This is another open field that can be used to assign codes to represent different billing methods. An example of a billing method is "FFF", where it is would be used in conjunction with our "C" term above, and stand for "Fax, Fax, Fax" for faxing all three billings to the customer. Another example is "MH", which could stand for "Mail, Hand Delivery" for delivering the billings.
Priority
This field is used if a customer wants to set a priority for all phases that are scheduled in the same week, sorted numerically.
Sold By
A text field for the Sales or Account Rep.
Here is a screenshot of the Customer Details section for the Sales Order:
Customer Details in the Sales/Prod Screen
The opening screen in the row of tabbed screens in the Projects Manager is the Sales/Production Screen, as pictured below. Here are the Fields in the Sales/Prod Tab that apply to Sales Orders:
Below are descriptions for the pertinent Sales Order fields and buttons found on the Sales Order Production Screen:
CustomerPO
The Customer Purchase Order field for reference.
Ship Via
This is where you select the Shipping Method for the Sales Order. Shipping methods can be added and edited in the Ship Via Manager.
Ship To
The Customers Shipping Address is entered automatically if it exists in the Ship To Screen for the Customer in the AddressBook. If the Ship To fields do not get populated when you select the Customer, you can click the Edit Customer button, add the Customers Shipping Info, then come back to this screen and click the Import Ship To button.
Click here for more information on other features available on this screen.
Here is a screenshot example of the Sales Order Production Screen:
Line Item Details
Click the Line Items Tab in the Projects Manager to view the Line Item entry section for Sales Orders.
Below are descriptions for the fields and buttons found on the Sales Order Line Items Screen:
Line#
The Line Item Number. Only a reference number.
QtyOrd
Quantity Ordered for this line item.
Qty B/O
The Quantity placed on Back Order by adding the current line. Upon exiting QtyOrd, the system will insert the QtyOrd into this field.
ItemPart#
A list of items from the ItemMaster.
Description
The description of the Line Item, which can be edited per Order.
ItemPart# Drop Down Menu
The drop down menu for selecting parts gives you additional information. It shows the Part#, Description, Inventory Location, Current Inventory, and SODemand (The demand of other Open Sales Orders for the Part). The Inventory Quantities and Projected Demand are updated automatically every time the Projects Manager is opened, if the Update Local ItemMaster Option is checked off in the Preferences. Click here for a screenshot of the Menu.
Partmaster Button
Takes you to the ItemMaster for the Line Item being added. You can then Copy and Paste back into the Sales Order.
Export Button
Pressing this button will export all line items into the Materials and/or Stockbill Screens. If you have Bill of Materials and Stockbills set up in the system, then Line Item lists from this screen can be exported out the other screens for this project or phase. To do so, enter a line item that has a Stockbill and/or a Bill of Materials. Simply click the Export button and the system will populate the Stockbill and/or Materials screen with the appropriate amount of components, based on your quantity ordered.
PlaceWO Button
Pressing this button will create a WorkOrder for the current line item.
UOM
The Unit of Measure for the Line Item being sold.
Price
The Sale Price of the item from the ItemMaster. You can change this field after entry.
ExtPrice
The Sales Price times the quantity Ordered inlcuding any tax or discounts.
CustPartNum
A field for referencing a customer part number, if applicable.
CustDate
The date the customer is requiring the item.
MastDate
The Master Production date for scheduling and for driving the MRP Report.
DropShip
For selecting the Vendor that will be dropshipping the item(s).
Amt
The amount of the line item being dropshipped.
Print Quote Button
Brings up the the stock BusinessMaster Quote or Estimate for the Sales Order/JobPhase. You can print it, email it, fax it, etc.
Print Reports Button
Brings up the Sales Order Requirements report, which is like a picking ticket for production manufacturing. Its a pull ticket that shows what needs to be put together for this order to ship to the customer. A costed Sales Report is also generated for the Phase or Sales Order. This can be used as a confirmation to send to the customer.
DropShip PO Button and Vendor List Menu
Creates a PO to the selected Vendor, with the Customers shipping info entered.
Make Packing Slip Button
Opens the Packing Slip Manager with the current Sales Order information.
Make Invoice Button
Prints an Invoice for the current Sales Order. To use this feature, select the Inventory Location to pull the items from, then pressing this button will automatically create a Packing Slip, Debit Inventory for the Items, and create an Invoice for the Sales Order. As of BusinessMaster version 5.26, you can ship Negative Inventory using the Make Invoice feature.
InvLoc
The Inventory Location ID to be selected when making an Invoice.
Update Total Button
Updates the SubTotal to the sum of all the Line Items extended prices.
Subtotal
Displays the SubTotal of the Order when you click the Update Total button. Double-clicking this field updates the Total Price field with listed SubTotal amount and displays a confirmation.
TaxAmt
Displays the Tax amount for the current Subtotal when the Update Total button is clicked. It only works when the Customer is flagged as taxable, and the Preferences are setup with a Default Tax Part and Percentage. Then you would click the Add Tax Link button and it would add a new line with the default Tax Part and the Tax Amount listed.
Add Tax Line Button
Creates a Tax Line for the Order. Will automatically enter the amount if the Tax% is entered in the Preferences, and the customer is flagged as Taxable.
Add Discount Button
Adds a Discount Line to the Order, as long as a default Discount Part is in the ItemMaster and has been selected in the Preferences.
Click here for more information on How To Add a Sales Order in BusinessMaster.
ItemPart# Drop Down Menu Screenshot
Click here to go back to the description.
Sales Order Search <Top>
This screen is for searching for Sales Orders that you wish to review and/or use as Templates for new Sales Orders. For this feature to work properly, Sales Orders must be archived first by using the Archive Utility in the Data Processing menu. Once Sales Orders are archived, the Orders that had Line Items with Zero Quantity Back Orders will show up in the Sales Order Search. Please Contact us before using this feature.
OrderNum
Displays the Sales Order Number
ID
Displays the customer ID.
Company Name
Displays the company name.
PONum
Displays the Customer PO number.
OrderDate
Displays the original order date.
QtyOrd
Displays the original quantity ordered.
InternalPartNum
Displays the part number.
Description
Displays the part number description.
UnitPrice
Displays the unit price for the Sales Order Line Item.
JumpToOrderTemplate Button
Takes you to the archived Template Sales Order for copying to new records.
Here is a screenshot example of the Sales Order Search screen:
History/Template <Top>
This screen is for viewing Sales Order histories for customers, and using past Sales Orders as templates for new Sales Orders.
The fields and buttons here are basically the same as what is found on the Sales Order Line Items screen in the Projects Manager, just layed out a little differently.
Copy To New Order Button
Use this button for copying the displayed Sales Order to a new Sales Order. When clicked, a box will pop up asking you if you wish to edit the newly created Sales Order. If you click the Yes button, you will be taken to that New Sales Order in the Projects manager.
Here is a screenshot example of the Sales Order History Template:
Packing Slips <Top>
Create packing slips to send product to customers from this screen. Packing slips are based upon Sales Order numbers. The system assigns a unique, sequential PackingSlip#.
Here are descriptions for the fields and buttons found on the Packing Slip Manager:
SalesOrder#
The open Sales Order# for the product being shipped.
PackingSlip#
The auto assigned packing slip number.
Ship Date
The date the product is being shipped.
CustomerID
The customer ID as it exists in the AddressBook.
PO#
The customers PO# if applicable.
Taken By
A field to put the initials or name in for who took the Order.
ShipVia
The place where you select the Shipping Method for the shipment. The ShipVia Manager contains Shipping agency information.
Order Notes
Notes specific to the order that will be on the Packing Slip.
Cust ID Notes
Internal Customer ID notes from the AddressBook that wont be on the Packing Slip.
Make Invoice Button
Generates an Invoice for the Sales Order.
Qty B/O
The quantity on Back Order for the Sales Order.
Location
The Inventory Location the product will be debited from. Needs to be selected for Inventory to be debited.
Lot/Notes
A note field for the Line Item shipment.
QtyShip
The quantity shipped gets entered here to debit the quantity from Inventory for the Line Item.
ItemPart#
The item being shipped for the order.
CurrInv
This is the Description field for the ItemPart# for the Line Item.
Cust Part Num
This field will display the Customer Part number for the Line Item on the Packing Slip, if it was added on the Sales Order line item, or if it can be added here.
Print Packing Slip Button
Previews the Packing Slip report for sending to the customer.
Click here for instructions on how to add and edit packing slips.
Here is a screenshot example of the Packing Slip Manager when opened from the New Packing Slip link:
Serial Packing Slips <Top>
This screen functions the same as the regular Packing Slip Manager, but allows for serializing items. This requires the purchase of the Serial Module. Use the "New Serial Packing Slip" link from the Sales/Shipping Main Menu when adding new serial packing slips. Use the "Edit Serial Packing Slip" link from the Sales/Shipping Main Menu when editing Serial Packing Slips.
Click here for descriptions of the fields and buttons found on the Packing Slip Manager.
Click here for instructions on how to add and edit Serial Packing Slips.
Here is a screenshot example of the Serial Packing Slip Manager:
Ship Via Manager <Top>
This form is for adding and editing Shipping methods in the system.
Click here for instructions on how to add and edit Shipping Methods with the Ship Via Manager.
Here is a screenshot example of the Ship Via Manager:
The Shipping method for Sales Orders is now selected from the Sales/Prod screen in the Project Scheduler:
Tax Rate Manager <Top>
The Tax Rate Manager is for adding and editing Tax Rates in the system.
Here is a screenshot example of the Tax Rate Manager:
Order Type Manager <Top>
The Order Type Manager is for adding and editing Order Types in the system. It is accessed from the Sales/Shipping Main Menu. These Order Types are the codes you wish to use to represent the different Types of Jobs or Sales Orders that you generate in the Projects Manager. Enter your Types here and they will be selectable from the Projects Manager in the Customer Header Information Section in the Projects Manager.
To add a new Order Type, simply enter in the new Order Type Code in the left column, and a description in the right column. You will not be able to select Order Types, or use new Order Types for Jobs/Sales Orders without them first being in this List.
Here is a screenshot of the Order Type Manager:
