10.2.3. Entering Sales Orders

The Sales Order window, located in the Quote-to-Invoice -> Sales Orders menu, can be used to enter, edit or delete sales orders. To enter a new sales order press the New Record button on the toolbar. The following fields are available:

• • Order Reference - reference number for the sales transaction;

• Target Doc Type - determines the available document statuses, the documents generated based on the order, the posting accounts used, etc. Details in Order Types and Document Types;

• Self Service - if checked, the document can be managed through the Web Store;

• Date ordered - date when the order was registered;

• Date Promised - expected delivery date for the ordered products;

• Customer, Location, Contact - the customer who made the order;

• Invoice to Customer, Location, Contact - the business partner invoiced for the order;

• Bill Send Location - an address where the invoice should be sent;

• Agent - sales representative responsible for the purchase order;

The chosen customer will determine the values displayed in the Address, Contact, and Invoice to Customer fields. The fields can be edited if multiple contacts or addresses exist.

Bank section:

• Partner Bank Account, IBAN - the bank account defined for the customer;

• Contract - the associated contract;

• Create Lines from button - allows you to automatically enter sales order lines based on a wish list or project. The option to copy lines from a project is available starting v15.04 and has the following rules:

  • • details from projects or project phases where an article, quantity and price are selected can be fully or partially copied;

    • editing the copied quantities is possible:

      • if the new quantity is less than the project quantity the remaining quantity can be used on other sales orders;

      • there is no restriction for using quantities higher than the project quantity;

    • the accounting dimensions, payment terms, price lists are taken from the project;

    • you will not be able to copy the following values:

      • the warehouse;

      • the representative;

Delivery section:

• Warehouse - warehouse from where the ordered products will be delivered;

• Delivered - is automatically checked once all the ordered products have been delivered;

• Shipping Rule - determines when, based on the order, shipments can be generated automatically, using the processes provided by SocrateCloud:

  • "Complete Order" - a shipment will be generated for the order, only when there is enough available stock to deliver the complete order;

  • "Complete Line" - independent shipments will be generated for order lines, only when there is enough available stock to deliver complete lines;

    • "Availability" - shipments will be generated based on the order using the available stock;

  • "Manual" - shipments will not be generated automatically;

  • Priority - indicates the sales order importance. This value determines which shipments will be generated when there is not enough available stock;

  • Shipping Method - method used to ship the products: Delivery, Pickup or Shipper;

  • Freight Cost Rule - method used to determine transportation costs. The only rule available is "Freight included". Freight costs can be added as separate lines on the sales order;

  • Freight Carrier, Freight Category - values used to determine freight costs;

• Delivery Option (SRPD component) - system maintained field by the following rules:

  • Special Delivery":

    • the order contains at least a product with the HA or BHC checkboxes selected (Product window);

    • "Promo Rapid Delivery":

      • on hand stock is greater than the ordered quantity;

      • Product Price/ Kg < Promo Delivery Amt (Organization window, Org Info tab);

      • Prod packaging = not checked;

      • Freight Amounts have not been added to the order. Details in Order Management.

    • "Rapid Delivery":

      • on hand stock is greater than the ordered quantity;

      • Product Price/ Kg > Promo Delivery Amt (Organization window, Org Info tab);

      • Prod packaging = not checked;

      • Freight Amounts have been added to the order. Details in Order Management.

    • "Standard Delivery":

      • the default delivery option;

• Delivery Terms - select the international delivery terms (INCOTERMS) used on this order;

• Net Weight (Kg) - total weight for the ordered products;

• Volume (Dm3) - total volume for the ordered products;

• Add Freight Amt to Order button - used to add freight costs, as a separate line, on the sales order. Details in Order Management;

• Calculated Freight Amount - displays the freight cost value;

Invoicing section:

• Invoicing Rule - determines when, based on the order, invoces can be generated automatically, using the processes provided by SocrateCloud:

  • • "After Delivery" - invoices will be generated based on exsiting shipments;

    • "Immediate" - an invoice will be generated for the complete order regardless of shipments;

    • "After Order delivered" - an invoice will be generated based on the complete order, once all orderd products have been delivered

    • "Customer Schedule after Delivery" - invoices will be generated based on the customer's invoice schedule. Details in Invoice Schedule;

• Invoiced - is automatically checked once all the ordered products have been invoiced;

• Price List - determines the prices for the ordered products and the currency used on the document. The customer price list (Business Partner window -> Customer tab -> Price List) will be automatically added to the order. If the customer has no price list, the default pricelist will be used (Default checked);

• Currency - displays the currency used on the document;

• Representative - sales representative responsible with invoicing;

• Payment Method button - press to register or view the payment for the sales order. Details in Open Items;

• • Payment term - determines the due date for payments. Details in Payment Terms;

• Fixed date - if checked, a due date will appear on the order. The selected payment term will no longer will be used;

• Payment Mode - inform the persons responsible with delivery about the necessary documents and payments that need to be exchanged for the ordered products in order for the transaction to take place;

• Discount printed - if checked, the discount will be printed next to the price on the order;

• Trx Organization - cost/profit center used to register the sales transaction;

• Pro Forma - if checked, the order can use proforma invoices to manage down payments. Details in Order Management;

Reference section:

• Project, Activity, Project Phase, Campaign, Trx Organization etc. - accounting dimensions used for analysis, determined by the accounting schema. Details in Accounting;

• Is from Project - indicates the fact that the order was generated based on a project;

Satus section:

• SubTotal - displays the total amount on order lines;

• Grand Total - displays the total ordered amount, including taxes;

• Document Type - displays the order type;

• Document Status - indicates the current document status. The initial status for an order is "Drafted";

• Document Action button - after filling in the master and details for a purchase order, the button can be used to change the document status. The following actions are available:

  • • "Prepare" -> Document Status: "In Progress" - will reserve stock and recalculate tax amounts. The order can still be edited after this action, but cannot be deleted;

• • "Complete" -> Document Status: "Completed" - processes the document according to the document type:

    • Proposal or Quotation - will close the document. The order can no longer be edited or used for other documents unless reactivated;

    • Standard Order - reserves stock. Shipments and invoices can now be generated, depending on the selected rules;

    • Warehouse Order - generates shipments. Invoices can now be generated, depending on invoicing rules;

    • On Credit Order - generates shipments and invoices;

    • POS Order - generates shipments and invoices. If the selected payment method is "Cash", a cash register record will be generated;

      • Prepay -> Document Status: "Awaiting Payment" - no shipments or invoices can be generated from this invoice until the payment is made or the document type changed;

      • After completing a sales order the following document actions are available:

        • "Re-Activate" -> Document status: "In Progress" - the order can now be updated;

      • "Close"

  • "Void" -> Document Status: "Voided"

    • voids the document effects within the system and prevents the document from being processed;

    • when voiding a document you need to select a reason. The available options can be defined in the Voiding Reasons window, located in the Quote-to-Invoice -> Sales SetUp menu;

    • voiding will set all the quantities on the order to 0;

    • voiding and order will automatically reverse the documents generated based on the order (invoices, shipments, cash register lines);

    • Starting v15.05 when voiding, a confirmation message will indicate any associated documents that will be voided and the associated documents that will not be voided. Orders for which returns have been registered cannot be voided;

    • when attempting to void an order and a shipment confirmation simultaneously, the order will not be voided and the shipment and its corresponding confirmation will become "Invalid" (Doc Status), after which you can proceed to manually void the order or complete the shipment;

  • "Close" -> Document Status: "Closed"

    • permanently closes the document;

      • orders with unprocessed documents associated cannot be closed;

      • the order can no longer be delivered or invoiced;

      • the order will no longer be displayed on reports;

      • an order can be reopened using the Reopen Order process, located in the Quote-to-Invoice -> Sales Orders menu;

      • order lines can be closed individually using the Close Order Line button;

  • Copy Details button - allows you to automatically enter order lines based on a previous order. Starting v13.11 the source organization can be kept on order lines;

  • Status - starting with v16.09 sales order headers can have statuses (not the same as document statuses) and based on this, can be viewed and managed using the K-Board SO dashboard. Details in K-Board Dashboards;

  • Comments, Comments tab - starting with v16.09 when entering and saving a text in the Comments field, a read only record will be generated in the Comments tab with the entered text, the current user and the current date. Comments are not saved on the header;

The sales order is influenced by the customer's credit status and credit limit. Details in Business Partners.

When a customer's credit status becomes Credit Hold or Credit Stop, when attempting to complete the order, it will go into the Blocked Credit status and the user will recieve a warning message regarding the customer's credit status. The following document actions are available:

• "Prepare" - select to edit the order, considering the imposed credit limit;

• "Complete" - select to complete the order, after changing the credit status;

• "Void" and "Close".

Order Lines

The Order Line tab allows you to manage sales order lines. Sales order lines may contain products, resources, charges or just a description. To enter a new sales order line press the New record button. The following fields are available:

• Date Promised - expected delivery date for the product;

• Location - address where the product will be delivered;

• Line No - determines the display order for the sales order lines;

• Warehouse - warehouse from where the product will be delivered;

• Description - to set up a description line just enter the text in this field without selecting any product, charge or resource;

• Product, Attribute Set Instance - select the ordered product;

• Charge - select an applicable charge for the order. Details in Expenses;

• Assigned Resource - an order can be entered for a resource and at the same time the allocated time can be selected. This functionality is only available for the Java version,

  • Press the Allocate Resource Button. The resource schedule window will be displayed;

  • Select the desired resource and the date after which press twice on the starting hour for resource allocation;

  • Enter the number of hours in the Quantity field;

  • Optionally you may enter a Name and Description;

  • Press OK. The Name and Description fields will overwrite the Description field for the order line. The quantity will be updated with the value entered in the resource allocation window;

  • Status - starting with v16.09 sales order lines can have statuses and based on this, can be viewed and managed using the K-Board SO dashboard. Details in K-Board Dashboards;

Quantities section - starting with v15.03, when entering quantities the system checks on hand quantities, reserved quantities and in progress stock to determine if delivery is possible. In progress stock represents quantities of documents that will decrease stock (shipments, internal material use, material move etc.), but have "Drafted", "In Progress" or "Invalid" document statuses. The user is then warned when entering a quantity which, if the in progress stock documents were to be processed, may cause the stock to go below 0.

• Quantity - ordered product quantity, in the selected unit of measure;

  • UOM - if a conversion was defined for the base unit of measure, and alternate unit of measure can be selected;

  • when using alternative conversions, if the price is changed, the resulting unit price will be rounded according to the standard precision defined for the alternative unit of measure;

• Quantity Ordered - ordered product quantity, in the base unit of measure;

• Quantity Reserved - ordered product quantity, not yet delivered;

• Quantity Delivered - delivered product quantity (from processed shipments based on the order);

• Quantity Invoiced - invoiced product quantity (from processed invoices based on the order);

• Quantity Returned - returned product quantity (from processed returns based on the order);

Amounts section:

• Price, Unit Price - single product price for the selected unit of measure and respectively, the base unit of measure. The following rules apply when automatically adding prices:

  • Standard Price taken from the price list used on the document master;

  • Planned Price taken from the source project, when the order has been generated based on a project;

  • Standard Price taken from the price list, corresponding to the quantity interval - in this case, product prices are entered in the Product window, Price Ext tab which allowed entering multiple standard prices for quantity intervals. Up to five standard prices for quantity intervals ca be entered;

• List Price - list price, taken from the price list used on the document master;

• Tax - VAT rate used;

  • Discount % - percent discount applied to the list price (value in the List Price field) to obtain the price. The discount will be updated if the Price field is edited and the Price field will be updated if the discount is edited;

    • Business Partner Discount - the discount percent defined for the customer is applied (Business Partner window -> Customer tab -> Discount field). This discount is applied to all the products on the order;

    • Quantity Discount - the discount percent corresponding to the quantity interval determined by the discount schema used. Details in Discount Schemas;

  • List Price Discount - difference between the price and the list price registered as a percent discount;

• Line Due Date - allows you to enter specific due dates for sales order lines in order to generate separate invoices for each due date;

• Cash Discount - percent discount applied to allocated receipts. Details in Receipt Discounts.

• Project, Activity, Campaign, Employee, etc. - accounting dimensions used for analysis, determined by the accounting schema. Details in Accounting;

• Is from Project - indicates the fact that the order line was generated based on a project;

Status section:

• Line Amount - displays the net amount on this order line, excluding taxes (Qty * Price);

Delivery section:

• Net Weight (Kg) - total weight for the product on this line (qty * product weight);

• Volume (Dm3) - total volume for the product on this line (qty * product volume);

• Supplier Stock Quantity, Pack Quantity (SSM) (SRPD component) - quantities available to be imported from vendor (specific implementation);

• BHC, Hazardous, Production Packaging (SRPD component) - values taken from the product's definition;

• Order Line Link - the associated purchase order line (for purchase orders generated using the Generate PO from Sales Order process)

Reference section - displays information about the associated bill of materials (BOM);

Close Order Line button - used to "Close" individual sales order lines. The line will no longer be invoiced or delivered. Cannot be closed if it has unprocessed lines associated. When closing the line, if partial deliveries have been made, the ordered quantity value on the line will be updated: Ordered Qty = Delivery Qty;

Order Tax

The Order Tax tab is used to display the list of taxes used on the order. A record for each VAT rate used for ordered products will be displayed. The following fields ar available:

• Tax Amount - total tax amount for the tax rate;

• Taxable Amount - total ordered amount using this tax rate;

• Price includes Tax - if checked the taxes are included in the product price.