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Sales Order

1. 7 25 Returned Items Journal 7 27 Post Returned Items 7 29 Chapter 8 History Reports 8 1 Shipping Efficiency Report 8 3 Customer Shipping Efficiency Report 8 7 Chapier 9 Periodic Processing 9 1 Purge Selected Files 9 3 Chapter 10 File Maintenance 10 1 Recurring Orders 10 3 Tables tessa wales Matisse a ea are a 10 15 Edit Sales Order Number 10 25 Shipping Label Setup 10 27 Chapter 11 Codes Maintenance 11 1 Reason Codes 11 3 Chapter 12 Master File Lists 12 1 Recurring Orders List 12 3 Reason Codes List 12 5 Tables LISTES RE vite BS Mob EASE me REALS 12 7 iv Sales Order CONTENTS GL Account Audit Report 12 9 Sales Order v CHAPTER 1 Welcome to OSAS 1 1 The Sales Order System 1 3 Starting OSAS 1 13 Navigating OSAS 1 17 Reports 1 31 Sales Order Introduction Welcome to OSAS Welcome to the Sales Order application for OPEN SYSTEMS Accounting Software OSAS Sales Order helps you account for orders you take from customers Sales Order encompasses the capabilities of Accounts Receivable you can record sales you made to customers and orders that have not been paid Sales Order lends its tracking capabilities to other ap
2. Line 00000001 of 00000003 View Sort Go to Company H 10 25 2010 Terminal T000 OVR Sales Order 4 9 CHAPTER 4 Information Inquiry Returned Items Inquiry You can use the following fields to filter the data in the inquiry Field Description or press Enter to include all items Inquiry Item ID Enter an item ID to find returns that contain that item Location ID Enter the location ID for the returned items you want to view or press Enter to view returned items for all locations RMA Number Enter the RMA number you want to view enter a partial order number to search for using the or wildcard characters or leave the field blank to include all available RMA numbers Inquiry Customer ID Enter the ID of the customer to whom the return you want to view belongs or press Enter to view returns for all customers Start Date Enter the earliest date associated with the returns you want to view or press Enter to view returned items for all dates Commands Use these commands to work with the returned items listed on the screen e Press V to view returned item detail for the selected item See View Returned Item Screen on page 4 11 for more information e Press S to sort the items a different way you can choose the sort the items by RMA Number Invoice Number Item ID or Customer ID e Press Gto go to a particular line item This command appears only if there is more than o
3. Company H 10 08 2010 Terminal T000 OVR Press Enter to toggle between YES or NO to indicate whether you want to interface Sales Order with General Ledger Inventory Job Cost Bank Reconciliation and Bill of Materials Kitting These interface options work independently of each other You can respond to them with any combination of Ys and Ns Press Enter to toggle between YES or NO to indicate whether you want to use transaction batching You can use batching to group invoices credits and receipts for printing and posting You can determine how to set up the batches for example by time or by workstation If you use batches a user can post transactions in one batch while another user can add or edit transactions in a second batch Toggle between YES or NO to indicate whether you want the system to generate batch numbers CHAPTER 3 Setup 3 10 10 11 12 13 14 15 Setup Checklist and Functions Toggle between YES or NO to indicate whether you want the system to generate order numbers If you select YES you cannot override the order numbers the system assigns Toggle between YES or NO to indicate whether you want to enter up to 10 lines of additional text for each line item on invoices miscellaneous credits and recurring entries Toggle between YES or NO to indicate whether you want to allow line item discounts Tf line item discounts are allowed toggle between Summary and Detail to choose
4. Toggle between YES or NO to indicate whether you want to allow e mail invoices for customers CHAPTER 3 Setup 3 12 29 30 31 32 33 34 35 36 37 38 39 40 Setup Checklist and Functions Toggle between YES or NO to indicate whether you want to create user document links for e mailed invoices Toggle between YES or NO to indicate whether or not you want to save archived invoice links to Print Manager Toggle between YES or NO to indicate whether you want to use prenumbered invoice forms If you select YES the system overwrites invoice numbers you enter If you select NO the system uses the invoice numbers you enter Toggle to YES if you want to use plain paper for statements Toggle to NO if you want to use forms If you elected to use forms for statements toggle to LASER 8 1 2 x 11 or PlainPaper to indicate the type of statement form you use Toggle between YES or NO to indicate whether you want to allow e mail statements for customers Toggle between YES or NO to indicate whether you want to create user document links for e mailed statements Toggle to DETAIL SUMMARY or NONE to indicate whether you want to produce bills of lading with full line item detail with a summary of all the line items or no bills of lading forms If you elected to use bills of lading toggle between 8 1 2 x 11 or PlainPaper to indicate the type of bill of lading form you use Toggle betw
5. e In Process status means that you have released orders against the blanket order e Closed status means that you have satisfied the entire blanket the blanket has passed its expiration date or you have manually closed the blanket No orders can be released from a closed blanket Blanket Orders Header Screen 5 52 After you make your selection from the Blanket Transaction Type selection screen the header screen appears EB tantes Orders ole z 2xalselmal elee OK Abandon Blanket No JOC 4 LocID MNO001 4 MINNEAPOLIS WAREHOUSE Blanket Type Scheduled Close Date ls Contract Date 0512 2010 E Status New Sold to ACE001 a Ship to 000001 a ACE BUILDERS M 1588 SE 31ST STREET PADUCAH KY 28655 7865 us ducal a 128 j 4 Sales Rep 1 DMM LA Percent 100 0 Ship Method FEDGRD By Sales Rep 2 4 Percent Ship Via Federal Exp Ground Cust Level ACE001 a Terms Code 2PCT a Requested Ship Date 08 14 2010 E Terms Desc 2 10 n 30 Type Reg Last Release Dale na Terms 2 00 Days 10 Net Days 30 Taxable 7 Order No 987654321 Tax Group MN al Ord Date 05 12 2010 E Description Minnesota Sales Order Blanket Orders Sales Order Daily Work CHAPTER 5 This screen is nearly identical to the Orders Header Information screen page 5 6 Descriptions of the fields unique to this screen are below refer to Order Header Information Screen on page 5 6 for descriptions of shared fields Field Blanket No Blanket Type
6. Enter the range of requested ship dates you want to include in the report Enter the range of item job IDs you want to include in the report Select the batches you want to print You have this option only if you elected to use batching in the Resource Manager Options and Interfaces function Select the check box or enter Y in text mode for each order status you want to include in the report To exclude a status clear its check box or enter N If you want to print items with blank requisition ship dates select the check box or enter Y in text mode if not clear the check box or enter N If you want to print kit detail in the report select the check box or enter Y in text mode if not clear the box or enter N in text mode Select the output device to produce the report See Reports on page 1 31 for more information on output devices After the report is produced the Shipping Reports menu appears Requested Ship Date Report 08 19 2005 8 20 AM Builders Supply Requested Ship Date Report Cust ID amp Name Customer PO Number Requested Ship Date 07 15 2005 000001 00000012 000001 00000013 000001 00000013 000001 00000013 Requested 000001 00000001 000001 00000001 000001 00000001 000001 00000001 000001 00000001 ool ool 002 003 SUNOO1 SUNSHINE HOMES 385930 SUNOO1 SUNSHINE HOMES 385930 SUNOO1 SUNSHINE HOMES 385930 SUNOO1 SUNSHINE HOMES 385930 Ship Date 08 25 2005
7. DO End of Report 7 16 Sales Order Sales Journal MM Print the Sales Journal before you post transactions to check for mistakes and omissions and to use as an audit trail of sales transactions If you find incorrect transactions in the Sales Journal use the Transactions function to edit or delete them The Sales Journal includes cost information but the unit cost of nonserialized items is only an estimate The current cost updates it based on your costing method when you post Sales Journal Screen Select Sales Journal from the Transaction Reports menu The Sales Journal screen appears EX Sales Journal fo Es Commands Edit Modes Other Help 2 X u eal maal l ee OK Abandon Customer ID From ACE001 fa Addl Description Format None X Thru TENOO1 la Print Kit Detail Y Batches to Print 1 Print By Batch Order No Customer ID Invoice Number GL Pd Sales Account Loc ID ltem No or Job Phase Print Line Detail Transaction Totals Break Totals Company H 12 28 2007 Terminal T000 OVR Sales Order 7 17 CHAPTER 7 Transaction Reports Sales Journal 7 18 Enter the range of customers whose transactions you want to include in the journal Select the batch numbers you want to print You can select multiple batches to print at once You cannot select batches to print if you did not elect to use transaction batching in the Resource Manager Options and Interfaces function Select
8. Edit Append Attachment dialog box on page 1 38 e Press A to add an attachment to the e mail Browse to or enter the name of the file you would like to attach in the Append Attachment dialog box see Edit Append Attachment dialog box on page 1 38 1 37 CHAPTER 1 Introduction 1 38 Reports e Press Gto go to a specific attachment line item this command is only available if there are more than six attachments to the e mail e Press H to change the header information of the e mail including the E Mail From field the recipient s the subject line and the attachment type e Press D when done entering the e mail information and you are ready to process the e mail 8 If you choose No in the Send E Mails Immediately option in the Resource Manager Options and Interfaces see Options and Interfaces List on page 3 47 the e mail will be held in the E Mail Queue for processing see E Mail Queue on page 3 49 Otherwise the e mail will be sent immediately Note To preserve formatting view e mailed reports or e mail attachments with a fixed width or monospaced font Courier or Lucida Console for example Edit Append Attachment dialog box The Edit Append Attachment dialog box appears when you press Enter or A in the Attachment File scroll region of the E Mail Information screen Bh Append Attachment fo es Commands Edit Modes Other Help 2xX Bealmal amp e
9. Enter the group where the tax is to be applied even if the transaction is not taxable Use the Maintenance F6 command to open the Tax Groups function to edit tax group information see the Resource Manager User s Manual After you enter the tax group the description of the group appears Accept the current description of the tax group If you are adding an order the Line Item Entry screen appears if you are changing an order the Orders screen appears Sales Order 5 11 CHAPTER 5 Daily Work Line Item Entry Screen 5 12 Transactions The Line Item Entry screen appears if you e entera new or shipped order or a price quote and have finished entering header information e use the Append command to add an item to the list e use the Edit command to edit an item in the list If you use this command the Line Item Entry screen is titled Edit Line instead of Append Line EN Append Line ele Es Commands Edit Modes Other Information Inventory Lookups SO Commands Help xERe ma r 6e 0K _ Abandon Entry 001 Item Job Kit ITEM x Loc ID MNOO01 fa CustID ACE001 Order No 00000028 ID 100 is GL Code La Desc Electrical Package Sales Acct 401000 3 Sls Cat pi a Req Ship Ta CoGsAcct 501000 3 Tax Class 00 Es 6 500 PricelD BUILD La Inv Acct 104400 la Units Ordered 1 0000 PKG 3 Price 422 8320 Ext Price 422 83 Shipped 0000 Disc 5 000 Disc Price 401 69 Backord 0000 Cost 0000
10. Introduction The Sales Order System When you enter a line item for a serialized inventory item or for a lot item the serial numbers or lot numbers associated with the line item are stored in the SOLSxxx file When you post a verified order with serial numbers those number are cleared from the SOLSxxx file Producing Reports and Shipping Orders After you have entered the transactions for the day produce picking slips for new and changed orders Information and statuses for picking slips are kept in the SOTDxxx and SOTHxxx files Next produce the Requested Ship Date Report to see a list of the orders you need to ship based on the requested ship dates you entered on the orders Use this report to plan for and execute shipments against your orders on file You can then ship the orders and verify them To resolve questions about shipping orders you can use the Backorder Allocation Report and the Order Fulfillment Report to check for adequate stock to fill the orders on file After you verify the orders you have shipped print shipping labels packing lists bills of lading and invoice or credit memo forms where necessary Information and statuses for shipping labels packing lists and invoices are kept in the SOTDxxx and SOTHxxx files Information for the bills of lading is stored in the SOLHxxx SOLLxxx and SOLCxxx files Note You can also produce picking slips packing list and invoices and credit memos on demand for a customer if you
11. Ok Abandon Soldto ACE001 ACE BUILDERS Loc ID Batch ID 000001 Ship to MNO001 Trans No 00000012 New Item Job ID Qty Ordered Units Unit Price Ext Price Description Qty Shipped 1 0000 PKG E Electrical Package a E Entry 001 of 001 Subtotal Freight Misc Sales Tax Prepayment Net Due 380 55 00 00 00 380 55 Enter order inquiry jl View item detail l Totals Goto Kit Serial Lot company H 1272812007 Terminal T000 OVR Use these commands to work with the line items on the screen e Press Enter to return to the Orders screen e Press V to view and expanded summary of the selected line item More information about the line item appears on the Item Detail Information screen Press Enter to return to the Order Inquiry screen 4 6 Sales Order Orders Information Inquiry CHAPTER 4 e Press T to view totals information See Totals on page 4 7 for more information e Press G to go to a specific line item then enter the line item number This command is only available when there is more than one screen of line items e Press K to view kit detail information for the selected line item This command is available only when the line item is kitted e Press S to view serial information for the selected line item This command is available only when the line item is serialized e Press Lto view lot information for the selected line item This command is available only when the line item is lotted Totals T
12. Posted and kept in the SORIx file otherwise the entry will be removed from the file Before Posting Before you post back up your data files Backing up your data files before you post is an important practice Unforeseen problems such as a power surge or failure can interrupt the post and result in the loss of data Sales Order 7 29 CHAPTER 7 Transaction Reports Post Returned Items Post Returned Items Screen Select Post Returned Items from the Transaction Reports menu The Post Returned Items screen appears B Post Returned Items i s es Commands Edit Modes Other Help 2xt aelmoal e OK Abandon Have You Backed Up Your Data Files Finished Returned Items Entry Company H 10 28 2010 Terminal T000 OVR 1 If you have backed up your data files finished return item entry and printed the returned items journal select the check box or enter Y in text mode if not clear the box or enter N in text mode If you have not done all of these tasks return to the menu and do so before you post 2 Select the output device to produce the posting log See Reports on page 1 31 for more information on output devices After the log is produced the Transaction Reports menu appears 7 30 Sales Order Post Returned Items Transaction Reports CHAPTER 7 Post Returned Items GL Log 10 26 2010 Builders Supply PAGE 1 2 13 PM Post Returned Items GL Log Description GL Account
13. Receivable options and interfaces General Ledger When Sales Order interfaces with General Ledger posting in Sales Order makes entries in the GLJRxxx Journal file for transactions that affect the ledger such as sales tax and freight Sales Order 3 7 CHAPTER 3 Setup Setup Checklist and Functions Inventory When Sales Order interfaces with Inventory sales order transactions update the quantities in use and committed in the Inventory item records and posting in Sales Order updates the item stock quantities dates balances and Inventory transaction history Job Cost When Sales Order interfaces with Job Cost posting in Sales Order updates billing information in the Job Cost job and phase records When you enter invoices refer to the Job Cost Jobs and Phases List for customer IDs and contract numbers Bank Reconciliation When Sales Order interfaces with Bank Reconciliation deposits for cash receipts update the BRTRxxx Transactions file Bill of Materials Kitting When Sales Order interfaces with Bill of Materials Kitting you can sell kits on line items for an order Kits are groups of items that are sold as a combined unit When you sell a kit you can edit the kit to adjust its components if necessary Selling a kit has the same effect on Inventory that selling each of the individual components has Kits can carry their own pricing in Inventory and they can be printed on invoices and picking slips as a single it
14. inventory and are tracked individually by the system table A grid that holds records and is visible See also file verify To match an order against the actual stock on hand to make sure that all items can be shipped Items that cannot be shipped are backordered Sales Order Gl 3 Sales Order A Accounts Receivable before you install 2 1 installation 2 1 installing new version before con verting 2 3 interfaces 3 7 tables 3 14 Additional Descriptions file 1 6 for line items 3 10 specifying whether to keep history 3 10 using those stored in Inventory 3 10 Address Lookup 1 24 1 29 address mapping 1 24 1 29 addresses 1 24 1 29 aging invoices online 3 13 alphabetical sorting 3 4 appending kit components 5 24 ARGLxxx table description 10 16 setting up 3 14 ARINxxx file 3 18 ARPDxxx table description 10 18 setting up 3 14 available status 5 7 Backorder Allocation Report function 6 21 backordered items 6 23 B 2 backordered status 5 5 backup schedule for data files 3 20 for programs 3 21 setting up 3 20 Bank Reconciliation interface with Sales Order 3 8 10 17 batch numbers generating 3 9 batching transactions 3 9 Bill of Materials Kitting interface with Sales Order 3 8 Bills of Lading 6 13 Bills of Lading files description 1 7 Bills of Lading Hazardous Materials file 1 7 Blanket Additional Descriptions file SOBDxxx file 1 6 Blanket Kit Detail file 1 6 blanket line it
15. 002 003 004 005 End of Report 6 26 LOS001 LOS ANGELES CONSTRUCTION LOS001 LOS ANGELES CONSTRUCTION LOS001 LOS ANGELES CONSTRUCTION LOS001 LOS ANGELES CONSTRUCTION LOS001 LOS ANGELES CONSTRUCTION Item ID Item Description Entry Door 350 MNO0001 Entry Door 450 MNO0001 Slide by Window 24 x 40 460 MNO0001 Slide by Window 30 X 40 200400 Water Softener 901 MNO001 Refrigerator White 800002 Wallpaper Traditional 300 MNOOOL Refrigerator Black 700500 Series Number MNODO1 MNODO1 MNOOO1 Ordered Units Status Shipped 08 25 2005 08 25 2005 08 25 2005 08 25 2005 08 25 2005 Sales Order Scheduled Blanket Report MM The Scheduled Blanket Report function prints out a report listing shipments of blanket orders scheduled for a range of dates you specify Use the report to forecast your shipping and inventory requirements for fulfilling blanket orders Follow these steps to print the Scheduled Blanket Report 1 Select Scheduled Blanket Report from the Shipping Reports menu The function screen appears ES Scheduled Blanket Report o Commands Edit Modes Other Help 2xt malma l aa ok Abandon Customer ID From ACE001 3 Status Thru TENOO1 A New Blanket No From 00000001 q In Process Thru 00000004 A Closed Ship Date From E New and In Process Thru fecal All Statuses Company H 12 28 2007 Terminal TODO OVR Inqu
16. 1 19 navigating text 1 25 text 1 25 toolbars 1 23 Maintenance F6 flag 1 29 icon 1 24 mapping 1 24 1 29 Master File Lists menu structure 1 5 menus Daily Work 1 4 drop down menus 1 21 File Maintenance 1 5 graphical main menu 1 18 Information Inquiry 1 4 Master File Lists 1 5 MDI 1 19 Periodic Processing 1 5 Shipping Reports 1 4 shortcut 1 21 structure in Sales Order 1 4 text main menu 1 25 Transaction Reports 1 4 messages in text mode 1 29 miscellaneous credit definition 1 9 entering negative amounts B 2 returned status 5 5 modes graphical 1 17 text 1 25 Sales Order N navigating graphical function screens 1 20 graphical main menu 1 18 MDI menu 1 19 text function screens 1 27 text main menu 1 25 to directories and files 1 24 new Status 1 9 5 5 blankets 5 52 O on demand invoice totals 5 36 packing lists 5 26 5 35 picking slips 5 26 quotes 5 26 On demand Invoice Totals screen 5 36 online aging 3 13 invoices 5 26 picking slips reprinting 5 5 Open Invoice file 3 18 Open Order files 1 5 Open Order Report function 7 11 sample 7 13 Options table 10 15 Options and Interfaces screen 3 8 setting up 3 7 3 8 writing saving the specifications 3 9 OPTxxx table 10 15 order numbers generating 3 10 Orders deleting 5 5 5 7 function 4 3 header 5 6 posting verified orders 7 21 shipping B 2 Sales Order INDEX statuses 5 5 5 52 verifying 1
17. Append Header Rebuild Print Goto Company H 12 28 2007 Terminal T000 OVR Field Description B L No Cust ID Information from the Header screen appears Order No Ship To COD Description The description of the item or job appears Qty Ordered Units Enter the number of units the shipment contains HM If the freight contains hazardous material the box is selected or Y appears in text mode Ext Wt The extended weight appears 6 16 Sales Order Bills of Lading Sales Order Shipping Reports CHAPTER 6 Field Description COD Amount CD Freight and COD amounts and charges appear The Fee Total Charges total weight of the shipment appears as well Fit Charges Total Weight Commands Use the commands to work with the line items on the screen Press Enter to edit the selected line item The Edit Line Item screen appears Press A to add a line item to the end of the list The Append Line Item screen appears Press H to return to the header screen When you return to the header screen you do not lose the line item and totals entries because these entries are already saved Press R to rebuild the bill of lading from the original order losing any changes you ve made to the line items The bill of lading will be recreated automatically Press P to print a bill of lading then select the output device from the Output Information screen that appears Press G to go to a specific line item
18. Blanket No Scheduled On demand Dollar amt All Company H 12 28 2007 Terminal tooo ovR Inquiry 1 Enter the range of customers and blanket orders you want to include in the report 2 Select the type of blanket orders you want to print 3 Select the status of the blanket orders you want to include in the report Sales Order 7 15 CHAPTER 7 Transaction Reports Blanket Order Report 4 Select the order in which you want to print the report 5 Select the output device See Reports on page 1 31 for more information on output devices After the report is produced the Transaction Reports menu appears Blanket Order Report 12 28 2007 Builders Supply 9 31 PM Blanket Order Report Line IK Loc ID Item ID Sales Acct Units Original Qty Unit Price Price Tax Class Description COGS Acct Released Qty In Process Qty Posted I N0001 200100 401000 358 5708 1434 28 Furnace 501000 0000 00 104400 0000 00 0000 00 I MNO001 100 401000 0000 380 5488 Electrical Package 501000 0000 0000 0000 Order Total Our Blanket Miscellaneous Freight Subtotal 00000004 Original 2195 38 Released 00 In Process 00 00 Posted 00 00 Customer ACEOO1 Total Miscellaneous Subtotal Sales T 00000004 Original 2195 38 Released 00 In Process 00 Posted 00 GRAND TOTAL Subtotal Original 32980 72 32980 72 Released a 00 pa 00 In Process 00 00 Posted x 00
19. Choose to sort the Returned Items Report by RMA Number Reason Code Item ID Location ID or Status 6 Select whether the Returned Items Report should include new entries approved entries and or posted entries 7 Select the output device See Reports on page 1 31 for more information on output devices After the report is produced the Transaction Reports menu appears Returned Items Report Page 1 Entry Date Item ID Loc ID Units Original Qty Returned Qty 2 2 MNOO PKG 1 0000 1 0000 Electrical Package 10 13 2010 100 MN0001 PKG 1 0000 0000 Electrical Package 550 MNO001 PKG 1 0000 1 0000 Millwork Package ved 00000004 10 13 2010 200100 MNO001 EA 1 0000 1 0000 Wrong Item F End of Report 7 26 Sales Order Returned ltems Journal Te Use the Returned Items Journal to generate a journal of returned items that are ready for posting flagged as Approved Returned Items Journal Screen Select Returned Items Journal from the Transaction Reports menu The Returned Items Journal screen appears TEN Returned items Journal oa ea Commands Edit Modes Other Help 2XrE Ba mnoa 8 090 OK Abandon Sort By RMA Number Reason Code Item ID gt Location ID Status Bar Company H 05 20 2010 Terminal T000 OVR 1 Select whether you would like the journal sorted by RMA Number Reason Code Item ID or Location ID Sales Order 7 27 CHAPTER 7 Transaction Report
20. Electrical Package 12 21 2007 12 21 2007 Plumbing Package 12 21 2007 12 21 2007 Interior Door 12 21 2007 12 21 2007 Millwork Package 12 21 2007 12 21 2007 Standard Window 24 4 12 21 2007 12 21 2007 Electrical Package 12 21 2007 12 21 2007 Total for Invoice 12670201 SERVICE CHARGE 12 21 2007 12 21 2007 Total for Invoice 12670206 Heating Cooling Package 07 11 2007 07 11 2007 Total for Invoice 24889003 Heating Cooling Package 12 17 2007 12 17 2007 Total for Invoice 24889014 Heating Cooling Package 09 02 2008 09 02 2008 Total for Invoice 24689022 100 0000 Heating Cooling Package 12 08 2008 12 08 2008 Total for Invoice 24889030 100 0000 Total for Customer ACEOO1 100 0000 GRAND TOTAL 100 0000 CHAPTER 9 Purge Selected Files Sales Order 9 3 Periodic Processing Introduction Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance and Master File Lists Refer to the Accounts Receivable User s Manual for questions on these shared menus or for questions on functions not covered in this manual 9 1 Purge Selected Files MM Use the Purge Selected Files function to delete history from the SORHxxx and SORLxxx Recurring Order ARHIxxx Detail History ARHSxxx Summary History ARINxxx Open Invoice SOHTxxx Tracking Number History SOTRxxx Tracking Number and SOTDxxx and SOTHx
21. Ext Cost 00 Wt Lbs 758 0000 Ext Wt 758 0000 Field Item Job ID Kit Loc ID Description Select the type of the item you want to sell Enter K to sell a kitted item if Sales Order interfaces with Bill of Materials Kitting J to bill for a job or phase if Sales Order interfaces with Job Cost or lif you are selling an inventory noninventory or service item Press Enter to accept the default location ID or enter a different location from which you sell this item The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory Sales Order Transactions Sales Order Field ID Desc Additional Desc Sls Cat Tax Class Req Ship Price ID Daily Work CHAPTER 5 Description Enter the ID of the item kit or job If you entered a job ID you can then enter a phase ID for that job The description of the item or job appears If you elected to enter additional descriptions about line items when you enter invoices in the Resource Manager Options and Interfaces function the Additional Description Lines window appears when you press Enter in the Desc field Enter up to 10 lines of additional text or press Enter to skip this field When you finish entering text press Enter at a blank line The text is saved and you are returned to the line item entry screen The sales category refers to an inventory item Enter a sales category or press Enter to skip this field
22. fak Abandon File Name C OSAS76 data Onpqq79x005 TXT 1 Enter the File Name of the file you want to attach to the e mail or click the browse button LA to navigate to the file 2 Use the Proceed OK command to add the attachment to the e mail and return to the E Mail Information Screen Sales Order Reports Introduction e CHAPTER 1 Commands Use the following commands when a report appears on the screen Key Operation PgUp PgDn Home End F7 Left Right Tab Up Down Moves to the previous page of the report Moves to the next page of the report Moves directly to the top of a group of pages Moves directly to the bottom of a group of pages Exits to the menu from any point in the report Moves left one character Moves right one character Toggles between the left and right halves of a report Moves a line up and down the screen to line up information when you toggle between halves of a report Using Report Pick Screen Criteria You can save the pick criteria from any report screen to make it easier to run reports without redefining the criteria each time The RM option to Use Report Defaults must be set to Yes to use this functionality After you choose to print a report the Save Report Criteria screen appears EN Save Report Criteria le ES Commands Edit Modes Other Help RX ty Sema 66e OK Abandon Status Bar Save as Personal Report Picks
23. the header screen appears EX Edit Recurring Orders Le Commands Edit Modes Other Information Help 2xulme mnlelee 0 abandon Rec Order No Date 08 11 2007 E Status New Loc ID Sold to ACEO01 a Ship to 000001 ACE BUILDERS Bill Meyers 1588 SE 31ST STREET RECEIVING 1588 SE 31st Street PADUCAH KY 28655 7865 us Paducah KY 28655 us Sales Rep 1 GPD fa Percent 100 0 Ship Method FED2 a Sales Rep 2 al Percent Ship Via Federal Exp 2nd Day Cust Level ACE001 Pick Slip No Terms Code 2PCT a Terms Desc 2 10 n 30 Type Reg Terms 2 0 Days 10 Net Days 30 Ord No 5456 Taxable Ord Date 12 21 2007 Ex Tax Group MN a Run Code 05 Cutoff Date 12 21 2008 E Description Minnesota Field Rec Order No Date Status Loc ID 10 4 Description Enter a number that identifies the recurring order The date the order was set up appears Press Enter to accept that date or enter a different date New always appears for recurring orders If you entered a location ID when you set up the company that ID appears If you change the location ID the location s description appears for verification If you did not enter a default location ID enter the location ID for line items in the order The Inquiry F2 and Maintenance F6 commands are available 1f Sales Order interfaces with Inventory Sales Order Recurring Orders Field Sold to Sales Rep 1 Percent Sales Rep 2 Percent Cust Level Te
24. 07 07 2007 07 05 2007 Shipments Total No Builders Supply Shipping Efficiency Report By Actual Ship Date Early Days Average Late Days Average 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 0000 0000 0000 0000 0000 0000 0000 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 100 0000 8 5 Customer Shipping Efficiency Report ee The Customer Shipping Efficiency Report function creates a report that helps you analyze your effectiveness at meeting the requests for shipping your customers made when they placed their orders This report is organized by customer To analyze your shipping efficiency by date use the Shipping Efficiency Report see page 6 3 You cannot print this report if you did not elect to save detail history in the Resource Manager Options and Interfaces function Customer Shipping Efficiency Report screen Select Customer Shipping Efficiency Report from the Shipping Reports menu The Customer Shipping Efficiency Report screen appears EX Customer Shipping Efficiency Report ES Commands Edit Modes Other Inventory Lookups Help 2 X tE a a a e 6e e OK Abandon Customer ID From ACE001 Thu TENOO1 A Req Ship Date From El Thru E Item ID From 3 Thru a Location ID From CA0001 la Thu
25. 5 Daily Work Transactions 5 28 Before you use this command make sure you have entered the path to your web browser in the Resource Manager Defaults function and have set up the shipping company s website information using the Shipping Methods function Refer to the Accounts Receivable User s Manual for details Totals Information The Totals Information screen appears when you press T on the Orders screen to work with the transaction s totals EN Totals Information fo Es Commands Edit Modes Other Information Help zxtl aeal mal e lee OK Abandon Subtotal 9 02 Freight 546 00 Tax Class 00 4 Miscellaneous Chgs 45 00 Tax Class 00 lt Sales Tax 00 Invoice Total 600 02 Payment 1 500 00 Method CHK a Payment 2 00 Method 4 Net Due 100 02 The screen lists the order subtotal calculated sales tax if the transaction is taxable and if you assigned it a tax group invoice total and net amount due 1 Enter any shipping charges to add to the order in the Freight field 2 Select the tax class for the freight charge You can enter a value in this field only if the order is taxable and you elected to tax freight in the associated tax location See the Resource Manager guide for more information on tax locations 3 Enter any miscellaneous charges to apply to the order for example handling Sales Order Transactions Sales Order Daily Work CHAPTER 5 Enter the tax class for the miscella
26. 9 OSAS MDI menu 1 19 modes 1 17 graphical 1 17 text 1 25 setup considerations 2 4 starting in other operating systems 1 13 starting in Windows 1 13 output device e mail 1 36 file 1 35 preview 1 34 printer 1 33 screen 1 35 P Packing List function 6 9 printing on forms 3 11 on plain paper 3 11 on demand 5 3 5 26 5 35 online 3 11 Packing Lists Restart file 1 6 Packing Lists screen 5 35 Periodic Processing menu structure 1 5 purpose of 1 11 picked status 1 9 5 5 Picking Slips function 6 3 including kit components 3 11 printing on forms 3 11 on plain paper 3 11 on demand 5 3 5 26 5 31 online 3 11 reprinting 5 5 5 32 Picking Slips Restart file 1 6 Post Cash Receipts Log 7 22 Post Deposits Log 7 21 Post Inventory Items Log 7 21 IX 5 INDEX Post Returned Items before posting 7 29 sample log 7 31 Post Sales Order Log 7 21 Post Transactions before posting 7 22 function 7 21 Post Cash Receipts Log 7 22 Post Deposits Log 7 21 Post Inventory Items Log 7 21 Post Sales Order Log 7 21 sample log 7 24 posting 10 18 cash receipts 7 21 detail or summary information 3 13 returned goods 7 21 verified orders 7 21 without printing reports 3 13 posting orders 1 11 Print Invoices function 7 3 printing company name on plain paper forms 3 13 credit memos 7 4 invoices on forms 3 11 3 12 on plain paper 3 11 on demand 5 3 5 26 5 33 online 3 11 packing lists
27. File Description SORLH Recurring Order Lines SORLH Recurring Order Lines SORLH Recurring Order Lines SORLH Recurring Order Lines SORLH Recurring Order Lines SORLH Recurring Order Lines SORLH Recurring Order Lines SORLH Recurring Order Lines SORLH Recurring Order Lines SOTDH Sales Order Lines SOTDH Sales Order Lines SOTDH Sales Order Lines SOTDH Sales Order Lines SOTDH Sales Order Lines SOTDH Sales Order Lines SOTDH Sales Order Lines SOTDH Sales Order Lines Table Table Name ARGL GL Accounts Table End of Report Builders Supply GL Account Audit Report Interfaced to GL Bat Ord Ln Bat Ord Ln Bat Ord Ln Bat Ord Ln Bat Ord Ln Bat Ord Ln Bat Ord Ln Bat Ord Ln Bat Ord Ln Bat Ord Ln Bat Ord Ln Bat Ord Ln Bat Ord Ln Bat Ord Ln Bat Ord Ln Bat Ord Ln Bat Ord Ln 00000001 001 00000001 001 00000001 001 00000001 002 00000001 002 00004600 001 00004600 001 00004620 002 00004620 003 000002 00000012 001 000002 00000012 001 000002 00000012 002 000002 00000012 002 000002 00000012 002 000002 00000013 001 000002 00000013 001 000002 00000013 001 Column 2 INVENTORY Description Sales Acct COGS Acct Inventory Acct Sales Acct COGS Acct Sales Acct Inventory Acct Sales Acct Sales Acct COGS Acct Inventory Acct Sales Acct COGS Acct Inventory Acct Sales Acct COGS Acct Inventory Acct GL Account 100001 200000 1 501100 100001 501100 1213 200000 501100 Reason Missing
28. List of Orders You will select the orders for which to print slips later see step 9 for details You cannot print picking slips for quotes or returned goods You can print picking slips for orders from customers that are on credit hold only if you elect to print picking slips for a list of customers A warning message appears but you can still print the picking slips Enter the number of the first picking slip If you are reprinting picking slips for example because the printer jammed enter the number of the last form that printed correctly If you want to start over press Enter Each batch of picking slips is temporarily stored in the SOSLxxx Picking Slips Restart file If you want to reprint a batch of picking slips you must reprint that batch before you print any other slips In addition you must use the same options you originally used to print the slips For example if the printer jammed while you were printing slips for new orders print slips for new orders before you print slips for other orders If you want to print additional descriptive text on the picking slips select the check box or enter Y in text mode if not clear the check box or enter N If you want the picking slip to include kit information press K If you want to print component information press C If you want to print both kit and component information press B Sales Order Picking Slips Shipping Reports CHAPTER 6 8 If you want to
29. M Save as Global Report Picks Y Description Northeast Region Requisition Report Set as Personal Default Y Set as Global Default Company H 10 20 2010 Terminal T000 OVR Sales Order 1 39 CHAPTER 1 Introduction Reports 1 40 e Check the Save as Personal Report Picks box save the pick criteria for use at a later time on your workstation e Check the Save as Global Report Picks box to save the pick criteria for use by anyone in your organization who has access to this report Enter a Description for these report defaults for identification e Ifyou check the Set as Personal Default box or enter Y in text mode these pick criteria will be automatically applied on the report screen the next time you run the report from the menu e Ifyou check the Set as Global Default box on enter Y in text mode these pick criteria will be automatically applied on the report screen whenever anyone in your organization runs the report from the menu Whether or not you set saved criteria as a default you can load any report criteria you have saved by clicking Shift F3 and choosing the description you want Consult the Resource Manager User s Guide for more information about reports Sales Order Installation Conversion Sales Order CHAPTER 2 2 1 Installation and Conversion Installation Before You Install Sales Order Make sure your system meets these minimum requirements before you install Sales Ord
30. Orders function replaces the Copy Recurring Entries function in Accounts Receivable The Release Scheduled Blankets function is unique to Sales Order For a description of the rest of the functions on the menu see the Accounts Receivable User s Manual The Sales Order Shipping Reports menu contains many functions unique to Sales Order Use these functions to produce forms for warehouse control and shipping and reports that help you ship your orders more efficiently The Sales Order Transaction Reports menu has two additional functions Open Order Report and Blanket Order Report Produce the Open Order Report to see which orders still need payment Produce the Blanket Order Report to see the status and remaining amounts of the blanket orders you have on file Two functions on the Sales Order Transaction Reports menu differ from the Accounts Receivable functions Print Invoices and Post Transactions Use the Print Invoices function to print an invoice or a quote for an order When you post transactions in Sales Order unposted transactions in the batch can remain there or you can move them to a new batch Sales Order The Sales Order System Introduction CHAPTER 1 The History Reports menu contains two new functions in Sales Order Use the Shipping Efficiency Report and the Customer Shipping Efficiency Report to help you analyze your effectiveness in shipping orders in accordance with your customers requests The Purge Selected Files fu
31. Page 1 Not Found Missing Inactive Inactive Missing Missing Missing Missing Not Found Not Found Missing Inactive Not Found Not Found Inactive Not Found Missing 12 9 APPENDIXA System Messages Messages on the screen or in a report indicate an error or tell you how to enter data or what is happening in the function you are using Self explanatory messages are not listed If you cannot find a system message in this appendix refer to appendix A in the Accounts Receivable User s Manual xx data files exist Do you want this task to erase them The directory where you are creating files already has files for the selected application and company To continue with the conversion and erase the existing files select the check box or enter Y in text mode To create only the missing files if any clear the check box or enter N in text mode To cancel the operation exit from the function file name does not exist Cannot convert it One of the files listed in xxDATA is not in your old data directory See Destination file drive path file name not found No conversion Basic Error nn Host Error xxx Line nnnn Program xxxxxx Basic Error nn Line nnnn Program xxxxxx A serious error has occurred Write down the information that appears and get help from a support technician Sales Order A 1 APPENDIX A System Messages Cannot delete last line of order An order must have at least one line i
32. Reports Bills of Lading Bill of Lading STRAIGHT BILL OF LADING SHORT FORM ORIGINAL NOT NEGOTIABLE SHEPERS NS NAME OF CARRIER a IER S NO DATE Over the Road Inc 12 21 2007 00432422 rater A fo CIEL EE TETE CTP TE Sed tart in diac on dhe cae of enue of dee Bd of Ladin a oes PRO sabre Rens pent Wn Pt tes PET a Pathe eae A E STR wwe ee tt WOO ON ary Me ay Ce ed e at OF ay Mad promt Test ae Ont pen hare ene wine al be wate rec Loups tao a Pa AA AAA AAA umm carter ameRansen wee eee are Carte Test he la famibar wth at Su hermes and conditions of the wd De LG eat fort in Eve CACAO or IETT ARLEN Dove Eve TR of M8 RR and Tet ahd A med conditas are Derby goede by eo caper wud dt FROM BUILDERS SUPPLY To SUNSHINES HOMES INC SHIPPER 4301 DEAN LAKES 5LVD_ CONSIGNEE 9350 W GULFSTREAM DRIVE SHAKOPEE MN 55379 TAMPA FL 33333 8825 ORIGIN DELIVERING VEHICLE Ce A So KIND OF PACKAGE DESCRIFTION OF ARTICLES WEIGHT CLASS x CHARGES SPECIAL MARKS AND EXCEFTIONS SUBJECT TO CORR OR RATE FOR CARRIER USE ACKAGES 3 00 Electrical Package 2274 0000 00 200 Plumbing Package 1855 0000 00 5 00 Interior Door 101 5000 20 5 00 Wallpaper Traditional 3 0000 00 1 00 Refrigerator White 950 0000 00 1 00 Heating Cooling Package 1500 0000 20 DRIVER S SGNATURE EMERGENCY RESPONSE PHONE NO PLACECARDS SUFFLED O K no REMT C O D TO COD FEE Presaic cC oD amts j Colect 20 EEE il oa TOTAL E CHARGES 00 oe
33. SO A TableID From ARGL la f Thu ARPDH_ A Suppress Blank Lines Y Page Break Per Table Y Company H 1272872007 Terminal T000 OVR SO appears as the application ID You cannot change it Inquiry 1 Enter the range of table IDs you want to include in the list Sales Order 12 7 CHAPTER 12 Master File Lists Tables List Tables List 12 28 2007 9 29 AM Table ID ARGL Most tables do not hold information in all lines If you want the list to include blank lines select the box or enter Y in text mode If you want the list to suppress blank lines clear the box or enter N in text mode If you want a page break between each table select the box or enter Y in text mode if not clear the box or enter N in text mode Select the output device to produce the list See Reports on page 1 31 for more information on output devices After the list is produced the Master File List menu appears Builders Supply Tables List Sales Order Description GL Accounts Table No of Columns 2 Column Length 12 Type A DESCRIPTION G L NUMBER CASH RECPTS 100000 DISCOUNTS 404000 INVENTORY 104400 FIN CHRG 802000 End of Report 12 8 Sales Order GL Account Audit Report The GL Account Audit Report List shows Sales Order tables and data files with invalid or missing GL account numbers Sample List Sales Order 10 10 2007 3 24 PM Application Description so Sales Order File
34. Ship Via Pick Slip No Taxable Tax Group Description File Maintenance CHAPTER 10 Description Enter a notation for the shipping method for example AIR or TRAIN Use the Maintenance F6 command to open the Ship to Addresses function to add or edit shipping methods see the Accounts Receivable User s Manual If you entered a shipping address code that is on file the means by which the method is shipped appears Accept it or enter a different shipping method Enter the picking slip number for the order Select the check box or enter Y in text mode if the recurring order is taxable Clear the check box or enter N in text mode if it is not Accept the current tax group or enter a different tax group for the customer Use the Maintenance F6 command to open the Tax Groups function to add or edit tax groups see the Resource Manager User s Manual After you enter the tax group its description appears The description of the item appears Use the Proceed OK command to save the header information After you approve the header information the Line Item Entry screen appears Recurring Orders Line Item Entry Screen The Recurring Orders Line Item Entry screen appears for one of these reasons e You are creating a recurring order and have finished entering header information e You use the Append command to add an item to the end of the list Sales Order CHAPTER 10 File Maintenance Recurring Ord
35. Sls Cat Pi fa Req Ship 05 14 2010 COGS Acct 501000 Tax Class 00 4 000 PricelD BUILD 4 Inv Acct 104400 4 Units Ordered 0000 EA 4 Price 398 4120 Ext Price 1593 65 Wt Lbs 625 8000 Ext Wt 2503 2000 Orders in Process from Blankets 0000 Non Blankets 8 0000 Ship Date Ship Quantity Units Ext Wi Ext Price Status 05 14 2010 2 0000 1251 6000 796 82 Pending B 06 18 2010 2 0000 EA 1251 6000 796 82 Pending La E B Shipment 001 of 002 Enter edit Append Goto Line l Done The screen is divided into three sections the top section lists information about the item you are adding or editing the middle page 5 58 lists the quantity used in orders including the item and the bottom page 5 58 lists quantity and amount information for shipments released against the blanket Use the fields in the top half of the screen to enter item information Field Description Item Kit Select the type of the item you want to sell Enter K or select Kit to sell a kitted item if Sales Order is interfaced to Bill of Materials Kitting or enter I or select Item if you are selling an inventory noninventory or service item Sales Order 5 55 CHAPTER 5 Daily Work 5 56 Field Loc ID ID Additional Desc Sls Cat Tax Class Req Ship Price ID Blanket Orders Description Press Enter to accept the location ID or enter a different location from which you want this item sold The Inquiry F2 and Maintena
36. T0001 la Print Detail Summary Company H 11 28 2007 Terminal T000 OVR Sales Order 8 7 CHAPTER 8 History Reports Customer Shipping Efficiency Report 8 8 Enter the range of customers you want to include in the report Enter the range of requested shipment dates for the shipments you want to include in the report Enter the range of items you want to include in the report Enter the range of locations you want to include in the report Leave these fields blank to include all values in the report Select whether you want to print the report in detail or in summary Select the output device to produce the report See Reports on page 1 31 for more information on output devices After the report is produced the History Reports menu appears Sales Order Customer Shipping Efficiency Report History Reports CHAPTER 8 Customer Shipping Efficiency Report 12 28 2008 8 44 AM Invoice End of Report Sales Order Builders Supply Detail Customer Shipping Efficiency Report Requested Actual Difference Description Ship Date Ship Date In Days Efficiency Steel Supports 11 25 2008 11 23 2008 Total for Invoice 12670064 100 0000 Electrical Package 12 20 2008 12 20 2008 Interior Door 12 20 2008 12 20 2008 Entry Door 12 20 2008 12 20 2008 Slide by Window 24 12 20 2008 12 20 2008 Slide by Window 30 12 20 2008 12 20 2008 Standard Window 24 4 12 20 2008 12 20 2008 Total for Invoice 12670074 100 0000
37. The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If the order is for one customer the sales tax code you assigned in the customer record appears If the order is for a group of customers this field is blank Accept the current value or enter a different value The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If you entered a requested ship date on the order header that date appears Press Enter to accept it or enter the date the customer requested shipment Enter the price ID for the item The Inquiry F2 command is available if Sales Order interfaces with Inventory 5 13 CHAPTER 5 Daily Work Field GL Code Sales Acct COGS Acct Inv Acct Ordered Units 5 14 Transactions Description The GL code identifies the pairs of general ledger sales and cost of goods sold COGS accounts to use for a line of an entry The codes are set up in the GL Codes function If you entered a GL code in the DFxxxx table that code appears The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If Sales Order interfaces with Inventory the account numbers come from the IN item location files If you entered a GL code the sales and COGS accounts appear The inventory account appears from the ARGLxxx table Accept each account number or enter different account n
38. a Batch ID field OSAS lists all batches you have set up so that you can select the one you want to enter in that field When the Inquiry button appears next to a field you can either click the button or press F2 to open the Inquiry screen and search for valid entries Maintenance The Maintenance command allows you to enter or edit master file records on the fly from within functions For example you can use the Maintenance command to add a new customer or item from within the Transactions function The Maintenance command is available when the Maintenance button appears on the toolbar Click the button or press F6 to open the File Maintenance function associated with that field and enter or edit a new master file record Address Mapping When you are working with a screen that contains an address you can use the Address Mapping command to view a map of that address This command combines address information with the URL and search variables in the Resource Manager Web Setup function and the Map Lookup ID in the Company Setup function to direct your web browser to a mapping website and generate the map Note Before you can view maps you must set up mapping website information in the Resource Manager Web Setup function select the Map Lookup ID to use in the Resource Manager Company Information function and enter the path to your workstation s web browser in the Resource Manager Defaults function Sales Order Navigating OSAS Introducti
39. a line item discount format Toggle between YES or NO to indicate whether you want to use additional descriptions stored in Inventory If Sales Order is not interfaced with Inventory or if you do not use additional descriptions this option is set to NO and you cannot change it Toggle between YES or NO to indicate whether you want to keep additional description history If you do not use additional descriptions this option is set to NO and you cannot change it Toggle between YES or NO to indicate whether you want to keep summary sales history If you select NO you cannot print summary history reports Toggle between YES or NO to indicate whether you want to keep detail kit history Toggle between YES or NO to indicate whether you want to be able to change a customer s price level when you enter orders Toggle between YES or NO to indicate whether you want to be able to enter an expired credit card as payment for a transaction Toggle between YES or NO to indicate whether you want quantities and quantity breaks to appear when you enter line items Toggle between YES or NO to indicate whether you want the unit cost of inventory items to appear when you enter line items Sales Order Setup Checklist and Functions Setup CHAPTER 3 Sales Order 16 17 18 19 20 21 22 23 24 25 26 27 28 Toggle between YES or NO to indicate whether you want to use shipment tracking numbers for s
40. and Conversion 2 1 CONVETSION ver ge ec dent een net SEALE a 2 3 Setup 3 1 Setup Considerations 3 3 Setup Checklist and Functions 3 7 Information Inquiry 4 1 Orders coria eis Sek he mn rnb eae es 4 3 Returned Items Inquiry 4 9 Daily Work 5 1 Transactions sn RUE La Ra Et als Atak 5 3 Return Merchandise Authorization 5 37 Blanket Orders 20 balentec toast is 5 51 Copy Recurring Orders 5 65 Release Scheduled Blankets 5 69 Tracking Numbers 5 71 Returned emg iri 5556 hu nent Baie Bas 5 75 Change Batches 5 77 Batch Controls ire sess used ae wilted sang a elena St 5 79 Shipping Reports 6 1 Picking ips iia ee i beeen 6 3 Shipping Labels 6 7 iii CONTENTS Packing IST iia ea waren ne pass 6 9 Bills of Lading aeoe mrn ana a 6 13 Backorder Allocation Report 6 21 Requested Ship Date Report 6 25 Scheduled Blanket Report 6 27 Order Fulfillment Report 6 29 Chapter 7 Transaction Reports 7 1 Print INVOICES Enr BELGE hee sine eA 7 3 Open Order Report 7 11 Blanket Order Report 7 15 Sales Journal 7 17 Post Transactions 7 21 Returned Items Report
41. are not prompted for batch selection if you did not elect to use transaction batching in the Resource Manager Options and Interfaces function Select the status of the orders you want to include in the report If you elect to list all orders all orders except quoted orders are listed When an order has line items with backordered quantities the items become backordered only when you post Unposted backordered items appear in the report with a verified status Select the order in which you want to print the report You can organize the report by status only if you list all the orders in the SOTHxxx and SOTDxxx Open Order files If you want to print additional detail on the report select the format in which to print that information Select None to keep from printing additional detail on the report Short to print the short additional description or Long to print the extended additional description Select the Print Kit Detail check box or enter Y in text mode to kitted item component information in the report Clear this check box or enter N in text mode if you do not want to print this information Select the Print Tracking Numbers check box or enter Y in text mode to include shipment tracking numbers on the report clear it or enter N in text mode if you do not want to print this information This option is available only if you elected to enter tracking numbers in the Options and Interfaces function and if you selected
42. because your hard disk is full Delete unnecessary files optimize your hard disk or take other measures to make space Then restore the backup you made before converting the files and try again A 10 Sales Order APPENDIX B Common Questions These commonly asked questions about the Sales Order system are divided into two categories Installation and Order Processing Installation l installed Sales Order and now neither Accounts Receivable nor Sales Order shows up on the menu What happened When you install Sales Order it is added to the Accounts Receivable system without erasing anything Accounts Receivable is removed from the main menu but Sales Order does not appear on the main menu until you create Sales Order files for the company When both Sales Order and Accounts Receivable are installed which Tables file is used SOTBxxx or ARTBxxx The SOTBxxx file is used It holds all the tables you need for Accounts Receivable Sales Order Sales Order B 1 APPENDIX B Common Questions Order Processing usually ship orders the day I enter them Do have to go through the two step process of entering and verifying them No Use the Shipped Order option in the Transactions function so that you do not have to verify the orders The items that are backordered for an order do not show up in the Open Order Report Why not Backorders are generated when you post to the ARINxxx Open Invoice file They show up in t
43. becomes available 2 The original fulfilled and backordered quantities appear The fulfilled quantity is always 1 for serialized items you must enter a serial number for each unit Use the Requested Qty value and the running total on the Serial Number Entry screen to determine how many serial numbers you need to enter 3 The cost of the serial item appears for order entry and cannot be changed 4 If Sales Order interfaces with Inventory the system calculates the price of the item and enters it in the Price field Press Enter to accept this price or enter a different price 5 Enter a comment about the item if necessary 6 Use the Proceed OK command to save your changes and enter a serial number for another unit 7 Use the Exit F7 command to return to the Serial Number Entry screen when you have entered serial numbers for all units filled or returned Sales Order Transactions Daily Work CHAPTER 5 If you enter fewer serial numbers than the original quantity requested and then use the Exit F7 command a message informs you that the quantity shipped will be adjusted to a new value Select Cancel or press PgDn in text mode to return to the Append Edit Serial Number screen to enter another serial number or use the Proceed OK command to change the quantity shipped to the new value and backorder the remaining quantity Entering Lot Numbers Sales Order If you entered a lotted item ID for an order with a sta
44. date in the blanket order header Produce the Scheduled Blankets Report to detail the upcoming scheduled shipments for scheduled blanket orders based on the scheduled ship dates in the blankets Then release the orders you need to ship When you enter an order you must do one of these things enter details about the order header and line item information or verify the order to show which items have been shipped and which are to be backordered The header information is stored in the SOTHxxx file line item detail is stored in the SOTDxxx file Sales Order The Sales Order System Introduction CHAPTER 1 Sales Order An order goes through several stages any one of which can be the order s first stage The Transaction Type selection screen takes all the possibilities into account When you enter details about a new order without doing any other task the order has new status You must still verify the order to show what was shipped and what is to be backordered When you enter or edit an order you can enter 10 lines of additional information about each line item if you elected to enter additional descriptive text in the Resource Manager Options and Interfaces function The text is stored in the SODExxx file and prints on picking slips if you want packing lists invoices and credit memos When you enter details about an order and print the picking slip the order has picked status When you enter the fact that goods have been s
45. e Press D to exit from the screen Appending or Editing Serial and Lot Numbers If you have serialized and lotted items the Append or Edit Serial Lot Number screen appears when you add or edit a serial number on the Serial Lot Number Entry screen EX Append Lot Serial Number Commands Edit Modes Other Help 2xtlmalmal lee SerialNo 211000 fa Orig Qty Jal Cost 50 Fullfill Qty 1 00 Price 5 8500 Backord Qty ont Comment 1 Enter the serial number of the item The lot number to which that serial number is assigned in inventory appears 2 The original fulfilled and backordered quantities appear The fulfilled quantity is always 1 for serialized and lotted items you must enter a serial number for each unit in the lot Use the value in the Requested Qty field and the running total on the Serial Number Entry screen to determine how many serial numbers to enter 3 The Cost of the serial item appears for order entry and cannot be changed 4 IfSales Order interfaces with Inventory the price of the item is calculated by the system and appears in the Price field Press Enter to accept this price or enter a different price 5 Enter a comment about the item if necessary Sales Order Transactions Daily Work CHAPTER 5 6 Use the Proceed OK command to save your changes and enter a serial number for another serialized and lotted item 7 Use the Exit F7 command to return to the Serial Lot Numb
46. elected to print these forms on demand in the Resource Manager Options and Interfaces function You should also produce these journals and reports before you post e Produce the Sales Journal and the Miscellaneous Credits Journal to check for errors and to use as part of the audit trail The Sales Journal shows the transactions entered through the Transactions function the Miscellaneous Credits Journal shows the transactions entered through the Miscellaneous Credits option in the Transactions function This information comes from the SOTDxxx and SOTHxxx files e Produce the Open Order Report to view several kinds of items in the SOTDxxx and SOTHxxx files returned items backordered items items that were not verified and items that were verified but not posted Sales Order The Sales Order System Introduction CHAPTER 1 Sales Order Produce the Blanket Order Report to see the status and remaining amounts for the blanket orders on file Produce the Backorder Allocation Report for a list of orders that can be filled after items are received in Inventory You can fill the orders based on the order dates customers sales reps or order numbers This information comes from the SOTDxxx and SOTHxxx files Posting Orders When you post transactions several files are affected Verified orders and returns are moved from the SOTDxxx and SOTHxxx files to the ARINxxx file If you post an order with serialized items the order is cleared
47. fiscal year You cannot print the report for this fiscal year because it does not have any summary history It might have been deleted from the ARHSxxx Summary History file or you might have elected not to keep summary history in the Resource Manager Options and Interfaces function during this year Thru value cannot be less than From value Thru value must be greater than From value The value you entered in the Thru field is smaller than the value you entered in the From field Press Enter then enter the correct value in the Thru field Transaction is not on file Transaction number not found Transaction number not on file Transaction not found The transaction number you entered is not in the SOTHxxx Transaction file Enter a different transaction number the Inquiry F2 command is available Transaction in process on terminal ID The terminal in this message is adding the transaction number Assign a different number to the transaction A 8 Sales Order System Messages APPENDIX A Unable to execute program program The system cannot run the program you selected from the menu Make sure that the current program is in the application s program directory and select the function again Unable to load menu record menu from file file The application s menu record is not in the menu file or the menu file is missing Make sure that the application is properly installed and try again Unable to lo
48. for questions on functions not covered in this manual Sales Order 12 1 Recurring Orders List oo M Produce the Recurring Orders List after you set up recurring order to make sure that everything is correct in the SORHxxx and SORLxxx Recurring Order files and to use as a reference before you copy recurring orders to the SOTDxxx and SOTHxxx Open Order files Produce a new list each time you add change or delete recurring orders Recurring Orders List Screen Select Recurring Orders List from the Master File Lists menu The Recurring Orders List screen appears BY Recurring Orders List fo Es Commands Edit Modes Other Help 2xt melmal2elee 06 abandon Customer ID From ACE001 Thru KANOO1 e JLo Print Line Detail Transaction Totals Break Totals Print By Recurring Order Number Customer ID Run Code Company H 12 28 2007 Terminal Tooo ovr Inquiry 1 Enter the range of customers whose recurring orders you want to include in the list Sales Order 12 3 CHAPTER 12 Master File Lists Recurring Orders List 2 Select the amount of detail you want to include in the list 3 Select the order in which you want to print the list 4 Select the output device to produce the list See Reports on page 1 31 for more information on output devices After the list is produced the Master File List menu appears Recurring Orders List 12 28 2007 9 27 AM 00004620 00
49. from the SOLSxxx file and the items status becomes sold Sold serial numbers and lot information about sold items are deleted from the SOLSxxx file Information from the SOTDxxx and SOTHxxx files updates the ARSRxxx RMTXxxx ARCUxxx ARHIxxx and ARHSxxx files Information stored in the SOLLxxx SOLHxxx and SOLCxxx files are cleared for shipped orders Information from the SOTDxxx file pertaining to blanket orders updates the SOBLxxx and SOBSxxx files Posted totals are also updated in the SOBHxxx file and expired and fulfilled blanket orders are closed History Reports Produce the Shipping Efficiency and Customer Shipping Efficiency Reports to analyze your success in meeting the ship dates you customers have requested Periodic Work If your files become too large you can clear some data from them Use the Purge Selected Files function to purge the SORHxxx and SORLxxx files of recurring orders with a cutoff date before the date you specify and to remove older orders with a quote status from the SOTDxxx and SOTHxxx files CHAPTER 1 Introduction The Sales Order System Productivity Reports Sales Order includes a number of productivity reports in Microsoft Excel format These reports connect directly to your OSAS data via the ODBC JDBC driver included with OSAS 7 6 and allow you to use spreadsheet tools to manipulate the data as you want and produce charts and graphs to visualize trends The spreadsheet reports are
50. function Enter the item s unit price The unit cost of the item appears If this is a noninventory item enter the unit cost of the item If you elected to use line item discounts in the Resource Manager Options and Interfaces function you can use this field to enter a discount for this line item To discount the calculated price by a set dollar amount select and then enter the amount To discount the calculated price by a percentage select and then enter the percentage The new discounted price is displayed in the Disc Price field Enter the weight of one unit of the item The weight must be entered in the same unit of measure for all items for example in pounds 5 15 CHAPTER 5 Daily Work Transactions Field Description Ext Price Disc Price The item s total price the quantity times the unit Ext Cost price the line item discount total cost the quantity times the unit cost and total weight the quantity times the unit weight appear The quantity used in the calculation is the Quantity Ordered for quotes and new and picked orders and the Quantity Shipped for verified and invoiced orders When you use the Proceed OK command to save entries for orders with a status other than New one of these screens appear e If you are entering a serialized item the Serial Number Entry screen appears See Entering Serial Numbers on page 5 17 for more information e Ifyou are entering a lotted it
51. have the system generate sales order numbers the number of the first order to which the orders are released appears and cannot be changed The current workstation date and corresponding GL period appear Change this date and period if necessary The date you enter is used as the order date when the order is created Select the output device to print the Release Scheduled Blanket Orders Log See Reports on page 1 31 for more information on output devices After the orders are created and the log produced the Daily Work menu appears Sales Order Tracking Numbers o M Use the Tracking Numbers function to quickly enter shipment tracking numbers for invoiced shipped or returned transactions without having to enter the Transactions function itself You can also use this function to view shipment status via a shipping company s tracking website if you entered that company s website information in the Shipping Methods function Note This function is available only if you chose to use tracking numbers in the Options and Interfaces function page 3 7 Shipment tracking numbers are saved in the SOTRxxx Tracking Number file Follow these steps to enter tracking numbers Sales Order 5 71 CHAPTER 5 Daily Work Tracking Numbers 1 Select Tracking Numbers from the Daily Work menu The Tracking Numbers screen appears J Numbe la Es Commands Edit Modes Other Scroll Comm
52. mNooo1 200200 227 5300 MNOOO1 200300 429 9500 mNooo1 200400 127 4000 MNO001 200500 47 5000 MNOOO1 200600 75 1500 TOTAL OF ALL COMPONENTS 274D2201 1286 9700 274D2202 1286 9700 TOTAL OF LOT SERIAL ITEMS TOTAL OF LOT SERIAL ITEMS TRANSACTION TOTAL 000001 00000025 001 IN 00000025 MNOO01 300 TRANSACTION TOTAL 000001 00000027 001 IN 00000027 MNOOO1 100 343 5500 TRANSACTION TOTAL BATCH 000001 TOTAL 497 61 7 24 Sales Order Returned Items Report oo B Use the Returned Items Report to print out a range of items that are currently in the Returned Items function Returned Items Report Screen Select Returned Items Report from the Transaction Reports menu The Returned Items Report screen appears ME Returned items Report sek 2xalmelmalrelee OK Abandon Reason Code From Es Thru a ltem ID From 4 Thru ls LocationID From la Thru la Sort By Print RMA Number New Entries Y Reason Code Approved Entries Y Item ID Posted Entries 5 Location ID Status Status Bar Company H 05 20 2010 Terminal T000 OVR 1 Enter the range of reason codes you want to include in the journal Enter the range of item IDs you want to include in the journal N 3 Enter the range of reason codes you want to include in the journal Sales Order 7 25 CHAPTER 7 Transaction Reports Returned Items Report Inquiry 4 Enter the range of Location IDs you want to include in the journal 5
53. not provide complete sales history The summary method consists of the following steps 1 Enter the unpaid finance charges and outstanding invoice amounts for the current period and the four aging periods and enter credit and payment history see the Accounts Receivable User s Manual 2 Use the Build Open Invoice File function see the Accounts Receivable User s Manual to build an invoice for each unpaid finance charge current amount due and balance in an aging period 3 Select the New Order option in the Transactions function to enter the open orders Detail Method The detail method provides complete sales history but it is more time consuming than the summary method The detail method consists of the following steps 1 Enter the invoices open orders returned goods and cash receipts for the current year and post them to the appropriate periods Select the Shipped Order option in the Transactions function to enter the invoices and the New Order option to enter open orders Sales Order Setup Checklist and Functions Setup CHAPTER 3 Use the Post Transactions function to post the transactions for shipped or verified orders The Accounts Receivable User s Manual has more information about posting Calculate finance charges on overdue invoices see the Accounts Receivable User s Manual The customer records are updated with these amounts Combination Method The combination method a blend of the summary
54. or when global price changes occur Press N to finish with the transaction on the screen and return to the Transaction Type selection screen Press S to record shipment tracking numbers for orders with a status of returned invoiced or shipped verified See page 5 27 for more information Sales Order Transactions Daily Work CHAPTER 5 This command is available only if you chose to use tracking numbers in the Options and Interfaces function page 3 7 for orders with the above status Tracking Number Detail The Tracking Number Detail screen appears when you press S on the Orders screen to view enter or edit shipment tracking numbers for invoiced returned or shipped orders Commands Edit Modes Other Scroll Commands Help 2 X u ha a 28 Ok Abandon Method Ship Via Tracking Number Federal Exp 2nd Day 1265684654687644 RIRES Entry 001 of 001 Enteredit l Append Done Launch Browser Goto Select a command to work with shipping methods and tracking numbers e Press Enter to edit the selected line then change the shipping method and edit the Tracking number e Press A to add a new line then select the shipping method and enter the shipment tracking number Press Dto return to the Orders screen e Press Lto launch your web browser and direct it to the shipping company s website to track the shipment Sales Order 5 27 CHAPTER
55. print a picking slip e Picked status means that you entered the order and printed a picking slip e A new or picked order is given Verified status when you select the Verify Order option to enter shipped and backordered quantities for line items When you verify an order you can print an invoice for the order transfer the amount ordered to the amount shipped and create a backorder for the quantity of each item that cannot be shipped e The status of the order becomes Invoiced when you print an invoice for a verified order e An order is given Credited status when you enter an RMA e A verified order is given Backordered status when you backorder some of the line items and post the order The backordered line items are copied to the record of the items backordered to be shipped at a later date When you verify an order or enter an order as Shipped you can backorder items for verified or shipped orders When you post shipped quantities for both verified and shipped orders are posted and the backordered quantities are moved into the ordered field with zero quantity shipped 5 5 CHAPTER 5 Daily Work Transactions e A price quote is not an order and is assigned Quote status It is entered like an order so you can determine and quote to the customer the price of an order Retail prices and costs for inventory line items appear so you can make sure that you profit on the order Until the customer places the order this record is n
56. see their individual descriptions in this section For information about shareable unshared and terminal tables see page 3 3 The OPTxxx Options tables store options and interfaces settings Maintain the information stored in this table through the Resource Manager Options and Interfaces function not through the table itself Sales Order 10 15 CHAPTER 10 File Maintenance Tables Tables Screen Select Tables from the File Maintenance menu A blank Tables screen appears 1 To add or change a table enter the table ID To set up a company specific table enter the table ID plus the company ID To set up a terminal specific table enter the table ID plus the terminal ID To delete the table use the Delete F3 command If you entered a new table ID the Copy From field appears To copy a company specific or terminal specific table enter the table ID plus the company or terminal ID A set of tables comes with the sample company Builders Supply You can copy the sample tables for a company and then change the appropriate fields To copy a sample table enter the table ID Accept the displayed description of the table or enter a different description The number of columns the length of the columns and the type of characters you can enter alphanumeric A numeric with two decimals N numeric with three decimals 3 or numeric with four decimals 4 appear ARGLxxx Table 10 16 The ARGLxxx table stores
57. speed or declare vwaw st the propery ls tot amec by Ew tipper woe nl mere 2000 00 se CARTON TES AD cay A AD ME e AS pp y MMS Cie bee pi DRE Dan oe Kewl OC Jl obs Dejar Targa Shipper Per Agent Per Parraren por office accress lt Wisper MARK WITH X TO DESIGNATE HAZARDOUS MATERIAL AS DEFINED IN TITLE 49 OF FEDERAL REGULATIONS 6 20 Sales Order Backorder Allocation Report o M Produce the Backorder Allocation Report to determine which backorders can be filled with items that have been received in Inventory The report shows how the backorders can be filled based on how you organize the report For example you might have 30 backorders for item 100 but you only have received 25 in Inventory If you organize the report by customer ID the backorders for the first customer in the range is filled first then the backorder for the second customer and so forth until the 25 items are allocated If Sales Order does not interface with Inventory or if a backordered item is not set up in Inventory backordered lines for the item are listed because the system cannot discern the quantity available Follow these steps to print the Backorder Allocation report Sales Order 6 21 CHAPTER 6 Shipping Reports Backorder Allocation Report 6 22 Select Backorder Allocation Report from the Shipping Reports menu The Backorder Allocation Report screen appears EN Backorder Allocation Report Commands Edit Modes Other Inve
58. the accounts to which cash receipts discounts inventory and finance charges are posted in the GLURxxx Journal file Sales Order Tables Sales Order File Maintenance CHAPTER 10 When you enter the table ID the rest of the ARGLxxx table appears EX sore SES Commands Edit Modes Other Help 2xtl melmalzelee Table ID ARGL 4 Description GL Accounts Table Number of Cols 2 Column Length 12 Type A X DESCRIPTION G L NUMBER CASH RECPTS 100000 DISCOUNTS 404000 INVENTORY 104400 FIN CHRG 802000 Company H 12 28 2007 Terminal TODO OVR Field Description Description Sales Order posts to four accounts cash receipts discounts inventory and finance charges Accept each account description or change it The cash receipts account is used only if Sales Order does not interface with Bank Reconciliation and if the payment method record is missing The inventory account is used for noninventory items and when Sales Order does not interface with Inventory GL Number For each account description accept the General Ledger account number or enter a different account Do not delete lines or rearrange field names The system looks for the defaults by their position in the table it treats the number on the first line as the cash receipts account the number on the second line as the discounts account and so forth 10 17 CHAPTER 10 File Maintenance Tables ARPDxxx Table 10 18 The ARPDxxx ta
59. the field If you enter a freight charge if the order is taxable and if you indicated that miscellaneous charges are taxable in the Resource Manager Tax Groups function the miscellaneous charges tax class appears in the Tax Class field Change this tax class if necessary You cannot change the calculated sales tax for recurring orders To edit sales tax use the Copy Recurring Orders function to create an order for the recurring order record then edit the order totals using the Transactions function See Totals Information on page 5 28 for more information on editing calculated sales tax amounts After you enter any freight and miscellaneous charges the total amount of the order subtotal plus freight miscellaneous and sales tax amounts appears in the Net Due field Use the Proceed OK command to save your changes and return to the Recurring Orders screen 10 13 Tables Te Use the Tables function to set up and maintain the Sales Order tables Tables store information about the system data options and default settings Many Sales Order tables have the same name as Accounts Receivable tables but to use them in Sales Order you must build them in Sales Order The following tables are related to Sales Order ARGLxxx e ARPDxxx e DEFxxxx e DUNxxx e FINCHxxx e FORMxxx LABEL e QCxxxx e QHIxxxx e QH2xxxx e QNxxxx e QRxxxx QSxxxx e QVxxxx For more information about each of these tables
60. the field descriptions The system looks for these fields by their position in the table it applies the information on the first line to the description the information on the second line to the additional description and so on Data If you want the cursor to stop at that field only when you press Enter enter E If you want the cursor to stop at that field when you press either Tab or Enter enter T If you do not want the cursor to stop at that field leave the field blank QH1xxxx and QH2xxxx Tables The QHxxxx tables store quick entry stops used by the Transactions function when you enter header information The QH1xxxx table stores quick entry stops for the left side of the header screen while the QH2xxxx table stores quick entry stops for the right side Sales Order 10 23 CHAPTER 10 File Maintenance Tables 10 24 When you enter the table ID the rest of the table appears A QH1xxxx table is shown below EN sore Te Es Commands Edit Modes Other Help 2xt malma l Table ID QH1 4 Description Quick Entry Table Header 1 Number of Cols 2 Column Length 12 Type A X 6 e ok Abandon J Loc ID Sold To Sales Rep 1 Rep 1 Pct Sales Rep 2 Rep 2 Pct Cust Level Terms Code Order Number Order Date Invoice No Bee eae ee aa Invoice Date Company H 12 28 2007 TerminalTOOO OVR Field Description Field The fields that appear on the header screen when you add or change transactions
61. the order in which you want to organize the journal Select the amount of detail you want to print in the journal Select the output device See Reports on page 1 31 for more information on output devices After the journal is produced the Transaction Reports menu appears If the Sales Journal does not include some invoice numbers you probably printed multiple page invoices or credit memos The number of an invoice that is a continuation of a previous one is skipped Invoice numbers are not reassigned for credit memos Sales Order Sales Journal Transaction Reports CHAPTER 7 Sales Journal 12 28 2007 Builders Supply 9 35 PM Sales Journal By Batch Order No Batch Cust ID JIK Job Phase or Loc Item No Sales Acct Units Ordered Unit Price Ext Price Tax Class Our Ord Inve No Description COGS Acct Shipped Unit Cost Ext Cost Ship Date Inv Acct Backord 000001 ACEOO1 I MNOO01 100 401000 1 0000 380 5488 00000012 Electrical Package 501000 1 0000 343 5500 001 12 28 2007 104400 0000 Our Ord Rep 1 Inv Date Per Tx Grp Freight Subtotal Sales Tax Inv Total Pmt Pmt Amount Inve No Rep 2 Ord Date Miscellaneous Order No Terms Desc Ship Date ACEOO1 00000012 12 28 2007 12 000001 00002081 12 28 2007 Sales Order 7 19 Post Transactions o M When you post transactions several things happen e Verified orders and returned goods are moved from the SOTDxxx and SOTHxxx Open Order files to the ARINxxx Open
62. then moves the information from the old files to the new ones Before you convert an application s files make note of the version number of the application you are converting The Data File Conversion function has no way of determining this information Because tables are also converted when you convert data files any changes made including those in Options and Interfaces since the initial set up may be lost Check table settings and verify options and interfaces selections after converting all companies If you need to reconvert a company either reset your options after conversion or back up the xxTB files beforehand Sales Order 2 3 CHAPTER 2 Installation and Conversion Conversion Consider Your Setup Converting 2 4 Before you try to convert your version of Sales Order to the current version consider the exact setup of your system Since OSAS code can be customized modifications to your system might be lost if you install a new version of a program or update a file If you are not sure whether your system is ready for conversion consult your value added reseller If you are converting from version 6 5x to 7 6 no conversion is necessary You should still use the Data File Conversion function to copy data files from the old data directory to the new directory however to Version 7 6 Before you convert an application s files back up your data files Select Data File Conversion from the Resource Manager Company S
63. vehicle that transports the shipment if available Enter the contact number for the shipment If the shipment is a hazardous material you must enter an emergency contact number If the shipment is COD enter the COD information The shipping date appears Use the Transactions function on page 5 3 to modify the ship date If the carrier must collect the freight charges on delivery select the box or enter Y in text mode if not clear the box or enter N in text mode If placards are issued with the shipment select the box or enter Y in text mode if not clear the box or enter N in text mode Enter the declared value of the shipment Use the Proceed OK command to save your entries The Bills of Lading screen appears 6 15 CHAPTER 6 Shipping Reports Bills of Lading Bills of Lading Screen The Bills of Lading screen lists the contents of the shipment documented by this bill of lading lls of Lading Te Es Commands Edit Modes Other Scroll Commands Information Help v X E Realan 28 ee Ok Abandon B L No 00432424 CustID ACE001 ACE BUILDERS Order No 00000012 Ship To 000000 COD Description Qty Ordered Units HM Weight Assorted Materials Aa 2 Electrical Package 3 0000 PKG o 564 0000 lbs a m A mj mj mj m m p E E a Entry 001 of 002 COD Amount COD Fee Total Charges Frt Charges Total Weight 00 00 00 00 1322 0000 Entersedit
64. want to print kit detail on the invoices or quotes select the check box or enter Y in text mode if not clear the check box or enter N in text mode 10 If you want to copies of e mailed forms select the check box or enter Y in text mode if not clear the check box or enter N in text mode 11 Select the output device See Reports on page 1 31 for more information on output devices Sales Order 7 5 CHAPTER 7 Transaction Reports Print Invoices 7 6 12 13 If you select Printer or Print Preview as the output device and if you elected not to print invoices on plain paper in the Resource Manager Options and Interfaces function a form containing only alignment characters prints If the Xs are not centered on the alignment box or if the Xs are not aligned in the grid on laser forms adjust the form and select No or enter N in text mode at the verification message to reprint the alignment form Repeat this procedure until the form is aligned then select Yes or enter Y in text mode to print the forms If a customer s purchase order number is longer than 8 characters a row of asterisks prints in the Order Number column and the entire order number is printed directly below the row of asterisks To align the form so that the customer s purchase order number can be seen make sure that only the bottom of the alignment character X prints in the upper part of the alignment box in the form s right hand cor
65. 0 03 EA 4 3740 28 3740 28 00 00 00 3740 28 00 Thank you for your order Sales Order 7 9 Open Order Report ee The Open Order Report lists unposted orders and returns Open Order Report Screen Select Open Order Report from the Transaction Reports menu The Open Order Report screen appears EN Open Order Report fo Es Commands Edit Modes Other Help 2xu 8e malre lee ok J Abandon Customer ID From ACEO01 Ls Print by Thru DALOO1 D ela Location ID From CA0001 EN Invoice Number a Item Job Kit ID Thi ItemiJobikit 1p PY MNO002 ve From Aul Thru La Batches to Print 4 Print Kit Detail E Status Print Tracking Numbers New Misc Credit Picked Backordered Verified Quoted New RMA o All Orders no Quotes Received RMA Company H 10 22 2010 Terminal T000 OVR Inquiry 1 Enter the range of customers and locations for which you want to list unposted orders or returns Sales Order 7 11 CHAPTER 7 Transaction Reports Open Order Report Enter the range of items jobs or kits from unposted orders or returns you want to include in the report The Inquiry F2 command is available for items if Sales Order interfaces with Inventory for jobs if Sales Order interfaces with Job Cost and for kits if Sales Order interfaces with Bill of Materials Kitting Select the batch numbers you want to print You can select multiple batches to print at once You
66. 001 Customer ID Losoo1 Losoo1 Losoo1 Losoo1 LOS001 Order Amount 4519 06 12515 21 12757 27 271 18 30062 70 Daily Work CHAPTER 5 5 67 Release Scheduled Blankets o M The Release Scheduled Blankets function locates unreleased shipment lines for blanket orders and creates sales orders for these shipments automatically You muse enter shipments for blanket orders before you can release them See Blanket Line Item Entry Screen on page 5 54 for more information on entering shipments Release Scheduled Blanket Screen Select Release Scheduled Blankets from the Daily Work menu The Release Scheduled Blankets screen appears EX Release Scheduled Blankets balla Ex Commands Edit Modes Other Help X ta ealmaal 7 ee OK Abandon Release blanket orders with shipments scheduled on or before 12 28 2007 C Batch ID 000001 a First Order Number Order Date 12282007 Ex GL Period 12 Company H 12 28 2007 Terminal T000 ovr 1 Enter the date on or before which date to release blanket orders Sales Order 5 69 CHAPTER 5 Daily Work Release Scheduled Blankets 5 70 Select the batch ID to which to release orders If you elected to assign sales order numbers in the Resource Manager Options and Interfaces function enter the first order number to use for the orders To prevent organization problems enter leading zeros to right justify the numbers If you elected to
67. 17 run codes 3 17 10 3 screen 10 3 setting up 3 16 totals information 10 12 Totals Information screen 10 12 Recurring Orders List function 12 3 release blanket order 5 61 reports e mailing 1 36 formatting 1 38 including information 1 31 posting data without printing 3 13 previewing 1 34 printing 1 33 producing 1 10 ranges 1 31 saving to a file 1 35 selecting information 1 31 shipping 1 4 sorting information 1 32 transaction 1 4 Sales Order INDEX viewing on screen 1 35 Resource Manager Data File Conversion function 2 3 2 4 Data File Creation function 2 2 Install Applications function 2 1 2 3 returned goods B 2 posting 7 21 Returned Items Report function 7 25 returned status 5 5 right click menu See shortcut menu 1 21 RMA adding line items 5 43 editing line items 5 43 totals 5 44 entering totals 5 44 RMA line items adding 5 43 editing 5 43 viewing 5 44 RMA totals editing 5 44 entering 5 44 Roles setting up 3 20 roles company specific information 3 20 what to protect 3 20 run codes recurring orders 3 17 10 3 S Sales Journal function 7 17 sample 7 19 Sales Order before converting 2 4 converting to version 7 0 2 4 description 1 3 files 1 5 installation 2 1 installing new version before converting 2 3 interfaces 1 3 IX 7 INDEX Bank Reconciliation 3 8 Bill of Materials Kitting 3 8 General Ledger 3 7 Inventory 3 8 Job Cost 3 8 menu st
68. 19 setting up 3 15 Delete line item 5 5 orders 5 7 tables 10 16 detail kit history 3 10 detail method initial balances 3 18 DFxxxx table description 10 19 setting up 3 15 dunning messages 10 20 DUNxxx table description 10 20 setting up 3 14 E Edit Sales Order Number function 10 25 editing kit components 5 24 e mail e mailing reports 1 36 invoices 3 11 Sales Order user document link 3 12 statements 3 12 user document link 3 12 expired credit card 3 10 F F2 Inquiry button 1 24 flag 1 29 F6 Maintenance flag 1 29 icon 1 24 File Maintenance menu structure 1 5 files backing up 3 20 purging 1 5 9 3 Sales Order 1 5 FINCHxxx table setting up 3 14 flags in text mode 1 28 FORMxxx table description 10 20 setting up 3 14 from thru ranges 1 31 G General Ledger interface with Sales Order 3 7 general ledger period 10 18 GL Account Audit Report 12 9 graphical mode drop down menus 1 21 function screens 1 20 graphical main menu 1 18 Inquiry button 1 24 Maintenance icon 1 24 MDI menu 1 19 shortcut menu 1 21 toolbars 1 23 group codes assigning to customers 3 16 recurring orders 3 16 Sales Order INDEX H hot keys 1 28 IDs setting up 3 3 sorting 3 3 in use status 5 6 5 7 Information Inquiry menu structure 1 4 initial balances combination method 3 19 detail method 3 18 setting up 3 18 summary method 3 18 in process status blankets 5 52 In
69. 28655 7865 US Routing Carrier Over the Road Inc Ship Date 12 28 2007 Carrier No KBB65465464 Collect Freight Vehicle ID 1286 Placards Supplied Emer Phone ce Ext Field B L Number Order Number Customer ID Terms Location ID Declared Value 2000 00 Per carton Description Enter a number to identify the bill of lading If you are editing a bill of lading enter the number or use the Inquiry F2 command and select a number from the list that appears Enter the order number for which you want to print the bill of lading The information from the order you choose is used to build the bill of lading information in either summary or detail depending on the option you chose in the Resource Manager Options and Interfaces function The customer information appears Use the Transactions function on page 5 3 to edit this information Sales Order Bills of Lading Sales Order Field Ship to Routing Carrier Carrier No Vehicle ID Emer Phone Ext COD Amount Fee Collect Fee Remit To Ship Date Collect Freight Placards Supplied Declared Value per Shipping Reports CHAPTER 6 Description The shipping information appears Use the Transactions function on page 5 3 to edit this information Enter the routing information for the freight shipped Enter the name of the freight carrier Enter the carrier s identification number if available Enter an ID for the carrier s
70. 5 Cust ID Ship To SERVICE 001 Cust ID Cust ID Run Code Ship Date KANOO1 06 Order No Order No Run Code Grand Total End of Report 12 4 IK Loc Item ID Description I mNooo1 700 Cabinets Order Date Cutoff Date SR1 SR2 Terms Desc 12 21 2007 08 30 2008 1 10 n 30 I NO001 SERVICE CHARGE FOR USE OF 900 Order Date Cutoff Date SR1 SR2 Terms Desc Builders Supply Recurring Orders List By Recurring Order Number Sales Acct COGS Acct Inv Acct Units Qty 401000 501000 104400 Freight 11259 99 401000 501000 104400 Freight Subtotal 129539 96 Qty Ordered Shipped Subtotal Unit Price Unit Cost Ext Ext Price Cost 1055 0925 0000 5275 46 Sales Tax Sales Tax Tax Class 129604 96 Sales Order Reason Codes List o M The Reason Codes List shows the available Return Merchandise Authorization RMA reason codes as set up in the Reason Codes function in the Codes Maintenance menu Sample List Sales Order 12 5 Tables List SE Produce the Tables List to get information from a particular Sales Order table This function is valuable if you plan to change a table and want a list to compare it against Tables List Screen Select Tables List from the Master File Lists menu The Tables screen appears EN Tables List fo Es Commands Edit Modes Other Help 2xt malmal 7e ee a Application From SO A Thru
71. 5 1 Transactions MM Use the Transactions function to enter new orders shipped orders and return merchandise authorizations into the SOTDxxx and SOTHxxx Open Order files change and verify orders issue price quotes and convert price quotes to new orders and enter maintain and release blanket orders You can print picking slips on demand for a new order or print a packing list or an invoice on demand for a shipped order if you selected these options in the Resource Manager Options and Interfaces function You can print invoices on demand for any customer even if the customer record does not specify that the customer receive invoices Transaction Type Selection Screen Select Transactions from the Daily Work menu The Transaction Type selection screen appears over the Orders and Header Information screens 2 amp m a li i 000001 a er fE Transaction Type x 2xE R86e 02164166 ok Transaction Type Orders RMAs Blanket Orders e New Order p 1 Shipped Order p2 Change Order el Verify Order odel Price Quote Sales Order 5 3 CHAPTER 5 Daily Work Transactions Orders Select the type of transaction you want to work with The choice you make will determine which options appear in the bottom of the Transaction Type selection screen e Select Orders to enter or edit a sales order e Select RMAs to enter or edit a Return of Merchandise Authorization RMA Se
72. 9 CHAPTER 5 Daily Work Return Merchandise Authorization 5 50 If you do not want to print alignment characters to make sure that the forms are lined up select No or enter N in text mode If you want to print these characters select Yes or enter Y in text mode This step does not apply and this prompt does not appear if you elected to print RMAs on plain paper Select Paper E Mail or Fax for the RMA Delivery Method If you are e mailing your form and want to print a copy as well check the Print Copies of E mailed RMA box If you are e mailing your form and want to override the default e mail address set up for the customer check the Override E Mail Addresses box and enter the desired e mail address in the E Mail field Select the output device to produce the form See Reports on page 1 31 for more information on output devices If you elected to print alignment characters the Is Form Aligned message appears after the alignment characters print Adjust the form and select No or enter N in text mode if the form is not aligned to reprint the characters Repeat this step until the form is aligned Select Yes or enter Y in text mode if the form is aligned to print the picking slip After the form prints the Reprint RMA prompt appears If the RMA printed correctly select No or enter N in text mode The Transaction Type selection screen appears Enter a new transaction or use the Exit F7 command to return t
73. Abandon Slip 000015 Print Additional Descriptions Y Print Kit Detail Component Print Bar Codes A Status Bar Company H 10 12 2010 Terminal T000 OVR You cannot print a picking slip for a customer that is on credit hold 1 Enter the number you want to print on the slip or accept the number that appears if you entered a shipping number when you entered the order The shipping number on the order is updated by the slip number you enter The system date is used for the picking slip 2 Ifyou want the picking slip to include the additional descriptions select the box or enter Y in text mode if not clear the box or enter N in text mode 3 Ifyou want the picking slip to include kit information press K If you want to print component information press C If you want to print both kit and component information press B 5 31 CHAPTER 5 Daily Work Transactions 4 Ifyou have BBj barcoding set up see the Installing Barcode and MICR Functionality Appendix in the Resource Manager User s Guide you can select the Print Bar Codes box to have Postnet barcodes printed on your on demand form 5 Select the output device to produce the slip See Reports on page 1 31 for more information on output devices If you elected not to print picking slips on plain paper in the Resource Manager Options and Interfaces function the Print Alignment message appears when you select Printer or Print Preview as t
74. Contract Date Close Date Expire Date Contract Amount Description If you are editing releasing or issuing credit against an existing order or if you are adding a blanket order and you elected not to have the system generate blanket order numbers enter the blanket number If you are adding a blanket order and you elected to use system generated blanket order numbers a number appears and cannot be changed Enter the type of blanket you want to add To set up a blanket for a fixed dollar amount of any items over a period of time enter D or select Dollar Amount To set up a blanket for a fixed quantity of certain items to be shipped upon request enter O or select On Demand To set up a blanket that requests fixed quantities of specific items to be shipped on specific dates enter S or select Scheduled Enter the date this blanket order becomes active When you have satisfied the entire blanket the blanket passes its expiration date or you no longer want to release orders against this blanket enter a close date The status of the order changes to Closed Orders cannot be released from a closed blanket If the blanket expires on a given date regardless of any quantities released against it enter the expiration date If you are working with a Dollar Amount blanket enter the total dollar amount covered by the blanket 5 53 CHAPTER 5 Daily Work Blanket Orders Field Description Status The status of the bl
75. E SUITE 1025 DOVER DE 14003 2347 Sales Order Packing List o M Use the Packing List function to print packing lists for orders generated through the Transactions function with verified or invoiced statuses Packing lists are similar to picking slips but they include the quantity shipped and backordered Packing List Screen Select Packing List from the Shipping Reports menu The Packing List screen appears EN Packing List tela Es Commands Edit Modes Other Help 2xXe bA Ma 90G ok Abandon Has Sales Order Entry Been Completed Y Batches to Print 1 Print Packing Lists for o Verified Orders Verified and Invoiced Orders A List of Orders Print Kit Detail Component y Print Bar Codes Fi Company H 08 03 2010 Terminal T000 OVR 1 Ifyou have entered all sales orders select the check box or enter Y in text mode if not clear the check box or enter N in text mode If you have not entered all sales orders return to the menu and do so before proceeding Sales Order 6 9 CHAPTER 6 Shipping Reports Packing List 2 Select the batches you want to print when the Batches to Print screen appears You can select multiple batches to print in the same print run If you elected not to use batch processing in the Resource Manager Options and Interfaces function the Batches to Print screen does not appear 3 Select the type of orders for which you want to produce packin
76. ED TIMEOUT 001 200100 Furnace PDF form output available with BBj Sales Order 6 11 Bills of Lading A Use the Bills of Lading function to print shipping documents for any order with verified or invoiced statuses The bills of lading documents can be printed from the Shipping Reports menu or from within the Shipping Labels function Bills of Lading Selection Screen Select Bills of Lading from the Shipping Reports menu The Bill of Lading selection screen appears over the Bills of Lading and Header Information screens E Bill of Lading es Es Commands Edit Modes Other Help 2xalmelmalreleel x Bill of Lading New Bill of Lading Edit Bill of Lading Select the type of action you want to perform You can enter a new bill of lading or you can edit an existing bill of lading After you make your selection the Header Information screen appears Sales Order 6 13 CHAPTER 6 Shipping Reports Header Screen 6 14 Bills of Lading The information you enter in the Header Information screen prints on the bill of lading BA Header Information Commands Edit Modes Other Information Help 2xt malmal 7 l ee B L Number 32424 CustomerID ACE001 ACE BUILDERS Order Number Terms 2 Pet 10 Days Net Location ID MNO001 MINNEAPOLIS WAREHOUSE Ship To 000000 COD ACE BUILDERS Amount loo 1588 SE 31ST STREET Fee 00 Collect Fee Remit To PADUCAH KY
77. Introduction The Sales Order System 1 6 The SOBLxxx and SOBHxxx Blanket Order files store records for blanket orders much as the SOTDxxx and SOTHxxx files store regular orders The SOBHxxx file stores header and totals information about blanket orders the SOBLxxx file stores line item information about blanket orders You can release new orders to the SOTDxxx and SOTHxxx files based on the blankets at any time using the Transactions or Release Scheduled Blankets functions The SORHxxx and SORLxxx Recurring Order files store records for recurring orders which are not real orders until you copy them to the SOTDxxx and SOTHxxx files The SORHxxx file stores header and totals information about recurring orders the SORLxxx file stores recurring order line item information The SODExxx Additional Descriptions SORDxxx Recurring Additional Descriptions and SOBDxxx Blanket Additional Descriptions files stores additional descriptions you assign to line items when you enter orders recurring orders and blanket orders respectively This file is used only if you elect to use additional descriptions for line items when you enter orders in the Resource Manager Options and Interfaces function The SOKTxxx Kit Detail and SOBKxxx Blanket Kit Detail files stores such information as quantities and components from the Bill of Materials Kitting application if it interfaces with Sales Order The SOLSxxx Lot and Serialized Item file stores ser
78. Invoice file e Cash receipts are moved from the ARCRxxx Cash Receipts file to the ARINxxx file e The ARCUxxx Customer ARSRxxx Sales Rep RMTXxxx Tax Locations ARINxxx Open Invoice ARHIxxx Detail History and ARHSxxx Summary History files are updated e Inventory General Ledger Bank Reconciliation and Job Cost are updated if Sales Order interfaces with these applications The Accounts Receivable User s Manual illustrates how files are updated and which accounts are debited and credited You can produce four posting logs when you post transactions e The Post Deposits Log shows the amounts posted to your bank accounts and contains information from the SOTDxxx and SOTHxxx files e The Post Inventory Items Log shows the detail of inventory line items and contains information from the INVExxx Items INLDxxx Location Detail SOTDxxx and SOTHxxx files e The Post Sales Order Log shows the amounts posted to the ARINxxx and ARCUxxx files the amounts posted to the General Ledger accounts the balance and the total posted to the JOBSxxx file and it contains information from the SOTDxxx and SOTHxxx files Sales Order 7 21 CHAPTER 7 Transaction Reports Post Transactions e The Post Cash Receipts Log shows the cash receipt amounts posted to the ARINxxx and ARCUxxx files and the general ledger accounts that are affected and it contains information from the ARCRxxx file before it is cleared by posting Befor
79. Invoice Number as the Print by option Sales Order Open Order Report Transaction Reports CHAPTER 7 9 Select the output device to produce the report See Reports on page 1 31 for information on output devices After the report is produced the Transaction Reports menu appears Open Order Report 10 22 2010 Builders Supply 12 45 PM Open Order Report By Customer Order Entry Cust ID Order Date JIK Job Phase or Loc Item ID Quantity Units Quantity Batch Status Rep 1 Req Date Description Available Invoice Ship Date 00000011 001 ACE001 12 05 10 I CA0001 100 5 0000 PKG Original 000002 NEW GPD 12 31 10 Electrical Package Ordered Shipped I CA0001 150 0000 PKG Original 12 31 10 Plumbing Package Ordered Shipped Totals for Customer ACE001 Original Ordered Shipped Grand Totals Original Ordered Shipped Backord End of Report Sales Order 7 13 Blanket Order Report o M Use the Blanket Order Report function to list the blanket orders on file by blanket number or customer ID Blanket Order Report Screen Select Blanket Order Report from the Transaction Reports menu The Blanket Order Report screen appears E Blanket Order Report tlees Commands Edit Modes Other Help RX u mealmal lee OK _ Abandon Customer ID From ACEO01 a Status Thru TENOO1 la New Blanket No From 00000001 a In Process Thru 00000004 la Closed New and In Process Blanket Type All All Statuses Sort By Customer
80. Length 12 Type A Z FIELD DEFAULT VALUE BATCH DEP ID 000002 DIST CODE 01 GL CODE R1 C R _ INVOICE DEPOSIT Company H 12 28 2007 Terminal T000 OVR Field Description Field The fields for which you can enter defaults appear Accept these field descriptions or change them Do not delete lines or rearrange field names The system looks for the defaults by their position in the table it treats the number on the first line as the batch department ID the value on the second line as the distribution code and so on Default Value For each field enter the value that you want to appear when you enter invoices miscellaneous credits and cash receipts 10 19 CHAPTER 10 File Maintenance Tables DUNxxx Table FORMxxx 10 20 The DUNxxx table stores dunning messages for statements in the Statements function see the Accounts Receivable User s Manual These messages appear at the bottom of a statement You can change the message on that function screen or in the DUNxxx table When you enter the table ID the rest of the DUNxxx table appears EN sote ta Es Commands Edit Modes Other Help PX te 286 99 Table ID DUN 4 Description Dunning Messages Table Number of Cols 1 Column Length 36 Type A Z Messages Please pay promptly Your account is past due Seriously past due Please remit Legal action is imminent Company H 12282007 Terminal T000 ovr Enter the m
81. Meyers MN0001 Order No 00004600 Item Qty Ordered Units Unit Price Ext Price Description 100 0000 PKG E Electrical Package 2 250 10 0000 CS 1410 0135 14100 14 4 Exterior Panels 300 5 0000 EA 45 6720 228 36 Interior Door i 400 5 0000 PKG 898 3905 4491 95 _ Interior Materials ll l Entry 001 of 004 Subtotal Freight Misc Sales Tax Prepayment Net Due 56875 65 15 00 00 00 56890 65 Enter edit I Append Header Jf Iotals View Company H 12 28 2007 Terminal T000 OVR The Recurring Orders screen is divided into these sections Information from the header screen is summarized at the top of the screen e The line item entry area or scroll region is in the middle of the screen e Order totals appear at the bottom of the screen Commands Use the commands to work with the information on the screen e Press Enter to edit the selected line item The Edit Line Item screen page 10 7 appears e Press A to add a line item to the end of the list The Append Line Item screen page 10 7 appears Sales Order 10 11 CHAPTER 10 File Maintenance Recurring Orders 10 12 e Press H to return to the header screen When you return to the header screen you do not lose line item and totals entries because these entries are already saved e Press T to enter or edit totals associated with the recurring order The Totals Information screen appears e Press V to view an expanded summary of the selected line item A
82. Must enter 1 n You must enter a value within the range specified in this message Must enter value You must enter the kind of value specified in this message Net due days cannot be less than discount days The net due days must be equal to or greater than the number of discount days New batch ID cannot equal old batch ID You must enter a unique ID for the new batch number when you use the Change Batches function see the Accounts Receivable User s Manual No more open invoices for ID The customer does not have any more open invoices to scan No summary history for this period You selected a period whose summary history was either deleted or never kept A 6 Sales Order System Messages APPENDIX A Open Invoice file not empty You cannot use the Build Open Invoice File function for a company whose ARINxxx Open Invoice file has been initialized and contains open invoices If you are using the wrong company exit to the File Maintenance menu change to the correct company and then try the function again Over maximum of 999 sequences for this date and reference ID You can enter a maximum of 999 comments for a particular date and reference ID Percentages cannot total more than 100 The sum of the sales rep s percentages cannot exceed 100 Press Enter to adjust payment amount and return to menu You cannot exit to the menu until the remaining amount is zero Press Enter to adjust the payment amount and return t
83. Not all of the commands above appear on every Information menu instead commands are available only as they are relevant to the task you are performing For example if you are entering a transaction in Accounts Receivable you can access comments or documents about items or customers but not about employees or vendors Consult Appendix A in the Resource Manager guide for more information on how to use the functions on the Information menu The Favorites menu gives you quick access to the OSAS functions you use most by allowing you to add selections for entire menus or particular functions to a custom menu After you ve set up the menu select Change to Favorites from the graphical Favorites menu or press F2 to access the functions The Favorites menu saves you time by eliminating the need to switch between applications You can add functions from several different applications to the Favorites menu and access them all there rather than switching between applications on the main menu to access the functions you need To add a function to the Favorites menu select the function you want to add and press F10 Press F2 to switch to the Favorites menu to confirm that your selection was added To remove a function from the menu select the function on the Favorites menu that you want to remove and press F10 again Sales Order Navigating OSAS Introduction CHAPTER 1 Toolbars As with menus graphical screens also contain toolbars that
84. Options and Interfaces function 3 Enter the date you want to print on the invoices credit memos or quotes This date is used to age invoices if you elected to use online aging in the Resource Manager Options and Interfaces function 7 4 Sales Order Print Invoices Transaction Reports CHAPTER 7 Whether or not you print invoices determines how invoices are aged The invoice header date is used for aging only if you do not print invoices If you print invoices the invoice date you enter here is used for aging regardless of the header date Quotes are not aged 4 If you assigned numbers to the invoices or quotes enter the number from which you want to start printing If you did not assign numbers enter the number of the first form you are going to use 5 If you are reprinting invoices or quotes enter the number of the last form that printed correctly If you are reprinting and you use prenumbered invoices or quotes produce the Sales Journal after you print all the invoices and quotes so that you have a record of the numbers 6 Select the type of forms you want to print You can print invoice forms quotes credit memos new RMAs or received RMAs 7 If you want all invoices quotes credit memos or RMAs to have a message enter one 8 If you want to print additional descriptions on the invoices or quotes select the check box or enter Y in text mode if not clear the check box or enter N in text mode 9 If you
85. Order Number 2 Use the Proceed OK command to save the number and exit to the File Maintenance menu 10 26 Sales Order Shipping Label Setup MM Use the Shipping Label Setup function to format your shipping labels before you print them Shipping Label Setup Screen Select Shipping Label Setup from the File Maintenance menu The Shipping Label Setup screen appears TEN shipping Label Setup la Ea Commands Edit Modes Other Help gt xa nemo 2e es l OK Abandon Label ID 4x4 4 Description 4 x 4 label Print Standard kA Label Width 4 0000 inches Label Height 4 0000 inches from top of one label to the top of the next Test Pattern Required Starting Print Rows Cols Row Col Return Address Y iS 30 1 1 Pick Slip Number Y 1 20 9 1 Order Number Y 1 20 10 1 Ship Via Y 1 20 11 1 Ship Date Y 1 20 12 1 Label Count 999 of 999 Y 1 10 14 1 Customer Ship to ID Y 1 13 13 1 Phone Number Y 1 13 13 15 7 30 17 4 Company H 12 28 2007 Terminal T000 OVR Field Description Inquiry Label ID Enter the label ID Description Accept the current description or enter a different description for the label Sales Order 10 27 CHAPTER 10 File Maintenance Field Print Label Width Label Height Test Pattern Print Required Rows Cols Starting Row Col Shipping Label Setup Description Enter S to print the labels in standard format Enter C to print the labels in compressed format Accept t
86. Orders Screen The Orders screen is divided into these sections e Information from the header screen is summarized at the top of the screen e The line item entry area or scroll region is in the middle of the screen e Order totals appear at the bottom of the screen Y Orders ER Commands Edit Modes Other Scroll Commands Information Help 2x zlik eala 281090 OK Abandon Soldto ACE001 ACE BUILDERS Loc ID Batch ID 000001 Ship to MNO001 Order No 00065445 New Item Job ID Qty Ordered Units Unit Pric Ext Pric Description Qty Shipped 100 1 0000PKG 422 8320 422 83 Electrical Package 0000 a Furnace 0000 Entry 002 of 002 Subtotal Freight Misc Sales Tax Prepayment Net Due 821 24 00 53 38 00 874 62 Enter edit JI Append Header Totals View Goto On Demand Picking Slip Packing List Recalculate Prices Next Transaction Ship Tracking Company H 10 12 2010 Terminal T000 OVR Commands Use the commands to work with the line items in the order e Press Enter to edit the selected line item You cannot change the Loc ID and Item ID fields e Press A to add a line item to the end of the list Sales Order 5 25 CHAPTER 5 Daily Work Transactions 5 26 Press H to return to the header screen When you return to the header screen you do not lose line item and totals entries because these entries are saved P
87. RMA Header Screen on page 5 38 7 If you received more than one form of payment on this order enter the second prepayment amount and the corresponding method of payment code When the Prepayment Entry screen appears enter or edit the appropriate information for the payment method as prompted 8 The total amount of the invoice less any prepayments appears in the Net Due field Use the Proceed OK command to return to the RMA screen RMA Tracking Number Detail The Tracking Number Detail screen appears when you press S on the RMA screen to view enter or edit shipment tracking numbers for returned orders TE Tracking Number Detail m Ce Commands Edit Modes Other Scroll Commands Help 2xelmealaao 26166 k Abande Method Ship Via Tracking Number Federal Exp 2nd Day 1265684654687644 KIKIKI Entry 001 of 001 Enteredit Append Done 2 l Launch Browser Select a command to work with shipping methods and tracking numbers Sales Order 5 47 CHAPTER 5 Daily Work Return Merchandise Authorization 5 48 Press Enter to edit the selected line then change the shipping method and edit the Tracking number Press A to add a new line then select the shipping method and enter the shipment tracking number Press D to return to the RMA screen Press L to launch your web browser and direct it to the shipping company s website to trac
88. Reason Code the RMA Status and or the Approved Qty e Use the Proceed OK command to return to the Returned Items screen Sales Order Change Batches o M The Change Batches function allows you to manually change the batch ID for a single order or an entire batch of orders that has not been posted If you did not elect to use transaction batching in the Resource Manager Options and Interfaces function you cannot use this function Change Batches Screen Select Change Batches from the Daily Work menu This screen appears TE Change Batches fol ea Commands Edit Modes Other Help zxulmel mal 7 lee OK Abandon Change Order No Batch ID Old Batch ID 000002 fa Order No 00000010 a New Batch ID 000001 A Copy Orders with Status of A Company H 09 26 2007 Terminal T000 OVR 1 Select the type of change you want to make You can copy a single order to a new batch or you can move all orders from one batch to another Inquiry 2 Enter the batch number from which you want to move the order or orders Sales Order 5 77 CHAPTER 5 Daily Work Change Batches 5 78 If you selected to move a single order enter the order number you want to move Enter the batch number to which you want to move the order or group of orders Use the Maintenance F6 command to open the Batch Control function to add or edit batch IDs If moving more than a single order use the Copy Orders with Status of function to
89. Reference Debit Credit COST OF SALES 104400 AR 2561 64 INVENTORY 104400 AR 2561 64 Posted to Year 2010 Period 10 2561 64 2561 64 Total GL Postings for Year 2010 2561 64 2561 64 10 26 2010 Builders Supply PAGE 2 2 13 PM Post Returned Inventory Items RMA Number 0 Original Invoice Item Loc Quantity Units Unit Cost Extended Cost Batch Order Line ID 00000001 000001 00000020 001 200100 MNOOO1 5 0000 EA 379 4400 1897 20 00000001 000001 00000020 002 200500 MNOOO1 6 0000 EA 47 5000 285 00 00000001 000001 00000020 003 200100 MNOOO1 1 0000 EA 379 4400 379 44 Grand Total 2561 64 End of Report Sales Order 7 31 CHAPTER 8 Shipping Efficiency Report 8 3 Customer Shipping Efficiency Report Sales Order 8 7 History Reports Introduction Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance and Master File Lists Refer to the Accounts Receivable User s Manual for questions on these shared menus or for questions on functions not covered in this manual 8 1 Shipping Efficiency Report o M The Shipping Efficiency Report function creates a report that helps you analyze your effectiveness at meeting the requests for shipping your customers made when they placed their orders This report is organized by date To analyze your shipping efficiency by customer use the Customer S
90. Sales Order OSAS 7 6 User Guide OSAS OSAS Sales Order User s Guide Version 7 6 2010 Open Systems Holdings Corp All rights reserved No part of this manual may be reproduced by any means without the written permission of Open Systems Inc OPEN SYSTEMS and OSAS are registered trademarks of Open Systems Holdings Corp All other product names are trademarks or registered trademarks of their respective companies Printed in U S A This manual is recyclable October 2010 Release 7 6 Document Number 2210 S076 This document has been prepared to conform to the current release version of OPEN SYSTEMS Accounting Software Because of our extensive development efforts and our desire to further improve and enhance the software inconsistencies may exist between the software and the documentation in some instances Call your customer support representative if you encounter an inconsistency Open Systems Inc 4301 Dean Lakes Boulevard Shakopee Minnesota 55379 General Telephone 952 403 5700 General Fax 952 496 2495 Support Telephone 800 582 5000 Support Fax 952 403 5870 Internet Address www osas com CONTENTS Sales Order Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapter 5 Chapter 6 Introduction 1 1 The Sales Order System 1 3 Starting OS AS rues lar la ad 1 13 Navigating OSAS 1 17 REPOS cera pean psi aie diese etal eee sit 1 31 Installation
91. Sales Order menu e The Appendixes contain supplementary material not directly related to Sales Order functionality e The Index is a topical reference to the information in the rest of the chapters and concludes this guide Conventions E 1 2 This guide uses the following conventions to present information When the Inquiry or Maintenance commands or both are available for a field the Inquiry and Maint flags appear in the margin See page 1 24 and page 1 28 for more information on these commands When you see the phrase use the Proceed OK command in this guide press Page Down in either text or graphical mode to continue In graphical mode you can also click OK to proceed If a function or feature is only available if the Banking application is installed this banking flag appears in the margin Sales Order The Sales Order System o M Use the Sales Order system to account for orders you take from customers Sales Order encompasses the capabilities of Accounts Receivable you can record sales you made to customers and orders that have not been paid Sales Order lends its tracking capabilities to other applications associated with tracking assets Inventory for example Sales Order represents an asset when you take orders from customers the orders when goods are shipped and invoices are posted are expressed as gains to your source of revenue and losses to the assets the customers bought For example wh
92. Shipping Label Setup statements function 10 27 applying credit to current bucket 3 13 Shipping Labels applying credit to oldest items 3 13 file 1 8 e mail 3 12 IX 8 Sales Order user document link 3 12 printing on forms 3 12 on plain paper 3 12 statuses 5 5 5 52 available 5 7 backordered 5 5 in use 5 6 5 7 invoiced 5 5 new 1 9 5 5 picked 1 9 5 5 quote 5 6 returned 5 5 shipped 5 5 verified 1 9 5 5 summary method initial balances 3 18 summary sales history 3 10 T Tables all companies 3 14 ARGLxxx 3 14 10 16 ARPDxxx 3 14 10 18 assigning to a terminal 3 15 company specific 3 14 copying 10 16 Defaults 3 15 deleting or rearranging information 3 14 DFxxxx 3 15 10 19 DUNxxx 3 14 10 20 FINCHxxx 3 14 for any situation 3 15 FORMxxx 3 14 10 20 function 10 15 individual companies 3 14 OPTxxx 10 15 prefix and suffix information 3 15 QCxxxx 10 22 OH1xxxx 10 23 QH2xxxx 10 23 ONxxxx 10 22 QRxxxx 10 22 QSxxxx 10 22 Sales Order INDEX Quick Entry 3 15 10 21 QVxxxx 10 22 setting up 3 14 10 23 system selection 3 16 use of 10 15 Tables List function 12 7 sample 12 8 terminal assigning table to 3 15 text mode command line 1 29 commands 1 28 flags 1 28 function screens 1 26 main menu 1 25 messages 1 29 toolbars 1 23 function screens 1 23 main menu 1 23 totals editing 5 26 entering 5 26 invoices on demand 5 36 recurring orders 10 12 Tracki
93. Wt field to switch to the bottom section of the screen to enter shipments against the blanket order Sales Order 5 57 CHAPTER 5 Daily Work Blanket Orders 5 58 Item Order Information The middle section of the screen contains information about all transactions involving the item ID When you enter or edit a line item for a blanket order the system scans the SOTDxxx Open Order and SOBLxxx Blanket Order files to determine which transactions involve the selected item The Orders in Process from Blankets field lists the quantity of the selected item included in orders released from blankets in the system The Non Blankets field lists the quantity of the selected item included in non blanket or regular sales transactions Use this information to plan shipments of your inventory items Adding or Editing Shipments Use the bottom section of the screen to add or edit shipments to release against the blanket order If you are working with an on demand blanket order enter the quantity of the selected item to release against the order along with its units If you are working with a scheduled blanket order this section lists the ship date quantity units extended weight and price and status of each shipment including the selected item that has been entered or released against the order No information is listed in this section of the screen until after you tab out of the Wi Ibs field in the top section Shipments for scheduled blank
94. and detail methods is less time consuming than the detail method and provides a fully operational ARINxxx file but it does not provide complete sales history The combination method consists of the following steps 1 Sales Order Use the Customers function see the Accounts Receivable User s Manual to enter summary balances for transactions that are no longer outstanding for the current period and for each aging period and to enter credit and payment history Do not include balances you will enter in step 3 Use the Build Open Invoice File function see the Accounts Receivable User s Manual to build one invoice for each unpaid finance charge current amount due and balance in an aging period Enter the invoices and open orders Select the Shipped Order option in the Transactions function to enter invoices and the New Order option to enter orders Post the transactions to the ARINxxx file Calculate finance charges on overdue invoices The customer records are updated with these amounts 3 19 CHAPTER 3 Setup Setup Checklist and Functions Roles To safeguard your system you ll need to prevent access by unauthorized people Use the Resource Manager Roles function to set up roles on your system You can set up roles for the Sales Order system itself for menus in the system and for individual functions To control users access to menus and functions you can set up an roles for each user or group of users that p
95. ands Help a ss i 2xu na mu gt 20 00 OK Abandon Our Ord No 00000027 Status Invoiced Cust ID ACE001 ACE BUILDERS Method Ship VA Tracking Number Federal Exp 2nd Day 1244554655465 E a g Entry 001 of 001 Enter edit Append l Header Launch Browser Goto Company H 1228 2007 Terminal T000 OVR Inquiry 2 Select the order number for which to enter shipment tracking information and use the Proceed OK command to move to the screen s scrolling region 3 Select a command e Press Enter to edit the selected line The Tracking Number Detail screen appears e Press A to add a new shipment method and tracking number to the order The Tracking Number Detail screen appears Press H to return to the Our Ord No field to enter a new order number for which to enter tracking information 5 72 Sales Order Tracking Numbers Daily Work CHAPTER 5 e Press Lto launch your web browser and direct it to the shipping company s tracking website When you use this command OSAS combines the tracking number with the URL address you entered for the shipping method to open the website so that you can view order status Refer to the Accounts Receivable User s Guide for more information on entering website information for shipping companies in the Shipping Methods function Tracking Number Detail Sales Order The Tracking Number Detail screen appears when you enter a new shipping method a
96. anket order appears Last Release Date When you release an order from the blanket and post that order the last release date is updated automatically Press Enter to accept this date If you are adding a blanket order one of these screens appears after you enter all header information depending on the blanket type you selected e Ifyou are entering an On Demand or Scheduled Blanket the Blanket Line Item Entry screen appears e Ifyou are entering a Dollar Amount blanket the Blanket Transaction Type selection screen reappears If you are editing releasing or returning a blanket the Blanket Order Detail screen appears Blanket Line Item Entry Screen 5 54 The Blanket Line Item Entry screen appears if you e enter a new blanket order of type On Demand or Scheduled e use the Append command on the Blanket Order Detail screen to add an item use the Edit command on the Blanket Order Detail screen to edit an item in the list If you use this command the Blanket Line Item Entry screen is titled Edit Line instead of Append Line Sales Order Blanket Orders Daily Work CHAPTER 5 e toa Es Commands Edit Modes Other Scroll Commands Information Inventory Lookups SO Commands Help 2X 2 2OAlm ol amp e OK Abandon Entry 001 ltem Kit ITEM Loc ID MNO001 4 CustID ACE001 Blanket No 00000005 ID 200100 GL Code R1 4 Desc Furnace Sales Acct 401000 4
97. application on the menu press End On an application menu press Page Up to move to the menu immediately behind it If you are several levels away from the main menu you can return to the main menu by pressing Page Up repeatedly or by pressing Tab once To exit from OSAS press F7 Function Screens Like the text menu OSAS text function screens can be used on all operating systems and in combination with graphical menus Settings Edit Print Help Orders Sales Order Navigating OSAS Introduction CHAPTER 1 Other Commands Information Menu Sales Order You can move around the screen these ways e Press Enter or the down arrow to move from field to field e To use a command that is listed in the command bar press the highlighted letter e Use hot key commands to access information screens or to toggle commands on and off Refer to Appendix B in the Resource Manager guide for more information on these commands and their corresponding hot keys e Ifa screen contains more than one section press Page Down when prompted to move to the next section e Ifa menu appears prompting you for the kind of information to enter or maintain such as in the example and on Transaction and File Maintenance screens select the appropriate option and press Enter e To exit the screen and return to the menu press F7 Menus Like the graphical mode the text mode also includes menus that give you access to command
98. are listed Accept the current field descriptions or change them Do not delete lines or rearrange the descriptions The system looks for these fields by their position in the table it applies the information on the first line to the Loc ID field the information on the second line to the Sold To field and so on Data If you want the cursor to stop at that field only when you press Enter enter E If you want the cursor to stop at that field when you press either Tab or Enter enter T If you do not want the cursor to stop at that field leave the field blank Sales Order Edit Sales Order Number Ooo M Use the Edit Sales Order Number function to change the number the system assigns to the next sales order You can use this function only if you elected to have the system generate sales order numbers in the Resource Manager Options and Interfaces function Edit Sales Order Number Screen Select Edit Sales Order Number from the File Maintenance menu The Edit Sales Order Number screen appears EX Edit Sales Order Number Le ES Commands Edit Modes Other Help 2xtl melmalzelee ok _ Abandon Sales Order Number Company H 12 28 2007 Terminal T000 OVR Enter the number you want the system to assign to the next sales order or return The system starts with this number and increments it by one when you enter sales order transactions Sales Order 10 25 CHAPTER 10 File Maintenance Edit Sales
99. aster File Lists and Codes Maintenance Refer to the Accounts Receivable User s Manual for questions on these shared menus or for questions on functions not covered in this manual Reason Codes MM Use the Reason Codes function to set up merchandise return reason codes for use with Return of Merchandise Authorizations Select Reason Codes from the Codes Maintenance menu The Reason Codes screen appears E Reason Codes ola tz ommands Edit Modes Other Help 2Xt nealaal e ok tendon Reason Code DEFECT a Description Defective product Company H 04 29 2010 Terminal T000 INS Inquiry 1 Enter the reason code whose information you want to add or change 2 Enter or edit the reason code s description if necessary 3 Press Enter and click OK to save the reason code Press F5 or Abandon to start over 4 After you save the reason code information enter information about a different reason code or exit to the Codes Maintenance menu Sales Order 11 3 CHAPTER 12 Recurring Orders List i M aster Fi le Lists Reason Codes List 12 Tables List 12 7 GL Account Audit Report 12 9 Introduction Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance and Master File Lists Refer to the Accounts Receivable User s Manual for questions on these shared menus or
100. aterials codes can be copied directly from the Inventory files if Sales Order interfaces with Inventory The SOKHxxx Kit History file stores history information from the Bill of Materials Kitting application if it interfaces with Sales Order File Interaction Sales Order The Sales Order system tracks money committed and owed to you by customers When you enter and post orders information is retained in or distributed to the appropriate files to keep the information up to date make the information available through reports and keep the system in balance File Maintenance Most of the Sales Order system is already set up when you set up the Accounts Receivable system but you must make a few modifications Use the Recurring Orders function to enter recurring orders or orders that you know will come in regularly The information is kept in the SORHxxx SORLxxx and SORDxxx files Use the Tables function to make adjustments to values accounts finance percentages and so forth that are to be used throughout the system The information is kept in the SOTB file If you elected to have the system generate sales order numbers in the Resource Manager Options and Interfaces function use the Edit Sales Order Number function to change the number the system assigns to the next sales order 1 7 CHAPTER 1 Introduction The Sales Order System 1 8 Use the Shipping Label Setup function to design your shipping labels This informati
101. be filled the stockroom worker can write on the picking slip the quantity of each item that must be backordered Then the original order is verified against the picking slip Picking Slips Screen Select Picking Slips from the Shipping Reports menu The Picking Slips screen appears E Picking sips ao Commands Edit Modes Other Help 2 Xte gt OA MH 6 e OK Abandon Has Sales Order Entry Been Completed cs Batches to Print 4 Print Picking Slips for o New Orders Backorders Lost Orders A List of Orders First Slip Number to Print Last Good Slip Number If Restart Print Kit Detail Print Bar Codes 000105 Component x El Company H 08 03 2010 Terminal T000 OVR Sales Order 6 3 CHAPTER 6 Shipping Reports Picking Slips 6 4 If you have entered all the sales orders select the check box or enter Y in text mode if not clear the check box or enter N in text mode If you have not entered all sales orders for this print run exit to the menu and enter them before you print Select the batches you want to print when the Batches to Print screen appears You can enter multiple batches in a single print run If you elected not to use batch processing in the Resource Manager Options and Interfaces function the Batches to Print screen does not appear Select the type of orders for which you want to produce picking slips To reprint picking slips you printed online select A
102. bels Enter the number of labels you want to print Select the output device to produce the labels See Reports on page 1 31 for more information on output devices If you selected Printer or Print Preview as the output device you are returned to the Shipping Labels screen to select whether to print an alignment character If you want to print an alignment form select the check box or enter Y in text mode if not clear the box or enter N If you elected to print an alignment character the Is the form aligned message appears after the alignment form prints If the form is not aligned correctly adjust the form and select No or enter N in text mode to reprint the form Repeat this process until the form is aligned then select Yes or enter Y in text mode to print the labels After the labels are printed one of these things happens If you elected to print bills of lading from shipping labels in the Resource Manager Options and Interfaces function a Print Bill of Lading message appears Select Yes or enter Y in text mode to proceed to the Bill of Lading selection screen page 6 13 Select No or enter N in text mode to return to the Shipping Labels screen If you did not elect to print bills of lading from shipping labels the Shipping Reports menu appears Shipping Labels 6 8 VISOO1 203 555 3642 VISA 2347 WEST VIRGINIA AVE SUITE 1025 DOVER DE 14003 2347 VISOO1 203 555 3642 VISA 2347 WEST VIRGINIA AV
103. ber of Sales Order and press Enter You can determine the version by looking at the copyrights screen when you start OSAS or in most versions by using the Information Shift F2 command on the menu screen If data files already exist for Sales Order in the intended destination path the SO data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and convert the files from the version in the source path select Yes or enter Y in text mode if not select No or enter N in text mode If you elect not to erase existing files you must change your directory choices so that no conflict exists Accounts Receivable and its version number appear automatically You must convert the AR data files as well in order to use Sales Order If data files already exist for Accounts Receivable in the intended destination path because you already converted them the AR data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and reconvert the files from the version in the source path select Yes or enter Y in text mode if not select No or enter N in text mode To begin the conversion use the Proceed OK command 2 5 CHAPTER 2 Installation and Conversion Conversion 10 The Do you want a printout of error log after each application prompt appears If you want the error log to be produced after files are converted for each application selec
104. bers you entered for the item and the unit cost and unit price for each serial number The extended cost and extended price of the item appear in the lower right corner of the screen while a running total of the serial numbers you enter appears in the lower left corner Use the commands to work with the serial numbers in the list e Press Enter to edit the selected serial number The Edit Serial Number screen appears e Press A to add a serial number The Append Serial Number screen appears e Press Gto go to a specific serial number in the list This command appears only when there is more than one screen of items e Press Dto exit from the screen Sales Order 5 17 CHAPTER 5 Daily Work Transactions 5 18 Adding or Editing Serial Numbers If you have serialized items the Append or Edit Serial Number screen appears when you add or edit a serial number on the Serial Number Entry screen EX Append Serial Number f Commands Edit Modes Other Help 2zxt malmaa l 7 lee ok __ Abandon Serial No 654654321654654 a Orig Qty Jal Cost 0 Fullfill Qty 1 000 Price 528 5400 Backord Qty Comment 1 Enter the serial number of each unit You must enter an available serial number as indicated by a status of A in the Serial Number Lookup screen when you use the Inquiry F2 command To return items enter in use items as indicated by a status of I in the Serial Number Lookup screen The status of those items then
105. bles stores a company s current general ledger period fiscal year and number of periods per year for posting and periodic history When you enter the table ID the rest of the ARPDxxx table appears EN sors fo es Commands Edit Modes Other Help gt xau nemo 2e es oK Abandon Table ID ARPDH 4 Description AR Periods Table Number of Cols 3 Column Length 12 Type N y PERIOD FISCAL YEAR PERIODS YR 12 00 2007 00 12 00 00 00 00 00 00 00 DO DO 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 Company H 12 28 2007 Terminal T000 OVR Field Description Period 1 00 13 00 Enter the number of the current period The period is incremented when you perform periodic maintenance Fiscal Year Enter the current fiscal year The fiscal year is incremented when you do year end maintenance Periods Yr 1 00 Enter the number of accounting periods your 13 00 company uses in a year Sales Order Tables File Maintenance CHAPTER 10 DFxxxx Table Sales Order The DFxxxx table stores the default batch ID distribution code GL code and cash receipt invoice number that appear when you enter transactions When you enter the table ID the rest of the DFxxxx table appears EX sors oa es Commands Edit Modes Other Help 201808 ok Abandon Table ID DF 4 Description Defaults Table Number of Cols 2 Column
106. cannot print this report if Sales Order does not interface with Inventory Order Fulfillment Report Screen When you select Order Fulfillment Report from the Shipping Reports menu this screen appears EN Order Fulfillment Report Ciela Commands Edit Modes Other Help 2xt malma l 7 l ee OK Abandon Req Ship Date From El Include Thru E New v EN Backordered Y Order No From 00000012 BY Picked F Thru 00000018 Print By Customer ID From ACE001 A Order Number Thru TENOO1 S Customer ID Location ID From a Thru a Print Fulfillable Items Y Batches to Print 1 Unfulfillable Items 7 CompanyH 1228 2007 Terminaitooo OVR Inquiry 1 Enter the range of requested shipment dates order numbers customers and locations you want to print on the report Enter values into a combination of boxes to select specific items to print on the report or leave the boxes blank to print all items Sales Order 6 29 CHAPTER 6 Shipping Reports Order Fulfillment Report Select the batches you want to print You have this option only if you elected to use batching in the Resource Manager Options and Interfaces function Select the status of the orders you want to include in the report For each status new backordered or picked select the check box or enter Y in text mode to include orders with that status in the report or clear the check box or enter N in text mode to exclude orders with that s
107. ce totals press F7 to exit to the Daily Work menu The invoice numbers and dates are updated for the invoices you printed on demand 5 36 Sales Order Return Merchandise Authorization o MM Return Merchandise Authorizations Use Return Merchandise Authorizations or RMAs to record a return of items from your customers and to track it from authorization through receipt of the goods at your location through an optional approval process to the return of the goods to stock or a write off of the cost RMA Selection Screen When you select RMA from the Transaction Type selection screen page 5 3 you can choose one of the following options EX Transaction Type fo S 13 2xXt hel mal 8 0 x Transaction Type Orders RMAs Blanket Orders New RMA Received RMA Change RMA Receive Goods Select the action you want to perform Select New RMA to enter an RMA for merchandise you have yet to receive Sales Order 5 37 CHAPTER 5 Daily Work Return Merchandise Authorization e Select Received RMA to enter an RMA for merchandise that you have already received e Select Change RMA to update an TRMA that you have already created e Select Receive Goods to receive merchandise against an RMA that you have already created RMA Header Screen After you make your selection from the Transaction Type selection screen the header screen appears La ema fo S E Comman
108. choose to copy All orders or choose to only copy orders with a New Picked Verified Returned Invoiced Backordered or Quote status Press PgDn to copy the orders After the orders are moved the Daily Work menu appears Sales Order Batch Control o M Use the Batch Control function to inquire about the status of your batches to set up new batches and to maintain existing batches If you did not elect to use transaction batching you cannot use this function Select Batch Control from the Daily Work menu The Batch Control screen appears EN Batch Control le Es Commands Edit Modes Other Help 2xt melmal2elee ok abandon Batch ID 00000 q Report Status Description Daily Batch Sales Journal Unprinted X Lock Flag Status Released X Misc Credits Journal Not Applicable Zi Permanent Cash Receipts Journal Unprinted X Term User Name Term User Name Company H 12 28 2007 Terminal To00 OVR elected to use automatic batch number generation in the Options and Interfaces function you can create a new batch ID by using the Proceed OK command Inquiry 1 Enter the batch ID with which you want to work in the Batch ID box If you Sales Order 5 79 CHAPTER 5 Daily Work Batch Control 2 If a terminal ID appears in the Lock Flag box the batch is or was produced or posted on that terminal Do not change it unless you need to release a locked batch 3 Enter a description of the transactions in this ba
109. ck file in use One of the function s files is locked because another workstation on the system is using it Try the function again when no one else is using the file Unable to open file Unable to open file in use The file you are trying to use is either corrupted or locked at another terminal on the system Wait a few minutes and try again If the condition continues get help from a support technician Unable to print to device The system cannot access the output device you are trying to use Make sure that the output device is online Valid entries are range Valid units are n Enter one of the valid selections shown in this message Warning customer is on credit hold The customer is on credit hold Press Enter to remove the message then continue working with the customer ID or enter a different customer ID Sales Order A 9 APPENDIX A System Messages Warning summary history not available for all comparisons Summary history is not available for all the comparisons in the report In each column of the report where summary history is unavailable or insufficient 00 prints You must build ARPDxxx table before doing operation You must build the ARPDxxx table for the company before you can use the Periodic Maintenance and Post Transactions functions These functions rely on being able to sort by period Your hard disk is full unable to finish copying The system cannot finish converting your files
110. contains an address you can use the Address Mapping command menu to view a map of that address This command combines address information with the URL and search variables in the Resource Manager Web Setup function and the Map Lookup ID in the Company Setup function to direct your web browser to a mapping website and generate the map 1 29 CHAPTER 1 Introduction Navigating OSAS The Address Mapping command is available when the Map flag appears at the bottom of the screen To view a map of the first address on the screen press Shift F4 To view a map of the second address if present press Shift F5 The second command is not available when there is only one address Note Before you can view maps you must set up mapping website information in the Resource Manager Web Setup function select the Map Lookup ID to use in the Resource Manager Company Information function and enter the path to your workstation s web browser in the Resource Manager Defaults function 1 30 Sales Order Reports MM OSAS applications contain a variety of reports that help you make the best decisions for your business With reports you can view transaction summaries print audit trails of activity managed through OSAS functions make lists of your basic master file information for reference and analyze all aspects of your company s cash flow This section summarizes the basics of using reports For detailed information on a specific report see that repo
111. creens you have the following output options Printer Print Preview PDF File or E mail for selected reports If you use text function screens you have these options Printer File Screen or E mail for selected reports Sales Order Reports Introduction e CHAPTER 1 Sales Order If you use graphical screens the Output Information dialog box appears after you select the range of information to include in the report EX Output information Ts es LPL System Default Printer Laser poma PDL Print Dialog Laser Standard Print Preview LPD System Default Printer Dot Matrix andar PDF PDD Print Dialog Dot Matrix Compressed e LPW System Default Printer Wide Carriage File IPDW _ Print Dialog Wide Carriage Dot Matrix Email File Name data QO000H_pdf Browse Cancel If you use text screens these options appear at the bottom of the screen after you select what to include in the report and how to organize it Output P rinter p Rjeview F ile Screen e Mail find Print the Report Follow these steps to print a report 1 Select Printer in graphical screens or enter P in text screens 2 If multiple printers are available for the terminal either select the printer from the list or enter the appropriate code for the printer and press Enter Use the Devices function in Resource Manager to add printers to the terminal 3 When available select either Standard or enter S to print the report in standard width o
112. ction on the Resource Manager Company Setup menu to verify that the correct interfaces are selected If that does not correct the problem get help from a support technician e You are working with the wrong company Return to the menu then use the Change Company F3 command to enter the ID you want In any case press Enter to get back to the menu correct the problem and select the function again GL account is a memo account You cannot use a memo account as the sales COGS or inventory account for a line item GL account is not in Master file The account number you entered is not in the GLMAxxx Master file Enter the correct account number the Inquiry F2 command is available Invalid date mm dd yyyy Invalid date dd mm yyyy The date you entered is invalid or the format you used is incorrect for example American format in a European format system This message is usually accompanied by one of two explanatory messages Month out of range 1 to 12 or Day out of range 1 to nn If you entered an invalid date press Enter and enter a valid one You can enter dates in either format 010101 or 01012001 A 4 Sales Order System Messages APPENDIX A Invalid entry The information is not valid in the field where you entered it Check the data and enter it again Consult the user s manual or use the Help F1 command for information Invalid number of periods in ARPDxxx table The valid nu
113. customers You can set up recurring orders for individual customers and for groups of customers After you set up the recurring orders use the Copy Recurring Orders function to copy them to the SOTDxxx and SOTHxxx Open Order files when they come due To save time you can copy a group of recurring orders to the SOTDxxx and SOTHxxx files instead of entering each transaction each time you send the bill By assigning each order a run code you can process these groups of orders on different schedules monthly bimonthly or whatever fits your company s needs Recurring Orders Selection Screen Select Recurring Orders from the File Maintenance menu The Transaction Type menu appears over the Recurring Orders and Header Information screens EN Transaction Type a Commands Edit Modes Other Help xa mne mo 24e 00 a Jo Select Recurring Orders Edit Recurring Orders The Recurring Orders Transaction Type selection screen offers two choices Recurring Orders and Edit Recurring Orders The only difference between the two functions is that when you create a recurring order you create data when you edit a recurring order you work with existing data After you make your selection the Recurring Orders header screen appears Sales Order 10 3 CHAPTER 10 File Maintenance Recurring Orders Recurring Orders Header Screen After you make your selection from the Recurring Orders selection screen
114. d the software you must set up the system Follow the setup procedures carefully the choices you make determine how the system operates To properly set up the Sales Order system you need to gather and organize your accounting data You need the following information e a chart of accounts for your business e sales and receipt cycles e previous year and current year sales returns and receipts histories organized by customer Codes and IDs When you set up the system you assign codes and IDs to tell the system how to identify each item on file The system uses these identifiers to organize the information in reports and inquiry windows The system arranges code characters in a particular order In the following list codes and IDs are sorted from lowest to highest with dashes representing blank spaces 0 1 Z a 01 A 000000 000001 1 Sales Order 3 3 CHAPTER 3 Setup Setup Considerations 3 4 The organization of these codes illustrates the following principles e The system reads codes from left to right until it finds something other than a blank space e Ttems that make up a code are always listed alphabetically The items are listed in this order for each position blank spaces characters and so forth numbers 0 9 uppercase letters A Z lowercase letters a z Alphabetical rules are not intuitive
115. dditional information about the line item such as the General Ledger account and description appears on the View Line screen Press any key to return to the Recurring Orders screen e Press Gto go to a particular line item then enter the line number This command appears only if there is more than one screen of line items e Press N to enter a different recurring order The Recurring Orders selection screen page 10 3 appears Totals Information Screen The Totals Information screen appears when you press T on the Recurring Orders screen to view order totals EN Totals Information fo 2 ee Commands Edit Modes Other Help 2xtl melmalzelee ox _ Abandon Subtotal 56875 65 Freight 15 00 Tax Class Miscellaneous Chgs 00 Tax Class Sales Tax 00 Invoice Total 56890 65 Net Due 56890 65 The screen lists the order subtotal calculated sales tax if the order is taxable and invoice total Sales Order Recurring Orders File Maintenance CHAPTER 10 Sales Order Enter the freight charges to be added to the order in the Freight field or press Enter to skip the field If you enter a freight charge if the order is taxable and if you indicated that freight is taxable in the Resource Manager Tax Groups function the freight s tax class appears in the Tax Class field Change this tax class if necessary Enter the miscellaneous charges to be added to the order in the Miscellaneous Chgs field or press Enter to skip
116. demand blanket Press A to add a line item to the end of the list of line items Use this command to enter release quantities for items not previously released on a dollar amount blanket 5 60 Sales Order Blanket Orders Sales Order Daily Work CHAPTER 5 Press H to return to the blanket order header screen page 5 52 When you return to the header screen you do not lose line item and totals entries because these entries were saved previously Press T to enter or edit totals associated with the order See Totals Information on page 5 62 for more information Press V to view an expanded summary of the selected line item Additional information about the line item such as the general ledger account and description quantities ordered and shipped and price and cost information appears on the View Line screen Press any key to return to the Blanket Order Detail screen Press G to go to a specific line item then enter the line item number This command is available only when there is more than one screen of line items Press R to release shipment quantities from this blanket and create a new sales order This command is available only if you selected Release Blanket Order from the blanket order selection screen page 5 51 See Releasing Blanket Orders on page 5 63 for more information Press N to finish with this blanket order and return to the blanket order selection screen 5 61 CHAPTER 5 Daily Work B
117. der interfaces with Bill of Materials Kitting J for a job or phase if Sales Order interfaces with Job Cost or I for an inventory noninventory or service item Press Enter to accept the default location ID or enter a different location to which you want this item returned The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory Enter the ID of the item kit or job If you entered a job ID you can then enter a phase ID for that job The description of the item or job appears If you elected to enter additional descriptions about line items when you enter invoices in the Resource Manager Options and Interfaces function the Additional Description Lines window appears when you press Enter in the Desc field Enter up to 10 lines of additional text or press Enter to skip this field Sales Order Return Merchandise Authorization Field Sls Cat Tax Class Req Ship Price ID GL Code Sales Acct COGS Acct Inv Acct Sales Order Daily Work CHAPTER 5 Description When you finish entering text press Enter at a blank line The text is saved and you are returned to the line item entry screen The sales category refers to an inventory item Enter a sales category or press Enter to skip this field The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory The sales tax code assigned in the customer record appears Accep
118. der screen is summarized at the top of the screen e The line item entry area or scroll region is in the middle of the screen e RMA totals appear at the bottom of the screen MA Le E es Commands Edit Modes Other Scroll Commands Information Help RE Re 26166 OK Abandon Sold to ACE001 ACE BUILDERS Loc ID Batch ID 000001 Ship to MNO001 Order No 00000025 New RMA Item Job ID Qty Ordered Units Unit Prici Ext Price Description Qty Shipp 1 0000 PKG 3 a Electrical Package 0000 a 550 1 0000 PKG 1275 1920 1275 19 a Millwork Package 0000 Entry 001 of 002 Subtotal Freight Misc Sales Tax Prepayment Net Due 1654 02 00 107 51 00 1761 53 Entersedit Appena Header J Totais View Goto On Demand RMA Packing List Recalculate Prices Next Transaction Ship Tracking Company H 10 13 2010 Terminal T000 OVR Commands Use these commands to work with the line items in the RMA e Press Enter to edit the selected line item You cannot change the Loc ID and Item ID fields Press A to add a line item to the end of the list Sales Order 5 43 CHAPTER 5 Daily Work Return Merchandise Authorization 5 44 Press H to return to the header screen When you return to the header screen you do not lose line item and totals entries because these entries are saved Press T to enter or edit totals associa
119. ds Edit Modes Other Information Help 2x e mal relee ok Abandon Batch ID 000001 Ls Our Order No 000000214 4 Date 05 28 2010 CA Status New RMA Loc ID MNOO01 Sold to ACE001 3 Ship to 000001 4 ACE BUILDERS Bill Meyers 1588 SE 31ST STREET Receiving 1588 SE 31st Street PADUCAH KY 28655 7865 US Paducah KY 4 28655 US 4 Sales Rep 1 GPD 4 Percent 100 0 Ship Method FED2 is Sales Rep 2 La Percent 0 Ship Via Federal Exp 2nd Day Cust Level ACE001 Pick Slip No 976431 Terms Code 2PCT la Requested Ship Date 05 28 2010 T Terms Desc 2 10 n 30 Type Reg Actual Ship Date 05 28 2010 a Terms 2 00 Days 10 Net Days 30 GL Pd Year 05 2010 RMA No 9786757246 Taxable PF RMA Date 05 28 2010 Tax Group MN ls Inv No 1624375 Date 05 28 2010 a Description Minnesota 5 38 Sales Order Return Merchandise Authorization Daily Work CHAPTER 5 This screen is nearly identical to the Order Header Information screen page 5 6 Descriptions of the fields unique to this screen are below refer to Order Header Information Screen on page 5 6 for descriptions of shared fields Field Description RMA No If you are editing an RMA or if you are adding an RMA and you elected not to have the system generate RMA numbers enter the RMA number If you are adding an RMA and you elected to use system generated RMA numbers a number appears and cannot be changed RMA Date Enter the date the RMA is authorized If you enter the cu
120. e Return Merchandise Authorization on page 5 37 for instructions on working with RMAs e Select Blanket Order to set up maintain or fulfill blanket orders for your customers See Blanket Orders on page 5 51 for instructions on working with blanket orders If you ve selected Orders on the Transaction Type selection screen you can choose one of the following options EX Transaction Type Se x Commands Edit Modes Other Help 2xt melma relee OK Abandon Transaction Type Orders RMAs Blanket Orders New Order Shipped Order Change Order Verify Order Price Quote e Select New Order to enter an order you just received and need to fill e Select Shipped Order to enter an order with items that have been sent to the customer Sales Order Transactions Sales Order Daily Work CHAPTER 5 e Select Change Order to edit an order regardless of its status add delete and edit line items delete entire orders reprint on demand picking slips or invoices e Select Verify Order to change an order from new or picked status to verified status e Select Price Quote to produce professional quotes for your customers The option you select determines which statuses are assigned to the orders Order Status The system tracks orders in terms of the following statuses which indicate where an order is located in the work cycle New status means that you entered the order but did not
121. e Posting Before you post back up all of your data files Backing up your data files before you post is an important practice Unforeseen problems such as a power surge or failure can interrupt the post and result in the loss of data Post Transactions Screen Select Post Transactions from the Transaction Reports menu The Post Transactions screen appears H Post Transactions Commands Edit Modes Other Help 2xt aalmal 7elee Have You Backed Up Your Data Files E Batches to Post 1 Post To urrent Fiscal Year 2007 Last Fiscal r 20066 Age All Customers m Print Zero Balance Post Logs v Unposted Orders and Backorders Leave in Current Batch es Move to New Batch Company H 12 28 2007 Terminal TODO OVR 1 Ifyou have backed up your data files select the check box or enter Y in text mode if not clear the box or enter N in text mode If you have not backed up your files return to the menu and do so before you post 7 22 Sales Order Post Transactions Sales Order Transaction Reports CHAPTER 7 Select the batch numbers you want to post You can post multiple batches at one time You have this option only if you elected to use batch processing in the Resource Manager Options and Interfaces function Select the fiscal year to which you want to post the transactions If Sales Order does not interface with General Ledger or if you did not create last year data in Ge
122. e at the same time aN OPEN SYSTEMS R Accounting Software File Views Tools Other User Window Help gt O A amp M B Company H Buiders Supply x E Commands Edit Modes Other Scroll Commands Information Help Information Inquiry Daily Work xE R e ma 7666 OK _ Abandon Inventory Transactions Location Transfers E Transaction Journal Transfers Journal Post Transactions GL Adjustments Journal Post GL Adjustments Adjustment _ 250 ITX0001 Reorder Processing Purchase 350 CA0001 Reports Adjustment 700100 IMNO002 Analysis Reports Productivity Rpts Inventory Productivity Rpts Lot Serial Periodic Processing Physical Inventory File Maintenance Code Maintenance Master File Lists Master Codes List Quantity Units Date Stat Type Item Loc ID 12 14 2010 4 12 14 2010 2 12 14 2010 2 4 2 6 0000 PKG 15 0000CS 32 0000CS 2 0000EA 170 0000EA Purchase TX0001 Adjustment 250 IMNO001 12 14 2010 12 14 2010 DIE r Line No 000001 of 000005 1 Reconciliation C 80MKitting DD FA GL GN IN JO Q m AAA Enter edit Company H 12 29 2010 Terminal T000 OVR You can move around the MDI menu these ways e To view an application s menus click that application s tab To view the functions a menu contains click the menu name The men
123. e for information on setting up users and roles Sales Order Starting OSAS Roles Introduction e CHAPTER 1 Roles limit use of the system and protect sensitive information Each role allows access to specific applications menus and functions If you cannot select a menu or function your assigned role is not authorized for it Use the Roles function in Resource Manager to set up roles Workstation Date Sales Order To change the workstation date select Workstation date from the File menu click the Change Date button on the toolbar or press F6 EN set Workstation Date Re Es Commands Edit Modes Other Help 2x te ma 2 e r mm Workstation Date 12 28 2007 Ts When the Workstation Date box appears use the button or your keyboard to enter the date and press Enter Navigating OSAS Te OSAS menus and functions are available in two modes graphical and text The graphical mode allows both keyboard and mouse commands and uses data entry fields and buttons similar to those found in any graphical software program The text mode presents information in a simpler text format and uses keyboard commands to access functions and move around the screen If you use an operating system that does not have graphical capabilities the text mode is the only mode available You can use either text or graphical function screens independently of the main menu For example you can use text function screens while usi
124. e whether or not you want to use limits for credit card authorizations Toggle between YES or NO to indicate whether or not you want the system to check for similar items in standing blanket orders in transactions and recurring entires Toggle between YES or NO to indicate whether you want to keep use return processing The option must be set to YES in order to use RMA functionality Toggle between YES or NO to indicate whether you want to keep returned items history Toggle between YES or NO to indicate whether you want to use system generated RMA numbers If you select NO you will need to enter RMA numbers on each new RMA 3 13 CHAPTER 3 Setup Setup Checklist and Functions 53 When you finish selecting options press W to save your entries Then exit to the Options and Interfaces screen Select another application whose options and interfaces you want to change or exit to the Resource Manager Company Setup menu Tables Tables store information relating to the system data options and default settings Use tables only to enter and store data Do not delete lines or rearrange the account descriptions The system looks for information by the position of the lines in the table For example in the ARGLxxx table the system always treats the account on the first line as the cash receipts account and the account on the second line as the discount account Many of the tables you use in the Sales Order system were set up in
125. ed item ID for an order with a status other than New this screen appears when you use the Proceed OK command in the Append Edit Line screen EN Lot Serial Number Entry nes SES Commands Edit Modes Other Scroll Commands Help 2X t2 hR Bla a 26 66 k Abandon Item ID 700500 Series Number Loc ID MN0002 MINNEAPOLIS WAREHOUSE Units EA Lots No 120195 q Lot Qty 1 0000 Total Qty 1 0000 Serial Number Unit Cost Unit Price E 2 2500 AAA AAA _ nv A a Number 000001 of 000001 2 2500 5 8500 E Enter Edit Append Goto LotNumber Done The screen shows the item ID description location unit and requested quantity you entered on the Append Edit Line screen then lists the serial numbers you entered for the item and the unit cost and unit price for each item The extended cost and extended price of the item appears in the lower right corner of the screen while a running total of the serial lot numbers you enter appears in the lower left corner Use the commands to work with the serial lot numbers in the list Press Enter to edit the selected serial lot number The Edit Serial Lot Number screen appears 5 21 CHAPTER 5 Daily Work Transactions 5 22 e Press A to add a serial lot number The Append Serial Lot Number screen appears e Press G to go to a specific serial lot number in the list This command appears only when there is more than one screen of items
126. ed orders are assigned a status of either Pending or Released A Pending status indicates that the shipment is entered but is not yet released against the blanket as an order A Released status indicates that the shipment was released against the blanket Select Release Blanket on the Blanket Orders selection screen page 5 51 to release shipments against both on demand and scheduled blankets and create a new order for these shipments then select Change Orders on the Transaction Type selection screen page 5 3 to edit these released orders If you are working with a scheduled blanked order select a command to work with the shipment lines e Press Enter to edit the selected line Edit the ship date quantity and unit of measure then press Enter to return to the Append Edit Line screen Sales Order Blanket Orders Daily Work CHAPTER 5 e Press A to add a shipment line to the end of the list Enter the ship date quantity and select the unit of measure then press Enter to return to the Append Edit Line screen e Press G to go to a specific shipment line This command is available only when there is more than one screen of line items e Press L to return to the top section of the screen to edit item information Press D to return to the Blanket Order Detail screen Blanket Order Detail Screen The Blanket Order Detail screen is divided into these sections e Information from the header screen is summarized at the top of t
127. een YES or NO to indicate whether you want to be able to print bills of lading directly from the Shipping Labels function Toggle between YES or NO to indicate whether you want the system to generate the numbers for blanket orders Toggle between YES or NO to indicate whether or not you want to save archived bill of lading links to Print Manager Sales Order Setup Checklist and Functions Setup CHAPTER 3 E E Sales Order 41 42 43 45 46 47 48 49 50 51 52 Toggle between YES or NO to indicate whether you want to be able to post data without printing reports Toggle to YES if you want to post line item detail to General Ledger Toggle to NO if you want to post only summary information Toggle between YES or NO to indicate whether you want to print the company name and address on plain paper forms Toggle between YES or NO to indicate whether you want to age invoices online in the ARCUxxx Customer file If you select NO the invoices are aged when you post Toggle between YES or NO to indicate whether you want to apply credits to oldest items first for statements If you select NO unapplied credits are applied to the current bucket Toggle between Last 4 Hide All or Show All to define how bank account and credit card numbers are displayed Toggle between Last 4 Hide All or Show All to define how direct debit account numbers are displayed Toggle between YES or NO to indicat
128. eld Use the scroll buttons to move from line to line in scrolling regions e Ifa screen appears prompting for the kind of information to enter or maintain such as on File Maintenance or Transactions screens select the appropriate option and click OK to continue e Press Page Down if prompted to move to the next section e Click Header when it appears to return to the screen s header section e Press F7 to exit the screen and return to the main menu 1 20 Sales Order Navigating OSAS Introduction CHAPTER 1 Shortcut Menu Other Commands Menu Information Menu Sales Order Menus Both the graphical main menu and graphical function screens contain drop down menus that give you access to additional commands without using the function keys While you can use the function keys to access commands in graphical mode you may find it easier to access command through these menus To access a menu s commands click a menu title The commands for that menu appear followed by any associated hot key combinations in brackets lt gt To use a command click the command name or press the hot key combination Refer to the Resource Manager guide for more information on the menus available in OSAS and their commands OSAS gives you quick access to commands relating to the screen you re using via a shortcut menu The commands that are available depend on the function and the field you are currently using To use these commands c
129. elect the shipment to release while the Release Scheduled Blankets command releases shipments for several blanket orders at one time See Release Scheduled Blankets on page 5 69 for information on this function When you release orders the system converts the scheduled shipment information you entered for the blanket see page 5 54 for entering scheduled shipments into a new sales order for that item You can then edit this sales order as you would any sales order by selecting Change Order on the Transaction Type selection screen page 5 3 Follow these steps to release a scheduled shipment against a blanket order using the Release command on the Blanket Order Detail screen 1 Select Release Blanket from the blanket order selection screen 2 Enter the blanket order number on the header screen and use the Proceed OK command to proceed to the Blanket Order Detail screen page 5 59 3 Select the line item for which you want to release shipments and press R The Release Blanket screen appears E Release Blanket fee 37 omm jit Modes Other Information Help 2 xej ejman 80e 0K Abandon Release shipments scheduled on or before 05 12 2010 Batch ID 000001 3 Order Number 00000034 Order Date 05 12 2010 GL Period Y ear 05 2010 Sales Order 5 63 CHAPTER 5 Daily Work Blanket Orders The current workstation date appears Shipments with a scheduled date before this date are released Edit this da
130. em or with the component detail Options and Interfaces screen 3 8 Select Options and Interfaces from the Resource Manager Company Setup menu The Options and Interfaces screen appears and lists the name of the company with which you are working Specify whether the Options table is shared or owned See the Resource Manager User s Manual for information about Options tables Then enter SO as the application ID Sales Order Setup Checklist and Functions Setup CHAPTER 3 Sales Order The Sales Order Options screen appears es Order Options bol o E Commands Edit Modes Other Scroll Commands Help a a OK Abandon Description Value Interface to General Ledger YES 3 Interface to Inventory YES 4 Interface to Job Cost YES 4 Interface to Bank Reconciliation YES Interface to Bill of Materials Kitting YES Use Transaction Batching YES System Generated Batch Numbers YES System Generated Order Numbers NO Use Additional Descriptions NO Allow Line Item Discounts NO Line Item Discount Format SUMMARY Copy Additional Description from Inventory NO Keep Additional Description History NO Keep Summary Sales History YES Keep Detail Kit History NO x Allow Cust Level Change During Order Entry YES 3 Allow Expired Credit Card in Payment Entry NO Option 001 of 056 Enter Toggle Goto Write
131. em the Lot Number Entry screen appears See Entering Lot Numbers on page 5 19 for more information e Ifyou are entering a serialized and lotted item the Serial Lot Number Entry screen appears See Entering Serial and Lot Numbers on page 5 21 for more information e Ifyou are entering a kit you can choose to edit the kit detail in which case the Kit Detail screen appears See Entering Kit Line Items on page 5 23 for more information e Ifyou are entering a standard inventory noninventory or service item or job the Orders screen appears See Orders Screen on page 5 25 for more information 5 16 Sales Order Transactions Daily Work CHAPTER 5 Entering Serial Numbers If you entered a serialized item ID for an order with a status other than New this screen appears when you use the Proceed OK command in the Append Edit Line screen EN Serial Number Entry TS Es Commands Edit Modes Other Scroll Commands Help RX tz amp mal l ee K _ Abandon tem ID 101 Electrical Package S Loc ID CA0001 OAKLAND WAREHOUSE Units PKG Requested Qty 1 0000 Serial Number Unit Cost Unit Price E 554565465465 0000 528 5400 2 e e El Serial Number 000001 of 000001 0000 528 5400 Enter Edit Append Got Done The screen shows the item ID description location unit and requested quantity you entered on the Append Edit Line screen then lists the serial num
132. ems adding 5 60 editing 5 60 blanket order release order 5 61 Blanket Order files 1 6 setting up 3 17 Blanket Order Report function 7 15 sample 7 16 Blanket Orders header 5 38 5 52 setting up 3 17 blanket orders editing totals 5 61 line item entry 5 60 types of blankets 3 17 IX 1 INDEX Blanket Schedule file SOBSxxx file 1 6 blanket statuses closed 5 52 in process 5 52 new 5 52 blanket totals editing 5 61 entering 5 61 Browse 1 24 C cash receipts posting 7 21 closed status blankets 5 52 codes setting up 3 3 sorting 1 32 3 3 combination method initial balances 3 19 commands flags 1 28 hot keys 1 28 Proceed OK 1 2 company assigning roles 3 20 tables for 3 14 company name printing on plain paper forms 3 13 conversion before converting 2 4 setup considerations 2 4 tax information 2 3 converting to OSAS version 7 0 2 4 Copy Recurring Orders function 5 65 sample log 5 67 credit card expired 3 10 credit memos printing 7 4 credits applying to current bucket 3 13 IX 2 applying to oldest items 3 13 batching 3 9 customer price level change 3 10 cutoff date 1 8 copying recurring entries 3 17 purging recurring entries 3 17 D Daily Work menu structure 1 4 data dictionaries 2 1 Data File Conversion function 2 3 2 4 Data File Creation function 2 2 data files backing up 3 20 date fields 1 23 Defaults table description 10
133. en you sell goods the order represents a loss to inventory when you apply invoices to the order it represents a gain to your capital Application Interaction Sales Order needs Accounts Receivable to work properly The two applications can stand alone as one but you get optimal use from them when you interface them with other applications Bank Reconciliation Accounts Receivable General Ledger Sales Order 1 3 CHAPTER 1 Introduction The Sales Order System Interfacing applications means that the information you enter in one application can be transferred to and used in other applications reducing data entry time and the number of errors that might creep in along the way Menu Structure The Sales Order menu structure is similar to that of Accounts Receivable and other OSAS applications functions appear roughly in order of use These Sales Order menus and functions are identical with those in Accounts Receivable Open Invoices and Codes Maintenance Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance and Master File Lists The Sales Order Information Inquiry menu has one additional function Orders The Transactions and Change Batches functions on the Sales Order Daily Work menu are slightly different from their Accounts Receivable counterparts The Copy Recurring
134. ent at that point or at a later time the order has verified status In addition to regular orders you can enter miscellaneous credits To the system a miscellaneous credit is an order with a negative value The information is entered the same way and is kept in the same files as a regular order but the figures are credited instead of debited Use miscellaneous credits to enter customer returns or to cancel out debits that are too large for example because the person entering the order information made a mistake You can create miscellaneous credits that apply to blanket orders automatically using the blanket order entry tasks in the Transactions function You can use the Price Quote option on the Transaction Type selection screen to enter information as though it were an order but not have it actually be an order You use a price quote to cite dollar amounts to customers If a customer decides to pursue the transaction you can mark the information in the SOTDxxx and SOTHxxx files as an actual order After you enter an order the relationship between the SOTDxxx and SOTHxxx files the ARCRxxx file and the ARINxxx file is the same as that of the comparable files in Accounts Receivable The SOTDxxx and SOTHxxx files store the open orders including transactions independently of how much money was paid The ARCRxxx file stores money received when you post the ARINxxx and ARCUxxx files collect and reconcile information 1 9 CHAPTER 1
135. er The Sales Order system needs a minimum of 6 megabytes 6 Mb of disk space to work correctly with programs sample data data dictionaries system files and graphics files Having more disk space available is necessary for the data files you will create and maintain The OSAS system requires at least one megabyte 1 Mb of main memory to run More memory may be necessary in certain environments and operating systems Installing Sales Order Sales Order requires the OSAS Accounts Receivable application to work Use the Install Applications function in Resource Manager see the Resource Manager User s Guide to install Accounts Receivable if it is not already installed and Sales Order If you are installing Accounts Receivable and Sales Order at the same time the Install Application function installs them in the correct order 2 1 CHAPTER 2 Installation and Conversion Setting up Sales Order 2 2 Once you have installed Accounts Receivable and Sales Order on your system you must prepare your data files for everyday use You can prepare files for use with Accounts Receivable and Sales Order in one of two ways you can create and set up your files manually on a new system or you can convert your old files when you upgrade from an earlier version To create files on a new system use the Data File Creation function on the Company Setup menu in Resource Manager see the Resource Manager User s Guide For instructions on conv
136. er Entry screen when you have entered serial and lot numbers for all items If you enter fewer serial and lot numbers than the original quantity requested and then use the Exit F7 command a message informs you that the quantity shipped will be adjusted to a new value Select Cancel or press PgDn in text mode to return to the Append Edit Serial Number screen to enter another serial number or use the Proceed OK command to change the quantity shipped to the new value and backorder the remaining quantity Entering Kit Line Items Sales Order If you are adding or editing a kitted line item the Edit Kit prompt appears when you approve your entries on the Line Item Entry screen If you choose to edit the kit this screen appears EX Kit Detail Es Commands Edit Modes Other Scroll Commands Information Help 2xtu malaol 7 ee Loc ID Component ID Description Quantity Units Unit Cost MN0001 200100 1 0000 EA _ Furnace Ia MNO001 200200 1 0000 EA 227 5300 a Water Heater MN0001 200300 1 0000 EA 429 9500 Air Conditioner M IMNooo1 200400 1 0000 FA 127 4000 Water Softener E Kit Entry 001 of 006 l Enter edit Append Goto The screen lists the location component ID and description quantity unit and unit cost of each item used in the kit Use the commands to work with the components listed e Press Enter to edit the selected k
137. erforms the same functions Different Roles for Each Company Roles are company specific When you set up a role the role is assigned the company you are in Because the roles are company specific you must set up roles for each company a user needs to access What Should Be Protected Because of the sensitive nature of some of the information in the Sales Order data files and reports you should limit access to the functions that provide confidential information or are sensitive to change For maximum security protect the Sales Order application itself each of the Sales Order menus and the individual functions For more information about roles see the Resource Manager User s Guide Backup Schedule 3 20 Plan a backup schedule before you begin day to day operations You can lose files because of disk drive problems power surges and outages and other unforeseen circumstances Protect yourself against such an expensive crisis by planning and sticking to a backup schedule Backing up Data Files Back up your Sales Order data files whenever they change every day or every week and before you run these functions Sales Order Setup Checklist and Functions Setup CHAPTER 3 Sales Order Copy Recurring Orders Post Transactions Purge Selected Files Purge Customer Comments Use the Backup function on the Resource Manager Data File Maintenance menu to back up files or programs You must back up all the file
138. ers e You use the Edit command to edit an item in the list If you use this command the Line Item Entry screen is titled Edit Line instead of Append Line You insert a line item into the order BB Edit Line fo a Commands Edit Modes Other Information Help 2X t h ejman 28 ee ok Abandon Entry 001 Item ITEM Loc ID ID GL Code 3 Desc Electrical Package Sales Acct 401000 Sls Cat P1 COGS Acct 501000 Tax Class 00 a 000 Price ID Inv Acct 104400 Units Ordered 100 0000 PKG Shipped 0000 Price 380 5520 Ext Price 38055 20 Backord 0000 Cost 0000 Ext Cost 00 Field Descriptions Field Description Item Job Item appears automatically You cannot enter recurring orders for jobs in the Recurring Orders function Inquiry Loc ID The location ID appears Inquiry ID Enter the ID of the item or job you want to include in Mint the recurring order The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory or Job Cost If you entered a job ID you are prompted for a phase ID after you enter the job ID Desc Enter a description of the recurring order 10 8 Sales Order Recurring Orders Field Additional Desc Sls Cat Tax Class Price ID GL Code Sales Acct COGS Acct Inv Acct File Maintenance CHAPTER 10 Description If you elected to enter additional descriptive text about line items when you enter invoices in the Resource Manager Opti
139. erting your files see Conversion on page 2 3 If you plan to use General Ledger Inventory Bank Reconciliation or Job Cost with Accounts Receivable and Sales Order you must set up those applications before you set up Accounts Receivable and Sales Order Sales Order Conversion MM If you use an earlier version of OSAS Sales Order you can convert your files from the older version to the current version When you convert Sales Order the system automatically prompts you to convert Accounts Receivable as well When you are ready to convert files use the Data File Conversion function on the Company Setup menu in Resource Manager see the Resource Manager User s Guide to upgrade Sales Order data files You can upgrade from version 3 2 4 xx 5 xx or 6 xx If you want to convert to version 7 6 from a version earlier than 3 2 contact a client support representative You must install the new version of both Accounts Receivable and Sales Order before you convert files You can replace and update the programs properly only by using the Install Applications Resource Manager function Tax classes locations and groups are kept in Resource Manager the RMCDxxx RMTXxxx and RMGCxxx files If you are converting Sales Order from a version previous to 5 0 and you want Sales Order to use the tax information from the earlier version use the Data File Creation function on the Resource Manager files first The Accounts Receivable conversion
140. essages for statements less than 30 days past due from 31 to 60 days past due from 61 to 90 days past due and from 91 days or more past due respectively in the first four lines on the screen The system assigned the message on the first line to statements less than 30 days past due the message on the second line to statements from 31 to 60 days past due and so on Table The FORMxxx table stores information about forms the type of form the number of the first form and the message to appear on invoices Sales Order Tables File Maintenance CHAPTER 10 When you enter the table ID the rest of the FORMxxx table appears EN sore bejta Commands Edit Modes Other Help zxt melmal elee oK Abend Table ID FORN 4 Description Form Number Table Number of Cols 6 Column Length 12 Type A eS Form Type Next Number From Message Invoices 2081 Thank You fo r your order Company H 12 28 2007 Terminal TODO OVR Field Description Form Type Enter the type of form whose information you want to adjust or accept the current type Next Number Enter the number to be assigned to the next form or accept the current number Form Message four Enter the message to be assigned with this type of columns of A12 form or accept the current message QCxxxx QNxxxx QRxxxx QSxxxx and QVxxxx Tables Sales Order The QCxxxx QNxxxx QRxxxx QSxxxx and QVxxxx tables have the same layout and serve the same purpose to s
141. essary and select the tax class for the adjustment You cannot change the location Press Enter to calculate the sales tax and return to the Totals Information screen The total is calculated based on the freight miscellaneous and tax adjustment amounts you enter Enter the amount of the prepayment if any in the Payment 1 field then select the method of payment code in the Method field The Prepayment Entry screen appears and lists the information set up for that payment method in the customer s record EN Prepayment Entry 1 EEE Commands Edit Modes Other Help rxaleelmnlrelee ok Abandon Payment Amount 500 00 Method CHK Check Bank ID FNB001 1st National Bank Batch Dep 000001 Check 65464 The fields on this screen change depending on the payment method For example if the payment method is a credit card the screen lists the customer s credit card number expiration date and authorization code Sales Order Return Merchandise Authorization Daily Work CHAPTER 5 If you entered a check payment type enter the check number If you entered a credit card payment type enter the card number name expiration date and authorization code If you entered a write off or other type enter a memo to identify the payment Press Enter to return to the Totals Information screen Prepayments are applied as refunds to customer invoices if you entered the original customer invoice number in the RMA header see
142. ethod The shipping method code is a shortcut for entering the ship via information in the next field If you entered a shipping method code or if a method is specified in the ship to ID the means of shipment appears Accept it or enter a different means If the shipping method code or ship to ID you entered is not on file enter the means of shipment If you assigned a picking slip number to the order enter it or press Enter to skip this field The picking slip number is a useful way of keeping track of goods shipped from more than one location Sales Order Transactions Field Requested Ship Date Actual Ship Date GL Period Taxable Tax Group Description Daily Work CHAPTER 5 Description Enter the date the customer requested shipment or press Enter to skip this field If you are changing an existing order and you enter a new requested ship date you can change the requested ship dates in all line items to match the new date or leave the line item requested ship dates as they are Enter the date the order was shipped If the order has not been shipped press Enter to skip this field Press Enter if you want to post the transaction to the current period or enter a different period If you enter an order in one period but ship it in a different period the period is adjusted accordingly If any part of the order is taxable select the box in text mode enter Y if not clear the box or enter N
143. etup menu The Data File Conversion screen appears TE Data File Conversion ds Commands Edit Modes Other Help 2xt melmal2elee ok Abandon Select directory on which to create files data Enter directory that contains the files to be converted C osas65 data es Do you want source files erased after conversion E Do you want conversion to pause if a problem is found E Appl Description Version Appl Description Version GL General Ledger 6 50 IN Inventory 6 50 JO Job Cost 6 50 BR Bank Reconciliation 6 50 so D Sales Order 6 50 Company H 11 18 2007 Terminai T000 OVR Sales Order Conversion Sales Order Installation and Conversion CHAPTER 2 The system displays all valid OSAS data paths Select the destination directory where your new data files will reside Enter the path drive and directory that has the files you want to convert You cannot enter the same path as the path you selected as the destination If you want source files to be erased after conversion select the box or enter Y in text mode if not clear the box or enter N in text mode If you want the conversion process to pause if a problem occurs select the box or enter Y in text mode if not clear the box or enter N in text mode The system considers file corruption or evidence of data not converting correctly a problem Enter SO in the Appl column Sales Order appears Enter your earlier version num
144. f units expected to be returned Enter the unit of measure for the return for example EACH if it is sold individually The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If you are entering a new RMA you cannot enter anything in this field until the order is complete Otherwise enter the number of items that were actually returned to stock With RMAs the amount in the Backorder field represents the difference between expected and received amounts Enter the item s unit price If the original sale used a discount you can record that for the return by entering the percentage or dollar amount for the discount of this line item The unit cost of the item appears If this is a miscellaneous credit or noninventory item enter the unit cost of the item from the original invoice Enter the weight of one unit of the item The weight must be entered in the same unit of weight for all items for example in pounds The item s total price the quantity times the unit price total discount total cost the quantity times the unit cost and total weight the quantity times the unit weight appear The quantity used in the calculation is the Exp Rtn Quantity for new RMAs and the Act Rtn Quantity for received RMAs Sales Order Return Merchandise Authorization Daily Work CHAPTER 5 RMA Screen The RMA screen is divided into these sections e Information from the hea
145. g Software foja A e Se OSAS H Builders Supply Bank Reconciliation Transactions Bills of Materials Kitting Reconciliation Void and Stop Payments Fixed Assets Productivity Reports BR Journal General Ledger File Maintenance Bank Account Register General Report Writer Master File Lists Post Transactions Inventory Job Cost Payroll with Direct Deposit Purchase Order with Landed Cost Resource Manager Sales Order Company H Terminal T000 10 12 2010 4 27 PM You can move around the graphical menu in these ways Click an application to view that application s menu Click a menu item to view its functions Double click a function name to enter that function To exit from the graphical menu click a different application or menu name or press Tab to return to the main menu To exit from OSAS click the Close box in the upper right corner of the screen press F7 or select Exit from the File menu Sales Order Navigating OSAS MDI Main Menu Sales Order Introduction CHAPTER 1 The MDI menu centralizes all OSAS functionality in one location applications appear as tabs at the top of the screen their menus and functions appear in a navigation pane on the left side of the screen and function screens appear in the large pane on the right Using this menu you can open more than one function screen at a time and move or minimize screens as needed However you cannot open two functions that lock the same data fil
146. g lists To reprint packing lists you printed online select A List of Orders 4 If you want to print additional descriptive text on the packing lists select the check box or enter Y in text mode if not clear the check box or enter N in text mode 5 If you want the packing list to include kit information press K If you want to print component information press C If you want to print both kit and component information press B 6 If you want to print bar code information on packing lists select the check box or enter Y in text mode if not clear the check box or enter N NOTE This feature is available on BBj systems only See Appendix E in the Resource Manager User s Guide for more information on setting up bar codes 7 Select the output device to produce the lists See Reports on page 1 31 for more information on output devices After the lists print the Shipping Reports menu appears 6 10 Sales Order Packing List Shipping Reports CHAPTER 6 Packing List PACKING LIST BUILDERS SUPPLY gt uiders 4301 DEAN LAKES BLVD ORDER NUMBER ORDERDATE PAGE upply SHAKOPEE MN 55379 000001 00000025 08 09 2010 CUSTOMER P O NUMBER ACE BUILDERS ACE001 1588 SE 31ST STREET ACE BUILDERS PADUCAH KY 28655 7865 1588 SE 31ST STREET PADUCAH KY 28655 7865 LUE D MA 0 PACKING LIST REQUESTED SLS LS 2 LOCATION SHIP VIA NO SHIP DATE ACTUAL SHIP DATE GPD MN0001 000001 08 09 2010 ORDER
147. give you fast access to the most frequently used OSAS commands The toolbar for the main menu differs slightly from that of function screens Main Menu The toolbar for the main menu is shown below Click a button to access that Toolbar command Workstation Command Calendar Toggle Date Help Favorites AS cl M amp Application Calculator Call a BBj Pro5 Versions Program Function The toolbar for function screens is shown below Click a button to access that Screen command Toolbar File Start Paste Calendar Online Maintenance Over Documentation Rx BR AE 76 Delete Copy Calculator Field Address Help Mapping Date Fields If you use BBj in graphical mode click the Calendar button when it appears next to date fields to open a calendar so that you can select the date you want to enter into that field Sales Order 1 23 CHAPTER 1 Introduction Navigating OSAS 1 24 Browse If you use BBj in graphical mode you can use the Browse button when it appears next to fields to navigate to directories and files and automatically enter file paths into that field Click the Browse button to open the Select Directory File screen then navigate to the directory or file and click Open to automatically enter the file path in the field Inquiry The Inquiry command helps you look up and select valid entries for fields that are connected to master file records For example when you use the Inquiry command in
148. hanging or verifying an order that has serialized items the status of the items is In Use Sales Order Transactions Sales Order Daily Work CHAPTER 5 To delete an order that has no serialized items use the Delete F3 command If you delete an order that has serialized items the items status becomes Available If you are entering a new order you are not prompted to enter serial numbers for a serialized item If you are entering a shipped order that has serialized items the status of the items is In Use Field Description Batch ID If you are changing or verifying an order you are not prompted to enter a batch ID If you elected to use transaction batching in the Resource Manager Options and Interfaces function press Enter to use the current batch number or enter a different batch number for the order If you elected to have the system assign the batch numbers you can use the Maintenance F6 command to generate a new batch number Our Order No This field is for all orders If you elected to have the system generate sales order numbers in the Resource Manager Options and Interfaces function the order number appears and you cannot change it If you elected to assign sales order numbers manually enter the order number Date If you are entering the first order or return in a group the workstation date appears otherwise the date you assigned to the last order or return appears If necessary change the date t
149. he Open Order Report after you post transactions They are assigned the original order number When used the Miscellaneous Credits option to credit a customer s account for returned goods entered negative amounts so that the system would subtract the amounts from the customers account Now the customer s balance is double what it was before What happened The Miscellaneous Credits option automatically reverses the earlier transaction crediting instead of debiting If you enter a negative amount for a return you are adding the transaction to the customer s accounts Since returning goods creates a credit enter the amount as a positive amount What is the difference between the Verify Order and Change Order options in the Transactions function Use the Verify Order option to change the status of the order to verified You cannot change the order status through the Change Order option How do enter a miscellaneous credit in Sales Order Use the Miscellaneous Credits option in the Transactions function to enter a miscellaneous credit How do indicate that the terms are C O D on an order Type COD in the ship to address portion of the invoice or enter a line in the TERMSxxx table with zeros for the percentage days and net due days B 2 Sales Order Common Questions APPENDIX B After copying recurring orders realized that one of the orders was incorrect used the Edit Recurring Orders option to change the orde
150. he Totals Information screen appears when you press T to view order totals TEA Totals Information els Commands Edit Modes Other Information Help 2 x te nalaa ee Ok Aband Subtotal 380 55 Freight 00 Tax Class Miscellaneous Chgs 00 Tax Class Sales Tax 00 Invoice Total 380 55 Payment 1 00 Method Payment 2 00 Method Net Due 380 55 l Enter Order Line Inquiry jl Iax jl Payments Use the commands to return to the Orders screen or view additional information e Press Enter to return to the Orders or Order Inquiry screen e Press T to view sales tax information for the order Sales Order 4 7 CHAPTER 4 Information Inquiry Orders e Press P to view prepayment information for the order Tracking Numbers The Tracking Number Detail screen appears when you press R on the Orders screen to view shipment tracking information for a selected order E Tracking Number Detail Je Es Commands Edit Modes Other Scroll Commands Help X E ha Cr 28 e a Ok Abandon Method Ship Via Tracking Number Federal Exp 2nd Day 12656546541565465 a y g Entry 001 of 001 l Done l Launch Browser Goto To view a shipment s status select the shipping method and press L to launch your web browser OSAS automatically directs it to the shipment tracking website for the selected method using the tracking number and the URL you entered in
151. he current width or enter a different width for the labels no smaller than 3 inches and no greater than 8 inches Accept the current height or enter a different height for the labels no smaller than 1 5 inches and no greater than 11 inches If you want to print a test pattern with the required and starting rows and columns at their current settings select the check box or enter Y in text mode and select an output device to print the text pattern if not clear the check box or enter N in text mode and proceed with the rest of the fields For each type of information you want to print on the labels select the corresponding check box or enter Y in text mode for each type of information you want to print on the labels Clear the check box or enter N in text mode to keep from printing this information For each type of information you elected to print on the labels enter the number of rows and columns it requires For each type of information you elected to print on the labels enter the row and column where you want to begin printing it Use the Proceed OK command to save your entries and exit to the File Maintenance menu 10 28 Sales Order Reason Codes Sales Order CHAPTER 11 Codes Maintenance Introduction Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance M
152. he output device If you do not want to print alignment characters to make sure that the forms are lined up select No or enter N in text mode If you want to print these characters select Yes or enter Y in text mode This step does not apply and this prompt does not appear if you elected to print picking slips on plain paper If you elected to print alignment characters the Is Form Aligned message appears after the alignment characters print Adjust the form and select No or enter N in text mode if the form is not aligned to reprint the characters Repeat this step until the form is aligned Select Yes or enter Y in text mode if the form is aligned to print the picking slip 6 After the picking slip prints the Reprint Picking Slip prompt appears If the picking slip printed correctly select No or enter N in text mode The Transaction Type selection screen appears Enter a new transaction or use the Exit F7 command to return to the Daily Work menu If the picking slip did not print correctly or if you want to reprint the slip select Yes or enter Y in text mode The cursor return to the Slip No field Reprint the picking slip following the above procedures 5 32 Sales Order Transactions Daily Work CHAPTER 5 On Demand Invoices or Quotes If you elected to print invoices or quotes on demand in the Resource Manager Options and Interfaces function press O on the Orders screen to print a invoice or a quote for a s
153. he percentage of the sale on which you want to base the sales rep s commission or press Enter to base the commission on 100 percent of the sale If you are returning goods enter the percentage the sales rep received on the original order If you entered a second default sales rep when you set up the company that sales rep appears Accept this ID or press Enter to skip this field Next enter the percentage of the sale on which you want to base the sales rep s commission or press Enter to skip this field The sum of the two commission percentages cannot exceed 100 Sales Order Transactions Field Cust Level Terms Code Order No Order Date Inv No Inv Date Sales Order Daily Work CHAPTER 5 Description If you assigned a customer level in the customer record that level appears Accept it or enter a different customer level The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory Accept the current terms code or enter a different code Use the Maintenance F6 command to open the Terms Codes function to add or edit terms code information After you enter the code the description and percent for the payment terms of the order appear Enter the customer s purchase order number to identify the order or press Enter to skip this field If you enter a purchase order number that has already been used for that customer the system will display a warning me
154. he screen e The line item entry area or scroll region is in the middle of the screen e The order totals appear at the bottom of the screen Sales Order 5 59 CHAPTER 5 Daily Work Blanket Orders EN Blanket Orders fe Commands Edit Modes Other Scroll Commands Information Help 2xcuo na mnoa 2 8 00 OK Abandon Blanket No 00000005 Scheduled Loc ID MNO001 Status New Sold to ACE001 ACE BUILDERS Ship to 000001 Bill Meyers Item Kit ID Qty Ordered Units Unit Price Ext Pric Description f 200100 dE 4 0000EA 398 4120 1593 65 Furnace a 1 0000 0000 cop liza Entry 002 of 002 Posted Total Freight Misc Sales Tax Subtotal Released Total 00 00 00 00 00 Enter edit Append Header Totals View Goto Release Company H 05 12 2010 Terminal T000 OVR The screen lists the blanket order number you entered on the blanket order header screen and shows additional information dates and customer for example about the order Order totals appear at the bottom of the screen The scroll region lists all items included in the blanket order along with the quantity ordered by the customer and the quantity released in shipments Use the commands to work with the information on the screen e Press Enter to edit the selected blanket line item Use this command to enter release quantities before releasing a dollar amount or on
155. hese steps to view the report on screen 1 Enter S to select S creen 2 When available enter S if you want to view the report in standard width or C if you want to view it in compressed width 3 When the report appears press Enter to view the next page or Page Up to view previous pages Sales Order 1 35 CHAPTER 1 Introduction Reports 1 36 E mail the Report Before you can e mail reports you must enter details about your e mail system using the E Mail Setup function on the Resource Manager Installation and Configuration menu You can e mail only selected reports In general any report or form that makes up part of your audit trail cannot be e mailed Follow these steps to e mail a report 1 Select E mail or enter M The E Mail Information screen appears H E Mail Information le Es Commands Edit Modes Other Scroll Commands Help x tz ejan 0 09 OK Abandon E Mail From samd builders_supply com To Customer ACE001 la la bhumphrey aceplumbingsupply com garry deacon bigmail com CC Employee BOU001 a La bourne builders_supply com BCC Employee STO001 a faj asotckard builders_supply com Subject AR Analysis Report Attachment Type YES y Attachment File C OSAS76 data Onpqq79x005 TXT Enter Edit Append Go to Header Done Company H 10 26 2010 Terminal T000 OVR 2 The E Mail From field displays the originating e mail address Change it if you want the re
156. hipped invoiced or returned orders You can use tracking numbers to view order status on shipping company websites Toggle between YES or NO to indicate whether you want to print picking slips on demand If you select NO you can print picking slips only in a batch Toggle to YES if you want to use plain paper picking slips Toggle to NO if you want to use forms If you elected to use forms for picking slips toggle to LASER 8 1 2 x 11 or STANDARD to indicate the type of picking slip form you use Toggle between YES or NO to indicate whether or not you want to include kit components in picking slip sorts Toggle between YES or NO to indicate whether or not you want to save archived picking slip links to Print Manager Toggle to PlainPaper 8 1 2 x 11 or LASER to indicate the type of packing list form you use Toggle between YES or NO to indicate whether you want to print packing lists on demand If you select NO you can print packing lists only in a batch Toggle between YES or NO to indicate whether or not you want to save archived packing list links to Print Manager Toggle between YES or NO to indicate whether you want to print invoices on demand If you select NO you can print invoices only in a batch Toggle to YES if you want to use plain paper invoices Toggle to NO if you want to use forms If you elected to use forms for invoices toggle to LASER 8 1 2 x 11 or STANDARD to indicate the type of invoice form you use
157. hipped order or a price quote then select Yes or enter Y in text mode when the Print On Demand Invoice Price Quote prompt appears The On Demand Invoicing screen appears EN On Demand Quotes fe Es Commands Edit Modes Other Help 2Xt aealmal e e OK J Abandon Preprinted Form No 00002081 Message for Invoice Thank You for your order Print Additional Descriptions vi Print Kit Detail vi Invoice Delivery Method Paper Z Print Copies of E mailed Invoice O Override E Mail Addresses E Mail Company H 10 12 2010 Terminal T000 OVR 1 If using prenumbered forms accept or edit the Preprinted Form No 1 Enter or edit the message to print on the invoice or price quote 2 If you want the form to include the additional descriptions select the box or enter Y in text mode if not clear the box or enter N in text mode 3 If you want the invoice or quote to include kit detail select the box or enter Y in text mode if not clear the box or enter N in text mode Sales Order 5 33 CHAPTER 5 Daily Work Transactions 4 If you do not want to print alignment characters to make sure that the forms are lined up select No or enter N in text mode If you want to print these characters select Yes or enter Y in text mode This step does not apply and this prompt does not appear if you elected to print invoices on plain paper 5 Select Paper E Mail or Fax for the Invo
158. hipping Efficiency Report see page 6 7 You cannot print this report if you did not elect to save detail history in the Resource Manager Options and Interfaces function Shipping Efficiency Report screen Select Shipping Efficiency Report from the Shipping Reports menu The Shipping Efficiency Report screen appears B Shipping Efficiency Report teja ea Commands Edit Modes Other Inventory Lookups Help 2xtlmalmal lee OK Abandon Act Ship Date From fac Thru fc Req Ship Date From El Thru 5 Customer ID From ACEOO1 la Thru LOS001 fa Location ID From cCA0001 a Thu Tx0001 3 ltem Job From Thru 2e Print By Actual Ship Date Requested Ship Date Customer ID Item Location Company H 11 28 2007 Terminal T000 OVR Sales Order CHAPTER 8 History Reports Shipping Efficiency Report 8 4 Enter the range of actual shipping dates for the shipments you want to analyze Enter the range of requested shipping dates for the shipments you want to analyze Enter the range of customers you want to include in the report Enter the range of locations you want to include in the report Enter the range of items or jobs you want to include in the report Leave any of these fields blank to select all values Select the order in which you want to print the report Select the output device to produce the report See Reports on page 1 31 for more information on output devices After the re
159. ial numbers and lot numbers associated with line items in an order The SOBSxxx Blanket Schedule file stores the scheduled ship quantities and dates for a scheduled blanket order The information in this file is used in conjunction with the Release Scheduled Blankets function to create new orders based on the contracted dates The SOSLxxx Picking Slips Restart file stores information for reprinting picking slips When you use the Picking Slips function to print a picking slip this file is updated with the slip number Thereafter you can reprint that slip The SOPLxxx Packing Lists Restart file stores information for reprinting packing lists When you use the Packing List function to print a packing list the file is updated with the list number Thereafter you can reprint that list Sales Order The Sales Order System Introduction CHAPTER 1 The SOLHxxx and SOLLxxx Bills of Lading files store records for bills of lading forms which are created based on the information stored in the SOTDxxx and SOTHxxx files for each order you print bills of lading forms for The SOLHxxx file stores header information for the bills of lading including address collection and emergency data the SOLLxxx file stores line item information for the bills including the contents of the shipment The SOLCxxx Bills of Lading Hazardous Materials file stores hazardous material codes associated with the line items in the SOLLxxx file if any Hazardous m
160. ic to each one while other terminals share values that are common among themselves but specific to company C01 3 15 CHAPTER 3 Setup Setup Checklist and Functions Companies A01 and BO can share table DF no table has the label DFA or DFB Company C01 can have table DFC to be used for the terminals in company C01 that do not need their own set of defaults Each terminal in company CO1 that needs its own set of defaults can have its own table for example terminal T001 has table DFT001 The system treats all terminals with the same ID the same way so you may want to make sure that each terminal ID is unique For example if you have two TOO1 terminals one in company AO1 and one in company C01 the DFT001 table applies to both terminals regardless of the fact that they are in different companies When you enter or edit transactions the system first tries to find a table with a terminal suffix specific to your terminal If it cannot find one it looks for a table for the company in which you are working If it cannot find one it uses the system wide table For example if you are using quick entry to enter an invoice for company AO1 on terminal T001 the system first looks for QH1T001 If it cannot find QH1T001 it looks for QH1A If it cannot find QH1A it uses the system wide table QH1 If the system cannot find any applicable table perhaps because the system wide table was accidentally deleted an error message appears and you mus
161. ice Delivery Method 6 If you are e mailing your form and want to print a copy as well check the Print Copies of E mailed Invoice box 7 Ifyou are e mailing your form and want to override the default e mail address set up for the customer check the Override E Mail Addresses box and enter the desired e mail address in the E Mail field 8 Select the output device to produce the form See Reports on page 1 31 for more information on output devices If you elected to print alignment characters the Is Form Aligned message appears after the alignment characters print Adjust the form and select No or enter N in text mode if the form is not aligned to reprint the characters Repeat this step until the form is aligned Select Yes or enter Y in text mode if the form is aligned to print the picking slip 9 After the form prints the Reprint Invoice Quote prompt appears If the invoice or quote printed correctly select No or enter N in text mode The Transaction Type selection screen appears Enter a new transaction or use the Exit F7 command to return to the Daily Work menu If the invoice or quote did not print correctly or if you want to reprint the form select Yes or enter Y in text mode The cursor return to the Slip No field Reprint the invoice or quote following the above procedures 5 34 Sales Order Transactions Daily Work CHAPTER 5 On Demand Packing Lists If you elected to print packing lists on dema
162. ing periods The General Ledger application tracks the effects on accounts from transactions entered in General Ledger and interfaced applications and it is updated by other applications interfaced with it The status of an item that has been sold but for which the invoice has not been posted The process of adding an application to an existing system See also conversion To join to another application for the purpose of having information entered in one application update information in another application s files A chronological record of transactions Transactions recorded in a journal A list of applications functions options or other menus A list of the contents of a shipment detailed contents weight and other required information To transfer information from one place to another usually at the end of the day or at a distinct break in business A self contained list of executable code written and implemented to do a task Most programs are represented by a function on a menu See also function To remove from the system See also restore Sales Order GLOSSARY record A unit of information that has other pieces of information assigned to it Each record is assigned an ID so that the file can sort information in terms of record IDs restore To bring information back to its original place and condition See also purge serialized A system in which individual inventory items have unique serial numbers
163. ior Door 10 0000 10 0000 5 0000 5 0000 1 0000 No 2 0000 No 5 0000 No 6 0000 Yes 217 0000 Yes 13 0000 Yes Sales Order CHAPTER 7 Print Invoices Open Order Report Blanket Order Report Sales Journal Post Transactions Returned Items Report Returned Items Journal Post Returned Items Sales Order 7 11 7 15 7 17 7 21 7 25 7 27 7 29 Transaction Reports Introduction Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance and Master File Lists Refer to the Accounts Receivable User s Manual for questions on these shared menus or for questions on functions not covered in this manual 7 1 Print Invoices o M Use the Print Invoices function to print an invoice or a quote for an order you entered in the SOTDxxx and SOTHxxx Open Order files This function is useful when you want to print invoices quotes or both for several transactions at once You can also print the invoice or quote when you enter the transaction See On Demand Invoices or Quotes on page 5 33 for more information Produce the Sales Journal before and after you print invoices to keep track of invoice numbers The invoice information in the ARINxxx Open Invoice file should match the invoice information in the SOTDxxx and SOTHxxx files so that you can apply correct payment when an open inv
164. iry 2 Enter the range of customers you want to include in the report locations and requested ship dates you want to include in the report 3 Select the status es of the blankets you want to include in the report Sales Order 6 27 CHAPTER 6 Shipping Reports Scheduled Blanket Report 4 Select the output device See Reports on page 1 31 for more information on output devices After the report is produced the Shipping Reports menu appears Scheduled Blanket Report 12 28 2007 9 17 PM Req Date Blanket No 02 01 07 00000004 12 15 07 00000003 00000004 01 01 08 00000004 01 15 08 00000003 6 28 ACEOO1 TENOO1 ACEOO1 ACEOO1 TENOO1 Builders Supply Scheduled Blanket Report Item ID Location 200100 902 910002 200100 902 910002 Units Quantity Unit Price 358 5700 Blanket No 00000004 Total Requested Date 02 01 07 Total Ea 2 0000 EA 2 0000 429 9100 576 9900 Blanket No 00000003 Total 2 0000 380 5500 Blanket No 00000004 Total Requested Date 12 15 07 Total Ea 2 0000 358 5700 Blanket No 00000004 Total Requested Date 01 01 08 Total EA 3 0000 EA 3 0000 429 9100 576 9900 Blanket No 00000003 Total Requested Date 01 15 08 Total Extended Price Sales Order Order Fulfillment Report MM The Order Fulfillment Report function generates and prints reports showing your ability to satisfy the items needed to fill a customer s order You
165. is available for OSAS systems using BBj The data path set up for the workstation in the Preferences function appears If necessary enter a new data path or click the Browse button to navigate to the correct directory then enter the file name followed by the PDF extension The file name plus extension that you enter must be less than 35 characters Press Enter to save the report as a PDF file in that directory Sales Order Reports Introduction CHAPTER 1 To save the report as a text file select File or enter F The data path set up for the workstation in the Preferences function appears If necessary enter a new data path or click the Browse button to navigate to the correct directory then enter the file name followed by the txt extension The file name plus extension that you enter must be less than 35 characters Press Enter to save the report in that directory Note To preserve spacing and formatting view text file reports with a fixed width or monospaced font Courier Letter Gothic or Lucida Console for example View the Report on Screen Text Screens Only If you use text screens you can view selected reports directly in the OSAS screen Keep in mind that this option displays the report one page at a time storing previously viewed pages in the workstation s memory Use the Preferences function on the Resource Manager User Setup menu to limit the number of screen pages you can view to conserve memory resources Follow t
166. is bin bbj exe osasstrt txt q tT00 cD osas70 progrm config bbx uSam cH Note In Windows the u and c parameters must follow the separation dash In other operating systems enter the parameters after the osas command as in this example osas t T2 c B Note You can enter these parameters in any order but you must leave a space between the parameter mark t or c and the parameter itself Refer to the Resource Manager guide for more information on these parameters Sales Order 1 13 CHAPTER 1 Introduction Starting OSAS Logging In After you start OSAS the login screen appears H Builders Supply y version 7 6 Copyright 1982 2010 This program is protected by U S and International copyright laws To log in to OSAS enter your User ID the Company ID you want to work with and your Password If you want to save your password so that you do not need to enter it again select the Save Password check box or enter Y in text mode to save your information This check box appears only if the Remember Password option is selected for your user ID in the Users function in Resource Manager Check the Change Password box to change your password upon logging in You will be prompted to enter and confirm your new password Finally press Enter or click OK to log in This screen appears only after you have set up the system including setting up users See the Resource Manager User s Guid
167. it component The Edit Component screen appears 5 23 CHAPTER 5 Daily Work Transactions e Press A to add a component to the kit The Append Components screen appears e Press G to go to a specific line item then enter the line number This command is available only when there is more than one screen of line items When you finish entering or editing information about the kit use the Exit F7 command to return to the Orders screen Appending or Editing Kit Components The Append Edit Components screen appears when you add or edit a component on the Kit Detail screen a Edit Components Commands Edit Modes Other Information Inventory Lookups 2X e malreleel Loc ID MNOOO q Component ID 4 Description Furnace Quantity 1 0000 Units EA 3 Unit Cost 379 44 1 Enter the location ID of the component If you are editing a component you cannot change this value 2 Enter the component ID If you are editing a component you cannot change this value The component s description appears 3 Enter or edit the quantity used in the kit 4 Enter or edit the component s unit of measure 5 The cost of the serial item appears for order entry and cannot be changed If this is a miscellaneous credit enter the cost of the component being returned 6 Use the Proceed OK command to save your changes and return to the Kit Detail screen 5 24 Sales Order Transactions Daily Work CHAPTER 5
168. k the shipment Before you use this command make sure you have entered the path to your web browser in the Resource Manager Defaults function and have set up the shipping company s website information using the Shipping Methods function Refer to the Accounts Receivable User s Manual for details Sales Order Return Merchandise Authorization On Demand RMA Sales Order Daily Work CHAPTER 5 If you elected to print RMAs on demand in the Resource Manager Options and Interfaces function press O on the RMA screen to print an RMA and then select Yes or enter Y in text mode when the Print On Demand RMA prompt appears The On Demand RMA screen appears EEN On Demand RMA toa les Commands Edit Modes Other Help rrxE 8e m2 6 6e _ ok J Abandon Preprinted Form No Message for RMA Thank You for your order Print Kit Detail E Print Alignment RMA Delivery Method Print Copies of E mailed RMA Override E Mail Addresses E Mail Company H 10 15 2010 Terminal T000 OVR 1 If you use prenumbered forms accept or edit the Preprinted Form No Enter or edit the message to print on the RMA If you want the form to include additional descriptions select the box or enter Y in text mode if not clear the box or enter N in text mode If you want the RMA to include kit detail select the box or enter Y in text mode if not clear the box or enter N in text mode 5 4
169. lanket Orders Totals Information When you press T to work with the transaction totals the Blanket Totals Information screen appears E Totals Information wea Commands Edit Modes O Helg x mama 66e ok Abandon Tax Original Posted Released Class Taxable Subtotal 1593 65 00 00 Nontaxable Subtotal 00 00 00 Freight 00 00 00 Miscellaneous Chgs 00 00 00 Sales Tax 103 59 00 00 Total 1697 24 00 00 Press any key Remaining Total 1697 24 The totals in the Original column present the original blanket order totals for on demand and dollar amount blankets The totals in the Posted column present the totals you released to sales orders shipped and posted The totals in the Release column present the totals that are currently entered for release These totals represent the total amounts of the resulting sales order when you use the Release command on the Blanket Order Detail screen After you release the order these totals return to zero Later when you post the resulting order the Posted totals are updated Press any key to return to the Blanket Order Detail screen 5 62 Sales Order Blanket Orders Daily Work CHAPTER 5 Releasing Blanket Orders You can release orders against blanket orders in one of two ways use the Release command on the Blanket Order Detail screen or use the Release Scheduled Blankets function on the Daily Work menu The Release command allows you to s
170. lar accounting period A software package made up of several related programs functions and files Usually an application is named after a common accounting practice for example Accounts Receivable Inventory or Payroll The status of an item when it is ready for sale To make a copy of data for archival purposes For example you would want to back up a history file before you purged history so that you could retrieve the data if you had to A part of an order that could not be filled with the original shipment Goods that are set aside for customer orders and reserved for shipment In OSAS a business record associated with its own files tables and menu of applications The process of updating existing files programs or applications to the current version See also installation GI 1 GLOSSARY field file function general ledger in use installation interface journal journal entries menu picking slip post program purge Gl 2 A region on the screen that accepts input from the user also one element of a record in a file On the screen most fields are labeled A collection of records stored under a particular name Function screens often represent files but you do not directly see a file See also table A menu item that leads to a full screen Most functions have a corresponding program See also program A record of accounts in terms of a chart of accounts and account
171. le quantity is shown in base units regardless of the line item s unit of measure This value is the item s on hand quantity minus its in use quantity If while filling backorders the system reaches an on hand quantity of zero it partially fills a backorder The remaining backorders are allocated a quantity of Zero The balance available is the available quantity minus the allocated quantity If the backordered quantity is more than or the same as the available quantity the balance available is zero The amount in the Ext Price column is the order unit price times the allocated quantity Base units are used in the calculation of the three values The amount is rounded to two decimal places You can use the amounts in the Ext Price column along with the item location and report totals to forecast the revenue you receive by filling the backorders 6 23 CHAPTER 6 Shipping Reports Backorder Allocation Report 12 28 2007 Builders Supply 9 12 PM Backorder Allocation Report By Location Item Order Date Loc ID Location Description Item ID Item Description Order Date Batch Order No Repi Rep2 Cust ID Name MNOOO1 MINNEAPOLIS WAREHOUSE 800002 Vallpaper Traditional 12 28 2007 000001 00000021 GPD ACEOO1 ACE BUILDERS Item 800002 Total Balance Available Location MNOOO1 Total MNO002 MINNEAPOLIS MANUFACTURING 700500 Series Number 12 28 2007 000001 00000021 GPD ACEOO1 ACE BUILDERS Item 700500 Total Balance Available L
172. les If you elected to assign sales order numbers in the Resource Manager Options and Interfaces function enter the first order number to use for the recurring orders To prevent organization problems enter leading zeros to right justify the numbers If you elected to have the system generate sales order numbers the number of the first order to which the recurring orders are copied appears and cannot be changed Enter the batch ID to which to copy the orders Use the Maintenance F6 command to open the Batch Control function to add or edit batch IDs This field does not appear if you elected not to use batching in the Resource Manager Options and Interfaces function Select the output device to produce the Copy Recurring Orders Log See Reports on page 1 31 for more information on output devices After the entries are copied and the log is produced the Daily Work menu appears Sales Order Copy Recurring Orders Copy Recurring Orders Log 12 28 2007 6 42 PM Cutoff Date 12 28 2007 From Ord No 00004603 00004603 00004603 00004603 00004603 To Ord No Entry Description 00000026 00000026 00000026 00000026 00000026 001 002 003 004 999 4 lines copied End of Report Sales Order Electrical Package Plumbing Package Exterior Panels Interior Door Subtotal Tax Freight Misc Grand total Builders Supply Copy Recurring Orders Log Run Code 1 thru 15 Batch ID 000
173. les Acct COGS Acct Inv Acct Ordered Units Price Wt Ext Price Ext Wt Daily Work CHAPTER 5 Description The GL code identifies the pairs of General Ledger sales and cost of goods sold COGS accounts to use for a line of an entry The codes are set up in the GL Codes function If you entered a GL code in the DFxxxx table that code appears The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If SO interfaces with Inventory the account numbers come from the IN item location files If you entered a GL code the sales and COGS accounts appear The inventory account appears from the ARGLxxx table Accept each account number or enter different account The Inquiry F2 command is available if Sales Order interfaces with General Ledger The total quantity of items shipped for shipments entered or released against the blanket appears Enter or edit the shipments in the bottom section of the screen to change this value The units shipped for shipments entered or released against the blanket appears Enter or edit the orders in the bottom section of the screen to change this value Enter or edit the item s unit price Enter or edit the weight of one unit of the item The weight must be entered in the same unit of measure for all items for example in pounds The extended cost and weight for all orders released against the blanket appear Press Enter in the
174. les and then copy them to the SOTDxxx SOTHxxx and SODExxx files when the customer requests shipments against the blanket Blanket Types You can set up three types of blanket orders An on demand blanket is an order to purchase set quantities of items at a specific price over a period of time A dollar amount blanket is a standing order to purchase any items up to a fixed total amount A scheduled blanket is an order that lists fixed quantities of specific items to be delivered on specified dates Any of these blanket order types can be set up maintained and released through the Transactions function Scheduled blankets can also be released using the Release Scheduled Blankets function You can stop blankets from being released by entering a close date in the blanket order header Blanket Reports Produce the Blanket Order Report to list all blankets and to review your entries for completeness You can check the scheduled shipments you set up by printing the Scheduled Blankets Report 3 17 CHAPTER 3 Setup Setup Checklist and Functions Initial Balances 3 18 After you have set up the tables and recurring orders build the ARINxxx Open Invoice file to set up initial customer balances You can use the summary method the detail method or a combination of the summary and detail methods to set up the initial customer balances and open orders Summary Method The summary method is quicker than the detail method but it does
175. lick the right mouse button and select the command from the menu that appears On the main menu the shortcut menu gives you access to commands that help you manage your Favorites menu switch between sample and live data perform certain setup tasks and view function information On function screens this menu helps you access help documentation move around the function screen work with EIS dashboards and so on The Other Commands or F4 menu is available on both graphical and text menu and function screens and gives you access to additional utilities and commands not directly related to the function you re currently using Among other things these commands open calculators or allow you to view or enter additional information In text mode press F4 twice on the menu or once on function screens to access this menu Consult Appendix A in the Resource Manager guide for more information on the commands available on the Other Commands menu The Information or Shift F2 menu is available in some graphical or text function screens in certain applications and gives you access to additional information about a customer vendor item job bill of material or employee The commands available on the Information menu are determined by the applications you have installed and can include 1 21 CHAPTER 1 Introduction Navigating OSAS Favorites Menu 1 22 e General Information e Comments e History e Documents e Address Lookup
176. listed on the Productivity Reports menu Double click a report name to automatically launch Excel or any other spreadsheet program capable of opening an Excel formatted spreadsheet to open the report Use the selection boxes to filter the information that appears in the report or use the tools within your spreadsheet software to create charts and graphs from the report s data 1 12 Sales Order Starting OSAS MM OSAS runs on an operating system supported by 150 MB of permanent storage and 4 MB of RAM You may need additional space or memory depending on the size of your data files and the operating system you use Consult your reseller for more information In Windows To start OSAS on a computer running Windows double click the OSAS shortcut on the desktop or access the program from the Start menu In Other To start OSAS on an operating system other than Windows enter osas at the Operating Operating system prompt If your operating system has graphical capabilities you Systems can also use the OSAS shortcut to start OSAS Using You can use the u c and t parameters in OSAS shortcut properties or after the Parameters osas command so that the system automatically uses the appropriate user ID and company ID to save time logging in In Windows open the OSAS shortcut s properties and enter these parameters after the path in the Target field as in the example below be sure to use the correct directories for your system C bas
177. mation about a customer vendor item job bill of material or employee See page 1 21 for more information on this menu Sales Order Navigating OSAS Introduction CHAPTER 1 Sales Order When the Maint flag appears press F6 to launch the appropriate File Maintenance function to edit a master file record or enter a new one on the fly When you finish press F7 to return to the function you were using e When the Inquiry flag appears press F2 to use the Inquiry command to look up additional information and select valid entries for the field you are in e The Verify flag reminds you that you are using verification When this flag appears you must provide verification when you press Page Down or use the Proceed OK command Press Ctrl V to toggle verification on and off Command Bar The command bar appears at the bottom of function screen and gives you access to commands that allow you to move around the screen add or edit information change settings for selected lines or select output devices The commands that are available depend upon the function you are using and are analogous to the command buttons available on graphical screens Press the highlighted key to use a command Messages Messages appear at the bottom of the screen when a command is unavailable or when OSAS needs information to continue Verification Press lt PgDn gt to proceed Address Mapping When you are working with a screen that
178. mber of periods you can enter in the ARPDxxx table are 1 4 12 and 13 Invalid Period Conversion table The CNVTxxx table for the company is invalid A common reason is that you did not update the table with the corresponding data for the next period Use the Period Setup function to make adjustments see the Resource Manager User s Manual Invalid year The fiscal year you entered is invalid Item Job is not on file The item or job number you entered is not on file Enter a different number the Inquiry F2 command is available Job not found Job ID is not on file The job number you entered is not on file in the Job Cost JOBSxxx file Check your records Then enter a job number that the Job Cost system recognizes or add the job number to Job Cost Mask format error use mask You entered data that does not fit the predefined format for the field Enter the data again using the predefined format Sales Order A 5 APPENDIX A System Messages Maximum number of lines is 998 Maximum number of lines reached Cannot insert You cannot insert a line item if the transaction already has 998 line items Must be within range You must enter a value within the range specified in this message Must be greater than 0 You must enter an invoice number that is greater than zero when you print invoices Must build ARPDxxx table first You must build the table shown in this message before you can use the function
179. nce F6 commands are available if Sales Order interfaces with Inventory Enter the ID of the item or kit you want to sell The item s description appears If you elected to enter additional descriptions about line items when you enter invoices in the Resource Manager Options and Interfaces function the Additional Description Lines window appears when you press Enter in the Desc field Enter up to 10 lines of additional text or press Enter to skip this field When you are finished entering text press Enter at a blank line The text is saved and you are returned to the line item entry screen The sales category refers to an inventory item Enter a sales category or press Enter to skip this field The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If the order is for one customer the sales tax code you assigned in the customer record appears If the order is for a group of customers this field is blank Accept the current value or enter a different value The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If you entered a requested ship date on the order header that date appears Press Enter to accept it or enter the date the customer has requested shipment Enter the item s price ID The Inquiry F2 command is available if Sales Order interfaces with Inventory Sales Order Blanket Orders Field GL Code Sa
180. nction on the Sales Order Periodic Processing menu replaces its counterpart in Accounts Receivable The Sales Order File Maintenance menu has three additional functions Recurring Orders Edit Sales Order Number and Shipping Label Setup The Recurring Orders function in Sales Order replaces the Recurring Entries function in Accounts Receivable The purpose is the same to establish a record of a transaction that you know ahead of time will come in regularly Use the Edit Sales Order Number function to reset the next number for system generated sales order numbers Use the Shipping Label Setup function to design your shipping labels The Sales Order Master File Lists menu has one additional function Recurring Orders List Use it to produce a list of recurring orders entered in the Recurring Orders function File Information Sales Order Sales Order makes use of several Accounts Receivable files see the Accounts Receivable User s Manual Sales Order files are described below The SOTDxxx and SOTHxxx Open Order files store records for orders and returns entered through the Transactions function before they are posted If Sales Order interfaces with Inventory this function updates serialized and nonserialized item balances and costs in the INVExxx Items and INLDxxx Item Location Detail files The SOTHxxx file stores header information the SOTDxxx file stores line item header and order totals information 1 5 CHAPTER 1
181. nd press Enter to look at all PO numbers or enter a partial PO number to search for using the or characters Enter an item ID to find orders that contain that item or press Enter to search all orders Enter the batch number for the orders you want to view or press Enter to search all batches Enter the ID of the customer to whom the order you want to view belongs or press Enter to view orders for all customers Enter the date of the order you want to view or press Enter to view orders for all dates Enter the invoice date associated with the order you want to view or press Enter to view orders for all invoice dates Enter the purchase order date associated with the order you want to view or press Enter to view orders for all PO dates Sales Order Orders Sales Order Field Status Loc ID Job ID Commands Information Inquiry CHAPTER 4 Description The system tracks orders in terms of the following statuses which indicate where an order is in the work cycle New Picked Verified Returned Invoiced Backordered or Quote Select one of these statuses or press A to view all statuses Enter the location ID for the order you want to view or press Enter to view orders for all locations The Inquiry F2 command is available if Sales Order interfaces with Inventory Enter a job ID to find all of the orders that contain that job or press Enter to view orders for all job IDs Use the commands
182. nd in the Resource Manager Options and Interfaces function press P on the Orders screen to print a packing list for a verified or shipped order then select Yes or enter Y in text mode when the Print On Demand Packing List prompt appears The On Demand Packing List screen appears E Online Packing List tod a es Commands Edit Modes Other Help 2xt malma l 7 lee err Print Additional Descriptions Y Print Kit Detail Component 54 Company H 12 28 2007 Terminal Tooo OVR 1 If you want the packing list to include additional descriptions select the box or enter Y in text mode if not clear the box or enter N in text mode 2 If you want the packing list to include kit information press K If you want to print component information press C If you want to print both kit and component information press B 3 If you have BBj barcoding set up see the Installing Barcode and MICR Functionality Appendix in the Resource Manager User s Guide you can select the Print Bar Codes box to have Postnet barcodes printed on your on demand form Sales Order 5 35 CHAPTER 5 Daily Work Transactions 4 Select the output device to produce the list See Reports on page 1 31 for more information on output devices On Demand Invoice Totals Screen The On Demand Invoice Totals screen appears when you finish entering orders and printing invoices and exit from the Orders screen When you finish viewing invoi
183. nd tracking number for an transaction or when you edit an existing one EX Append Line too ES Commands Edit Modes Other Help rxa selma re ee x js Method FED2 3 Ship Via Federal Exp 2nd Day Tracking 12654659846578 Select the shipping method then enter the tracking number for the shipment Use the Proceed OK command to save your changes 5 73 Returned Items MM Sales Order The Returned Items function allows you to process items returned from RMA and credit memos and select what items are returned to stock Follow these steps to process returned items 1 Select Returned Items from the Daily Work menu The Returned Items screen appears IBY returned tems z eee Commands Edit Modes Other Scroll Commands Information Help 2xt sealaal 2elee OK Status RMA Number Location ID Returned Qty Units Reason Description Item 1D Approved Qty Date 00000003 MNO001 1 0000 PKG DAMAGE Damaged Merchandise 100 0000 fa 10 13 2010 4 New 00000003 MNO001 1 0000 PKG 1550 0000 10 13 2010 New 00000001 MNO001 1 0000 PKG 100 0000 10 12 2010 New 00000004 MNO001 1 0000 EA ITEM Wrong Item 200100 0000 10 13 2010 f E B Line No 000001 of 000004 Enter edit Goto Company H 10 13 2010 Terminal T000 OVR Items returned from RMAs are listed in the scroll area along with the S
184. ndon Subtotal 9 02 Freight 546 00 Tax Class Miscellaneous Chgs 45 00 Tax Class q Sales Tax 00 Invoice Total 600 02 Payment 1 500 00 Method cHK a Payment 2 00 Method 4 Net Due The screen lists the RMA subtotal calculated sales tax if the transaction is taxable and if you assigned it a tax group total and net amount due 1 Enter any shipping charges to add to the RMA in the Freight field 2 Select the tax class for the freight charge You can enter a value in this field only if the customer is taxable and you elected to tax freight in the associated tax location See the Resource Manager guide for more information on tax locations 3 Enter any miscellaneous charges to apply to the RMA for example handling 4 Enter the tax class for the miscellaneous charges You can enter a value in this field only if the customer is taxable and you elected to tax miscellaneous charges in the associated tax location See the Resource Manager guide for more information on tax locations 5 45 CHAPTER 5 Daily Work Return Merchandise Authorization 5 When you press Enter to move from the miscellaneous charge Tax Class field the Sales Tax Information screen appears EW Sales Tax Information z Commands Edit Modes Other Help _2xuelmealmal lee Tax Location Tax Amount CA 1091 93 Tax Adjustment 37 00 CA a oofa Tax Loc 1128 93 Sales Tax Enter the amount of the tax adjustment if nec
185. ne screen of line items e Press H to return to the header to edit the inquiry criteria 4 10 Sales Order Returned Items Inquiry Information Inquiry e CHAPTER 4 View Returned ltem Screen The View Returned Items screen appears when you press V to view item details Commands Edit Modes Other Help 2 xe na ma 0 00 ok Entry Date 10 22 2010 RMA No 00000001 GL Pd Y ear 10 2010 Invoice No Customer ID ACE001 ACE BUILDERS Location ID MN0001 MINNEAPOLIS WAREHOUSE Item ID 200100 Furnace Lot Number Serial Number Reason Code NP Not as Promised Units Returned Qty 35 0000 EA Approved Qty 35 0000 Press any key Status Bar The screen displays information about the returned item Press any key to return to the Returned Items Inquiry screen Sales Order 4 11 CHAPTER 5 Transactions 5 3 Return Merchandise Authorization 5 37 Blanket Orders 5 51 Copy Recurring Orders 5 65 Release Scheduled Blankets 5 69 Tracking Numbers 5 71 Returned Items 5 75 Change Batches 5 77 Batch Control 5 79 Sales Order Daily Work Introduction Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance and Master File Lists Refer to the Accounts Receivable User s Manual for questions on these shared menus or for questions on functions not covered in this manual
186. neous charges You can enter a value in this field only if the order is taxable and you elected to tax miscellaneous charges in the associated tax location See the Resource Manager guide for more information on tax locations When you press Enter to move from the miscellaneous charge Tax Class field the Sales Tax Information screen appears EN Sales Tax Information teja ea Commands Edit Modes Other Help 2xtulmalmal lee x _ Abandon Tax Location Tax Amount CA 1091 93 Tax Loc Class Tax Adjustment 37 00 CA 4 ofa Sales Tax 1128 93 Enter the amount of the tax adjustment if necessary and select the tax class for the adjustment You cannot change the tax location Press Enter to recalculate the sales tax and return to the Totals Information screen The invoice total is recalculated based on the freight miscellaneous and tax adjustment amounts you enter Enter the amount of the prepayment if any in the Payment 1 field then select the method of payment code in the Method field The Prepayment Entry screen appears and lists the information set up for that payment method in the customer s record E Prepayment Entry 1 o o ea Commands Edit Modes Other Help 2 xele e malrelee ok Abandon Payment Amount 500 00 Method CHK Check Bank ID FNB001 1st National Bank Batch Dep 000001 Check 65464 5 29 CHAPTER 5 Daily Work Transactions 5 30 The fields on this screen change depending
187. ner If you selected Printer or Print Preview as the output device select the output device to print the invoices log If you selected File this log appears after the invoice forms in the file After the forms and log are produced the Transaction Reports menu appears Sales Order Print Invoices Invoice Log Sales Order Run Totals Taxable Non Taxable Tax Freight Misc Total Sales Prepaid Amount Total Credit Sales Invoices Printed Transaction Reports CHAPTER 7 7 7 CHAPTER 7 Transaction Reports Print Invoices INVOICE BUILDERS SUPPLY g 4301 DEAN LAKES BLVD uijder s SHAKOPEE MN 55379 PAGE 1 Supply INVOICE DATE 12 21 2010 INVOICE NO 24889104 S CASHCA O CASH SALES OAKLAND CA 04 or O1 VTZA CASH SALES OAKLAND CA TOTAL DUE 26451 98 RE ac cad TERMS DESCRIPTION CUSTOMER P O NUMBER SHIP VIA FE C O D Exterior Panels 200 Interior Door 350 Entry Door Ess EA AA AE ee A 10 0000 2417 1700 24171 70 24954 70 O O A EA 24954 70 1497 28 26451 98 Sales Order Print Invoices Transaction Reports CHAPTER 7 Credit Memo BUILDERS SUPPLY CREDIT MEMO 4301 DEAN LAKES BLVD ul der s SHAKOPEE MN 55379 PAGE 1 Supp y INVOICE DATE 1221 2007 INVOICE NO 12670210 CASHTX CASH SALES DALLAS TX CASH SALES DALLAS TX on UI s o L D T o TOTAL DUE 3740 28 C 03 PKG x 03 PKG s l 1317 3840 2634 77 Plumbing Package 30
188. neral Ledger you must post to the current year files If you want to age customer invoices in the file during posting select the check box or enter Y in text mode if not clear the check box or enter N in text mode If you elect to age all customers the ARCUxxx file is updated and the AR Analysis Report is updated if you kept summary history If you elect not to age all customers the post takes less time Select the action you want to take for unposted orders and backorders If you elect to move them to a different batch a field appears where you can enter the new batch ID Select the output device to produce the posting log See Reports on page 1 31 for more information on output devices After the log is produced the Transaction Reports menu appears 7 23 CHAPTER 7 Transaction Reports Post Transactions Post Transaction Log 12 28 2007 Builders Supply 9 38 PM 50 Post Transactions Terminal Batches Posted 000001 Posted to CURRENT YEAR 2007 12 28 2007 Builders Supply Page B 9 36 PM POST INVENTORY ITEMS Batch Tran No LN TP Invoice Loc Item ID or Job Phase Qty Shipped Cost Extended Cost Lot Numbers Serial Numbers 000001 00000012 001 IN 00000012 MNOO01 100 TRANSACTION TOTAL TOTAL OF LOT SERIAL ITEMS TRANSACTION TOTAL 000001 00000017 001 IN 00000017 CA0001 554565465465 TOTAL OF LOT SERIAL ITEMS TRANSACTION TOTAL 000001 00000021 001 IN 00000015 MNOOO1 200 MNO001 200100 379 4400
189. ng Numbers 5 71 Transaction Reports menu structure 1 4 Transactions adding blanket line items 5 60 adding line items 5 25 6 17 6 19 batching 3 9 editing blanket line items 5 60 line items 5 25 totals 5 26 entering blanket totals 5 61 entering totals 5 26 function 5 3 kit line items 5 23 lot numbers 5 19 5 20 On demand Invoice Totals screen 5 36 on demand invoices 5 33 on demand packing lists 5 35 on demand picking slips 5 31 on demand quotes 5 33 IX 9 INDEX U on demand RMAs 5 49 Online Packing Lists screen 5 35 order statuses 5 5 5 52 printing invoices on demand 5 26 packing lists on demand 5 26 picking slips on demand 5 26 quotes on demand 5 26 RMA on demand 5 44 release blanket order 5 61 serial and lot numbers 5 22 serial numbers 5 18 serialized and lotted items 5 21 serialized items 5 17 shipment tracking numbers 5 71 totals information 5 28 5 45 5 62 tracking shipments 5 71 unit cost V displaying for line items 3 10 verified orders posting 7 21 verified status 1 9 5 5 W workstation date 1 15 IX 10 Sales Order
190. ng the graphical main menu and vice versa Select GUI Functions from the Modes menu or press Shift F6 to toggle between the text and graphical modes for function screens When available press Shift F5 to switch between graphical and text menu modes or press Shift F6 to switch between modes on function screens You can also use the Resource Manager Defaults function to select the default mode to use for the main menu and function screens In text mode use the Page Up Page Down arrow and Enter keys to move between menus select and enter functions and move around function screens When a list of commands appears at the bottom of a function screen press the highlighted letter to use a command These methods also work in graphical mode or you can use the mouse to click on fields and command buttons Graphical Mode If you re familiar with other graphical software programs you ll find it easy to navigate around the OSAS graphical mode which uses buttons toolbars text entry boxes and menus to help you move through your tasks Sales Order 1 17 CHAPTER 1 Introduction Graphical Main Menu Navigating OSAS Main Menu If you use BBj in graphical mode the main menu is available in two flavors graphical and MDI To switch between the two styles press Shift F5 If you use Visual PRO S the graphical main menu is the only graphical menu available The graphical main menu is shown below EN 1000 OPEN SYSTEMS R Accountin
191. ntory Lookups Help 2 X u a a a 28 6 a Abandon Customer ID From ACE001 a Print By Thu KANOO a Order Date Loc ID From CA0001 a Customer Thru TX0001 a Sales Rep Item ID From fa Order Number Thru a Order Number From a Thru a Print Kit Detail a Sales Rep ID From 3 Thru la Batches to Print 0 Company H 12 28 2007 Terminal TODO OVR Enter the range of customers locations items order numbers and sales reps you want to include in the report Enter values into a combination of these fields to print only the items that match that criteria on the report or leave the boxes blank to print all items Select the batches you want to print You have this option only if you elected to use batching in the Resource Manager Options and Interfaces function Select the order in which you want to print the report The report is organized first by location then by item and then by your selection here If you want to print kit detail in the report select the box or enter Y in text mode if not clear the box or enter N in text mode Select the output device See Reports on page 1 31 for more information After the report is produced the Shipping Reports menu appears Sales Order Backorder Allocation Report Shipping Reports CHAPTER 6 Sales Order Backordered ltems If the inventory on hand quantity is zero for a backordered item the report does not list the item The availab
192. o indicate when the order was placed Status The status that appears depends on which option you selected from the Transaction Type selection screen Loc ID If you entered a default location ID when you set up the company that ID appears Press Enter to accept the default location or enter a different location ID 5 7 CHAPTER 5 Daily Work 5 8 Field Sold to Sales Rep 1 Percent Sales Rep 2 Percent Transactions Description If you did not enter a default location ID enter the ID of the location for line items in the order The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory Enter the ID of the customer to whom you are selling goods or entering credits Use the Maintenance F6 command to open the Customers function to add or edit information You cannot use the Maintenance command to delete customer records After you enter the ID the customer s name and address appear For a customer that is on credit hold a message appears after you enter the ID For a new order or a quote you can continue entering the order press Enter to remove the message but you cannot verify it For a shipped order for a customer on credit hold you cannot continue entering the order If you entered a default sales rep when you set up the company that sales rep appears Accept the ID of the sales rep who usually sells to the customer or enter a different ID Next enter t
193. o the Daily Work menu If the RMA did not print correctly or if you want to reprint the form select Yes or enter Y in text mode The cursor return to the Slip No field Reprint the invoice or quote following the above procedures Sales Order Blanket Orders MM Blanket Orders Selection Screen When you select Blanket Order from the Transaction Type selection screen page 5 3 you can choose one of the following options EN Transaction Type ies nmands Edit Modes Other Help bejaan Transaction Type Orders RMAs Blanket Orders New Blanket Order Edit Blanket Order Release Blanket Order Credit Blanket Order Select the action you want to perform e Select New Blanket Order to enter a blanket order you have just received e Select Edit Blanket Order to change a blanket order e Select Release Blanket to release a shipment against a blanket order See Releasing Blanket Orders on page 5 63 for more information e Select Credit Blanket to issue credit to customers for returned goods shipped through a blanket order Sales Order 5 51 CHAPTER 5 Daily Work Blanket Orders The option you select determines what status is assigned to the blanket order Order Status The system tracks orders in terms of the following statuses which indicate where the order is located in the work cycle New status means that you entered the blanket order but have not yet released orders against it
194. o the menu or use the up arrow key to return to the scroll region Printer busy You are trying to use a printer that is in use Press Enter to continue with your entry and try to print later Record in use Another terminal is using the record you are trying to access Exit from the function Then try to access the record again when the other terminal is finished with it Sales history is not implemented You cannot print the Detail History Report if you elected not to keep detail sales history in the Resource Manager Options and Interfaces function Sales rep ID has current balance You cannot delete the record of a sales rep who has outstanding commissions Sales Order A 7 APPENDIX A System Messages Sales rep ID is not on file You entered the ID of a sales rep that is not set up in the ARSRxxx Sales Rep file Enter a different ID the Inquiry F2 command is available Summary history not available for this period You cannot print the report for this period because it does not have any summary history It might have been deleted from the ARHSxxx Summary History file or you might have elected not to keep summary history in the Resource Manager Options and Interfaces function when this period was active Tax ID is not on file You entered a tax ID that is not in the RMGCxxx Group Code file Enter a different ID the Inquiry F2 command is available There is no summary history for customer ID in
195. ocation MNOOO2 Total GRAND TOTAL End of Report 6 24 Backorder Allocation Report Base Unit On Backorder FOOT 32 0000 Ea 1 0000 Qty Avail Allocated 3600 0000 32 0000 32 0000 3568 0000 PAGE 1 Base Price Bin Ext Price Line 1800 M 1 00 002 00 00 5 8500 E 25 00 003 Sales Order Requested Ship Date Report oo B The Requested Ship Date Report function prints out a report listing orders based on the ship dates requested by your customers Use the report to help plan your shipments and to help you identify problems in delivery of items to your customers Requested Ship Date Report screen Select Requested Ship Date Report from the Shipping Reports menu The Requested Ship Date Report screen appears TE Requested Ship Date Report fla Es Commands Edit Modes Other Inventory Lookups Help 2xtl melmalzelee ln Customer ID From ACE001 a Batches to Print 1 Thru SUNOO1 fa Loc ID From CADOD1 q Include Thru TX0001 a New Y Req Ship Date From 5 Backordered Y Thru El ___ Picked tem Job From A Verified Thru a Invoiced Print Items with Blank Req Ship Dates Kit Detail Y CompanyH 1228 2007 Terminaitooo OVR 1 Enter the range of customers you want to include in the report 2 Enter the range of locations you want to include in the report Sales Order 6 25 CHAPTER 6 Shipping Reports Requested Ship Date Report
196. oice customer makes a payment toward a particular invoice If you elected to use prenumbered invoices in the Resource Manager Options and Interfaces function this function reassigns invoice numbers but not credit memo numbers the Sales Journal includes both Sales Order 7 3 CHAPTER 7 Transaction Reports Print Invoices Print Invoices Screen Select Print Invoices from the Transaction Reports menu This screen appears BM Print invoices foyer ea Commands Edit Modes Other Help 2xXt aalmal e OK Abandon E Is Sales Order Entry Completed Batches to Print 4 Invoice Date MEA a First Invoice No 00002081 Last Good Invoice No If Restart 00000000 Print Invoices FI Quotes Credit Memos New RMAs Received RMAs o Message for All Invoices Thank You for your order Print Additional Descriptions Print Kit Detail M Print Copies of E Mailed Invoices M Status Bar Company H 10 22 2010 Terminal T000 OVR 1 If you are finished entering Sales Order transactions select the check box or enter Y in text mode if not clear the check box or enter N in text mode If you have not finished entering transactions exit to the Transaction Reports menu and do so before printing invoices 2 Select the batch numbers you want to print You can select multiple batches to print at once You cannot select batches if you did not elect to use transaction batching in the Resource Manager
197. on CHAPTER 1 Text Mode Sales Order The OSAS text mode is available on all operating systems If you use OSAS on an operating system that does not have graphical capabilities the text mode is the only mode available In text mode all screens are presented in an easy to use textual interface that you navigate through using keyboard commands Main Menu The text main menu is shown below Ef osas 1000 Sa Settings Edit Print Help 11 27 2007 Company H Builders Supply 4 25 PM Main Menu Bills of Materials Kitting TOOO _ OPEN SYSTEMS R Accounting Software When you select an application the application s menu is superimposed over the main menu Selecting an entry on an application menu opens a function screen or a submenu You can move around the text main menu in these ways e Use the arrow keys to move the cursor up and down to highlight the application you want Then press Enter to select it 1 25 CHAPTER 1 Introduction Navigating OSAS 1 26 Press the first letter of the application you want to move the cursor to the first application beginning with that letter Continue to press the letter key or the down arrow until the application you want is highlighted then press Enter to select it Use the mouse to click an application to view that application s menu To move to the first application on the menu press Home To move to the last
198. on forms 3 11 on plain paper 3 11 on demand 5 3 5 26 5 35 online 3 11 picking slips on forms 3 11 on plain paper 3 11 on demand 5 3 5 26 5 31 online 3 11 quotes 7 3 on demand 5 26 5 33 RMA on demand 5 49 statements on forms 3 12 IX 6 on plain paper 3 12 Proceed OK command 1 2 productivity reports 1 12 programs backing up 3 21 Purge Selected Files function 9 3 purging files 9 3 recurring order entries 3 17 Q QCxxxx table description 10 22 setting up 3 15 QH 1xxxx table description 10 23 screen 10 24 setting up 3 15 QH2xxxx table description 10 23 setting up 3 15 QNxxxx table description 10 22 setting up 3 15 QRxxxx table description 10 22 setting up 3 15 QSxxxx table description 10 22 setting up 3 15 quantity information displaying for line items 3 10 quick entry stops 10 22 10 23 Quick Entry tables description 10 21 setting up 3 15 quote status 5 6 quotes 1 9 converting to live orders 5 6 B 3 printing 7 3 printing on demand 5 26 5 33 producing 5 5 reprinting 7 5 Sales Order QVxxxx table description 10 22 setting up 3 15 R ranges in reports 1 31 Reason Codes 11 3 Reason Codes List function 12 5 receipts batching 3 9 Recurring Additional Descriptions file SORDxxx file 1 6 Recurring Order files description 1 6 setting up 3 16 Recurring Orders function 10 3 10 12 group codes 3 16 line item entry 10 7 purging entries 3
199. on is stored in the SOLB file Daily Work You can create an order one of these ways copy a recurring order from the SORHxxx and SORLxxx files release a blanket order from the SOBHxxx and SOBLxxx files or enter the information through the Transactions function In any case the new order information is stored in the SOTDxxx and SOTHxxx files If you do not want an order to be copied to the SOTDxxx and SOTHxxx files after a particular date you can specify a cutoff date in the recurring order record If you specify a cutoff date when you copy recurring orders those with the cutoff date before the one you specify are not copied The Copy Recurring Orders Log which is produced when the orders are copied shows the new order numbers line item information customer IDs and individual and total amounts of the orders that were copied You can create three types of blanket orders An on demand blanket is an order to purchase set quantities of items at a specific price over a period of time A dollar amount blanket is a standing order to purchase any items up to a fixed total amount A scheduled blanket is an order that lists fixed quantities of specific items to be delivery on specified dates Any of these blanket order types can be set up maintained and released through the Transactions function Scheduled blankets can also be released using the Release Scheduled Blankets function You can stop blankets from being released by entering a close
200. on the payment method For example if the payment method is a credit card the screen lists the customer s credit card number expiration date and authorization code If you entered a check payment type enter the check number If you entered a credit card payment type enter or edit the card number card holder s name expiration date and authorization number If you entered a write off or other payment type enter a memo to identify the payment Press Enter to return to the Totals Information screen If you received more than one form of payment on this order enter the second prepayment amount and the corresponding method of payment code When the Prepayment Entry screen appears enter or edit the appropriate information for the payment method as prompted The total amount of the invoice less any prepayments appears in the Net Due field Use the Proceed OK command to return to the Orders screen Sales Order Transactions Daily Work CHAPTER 5 On Demand Picking Slips Sales Order If you elected to print picking slips on demand in the Resource Manager Options and Interfaces function press O on the Orders screen to print a picking slip for a new or picked order then select Yes or enter Y in text mode when the Print On Demand Picking Slip prompt appears The On Demand Picking Slips screen appears EX On Demand Picking Slips fo Es Commands Edit Modes Other Help 2xXte aealmal e oK
201. ons and Interfaces function the Additional Description Lines screen appears when you press Enter in the Desc field Enter up to 10 lines of additional text When you finish entering text press Enter at a blank line to save your text and return to the Line Item Entry screen The sales category refers to an inventory item Enter a sales category or press Enter to skip this field The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If the order is for one customer the sales tax code you assigned in the customer record appears If the order is for a group of customers this field is blank Accept the current value or enter a different tax class If Sales Order interfaces with Inventory the price ID assigned to the item appears Press Enter to accept the price ID or enter a different price ID The GL code identifies the pairs of general ledger sales and cost of goods sold COGS accounts to use for a line of an entry The codes are set up in the GL Codes function If you entered a GL code in the DFxxxx table that code appears If you entered a GL code the sales and COGS accounts appears The inventory account appears from the ARGLxxx table 10 9 CHAPTER 10 File Maintenance Field Ordered Units Price Cost Shipped Backord Ext Price Ext Cost Recurring Orders Description Accept each account number The Inquiry F2 and Maintenance F6 commands a
202. ot involved in any calculation When the customer accepts your proposal you can convert the quote to a live order Order Header Information Screen 5 6 After you make your selection from the Transaction Type selection screen the header screen appears EN Header Information l l Le ES Commands Edit Modes Other Information Help 2xt aalmal 7elee Ok Abandon Batch ID 000001 a Our Order No 00000015 4 Date 12 28 2007 Status New Loc ID MNOQO1 a MINNEAPOLIS WAREHOUSE Sold to ACEO0 a Ship to 000001 4 ACE BUILDERS Bill Meyers 1588 SE 31ST STREET Receiving 1588 SE 31st Street PADUCAH KY 28655 7865 US Paducah kv a 28655 US A Sales Rep1 GPD a Percent 100 0 Ship Method a Sales Rep 2 al Percent 0 Ship Via FEDEX Cust Level ACE001 a Pick Slip No Terms Code 2PCT la Requested Ship Date E Terms Desc 2 10 n 30 Type Reg Actual Ship Date El Terms 2 0 Days 10 Net Days 30 GL Period 12 Order No Taxable Oo Ord Date EZ Tax Group MN a Inv No Date EF Description Minnesota Information about serialized and lotted items applies only if Sales Order interfaces with Inventory See the Inventory User s Manual for information about how to change the status of a serialized item If you are changing an order you can change information that pertains to the entire order You can change any field but you cannot change the customer ID in the Sold to field for verified and invoiced orders If you are c
203. p Considerations Setup CHAPTER 3 Sales Order Use descriptive IDs For example WIN001 and WINO02 are more descriptive IDs than 000001 and 000002 However if you already use a numbered system you might want to stick with it If you want to sort items by a particular attribute name or group put the attribute in the ID For example to organize customers by name put the first characters of the name in the customer ID To ensure that you can insert new items into a sequence use a combination of letters and numbers that leaves room in the sequence for later additions For example setting up two consecutive IDs of WINO01 and WINOOS leaves room for three customers in between 3 5 Setup Checklist and Functions o M Follow the steps below to set up the Sales Order system Each step is explained in this section 1 Set up the options and interfaces Build the tables Build the SORHxxx and SORLxxx Recurring Order files Build the SOBHxxx and SOBLxxx Blanket Order files Enter initial balances Set up roles Set up a backup schedule SOY AB GN Options and Interfaces An application can be interfaced to work in conjunction with other applications Sales Order can interface with General Ledger Inventory Job Cost Bank Reconciliation and Bill of Materials Kitting Sales Order does not have the same interfaces as Accounts Receivable You must set up the Sales Order options and interfaces in addition to the Accounts
204. period and year of the summary history you want to purge Summary history before the period and year you enter are purged Enter the date of the paid invoices you want to purge Paid invoices dated on or before the date you enter are purged Enter the date of the new RMAs you want to purge RMAs dated on or before the date you enter are purged Enter the date of the quotes you want to purge Quotes dated before the date you enter are purged To purge all quotes for a specific customer enter that customer ID Enter the date of the closed blankets you want to purge Blanket orders with Close Dates before the date you enter are purged Leave any of these fields empty if you do not want to purge that type of data To purge the files and return to the Periodic Processing menu use the Proceed OK command Sales Order CHAPTER 10 Recurring Orders 10 3 Tables 10 15 Edit Sales Order Number 10 25 Shipping Label Setup 10 27 Sales Order File Maintenance Introduction Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance and Master File Lists Refer to the Accounts Receivable User s Manual for questions on these shared menus or for questions on functions not covered in this manual Recurring Orders MM Use the Recurring Orders function to set up orders that you regularly get from
205. plications associated with tracking assets Inventory for example Sales Order represents an asset when you take orders from customers the orders when goods are shipped and invoices are posted are expressed as gains to your source of revenue and losses to the assets the customers bought For example when you sell goods the order represents a loss to inventory when you apply invoices to the order it represents a gain to your capital Sales Order plugs into Resource Manager the foundation of OSAS Consult the Resource Manager guide for more information on basic OSAS functionality and details on how Resource Manager works within the OSAS system 1 1 CHAPTER 1 Introduction About This Guide This guide describes the functions that make up the Sales Order application and gives details on how Sales Order fits into your existing business workflow This guide is divided into these sections e Chapter introduces OSAS and the Sales Order application and describes the basics of the Sales Order system and how to navigate around OSAS e Chapter 2 Installation and Conversion details how to install Sales Order using Resource Manager and how to create or convert the data files it requires e Chapter 3 Getting Started gives information and checklists on the steps you need to perform to set up Sales Order e Chapters 4 through 12 contain function descriptions organized by menu These chapters mirror the order that appears on the
206. port is produced the History Reports menu appears Sales Order Shipping Efficiency Report History Reports e CHAPTER 8 Shipping Efficiency Report 11 28 2007 6 41 AM Actual Ship Date 04 02 2008 03 17 2008 03 03 2008 03 01 2008 02 22 2008 02 05 2008 01 26 2008 01 25 2008 01 24 2008 01 21 2008 12 28 2007 12 21 2007 12 17 2007 12 03 2007 12 01 2007 11 06 2007 11 03 2007 10 04 2007 10 02 2007 09 18 2007 09 10 2007 09 07 2007 09 02 2007 08 26 2007 08 17 2007 08 15 2007 07 26 2007 07 19 2007 07 15 2007 07 14 2007 07 11 2007 07 09 2007 07 07 2007 07 05 2007 Overall Average Early Date 04 02 2008 03 17 2008 03 03 2008 03 01 2008 02 22 2008 02 05 2008 01 26 2008 01 25 2008 01 24 2008 01 21 2008 12 28 2007 12 21 2007 12 17 2007 12 03 2007 12 01 2007 11 06 2007 11 03 2007 10 04 2007 10 02 2007 09 18 2007 09 10 2007 09 07 2007 09 02 2007 08 26 2007 08 17 2007 08 15 2007 07 26 2007 07 19 2007 07 15 2007 07 14 2007 07 11 2007 07 09 2007 07 07 2007 07 05 2007 End of Report Sales Order Average Late Date 04 02 2008 03 17 2008 03 03 2008 03 01 2008 02 22 2008 02 05 2008 01 26 2008 01 25 2008 01 24 2008 01 21 2008 12 28 2007 12 21 2007 12 17 2007 12 03 2007 12 01 2007 11 06 2007 11 03 2007 10 04 2007 10 02 2007 09 18 2007 09 10 2007 09 07 2007 09 02 2007 08 26 2007 08 17 2007 08 15 2007 07 26 2007 07 19 2007 07 15 2007 07 14 2007 07 11 2007 07 09 2007
207. pping Reports Picking Slip gt BUILDERS SUPPLY i 4301 DEAN LAKES BLVD A SHAKOPEE MN 55379 ACE BUILDERS 1588 SE 31ST STREET PADUCAH KY 28655 7865 DLL LL NA Picking Slips PICKING SLIP BATCH CODE ORDER NUMBER ORDER DATE 000001 00000025 08 09 10 CUSTOMER P O NUMBER ACE001 ACE BUILDERS 1588 SE 31ST STREET PADUCAH KY 28655 7865 LOCATION PICKING SLIP REQUESTED NO SHIP DATE ACTUAL SHIP DATE MN0001 ITEM ID RES 000001 08 09 10 001 200100 EA Furnace PDF form output available with BB 6 6 Sales Order Shipping Labels ee Use the Shipping Labels function to print shipping labels with the format you set up in the Shipping Label Setup function Shipping Labels Screen Select Shipping Labels from the Shipping Reports menu The Shipping Labels screen appears EX Shipping Labels teja ES Commands Edit Modes Other Help 2xt malmal 7e ee OK _ Abandon Shipping Label ID 4x4 a 4 x 4 label Order Number 00000027 a Number of Labels 1 CompanyH 12 28 2007 Terminal TODO OVR 1 Accept the current label ID or enter a different ID 2 Enter the order number for the shipping label you want to print The name and address appear in the middle of the screen for verification If you do not enter an order number you must manually enter the name and address Sales Order 6 7 CHAPTER 6 Shipping Reports Shipping La
208. print bar code information on picking slips select the check box or enter Y in text mode if not clear the check box or enter N NOTE This feature is available on BBj systems only See Appendix E in the Resource Manager User s Guide for more information on setting up bar codes 9 Select the output device to produce the slips See Reports on page 1 31 for more information on output devices If you select Printer or Print Preview as the output device and you elected not to print plain paper forms in the Resource Manager Options and Interfaces function alignment characters print on the first form and the Is Form Aligned message appears If the alignment characters are not centered in the alignment box or if the characters are not aligned in the grid on laser forms adjust the form and select No or enter N in text mode to print the alignment form again Continue this procedure until the form is aligned then select Yes or enter Y in text mode to print the slips 10 If you are printing picking slips for a list of orders the Print Picking Slips for a List of Orders window appears Enter the number of the first order for which you want to print a picking slip and press Enter When you press Enter another box appears Continue entering order numbers then use the Proceed OK command to print the picking slips for the selected orders After the slips print the Shipping Reports menu appears Sales Order 6 5 CHAPTER 6 Shi
209. quiry F2 button 1 24 flag 1 29 Install Applications function 2 1 2 3 installing Accounts Receivable 2 1 installing Sales Order 2 1 and Accounts Receivable 2 1 B 1 interfaces with Sales Order 1 3 Bank Reconciliation 3 8 10 17 Bill of Materials Kitting 3 8 General Ledger 3 7 Inventory 3 8 10 17 Job Cost 3 8 setting up 3 9 Inventory interface with Sales Order 3 8 10 17 invoiced status 5 5 invoices aging online 3 13 batching 3 9 e mail 3 11 user document link 3 12 prenumbered forms 3 12 printing 7 3 on forms 3 11 3 12 on plain paper 3 11 IX 3 INDEX on demand 5 3 5 26 5 33 online 3 11 reprinting 7 5 reprinting online 5 5 J Job Cost interface with Sales Order 3 8 K Kit Detail file 1 6 history 3 10 Kit History file 1 7 kits appending components 5 24 editing 5 24 including components in picking slips 3 11 line items 5 23 L LABEL table setting up 3 14 laser forms invoice 3 11 3 12 packing list 3 11 picking slip 3 11 statement 3 12 launching OSAS in other operating systems 1 13 OSAS in Windows 1 13 line items adding 5 5 5 25 6 17 6 19 deleting 5 5 displaying unit cost 3 10 editing 5 5 5 25 kits 5 23 recurring orders 10 7 viewing 5 26 5 61 Lot and Serialized Item file 1 6 lot numbers appending 5 20 IX 4 editing 5 20 lotted items entering 5 19 main menu graphical 1 18 MDI 1 19 navigating graphical 1 18 navigating MDI
210. r but when I verified and invoiced it it was still incorrect What happened Use the Edit Recurring Orders option to change a recurring order before you copy it to the SOTDxxx and SOTHxxx Open Order files The changes you make affect only the orders in the SORHxxx and SORLxxx Recurring Order files not the SOTDxxx and SOTHxxx files When you copied the recurring order a new order was created in the SOTDxxx and SOTHxxx files To change incorrect orders that were copied use the Change Order option in the Transactions function The changes you make affect only the orders in the SOTDxxx and SOTHxxx files not the SORHxxx and SORLxxx files How do convert a price quote to a live order Sales Order On the Orders or Change Orders screen in the Transactions function press L When you convert a quote to a live order if Inventory is interfaced the committed quantity for the inventory item is increased by the ordered quantity of the line items and the order status changes from quote to new B 3 GLOSSARY account accounting period application available back up backorder committed company conversion Sales Order A storage unit of financial data in accounting usually grouping related information under one account number or account ID A period of time in accounting used to provide distinct units of time you can work with For example you might want a report to include transactions done within a particu
211. r Compressed or enter C to print it in compressed width 4 Click OK or press Enter to begin printing the report 5 If you want to stop printing after it has begun press Ctrl Break 6 Click OK or press Enter to continue 1 33 CHAPTER 1 Introduction Reports 1 34 Preview the Report The Print Preview option is only available for graphical workstations However before Print Preview will work in Windows you must add a sysprint device line in the config bbx file for that workstation Use the Devices function on the Resource Manager User Setup menu to add this line Follow these steps to view a report using Print Preview 1 Select Print Preview in graphical screens 2 If multiple printers are available for the terminal either select the printer from the list or enter the appropriate code for the printer and press Enter Use the Devices function on the Resource Manager Installation and Configuration menu to add printers to the terminal 3 Click OK or press Enter to continue 4 When available either select Standard or enter S if you want to view the report in standard width or select Compressed or enter C if you want to view it in compressed width 5 Press Enter The Print Preview screen displays the report as it will look when printed out in hard copy 6 To print from this screen select Print from the File menu To exit from this screen select Exit from the File menu Save the Report as a PDF PDF output
212. r path you specified does not exist Disk drive not ready The system cannot access one of the disk drives to find the file for which it is looking Usually the door of the disk drive is open check it If closing the door corrects the problem press Enter if not consult your system administrator or hardware support specialist Drive not available The system does not have the disk drive ID you entered Press Enter and enter a different ID If this message appears when you enter the correct drive ID get help from a support technician Entry in process on terminal nnnn Another user is entering or editing a transaction in the batch you are working with You cannot process the batch while it is in use Field size is too large The line item s amount makes one of the calculated amounts exceed the space provided for it Check the amounts you entered in the fields If they are correct you must enter the transaction as two transactions to accommodate the total File unavailable XXXXXXXX This message appears for one of these reasons Sales Order A 3 APPENDIX A System Messages e The function you are trying to access needs one or more files that are locked by another user on your system When a file is locked other users cannot access it during posts and other functions that need to keep the file intact e The function you are trying to access needs one or more files that are not on your system Use the Options and Interfaces fun
213. rd No Ord Date Run Code Cutoff Date Ship to Recurring Orders Description To identify the transaction enter the sales order number or the customer s purchase order number To skip this field press Enter If you entered an order number enter the order date You copy recurring orders by run code to the SOTDxxx and SOTHxxx files Use the same run code for orders that you copy on the same basis For example you could use 01 for orders you copy on the first day of each month 15 for the fifteenth day of each month and so on Enter the run code to which the order belongs Enter the date after which the recurring order is not to be copied to the SOTDxxx and SOTHxxx files or press Enter to skip this field if the recurring order is valid indefinitely Enter the shipping address code for one customer or for a group of customers Use the Maintenance F6 command to open the Ship to Addresses function to add or edit addresses see the Accounts Receivable User s Manual If you enter a code for one customer and the code is in the ARSAxxx Ship to Address file the address appears If you enter a code for a group of customers the associated shipping address is used for the customers in the group with the same shipping address code when you copy the order If the code is not valid for a customer no address is used when you copy the order Sales Order Recurring Orders Field Ship Method inquiry Maint
214. rder tela Es Commands Edit Modes Other Scroll Commands Information Inventory Lookups Help RX a e al 8 ee OK Abandon Our Ord No 00000025 4 Batch ID 000001 a ord Date 08 09 2010 E4 Status All y Invoice No i Customer ACE001 4 Inv Date 08 09 2010 EH Loc ID MN0001 Customer PO PO Date 08 09 2010_ Job ID la Item ID 200100 ax Our Tran Invoice No Cust ID Loc ID Ord Date Status Order Total Batch ID Customer PO PO Date Inv Date 00000025 00002081 ACE001 MN0001 08 09 2010 Invoiced 00 000001 08 09 2010 a m ogg New search Sort I Header Order line detail Totals tRacking Detail Goto Company H 08 09 2010 Terminal T000 OVR Sales Order 4 3 CHAPTER 4 Information Inquiry Orders The following fields can be used to tailor the inquiry to your needs Field Inquiry Our Ord No Invoice No Customer PO Item ID Customer Ord Date Inv Date PO Date Description Enter the sales order number you want to view press Enter to look at all orders or enter a partial order number to search for using the or wildcard characters Enter the invoice number associated with the order you want to find press Enter to look at all invoices or enter a partial invoice number to search for using the or wildcard characters Enter the customer s purchase order number associated with the order you want to fi
215. re available if Sales Order interfaces with General Ledger Enter the number of units ordered Enter the type of unit by which the item is sold for example EACH if it is sold individually The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory Enter the item s unit price If Sales Order interfaces with Inventory the unit cost appears You cannot enter anything in this field until the order is copied You cannot enter anything in this field until the order is copied The order s total price the quantity ordered times the unit price appears and the order s total cost the quantity ordered times the unit cost appears Use the Proceed OK command to save the line item information Next enter another line item or exit use the Exit F7 command to exit to the Recurring Orders screen When you save the first line item the totals are updated and your entries are saved You cannot use the Abandon F5 command to cancel the order To delete the entire recurring order use the Delete F3 command on the header screen 10 10 Sales Order Recurring Orders File Maintenance CHAPTER 10 Recurring Orders Screen When you exit from the Line Item Entry screen this screen appears N Edit Re g Orders Commands Edit Modes Other Scroll Commands Information Help Sold to ACE001 ACE BUILDERS Loc ID Ship to 000001 Bill
216. report includes information only about vendor ACE0O1 Information for reports is sorted first by a space _ then by special characters then by digits then by uppercase letters and finally by lowercase letters No matter what you enter in the From and Thru fields however your entries are sorted in alphabetical order unless the function provides an option to sort the information differently Sorting by alphabetical codes or IDs is easy For example the ID ACL comes before the ID BB because A comes before B Use caution when you enter codes or IDs consisting of characters other than letters the order might not be what you expect For example if 20 items are labeled 1 through 20 and all are included in a report you might enter 1 at From and 20 at Thru expecting them to be listed 1 2 3 19 20 However since OSAS sorts in alphabetical order rather than numerical order the numbers are listed in this order 1 10 19 2 20 In this example numbers 3 9 are not included in the sort since they fall after 20 in an alphabetical sort To prevent this situation pad extra spaces in codes and IDs with zeros so that numbers in alphabetical order are also in numerical order In the example above the items could be labeled 000001 through 000020 Outputting Reports 1 32 You can output reports in a variety of ways but keep in mind that the mode you use controls which output options are available to you If you use graphical function s
217. ress T to enter or edit totals associated with the order See Totals Information on page 5 62 for more information Press V to view more details about the selected line item Additional information such as the General Ledger account quantities ordered and shipped and price and cost information appears on the View Line screen Press G to go to a specific line item This command is available only when there is more than one screen of line items Press O to print picking slips invoices or quotes on demand This command is available only if you elected to print online forms in the Resource Manager Options and Interfaces function See On Demand Picking Slips on page 5 31 and On Demand Invoices or Quotes on page 5 33 for more information Press P to print packing lists on demand after an order is shipped and has verified or invoiced status This command is available only if you elected to print on demand packing lists in the Resource Manager Options and Interfaces function See On Demand Packing Lists on page 5 35 for more information Press L to convert a price quote into a live order with new status This command is available only for price quotes Press R to recalculate prices on any order that is not invoiced then select Yes or enter Y in text mode when the Recalculate Prices prompt appears This command is not available for invoiced transactions Use this command to recalculate prices when you make changes
218. rial codes associated with the contents of the line item in the scroll region at the bottom of the screen Use the commands to work with the items in the scroll region Press Enter to edit a hazardous item The Edit Hazardous Waste Code screen appears e Press A to add a hazardous item to the end of the list The Append Hazardous Waste Code screen appears e Press Dto return to the Bills of Lading screen e Press R to rebuild the entry from the original sales order The hazardous waste codes for the line item are re created and reappear Edit Append Hazardous Waste Code Screen Sales Order The Edit Append Hazardous Waste Code screen appears when you edit an existing hazardous line item or add a hazardous line item to the Edit Add Line Item screen TEN Append Hazardous Waste Code fo Es Commands Edit Modes Other Information Help RX te S ma leleel OK Abandon HM Code ER1008 a Description Boron trifluoride Boron trifluoride compressed Select the ERG hazardous materials code in the HM Code field If Sales Order interfaces with Inventory you can use the Inquiry F2 command to select the code from a list The description appears edit it if necessary Use the Proceed OK command to save your entry and return to the Edit Append Line item screen Press D when you are finished adding hazardous material codes to this line item to return to the Bills of Lading screen 6 19 CHAPTER 6 Shipping
219. rms Code File Maintenance CHAPTER 10 Description Tf the recurring order is for one customer enter the ID of the customer The customer s name and address appear If the recurring order is for a group of customers enter an asterisk and the customers group code You assigned group codes when you set up customer records If you entered a customer ID in the Sold to field the ID of the sales rep who usually sells to the customer appears Accept it or enter a different ID Next enter the percentage of the sale on which you want to base the sales rep s commission or press Enter for a commission of 100 percent of the sale Enter the ID of the second sales rep receiving a commission on the sale or press Enter to skip this field If you entered an ID enter the percentage of the sale on which you want to base the sales rep s commission The sum of the two percentages you entered cannot exceed 100 Accept the current customer level or enter a different customer level The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory The terms code describes the terms of the payment It is set up in the Terms function Accept the current terms code or enter a different code Use the Maintenance F6 command to open the Terms function to add or edit terms codes After you enter the terms code its description appears 10 5 CHAPTER 10 File Maintenance Field O
220. rt s description in the appropriate section Selecting a Range of Information To produce a report you must specify what information you want to include in the report e To produce a report that includes all information available leave the From Thru fields on the report screen blank For example if you want to include information about all the vendors you work with in a report leave the Vendor ID From and Thru fields blank e To limit the amount of information in the report enter a range in the From Thru fields For example if you want a report to include information only about vendor ACE001 enter ACE001 in both the Vendor ID From and Thru fields If you want the report to include information only about vendors that start with CO enter CO at From and COZZZZ at Thru e You can also select the Tag check mark next to a selection to select a non contiguous range of information In fields where you ve tagged individual choices the selection will appear as an asterisk in the From Thru fields after the selection Sales Order 1 31 CHAPTER 1 Introduction Reports Sorting Each field where you enter information on a report screen usually restricts the overall output of the report For example if you leave the Vendor ID From and Thru fields blank the report contains information about all the vendors But if you enter invoice 100 in the Invoice Number From and Thru fields and invoice 100 is assigned only to vendor ACE001 the
221. ructure 1 4 setting up 3 3 setup considerations 2 4 system requirements 2 1 screens graphical function 1 20 graphical main menu 1 18 navigating graphical 1 20 navigating text function 1 27 OSAS MDI menu 1 19 text function 1 26 text main menu 1 25 serial and lot numbers appending 5 22 editing 5 22 serial numbers appending 5 18 editing 5 18 serialized and lotted items entering 5 21 serialized items entering 5 17 setting up backup schedule 3 20 blanket orders 3 17 checklist 3 7 codes and IDs 3 3 initial balances 3 18 interfaces 3 9 options and interfaces 3 7 recurring orders 3 16 tables 3 14 setting up Sales Order roles 3 20 shipment tracking numbers 5 71 shipped status 5 5 function 6 7 sample 6 8 shipping orders 1 10 B 2 Shipping Reports menu structure 1 4 shortcut menu 1 21 SOBDxxx file setting up 3 17 SOBHxxx file 1 6 setting up 3 17 SOBKxxx file 1 6 setting up 3 17 SOBLxxx file 1 6 setting up 3 17 SOBSxxx file setting up 3 17 SODExxx file 1 6 SOKHxxx file 1 7 SOKTxxx file 1 6 SOLBxxx file 1 8 SOLCxxx file 1 7 SOLHxxx file 1 7 SOLLxxx file description 1 7 SOLSxxx file 1 6 SOPLxxx file 1 6 SORHxxx file description 1 6 setting up 3 16 SORLxxx file description 1 6 setting up 3 16 sorting alphabetical 3 4 codes and IDs 3 3 SOSLxxx file 1 6 SOTDxxx file 1 5 SOTHxxx file 1 5 starting OSAS in other operating systems 1 13 in Windows 1 13
222. s Returned Items Journal 2 Select the output device See Reports on page 1 31 for more information on output devices After the journal is produced the Transaction Reports menu appears Returned Items Journal Builders Supply Page 1 Returned Items Journal A Number Sorted By RI IA Number Item ID Loc ID Units Original Qty Returned Qty Ext Cost Date Reason Code Item Description 100 MN0001 104400 PKG 1 0000 1 0000 343 55 Electrical Package 104400 550 MN0001 104400 PKG 1 0000 1 0000 1036 10 Millwork Package 104400 MN0001 104400 EA 1 0000 1 0000 379 44 TEM 104400 Grand Total End of Report 7 28 Sales Order Post Returned ltems o M Use the Post Returned Items function to update General Ledger and Inventory information for returned items that have been moved to Approved status The following occurs when you post returned items e For each returned item the associated inventory for that item is updated using the approved quantity and unit cost e AGLentry is created for each returned item The Pending Inventory Return account is credited for the cost of the returned items The Inventory account is debited for the cost of the items returned to stock If the entire quantity is not returned to stock then the Loss on Return Account is debited for the cost of the items not returned to stock Entries that have an associated Sales Order transaction still on file will be flagged as
223. s in the data path for a particular list of companies at once to ensure that you have up to date copies of the system files Do not try to use operating system commands to back up only a few files that have changed if you do your system may not work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time Backing up Programs Once a month or so back up your programs Even though these files do not change your backup media can be damaged or deteriorate so it pays to have a fresh copy in storage in case you need it Backup Media Keep more than one set of backups in case one set is bad or damaged Rotate the sets of backup media keeping one set off site 3 21 CHAPTER 4 Orders Returned Items Inquiry Sales Order 4 3 4 9 Information Inquiry Introduction Sales Order shares some Accounts Receivable menus with some of its own functions Information Inquiry Daily Work Transaction Reports History Reports Periodic Processing File Maintenance and Master File Lists Refer to the Accounts Receivable User s Manual for questions on these shared menus or for questions on functions not covered in this manual 4 1 Orders MM Use the Orders function to view information in the SOTDxxx and SOTHxxx Open Order files Orders Screen Select Orders from the Information Inquiry menu The Orders screen appears EN o
224. s that open additional utilities show additional information about the task at hand or set up a custom menu that contains frequently used commands Refer to Appendix A in the Resource Manager guide for full details about the menus available in OSAS The Other Commands or F4 menu gives you access to additional utilities and commands not directly related to the function you re currently using In text mode press F4 twice on the menu or once on function screens to access this menu See page 1 21 for more information on this menu The Information or Shift F2 menu gives you access to additional information about a customer vendor item job bill of material or employee In text mode this menu is available when the Info flag appears at the bottom of a function screen 1 27 CHAPTER 1 Introduction Navigating OSAS Favorites Menu 1 28 The commands on the menu are available only as they are relevant to the task you are performing For example if you are entering a transaction in Accounts Receivable you can access comments or documents about items or customers but not about employees or vendors See page 1 21 for more information The Favorites menu allows you add the OSAS menus or functions you use most frequently to a custom menu After you ve set up the menu select Change to Favorites from the graphical Favorites menu or press F2 to access the functions To add a function to the Favorites menu select the function you wan
225. s when you add or edit a lot number on the Lot Number Entry screen EN Append Lot Number Commands Edit Modes Other Help 2xt ae malrelee Lot No 27402202 a Orig Qty 1 0000 Cost 1 6000 Ext Cost 1 60 Fullfill Qty Backord Qty Comment Inquiry 1 Enter the item s lot number 2 Enter the quantity of this lot ordered by the customer in the Orig Qty field 3 The Cost of the lotted item appears for order entry and cannot be changed 4 Enter the quantity of the lot you shipped in the Fulfill Qty field 5 Enter the backordered lot quantity in the Backord Qty field 6 Enter a comment about the item if necessary 7 Use the Proceed OK command to save your changes and enter a lot number for another item 8 Use the Exit F7 command to return to the Lot Number Entry screen after you enter all lot numbers for all units filled or returned 5 20 Sales Order Transactions Daily Work CHAPTER 5 Note If you enter fewer lot number quantities than the original quantity requested and then use the Exit F7 command a message informs you that the quantity shipped will be adjusted to a new value Select Cancel or press PgDn in text mode to return to the Append Edit Lot Number screen to enter another lot number or use the Proceed OK command to change the quantity shipped to the new value and backorder the remaining quantity Entering Serial and Lot Numbers Sales Order If you entered a serialized and lott
226. ssage If you entered an order number enter the date the customer placed the order If you assigned an invoice number to the transaction enter the number If you print the invoice on demand for shipped orders the number you enter here is used for the invoice number If you use the Print Invoices function instead a different number is assigned to the invoice If you entered an invoice number enter the invoice date 5 9 CHAPTER 5 Daily Work 5 10 Field Ship to Ship Method Ship Via Pick Slip No Transactions Description If you entered a default ship to address when you set up the customer record that ship to ID and address appear You can also use the Maintenance F6 command to open the Ship to Addresses function to enter or edit address information Accept the current ship to ID or enter a new one After you enter the code the address appears if that code is in the ARSAxxx Ship to Address file You can skip the Ship to field and still enter shipping information in the fields immediately following it Enter information in these fields if the ship to code is not on file or if you do not want it on file but you want to enter shipping information for the transaction You can enter four lines of address information a city state zip or postal code and country code The Inquiry F2 and Maintenance F6 commands are available at the State and Country Code fields Enter the code for the shipping m
227. stomer s original invoice number for the merchandise in the Inv No field the system will properly age the invoice when you apply prepayments in the prepayment fields of the totals screen see RMA Totals Information on page 5 45 RMA Line Item Entry Screen Sales Order The RMA Line Item Entry screen appears if you e enter a new RMA e use the Append command on the RMA Order Detail screen to add an item e use the Edit command on the RMA Order Detail screen to edit an item in the list If you use this command the RMA Line Item Entry screen is titled Edit Line instead of Append Line 5 39 CHAPTER 5 Daily Work 5 40 Return Merchandise Authorization EN Append Line see Commands Edit Modes Other Information Inventory Lookups SO Commands Help rrxE 86e ma2 6e ok _ Abandon Entry 001 Item Job Kit ITEM x Loc ID MN0001 la Cust ID ACE001 Order No 00000025 1D 100 La GL Code La Desc Electrical Package Sales Acct 401000 3 Sis Cat P1 a Req Ship CoGs Acct 501000 3 Tax Class oofa 000 PricelD BUILD a Inv Acct 104400 a Units Reason Code DAMAGE La Exp Rin PKG a Price 0000 Ext Price 00 Act Rtn 0000 Disc 0000 Disc Price 00 Backord 0000 Cost 0000 Ext Cost 00 Wt Lbs 0000 Ext Wt 0000 Field Item Job ID Kit Loc ID ID Desc Additional Desc Description Select the type of the item being returned Enter K for a kitted item if Sales Or
228. t Yes or enter Y in text mode if you want the log to be produced after files for all applications are converted select No or enter N in text mode If you are converting only Sales Order files your answer to this prompt makes no difference 11 If a problem occurs and you indicated that you want the system to pause when a problem occurs a prompt alerts you To stop the conversion process select Yes or enter Y in text mode To let the conversion run its course and investigate later select No or enter N in text mode 12 When the process is finished the files are converted Select the output device to produce the error log See Reports on page 1 31 for more information on output devices After conversion finishes and the error log is produced the main menu with Sales Order added appears 2 6 Sales Order CHAPTER 3 Setup Considerations 3 3 Setup Checklist and Functions Sales Order 3 7 Setup Introduction Most of the Sales Order system is already set up since it relies on the Accounts Receivable system Use the functions explained in this chapter to complete tasks designed specifically for the Sales Order system If you need to use a task on any menu in Sales Order and you cannot find the function or table description in this chapter see the Accounts Receivable User s Manual 3 1 Setup Considerations o M After you have installed the software for the first time or after you have upgrade
229. t rebuild the table Recurring Orders 3 16 If some individual customers or groups of customers regularly have the same billing requirements you can set up the invoices in the SORHxxx SORLxxx and SORDxxx files and then copy them to the SOTDxxx SOTHxxx and SODExxx files when they come due Group Codes When you set up customer records you assigned a group code to each customer Use the group codes to set up recurring orders for groups of customers For example if you bill group code 4 customers 50 every month you enter 4 in the Sold To field The asterisk indicates that the entry is a group recurring order Sales Order Setup Checklist and Functions Setup CHAPTER 3 Run Codes The run code is a unique number that you assign to each recurring order You copy recurring orders to the SOTDxxx and SOTHxxx files by run codes If you do not want to copy an entry to the SOTDxxx and SOTHxxx files after a particular date enter a cutoff date for it You can use the Purge Selected Files function see page 8 3 on the Periodic Maintenance menu to purge entries from the SORHxxx and SORLxxx files by cutoff dates Entries with a cutoff date before the date you specify are purged from the SORHxxx and SORLxxx files Blanket Orders Sales Order If some of your customers have sent blanket orders for which you must ship merchandise over a period of time you can set up the invoices in the SOBHxxx SOBLxxx SOBKxxx SOBSxxx and SOBDxxx fi
230. t this code or enter a different one The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If you entered a requested ship date on the RMA header that date appears Press Enter to accept it or enter the date the customer will return the item Enter the price ID for the item The Inquiry F2 command is available if Sales Order interfaces with Inventory The GL code identifies the pairs of general ledger sales and cost of goods sold COGS accounts to use for a line of an entry The codes are set up in the GL Codes function If you entered a GL code in the DFxxxx table that code appears The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If Sales Order interfaces with Inventory the account numbers come from the IN item location If you enter a GL code the sales and COGS accounts appear The inventory account appears from the ARGLxxx table Accept each account number or enter other account numbers The Inquiry F2 command is available if Sales Order interfaces with General Ledger 4 5 41 CHAPTER 5 Daily Work 5 42 Field Reason Code Exp Rtn Units Act Rtn Backord Price Cost Disc Cost Wt Ext Price Disc Price Ext Cost Ext Wt Return Merchandise Authorization Description Enter the reason code for the RMA The reason codes are set up in the Reason Codes function Enter the number o
231. t to add from the main menu and press F10 To remove a function from the menu select the function on the Favorites menu that you want to remove and press F10 again See page 1 22 for more information on this menu Commands and Flags Both the text menu and text function screens let you use commands to drill down to more information change companies switch to sample data and perform tasks related to the function you are using These commands are analogous to the commands contained on drop down menus in graphical mode You access commands by pressing the hot key combination for the command you want to use If you re working with a keyboard that lacks function keys labeled with an F followed by a number or if you re working with an emulator in UNIX which can cause function keys to become unavailable press the appropriate alternate key combination to access the command Refer to Appendix B in the Resource Manager guide for a list of all OSAS commands and their associated hot keys Not all commands are available for every function or field when a command is available a flag appears at the bottom of the function screen Common flags include Quick Info Maint Inquiry and Verify e The Quick flag reminds you that you are using the Quick Entry mode to skip fields that are not required Press Ctrl F to toggle quick entry on and off When the Info flag appears press Shift F2 to access the Information menu to access additional infor
232. tatus Select the order in which you want to print the report If you want to print line items from the order that can be fulfilled based on existing inventory quantities select the check box or enter Y in text mode If you want to exclude these items from the report clear the check box or enter N in text mode If you want to print line items from the order that cannot be fulfilled based on existing inventory quantities select the check box or enter Y in text mode If you want to exclude these items from the report clear the check box or enter N in text mode Select the output device to produce the report See Reports on page 1 31 for more information on output devices After the report is produced the Shipping Reports menu appears Order Fulfillment Report 12 28 2007 9 22 PM Cust ID Customer Name Builders Supply Order Fulfillment Report Batch ID Order No Line Item ID Loc ID Description Units Qty Ordered Qty Available Fill ACE BUILDERS Partial Shipments Yes 000001 000001 000001 Losoo1 000001 000001 000001 000001 00000015 001 100 00000018 001 102 00000019 001 102 LOS ANGELES CONSTRUCTION CO 00000026 001 100 00000026 002 150 00000026 003 250 00000026 004 300 End of Report 6 30 MNOOO1 Electrical Package CA0001 Electrical Package L MNOOO1 Electrical Package L Partial Shipments Yes MNOOO1 Electrical Package MNOOO1 Plumbing Package MNOOO1 Exterior Panels MNOOO1 Inter
233. tatus RMA Number Location ID Returned Qty Unit of measure Reason code for return Description of the reason code Item ID Approved Qty and Date returned 5 75 CHAPTER 5 Daily Work Returned Items 3 Scroll up and down to select the item you want to edit or approve 4 Press Enter to edit the selected item The Edit Returned Items dialog box opens See Edit Returned Items dialog box on page 5 76 5 Press A to approve the selected item for return The system will prompt you to Press PgDn to continue to mark this line as approved and return all quantities to stock Press PgDn or OK to proceed or Cancel to return to the Returned Items screen without approving the items 6 When you re done approving the items for return use the Proceed OK command to return to the Daily Work menu Edit Returned Items dialog box 5 76 When you press Enter for a highlighted item return the Edit Returned Items dialog box appears The RMA information for the returned item is listed in the box EM Edit Returned Items le Es Commands Edit Modes Other Inventory Lookups Information Help rxER8e ma 166e OK Abandon Entry Date 10 13 2010 RMA No 00000004 GL Pd Year 10 2010 Loc ID MN0001 MINNEAPOLIS WAREHOUSE Item ID 200100 Furnace Reason Code ITEM La Wrong ltem Status New Units Returned Qty 1 0000 EA Approved Qty 0000 e If necessary you can edit the GL period and year in the GL Pd Year field the
234. tch in the Description text box 4 Enter the status of the batch H if it is on hold or R if it has been released If you place the batch on hold you can print or post it but you cannot enter or edit transactions in it 5 Check the Permanent box to make the keep the batch from being deleted upon processing 6 Toggle the year to Current or Last to set the GL year for this batch 7 For each report listed toggle the report status The report status begins as Not Applicable When you enter purchases or miscellaneous debits the status automatically changes to Unprinted When you print the report the status automatically changes to Printed If you then add or change transactions the status automatically changes to Reprint 8 If you selected a batch that is in use the terminal ID and the user name of the person entering transactions are displayed A maximum of 20 terminal IDs can appear at one time After you save the information enter information about a different batch ID or exit to the Daily Work menu 5 80 Sales Order Picking Slips Shipping Labels Packing List Bills of Lading CHAPTER 6 6 7 6 9 6 13 Backorder Allocation Report 6 21 Requested Ship Date Report 6 25 Scheduled Blanket Report 6 27 Order Fulfillment Report 6 29 Sales Order Shipping Reports 6 1 Picking Slips MM A picking slip lists the items and quantities that are needed to fill an order If an entire order cannot
235. te if necessary or press Enter to continue to the next field Select the batch ID for which to release shipments The blanket order number you entered on the header screen appears and cannot be changed The current workstation date and corresponding GL period appear Change this date and period if necessary This date becomes the order date when you create the order Use the Proceed OK command to release the shipment and create the order The status of shipment lines for that item in the blanket order changes from Pending to Released Crediting Blanket Orders 5 64 Select the Credit Blanket option on the Blanket Order selection screen to apply credit to a customer who is returning goods ordered via a blanket order Follow these steps to credit returned goods against a blanket order 1 Select the Credit Blanket option on the Blanket Order selection screen page 5 51 The Blanket Order Header screen page 5 52 appears Enter the blanket order number for which you want to credit returned goods then use the Proceed OK command to proceed to the Blanket Order Detail screen page 5 59 Use the Blanket Order Detail screen to enter returned items edit total amounts and release orders against the blanket See page 5 59 for more information Complete sales information for orders released against the blanket using the Transactions function Sales Order Copy Recurring Orders O M Use the Copy Recurring Orders func
236. ted with the order See RMA Totals Information on page 5 45 for more information Press V to view more details about the selected line item Additional information such as the General Ledger account quantities ordered and shipped and price and cost information appears on the View Line screen Press G to go to a specific line item This command is available only when there is more than one screen of line items Press O to print an RMA on demand This command is available only if you elected to print on demand forms in the Resource Manager Options and Interfaces function See On Demand RMA on page 5 49 for more information Press R to recalculate prices on any RMA that is not received then select Yes or enter Y in text mode when the Recalculate Prices prompt appears Press N to finish with the RMA on the screen and return to the Transaction Type selection screen Press S to record shipment tracking numbers for RMAs See page 5 47 for more information This command is available only if you chose to use tracking numbers in the Options and Interfaces function page 3 7 for RMAs Sales Order Return Merchandise Authorization Daily Work CHAPTER 5 Sales Order RMA Totals Information The Totals Information screen appears when you press T on the RMA screen to work with the transaction s totals EN Totals Information fo Es Commands Edit Modes Other Information Help zxt eal mal e l ee l OK Aba
237. tem You cannot delete the last line item but you can delete the entire order Cannot print slips for returns The order number you entered is for a return You cannot print picking slips for returns Credit card expired The customer s credit card number is expired Press Enter to remove the message You can continue entering the transaction if appropriate Customer does not accept partial shipments The Partial Shipment flag in the customer s record is set to prohibit partial shipments indicating that the customer does not accept partial shipments Press Enter to remove the message You can still ship the items Customer ID ID is not on file The customer ID you entered is not in the ARCUxxx file Enter a different ID Customer ID is on credit hold Cannot print picking slip You cannot print a picking slip online or in a batch for a customer that is on credit hold Customer is on credit hold You cannot enter a shipped order or verify an order for a customer that is on credit hold Date must be greater than previous date entered You must enter the aging period dates in chronological order in the Cash Flow Report A 2 Sales Order System Messages APPENDIX A Delete entire transaction To delete the entire transaction use the Delete F3 command Delete entry number n To delete the line item use the Delete F3 command Destination file drive path file name not found No conversion The file name o
238. the Accounts Receivable system However you must set them up again in Sales Order because the applications do not share this data Tables in Sales Order are stored in the SOTB file Tables in Accounts Receivable are stored in the ARTB file You can set up the ARGLxxx ARPDxxx DUNxxx FINCHxxx FORMxxx and LABEL tables for individual companies and or all companies that are in the system You can set up one table for all companies that are alike and you can set up one table for each company that is different You must enter OWN in the Option Table Type field on the Options and Interfaces screen to be able to set up company specific tables For example you can set up table ARGL for companies that post sales order transactions to the same general ledger accounts and you can set up table ARGLAO1 for company A01 ARGLBO1 for company B01 and so forth if those companies post sales order transactions to different accounts 3 14 Sales Order Setup Checklist and Functions Setup CHAPTER 3 Sales Order These tables are identified by a four character or five character prefix and a three character suffix The prefix is the table name ARGL for General Ledger accounts for example For company specific tables the suffix is a company ID Generic system wide tables do not have suffixes If you delete a company specific table that company uses the generic table For example if you delete table ARGLA01 company A01 uses the ARGL table The DFxxx
239. the Shipping Methods function Note You must enter the path to your workstation s web browser in the Resource Manager Defaults function before you can use the Launch Browser command See the Resource Manager Guide for more information Click Done to return to the Orders screen Refer to the Accounts Receivable User s Guide for more information about shipping methods and shipment tracking websites 4 8 Sales Order Returned Items Inquiry MM The Returned Items Inquiry function allows you to view returned items history To view returned items history you must set the option to Keep Returned Items History to Yes in the Sales Order Options and Interfaces page 3 7 You must post returned items before they will appear in the returned items history Select Returned Items Inquiry from the Information Inquiry menu The Returned Items Inquiry screen appears EN Retumedtemsinquiry a Commands Edit Modes Other Scroll Commands Information Inventory Lookups Help 2 gt xu na ma 2e e e OK Item ID 4 Customer ID 4 Location ID 4 Start Date E RMA Number Date RMA Number Location 1D Returned Qty Units Reason Description Item ID Approved aty 10 22 2010 00000001 MNO001 35 0000EA NP Not as Promised 200100 35 0000 A 10 22 2010 00000002 MNO001 1 0000 EA a OVRSHP Overshipped Quantity 200100 1 0000 10 24 2010 00000003 MNO001 6 0000EA 200100 6 0000 B
240. then enter the line number This command appears only if there is more than one screen of line items Press N to finish with the current transaction and return to the selection screen page 6 13 6 17 CHAPTER 6 Shipping Reports Bills of Lading Edit Append Line Item Screen 6 18 The Edit Append Line Item screen appears when you edit an existing line item or add a line item to the list on the Bills of Lading screen EEN Edit Line ttem foo ES Commands Edit Modes Other Scroll Commands Information Help RX te ejman amp E o OK Abandon Qty Shipped 3 0000 Wt 564 0000 Units PKG Rate Class Desc Electrical Package Charges 00 Hazardous HM Code Description gt b gt gt 14 44 4 Entry 000 of 000 Append Done Rebuild Field Qty Shipped Units Desc Hazardous Wt Rate Class Charges Description Enter the quantity shipped Enter the unit of measure for the item Enter a description for the item If the freight is hazardous select the box or enter Y in text mode if not clear the box or enter N in text mode If the line contains hazardous material you can enter the codes after you save the line item Enter the weight for each unit of the item Enter the shipping rate or class Enter any charges attached to the item Sales Order Bills of Lading Shipping Reports CHAPTER 6 If the line item contains hazardous materials enter the hazardous mate
241. tion to copy orders in the SORDxxx and SORHxxx Recurring Order files to the SOTDxxx and SOTHxxx Open Order files when the recurring orders come due The orders are copied as new orders and are treated like any other transaction you can change them and print a picking slip a packing list and an invoice for them Before you copy recurring orders print the Recurring Orders List and back up your data files Refer to the Accounts Receivable User s Manual for information on printing this master list Copy Recurring Orders Screen Select Copy Recurring Orders from the Daily Work menu The Copy Recurring Entries screen appears A Copy Recurring Orders eE Commands Edit Modes Other Help R Xx ta a E 280 e e OK Absndon Run Code From 1 Thru 15 GL Period 12 Cutoff Date 12282007 El First Order No Batch ID 000001 a Company H 12 28 2007 Terminal T000 OVR Sales Order 5 65 CHAPTER 5 Daily Work Copy Recurring Orders 5 66 Enter the range of run codes whose recurring orders you want to copy Press Enter to copy the orders to the current period or enter a different period 1 13 When you entered recurring orders you might have entered cutoff dates for them Accept the system date as the cutoff date or enter a different date The ship date on the order is updated with the system date Orders that have cutoff dates before the date you enter here are not copied to the SOTDxxx and SOTHxxx fi
242. to work with the orders listed on the screen e Press N to search for a new sales order e Press S to sort the orders a different way by our order number by customer purchase order number by invoice number by customer ID by our order date by customer purchase order date by invoice date by status or by location ID Then select the sort option you want to use e Press H to view header information for the selected order Press Enter to return to the Orders screen e Press O to view line item detail for the selected order See Order Inquiry Screen on page 4 6 for more information e Press T to view totals for the selected order See Totals on page 4 7 for more information e Press Gto go to a particular line item then enter the batch and order number This command appears only if there is more than one screen of line items 4 5 CHAPTER 4 Information Inquiry Orders e Press R to view shipment tracking information for the selected order This command is available only if you chose to use tracking numbers in the Options and Interfaces function page 3 7 See Tracking Numbers on page 4 8 for more information Order Inquiry Screen When you press O on the Orders screen to view line item detail for the selected order this screen appears A Order Inq Commands Edit Modes Other Scroll Commands Information Help 2 X u ha a 280
243. tore quick entry stops for line item entry 1f the Quick Entry mode is activated from the Modes pull down menu in graphical mode or by pressing Ctrl F in text mode 10 21 CHAPTER 10 File Maintenance Tables e The QCxxxx table stores the quick entry stops used by the Change Order option in the Transactions function e The QNxxxx table stores the quick entry stops used by the New Order option e The QRxxxx table stores the quick entry stops used by the Miscellaneous Credits option e The QSxxxx table stores the quick entry stops used by the Shipped Order option e The QVxxxx table stores the quick entry stops used by the Verify Order option When you enter the table ID the rest of the table appears A QCxxxx table is shown below H sore fo les Commands Edit Modes Other Help 206188 ox Abandon Table ID QC 4 Description Quick Entry Change Number of Cols 2 Column Length 12 Type A y FIELD DATA Description Addnl Descr Sales Cat Tax Class Price ID GL Code Sales Acct COGS Acct Inv Acct Qty Ordered T Units E Qty Shipped E Qty Bkord Unit Price E Unit Cost E Req Ship Weight Company H 12 28 2007 Terminal T000 OVR 10 22 Sales Order Tables File Maintenance CHAPTER 10 Field Description Field The fields that appear on the line item entry screen when you add or change line items are listed Accept these field descriptions or change them Do not delete lines or rearrange
244. turn e mail address to be different from the one set up in the E Mail Setup function in Resource Manager Sales Order Reports Sales Order Introduction CHAPTER 1 In the To carbon copy CC and blind carbon copy BCC fields select Other and enter the e mail address or select Vendor Customer or Employee and choose from the e mail addresses on file for those respective categories depending upon installed applications or select None to leave the field blank you must choose at least one To CC or BCC address The name of the report appears in the Subject field Change the subject line if necessary Select Yes in the Attachment field to send the report as a text file attachment to the e mail message select No to send the report in the body of the e mail or select PDF to attach the report as a PDF file The E Mail Message dialog box appears EN E Mail Message oJ O Commands Edit Modes Other Help 2xXt aealmal 0 00 ok Abandon Got your message Here s the report you requested Thanks Enter the message you would like included in the body of the e mail and use the Proceed OK command You are returned to the E Mail Information Screen Use one of the following commands in the Attachment File scroll region e Press Enter to edit the highlighted attachment if any Browse to or enter the name of the file you would like to attach in the Edit Attachment dialog box see
245. tus other than New this screen appears when you use the Proceed OK command in the Append Edit Line screen E Lot Entry a een o eje Es Commands Edit Modes Other Scroll Commands Help RX t a ma 09 090 Kk Abandon Item ID 800002 Wallpaper Traditional Loc ID MNO001 MINNEAPOLIS WAREHOUSE Units ROLL Requested Qty 1 0000 Lot Number Ordered Quantity Fulfilled Qty Ext Cost E 27402201 1 0000 Lot Number 000001 of 000001 1 60 Enter Edit Append Gote Done The screen shows the item ID description location unit and requested quantity you entered on the Append Edit Line screen then lists the lot numbers you entered for the item the ordered and fulfilled quantity and the extended cost for each lot number The extended cost of the item appears in the lower right corner of the screen while a running total of the lot numbers you enter appears in the lower left corner Use the commands to work with the lot numbers in the list e Press Enter to edit the selected lot number The Edit Lot Number screen appears e Press A to add a lot number The Append Lot Number screen appears 5 19 CHAPTER 5 Daily Work Transactions e Press G to go to a specific lot number in the list This command appears only when there is more than one screen of items e Press D to exit from the screen Appending or Editing Lot Numbers If you have lotted items the Append or Edit Lot Number screen appear
246. u expands to list the functions it contains Click the function name to enter the function The function screen appears in the right pane e To exit from a menu click a different menu name or application tab To exit from OSAS click the Close box in the upper right corner of the screen press F7 or select Exit from the File menu CHAPTER 1 Introduction Navigating OSAS Function Screens Graphical screens contain the same functionality as text screens presented in a graphical format that includes easy access to commands via the mouse Tax Location MN 4 Name Tax Level 1 Tax ID Authority MN Tax on Misc Tax Liability Acct 203800 Tax Refundable Acct 203800 Class Description Sales Tax Purch Tax Tax Collected Tax Paid Consumer Goods B 01 Resale Sales 0 000 0 000 00 00 a 02 Exempt Sales 0 000 0 000 00 00 a 03 Ind Agr Prod 0 000 0 000 00 00 04 Interstate Comm 0 000 0 000 00 00 05 Motor Vehicles 0 000 0 000 00 00 06 Food Products 0 000 0 000 00 00 07 Clothing 0 000 0 000 00 00 08 Gasoline 0 000 0 000 00 F 09 Services 0 000 0 000 00 00 E Total 1307 00 00 Calculated 1307 01 00 Over Short 01 00 Enter edit taxLoc First Last Next Prev view Header Goto Class Company H 10 04 2007 Terminal T000 OVR You can move around the screen in these ways e Use the mouse or press Tab to move from field to fi
247. umbers The Inquiry F2 command is available if Sales Order interfaces with General Ledger Enter the number of units that were ordered If Purchase Order is installed you can use the Shift F3 command to generate a purchase requisition from information stored in Purchase Order s Generate Orders function Enter the unit the item is sold by for example EACH if it is sold individually The Inquiry F2 and Maintenance F6 commands are available if Sales Order interfaces with Inventory If Purchase Order is installed use the Shift F3 command to generate a purchase requisition from information stored in Purchase Order s Generate Orders function Sales Order Transactions Sales Order Field Shipped Backord Price Cost Cost Disc Wt Daily Work CHAPTER 5 Description If you are entering a quote or a new order you cannot enter anything in this field until the order is copied Otherwise enter the number of items that were shipped If Purchase Order is installed use the Shift F3 command to generate a purchase requisition from information stored in Purchase Order s Generate Orders function If you are entering a quote or a new order you cannot enter anything in this field until the order is shipped if not enter the number of backordered items If Purchase Order is installed use the Shift F3 command to generate a purchase requisition from information stored in Purchase Order s Generate Orders
248. when numbers are involved Numbers are sorted as if they were letters When the first characters of several IDs are compared the ID with the smallest first character is placed first in the list If the first character of the IDs is the same the second characters are compared and the ID with the smallest second character is placed first in the list This comparison is made for each character in the range of IDs until the IDs are clearly in alphabetical order If you use numbers for IDs pad them with zeros so that they are all the same length and numeric rules can hold true For example in alphabetical sorting ID 112 comes before ID 60 since anything that starts with 1 comes before anything that starts with 6 alphabetically If ID 60 were ID 000060 and ID 112 were ID 000112 ID 000060 would be listed first since 060 is less than 112 alphabetically and numerically When you assign IDs and codes establish a format that makes sense for your business and use it consistently The following suggestions may help e To prevent organization problems use zeros to make all IDs the same length If IDs are divided into more than one part the parts should be the same length in every ID Do not use spaces to divide IDs into more than one part For example use ACE 01 and ACE 11 instead of ACE 1 and ACE 11 or ACE 01 e Ifyou use letters in IDs use either all uppercase or all lowercase letters so that the IDs can be sorted correctly Sales Order Setu
249. x table Defaults and each Quick Entry table QCxxxx QNxxxx QRxxxx QSxxxx and QVxxxx is identified by a two character prefix and a four character suffix The prefix is the table name DF for Defaults QS for Quick Entry Shipped Orders and so forth The suffix is a terminal ID or a company ID system wide tables do not have suffixes Five different quick entry tables are set up and used in Accounts Receivable see the Accounts Receivable User s Manual You must set up new tables specifically for Sales Order because the only Tables file considered in Sales Order is the SOTB file Two tables pertain to the Transactions function QH1xxxx used for the fields on the left side of the header screen and QH2xxxx used for the fields on the right half of the header screen You can set up the Defaults and Quick Entry tables for the following situations e Assign each table to a particular terminal For example you can assign table DFTO01 to terminal T001 e Assign each table to all terminals in a particular company For example you can assign table DFA to all terminals in company A e Set up each table as a general table for several companies to use For example you can set up table DF for the companies that use the same defaults If you have three companies A01 B01 and CO1 you might want the terminals in companies A01 and BO1 to share table DF You might want company C01 to have some of its terminals use a set of defaults specif
250. xx Open Order files Purge Selected Files Screen Select Purge Selected Files from the Periodic Processing menu The Purge Selected Files screen appears EN Purge Selected Files Lalela ommands Edit Modes Other Help aejaman e lee CK Abandon Have you backed up your data files M Remove Recurring Entries with Cutoff Dates Before 05 31 2010 E Detail History for Invoices Dated Before 05 31 2010 C Summary History Before Period Fiscal Year 5 2010 Returned Items History with Dates Before 05 31 2010 Cel Paid Invoices with Period Year Before 5 2010 New RMA s with Dates Before 05 31 2010 Es Quotes with Dates Before 05 31 2010 E All quotes for Customer ID ACE001 L a Closed Blankets with Closed Dates Before 05 31 2010 E Status Bar Company H 05 20 2010 Terminal T000 OVR 1 If you have backed up your data files select the box or enter Y in text mode if not clear the box or enter N in text mode If you have not backed up your files return to the Periodic Processing menu and back up your files before continuing Sales Order 9 3 CHAPTER 9 Periodic Processing Purge Selected Files 9 4 Enter the date of the recurring orders you want to purge Recurring orders with cutoff dates on or before the date you enter are purged Enter the date of the invoices for which you want to purge detail history Detail history for invoices dated on or before the date you enter are purged Enter the

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