SALES (ORDER ENTRY)

9.1.1 Overview

pc/MRP's Sales Module allows you to enter, edit, and print sales orders and sales order reports. If a sales order entered as a "cash and carry" or as an "account and carry" order, pc/MRP will print out an invoice and decrement the on hand quantity in the Partmaster File. If a sales order is created as "order entry" order (to be delivered at a later date) pc/MRP will print out a sales order and increase the on demand quantity. pc/MRP's Sales Module will provide numerous reports including All Overdue Sales Orders, All Sales Orders for a Month, Sales Tax, Sales Commission and Cost of Sales. Each Sales Order can contain up to 9999 line items. Each line item can be taxable or non-taxable and have its own due date.

Step 1: Select all the necessary items from the screen:


Type of sales

• Cash and Carry -- pc/MRP generates a Sales Order, creates/prints an Invoice and deducts stock.
• On Account and Carry -- pc/MRP creates a Sales Order, creates/prints an Invoice and deducts stock.
• Order Entry -- pc/MRP creates/prints Sales Order, increases on demand in the partmaster.
  
• Sales Return -- This creates a credit memo. See the credit memo chapter for more information. In versions 6.89 and higher when creating a sales return, users can choose re-stock the returned items.
  
• Payment on Account -- This is the same as the R type transaction in the Accounting GL. See the chapter on the Accounting GL for more details.
  

Note:
Cash, places a C in the 1st character of the sales code field, SC
On Account, places an A in the 1st character of the sales code field, SC
Order Entry, places an O in the 1st character of the sales code field, SC


Issue Area

• This is a list of the areas where the parts and assemblies will be issued from.
• Select the desired area.
  

Term

• This is a list of methods of payments.
• Select the desired method.

Shipping Via

• This is a list of shipping methods.
• Double click to select the desired method.
• The Add,Edit, and Delete buttons allow you to create, edit and delete the shipping methods.

Tax Code

• Select the desired tax code. This allows pc/MRP to automatically calculate and print out the sales reports.

Note:
Taxable, places a T in the 2nd character of the sales code field, SC
Resale, places an R in the 2nd character of the sales code field, SC
Food Products, places an F in the 2nd character of the sales code field, SC
Service, places an S in the 2nd character of the sales code field, SC
US Government, places a U in the 2nd character of the sales code field, SC
Out of State, places an O in the 2nd character of the sales code field, SC
Exempt, places an E in the 2nd character of the sales code field, SC


FOB

• Double click to select from the list: Origin or Destination.
• The Add,Edit, and Delete buttons allow you to create, edit and delete FOB points.

Optional Selection -- if you want to save the above settings.

• Pressing "SAVE" will save the button preferences, FOB and Ship Via changes to the user file (only if a user name is entered during pc/MRP start up otherwise the "Save" button will be ignored and the settings will not be saved).

Step 2: Hit "OK'" to move to the next screen.

The Sales Order Data Entry Form will appear as shown:

Note:


• At the lower left hand corner the Root Address and Part number check boxes are activated (with check marks). This indicates that the screen is set to look up address and part information from the data base.
• The "Account #" and "Part #"fields are always linked to the Customer Address Book and Part Master. This means that the entries to these two data fields must be valid numbers contained in the Address Book or the Part Master. .
• Sales Order and Work Order numbers are automatically incremented. Though alpha characters are acceptable it is recommended to let pc/MRP automatically increment the Sales and Work Orders.

Step 1: Select Customer:


• Place the cursor in the Customer Field or the Account # Field.
  
• Type the first few characters of the customer name or the Account #.
  
• A list of customer addresses will appear.
  
• Scroll to the desired customer and hit [Rtn] or double click. All the address information will be entered automatically.

Step 2: Select Part


• Place the cursor in the Part # Field, Description Field or Model Number field.
• Type in the first few characters of the part #, part description or model number.
• A list of parts matching the characters (that you have entered) will appear.
• Scroll to the desired part and hit [Rtn] or double click.
• All the necessary data will be entered automatically.
• The unit selling price and unit cost of the assy or part will be automatically inserted into the sales order. Using settings and utilities options 17 and 35, the unit cost can be set to average or standard and be comprised of component part costs only, component and labor costs, or component, labor and overhead costs (P,L,A).
• Note: For items without a part #, enter "NA". Then manually enter the description and model number.

Step 3: Enter Quantity

• Type in the quantity. Unit and pricing data will be updated automatically. If there is a price/quantity break, the price data will be different for different quantity levels.

Step 4: Enter Date Required

• Type in the date when the parts are required. This data allows pc/MRP to track and print Overdue Sales Order Reports.

Step 5: Enter the rest of the fields

• The Customer PO Number and Customer Contact and any known Freight or handling charges should be entered.
• The Related Document Field is a 23 character scrollable field. It can be used to enter a related contract number, serial number, or document number.
• The entire amount for the Freight, if known, can be entered once in one line item in the freight field or entered individually for all line items. The freight totals for all line items will be totaled and printed out on the forms and reports.
• Each line item can include as many Comments as necessary.
• Each line item can have one serial number. If multiple serial numbers are needed per line item then you may need the Serial Lot Number module. (Chapter 16.10.1)
• Each line item can have a separate Sales Discount and Commission rate.
• Each line item can have a separate Licensor and Licensor rate. The Licensor and Rate % fields are used if you have to pay royalty fees per line item. These fields are automatically transferred into sales orders that are cloned or broken down. See the section of Optional Functions for the Clone and Breakdown features.

Step 6: If Billing Address and/or Shipping Address Different from the Customer Address :

• You can manually enter the appropriate data fields,
  or
  
• Click the Billing Address check box and /or Ship Address check box. Type in a few characters of the customer name in the "Bill To" and/or "Ship To" fields, and the Address Book window will appear. Select the desired addresses.

Step 7: Add Another Line Item, if required

• Click "Add" and a new Sales Order Screen (with customer data already entered) will appear.
• Enter the appropriate part data.

Step 8: Save the Sales Order when finished

• When you are satisfied with the all the entries, click "Finished" to save.

Note: pc/MRP will check all the data validity. If the Customer Account # or Part Number is not valid (cannot be found in the Address Book or Part Master), the user will be prompted to take corrective actions. If the Sales Order is for a non-standard part, enter "NA" in the Part # field and pc/MRP will not check the Part Master. If the Sales Order exceeds the customers credit limit pc/MRP can be made to prompt a warning. If desired the ability to overide the credit limit can be password protected. (See Option 53 in the Settings and Utilities for further detail on the credit limit warning.

Optional Functions/Buttons

Cancel the Sales Order

• Click "Cancel" and the entire Sales Order will be canceled.
  

Duplicating A Line Item ( V6.80 and up)

• Click "Clone" and the Item Cloner window will appear.



• "Number of clones to create" means the number of line items to be added to the Sales Order for the same part in addition to the current line.
• The number entered into the "Every'" box will be activated only when the "Date Req'd" field on the Sales Order entry screen has a valid delivery date.
• Enter the desired parameters and click "OK"
• Clicking "Cancel" will return to the Sales Order entry screen without adding any line items.

Adding Line Item With Different Quantity For Each Delivery

• Click "Breakdown" and the following window will appear.
  









• On the top of the window is the part that you are ordering, followed by the total number of parts you have entered in the Sales Order entry screen.
  
• Enter the number of parts and the delivery dates in the highlighted columns.
• As the numbers are entered, the "Accounted for" will increase to reflect the total that has been entered so far.
• The "Still needed" indicating the number of parts left. It will become zero when all the required number of parts have been entered with delivery dates.
• Click "OK" when all the entries are done. Note: if the total of all the deliveries does not match with the number entered in the Sales Order entry screen, a warning will appear.
  



• Select "OK", pc/MRP will accept all the deliveries entered and discard the original quantity entered in the Sales Order entry screen. Click " Correct" to go back to the Breakdown window to correct the entries. Click "Abandon" will discard all the entries and go back to the Sales Order entry screen.

Review The Items Already Entered

• Click "Back" and the last item screen will appear.
  
• Click "Next" and the next item screen will appear.
  
• Click "Jump To" and a list of all the line items will appear.
  
• Select the one you want to review.

Delete A Line Item

• Click "Jump To" and select the line item that you want to delete.
  
• Click "Delete". (The item will still be showing on the screen, but will not be saved upon exit to the Main Menu.)

Undelete A Line Item

• Click "Jump To" and select the line item that you want to undelete.
  
• Click "Undelete" and the item is active again.

Option Buttons



• Auto Look-Up Return

The selections of the "Auto Look-Up Returns will determine what appear in the customer list and the part number list during the selecting customer and selecting parts operations.

• The Whole Database (default setting)-- The window (e.g. Address Book) will contain the whole data base starting at the first matching name. By scrolling up and down, every entry of the data base can be displayed. This is the fastest look-up method.
• Starts with Entered Characters -- The window will only show the entries starting with the characters entered in the data field.
• Contains Entered Characters -- The window will show all the entries as long as they contain the characters entered.. This is the most versatile look-up method but is also the slowest of the three methods with large database.
• Always Look-up pricing info
  When clicked, the pricing will always be looked up even when then quantity is edited.
• Resort the Order Items
  When clicked, the Items Number will be sorted in ascending order.
• CREDIT ACCOUNT
  The Credit Account (cacct1) field is automatically populated from the part or assembly entry in inventory. If there are several different accounts per sales order pc/MRP will default to the standard business income account. If the Credit Account is the same throughout the sales order when the transaction is posted the account number in this field will be credited in the GL.
• Update all Header Information
  When this option is activated, the header information (the customer information) will sync with the selection (one of the three listed)
• Mailing Labels
  The Mailing Labels button will allow you to create shipping labels for this sales order.
  

Notes:

The Invoice Boiler Plate field will print the same statement on every invoice and can contain statements such as country of origin, late payment penalties, etc. The invoice boiler plate can be created and edited from the Configuration Menu under "Boiler Plate Notes For Forms".

After all the line items have been entered for a cash and carry or on account and carry sales order pc/MRP will automatically debit and credit the general ledger if auto accounting is set on in the configuration menu. However, it is recommended that auto accounting to be set off. This will allow the invoice to be reviewed prior to entering the general ledger transaction.

When a sales order is entered pc/MRP increments the ondemand quantity for the completed assembly and not the parts in that assembly. The explosion is done later in a temporary scratch pad field whenever purchasing runs an MRP Report. The MRP Report takes each assembly's on demand quantity and allocates finished on hand assemblies and subassemblies and finally parts to fill the demand. When it runs out of parts or goes below the minimum quantity level it prints out that part number and the quantity to purchase.

The above method provides pc/MRP with the following advantages:


* The ondemand status of any assembly is available
* Line items can be quickly entered w/o waiting for an explosion
* You can build to stock, stocking finished-assys and sub-assys

Menu option 53 in the Configuration/Settings and Utilities can be set to provide on not provide credit limit warnings.

For one of our customers, RCH, pc/MRP will automatically create a BOM with a BOM number of the sales order number plus "00." Each line item on the sales order becomes a part of the BOM, is assigned an 8 character part number consisting of the sales order number plus the last two characters of the line item number. If you delete a sales order line-item the part is removed from the inventory/partmast database file. If you remove the last line-item the BOM is removed from the BOM database file.

9.1.3 Edit/View (Scroll/Delete/Undelete Sales Order Line Items)

• Select Scroll/Edit/Delete/Undelete/Add A Sales Order Line Item from the Sales Order Menu.
  
• The Scroll the Sales Database file window will appear.




• Select "Edit" or "View" and hit "OK". Please note: if "View" action is selected, modification to Sale Orders will be prohibited.
• Select the sort field you want to scroll on (the document number is the Sales Order number)
• Enter the first couple of characters to begin scrolling at.
• The Sales Order Entry Screen with the selected line item will appear and ready for modification. All the buttons (of this screen) function exactly the same as described in "Enter A SO" section.
• If "Edit" is selected, you can modify the information on the current screen:

Add a line item
Mark a line item for deletion. See 9.1.7 for removing the records from the disk.
Undelete a line item


• If :View" is selected, the modification to the Sale Order will not be saved. Thus all the information in the Sales Order will not be changed.
• Re-save the Sales Order by clicking "Finished" button in the Sales Order Menu.

In the edit mode, the Sale Order Entry Screen contains additional fields:

• The Change Order Number is used to note any changes in the order.
• The Issued to Mfg and Qty Assmbd appear on the edit screen for order entry sales orders as these type of orders automatically become work orders. pc/MRP will automatically enter a "Y" when the assemblies are issued from stock to manufacturing. The Qty Assembled field is automatically updated when the assemblies are received by the stock room from manufacturing for that sales order number.
• The DATE SHIPPED field appears to the right of the DATE REQ field. This is updated by the invoice DBF.

If the new Sales Items are entered as "Cash and Carry" or "Account and Carry", you will be asked whether you wish to create a new invoice or add to an existing invoice.

If you choose to add to an invoice and more than one invoice for this particular Sales Order exists, a scroll window with the last line item of each invoice will be displayed. Select the item with the invoice number you wish to append to.

If you were to edit the quantity on a sales order you must also edit the quantity on order in the partmaster. If an invoice has been entered for this sales order you must edit the invoice file as well. The reason pc/MRP doesn't edit the other files automatically is that if the other files were edited first, your edit would then re-adjust the previous edit. This could create an endless loop of confusion. To edit the address, simply edit the address in the first line item.

The Complete, and Qty Shipped Fields are displayed only in the edit mode and are filled in automatically when the items are invoiced. The Qty Shipped Field contains the accumulative amount shipped. pc/MRP uses the Complete Field to determine if a record is overdue, open or closed. A Y in the Complete Field marks the record as closed. An N in the Complete Field marks the record as open.

Use the delete button to mark a record for deletion Once the record has been marked for deletion you must return to the menu and select REMOVE MARKED RECORDS.

9.1.4 Print (Display/FAX A Sales Order)

When you are finished you also have the opportunity to print, display, send to e-mail, or send the sales order to an HTML document to attach the sales order to an e-mail. Through the use of programs like WINFAX users can also directly fax from pc/MRP. Furthermore, if the flag file SSMAILLB.FLG exists an address label for the customer on that sales order will automatically be created from the CUSTARD*.LBX or the CUSARD*.LBX.

Note: If you send an e-mail directly from pc/MRP we use MS Outlook. The e-mail address in MS Outlook will automatically be populated from the e-mail entry in the pc/MRP Address Book. If you create an HTML document, you can save this document and attach it to an e-mail created in your existing e-mail program.

The sales order form is sale.frx and saleb.frx. See section 15.4.1 to create a custom sales order (cso.frx).

Sales Orders may be FAXed with a FAX/Modem by selecting the FAX/Modem driver instead of the default printer driver.

Sales Orders, Invoices and Shippers can be configured to print out the Serial Number or Model Number using the Configuration Menu's Change Boiler Plate Option.

9.1.5 Reports (Printout/Display Sales Order Reports)

Allows you to print out or display various Sales Order Reports. See section 15.4.1 to create custom reports. Your standard report options are as follows:


All sales records (salelog.frx and custso0-custso9.frx with sales.dbf)
All sales records for a product code
All sales records for a part number
All sales records for a specified account #
All sales records for a related document/contract #
All sales records for a div/dept
All sales records for a model number
All sales records for a serial number
All sales records for a sales order number
All sales records for a salesman
All sales records for a sales code
All sales records for a customer PO #
All sales records for a territory
All sales records for a region


Any of the above can include the following:


Matching Exact: This selection allows you to find sales records by using the exact sale record number, product code, part number, specified account#, related document/contract#, div/dept, model number, serial number, sales order number, salesman, sales code, or customer PO#. It will display/print/send only those records.

Matching Partial: This selection allows you to find sales records by using a partial description of the sale record number, product code, part number, specified account#, related document/contract#, div/dept, model number, serial number, sales order number, salesman, sales code, or customer PO#. It will display/print/send all sales records matching the partial description.

Any of the above can include:


All open and closed records
Open records only(total qty not invoiced Complete # Y)*
Closed records only (total qty invoiced Complete = Y)
Overdue records only

Any of the above can include:


All records regardless of time period
Records entered during a specified time period
Records due during a specified time period
Records exactly 30, 60, and 90 days old


Any of the above reports may be sorted by:


Sales number (faster no re-indexing)
Part number (faster no re-indexing)
Account number (faster no re-indexing)
Date entered
Division
Document/Contract #
Date due
Model number
Product code
PO number
Territory
Salesman
Region

The report output options include:


Displayed on screen
Printed in narrow carriage format
Printed in wide carriage format
Sent to a comma delimited ASCII file
Sent to a XLS file
Sent to a DBF file


If the Database, Comma Delimited or ASCII output options are chosen, pc/MRP will create a file of that type which contains all of the raw data used by the report. If you have the Windows Generic Print Driver installed, you may select one of the Print output options. Then select Print to File to generate a text file which mirrors the actual report. Any portion of the printed report which normally appears in bold will be included in the text file three times. You may edit the report forms to remove the bolding and prevent the duplication. See Configuration, Settings & Utilities, option 24.

The report format options include:


Standard format
Custom format (see custom report section)

9.1.6 Shipper (Printout/Display A Shipper)

Allows you to print out or display a shipper for a specified sales order. Each shipper order can contain up to 9999 line items.



For dot matrix printer

You can order pc/MRP's two part (5K-2990-2), three part (5K-2990-3) or four part (5K-2990-4) carbonless forms and matching double window envelopes (5K-DW3787) from Rapid Forms, telephone number 1-800-257-8354. Be sure to give the Rapid Forms Operator pc/MRP's Keycode Number C20100.

You can order the 3 part NCR carbonless paper by calling JC Paper in Mt. View, CA at (650)965-0983. Ask for the zero-form, straight sequence 3 part NCR precolated 8-1/2" X 11" paper. It comes in sets per package.

9.1.7 Audit On-Demand Quantities

Zeros out the ondemand quantity in the partmaster and then replaces the on demand quantities with the ondemand quantities from all open sales orders. If several sale order quantities are edited, this option will automatically correct the partmaster quantities.

9.1.8 Index

Reindexes the Sales Order index file. pc/MRP automatically updates its index files under normal operation. However, if you ever get a "record out of range" error message or can not find a sales order, reindexing the index file is usually the cure.

9.1.9 Remove Marked Records

Removes all of Sales Orders marked for deletion from the disk. The records will no longer be recoverable.

9.1.10 Remove Over X Years

Deletes and removes from the disk all Sales Orders over a specified number of years old. Prior to running this command it is advisable to save the Sales Order Database File to disk and label it "Sales DBF as of mm-dd-yr". You should also generate a printout of the file prior to closing it out.