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  • Sales Contracts
  • Sales Programs
  • Set the Sales Order preference for “Do Sales Orders become Invoices in NorthScope” to ‘Yes’
  • Set the Sales Order preference for “Enable Real Time Transaction Integration” to ‘Yes’
  • This user guide assumes the preference is set to “Yes”. If the preference is set to “No”, then the components described in Steps 9 and 10 will not occur.
  • User-Defined Attributes for Sales Orders

Understanding the data flow

Once sales invoices are set to ‘Ready To Post’ in NorthScope, they appear in the host system’s Sales module as a Sales Transaction Entry in the Sales Batch titled “READY TO POST” when the Sales Order preference for “Enable Real Time Transaction Integration” is set to ‘Yes.’

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This will open the Sales Order: New Invoice Select Ship-To window, which will open with a list view of all customer addresses that are active and have an Address Type of ‘Shipping’ or ‘Both’ for customers that are not on hold with the Address ID, Address, Attention To, City, Customer Name, Customer, State, and Zip information.

This window will open with a list view of all customer addresses that are active and have an Address Type of ‘Shipping’ or ‘Both’ for customers that are not on hold with the Address ID, Address, Attention To, City, Customer Name, Customer, State, and Zip information.

In the header, the following fields will appear for data entry:

  • Doc TypeDeliver On: Displays a drop-down menu of all ‘Invoice’ transaction classes date text box for the user to select the document type for the new invoice. This field defaults to the document type set by the “Default Invoice ID” preferencedate the invoiced items are to be delivered on. If entered, this date must be the same as or later than the Ship by date.
  • Order Date: Displays a date text box for the user to select the date of the invoice. This date defaults to today's date but is editable.
  • Purch. Order: Displays a text box for the user to enter the purchase order number associated with the invoice.
  • Ship by: Displays a date text box for the user to enter select the ship by date for the invoice. This is a required field and must be the same as or later than the Order Date. 
  • Transaction Class: Displays a drop-down menu of all ‘Invoice’ transaction classes for the user to select the document type for the new order. This field defaults to the document type set by the “Default Invoice ID” preference.

Once the header fields have been completed, select the customer address for the sales invoice order and click the Go To Catalog Items toolbar icon. This  

 This will open the Sales Order: Select Items window, which will open with the customer’s name as a hyperlink to the customer record view, the address type as a hyperlink to the address record view, the shipping date, the transaction type of ‘Invoice’, and the site selection, which will default from the address and will be selected from the Site drop-down menu.

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  • Actual Ship: Displays a date field that will automatically pull the latest Actual Ship date from the shipments on the Shipments tab once all shipments have been marked as Shipped. This field is not editable but is required and once it defaults from the Shipments tab, the transaction will automatically update to a status of Shipped.
  • Carrier: Displays a drop-down menu of all active carriers for the user to select the shipment method for the invoiced items. If the address being shipped to has a carrier assigned to it, this field will default to select the assigned carrier. Or, if there is no carrier assigned to the address but there is a carrier selected for the “Default Carrier” Sales preference, this field will default to select the preference carrier. If the selected Carrier is visible to Logistics, the shipments on the transaction will be managed in the Logistics module. Whether or not the Carrier is required is determined by the ‘Do Sales Orders Require a Carrier’ Sales Order preference.
  • Deliver On: Displays a text box field for the user to enter the date on which the invoiced items need to be delivered.
  • Doc Date: Displays a text box field for the user to enter the date the invoice was made. This field defaults to today’s date. 
  • PO: Displays a text box field for the user to enter the purchase order associated with the invoice. If the Purch. Order field on the New Invoice window was completed, the PO field will auto-populate to reflect the same entry.
  • Ship By: Displays a text box field for the user to enter the date by which the invoiced items must be shipped. This field defaults to the date selected for the Ship by field on the New Invoice window. 
  • Ship to: Displays a drop-down menu of the available shipping addresses for the customer by ID. The address of the selected address ID is populated as read-only beneath the selection. This field’s title displays a hyperlink that, when clicked, opens the Edit ship-to address window, which allows the user to edit the “Ship Attention To” name, the address, and the phone number without affecting the address or customer record.
  • Site: Displays a drop-down menu of all the sites assigned to the workflow group for the address. These sites are determined in the Workflow setup in the System module.
  • Status: Displays a drop-down menu of the status options for the invoice. This field defaults to ‘New’ but all available statuses are determined in Status Setup.
  • Workflow: Displays a drop-down menu of the workflow options for the invoice. These workflow options are determined in the Workflow setup in the System module.

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Once the user has selected the appropriate values for all header fields, the grid will display the eligible lots to allocate from. The For non-lot tracked items, this window will display the item's item level lots so that the item can still be allocated for the shipment. The grid will display with the following fields:

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  • # Items: Displays the number of items on the shipment.
  • Actual Ship: Displays the date the shipment was actually shipped. This is required to save the Shipment in a status of ‘Shipped’.
  • Alloc. Units: Displays the number of allocated units on the shipment.
  • BOL: Displays the Bill of Lading number for the shipment.
  • Carrier: Displays the carrier transporting the shipment.
  • Deliver On: Displays the date on which the shipment is to be delivered.
  • Details: Displays a hyperlink that, when clicked, opens the Sales Order: Shipment Details window with the following fields: Truck, Driver, Vessel, Destination, Container, Total Units, Total Weight, Base Rate, Sales Amount, and Comment. The values entered in the Truck and Driver fields will auto-populate the corresponding fields on the Logistics line item and vice versa.
  • Driver: Displays the name of the driver transporting the shipment.
  • Freight Amount: Displays the cost of the freight.
  • Freight Rate Type: Displays a drop-down menu of freight rate types for the user to select the freight rate type for the shipment.
  • Freight Rate: Displays the freight rate.
  • Freight Terms: Displays a drop-down menu of freight terms for the user to select the freight terms for the shipment.
  • Load Status: Displays the status of the shipment’s load.
  • Net Alloc. Lbs.: Displays the total weight of allocated units on the shipment.
  • Net Ord. Lbs.: Displays the total weight of units ordered.
  • Ord. Units: Displays the number of units ordered.
  • Ship By: Displays the date by which the shipment is to be shipped.
  • Shipment: Displays the shipment number.
  • Site: Displays the name of the site to which the shipment is being made.
  • Tracking #: Displays the shipment’s tracking number.
  • Truck: Displays the name of the truck transporting the shipment.
  • Waybill: Displays the waybill number for the shipment.

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  • All allocated lot's allocated and on hand balances will decrease.
  • A posted SO Shipment transaction will be created in the inventory module for each lot allocation on the invoice, which will only be visible within the Inventory inquiries.