Order (SO UG)

Owned by Tatum Hohl (Unlicensed)
Last updated: Jun 25, 2019 by Emma Greenwood
21 min read

Overview

Entering a Sales Order in NorthScope allows the user to create orders for customers that can then become invoices, which integrate to the host system. NorthScope Sales Orders allow the user to allocate items, edit logistics information, assign items to contracts, adjust brokerage, freight accruals, promotions, and on invoice charges amounts, and more.

Prerequisites

Required Prerequisites

  • Carrier setup
  • Customer setup
  • Inventory Item setup
  • Order Transaction class setup
  • Sites setup
  • Workflow setup
  • Status Setup

Optional Prerequisites

  • Auto Allocate by? preference
  • Inventory Lots
  • Sales Contract setup
  • Sales Program setup
  • User-Defined Attributes for Sales Orders

Step 1: Creating the Sales Order.

From either the Sales Order Transactions or Transaction Items list view, click the New toolbar icon and select Order from the drop-down menu.

This will open the Sales Order: Select Ship-to window.

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:

  • Deliver On: Displays a date text box for the user to select the date the ordered 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 the items were ordered. This date defaults to today's date but is editable.
  • Purchase Order: Displays a text box for the user to enter the purchase order number associated with the order.
  • Ship by: Displays a date text box for the user to select the ship by date for the order. 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 ‘Order’ 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 Order ID” preference.

Note: If the Transaction Class Property 'Single Date Management' is set to 'Yes', users are only enabled to enter and edit the 'Order Date' and all other dates default to the 'Order Date'.

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

Note: The Item Catalog page can be also accessed by double clicking a customer name.

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 ‘Order,’ and the site selection, which will default from the address and will be selected from the Site drop-down menu.

The Sales Order: Select Items grid will open with the customer’s favorite items listed. If the customer does not have favorite items, the list will appear blank with “No records to display.” However, available items can be searched for using the search field in the toolbar. Available items are those that are included in the customer’s Catalog Items and/or Item Favorites or, if the customer has full item access, all items will be available. Once search criteria has been entered, the items within the criteria parameters will appear with the following fields:

  • Extended Price: Displays the product of the line item’s price per unit of measure and number of units ordered. This field auto-populates upon entering the units and price.
  • Item: Description: Displays the item ID and the description of the line item corresponding to the item number.
  • Price: Displays a text box field for the user to enter the price per unit of measure for the line item. If the item is on one of the customer’s assigned price lists the price will default but can be overwritten if price variances are allowed, per the Sales Order preferences. Once the price is entered, select the price unit of measure from the drop-down menu, which will default from the price list if the line item is assigned to a price list. In other case the price UOM defaults from the customer/address favorites configuration.  Note: The Price UOM is required to save a line item. 
  • Units: Displays a text box field for the user to enter the number of units ordered. A drop-down menu is also displayed for the user to select the units unit of measure (this field is required), which will default from the price list if the line item is assigned to a price list.
  • Weight: Displays a text box field for the user to enter the amount of weight ordered and a drop-down menu for the user to select the weight unit of measure (this field is required), both of which will default after units have been entered if the information is known.  

Once the item information for the order has been entered, click the Save and Refresh toolbar icon. This will assign the transaction ID displaying the ID in the Transaction field. The ID is assigned based on the Transaction Class properties, but users can also manually assign a transaction ID. The ID must be entered before the Save & Refresh toolbar is clicked. To navigate to the transaction record view, click Go to Order toolbar icon. This will open the Order record view with all known information defaulted.

Step 2: Editing the ‘Home’ tab.

The Order record view opens with four tabs and a grid. The first tab is the Home tab, which opens with the Order Date, Default Ship By date, Default Site, Status, Workflow, Carrier, and Ship to address fields defaulted from the previously entered information. The following fields will also display:

  • Currency: The currency field displays the currency the order is invoiced in. The value is pulled from the customer record and the field is for informational use only and cannot be edited. The order is created in this currency, but the Journal Entry created for the transaction is created in the company currency. The Exchange Rate table (System > Currency Exchanges) determines the conversion rate. 
  • Default Carrier: Displays a drop-down menu of all active carriers for the user to select the shipment method for the order. 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 ‘Are Carriers required for Orders and Returns?' Sales Order preference.
  • Default Deliver On: Displays a text box field for the user to enter the date on which the order needs to be delivered. This field defaults to the date selected for the Deliver On field on the Select Ship-To window. Updating the field will update the Deliver On date in the Shipments tab when the transaction has a single shipment. 
  • Default Ship By: Displays a text box field for the user to enter the date by which the order must be shipped. This field defaults to the date selected for the Ship by field on the Select Ship-To window.
  • Default 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.
  • Purchase Order: Displays a text box field for the user to enter the purchase order associated with the order. If the Purch. Order field on the Select Ship-To window was completed, the PO field will auto-populate to reflect the same entry.
  • Hold Code: Displays a drop-down menu of all the Hold Codes configured in Hold Codes Master File.  If a Hold Code is applied to the transaction, the Status and Workflow fields and the Print toolbar icon will be disabled/enabled dependent on what property is set for each Control in the Hold Code Master File. For more information on the Hold Code Master File properties, click /wiki/spaces/HELP/pages/552108173.
  • 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.
  • Status: Displays a drop-down menu of the status options for the order. 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 order. These workflow options are determined in the Workflow setup in the System module.

Along with these fields, the first 4 user-defined fields will also appear on the home tab header. All of the user-defined fields can be found on the User-Defined tab and are determined in the User-Defined Attributes setup in the System module.

Once all the home tab information has been entered, click the Save toolbar icon.

Credit hold processing

NorthScope has a feature to place orders automatically on a credit hold, when a customer assigned to the sales order has or is about to exceed the set credit limit. The credit limit for customers can be entered on the customer record (Sales Order >Customers). The Credit Hold preference is located in Sales Order module’s preferences and the preferences is called ‘When credit limits are exceeded’ and it allows users to select one of the following setting:

  • Ignore: The system ignores the credit limits.
  • Warn: A warning prompt is displayed for the user, but the order is not placed on a credit hold.
  • Place on Credit Hold: A warning prompt is displayed for the user and the order is automatically placed on a credit hold.

If the preference is set to Warn. The system will automatically display a warning prompt for the user, but allows the user to continue processing the order after closing the message prompt.

If the preference is set to Place on Credit Hold, a message prompt is displayed for the user and the Sales Order Hold Code field automatically populates with value Credit Hold. When the order has been placed on a credit hold, the Status and Workflow fields and the Print toolbar icon become disabled (if the Disabled property in the Hold Code Master File is set to 'Yes' for all three fields). The credit hold can be manually removed by clicking the Hold Code menu and selecting an empty value. This allows a user to proceed with the order.

Note: "When credit limits are exceeded" preference is set to "Place on Credit Hold" the preference "Default code for Credit Holds on Order" must be filled in otherwise a message “Default code for Credit Holds on Order is required.” will be displayed.

Changing customer

The customer and the ship to address can be changed on an existing order when the Sales Order status is Shipped or lower. This can be done by clicking More Actions toolbar icon and selecting Change Customer. A new window is opened, which allows a user to select the new customer. The new customer can be searched by using the toolbar search field or simply selecting the customer name from the list. When the customer has been selected, Save&Close toolbar icon closes the Change Customer window and updates the customer name, ship to address and sales programs on the sales order.

Note: This feature is only available for manually entered Sales Orders.

Step 3: Editing the grid contents and allocating items.

Editing the grid contents.

The Order record view grid will open with the items selected on the Select Items window displaying as individual line items with the following information:

  • Alloc. Units: Displays the number of units allocated of the line item. This field is only editable in Allocate View or the Alloc. Details window.
  • Alloc. Weight: Displays the amount of weight allocated of the line item. This field is only editable in Allocate View or the Alloc. Details window.
  • Carrier: Displays the name of the Carrier that will ship the item(s). This field defaults from the Carrier header field. The Carrier field is editable when new lines items are entered and the Carrier can be changed for saved line items by changing the Shipment to Unassigned. This will enable the Carrier field.
  • Certification: Allows users to select a certification for the item. If the Sales Order preference 'Assign all Certifications to new Orders' is set to yes, the certification field auto-populates based on the item's certification setup. When a certification is selected, only lots with the certification(s) are being allocated.
  • Contract: Displays a drop-down menu for the user to select the contract to which to apply the line item(s). The available contracts will be those in the Sales Contracts module that are assigned to the customer for the specified line item with remaining quantities.
  • Extended Price*: Displays the product of the line item’s price per unit of measure and number of units ordered. This field is read-only.
  • Invoice Description: Displays the Sales Invoice Description saved on the Item record.
  • Item Description: Displays the description of the line item. This field is read-only.
  • Item: Displays the line item’s number. This field is read-only.
  • Ord. Units: Displays the amount of units ordered of the line item.
  • Ord. Weight: Displays the amount of weight ordered of the line item. 
  • Price UOM: Displays the unit of measure the price is contingent upon. Defaults to the price list price UOM, if the item is assigned to a price list. If not assigned to a price list, the value defaults to the UOM configured on the customer/address favorites. In other case the price UOM defaults to the Item record Price UOM.
  • Price: Displays the price per unit of measure. The value defaults to the price list price, if the item assigned to an active price list. If the Sales Order price list is updated after the transaction was created. Clicking Save & Reprice header toolbar icon updates the item price according to the latest price assigned to the price list. 
  • Ship By: Displays the date by which the line item(s) must be shipped. This field defaults from the Ship By header field. However, if the transaction allows multiple shipments, the Ship By field is editable at the line item level.
  • Shipment**: Displays the ID of the shipment. The shipment is created automatically based on the Carrier, Site and Ship By date combination and the line items with the same Carrier, Site and Ship By date are placed on the same shipment. The Shipment can be unassigned by selecting Unassigned from the Shipment drop-down. This enables the Carrier field for editing. All items on the Sales Order transaction must be on shipments in order to ship or approve an order.
  • Site: Displays the name of the site to which the line item(s) are being shipped. This field defaults from the header Site field. However, if the transaction allows multiple shipments, the Site field is editable at the line item level.
  • Status: Displays the status of the line item(s). This field defaults from the header Status field.
  • Units UOM: Displays the unit of measure in which the units are displayed.
  • Weight UOM: Displays the unit of measure in which the weight is displayed.

New items can be added by clicking the Catalog Items grid toolbar icon, which will reopen the Select Items window with the ordered items and amounts appearing at the top. Follow the same steps as selecting new items to add items.

*Note: The Extended Price is calculated from the ordered units/weight, if the item has no allocations and the order status is less than shipped. When the item has allocations, the Extended Price is calculated from the Allocated Amount (Price * Allocated Amount). When the order status is changed to shipped, the Extended Price is always calculated from the Allocated Amount even when the item has no allocations.

**Note: If a Site and Carrier combination that is visible to logistics is selected, the Shipment is not automatically created and it must be created from the Logistics module (Loads > Build Loads). Once the Load has been created, the shipment field on the Sales Order transaction is updated accordingly when the Sales Order transaction is reloaded.

***Note: If an order has been added to or removed from a load in the Logistics module while another user has the order open, the user will be alerted via a message to reopen the order. 

Allocation

If the Sales Order Preference 'Update Allocated from Ordered for non-Lot Tracked Items shipping from non-Whse Lot Sites' is set to 'Yes', then non-lot tracked items shipping from non-warehouse lot tracked sites are automatically allocated. If the preference is set to 'No' or the item is lot tracked and/ or the site is a warehouse lot tracked site, then the item must be allocated. Users can allocate items manually or use the auto-allocate feature.  

There are two preferences for how sales order allocations drawing negative inventory are evaluated, the two preferences are ‘Stop over allocating for lot tracked items based on:’ and ‘Stop over allocating for non lot tracked items based on:’ and each contain the following three options: ‘Do Not Evaluate’, ‘Available Only’ and ‘Available and On Hand’.  When ‘Do Not Evaluate’ is selected the balances for an item are not evaluated and allow inventory to be drawn negative, when ‘Available Only’ is selected, the Available balance for an item is evaluated and will not allow inventory to be drawn negative and when ‘Available and On Hand’ is selected, the On Hand balance for an item is evaluated and will not allow inventory to be drawn negative.

Manual Allocation

To allocate items to the order, the Allocate grid toolbar icon has a dropdown menu with four different ways the item can be allocated to the order. The four ways to allocate are ‘Allocate Item’, ‘Allocate by Inventory Lot’, ‘Allocate by Warehouse Lot’ and ‘Allocate by Item’.

Inventory lots are allocated by date or quantity depending on what value has been selected for the ‘Auto Allocate by’ preference. When Allocate by Warehouse Lot and Allocate by Item is chosen, if the preference is set to ‘Smallest Quantity’, the lots with the smallest quantities are allocated first and if the preference is set to ‘Date Produced’, the lots with the earliest production date are being allocated first.

If the user clicks the ‘Allocate Item’ toolbar icon without selecting one of the four options, then the following will happen:

  • If the selected or first item in the record grid has a Warehouse Lot tracked site and the Item is Lot tracked or the Item is not Lot tracked, the ‘Allocate by Warehouse Lot’ page will open
  • If the selected or first item in the record grid has a site that is not Warehouse Lot tracked and the Item is Lot tracked, the ‘Allocate by Inventory Lot’ page will open
  • If the selected or first item in the record grid has a site that is not Warehouse Lot tracked and the Item is not Lot tracked, the ‘Allocate by Item’ page will open

Clicking the Allocate toolbar icon and/or choosing any of the four options will open the Allocate Item window with the following header fields:

To view what each header field is responsible for, click here. 

  • Allocate By: Select how the item is to be allocated. This field is a dropdown menu of options to allocate the item by.  The options in the dropdown menu are ‘Allocate by Inventory Lot’, ‘Allocate by Warehouse Lot’ and ‘Allocate by Item’.
  • Allocated: Displays the allocated units and/or weight of the selected item. This field is for informational use only and cannot be edited. 
  • Allocate From: Select the site from which you would like to allocate from. All lots at the selected site containing the selected item(s) will display in the grid. 
  • Item: Select the item for which to display lots to allocate from. This list will include all items on the transaction in addition to the option 'Transaction Items', which will display the site's lots for all items on the transaction. 
  • Lot Owners: This multi-select menu allows users to filter the lots based on the owner value. Defaults to the Default Owner Inventory Preference.
  • Ordered: Displays the ordered units and/or weight of the selected item. This field is for informational use only and cannot be edited. 
  • Show Lots: This multi-select menu allows users to select lots to be displayed in the grid section. The available options are: Allocate, Available, On Hand and Open. 
  • Unallocated: Displays the unallocated units and/or weight of the selected item. This field is for informational use only and cannot be edited. 
  • Units UOM: This field defaults from the item properties and is not editable.
  • Weight UOM: This field defaults from the item properties and is not editable.

Allocate by Inventory Lot

Once the user has selected the appropriate values for all header fields, and the option to Allocate by Inventory Lot was selected, the grid will display the eligible lots to allocate from once the Save & Refresh toolbar icon is clicked. 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:

To view what each grid field is responsible for, click here. 

  • Available Units
  • Available Weight
  • Batch Date
  • Item: Description 
  • Lot Exceptions: Displays “On Hold” for lots that are currently on hold, and/or “Mismatch Certs” when the lot certifications do not match the order item’s requested certification.
  • On Hand Units
  • On Hand Weight
  • Production Batch
  • Site
  • Units: Enter the units to be allocated from the corresponding lot. This field is only editable if the corresponding item is managed by units and weight or units only. 
  • Units UOM: This will display the unit of measure in which the unit allocation is being made. 
  • Warehouse Lot: This will display the warehouse lot id of the warehouse lot that corresponds to the inventory lot. 
  • Weight: Enter the weight to be allocated from the corresponding lot. This field is only editable if the corresponding item is managed by units and weight or weight only. 
  • Weight UOM: This will display the unit of measure in which the weight allocation is being made. 

Allocate by Warehouse Lot

If the option to Allocate by Warehouse Lot was selected, the grid will summarize the item by the combination of Item & Warehouse Lot & Owner & combination of Certification for the site that the item is available to allocate from along with the following fields:

  • Available Units
  • Available Weight
  • Item: Description 
  • Lot Exceptions: Displays “On Hold” for lots that are currently on hold, and/or “Mismatch Certs” when the lot certifications do not match the order item’s requested certification.
  • On Hand Units
  • On Hand Weight
  • Owner
  • Production Batch
  • Site
  • Units: Enter the units to be allocated from the corresponding lot. This field is only editable if the corresponding item is managed by units and weight or units only. 
  • Units UOM: This will display the unit of measure in which the unit allocation is being made. 
  • Warehouse Lot: This will display the warehouse lot id of the warehouse lot that corresponds to the inventory lot. 
  • Weight: Enter the weight to be allocated from the corresponding lot. This field is only editable if the corresponding item is managed by units and weight or weight only. 
  • Weight UOM: This will display the unit of measure in which the weight allocation is being made. 

Allocate by Item

If the option to Allocate by Item was selected, the grid will summarize the Item by the Owner for the site that the item is available to allocate from, along with the following fields:

  • Available Units
  • Available Weight
  • Item: Description 
  • Lot Exceptions: Displays “On Hold” for lots that are currently on hold, and/or “Mismatch Certs” when the lot certifications do not match the order item’s requested certification.
  • On Hand Units
  • On Hand Weight
  • Owner
  • Site
  • Units: Enter the units to be allocated from the corresponding lot. This field is only editable if the corresponding item is managed by units and weight or units only. 
  • Units UOM: This will display the unit of measure in which the unit allocation is being made. 
  • Weight: Enter the weight to be allocated from the corresponding lot. This field is only editable if the corresponding item is managed by units and weight or weight only. 
  • Weight UOM: This will display the unit of measure in which the weight allocation is being made. 

When allocating lots with variable weight for items where there is not enough inventory, the following message will be displayed notifying the user to use the Allocate By Inventory Lot to complete the allocations.

“Based upon the available quantities for the [Group tab], auto allocation was unable to be completed and has resulted in an under allocation of product. Please change the Allocate By Inventory Lot to complete the allocations."

When a user allocates Lots with Certifications assigned, the Lots need to meet the Certification criteria, otherwise it will be disabled on the allocation page. Lots with more certifications than what is assigned to the order item can be allocated.

Once all allocations are complete, click the Save & Close toolbar icon to close the Allocate Item window. The Allocated quantities in the grid section of the transaction are updated accordingly.  

Auto Allocation

The items can be allocated using the auto allocate feature. This feature allows users to allocate one or more items on a sales order with one button click. Users can select the allocation type in preferences. If the ‘Auto Allocate by?’ sales order preference is set to ‘Smallest Quantity’, the lots with the smallest quantities are being allocated first. If the preference is set to ‘Date Produced’ the lots with the earliest production date are being allocated first.

Users can also select the allocation type on the sales order by clicking the caret icon next to Auto Allocate toolbar icon. This opens a menu with the following options:

  • Auto Allocate
  • Auto Allocate by Lot Produced Date
  • Auto Allocate by Lot Balance

If the Auto Allocate option is selected, the allocation type selected in preferences is applied.

To use the auto allocate feature, check the checkbox next to the item’s name and click on ‘Auto Allocate’ toolbar icon. Several items can be auto allocated simultaneously. A prompt message is displayed if one or more items cannot be fully allocated.

When a line item is allocated, the line item's Extended Amount is updated to calculate the amount from the Allocated Amount.

Note: Allocating items on orders in a status less than shipped will increase each allocated lot's allocated balance and will decrease the available balance.

Step 4: Editing the ‘Shipments’ tab.

The Shipments tab opens with a line item for each shipment. Shipments are determined by the line items’ Carrier, Site, and Ship By date and appear with the following information:

  • BOL: Displays the Bill of Lading number for the shipment. This field is a text field and it is not required.  Note: The maximum character limit for this field is 100 characters.
  • Carrier: Displays the carrier transporting the shipment.
  • Deliver On: Displays the date on which the shipment is to be delivered.
  • Export Details: This link opens Export Details form. This form allows users to enter additional information for export shipments.
  • Freight $: Displays the cost of the freight.This field cannot be edited on the Shipments tab. The Freight amount needs to be entered on the Load Record..
  • Freight Terms: Displays a drop-down menu of freight terms for the user to select the freight terms for the shipment. The field defaults to the Freight Terms configured on the Customer Address reocord.  The Freight Terms can also be saved on the Shipment record.
  • GL Date: This field allows users to enter a GL Date for the order. If not provided, the date defaults to the Invoice Date when the transaction is saved as Ready to Post. The date must reside within an open fiscal period. Note: This column is not in the system view. 
  • Invoice #: Displays the Invoice Number. The number can be manually entered, but the Invoice Number is retrieved from an Invoice when the Invoice is printed. The field is editable until the transaction status is Approved. A separate journal entry is created for each invoice assigned to the sales order transaction. The journal entry details can be reviewed by clicking the Journal Details from the header section. If the transaction has multiple invoices, a letter suffix is added to the invoice number starting from the second invoices e.g. ORD123B. The same invoice number is assigned to all shipments with the same invoice date and GL date. 
  • Invoiced: Displays the Invoice Date. The date can be manually entered, but the Invoice Date is retrieved from an Invoice when the Invoice is printed unless the Transaction Class property 'How Invoice Dates are Assigned' is set to 'Manually Assigned'. The Invoice Date is not automatically updated, if the Shipped/Transation date is changed after printing an invoice. The date can be manually updated before printing a new invoice if necessary. The field is editable until the transaction status is Approved.
  • Legs: Displays the total number of legs configured on the Shipment record.
  • Load Status: Displays the status of the shipment’s load. The Load Status is automatically changed to Shipped when the Sales Order has only one shipment and the Sales Order is saved as Shipped (Note that the Shipped date must be entered first). If the Sales Order has two or more shipments, then the status of each shipment must be manually changed to Shipped.
  • Notes: Opens the noted dialog, which allows users to enter additional notes for the Shipment.
  • Ship By: Displays the date by which the shipment is to be shipped.
  • Shipment: Displays the shipment number as a hyperlink, when clicked, opens the Shipment/Load Record, which allows users to enter Load details like Freight Costs. The Freight costs entered on the Load Record updates Freight $ amount on the shipment tab.
  • Shipped: Displays the date the shipment was actually shipped. This is required to save the Shipment in a status of ‘Shipped’.
  • Site: Displays the name of the site to which the shipment is being made.
  • Tracking #: Displays the shipment’s tracking number. This is a text field, which allows users to manually enter the tracking number.

Note: Saving a shipment as shipped will decrease the lot's on hand and allocated balances even if the order status hasn't been saved as shipped.

Note: If a user enters a duplicate invoice ID, the system displays a prompt message when the records is saved.

Step 5: Editing the ‘Properties’ tab.

The Properties tab opens with two sections: Transaction and Other Information. Payment Terms, Salesperson - Outside Sales, Salesperson - Inside Sales and Default Certification fields in the Transaction section are editable and other fields are for informational use and therefore disabled. 

Step 6: Editing the ‘Attributes’ tab.

The Attributes tab opens with all the fields that were created in the User-Defined Attributes setup in the System module for Sales Order - Order.

Step 7: Editing the Program Details.

Program Details include Brokerage and Freight Accruals and Promotions and On Invoice Charges. To edit this information, click the Program Details toolbar icon. This will open the Program Details window to the Brokerage & Freight Accruals tab.

Adjusting brokerage and freight accruals.

The Accruals tab will open with each line item’s brokerage and freight accrual information. The values for each line item will be calculated based on the Brokerage and Freight Accrual Sales Programs assigned to the customer’s address in the customer’s Sales Program tab. The only editable field will be the Rate column where the user can enter the new brokerage and/or freight accrual rate for each line item. These amounts will not appear on the invoice but will affect the general ledger.

Once the rates have been adjusted, click the Save toolbar icon.

Adjusting promotions and on invoice charges.

Open the On-Invoice tab to view each line item’s promotions and other charges that will appear on the invoice. The values for each line item will be calculated based on the Promotions Sales Program assigned to the customer’s address in the customer’s Sales Program tab. The only editable field will be the Rate column where the user can enter the new promotions rate for each line item. These amounts will appear on the invoice and will affect the general ledger.

Once the rates have been adjusted, click the Save toolbar icon.

Step 8: Changing the Order Status

The Order Status defaults to New when a new order is being created. When all required data has been entered, including the Shipped date, the Order status can be changed to Shipped/Approved/Ready to Post. The records needs to be Saved after the new Status has been selected from the Status menu. The Invoice # and Invoiced date populate when an invoice is printed or when the order is saved as Approved/Ready to Post. The Invoice # and Invoiced date populate based on the Order Transaction Class properties: How Invoice Dates Are Assigned and Get Next Invoice Number From. If the transaction has any logistics loads, then each logistic load must be marked as shipped before the transaction status can be saved as Shipped/Approved/Ready to Post.

Note: If Freight Rate Type has been selected on the Sale Order's Load record, but no rates have been provided, the user is prompted to provide rates before the Sales Order status can be changed to Approved or Ready to Post.

When the Order status is changed to Ready to Post, the invoice is integrated to the Host system if the Integration Setup for SO Invoice is set to Timed/Immediate. If the integration is set to None, the transaction status is changed to "Posted" when the transaction is saved as "Ready to Post".