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Enter Order Buttons

Enter Orders - Detail Tab

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Sales Order Entry Checklists

Enter Orders - Information Tab

Access this tab using Activities>Accounts Receivable>Enter Orders.

Use this form to create Quotes, which do not create accounting transaction entries, then "Commit" the quote to create a Sales Order, which creates accounting transaction entries and reserves items being forward to Sales Order Fulfillment. You can create sales entries for Cash Only customers or On Account customers.

On this tab enter customer information for the sales order. You must enter an order number, order date, customer ID, shipping address, requested shipping date, and shipping method.

Note: Cash Only Customers can purchase and pay for items, but revenue for that transaction cannot be recognized until the items are actually shipped. Therefore, an accounting entry is required at the time the order is submitted to record cash received and book the unrecognized/deferred revenue.

The Currency field is only available if you have installed and added this module (Organization>Add A Module). The Customer ID column only displays IDs whose currency matches the selected currency. Also, if using multiple currencies, a "Cash Only" customer must be set up for each currency (Maintain>Accounts Receivable>Customers).

 

Order Number: Enter a unique order number or accept the number that the system assigned. When creating a new sales order, the system displays the next available order number; you can also accomplish this by pressing the + key. (Order number options were set up using Organization>Set Up Modules>Accounts Receivable>Sales Order.) We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols. Existing quotes that need to be viewed, edited, and/or committed can also be selected from the drop-down list. The drop-down list displays all quotes and the current day's committed orders.

Note: Committed order numbers can be recalled using the Find Button.

Order Date: Accept the default date or enter a date specific to the document. Future dates are not allowed for Cash Sales.

Cash Sale: Select the check box to designate a "one-time" customer for cash transactions.

When the Cash Sale check box is selected to designate a "one-time" customer for Cash transactions, the Customer ID drop-down list displays "Cash Only" Customer IDs (which were set up using Maintain>Accounts Receivable>Customers).

On the Enter Orders>Detail tab, enter the Amount Received and select the Cash GL Account. The Balance Due field must equal zero in order to "Save" or "Commit" the Quote.

Order Type: The system displays Quote for all orders that have not been finalized or committed. Once the Commit button is selected, the Quote changes to a Sales Order.

Comments: Enter any optional comments related to this Sales Order. These comments appear on the printed Sales Order and the Sales Order Register report (Reports>Accounts Receivable>Sales Order Register).

Customer Information

  • Customer ID: Select a Customer ID from the drop-down list or use Find to help you select an ID. Customer IDs were set up using Maintain>Accounts Receivable>Customers.
  • To display only the 200 most recently used IDs in the drop-down list, select the option "View Frequently used IDs" on the Options>Customize Workstation Settings>Preferences tab.
  • Currency: The system displays the currency type assigned to the selected Customer ID.
  • Shipping Address: Select a shipping address. The system displays the default shipping address if one was selected for the customer (Maintain>Accounts Receivable>Customers>Billing and Terms tab). You cannot enter a new shipping address on this form; only existing addresses can be selected. These addresses were previously created using the Maintain>Accounts Receivable>Customers>Addresses tab.
  • Billing Address: The system displays the default billing code and address. Billing Address was set up using Maintain>Accounts Receivable>Customers>Addresses tab.
  • Sales Tax Code: If applicable, select a sales tax code from the drop-down list, or accept the default (which was selected using the Maintain>Accounts Receivable>Customers>Addresses>Shipping Address button). The system displays the sales tax code associated with the shipping address, if a sales tax code was selected when the default address was set up. This field is required if the Taxable check box is selected for the Customer ID (Maintain>Accounts Receivable>Customers>Billing and Terms tab). The field is not available if this check box is not selected.
  • Requested Shipping Date: Accept the default date or enter a date specific to the document. The date cannot be prior to the Order Date.
  • Shipping Method: Enter a shipping method, such as Ground or Priority Mail. Once entries have been saved, they are available for selection in the drop-down list.
  • Customer Purchase Order Number: Enter the customer's purchase order number. This serves as a reference for the shipping ticket.
  • Sales tax codes were previously created using Maintain>Accounts Receivable>Sales Tax Codes.
  • Click Print to print the current open quote or the committed sales order or click Print All to select from all saved or committed sales orders.
  • To view the posted session information, print a report using Reports>Transaction Reports>Posted General Ledger Transactions.
  • When you print or save a sales quote, you do not actually update accounting information. The sale is recorded and accounting information updated when you commit the quote to a sales order.
  • All orders are Quotes until "Committed." You cannot edit a Sales Order, it can only be canceled prior to shipping. And if the entire Sales Order is canceled, it returns to the Enter Orders form as a Quote.
  • For more information about the Sales Order module process flow, see Sales Order Entry Workflow.