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Entering Sales Orders

Pricing Hierarchy

Sales Orders Types

• Standard Order
• Master Order
• Repeating Order
• Price Quote
• Back Order

Sales Orders Entry – Default Values

You can save default values for just the current Sales Order entry session or for future sessions as well. Values saved for future session are stored by user logon or workstation.

Sales Orders Entry – Header

• Customer information comes from Accounts Receivable.
• Order Type may not be changeable after entry on the Line tabe has taken place.
• Order Status
  • New: This is the default status assigned to a Sales Order when entered. The status is automatically updated to the status of Open when it is printed.
  • Hold: When status is changed to Hold, the Reason field becomes available. You cannot print Sales Orders with the status of Hold until the status has been changed to Open.
  • Open: You can assign the status of Open at any time, whether the order is printed or not, but the status will change to Open automatically when it is printed.
• Other Fields.
• Commission Options.
• If MAS is linked to Sage CRM, additional fields may appear.

Sales Orders Entry – Address

Sales Orders Entry – Lines

Only certain types of line item entries can be made.

• Inventory Items
• Sales Kits
• Miscellaneous Items and Charge Codes
• Comments
• Special Items

• Choose the Alias Item button to view alias item codes
• Item Inquiries (item status, price lookups and alternates are available)
• On-the-Fly Inventory items can be entered if allowed in Options.
• Extended Descriptions button
• items and comment codes are selected by using a forward slash (/) prefix.
• Special Items are designated by an asterisk (*) prefix (can distribute sales and cost of sales directly to a GL acct, will drop ship automatically is set to do so in Options).
• Sales Kit button
• Customer Last Purchase
• Secondary Grid fields
• Exceeding Available Quantity Options

• Available Quantities are automatically checked if told to in Options.
• Accepting an exceeded quantity will over distribute resulting in a negative qty. available.
• Quantity on Sales Order field in inventory is updated when the line entry is accepted.

• Lines for Back Orders
  • Are generated automatically during normal processing whenever quantity shipped is less than quantity ordered
  • When entering manually, enter both quantity shipped and quantity ordered.

Sales Orders Entry – Totals

• Amounts subject to tax are automatically calculated. View from Tax Detail button
• Freight can be calculated based on ship code if selected in Options.
• Deposits for complete payments may be entered. There however no posting for deposits or balance until order is invoiced.
  • Deposits reduce the amounts that get posted to the AR account, posting instead to customer deposits.
• Selecting the CREDIT CARD payment type will result in a request for Credit Card information..
  • New authorization codes are required each time the deposit amount increases.

Sales Orders Entry – Other

• Customer Data review or maintenance.
• Customer Credit Checking
• Quick Print
• Copy From

Master Orders

• ‘Blanket’ Order.
• on SO field in Inventory is not updated when original Master Order is created.
• New Standard Orders are issued against Master Orders for shipping and invoicing.
• A cycle code may be assigned on the Master Order to use as selection criteria for automatic order generation by using Auto Generate Order Selection.
• Cumulative quantities ordered and received are tracked on the Master Order.
• Quantity remaining is defaulted for new order based on Master Orders.
• Expiration (expired Master Orders are purged from Utilities)

Repeating Orders

• Use as a template for routine standard orders.
• All order data is stored with the order.
• on SO field in Inventory is not updated when original Repeating Order is created.
• Copy to Use or apply a standard order against.
• A cycle code may be assigned on the Repeating Order to use as selection criteria for automatic order generation by using Auto Generate Order Selection.
• Repeating Orders track last standard order date and number issued against it.
• Original order quantity is defaulted for new order based on Repeating Order.
• Expiration (expired Repeating Orders purge automatically during period end processing or can be manually purged from Utilities)

Automatically Generate Sales Orders

• For Master or Repeating Orders.
• Expired or on hold orders may be optionally selected.
• Selected orders are not generated until the Listing is printed and updated.

Price Quotes

• Customers may be added On-the-Fly.
• Item pricing, discounts, freight, and other calculations take place just as they would on a Sales Order.
• Quantity on hand checking is performed, but nothing is updated inventory.
• Can be printed individually or in groups.
• Can be easily converted to a Sales Order.

Printing Sales Orders

Printing Picking Sheets

• Picking sheets for orders with drop ship or back order items cannot be printed.
• Picking sheets can be reprinted.
• If activated, Bill of Material bill options can also be printed.
• Use Clear to remove previous selections.

Printing Shipping Labels

Entering Customer Deposits

• Cash Receipts Entry in Accounts Receivable is used to record the receipt of either a deposit (prepayment) or payments against outstanding customer balances.
• Deposits by cash, check or credit card are enterd in C ash Receipts Entry.
• Only record credit card deposits when you want to recognize cash at the time of the order.

Daily Drop Ship Report

• Only items designated as drop ship will appear on this report.
• Report is sorted by Vendor and Item Number with totals for each.
• Information can be optionally cleared after printing.
• The Daily Drop Ship file can be cleared at any time.

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Tracking Sales Orders in Sage 100

Open Sales Order Report

Use the Open Sales Order Report to view information for all or a selected group of open sales orders. A variety of options for this report make it a helpful tool for tracking and analyzing sales orders. These options include:

• Ability to base the selection criteria on a sales order number, customer number, ship date, bill-to name, and salesperson
• Option to include just new, open, or on hold sales orders
• Ability to include all order types, just one order type, or a combination of order types
• The extension calculation amount can include the amount ordered or just the amount remaining
• You can print the report in either a detailed or summary format

Open Orders by Item Report

Use the Open Orders by Item Report to view open orders by item number or description. This is helpful for analyzing or tracking which items are needed to fill open orders. The options on this report include:

• Ability to include all order types, just one order type, or a combination of order types
• Choice of whether miscellaneous and special items are included
• Options for how kit lines appear
• Ability to base the selection criteria on item number, product line, and warehouse

Open Orders by Job Report

Use the Open Orders by Job Report to view open sales orders by job number. Print this report to track the job numbers of items on open orders, pending processing and shipment.

• The report is sorted automatically by job number.
• Ability to base the selection criteria on item codes, job numbers, customer numbers, product lines, and warehouse codes to print.
• You can print this report in a summary or detail format.
• This report is available only if Job Cost is activated and integrated with Sales Order.

Open Orders by Promise Date Report

Use the Open Order By Promise Date Report, sorted by promise date, to assist you in ensuring you are meeting obligations to your customers in a timely manner. The promise date is the date you indicate the order would ship.

Sales Order Recap

Use the Sales Order Recap report to view all sales order numbers processed and whether they are open, completed, or deleted. The information on this report is kept indefinitely unless you indicated in Sales Order Options that it should purge at period end or it is manually purged using Purge Sales Order Recap on the Utilities menu.

Back Order Report

Use the Back Order Report to view detailed information on all back orders by item, by customer, or by bill-to name. The information for each back order includes the order number and date, the ship date, and the customer number and name.

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Sales Order Shipping in Sage 100

Sales Order provides a shipping entry system that warehouse personnel can use to quickly and accurately enter items to ship. The shipping entries are normally made after the order is entered but before it is invoiced. Entry is made using either the keyboard or a scanner and only the fields needed by the warehouse staff to pick and pack items for shipment are displayed. Shipping must be enabled in Sales Order Options BEFORE it can be used.

In addition to the features available in Shipping Data Entry, you can link to the power of a multi-carrier shipping program called StarShip developed by V-Technologies. This application automatically calculates freight for a variety of carriers such as United Parcel Service, the US Postal Service, and Federal Express. StarShip produces shipping labels and manifests and performs inquiries on shipments. In addition to Shipping Data Entry, you can access StarShip from Invoice Data Entry and Shipping History Inquiry if StarShip is installed. The StarShip Add-On is NOT taught in this class

Processing Shipments using the Shipping Features

Shipping Data Entry – Lines

• Record quantities shipped and back ordered.
• Cannot add new lines to an order.
• Drop ship items are not available.
• Unshipped quantities for item lines where back orders are not allowed, will be cancelled automatically.
• Buttons are available to either backorder all remaining items or ship them.
• Lot/Serial # items will require distribution.
• Package number can be set to allow tracking to a specific package.
• A barcode scanning device can be sued to facilitate rapid data entry.

Item Package Maintenance

• View or change item quantities by package number.

Shipping Data Entry – Shipping

• Ship Weight field is available if set to allow in Shipper ID Maintenance.
• Entry in Sales Order Options determines if default weight appears and what is seen in Ship Weight lookup.
• If set to calculate from weight recorded in Inventory, items on order should have the same units of measure as weight recorded.
• The Tracking button allows entry of tracking numbers by package. This information will be automatically populated by StarShip if installed and used.
• ISHIP Shipping Tools web site can be viewed from the Package Tracking button.

Invoicing Shipping Entries

Accepting a shipping entry stores the document in the same files as Sales Order Invoice Entry. Security settings control how invoices from shipped orders are printed. Either it print with the shipping documents or someone needs to print them through one of the other available processes. Orders entered through Shipping Data Entry can be modified from the same entry window if necessary until updated. They can also be viewed and modified as needed through the Sales Order Invoice Entry window until updated.

Packing List Printing

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Invoicing Sales and Updating Orders in Sage 100

Batch Entry

Automatically Generating Invoices from Orders

• You can select orders by order number, date, customer number, salesperson, ship date, or promise date.
• You can select expired orders and select sales orders by cycle code when generating invoices from repeating orders.
• After the selection criteria is defined for the orders to invoice, click Proceed.
  • The system selects the order based on the selection criteria but does not generate an invoice until you print and update the Auto Generate Invoice Selection Listing.
• To print the Auto Generate Invoice Selection Listing, click the Print button.
• After printing the listing, you are prompted to generate the invoice batch. No invoices are generated unless you click Yes at this prompt.
  • You can clear the orders previously selected by returning to Auto Generate Invoice Selection and clicking Clear.
• You can modify or delete invoices generated in this task using Invoice Data Entry.
• You can print the invoices in Invoice Data Entry or by selecting Invoice Printing on the Main menu.

Sales Order Invoice Data Entry – Default Values

You can save default values for just the current Sales Order Invoice Entry session or for future sessions as well. Values saved for future session are stored by user logon or workstation. You can change this information for each invoice if necessary.

Sales Order Invoice Data Entry – Standard Invoice – Header

• An Invoice number is required.
  • Enter an Open Sales Order number to invoice an order.
• Master and Repeating orders cannot be invoiced directly. They must first be opened as a standard order.
• Invoices do not require an order. The can be entered from scratch.

Sales Order Invoice Data Entry – Addresses

Sales Order Invoice Data Entry – Lines

• When first entering the lines tab a prompt will allow for all items to be shipped.
• Any line item or field may be modified.
• Any item form the original order not flagged as shipped when the invoice is saved will automatically be placed on backorder and the order type changed to Back Order.
• Lot/Serial # items will require distribution.

Sales Order Invoice Data Entry – Totals

• Options for Payment Type are the same as in Sales Order Entry – Totals.
• A deposit reduces the invoice balance and the GL debit account assigned to that payment type is debited.
• Quick Print.

Sales Order Invoice Data Entry – Other Tasks

• Customer Data review or maintenance.
• Customer Credit History Checking

Sales Order Invoice Data Entry – Cash Sales

• This is a specific Invoice Type.
• The cash sales account is debited instead of the AR account. It is defined in A/R Division Maintenance.
• Customer balance will not be increased.
• Must still record the actual receipt of cash through A/R Cash Receipt Entry to affect the cash account.

Sales Order Invoice Data Entry – Debit Memos

• Select the invoice type of Debit Memo to enter a debit memo and follow the same procedures as entering an invoice to increase a customer’s balance.
• Debit memos are normally issued to a customer for billing errors, freight not billed, or other miscellaneous charges.
• Enter all amounts as positive amounts.

Sales Order Invoice Data Entry – Credit Memos

• Select the invoice type of Credit Memo and follow the same procedures as entering an invoice to track sales returns, reduce a customer balance or return inventory to stock.
• For open-item customers, you can apply the credit memo to a specific invoice or after the fact in Cash Receipts Entry.
• For balance forward customers, credit memos are automatically applied to the customer’s balance.
• Enter all amounts as positive amounts.
• You can return assembled kits to inventory assembled by clicking Yes to ship from stock or disassembled by clicking No to ship from stock.

Printing Invoices

Generating COD Labels

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Learn about Sales Order Inquiries in Sage 100 with Sage 100 training classes from Accounting Business Solutions by JCS!

Learn about Sales Order Reports in Sage 100 with Sage 100 training classes from Accounting Business Solutions by JCS!

This time of year, period-end processing in Sage 100 is a useful feature to know. Learn how to use period-end processing in Sage 100 with the Sage 100 Sales Order training class from Accounting Business Solutions by JCS today!

Sales Order Utilities & Period-End Processing

Note: Back up your data before purging the data.

Purge Expired Orders/Quotes: Use Purge Expired Orders/Quotes to remove expired master orders, expired repeating orders, and expired price quotes.

• All selected orders and quotes that expired on or before the date entered are permanently removed from the system.
• After the purge is complete, the System Activity Log is updated with the date, time, company code, user logon, purge description, and purge date.

Purge Obsolete Sales Orders: Use Purge Obsolete Sales Orders to remove all obsolete sales orders or back orders whose order dates are on or before the date entered.

• You can also enter a selection of sales order numbers to remove.
• After the purge is complete, the System Activity Log is updated with the date, time, company code, user logon, purge description, and purge date.
  • This task is available only if Invoice Data Entry and Shipping Data Entry are not in progress.

Purge Order/Quote History: Use Purge Order/Quote History to remove sales order and quote history records whose order dates are on or before the date entered.

• After the purge is complete, the System Activity Log is updated with the date, time, company code, user logon, purge description, and purge date.
• Other than individually deleting price quotes or sales orders, this is the only way to remove these transactions.
  • This task is available only if the Retain Sales Orders/Quote History check box is selected in Sales Order Options.

Purge Lot/Serial History: Use Purge Lot/Serial History to remove lot and serial history records whose order dates are on or before the date entered.

• After the purge is complete, the System Activity Log is updated with the date, time, company code, user logon, purge description, and purge date.
  • This task is available only if an option other than None is selected at the Retain Lot/Serial Item Sales History field in Sales Order Options.

Purge Sales History: Use Purge Sales History to remove sales history records based on the posting or invoice date. Records dated on or before the year-end date selected are permanently removed from the system.

• You can only purge history that is more than two years prior to the current year.
• After the purge is complete, the System Activity Log is updated with the date, time, company code, user logon, purge description, and purge date.
• The options available vary based on whether Inventory Management is set up and if Fiscal Periods or Calendar Months is selected at the Base Inventory Periods On field in Inventory Management Options.
  • This task is available only if the number of years to retain sales history selected at the Years to Retain Sales History field in Sales Order Options is greater than 2.

Purge Sales Order Recap: Use Purge Sales Order Recap to remove sales orders from the Sales Order Recap file with order dates on or before the date entered.

• After the purge is complete, the System Activity Log is updated with the date, time, company code, user logon, purge description, and purge date.
  • If the Purge Sales Order Recap at Period End check box is selected in Sales Order Options, this task is automatically run at period-end.

• This affects the Sales Order Recap file only. It does not affect the Open Sales Order file.

Create Sales Order/Quote History:  Use Create Sales Order/Quote History to create sales order history files if sales order history was not previously retained to migrate from Sage MAS 90 to Sage MAS 500.

• When the sales order and quote history files are created, the System Activity Log is updated with the date, time, company code, user logon, and utility description.
  • This task is available only if the Retain Sales Order/Quote History check box is selected in Sales Order Options.

• Can also run this utility from Sales Order Options by selecting the Retain Sales Orders/Quote History check box and clicking Yes when prompted to create sales order and quote history if data exists in the data entry files but not in the sales history files.
  • Note: Back up your data before running this utility.

Period-End Processing

The following actions are performed when the period is closed:

• Prompts the user to print the monthly reports.
• It purges Sales Order Recap based on the selection made in Sales Order Options.
• If retaining customer sales history, all current-year sales information is updated to the Last Year fields and any sales history for customers with no current-year activity is removed based on the number entered at the Years to Retain Sales History field in Sales Order Options.
• Increments the current period in Sales Order Options.

To learn more about period-end processing in Sage 100 Sales Order, call the Sage 100 experts at Accounting Business Solutions by JCS today at 800-475-1047 or email us at solutions@jcscomputer.com. Our experienced Sage 100 consultants offer Sage 100 training classes, including how to use period-end processing in Sage 100 ERP, Sage 100 Manufacturing, and Sage 100cloud.