Order Entry (Order to Cash)

Purpose Security and Configuration Related Processes Procedure Entering a new Sales Order Additional Information Using additional Sales Order process options

Version: As of version 16.03

Purpose

To enter a Sales Order for the Order to Cash process

Security and Configuration

Security/Permissions The following are required for this process. Note: Additional security may be required. See your system administrator for security access.

Sales orders -- access order entry

Sales orders -- don't restrict to cust parts only

Configuration The following items should be setup prior to adding a new Sales Order:

• Customers and Billing Groups - indicates where a Sales Order will be shipped, who is responsible for paying the invoice, and linked to Billing Groups, which are used for credit management and to assist with sales and billing analysis. Configured in Sales > Customers and Sales > Maintenance > Billing Groups.
• Facilities - unique locations that house resources such as workers, machinery, and other capital and define where the inventory will ship out of. Configured in Inventory > Maintenance > Facilities.
• Currencies, Units of Measure, Terms, and Tax Regions.
• Freight Types and Ship Via Methods.
• Broker - receive commissions similar to Sales Reps; linked to Customer accounts. Configured in Sales > Maintenance > Brokers.
• Sales User 1-5 - five user-defined fields used to detail additional customer criteria. Configured in Sales > Maintenance > Sales User 1-5.
• Work Flow - give structure and visibility to tasks that are completed at different times throughout departments within a company. Configured in Tools > Work Flows.

Additionally, selections can be made in Sales > Options > Order Entry tab.

Related Processes

• Using the Import Function
• Using the Copy Order Function
• Sales Pricing Hierarchy
• Calculating Sales Representative Commissions
• Using Discounts and Adjustments
• Using Progress Billing Orders
• Processing Sales Orders with Credit Cards
• Transacting in Foreign Currency
• Using the DSD Application
• Scheduling Orders for DSD Trucks
• Processing Orders through DSD
• Creating Deal Pricing, Discounts, and Promotions
• Processing Orders with VAT Tax

Procedure

Entering a new Sales Order

The section below describes the steps necessary to create a general Sales Order in DEACOM.

1. Navigate to Sales > Order Entry.
2. Select the appropriate Customers. Note that the default Ship-to Company and numerous other header fields will be automatically populated after selecting a Bill-to Company, but can be overridden by the user, as long as the required security permissions are set to Yes.
3. If necessary, enter the customer’s PO numbers in the "Bill-to PO" and "Ship-to PO" fields on the "General" tab.
4. The remaining fields on the General and other tabs are optional. Those fields that are required will be populated with their default values from the Ship-to Company selection. Those that are not required by DEACOM need only be entered if required by company procedures. Beginning in version 16.06.021, Ship-To Company records may utilize Facility specific defaults by Ship-To Company. If this feature is utilized, these defaults values will be used instead of the corresponding order defaults specified on the Ship-To Company record.
5. The "Order Type" field should be "Sales Order" for a regular order.
6. Click the "Add" button to add a new line to the Sales Order.
7. At a minimum, the user must specify the "Part Number" and "Quantity" being ordered for each Sales Order line. There are four fields which may be used to specify the Part Number: "Part Number", "Retail Code, "Customer Part Number", or "UPC Number". See Item Master for additional details on these fields.
   1. The remainder of the fields are either display only or optional.
   2. Note: Pricing may automatically pull in based on the Sales Pricing Hierarchy
8. If adding more lines to the Sales Order, the user can click the "Next" button to save the first line and bring up a blank second line. The Page Down key on the keyboard can be used as a shortcut to accomplish the same thing.
9. Navigate to the "Dates" tab and make sure the "Due to Ship" date is filled in. MRP will use the date form this field to determine in which MRP Bucket the demand for this the item(s) on the Sales Order should be placed.
10. When finished adding lines to the Sales Order, the user can click the "Save" button to save the last line added, and the "X" at the top of the screen to exit from entering Sales Order lines and return to the Sales Order header.
11. Review the Sales Order by checking the "Total Order Amount". Similar to checking the extensions on the Sales Order lines, a review of the Total Order Amount can detect errors in order entry or inconsistent pricing. Users should review information on the "Misc 1" and "Misc 2" tabs as well.
12. Click the "More" down arrow and click "Reserve".
    1. If "System" is listed in the "Lot" field, then no further action is needed.
    2. Note: if the item is set to "Lot Required" in the "Lot Number" field, then double click on the line and click "Select Lots". When the Lots form appears, users can click "Use Oldest" to select the FIFO lot or manually select a lot by double clicking on it and clicking "Use All" to allocate the entire amount set to issue from that lot. If nothing shows up after clicking "Select Lots", then there is no available inventory to Reserve.
13. Once all items have been reserved, enter a Location Type and Location or click "Retain Current Location" to keep the material in the current Location.
14. Click "Save".
15. Click "Print" to print desired documents.

Notes:

• When adding duplicate lines to Sales Orders, users will be prompted to confirm, unless the security setting "Sales orders -- enter duplicate lines without prompt" is set to "Yes".
• If any inactive parts are found when saving, the user is notified and asked if they would like to continue saving. This check occurs regardless of whether this is a new or modified order, and regardless of order type.

Additional Information

Using additional Sales Order process options

What is another way of adding Parts to an order?

Using Scan Parts function - The "Scan Parts" button on the sales order header allows the streamlined entry, either manually or via barcode reading device, of Part Numbers and Quantities for the lines of the Sales Order. Part Numbers are checked to make sure that they are valid, but are not picked from a part search box. Default pricing is applied, based on all applicable pricing options.

What is an easy way to plan fulfillment for an order?

Using the Order MRP function - The "Order MRP" button on the sales order header displays the Instant MRP (Material Requirements Planning) information for the parts on the Sales Order and the items on the Bills of Material of those Parts. This allows sales personnel to see the current availability, open Purchase Orders, and Jobs in process. In addition, users have the option to have a Time-Phased MRP report run, instead of the normal instant MRP report, by using the "SO MRP Pre-Filter" field in Sales > Options > Scheduling tab.

How is company-specific data tracked?

• Using User Fields - There are five user-defined fields available for use on the Sales Order header. These fields are required in order to save an order, but can be filled in with dummy values if they are not being fully utilized. DEACOM also offers the ability to create Sales Order header and Sales Order line user fields. These fields allow companies to enter and store information outside of the fields provided in the system. User fields can be used with the DEACOM user calculation feature and are also available for printing on the majority of Part Forms and Reports used throughout the system.
• Using User Calculations - User Calculations allow customers to setup and perform calculations that can be viewed on Sales, Purchasing, and Production orders as well as Bills of Material. These calculations are available for printing on all Order- and Bill of Material-related documents. In addition, user calculations can be configured to add line items directly to Sales and Purchasing orders in order to handle special fees and charges. Sales Order user calculations are checked and verified during Sales Order entry and each time an order is modified. The system logic will total the Sales Order, fire the user calculations, and then re-total the order. This ensures that user calculations that are based on the order total will always be accurate. More information on the general user of User Calculations can be found on Configuring User Fields and User Calculations.

How are Sales Orders paid by credit card?

Using Prepayments or normal Cash Receipts - DEACOM provides the ability to process credit card transactions in order to handle two different sales payment scenarios:

• Credit card pre-authorizations where shipment will occur at a later time or date.
• Prepayments and normal Cash Receipts using a credit card.

How are orders canceled?

Orders may be canceled for a variety of reasons. Doing so is as easy as opening the Sales Order in modify mode and changing the "Order Type" to "Canceled". Note that an order can only be canceled if it has not been shipped. If the order has been shipped, it must first be un-shipped, then canceled. Backorders may also be canceled in the same way, by modifying the order and changing the "Order Type" to "Canceled". If the backorder has been shipped, it must be un-shipped before it can be canceled. When canceling backorders it is not necessary to cancel the original order. All canceled orders can then be tracked and reported on to find trends, such as certain customers who consistently cancel or certain parts that are canceled.

Calculating Tax using Avatax or Taxjar - More information can be found for Avatax and Taxjar respectively.