Sales Order Concepts

To access Sales Orders, select from the main menu Transaction|Sales Orders.

Use the Sales Order Entry system when:

Your firm manufactures or import goods where there is a long lead time between the order and the delivery.
Your firm prefers to order goods only after receiving a customer order.
You receive large orders that require extensive picking or need to be allocated on a 'first come, first served' basis or some other suitable method of allocation.

The difference between a Sales Order and an Invoice is that the order entry process does not immediately deduct stock. The order is recorded and when saved, all stock ordered by the customer is back ordered. No attempt is made to check if the stock being ordered is in stock or available.

Pick lists can be printed for Sales Orders, which assist staff packing the order.

Once the order has been back ordered it must be allocated, and then, finally, released (turned into invoices). This is performed using the Back Order Control Centre.

Changing An Order

Orders may be edited and re-saved at any time but it is important to know what affect this has on the back order file. If an order is re-saved, CAPITAL proceeds as follows:

Any stock reserved on the old order is freed up and placed back in stock.
The back order records relating to the original order are deleted.
The amended order generates a new series of unallocated (reserved) back orders.

Stock is not immediately re-reserved on the order. This must be done again through the Back Order Control Centre. If part of the order has already been filled (the order status is completed or partial) then it is generally too late to edit the order. The order should preferably be cancelled or marked as 'delivered' and a new one re-entered for the remaining goods. Keep in mind, as well, that the items on the order can be manipulated directly from within the Back Order Control Centre. Doing this will not affect the allocated/reserved status of items that have already been picked.

Comments, Special Instructions & Pick Lists

If you want comment lines and special instructions to appear on pick lists, edit and extend the product descriptions on your sales orders. This will cause CAPITAL to associate your lines of text with the product item and this will be carried onto your picking instructions. To achieve this do the following:

1. Move to the Description column on your transaction.

2. Press the Ins (insert) key. A box will appear.

3. Press Enter and add your special instructions under the product description. (You may also edit or change the product description if you wish.)

4. When you are finished, press the Tab key to save your changes.

Carrying General Comment Lines Onto Invoices & Pick Lists

Line items on your transactions that are not assigned product codes will not be transferred to the Back Order Control Centre or onto pick lists. If you need to transfer general comments added to your sales orders onto your pick lists and final invoices, create a generic product code to be used for holding comments. I.e., product code 'C'.

Because this is a comment code and not a real product code, you should also untick the setting Diminishing and tick the setting Comment Type for the stock item. The first setting will ensure that you do not get 'out of stock' warning messages when assigning comment codes to your transactions, and the second setting will ensure that the product code 'C' will not appear under the Product Code column, when printing CAPITAL's standard forms.

Hints & Tips

You may cancel part of an order by deleting back order items directly from the Back Order Control Centre.
You can also add new stock items directly from the Back Order Control Centre.
Orders marked as Delivered, Cancelled or Suspended are not sent to the back order file when re-saved.
If you need to amend an order that has already been partly shipped, you should use the Delete and Add commands in the Back Order Control Centre to modify the order, rather than re-save (and thus reissue) the original order.

To cancel a Sales Order set the status of the order to '3 - Cancelled' and resave the transaction.

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