Order Entry > Entering Transactions > About Orders, Shipments, and Invoices

About Orders, Shipments, and Invoices

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About Miscellaneous Charges

About Prepayments

About Exchange Rates

About Posting Orders, Posting Invoices, and Posting Shipments

Order processing in Order Entry supports and enhances your workflow in several important ways:

Processing Orders and Quotes

You use the Order Entry screen to enter orders and quotes. To save time, you can also use the O/E Copy Orders screen to copy the details of existing orders for a selected customer to a new order.

You can also enter quotes, orders, shipments, and backorders on the O/E Order Entry screen, and then automatically create invoices for the shipped quantities.

To process a shipment while entering an order, you enter the shipped quantities directly on the order.

To create an invoice for the shipped goods automatically when you post the order, you select the Create Invoice option on the O/E Order Entry screen.

For step-by-step instructions on entering orders, see Entering an Order .

You can also enter prepayments with orders. For step-by-step instructions, see Entering a Prepayment .

If you use Payment Processing, you can pre-authorize or process a credit card prepayment for an order. For more information and step-by-step instructions, see Pre-authorizing a Credit Card Payment and Capturing a Pre-authorized Credit Card Payment.

Allowing Negative Inventory Levels

Unless the Allow Negative Inventory Levels option is selected in Inventory Control, the program ships only quantities that are on hand in Inventory Control.

If negative inventory is allowed, the program warns you when you enter shipped quantities that will result in negative inventory levels.

For more information about this option, see the Inventory Control help.

Processing Credit Card Payments for Shipments

If you use Payment Processing, you can process a credit card prepayment for a shipment, and you can capture a pre-authorized credit card payment for an order.

Note: If you use Payment Processing, you must capture or void all outstanding credit card pre-authorizations for any orders that are included in the shipment before you can post the shipment.

For more information, see Capturing a Pre-authorized Credit Card Payment and Voiding a Credit Card Pre-authorization.

Processing Invoices

You can create invoices automatically when you ship goods using the Order Entry screen.

You can process a single invoice for one shipment or for multiple shipments, but only until the shipment is fully invoiced. (Details that are fully invoiced are not available for future invoices.)

If you use Payment Processing, you can process a credit card prepayment for an invoice.

Creating Partial Invoices

You create a partial invoice when you ship and invoice only part of an order. You can post as many invoices from a single order as you require, until all the quantities are shipped.

When you post a partial invoice:

To check the original quantity ordered for the item, select the item line and review the amount in the Original Order field.

Entering Credits on Invoices

You can enter credit amounts on invoice detail lines for returned items or to reverse miscellaneous charges, providing the order is incomplete.

For more information, see About Credits on Invoices.

Overriding Customer Credit Limits

Important!

When you try to post an invoice that will put a customer account over its credit limit, Order Entry displays a warning message and the following customer information:

If you use security, you or your supervisor must enter a user ID and password to approve credit before you can post the invoice.

If you are not authorized to override the credit limit, or if you want to put the order on hold for later invoicing, select On Hold. If an order is on hold, you can post the order but you cannot ship goods and produce an invoice until you clear the on-hold status.