This article lists the steps for setting up a new Order Entry system.
Important! Follow the "Before you start" steps before setting up your Order Entry system.
Before you start
Before you set up Order Entry, gather information and set up your system, as follows:
- Gather all your current Order Entry records.
These can be manual records or printed listings and reports from other
accounting software, such as:
- A list of the general ledger accounts used in your Order Entry system, including the revenue account to which miscellaneous charges are posted.
- Lists of the codes and other information you will use to set up ship-via codes, miscellaneous charges, and templates.
- Outstanding orders, including backorders, standing orders, future orders, and quotes.
- Historical sales statistics for orders (optional).
- Samples of Order Entry forms: order confirmations, picking slips, shipping labels, invoices, and credit notes.
- If you use a multicurrency order entry ledger, a list of the source currencies in which you record transactions, and a list of current exchange rates.
Note: You may be able to enter much of your order entry data by importing it directly from files created by another program.
- Set up the following records in other Sage 300 programs:
- In Common Services, set up bank, tax, and currency records.
In Accounts Receivable, set up records for customers, ship-to locations, payment terms, credit checks, and salespersons.
- Non-existent customers. You can enter an order for a customer has no record in Accounts Receivable, but you must add the customer before you post an invoice for that customer in Accounts Receivable.
- One-time customers. If you frequently have one-time cash sales, create a record for one-time customers in Accounts Receivable.
- In Inventory Control, set up records for items, price lists, locations, account sets, and categories.
If you use Payment Processing, set up processing codes and payment codes for credit card processing.
- Processing codes. Processing codes specify the merchant account, bank, and currency that will be used when processing a credit card transaction. You set up processing codes in Common Services > Payment Processing > PMT Setup > Processing Codes.
- Payment codes. To process credit card transactions in Paya, you must set up at least one payment code in Accounts Receivable that uses the payment type "SPS Credit Card".
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Add the following Order Entry accounts to your Chart of Accounts:
- In General Ledger, add the revenue account to which amounts generated by miscellaneous charges are credited (when you post invoices) and debited ( when you post credit notes).
- All other General Ledger accounts to which Order Entry data is posted. These accounts
are specified in other Sage 300 programs, as follows:
- In Accounts Receivable, you specify the Receivables Control and Prepayment Liability accounts.
- In Inventory Control, you specify the Sales, Returns, Cost Of Goods Sold, Cost Variance (if using standard or most recent costing), and Damaged Goods accounts for item categories, and the Shipment Clearing and Inventory Control accounts for account sets.
- In Tax Services, you specify the Tax Liability accounts.
For more information about these accounts, see the help for each program.
- Set up security authorizations. For more information, see Order Entry Security Authorizations.
To set up your Order Entry system: