O/E Order Entry Screen

The Calculate Taxes button appears on the Taxes tab. Click the button to calculate and overwrite any existing tax amounts on the Taxes tab.

Note: If you do not select the Calculate Taxes option on the Taxes tab, you can change tax amounts manually after clicking the Calculate Taxes button.

You can also use the Calculate Taxes button to recalculate taxes after changing the tax authority – even if you have selected the Calculate Taxes option.

For more information about entering taxes manually, see Entering Taxes Manually.

Click this button to clear the screen and start a new batch.

When you have finished entering information about the transaction, click Save to record your changes.

Click this button to clear the screen and start a new transaction.

When you have finished entering information about the transaction, click Save to record your changes.

Click this button if you want to create a purchase order based on the current order.

When you click the button, the P/O Create POs from O/E screen opens in Purchase Orders with information automatically entered in it from the O/E Order Entry screen.

Click this button to delete an order.

You can delete an order even if it has been posted. When you delete an order, all its details are removed, and it no longer appears in any lists of orders.

Note: You can delete an order or an order detail only if none of the items on the order have been shipped.

This button is available on the Rates tab if you calculate the tax amount in the tax reporting currency manually (if you report taxes in a different currency than you collect them).

If you have already changed the tax reporting amount on the Taxes tab, click Derive Rate to calculate the actual exchange rate between the tax amount and the tax reporting amount.

This button is available if you do not select the Calculate Taxes option.

When you click the Distribute Taxes button, the total tax (from the Taxes tab) is prorated to the document details.

Note: You can review tax amounts for document details on the O/E Detail Taxes screen. For more information, see O/E Detail Taxes Screen .

Click this button to review the sales history for a selected item or a customer. For more information, see Looking Up Sales History for Items or Customers.

Click this button to post a transaction. When you post, you can print documents related to the transaction. Depending on the transaction and the options you selected, you may be able to print a quote, order confirmation, picking slip, prepayment receipt, and/or invoice. For more information, see O/E Confirmation Screen.

If you use Payment Processing, you can click Pre-authorize to open the O/E Pre-authorization screen and begin pre-authorizing a credit card prepayment.

You pre-authorize a credit card payment when you want to verify that sufficient credit exists on a customer's credit card before processing a sale. When you create a pre-authorization, the cardholder's credit limit is reduced by the amount of the pre-authorization until the pre-authorization is captured or expires.

The amount of a pre-authorization does not need to match the amount captured in the final sale. The captured amount may be more (for example, when a restaurant customer adds a tip) or less (for example, when a gas station customer swipes a credit card, and then purchases fuel that costs less than the amount pre-authorized for a fill-up).

For more information, see O/E Pre-authorization Screen.

Note: After you pre-authorize a credit card payment, the Pre-authorize button is replaced with the Void Pre-auth button.

Click Prepayment to open the O/E Prepayments screen, which you use to enter complete or partial payments for a transaction. For more information, see O/E Prepayments Screen.

If you use Payment Processing, this button becomes available after you pre-authorize a credit card payment.

Click Void Pre-auth to open the O/E Pre-authorization screen and void an existing pre-authorization.

For more information, see O/E Pre-authorization Screen.

Note: You cannot void a pre-authorization that has expired or been captured.

This field specifies the General Ledger accounts to which the transaction will be distributed: receivables control, payment discounts, prepayment liability, retainage, and write-offs.

You can change the account set for a transaction. If you use multicurrency, however, you must select an account set that uses the same currency as the customer's account set.

The Account Set Description field displays the description of the account set specified in the A/R record.

Select a code that identifies the price discount level for the customer. You can select Base, A, B, C, D, or E.

If you select Base, and the discount is based on customer type, the customer is not eligible for price discounts.

If applicable, enter the free-on-board (FOB) location at which the customer begins paying freight charges on the order.

If a default FOB point or primary ship-to location is specified for the customer on the A/R Customers screen, the FOB point from the customer record or the ship-to location appears in this field when you select a customer.

Enter the code for the default price list from which prices are displayed on detail lines. A description of the specified price list code displays in the Price List Description field.

Order Entry displays the price list from the customer record, template, or ship-to location, depending on the order in which you select these records. For example, if you specified the ship-to location last, the price list for the location appears in the Price List field.

Note: You can select different price lists for individual detail lines.

Enter the code for the customer's tax group.

The tax group determines the tax authorities to which the customer is subject, and the tax classes that are used for each authority to calculate sales tax.

You can change the tax group at any time, even after posting. (For example, if you change the ship-to location on a posted order, you can also change the tax group to include the tax authorities for the new location.)

A description of the specified tax group displays in the Tax Group Description field.

Enter the terms code for the transaction.

The terms code specifies the default terms that appear when you enter transactions for the customer in Accounts Receivable and Order Entry. In Accounts Receivable, you use the A/R Terms screen to set up terms codes, and you use the A/R Customers screen to assign a terms code to each customer.

You can specify different terms for the customer during transaction entry without changing the default terms code assigned to the customer in Accounts Receivable.

A description of the specified terms code displays in the Terms Code Description field.

If you use territory codes to identify sales regions or track customer accounts, enter the territory code for the transaction in this field.

Note: You can use the A/R Ship-To Locations screen to assign a territory code to each ship-to location you create for customers.

Use the Optional Field column to select optional fields that are assigned (in the O/E Optional Fields setup screen) to this type of transaction.

When you select an optional field code, Order Entry displays its description in the next column.

Use the Value column to select a value defined for the optional field.

When you select a value code, Order Entry displays its description in the Value Description column.

The Value Set column shows whether a blank optional field currently has a value. (By looking at the field, you cannot know otherwise whether the field has a blank default value or no value.)

The Value Set field changes from No to Yes if you make an entry in the Value field..

Select this option if you want Order Entry to calculate tax automatically for this document. For more information, see Entering Taxes Manually

This option is available if you have shipped goods for an order. Select it to create an invoice when you post the order.

When you select the Create Invoice option, Invoice Number, Invoice Date, and Invoice Posting Date fields appear on the Totals tab.

If your customer has requested delivery of the order by a specific date, enter that date in this field.

Enter an optional description of up to 60 characters for the order.

When you create a shipment for the order, this description appears as the default description for the shipment.

If you do not change the description for the shipment or the invoice, it will appear for the Accounts Receivable invoice and in the General Ledger batch, depending on the options you selected for your Order Entry system. For more information about these options, see O/E Options Screen and O/E G/L Integration Screen.

This field indicates how the transaction was entered:

• Directly in Order Entry. If the transaction was entered manually in Order Entry, the field displays the name of the person who entered the transaction.
• By an integrated e-commerce solution. If the transaction was entered using an e-commerce solution, the field displays:
  • Internet. If you use eTransact or iConnect.
  • ePOS. If you use ePOS.
  • Electronic Commerce. If you use another e-commerce solution.

Enter the date on which you expect to ship the order. The default date is the order date.

If necessary, you can enter different expected ship dates for individual details lines included in the order.

This option allows you to create a new order from multiple quotes, or reuse quotes from which you have already produced an order.

For more information, see O/E Create Order from Quotes Screen .

Specify the inventory location from which you expect to ship items to fill the order.

This location is the default location for detail lines included in the transaction, although you can select different locations for individual detail lines.

A description of the specified location displays in the Location Description field.

Note: If you select a logical inventory location instead of a physical location, an error message appears. (Logical locations are used mainly for transferring goods between physical locations in Inventory Control.)

Select this option if you need to place an order on hold.

If you want to specify the reason that an order is on hold, you can enter this information in the field beside the option on the O/E Order Entry screen.

If the customer account is on hold in Accounts Receivable, the order is automatically placed on hold.

You can enter and post an order that is on hold, but you cannot ship items or produce an invoice for the order until you do one of the following:

• Remove the hold for the customer in Accounts Receivable.
• Remove the hold for the order on the O/E Order Entry screen, and then post the order.

To view a list of the orders currently on hold, print the O/E Order Action report.

Enter the date for the order. This date is also used to age the order on the O/E Aged Orders report.

For a future order, enter the date that the order becomes active. The date you enter for a future order determines when the order will be activated by Day End Processing.

By default, this field displays the system date (the date you selected when signing in to Sage 300).

Select the type of order you are entering:

• Active. An active order is an order that you expect to fill in a normal period of time.
• Future. A future order is an order to be filled on a future date you specify. It becomes active and is posted when you run Day End Processing on the specified order date. You can also change the order status to Active before the order date.
• Standing. A standing order is an order that is filled regularly for the same customer, or for different customers.
• Quote. A quote is an order with an expiration date. When you run Day End Processing on that date, the quote is removed from the system.

For more information, see Order Types.

If necessary, enter the customer's purchase order number in this field.

If you selected Warning or Error on the Check for Duplicate POs list on the Invoicing tab of the A/R Customers screen, Order Entry displays a warning or error message if you enter a purchase order number that has already been used for this customer.

Note: Order Entry checks for duplicate purchase order numbers only on active or future orders—not on quotes or standing orders.

Displays the inventory quantity that is available for sale to your customers. This is determined by the quantity on hand less the quantity committed, as maintained in Inventory Control.

Displays the inventory quantity that is committed to orders.

By committing an inventory quantity to an order, you ensure that the required inventory will be available when it is time to ship the order. (If a quantity is already committed to an order, you cannot ship another order for the same items unless there is a sufficient quantity in inventory in addition to the committed quantity.)

Tip: You can click the Edit Icon to the right of the displayed quantities to view more information (such as the customer and the expected ship date).

Displays the inventory quantity currently on hand, as maintained in Inventory Control.

Displays the inventory quantity that you have ordered.

Tip: You can click the Edit Icon to the right of the displayed quantities to view more information (such as the order date and the expected arrival date).

Displays the inventory quantity that customers have ordered from you.

Tip: You can click the Edit Icon to the right of the displayed quantities to view information (such as the customer and the expected ship date).

This field appears if you select Quote as the order type.

Enter the date on which the quote expires. Order Entry displays a default expiration date based on the default number of days specified on the O/E Options screen.

Enter reference information for the order. When you ship the order, the order description appears as the default reference for the shipment.

If you do not change the reference for the shipment or the invoice, it will appear for the Accounts Receivable invoice and in the General Ledger batch, depending on the integration and posting options you selected.

Enter a ship-to location that you have defined for the customer on the A/R Ship-To Locations screen in Accounts Receivable, or add a new ship-to location.

Enter an optional ship-via code to specify the delivery method for the shipment.

If you specified a primary ship-to location for the customer on the A/R Customers screen in Accounts Receivable, the ship-via code for that ship-to location record appears as the default.

If the transaction uses a template, the Ship-Via Name field displays the description for the ship-via code used in the template by default.

If you select a ship-to location with an associated ship-via code for the transaction, the description for that location's ship-via code replaces the default description.

You can change the description if necessary.

This field displays the status of the batch. Batch status can be Posted, Confirmation Printed, Picking Slip Printed, or Quote Printed.

Select an optional template to use for the transaction. The information from the template appears as defaults in fields for the transaction.

If you use waybill numbers to track shipments, enter the waybill number in this field.

Note: You can also enter a separate tracking number with any detail included in the transaction.

This field displays the currency code for the customer's currency.

The currency is set for the customer in Accounts Receivable, and you cannot change it in Order Entry.

If the tax group specified for this document on the Customer tab uses a different currency from the customer's currency and your functional currency, the code for that currency appears in the Tax Reporting Currency field.

A description of the specified currency displays in the Currency Description field.

For more information, see About Exchange Rates .

This field displays the exchange rate currently in effect for the specified currency and the selected rate type and rate date.

If you want to change the rate, you can use this field to specify from a list of available rates for the selected rate type and rate date.

For more information, see About Exchange Rates .

Enter the date to use to select the exchange rate. Order Entry displays the rate date that is nearest the date you entered.

You can enter any date for which an exchange rate has been entered for the currency. (You enter exchange rates for currencies on the Currency screens.)

For more information, see About Exchange Rates .

Enter the rate type to use when converting multicurrency amounts to functional currency for the document.

Examples of rate types might be "Daily spot rate," "Monthly average rate," and "Contract rate."

A description of the specified rate type displays in the Rate Type Description field.

For more information, see About Exchange Rates .

This field displays the exchange rate currently in effect between the tax reporting currency and your functional currency for the displayed rate type and rate date. You can change the rate on this tab, or you can change the tax totals on the Taxes tab and then derive the new rate on the Rates tab.

• If you change the exchange rate for the tax reporting currency on the Rates tab, the program will change the tax reporting amounts on the Taxes tab when you use the Calculate Taxes button to calculate taxes (if you are not calculating taxes automatically).

• If you change the tax reporting amount on the Taxes tab (after clearing the Calculate Tax Reporting option), you will have to redistribute the new tax amount to the detail lines, and then enter the new tax reporting exchange rate on the Rates tab.

  To calculate the new exchange rate, click the Derive Rate button on the Rates tab.

Enter the percentage of the sale to assign to each salesperson.

You do not have to assign salespersons to a transaction, but if you do, the amounts in the Percentage column must total 100.

Enter a salesperson code to add a new salesperson, or to replace a currently assigned salesperson for a transaction.

You do not have to assign salespersons to a transaction, but if you do, the amounts in the Percentage column must total 100.

Note: You set up salesperson codes in Accounts Receivable.

This field displays the name associated with the salesperson code.

Note: You set up salesperson codes in Accounts Receivable.

For each Order Entry document, you can specify whether taxes are calculated automatically or entered manually.

If you want Order Entry to calculate tax for this document, select the Calculate Taxes option.

If you want to enter tax amounts manually, do not select the Calculate Taxes option. If you do not select this option :

• The Distribute Taxes button appears on the screen.
• You can enter tax amounts for the tax authorities listed for the document.

Click the Distribute Taxes button to prorate tax that you enter manually on the Taxes tab to the document details. For more information, see Entering Taxes Manually.

Note: You cannot prorate a tax amount to an authority that uses an exempt tax class.

Select this option if you want the program to automatically calculate tax reporting amounts for the document. Sage 300 calculates the amount in the tax reporting currency by applying the exchange rate between the source currency and the tax reporting currency.

If you clear this option, you can edit tax reporting amounts.

This field displays the total amount of tax calculated for the transaction (including taxes included in the price), displayed in the customer's currency.

Enter an optional comment of up to 250 characters for the transaction, and then press Tab to add the comment.

Comments appear in the Comments section on printed quotes, order confirmations, invoices, picking slips, credit notes, and debit notes.

For more information, see Adding Comments and Instructions to Order Entry Transactions .

Select this option to create an invoice when you post the transaction.

When you select this option, additional fields appear on the Totals tab, letting you enter an invoice number and an invoice date.

Select this option if you want to apply the order discount to the miscellaneous charges subtotal. Order Entry prorates the discount specified for the Less Order Discount field to miscellaneous charges.

If you do not select this option, the order discount is applied only to the items subtotal.

You can also specify discounts by customer type and early-payment terms. You select the customer type and terms code on the Customer tab.

This field displays the estimated weight of the shipment, based on the weight for the units of measure and item quantities specified in the document. (You specify item weights on the I/C Items screen in Inventory Control.)

Tip: Use the estimated weight to calculate shipping costs or postage.

This field displays the total tax amount that is included in item prices and miscellaneous charge amounts.

If you selected the Create Invoice option, enter the invoice date. By default, this field displays the current session date, but you can enter another date.

This date appears as the invoice date on the invoice, and is the date that is used for document aging. The invoice date also appears on invoice transactions in Accounts Receivable.

If you selected the Create Invoice option, this field displays the invoice number assigned when you post an invoice for this shipment. This field is blank until you invoice the shipment.

Note: After you invoice a shipment, you cannot edit shipment details.

If you selected the Create Invoice option, enter the posting date for the transaction.

Depending on your settings on the O/E Options screen, this field automatically displays either the current session date or the document date. You can enter another date, but you cannot change the fiscal year and period separately.

This field displays the total amount of the item detail lines for the document.

The items subtotal includes tax amounts that are included in item prices, but does not include miscellaneous charge amounts or tax amounts that are charged separately on item prices.

This field displays the percentage and total of discount amounts applied to individual detail lines.

Enter a discount percentage or amount for the order. When you specify a discount in one field, Order Entry calculates the amount or percentage in the other field automatically.

The discount is applied to the items subtotal. If you discount miscellaneous charges as well, it is also applied to the miscellaneous charges subtotal.

Note: The order discount is applied after any detail discount has been subtracted from the subtotals.

If you enter a percentage, and then change the fixed amount, an asterisk appears beside the amount field to indicate that the fixed amount calculated from the percentage has been changed. The discount amount will not change unless you re-enter the discount percentage.

This field displays the amount of any early-payment discount for which the customer might be eligible.

This discount is specified by the terms code assigned to the transaction.

Tip: You edit payment terms for the transaction on the Customer tab.

Note: The number in this field indicates a discount that is currently available, based on the payment terms for the customer. This discount may no longer be available when payment is received.

This field displays the amount of all prepayments entered for the order.

To apply a prepayment to a specific invoice, enter the prepayment with the invoice. Prepayments made to the order are applied to invoices when they are posted in Accounts Receivable.

This field displays the total amount of the miscellaneous charge detail lines for the document.

The miscellaneous charges subtotal includes tax amounts that are included in miscellaneous charge amounts, but does not include item prices or tax amounts that are charged separately on miscellaneous charge amounts.

This field displays the total amount of all items and miscellaneous charges for the document, after any discounts have been subtracted. The net amount also includes tax amounts that are not included in item prices or miscellaneous charge amounts.

This field displays the total amount of all items and miscellaneous charges on the document, minus the total amount of discounts applied on individual detail lines.

Use this field to specify the number of labels you need to print.

You can print labels for the order (for example, to send an order confirmation), and you can print shipping labels for each invoice.

This field displays the total number of detail lines (for items and miscellaneous charges) entered for the document.

If you are not invoicing the entire order, this field still displays the total number of detail lines (including those you are not invoicing).

Tip: Use this number to be sure you have entered all the details you need and deleted any unused details.

This field displays the total amount of all items and miscellaneous charges for the document, before any discounts have been subtracted.

The subtotal includes tax amounts that are included in item prices and miscellaneous charge amounts, but does not include tax amounts that are charged separately on item prices or miscellaneous charge amounts.

This field displays the total amount owing on the order, assuming that all items on the order are shipped and invoiced. (You could think of this as the projected invoice amount.)

This field displays the total amount of taxes calculated on the items and miscellaneous charges for the document.

The amount in this field does not include tax amounts that are included in item prices or miscellaneous charge amounts.

This field appears on the Totals tab when you create an invoice.

Enter the date on which the shipment was sent to the customer. By default, this field displays the current session date, but you can enter another date.

Order Entry displays the shipment number for each detail, indicating the source of the detail, if you are invoicing more than one shipment.

Specify a range of existing orders that contain the information and details you want to use in the new order.

This field displays the total amount, including taxes. This amount does not include invoice prepayments or early-payment discounts.

The total amount of tax calculated for the invoice, including taxes included in the price.