Entering an Order

You use the O/E Order Entry screen to enter new sales orders, and optionally to ship and invoice those orders.

You can also use the O/E Copy Orders screen to create a new order by copying the details from an existing order or a range of orders. For more information, see O/E Copy Orders Screen.

Note: For detailed information about fields and controls on the O/E Order Entry screen, see "Fields and Controls" in O/E Order Entry Screen.

To enter a new order:

1. Open Order Entry > O/E Transactions > Order Entry.

   Note: If the O/E Order Entry screen is already open on an existing order, you can create a new order by clicking the New button to the right of the Order No. field.

2. Enter the order number or accept *** NEW *** to have Order Entry assign the next available order number when you post the order. More...

   Order Entry assigns order numbers according to settings you specify on the Documents tab of the O/E Options screen. For more information, see O/E Options Screen.

3. Enter the customer number in one of the following ways:
   • Enter the number, and then press Tab.
   • Use the Finder to select the number.

   You can also create a new customer, look up customer information, and edit bill-to information for the customer. More...

   Using the buttons to the right of the Customer No. field, you can:

   • Create a new customer. Click the New button to create a new customer on the A/R Customers screen. When you finish, the new customer number appears in the Customer No. field.
   • Check the customer's credit. Click the Pre Credit Check button to check the customer's credit status before entering a transaction.
   • Edit the customer's billing address. Click the Zoom button to view and edit the customer's billing address for the current transaction. (Any changes you make apply to the current transaction only, and are not saved to the customer record.)
   • Look up information about the customer. Click the Inquiry button to open the A/R Customer Inquiry screen to look up information about the customer.

4. On the Order tab, enter general information for the order. More...

   Note: For detailed information about the fields and controls on the screen, see "Fields and Controls" in O/E Order Entry Screen.

   1. If you use templates to assign default information to orders, select a template code.
   2. Enter a purchase order number, if the customer has one.
   3. Accept the default order date or enter the date to use.
   4. Enter the code for the inventory location from which you expect to ship items to fill the order.
   5. Select the order type. For more information, see Order Types .
   6. If you want to create a new order from multiple quotes, or to reuse quotes from which you have already produced an order:
      1. Click the Zoom button to the right of the From Multiple Quotes option.
      2. In the Create Order From Quotes screen that opens, either enter quote numbers in the Quote Number column or select quotes using the Finder.
      3. When you have selected all the quotes you need, click Order to add the details to the order.
      4. Click Close.
   7. If the order is job related (that is, if it relates to a project that you are managing using Project and Job Costing):
      1. Select Job Related. When you select this option, additional columns appear in the Detail table so you can enter job-related information for each detail line.
      2. If you want Project and Job Costing to handle all invoicing for the order, select Project Invoicing.
      3. If retainage applies to the order, select the Retainage option. (You specify how to process the retainage amount on the Retainage tab.)
   8. Enter the location to which the order will be shipped.
   9. Enter the date you expect to ship the order.
   10. If you want Order Entry to calculate tax automatically for the order, select Calc. Tax.
   11. If you want to place the order on hold, select On Hold, and then enter the reason you are placing it on hold. This option is selected automatically if the customer for which you are creating the order is on hold.
   12. If you are editing an order for which you have already shipped goods and you want to create an invoice, select Create Invoice to create an invoice when you post the order.
   13. Enter a description and reference information for the order, if applicable.
5. On the Detail table, add items and miscellaneous charges for the order. More...

   Add a new detail line by pressing Insert.

   You can move through the columns in the table by pressing Tab.

   • To open a separate detail entry screen to view and change information for a selected detail, click Items/Taxes.
   • Below the table, inventory quantities are displayed for the item in the selected detail line. Quantities are displayed for the location specified in the detail line, and for all locations. You can also click the Drilldown buttons to see more information about quantities on sales orders or purchase orders, and quantities committed.Inventory quantities are displayed in the unit of measure defined for the item.

   If the item entered is serialized and/or lotted, you use the O/E Serial/Lot Numbers Allocation screen or the O/E Serial/Lot Numbers Generation screen to allocate or generate serial or lot numbers. For more information, see O/E Serial/Lot Numbers Allocation/Generation Screen.

   For more information about table fields, see "Fields and Controls" in O/E Order Entry Screen.

6. On the Customer tab, review and edit customer information such as tax code, price list, and payment terms. More...

   On the Customer tab, you can specify:

   • Shipping method
   • Tracking number if sending by courier or registered mail
   • Optional FOB (free-on-board) location
   • Optional territory code
   • Customer type (this specifies whether the customer is eligible for discounts or special pricing)
   • Price list to use to select prices for item details
   • Tax group
   • Customer account set
   • Payment terms that will be used for invoices from this transaction
   • Due date and discount terms

7. On the Taxes tab, select the method you will use to calculate taxes, and review and change tax information. More...

   On the Taxes tab, you can:

   • Specify whether taxes are calculated manually or automatically.
   • Select automatic tax calculation for tax reporting (if you report taxes in a different currency), or enter the tax reporting amounts manually.
   • Review the tax information that applies to the transaction.
   • Change the customer tax class for the document.

   Tip: To change the tax status of an item, click the Items/Taxes button on the Order tab.

   • Enter the tax base and tax amount, if you are entering taxes manually.
   • Enter or edit the customer's tax exemption number.
   • Automatically prorate tax amounts for individual details on the document.

   For information about entering and distributing tax amounts manually, see Entering and Distributing Tax Amounts .

8. If you use optional fields, enter information in the fields that appear on the Optional Fields tab. More...

   Optional fields and values appear automatically on this tab if you selected the Auto Insert option for those fields on the O/E Optional Fields setup screen.

   If you use identical optional fields in Order Entry transactions and Accounts Receivable invoices, the information in the Order Entry fields is sent to Accounts Receivable.

   Note: If an optional field is required but does not have a default value, you must specify a value for the field.

   For more information, see About Optional Fields and Adding Optional Fields to Transaction Entry Screens.

9. On the Sales Split tab, assign or credit a salesperson for the order. More...

   You can assign portions of each transaction to the salesperson or salespersons responsible for the customer account or sale. If you track commissions for sales staff, Order Entry uses this information to update commission data when you post invoices and run Day End Processing.

   When you enter a transaction in Order Entry, the salespersons assigned to the customer account in Accounts Receivable appear on the Sales Split tab by default. If you select a ship-to location, the salespersons associated with that ship-to location are used instead.

   Note: You assign default salespersons to customer records and to ship-to locations in Accounts Receivable.

   The salesperson listed on the first line in the table is the primary salesperson for the transaction. Some Order Entry reports list only the primary salesperson, while others allow you to sort information by primary salesperson.

   You can assign the transaction to other salespeople by changing the percentage of the transaction total allocated to each salesperson. The amounts in the Percentage column must total 100 (or 0 if you do not assign salespeople to the transaction).

10. If you use multicurrency accounting, review and edit currency exchange rates on the Rates tab if necessary. More...

    The Rates tab appears only if you use multicurrency accounting and you are entering a document for a customer who does not use your company’s functional currency. You use this tab to view and edit rate information for currency conversion.

    If you are shipping goods, you can also change the rate information for converting the shipped amount from customer's currency.

    The Rates tab can show the following groups of exchange rate information:

    • Order Exchange Rate (if you are creating or have created an order)
    • Shipment Exchange Rate (if you are shipping or have shipped goods)
    • Invoice Exchange Rate (if you are creating or have created an invoice)
    • Credit Note Exchange Rate or Debit Note Exchange Rate (if you are creating a credit note or a debit note)

    If the tax group for this document uses a different currency than the customer's currency or your functional currency, the tab also shows the rates for converting document amounts to the tax reporting currency.

    You use the Rates tab to:

    • Change the rate type, rate date, and exchange rate for converting the order, credit note, or debit note amounts from the customer's currency to your company's functional currency.
    • If you are shipping goods, change rate information for converting the shipped amount from customer's currency.
    • If you are invoicing shipped goods, change rate information for the invoice.

    • If you are reporting taxes in a different currency than you collect them, enter or derive the rate for converting amounts to the tax reporting currency.

      If Order Entry automatically calculates amounts in the tax reporting currency, it uses the tax reporting currency exchange rate that appears on this tab.

      If you manually entered a tax amount in the tax reporting currency, click Derive Rate to calculate the exchange rate for the tax reporting currency.

11. On the Totals tab, review and edit discounts, totals, and other final document details. More...

    On the Totals tab, you can:

    • Verify totals and discounts before posting an order.
    • Check the total estimated weight of items ordered.
    • Specify whether any discounts apply to miscellaneous charges.
    • Specify the number of labels you want to print for an order.
    • Automatically create an invoice for the shipped items when you post the order.
    • Enter a comment for the order.

    Tip: If you are shipping any goods, select the Create Invoice option on the Totals tab to create an invoice for the shipped quantities when you post the order. (This option appears after you enter a quantity shipped for one or more items.)

12. If you use Payment Processing and you want to pre-authorize a credit card payment for the order, click Pre-authorize.

    The O/E Pre-authorization screen appears. For more information about using this screen, see Pre-authorizing a Credit Card Payment.

13. If you want to enter a prepayment for the order, click Prepayment. For more information, see Entering a Prepayment.

    Note: If you use Payment Processing, you can process a credit card payment on the O/E Prepayments screen.

14. If you are adding a job-related quote and you want to create a new contract in Project and Job Costing, click Contracts to open the New Contract Wizard. More...

    The New Contract Wizard copies the settings, projects, categories, and resources from the existing contract to the new contract, and allows you to specify various settings for the new contract.

    Note: When you post the quote, all details that you entered for the quote will update the contract estimates in Project and Job Costing.

15. Click Post.

    The order is posted, and the O/E Confirmation screen appears.