O/E Order Entry Screen

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

The Calc. 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 Tax option on the Taxes tab, you can change tax amounts manually after clicking the Calc. Taxes button.

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

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

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

Click Capture to open the O/E Prepayments screen, and then click Charge to begin processing the payment.

Note: The Quick Charge button cannot be used to capture a pre-authorized payment.

For more information, see About Pre-authorizing, Capturing, and Forcing Credit Card Payments .

Click this button to view the components that make up a kit or a BOM. For more information, see O/E Kitting Components Screen or O/E BOM Components Screen .

If you are adding a job-related quote, you can click this button to open the New Contract Wizard, which lets you create a new contract in Project and Job Costing for the quote that you are entering.

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.

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.

  • If Order Entry automatically calculates the tax amount in the tax reporting currency, it will use the tax reporting currency exchange rate that you enter on the Rates tab.
  • The rate on the Rates tab must match the effective exchange rate before you can post the document.
  • If you change the total amount on the Taxes tab, you must redistribute the tax reporting amount to the document details.

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

When you click the Dist. 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 Items/Taxes screen. For more information, see O/E Items/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 Item/Tax to open the O/E Items/Taxes screen.

You can use this screen to add, edit, and delete items and charges, and to change tax information for items and charges. The screen displays details for each item or charge on a single screen, rather than in a table row, making it easier for you to review and modify information without scrolling.

You can also change a tax class to another tax class that is assigned to the authority, and you can specify whether tax is included (in the Tax Included column).

For more information, see O/E Items/Taxes Screen .

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 have set up Order Entry to check customer credit limits, and the transaction you are posting will put the customer over their credit limit, the O/E Credit Check screen appears when you post. On this screen, you can put the transaction on hold. Also, depending on how your system is set up, you may be able to override the customer's credit limit and continue with posting.
  • For job-related transactions, if you change the status of a contract from Estimate to Open, and then post, you cannot change the contract's status back to Estimate. For more information, see About Order Entry Integration with Project and Job Costing.

If you use Payment Processing, you can pre-authorize a credit card payment by clicking Pre-authorize or Quick Pre-authorize. The difference between these buttons is the amount of information you must enter to complete the pre-authorization:

  • Pre-authorize. Click this button to open the O/E Pre-authorization screen and begin pre-authorizing a credit card payment. You must enter all required information for the transaction. For more information, see O/E Pre-authorization Screen .
  • Quick Pre-authorize. Click this button to pre-authorize a payment without entering any information.

    Note: To use this button, information required for the transaction must already be entered in your system. For more information, see About Quick Processing for Credit Card Transactions.

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).

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.

Note: If you use Payment Processing, the Prepayment button is replaced with the Capture button after you pre-authorize a credit card payment.

If you use Payment Processing, you can pre-authorize a credit card payment by clicking Pre-authorize or Quick Pre-authorize. The difference between these buttons is the amount of information you must enter to complete the pre-authorization:

  • Pre-authorize. Click this button to open the O/E Pre-authorization screen and begin pre-authorizing a credit card payment. You must enter all required information for the transaction. For more information, see O/E Pre-authorization Screen .
  • Quick Pre-authorize. Click this button to pre-authorize a payment without entering any information.

    Note: To use this button, information required for the transaction must already be entered in your system. For more information, see About Quick Processing for Credit Card Transactions.

Note: After you pre-authorize a credit card payment, the Quick Pre-authorize button is disabled, and the Pre-authorize button is replaced with the Void Pre-auth button, which you can use to void the pre-authorization.

For active orders, you can click this button to set the location for all details in the table to be the same as the default location for the order (as specified in the Location field in the area above the detail table).

The location will not be changed for a detail in the following situations:

  • The item specified for the detail is not allowed at the default location for the order.
  • The detail is completed.

For active orders, you can click this button to set the expected ship date for all details in the table to be the same as the expected ship date for the order (as specified in the Exp. Ship Date field in the area above the detail table).

The expected ship date will not be changed for completed details.

This button is available on the Order or Shipment tab if a document includes any details. It provides a quick way to ship outstanding items for an order.

When you click Ship All, all backordered quantities are shipped. That is, for each detail, the number in the Quantity Backordered field is added to the Quantity Shipped field.

Important! Because this button uses backordered quantities to determine the number to enter in Quantity Shipped, it will not work properly if you do not enter backordered quantities, or if you use the option to calculate backordered quantities automatically.

Tip: To cancel shipment for a detail, enter 0 (zero) in the Quantity Backordered field. The quantity ordered will be added to the Sales Lost field on the O/E Sales Statistics report.

Note: If the Allow Negative Inventory Levels option is not selected in Inventory Control, Order Entry ships only those quantities on hand in Inventory Control.

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.

Enter the customer number of the customer to whose account you will post the transaction.

The customer number determines the customer and billing address, and sets the default tax group and payment terms. In multicurrency systems, the customer number also specifies the currency of the document.

Note: After you enter a customer number, the field to the right displays the customer's name.

You can enter an existing customer number in the following ways:

  • Enter the number, and then press Tab.
  • Use the Finder Finder button to select the number.

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

  • Create a new customer. Click the New New button 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 Pre-credit check button button to check the customer's credit status before entering a transaction.
  • Edit the customer's billing address. Click the Zoom Zoom button 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 Inquiry button button to open the A/R Customer Inquiry screen to look up information about the customer.

If a customer account or its account set is inactive, you cannot enter transactions for the customer. If a customer account becomes inactive after you enter an order, you will not be able to post changes or invoices for the order until the account is made active again.

If the Allow Non-existent Customers option is selected on the O/E Options screen, you can enter a new customer number, and then continue entering the document. In a multicurrency system, the currency for the order is set by the reporting currency of the customer tax group that you choose.

You should not use this method to enter transactions in a multicurrency system, especially if the reporting currencies for customer tax groups do not match your customers' currencies.

Also note that you must add the customer record in Accounts Receivable before you post an invoice for the order in Accounts Receivable.

This field displays the number assigned to the last invoice issued from the order. Order Entry updates the number each time you issue a new invoice.

This field displays the number assigned to the last shipment processed for the order. Order Entry updates the number each time you process a new invoice.

This field displays the number of shipments that have been processed for the order.

An order number is a unique number that identifies an order.

You can use this field to:

  • Enter a number for a new order if you want to create one manually, or accept ***NEW*** to have Order Entry assign the next available number.
  • Select an existing order that you want to view, edit, or delete.

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.

Use the Customer tab to specify information about the customer, including shipping method, price list, and eligibility for discounts.

By default, this field displays the account set specified for the customer on the A/R Customers screen.

The account set 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.

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.

  • You specify customer type on the A/R Customers screen, but you can change it for an individual order.
  • Item prices in Inventory Control are specified by customer type.

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.

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.)

Note: If you use Project and Job Costing, see About Order Entry Integration with Project and Job Costing for information about specifying tax groups for contracts and projects.

If you use multicurrency accounting, this field displays the tax reporting currency for the tax group selected in the Tax Group field.

Note: The tax group's reporting currency can be different than the functional currency. It can also be different than the customer's reporting currency.

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.

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.

If optional fields are assigned to the screen, use the Optional Fields tab to enter optional field information that applies to the entire document.

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.

Use the Optional Field Finder 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 Finder to select a value created for the optional field in Common Services.

When you select a value code, Order Entry displays its description in the next 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.

The Order tab provides separate sections, where you can enter or view document information, as follows:

  • Header. You use the top portion of the tab to enter general information that applies to the entire document (for example, the date, description, reference, template code, warehouse location, ship-to information, whether to calculate tax automatically for the document, and whether the document is job related).
  • Details. You use the Details table to add and edit detail lines for items and miscellaneous charges.  More...

    On the Details table, you can:

    • Add item and miscellaneous-charge detail lines.
    • Edit or delete existing detail lines (provided that no order details have been shipped).
    • Specify ordered quantities.
    • Specify prices.
    • Specify shipped quantities.
    • Add optional fields.
    • Open a separate screen where you can view or change all the information for a selected detail—including tax information—without having to scroll sideways.
  • Inventory Quantities. The bottom of the tab displays inventory quantities for the location specified for a selected detail line and for all locations. More...

    Click the Drilldown Drilldown button buttons to view details for items on sales order, on purchase order, and committed to orders, including expected arrival and shipping dates.

    Note: Inventory quantities are displayed in the unit of measure defined for the item.

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

Note: If this document is job-related and you select the Project Invoicing option, you cannot enter taxes manually. The Calculate Tax option is automatically selected, and you cannot change it.

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 No., Invoice Date, and Invoice Posting Date fields appear on the Totals tab.

Note: The Create Invoice option is not available for job-related orders that use project invoicing. All customer invoicing for these orders is handled by Project and Job Costing.

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 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.

  • If you selected the Clear Expired Quotes option and specified a number of days on the O/E Options screen, Order Entry deletes the expired quote from the system the next time you run Day End Processing after the specified delay.
  • If you do not select the Clear Expired Quotes option on the O/E Options screen, expired quotes are not deleted.
  • If you do not change the quote to an order before the expiration date, Order Entry automatically removes the quote when you run Day End Processing.

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 .

  • You must select quotes before you add any detail lines for the new order. If you have added detail lines to the order, you must delete them before you can select quotes.
  • If you are using Sage 300 integrated with Sage CRM, you cannot use this option to select multiple quotes that belong to different opportunities in Sage CRM.

Select this option if the document applies to a project that you are managing using Project and Job Costing.

When you select the option, additional columns appear in the detail table so you can enter job-related information for each detail line.

When you post the document, Order Entry updates the contracts, projects, categories, and (if required) resources in Project and Job Costing to which the items in this order apply.

For more information, see About Order Entry Integration with Project and Job Costing.

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.

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.

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.

  • Placing an order on hold automatically clears any serial numbers or lot numbers that have been allocated to the order quantity.
  • Posting an order that is on hold has the following effects on Inventory Control records: If an item is serialized, the Allocated To OE Order status for the item and serial number is cleared on the I/C Serial Numbers screen. If an item is lotted, the number in the Quantity Reserved for Order field is reduced for the item and lot number on the I/C Lot Numbers screen.

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).

This field appears on both the Order tab and the Totals tab.

It displays the subtotal of all items and miscellaneous charges on the order, including tax amounts that are included in item prices.

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 Inventory Control permits the allocation of serial numbers and/or lot numbers using Order Entry's Qty Ordered field, you can allocate serial numbers or lot numbers to the order quantity for active orders.
  • If you use Project and Job Costing, the selection you make here can affect your estimates and contracts. For more information, see About Order Entry Integration with Project and Job Costing.

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.

Select this option if Project and Job Costing will handle all invoicing for this document.

If you select this option:

  • Order Entry does not create an invoice for the order. (When you ship the order, Order Entry passes shipment information to Project and Job Costing, where billing is handled using the PJC Create Billing Worksheet screen.)
  • Taxes are calculated automatically. (You cannot clear the Calculate Tax option.)
  • The Retainage option is not available. (All invoicing, including retainage amounts, is handled by Project and Job Costing.)

For more information, see About Order Entry Integration with Project and Job Costing.

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 Drilldown Drilldown button button 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 Drilldown Drilldown button button 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 Drilldown Drilldown button button to the right of the displayed quantities to view information (such as the customer and the expected ship date).

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.

Select this option to indicate that retainage applies to the document you are entering. (Retainage is where a percentage of the payment is held back for a fixed period of time, and then invoiced separately after the hold-back period.)

When you select this option, the Retainage tab becomes available. You use this tab to specify how to process the retainage amount for the document.

  • The Retainage option is available only if you are entering a job-related transaction and your Accounts Receivable ledger uses the Retainage Accounting option.
  • The Retainage option is not available if you select Project Invoicing (where invoicing is handled through Project and Job Costing).

Enter a ship-to location that you have defined for the customer on the A/R Ship-To Locations screen in Accounts Receivable. You can do this in the following ways:

  • Enter the ship-to location, and then press Tab.
  • Use the Finder Finder button to select the location.

Using the buttons to the right of the field, you can:

  • Create a new ship-to location. Click the New New button button to create a new ship-to location on the A/R Ship-To Locations screen. When you finish, the new ship-to location appears in the Ship-To Location field.
  • Edit the customer's ship-to address. Click the Zoom Zoom button button to view and edit the customer's ship-to address for the current transaction. (Any changes you make apply to the current transaction only, and are not saved to the customer record.)
  • When you enter a ship-to location, Order Entry updates the price list, territory, tax group, and sales split information for the transaction based on the information stored for the ship-to location.
  • If you do not specify a ship-to location, Order Entry uses the address in the customer record.

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 description field to the right 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 the customer record specifies information that is different from the information in the template, the information from the customer record appears by default.
  • If you select a new template after selecting a customer, the information from the template replaces the transaction and customer information from the customer record.
  • If you want to select a template after you have added details to the transaction, you must select a template that uses the same currency.
  • You set up templates on the O/E Templates screen.

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.

You use the Details table to add and edit detail lines for items and miscellaneous charges.

All detail fields appear as columns in the detail table.

  • 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 document is job-related and you are using project invoicing, this field displays the Accounts Receivable item number that is assigned to the item or miscellaneous charge for billing in Project and Job Costing.

If the document is job-related and you are using project invoicing, this field displays the unit of measure for the Accounts Receivable item number that is assigned to the item or miscellaneous charge for billing in Project and Job Costing.

If the document is job related, this field indicates whether the item or charge is billable or non-billable.

This field displays the category assigned to the item record in Inventory Control. You can use the Finder Finder button to select a different category.

This field appears if you selected the Job Related option for the document.

For job-related orders, specify the category to use for this item or charge. You also specify the WIP Account (for Project Invoicing) or the Revenue and COGS accounts and the Billing Type for the customer invoice.

Posting the document updates the committed quantities and costs for jobs in Project and Job Costing.

  • If you use a term other than “Category” in Project and Job Costing, that term appears as the label for this field.
  • Use the Item Number field to specify the resource.
  • After you add the detail, you cannot edit this field.

If the document is job-related and you are not using project invoicing, this field displays the default Cost Of Goods Sold account from Project and Job Costing for the item or charge.

This field indicates whether there are comments or instructions entered for the detail, and also allows you to add comments or instructions. For more information, see Adding Comments and Instructions to Order Entry Transactions .

  • Comments for a detail line appear in the Description column on printed quotes, order confirmations, invoices, credit notes, and debit notes.
  • Instructions for a detail line appear in the Description column on printed picking slips.

The status of a detail is automatically set to Completed when you post a shipment for all ordered units for the detail, or when you enter 0 (zero) in the Quantity Backordered field.

You can also set the status for a detail to Completed manually, by selecting Yes in the Completed field. The unshipped quantity will be listed as lost sales on the O/E Sales Statistics report after the order is processed by Day End Processing.

This field appears if you selected the Job Related option for the transaction.

For job-related orders, specify the contract to use for the item or charge. You also specify the WIP Account (for Project Invoicing) or the Revenue and COGS accounts and the Billing Type for the customer invoice.

Posting the document updates the committed quantities and costs for jobs in Project and Job Costing.

  • If you use a term other than “Contract” in Project and Job Costing, that term appears as the label for this field.
  • Use the Item Number field to specify the resource.
  • After you add the item or charge, you cannot edit this field.

This field displays the cost class for the project category used in each job-related detail.

Note: If security is turned on for your system, you must have Item Cost Inquiry authorization to view and edit information in this field.

This field displays the costing unit of measure specified in the item record.

Note: If security is turned on for your system, you must have Item Cost Inquiry authorization to view and edit information in this field.

If you set up customer item numbers in Inventory Control (using the I/C Customer Details screen), you can use the customer's item number to enter the item number for the detail.

If you use customer item numbers to enter the item number for details, Order Entry will replace the customer's item number with your inventory item number, and automatically insert the customer's item number in this field. (This works the same way as the manufacturers' item numbers.)

If your customer has requested delivery of the item by a specific date, enter that date in this field. By default, this field displays the requested delivery date entered in the Deliver By field for the document, but you can change it.

This field displays the description from the item price list or miscellaneous charge record for the item or miscellaneous charge selected in the Item No./ Misc. Charge field.

This description appears on printed order confirmations, picking slips, and invoices. You can use the default description or enter a new description to be used for an individual transaction.

In a multicurrency system, the description from the item record appears here if the price list does not include a price in the customer’s currency.

You can specify a separate discount percentage or amount for each detail in an Order Entry transaction.

You can also enter a discount percentage or amount for the transaction on the Totals tab.

You can specify a discount percentage or amount for each detail in an Order Entry transaction. If you specify a discount amount, Order Entry calculates the discount percentage and the discounted extended price.

You can also enter a discount percentage or amount for the transaction on the Totals tab.

This field displays the amount for the detail after the discount is applied.

Enter the date you expect to ship the item. By default, this field displays the expected shipment date entered for the document, but you can change it.

The extended cost for an item detail is calculated by multiplying the item's unit cost by the item quantity.

For a miscellaneous charge detail, the extended cost is applicable only if you use Project and Job Costing and the miscellaneous charge is for a job-related document. In this case, the cost amount specified for the miscellaneous charge is used as the extended cost. For more information, see O/E Miscellaneous Charges Screen.

Note: If security is turned on for your system, you must have security authorization to view information in this field.

Enter the extended price for the detail, or accept the calculated value.

Extended price refers to the extended price of an order (that is, the total cost of the items being ordered, whether or not they have been shipped). It is calculated automatically when you enter an order quantity. Sage 300 divides the unit price by the pricing unit of measure conversion factor, and then multiplies the result by the order unit of measure conversion factor and the quantity ordered.

If you change the extended price calculated by the program (which you cannot do in the Order Entry screen or the Copy Orders screen, but you can do in other screens where this field appears), an asterisk appears beside the Ext. Price field on the O/E Items/Taxes screen, and also appears beside the item on the O/E Transaction List report.

This field displays the extended weight, which is calculated by multiplying quantity shipped by the unit weight entered for the item in Inventory Control.

You might use extended weight to determine postage, shipping, or other charges.

You can edit the item weight and the extended weight on the transaction entry screen if necessary.

Order Entry converts the extended weight for each detail to the order weight unit of measure, and displays the estimated weight for the entire order on the Totals tab.

Enter the item number or miscellaneous charge code for the item or charge. Order Entry displays information from the Inventory Control item record, including pricing unit and unit price information based on the customer's price list.

Note: After entering an item number in this field, you can use the Finder Finder button to see alternate items for the specified item. For more information about specifying alternate items, see the Inventory Control help.

After you add an item or charge, you can no longer change its item number or miscellaneous charge code.

If the selected item is part of a kit or a BOM (bill of materials) in Inventory Control, click the Finder Finder button to select the kit or BOM number (if you have more than one build for the item).

To review the items in the build, click the Components button at the bottom of the screen.

  • You can create kits from stock or non-stock items in Inventory Control and then use them in Order Entry. You can also enter or post multiple kitting entries (or mix kitting entries with regular entries) in any Order Entry transaction entry screen.
  • Kits can be assigned serial numbers that are maintained in Serialized Inventory.
  • You can include kit components and BOM components when printing order confirmations, quotes, picking slips, invoices, credit notes, and debit notes.
  • When you print the O/E Transaction List report and select Detail as the report type, the report displays kit components and BOM components.
  • When you print the O/E Posting Journals report, it includes actual breakdown amounts for each kit component.

Line numbers are assigned automatically, and you cannot change them.

You use line numbers to identify details you have entered, or to recall them for editing when you are using the O/E Items/Taxes screen to enter detail information.

You can also list items on picking slips by line number.

By default, this field displays the location code specified for the order. You can change the location for individual details.

Optionally, enter the code for the physical location from which you will ship the items ordered on the detail line.

You must specify a physical location, not a logical inventory location. Logical locations are used primarily for transferring goods between physical locations in Inventory Control.

Note: You cannot change the location for a serialized or lotted item after you enter a quantity in the Quantity Ordered field.

Tip: You can click the Location Finder Finder button to see the quantity on hand at other locations.

If you have set up manufacturer's item numbers in Inventory Control, you can enter the manufacturer's item number (usually a bar code) in this field, rather than entering your inventory control item number. The manufacturers' item numbers are translated to your inventory item numbers by Inventory Control.

If you entered the manufacturer's item number in the Item Number field, Order Entry inserts it here automatically when it retrieves item information.

For more information about using manufacturer's item numbers, see the Inventory Control help.

If you selected a non-stock item, the non-stock clearing account used by the item's account set appears as the default in this field. You can change the account number if necessary.

If you use optional fields, you can review and edit optional fields by clicking the Optional Fields column heading. (If you are using the O/E Items/Taxes screen, click the Zoom Zoom button button beside the Optional Fields option.)

If an optional field is required, you cannot save the transaction unless the field has a default value, or until you fill in the field yourself.

To add optional item fields that were not automatically inserted, press the Insert key to add a new line to the table, and then use the Finder Finder button to select an optional field.

Optional fields must be assigned to the transactions screens using the O/E Optional Fields screen before you can add them to individual transactions. For more information, see O/E Optional Fields Screen .

This is the unit of measure in which you are ordering item quantities for the detail. You can select a different unit of measure if necessary.

Tip: Make sure that the amount in the Quantity Ordered field uses this unit of measure.

Depending on your settings on the O/E Options screen, this field displays either the item weight unit (from the item record in Inventory Control) or the pricing weight unit (from the price list in Inventory Control). Stocking units and pricing units are defined for individual items in Inventory Control, and they may be different. For example, you may use "Dozen" as the stocking unit for an item, but "Each" as the pricing unit.

For more information, see About Order Unit of Measure.

This is the unit of measure for weighing this item on the order. You can select a different unit of measure if necessary.

Depending on your settings in O/E Options, this field displays either the item weight unit (from the item record in Inventory Control) or the pricing weight unit (from the price list in Inventory Control).

The order weight unit of measure for the complete order is determined by the default weight unit of measure specified on the I/C Options screen.

  • If the item is not priced by weight, this field displays the item weight unit from the item record.
  • If the item is priced by weight, and it has base prices for multiple units of measure, this field displays the default unit of measure from the price list if your Default Order Weight UOM in O/E Options is the Pricing Weight Unit.

This field displays the quantity specified when the detail was first entered and posted. This number does not change even if you change the quantity ordered for the detail.

Price checks are set in Inventory Control price lists for particular items, price lists, and user IDs.

If price checks are in effect, and the price you enter is outside the boundaries allowed, this field displays "Yes." Depending on how your system is set up, you may be able to approve the price, as follows:

  1. In the Price Approval column heading, click the Zoom Zoom button button.
  2. On the O/E Price Approval screen, enter the ID of the person approving the price override. If security is set, you must also enter a password.

Note: The Price Approval field does not appear if you are using the O/E Item/Taxes screen. Instead, an error message may appear when you try to save the item detail, stating that the price requires approval.

For more information, see About Price Checks .

This field indicates whether the item is priced by weight or by quantity.

  • If pricing is by quantity, Sage 300 sets volume discount amounts or percentages according to the quantity of goods that are ordered.
  • If pricing is by weight, Sage 300 sets volume discount amounts or percentages by item weight.

Item weights are calculated in Order Entry by multiplying the unit weight of an item times the quantity ordered, and converting the weight to default units.

Note: Pricing by weight is available in Sage 300 Premium only.

By default, this field displays the price list code you specified on the Customer tab.

If necessary, enter the code for the price list to use for the detail line.

Note: If you enter a non-stock item, the price list can be blank.

This field displays the unit of measure in which the item is priced.

Sage 300 Premium supports multiple pricing units of measure, but you must set one as the default on the I/C Item Pricing screen in Inventory Control.

The pricing UOM is determined by the price list as follows: If the price list provides only one pricing UOM, that UOM appears here. If the price list provides several pricing UOMs, the pricing unit that matches the order UOM appears here. If no pricing UOM matches the order UOM, the default pricing UOM appears here. If you price by cost, the default pricing UOM appears here, and the cost-based price appears in the Unit Price field.

Note: If the item is not on the specified price list, the program uses the item's stocking unit as the pricing unit.

This field appears if you selected the Job Related option for the document.

For job-related orders, specify the project for the item or charge. You also specify the WIP Account (for Project Invoicing) or the Revenue and COGS accounts and the Billing Type for the customer invoice.

Posting the document updates the committed quantities and costs for jobs in Project and Job Costing.

  • If you use a term other than “Project” in Project and Job Costing, that term appears as the label for this field.
  • Use the Item Number field to specify the resource.
  • After you add the item or charge, you cannot edit this field.

If Order Entry uses the Calculate Backorder Quantities option (on the O/E Options screen), and if the customer record in Accounts Receivable allows backordered quantities, Order Entry automatically calculates the quantity backordered by subtracting the quantity shipped from the quantity ordered.

If Order Entry does not automatically calculate quantities and you are not shipping the entire order, enter the quantity backordered.

Each time you enter a shipped amount, the backordered quantity is reduced. When the backordered amount is zero, the item is considered to be fully shipped, and its status is set to Completed.

Tip: To cancel unshipped quantities of an order, enter 0 (zero) in this field.

Specify an inventory quantity to commit to the order. When it is time to ship the order, the quantity is guaranteed to be available (unless you allow negative inventory quantities).

If a quantity is already committed to an order, you can ship another order for the same items only if there is a sufficient quantity in inventory in addition to the committed quantity.

Enter the number or quantity of the item or charge to include in the order.

Make sure that the number or quantity you enter uses the unit of measure specified in the UOM field. For example, if the UOM is "Case" and the order is for two cases, enter 2 in the Quantity Ordered field.

  • The Allow Fractional Quantities option on the I/C Options screen in Inventory Control determines whether you can use decimals in the Quantity Ordered field. For more information, see Inventory Control help.
  • If the detail is not completed (indicated in the Completed field), you can change the quantity ordered for items that have not been shipped and invoiced.
  • If you are unable to ship all the items on an order, and want to cancel unshipped items, you can edit the details to reduce the quantities ordered so they match the quantities shipped.
  • If the item is serialized or lotted and Inventory Control allows the allocation of serial numbers or lot numbers to order quantities, the O/E Serial/Lot Numbers Allocation screen appears after you enter the quantity ordered and leave the field. (The Inventory Control option Use the Qty Ordered Field in OE determines whether you can allocate serial numbers or lot numbers using order quantities.) You use the O/E Serial/Lot Numbers Allocation screen to allocate serial numbers or lot numbers for the quantity of items ordered. For more information, see O/E Serial/Lot Numbers Allocation/Generation Screen.

If necessary, enter the quantity shipped or to be shipped on an active order.

Usually, you create invoices when you ship items to a customer. However, you can enter a quantity shipped even if you are not ready to produce an invoice.

If the item is serialized or lotted and you did not allocate serial numbers or lot numbers to the quantity ordered, the O/E Serial/Lot Numbers Allocation screen appears after you enter the quantity shipped and leave the field. You use this screen to allocate serial numbers or lot numbers for the quantity of items ordered. For more information, seeO/E Serial/Lot Numbers Allocation/Generation Screen.

If Inventory Control allows the allocation of serial numbers or lot numbers to order quantities (controlled by the Use the Qty Ordered Field in OE option), you can ship only the serial and lot numbers already allocated from the Quantity Ordered field. (You cannot use the O/E Serial/Lot Numbers Allocation screen to allocate numbers using the Quantity Shipped field.)

Enter the retainage percentage to be used when calculating the retainage amount for the item or charge.

When you edit this field, the retainage amount for the item or charge is calculated automatically.

The retention period is the number of days for which the customer can withhold the retainage amount.

You issue the retainage invoice in Accounts Receivable at the end of the retention period.

If the document is job-related and you are not using project invoicing, you also specify the revenue/billing account for each item or charge.

The default account number is specified in Project and Job Costing, and is used instead of the sales account specified for the item in the item category record.

This field displays the number of item units that have been shipped to date for the detail.

You can click the Drilldown Drilldown button button to open the O/E Shipments/Invoices screen and view shipment and invoice information for the detail. For more information, see O/E Shipments/Invoices Screen.

In the Ship Via field, enter the ship-via method for the detail. When you navigate out of this field, the description from the ship-via record for the selected ship-via code appears in the related Description field.

Note: You can specify a separate ship-via method for each detail.

If you use tracking (waybill) numbers to track shipments that use different carriers or that are shipped at different times, enter the tracking number to use for the detail.

Select the type of detail you are entering: Select Item to add a detail line for an inventory item or non-stock item that is assigned an item number in Inventory Control.Select Miscellaneous to add a detail line for a miscellaneous charge defined in Order Entry.

Tip: You can select a detail type by typing the first letter (for example, type M for Miscellaneous), or you can toggle between available selections by pressing the spacebar or double-clicking in the field.

You enter the unit cost for an item only if the item uses the user-specified costing method in Inventory Control (that is, if User-Specified appears in the Costing Method field on the I/C Items screen).

For more information, see Inventory Costing Methods.

Note: If security is turned on for your system, you must have Item Cost Inquiry authorization to view and edit information in this field.

By default, this field displays the lowest unit price for which the customer is eligible. This may be the base price, a sale price for a specified time period, or the price specified for the customer's price level or the quantity purchased, based on a discount or markup.

If necessary, enter the price for the item, per pricing unit.

  • If price checks are in effect, and the unit price is outside the allowed limit, the price must be approved. For more information, see About Price Checks .
  • You can edit the information in this field only if you have Unit Price Override security authorization in Order Entry.
  • If the item is not on the price list you specified for the detail, no price appears.
  • If the lowest price is a negative amount, it is displayed as zeros.
  • If you set up contract pricing for a customer in Inventory Control, Order Entry uses that information to calculate prices for items affected by the customer’s pricing contract, and it displays the contract price by default in this field.
  • If you do not set up contract pricing for a customer, Order Entry calculates prices based on the customer type and the price lists you set up in Inventory Control.
  • If the price list you select is not currently in effect: The Unit Price Finder does not appear. (That is, the Finder does not appear if the document date is not between the Price List Starts date and the Price List Ends date specified for the item, currency, and price list code on the I/C Item Pricing screen.)The Unit Price field displays 0.000000 by default.
  • The number of decimal places that appear in this field is determined by the information specified for the item on the I/C Item Pricing screen.

Unit weight is the weight of a single item for this detail, expressed in the order weight unit of measure. You can edit the weight that appears in this field.

To calculate the extended weight, multiply the unit weight by the quantity ordered.

If you are pricing by weight, the unit weight and extended weight determine the price. Otherwise, the weight is used only to determine the total order weight for estimating shipping costs.

If the document is job-related and you are using project invoicing, you also specify the WIP (Work in Progress) account for each order detail.

By default, this field displays the account number specified in Project and Job Costing.

Note: The level at which the WIP account is specified in Project and Job Costing depends on the project type and accounting method.

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.

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.

For more information, see About Exchange Rates .

This field displays the currency code and description 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 and description for that currency appear in the adjacent Tax Reporting Currency 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 click the Finder Finder button to see 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 screen in Common Services.)

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."

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 Calc. 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.

You cannot post the document unless the tax reporting exchange rate is correct for the tax reporting amount on the Taxes tab, and the tax reporting amounts for the document details match the total tax reporting amount on the Taxes tab.

You will see a warning if you change an exchange rate by an amount that exceeds the Spread setting for the currency table on the Currency Rates screen in Common Services.

The Retainage tab appears only for job-related documents that use the Retainage option.

You use this tab to specify retainage terms for orders, shipments and invoices.

If you use multicurrency accounting, you also specify the exchange rate to use for the retainage invoice, retainage debit note, or retainage credit note when outstanding retainage is processed in Accounts Receivable.

You use this field to specify the method the program will use to determine the exchange rate for the retainage document when outstanding retainage is eventually processed in Accounts Receivable.

You can choose one of the following methods:

  • Use Original Document Exchange Rate—to use the same rate as the invoice for this shipment.

  • Use Current Exchange Rate—to use the rate in effect when the outstanding retainage is processed in Accounts Receivable.

You can use different terms for retainage documents (used to invoice for outstanding retainage) than you use for this invoice.

If retainage terms are specified in the A/R customer record, the retainage terms code from the customer record is used as the default retainage terms code for the invoice.

If no retainage terms code is specified in the customer record, the customer’s usual terms code is used as the default.

Use the Sales Split tab to calculate sales commissions by allocating transaction totals to up to five salespersons.

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).

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.

Use the Taxes tab to select the method you will use to calculate taxes, and to review and change tax information for a document.

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 Tax option.

Note: If the document is job-related and you selected the Project Invoicing option, you cannot enter taxes manually. The Calculate Tax option is automatically selected, and you cannot change it.

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

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

Click Dist. Taxes 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 option appears only if a tax authority has a tax reporting currency that is different from the source or functional currency.
  • The default for this check box is determined by the Calculate Tax Reporting Amounts Automatically option on the O/E Options screen.

The fields in this group display the included, excluded, and total tax amounts for the transaction in the tax reporting currency.

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

Note: The fields in the Tax Reporting Currency group display the total tax in your tax reporting currency.

This table displays information about tax authorities, classes, and amounts for the current document.

If you do not select the Calculate Taxes and the Calculate Tax Reporting options, you can change the tax base, tax amount, and tax reporting amount for each authority on the document.

You cannot edit information about a tax authority directly on this tab. To change information for a tax authority, you must use the screens in Tax Services.

You can change the tax authorities used by a particular order or invoice by changing the tax group on the Customer tab.

For debit notes and credit notes, however, you must use the same tax group as the invoice you are debiting or crediting. (Also, you cannot select a template code or ship-to location that uses a different tax group than the invoice.)

This field displays the description for a tax authority.

This field displays the description for a tax class.

This column displays the tax class that is assigned to each tax authority.

If you change the tax class for a tax authority on this screen, click Calculate Taxes to see the recalculated tax amount.

Note: If the Calculate Tax option is selected, the tax amount is recalculated automatically, but is not displayed immediately.

To change the tax class description or make other changes to the information for the specified tax group, use the Tax Services screens in Common Services.

If necessary, enter the customer's tax registration or tax exemption number.

If you selected the Calculate Tax option, this field displays the amount of tax that is due for each authority.

For each authority, Order Entry calculates a sales tax amount if: The customer is subject to tax.The order contains taxable items or taxable miscellaneous charges.Tax rates are specified for the tax authorities and classes in Tax Services.

If you are entering taxes manually, enter the total tax amount you calculated for each tax authority. Ensure that the amounts you enter agree with the sum of the tax amounts for the details, for each tax authority.

This field displays the tax authorities that are assigned to the tax group specified for the customer in Accounts Receivable.

If you selected the Calculate Tax option, Order Entry displays the transaction total. Any invoice or early-payment discounts are not deducted from this total.

If you are entering taxes manually, enter the total transaction amount in this field.

If you selected the Calculate Tax Reporting option, this field displays the tax reporting amount calculated by applying the exchange rate between the source currency and the tax reporting currency.

If you did not select the Calculate Tax Reporting option, you can edit the tax reporting amount in this field.

  • This field appears only if a tax authority for the transaction has a tax reporting currency that is different from the source or functional currency.
  • The default for this check box is determined by the Calculate Tax Reporting Amounts Automatically option on the O/E Options screen.

Sage 300 calculates the amount in the tax reporting currency by applying the exchange rate between the source currency and the tax reporting currency.

Use the Totals tab to review and edit discounts, totals, and other final document details.

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.

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

Note: If you do not press Tab, your comment will not be saved.

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.

  • The Create Invoice option appears only if you have shipped goods.
  • This option is not available for job-related orders that use project invoicing. If you use project invoicing, all customer invoicing is handled by Project and Job Costing.

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 Invoice 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.

To view invoice details, click the Drilldown Drilldown button button.

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.

  • The posting date is the date for transactions being posted to General Ledger, so it also determines the contents of the Fiscal Year and Period fields.
  • If you use multicurrency accounting, currency revaluation uses posting dates to select open documents for revaluation purposes, ensuring that revaluation adjustments are posted to General Ledger in the correct fiscal year and period.
  • If you consolidate G/L transactions, the posting date for consolidated entries is the last date of the fiscal period.

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.

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.

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

You can click the Drilldown Drilldown button button to view all the details for the shipment.

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.

Overview

Use the O/E Order Entry screen to enter, edit, and post transactions, print documents, enter prepayments, and perform other key Order Entry tasks. More...

On the O/E Order Entry screen, you can:

  • Enter, edit, and post quotes and orders, including active, standing, and future orders.
  • Enter prepayments for orders.
  • Enter quantities shipped, and create an invoice for shipped quantities.
  • Print quotes, order confirmations, receipts (for prepayments), and invoices (if created for shipped quantities) immediately after posting.
  • If you use Sage 300 Serialized Inventory and Lot Tracking, assign serial numbers and/or lot numbers. For more information, see About Serialized Inventory and Lot Tracking .
  • If you use Payment Processing, pre-authorize credit card payments, and process credit card prepayments.
  • Copy an order into the O/E Copy Orders screen (on the File menu, click Copy Current Order).

    Note: You can copy an order only after it is posted.

Note: Before entering new orders, see Setting Up Order Entry for important information about setting up your Order Entry system.

In the header area of the O/E Order Entry screen, you specify the order number and customer number. You can also review information about any shipments and invoices generated from the order.

If you separate order entry, shipping, and invoicing tasks, you can also use the O/E Shipment Entry screen to ship posted orders and the O/E Invoice Entry screen to invoice shipments.

Customer Tab

Use the Customer tab to specify information about the customer, including shipping method, price list, and eligibility for discounts. 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

Optional Fields Tab

If optional fields are assigned to the screen, use the Optional Fields tab to enter optional field information that applies to the entire document. 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.

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

Order Tab

Use the Order tab to perform the following tasks:

You use the fields and options at the top of the Order tab to specify general information about the order, and to select options related to tax, project and job costing, project invoicing, and retainage. More...

You use the Details table to add and edit detail lines for items and miscellaneous charges. More...

On the Details table, you can:

  • Add detail lines for items and miscellaneous charges
  • Edit or delete existing detail lines (unless you have shipped any of the details on the order)
  • Specify ordered quantities
  • Specify prices
  • Specify shipped quantities
  • Add optional fields
  • Use the Location Finder Finder button on a selected detail line to display quantities for other locations.
  • 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.

Note: Some table columns do not appear as fields on the O/E Items/Taxes screen.

Rates Tab

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. More...

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.

For more information, see About Exchange Rates .

Retainage Tab

The Retainage tab appears only for job-related documents that use the Retainage option. You use this tab to specify retainage terms for orders, shipments and invoices.If you use multicurrency accounting, you also specify the exchange rate to use for the retainage invoice, retainage debit note, or retainage credit note when outstanding retainage is processed in Accounts Receivable.More...

The Retainage tab appears only if the following conditions are true:

The default entries for the retainage percentage and retention period for each detail line come from the Customer Default fields on the Contract Maintenance Project tab in Project and Job Costing. You can change these entries for each detail line.

Sales Split Tab

Use the Sales Split tab to calculate sales commissions by allocating transaction totals to up to five salespersons. 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).

For more information, see Managing Sales Splits .

Taxes Tab

Use the Taxes tab to select the method you will use to calculate taxes, and to review and change tax information for a document. 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 .

Totals Tab

Use the Totals tab to 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
  • Enter a comment for the order