O/E Shipment Entry Screen

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 .

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

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

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

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.

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.

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.

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 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.

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 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.

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.

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 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.

This field displays the retainage percentage used to calculate the retainage amount for the shipment, invoice, debit note, or credit note. It is a weighted average percentage, based on the sum of the details.

This field displays the sum of the retainage amounts for all shipment details in this field. You cannot change the amount.

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.

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.

Select this option to create an invoice when you post a shipment.

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

You can invoice each shipment separately, or you can use the O/E Invoice Entry screen to invoice all shipments that have not been invoiced.

If you use multicurrency accounting, the customer's currency code is displayed after you enter the customer number. All amounts you enter for the document will be in the customer's currency.

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

Enter an optional description of up to 60 characters for the shipment, or use the default order description that appears when you selected an order or orders from which to create the shipment.

If you do not change the description for the shipment or the invoice, the description you enter here 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.

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.

If you want to create a new shipment from multiple orders, select the From Multiple Orders option, and then click the Zoom button to open the O/E Create Shipment from Orders screen.

For more information, see O/E Create Shipment from Orders Screen.

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.)

This field displays the number of shipments that have been processed from the order—not including the currently displayed shipment.

Important! If you are reviewing the last posted shipment for the order, the number in this field does not include the currently displayed shipment. For example, if you have posted 10 shipments and you are viewing the last posted shipment, this field displays 9, not 10.

Enter the number of the order that you want to ship.

After entering the order number, you can click the Drilldown button to view the order in the O/E Order Entry Screen, or click the Inquiry button to view more information about the order.

Note: If you want to ship more than one order, select the From Multiple Orders option, and then click the Zoom button to open the O/E Create Shipment from Orders screen and select the orders.

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.

The posting date is different from the document date. The posting date determines the year and period to which a transaction is posted in General Ledger. You can change the posting date, but you cannot change the Fiscal Year/Period field separately.

In a multicurrency system, posting dates are also used to select open documents for currency revaluation, so that revaluation adjustments are posted to the correct fiscal year and period in General Ledger.

Depending on your settings in the O/E Options screen, Order Entry displays the session date or the document date as the default in this field.

Note: If you consolidate G/L transactions, the posting date for consolidated entries is the last date of the fiscal period.

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

By default, this field displays the reference information from the order you selected (or from the first order if you selected multiple orders). You can edit the information in this field if necessary.

If you do not edit this field for the shipment or the invoice, the reference information that appears here 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.

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.

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 to select the location.

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

• Create a new ship-to location. Click the New 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 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.)

Enter the date on which you are sending the shipment to the customer.

The current session date appears in this field by default, but you can change it.

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

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

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

This field displays the fiscal year and period to which the shipment will be posted in General Ledger.

If you want to post the shipment to a different fiscal year and period, you must change the posting date.

Note: You cannot post transactions to closed fiscal periods.

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.

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

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.

You can invoice each shipment separately, or you can use the O/E Invoice Entry screen to invoice all shipments that have not been invoiced.

Note: 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 discounts allowed on the invoice to miscellaneous charges. The specified discount is prorated for the Less Shipment Discount field to miscellaneous charges.

If you do not select the option, any shipment discount applies only to the item subtotal.

This field displays the estimated weight of the shipment, based on the weight for the units of measure and item quantities specified on the order. Use the information to calculate shipping costs or postage.

You assign item weights in the Items screen in Inventory Control. (The estimated weight is in the default weight unit of measure specified in Inventory Control.)

Default item weights are from the item records in Inventory Control, but you can override them on the shipment.

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

Enter the date for the invoice.

The default date is the system date (the date you specify when you open the Sage 300 company database).

This field appears on the Totals tab if you selected the Create Invoice option in order to create an invoice when you post the shipment.

• To let Order Entry assign the invoice number, press the Tab key, leaving the field showing ***NEW***.
• If you do not want Order Entry to assign the invoice number, enter the new number.

Note: The number you enter does not update the Next Number field for invoice document numbers on the Options screen, even if you type the number that would have been assigned automatically.

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

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

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

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

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

This field displays the total of all retainage amounts on this shipment. The customer should be invoiced for the shipment total, less any prepayment and held back amounts. The retained portion is invoiced later in Accounts Receivable.

Use these fields to specify a discount on the shipment total.

This is a discount for a volume purchase, for example, and not an early payment discount. If you enter a discount, it is calculated on the total of all the items on the invoice. If you discount miscellaneous charges as well, the discount is also calculated for the miscellaneous charges.

You can enter a percentage discount or a fixed amount.

Note: An asterisk appears beside the amount field if you override the amount calculated from a percentage. The discount amount will not change unless you re-enter the discount percentage.

This field displays the total of all prepayments entered for this shipment, and for any orders included with this shipment.

Prepayments made with orders and with shipments are applied to invoices when they are posted in Accounts Receivable (matching by order number).

To apply a prepayment directly to a specific invoice, enter the prepayment with the invoice.

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.

If you want to print more than one label for the shipment, type the number of labels you need.

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 taxes calculated on the items and miscellaneous charges for the document.

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

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

It shows the total amount of all items and miscellaneous charges on the shipment, including tax amounts that are included in item prices.

This field displays the shipment total, including taxes.

Displays the total value of all prepayments entered for orders that have order details on this shipment.

Note: When you apply order prepayments to a specific invoice in Accounts Receivable, Accounts Receivable calculates any early payment discount that may apply.

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