Setting Up Order Entry

This article lists the steps for setting up a new Order Entry system.

Important! Follow the "Before you start" steps before setting up your Order Entry system.

Before you set up Order Entry, gather information and set up your system, as follows:

  1. Gather all your current Order Entry records. These can be manual records or printed listings and reports from other accounting software, such as:
    • A list of the general ledger accounts used in your Order Entry system, including the revenue account to which miscellaneous charges are posted.
    • Lists of the codes and other information you will use to set up ship-via codes, miscellaneous charges, and templates.
    • Outstanding orders, including backorders, standing orders, future orders, and quotes.
    • Historical sales statistics for orders (optional).
    • Samples of Order Entry forms: order confirmations, picking slips, shipping labels, invoices, and credit notes.
    • If you use a multicurrency order entry ledger, a list of the source currencies in which you record transactions, and a list of current exchange rates.

    Note: You may be able to enter much of your order entry data by importing it directly from files created by another program.

  2. Set up the following records in other Sage 300 programs:
    • In Common Services, set up bank, tax, and currency records.

    • In Accounts Receivable, set up records for customers, ship-to locations, payment terms, credit checks, and salespersons.

      • Non-existent customers. You can enter an order for a customer has no record in Accounts Receivable, but you must add the customer before you post an invoice for that customer in Accounts Receivable.
      • One-time customers. If you frequently have one-time cash sales, create a record for one-time customers in Accounts Receivable.
    • In Inventory Control, set up records for items, price lists, locations, account sets, and categories.

    • If you use Payment Processing, set up processing codes and payment codes for credit card processing.

      • Processing codes. Processing codes specify the merchant account, bank, and currency that will be used when processing a credit card transaction. You set up processing codes in Common Services > Payment Processing > PMT Setup > Processing Codes.
      • Payment codes. To process credit card transactions in Paya, you must set up at least one payment code in Accounts Receivable that uses the payment type "SPS Credit Card".

  3. Add the following Order Entry accounts to your Chart of Accounts:

    • In General Ledger, add the revenue account to which amounts generated by miscellaneous charges are credited (when you post invoices) and debited ( when you post credit notes).
    • All other General Ledger accounts to which Order Entry data is posted. These accounts are specified in other Sage 300 programs, as follows:
      • In Accounts Receivable, you specify the Receivables Control and Prepayment Liability accounts.
      • In Inventory Control, you specify the Sales, Returns, Cost Of Goods Sold, Cost Variance (if using standard or most recent costing), and Damaged Goods accounts for item categories, and the Shipment Clearing and Inventory Control accounts for account sets.
      • In Tax Services, you specify the Tax Liability accounts.

      For more information about these accounts, see the help for each program.

  4. Set up security authorizations. For more information, see Order Entry Security Authorizations.

To set up your Order Entry system:

  1. Select Order Entry options. More...

    The options you select on the O/E Options screen determine how your Order Entry system operates and the types of data it stores and displays. You can also use the screen after setup to review your entries and, as needed, change most of them.

    You use the O/E Options screen to perform the following setup tasks:

    • Verify the prefixes and numbers you want Order Entry to assign to orders and invoices, if you want the numbers assigned automatically.
    • Select the options to use when processing orders and invoices.
    • Specify a default order template (optional).
    • Specify the default order unit of measure.
    • Define any optional fields you want to add to transaction entry screens.

    For more information, see O/E Options Screen and About Numbering Order Entry Documents .

  2. Add setup records. More...

    Before you can process orders, invoices, and credit notes in Order Entry, you need to set up records for ship-via codes, miscellaneous charges, and e-mail messages.

    You can also define templates to speed up and simplify order entry, add optional fields to be used in transactions, and use the O/E Options screen to set up processing and General Ledger integration options for transactions.

    For more information, see Setup Screens.

  3. Enter outstanding orders if they exist. More...

    When you set up Order Entry, you should enter all outstanding orders into the new system so you can track them effectively.

    • If you were using a computerized order entry system, you may be able to use Order Entry's import utilities to import records.
    • If you are transferring orders from another Sage 300 Order Entry database, you can export records from the other database, use spreadsheet software to change codes, amounts, and other information, and then import the records into the new Order Entry system you are setting up.

    Note: After importing, you should print the O/E Transaction List report for orders and invoices to verify the imported records. You can also enter outstanding orders directly on the O/E Order Entry screen.

  4. Enter sales statistics. More...

    Order Entry maintains sales statistics for the current year and for all previous years for which you store data.

    If you set up before fiscal year end, you need to enter sales statistics from previous periods of the current year if you want to view these statistics online or print reports that include them.

    You can also enter any sales statistics from previous years that you want to view online, or for which you want to print reports.

    After you set up sales statistics, Order Entry automatically updates statistical information each time you run Day End Processing.

  5. Design order entry forms. For more information, see About Order Entry Customer Forms and Customizable Formats for Printed Order Entry Forms.