O/E Items/Taxes Screen

  1. Open  Order Entry > O/E Transactions.
  2. Open  Order Entry, Shipment Entry, or Invoice Entry, or Credit/Debit Note Entry.
  3. Click the Item/Tax button.

Enter or accept the amount of the miscellaneous charge.

Note: This field appears only for miscellaneous charges.

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 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.

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 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 the Completed option. 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 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, this field displays the customer item number associated with the inventory item number in the Item Number field.

You can change the number that appears in this field, or you can enter a number if one does not appear by default.

Note: If you enter the customer item number in the Item Number field (instead of entering the inventory item number), Order Entry replaces the number you enter with the associated inventory item number, and displays the customer item number in the Customer Item No. field.

You use the I/C Customer Details screen to add customer item numbers for inventory items. For more information, see the Inventory Control help.

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.

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

If you override the discount percentage in the amount field, Order Entry displays an asterisk beside the field on the O/E Items/Taxes screen to show that the amount was overridden.

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 on an order, shipment, invoice, credit note, or debit note.

If you override the discount percentage in the amount field, Order Entry displays an asterisk beside the field in the popup detail entry screen to show that the amount was overridden.

You can still enter a discount for the whole document, if you like. Order Entry displays the discount amount for the transaction details, as well as the discount for the whole document, on the Totals tab summary.

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.

If you have an export declaration number for a specific invoice detail, enter it in this field. If you have an export declaration number for the whole invoice, enter it on the Taxes tab.

This field appears only for miscellaneous charges on job-related documents.

Extended cost is the cost amount for the miscellaneous charge. It can also be used in Project and Job Costing to calculate labor and overhead. For more information, see Project and Job Costing help.

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.

This field displays the description from the item price list for the item selected in the Item Number 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 order.

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.

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

If a manufacturer's item number or customer item number is associated with an item, you can enter that number in the Item Number field. When you click or tab out of the field:

  • Order Entry replaces the number you entered with the inventory item number.
  • The associated manufacturer's item number and/or customer item numbers appear in the Manufacturer's Item Number and/or Customer Item Number fields.
  • If you entered a manufacturer's item number that is associated with multiple inventory item numbers, the Finder displays those inventory numbers so you can select one.

Note: After you add an item, you can no longer change its item number.

If the selected item is part of a kit or a BOM (bill of materials) in Inventory Control, enter the kit or BOM number.

After you enter the number, you can view the details for the kit or BOM by clicking the Zoom Zoom button button to the right of the field.

  • 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) on any Order Entry transaction entry screen.
  • 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.

This field displays the line number assigned to the detail (in the Detail table on the main screen). You can select a different line number to edit a different detail.

Note: You can list items on picking slips by line number.

Select the type of detail you are entering:

  • Item. Adds a detail line for an inventory item or non-stock item that is assigned an item number in Inventory Control.
  • Miscellaneous. Adds a detail line for a miscellaneous charge defined in Order Entry.

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 to see the quantity on hand at other locations.

If you set up manufacturers' item numbers in Inventory Control, this field displays the manufacturer's item number (usually a bar code) associated with the inventory item number in the Item Number field.

You can change the number that appears in this field, or you can enter a number if one does not appear by default.

  • If you enter the manufacturer's item number in the Item Number field (instead of entering the inventory item number), Order Entry replaces the number you enter with the associated inventory item number, and displays the manufacturer's item number in the Manuf. Item No. field.
  • If you entered a manufacturer's item number that is associated with multiple inventory item numbers, the Finder displays those inventory numbers so you can select one.

You use the I/C Manufacturers' Items screen to add customer item numbers for inventory items. For more information, see the Inventory Control help.

Enter the code for the miscellaneous charge.

The description field to the right of the Miscellaneous Charge field displays the description from the miscellaneous charge record. 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 order.

Note: After you add a charge, you can no longer change its miscellaneous charge code.

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 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 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.

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.

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 (UOM) 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.

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.

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.

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).

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.

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.

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

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.

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.

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.

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.

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.

This column lists the tax classes assigned to the tax authority. On this screen, you can change the tax class, but not the description.

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.

Tax classes determine whether customers are subject to or exempt from particular taxes.

These columns lists descriptions for tax classes that are assigned to the tax authority. On this screen, you can change the tax class, but not the description.

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

Tax classes determine whether customers are subject to or exempt from particular taxes.

Double-click this field to specify whether tax amounts are included in the item price or miscellaneous charge amount.

Note: You can select Yes only if the tax authority (defined in Tax Services) allows the tax to be included in the price.

Overview

Use the O/E Items/Taxes screen to add, edit, and delete items and charges, and to change tax information for items and charges.

This screen displays details for a single item or charge on a screen, rather than in a table row, making it easier for you to review and modify information without scrolling.

Optional Fields

If optional fields are assigned to an item or charge, you can use the Optional Fields tab to enter information in those fields. (The Optional Fields tab appears only if there are optional fields assigned to this item or charge.) For more information, see About Optional Fields.

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

Tax Table

On the tax table on this screen, you can change a tax class to another tax class that is assigned to the authority, and you can double-click the Tax Included field to specify Yes or No.

If you are entering taxes manually (that is, if you did not select the Calculate Tax option), you can also change the tax base and the tax amount.

Note: On the Totals tab of each transaction entry screen, you can review tax amounts for a document and compare the totals on the screen with the totals on the source document.

Inventory Quantities

Below the tax information table, inventory quantities are displayed for the item. Quantities are displayed for the location specified in the detail, and for all locations.

You can click the Drilldown Drilldown button buttons to see more information about quantities on sales orders or purchase orders, and quantities committed.

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

Customer and Manufacturers' Item Numbers

If a manufacturer's item number or customer item number is associated with an item, you can enter that number in the Item Number field. When you click or tab out of the field:

  • Order Entry replaces the number you entered with the inventory item number.
  • The associated manufacturer's item number and/or customer item numbers appear in the Manufacturer's Item Number and/or Customer Item Number fields.
  • If you entered a manufacturer's item number that is associated with multiple inventory item numbers, the Finder displays those inventory numbers so you can select one.