You use the End Order function to perform a host of functions that include: closing off an order; entering counter sales information; entering order comments; printing documentation; optionally applying global trade promotions; changing posting information; entering fax details, splitting commissions and taking payments.
| Field | Description |
|---|---|
| Prints the selected document once a credit check has
been successfully performed (see Credit check
considerations in Notes and
warnings). See Field considerations in Notes and warnings. |
|
| Preview | Previews the document before you print it. See Activity considerations in Notes and warnings. |
| Alignment | This prints the relevant document using test characters to verify that your stationery is correctly aligned in your printer. This typically applies to pre-printed continuous stationery. |
| Continue Order | This returns to the order so that you can enter additional information or amend details. |
| Counter Sales | Enter payment details for counter sale orders (Counter Sales). |
| End Order | This closes the order. It is not displayed for a counter sale order. |
| XML Export | This generates an order acknowledgement or delivery
note document in XML format. The document is output to the destination folder specified using the XML Document Control program. If you enter a different folder, it must already exist on file. You can optionally select to e-mail the document to the customer. This option is not available for a Supply Chain Transfer order. |
| This Emails the document (MS Word format only - S/O Document Formats) to the customer using the Send Email program. You can email an SRS document type from the Print Preview screen. |
|
| Fax | This faxes the document to the customer. |
| Dispatch Note | This load the Dispatch Note Review program to
create a dispatch note for orders in a status of 1, 2, or
3. Once the dispatch note is created, you are returned to the Sales Order Entry program. |
| Take Payment | Select this to use the Counter Sales program
to process payment details for an order without having to
capture a counter sale order. This option is also available for Billing type orders. If you enabled the Change order to a counter sale when using 'take payment' setup option (Sales Order Setup) then you can change the order type of a normal order to be a counter sales order when processing deposit transactions against the order. This option is only enabled if:
|
| Field | Description | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| Printing details | |||||||||
| Document to print |
To reprint a document that has been printed using this program, you need to use the Document Print program. |
||||||||
| Format description | This indicates the description defined against the Document format selected (S/O Document Formats). | ||||||||
| Document format | Indicate the document format to use to generate the
document. If a default document format is assigned to the customer (AR Customer Maintenance) then this is displayed as the default, but can be changed. If you indicate a different format when generating the first document for the sales order (e.g. an order acknowledgement) then that format is used thereafter as the default for the sales order, right through to the end of the order. Select the Define Format function to use the S/O Document Formats program to define a print format for any of the document types. |
||||||||
| Print translated text | If you enabled the Multi-language for document printing option (System Setup) then you can indicate whether to print the stock description, long description and notes in the required language (see Multi-language capability). | ||||||||
| Faxing Details | |||||||||
| Fax number | This indicates the fax number that is configured
against the customer (AR Customer Maintenance). If a fax number is not held against the customer then you can enter a fax number to use.
|
||||||||
| Print document if faxing | This prints a hard copy of the document whenever you fax the document to your customer. | ||||||||
| Posting information | |||||||||
| Posting period | This indicates the period and year into which the
transaction will be posted. When entering an order, you can select this to use the Change Posting Period program to change the period into which the transactions must be posted. |
||||||||
| Split commissions | Indicate which salespersons were involved with the
order and the commission percentages applicable to each.
|
||||||||
| Salesperson 1 to 4 | Indicate the salespersons to whom you want to assign a percentage of the commission. Salesperson 1 is the default salesperson for the order. | ||||||||
| Commission %1 to 4 | Assign the commission percentage to the relevant salesperson. | ||||||||
| Order Comments |
This loads the Text Editor program to capture free-format comments that you want to assign to the order. You can print these comments on sales order documents (see S/O Document Formats - Total section - Comment text line 1-4). |
||||||||
-
If the Invoice whole order option is selected against the order header (Order Header) and any order lines contain a backorder quantity, then you can only print an Order Acknowledgement. You can override this when adding or maintaining an order if you have access to the SO allow override of 'Invoice Whole Order' rule activity (Operator Maintenance). This does not apply to Supply Chain Transfer orders.
-
Refer to Automatic Back Orders for additional information.
-
If you are performing customer credit limit checking on current orders only (Sales Order Setup) and the order fails the credit check, then the order is not placed into suspense, but remains in a status of 4 or 8.
To produce an invoice for the order, increase the customer's credit limit or process a payment against the customer to reduce the customer's current balance. After processing the payment, you must run the Order Purge program for these values to be recalculated.
If you want credit limit checking to be performed only when an invoice is about to be produced (i.e. orders in a status of 8) then you must enable the Apply check to current orders only setup option (Sales Order Setup). This check is based on the sum of:
-
the value of the invoice about to be produced (for non-zero ship quantity lines and freight/miscellaneous charges still to be invoiced)
-
the customer's current balance
-
the ship value of any orders for the customer which are in a status of ready to be invoiced.
-
-
You can print an invoice for a released back order when the customer's credit limit or terms have been exceeded provided you have enabled the Check and authorize to release setup option (Sales Order Setup). The system will request a credit authority code. You will be unable to print the invoice if you have enabled the Check and reject if fail setup option (Sales Order Setup).
-
If you designed a sales order custom form that includes mandatory fields, then you must capture data at these fields before you can end the order.
-
Order level discounts are only applied when you end the order. They are based on a product class and apply over more than one line, so only when you end the order are the lines updated with the applicable order discount break percentages.
-
If EC VAT is required (Tax Options) and the sales order is for a customer in an EC Member State (excluding local transactions) then a valid Nature of Transaction code and Delivery Terms must be entered against the order header (Sales Order Header Maintenance) before you can end the order.
![[Note]](images/note.png)
|
|
|
By default, SYSPRO includes checks to ensure that invoice numbers originating from within the Sales Order module are not duplicated. If the Allow same number for different customers setup option (Sales Order Setup) is not enabled, then all sales invoices created within a single SYSPRO company must have a unique number, regardless of both the order and the invoice numbering methods selected. If this setup option is enabled and an invoice number is already allocated (e.g. by selecting the option to move order number to invoice number or by allocating on release of the order) then the allocated number is checked against existing invoices for that customer. If it already exists, then the invoice is not processed. Otherwise the number is used. If the setup option is enabled and an invoice number is not yet allocated, then the next available number to use is checked against the existing invoices for the customer. If the next available number has not yet been used, then it is used for the invoice. If the next available number already exists against the customer, then an attempt is made to find a number not yet used. An error message is displayed after 10 unsuccessful search attempts. |
|
-
For Billing type orders where the Post-billing with invoice setup option is enabled (Sales Order Setup) you can enter an invoice number even if automatic invoice numbering is defined. If you don't enter an invoice number (or the Post-billing with invoice option is not selected) then an invoice number is automatically assigned to the order according to the following logic:
-
If the Order number moved to invoice number setup option is enabled then the order number becomes the invoice number providing this is the first invoice for the order.
If this is not the first invoice for the order and the Order release - automatic invoice numbering setup option is enabled, then the next invoice number By company or By branch is assigned to the invoice. Otherwise a manual invoice number must be entered.
-
If the Order number moved to invoice number setup option is not selected then the next invoice By company or By branch is allocated to the invoice based on the invoice numbering method selected (Accounts Receivable Setup).
If this is not the first invoice for the order, then the next invoice By company or By branch is allocated to the invoice (unless the Order release - automatic invoice numbering setup option is not selected and a manual invoice number must be entered).
-
-
When the order is released for invoicing from a Status of 1, the invoice number is determined as follows:
-
If the option: Order number moved to invoice number is enabled (Sales Order Setup), then the order number becomes the invoice number, unless this is not the first invoice for the order.
If this is not the first invoice for the order, then the next invoice number by company or branch is allocated to the invoice, based on the numbering method defined (Accounts Receivable Setup).
- If the option: Order number moved to invoice number is not enabled, then the next invoice number By company or By branch is allocated to the invoice, based on the numbering method defined (Accounts Receivable Setup).
-
-
When the order is released for invoicing from a Status of 4, the invoice number is determined as follows:
-
If the option Order release - automatic invoice numbering is set to Use delivery note (Sales Order Setup), then the delivery note number becomes the invoice number.
-
If the option: Order number moved to invoice number is enabled (Sales Order Setup), then the order number becomes the invoice number, unless a manual invoice number was supplied, or this is not the first invoice for the order.
If this is not the first invoice for the order and the option: Order release - automatic invoice numbering is set to Yes, (Sales Order Setup) then the next invoice number By company or By branch is allocated to the invoice, based on the numbering method defined (Accounts Receivable Setup).
If the option: Order release - automatic invoice numbering is set to No, then a manual invoice number must be entered. However, if the option: Request when order released from status 4 is not enabled (Sales Order Setup), then the next invoice number By company or By branch is allocated to the invoice.
-
You are requested to enter an invoice number when you change the order Status to 8, when the option: Order release - automatic invoice numbering is set to No (Sales Order Setup) and the option: Order number moved to invoice number is not enabled (Sales Order Setup). However, if the option: Request when order released from status 4 is not enabled (Sales Order Setup), then the next invoice number By company or By branch is allocated to the invoice.
-
-
When you end an order, the Minimum order rules defined against the customer are applied (AR Customer Maintenance).
-
When you process an SCT and the Goods in transit reference setup option is set to Manual (Inventory Setup) you will be prompted to enter a manual SCT reference. The Sales Order Header Maintenance program is loaded if you select to enter an SCT reference manually, otherwise a transfer reference number is automatically allocated.
-
If you enabled the Customer tax registration number mandatory setup option (Sales Order Setup) and a blank entry exists against the Customer company tax regn no field (Sales Order Header Maintenance) then you cannot release an order for invoicing or end an order captured as a billing, credit note or debit note.
-
If a global promotion applies to the order but you have not enabled the option to automatically apply global promotions (Trade Promotion Setup) you will be prompted to select global promotions manually for TPM customers.
-
Trade Promotions are not applied to debit or credit notes.
-
Trade promotions are always calculated on the total ordered and shipped for an order line (i.e. not only on the current ship quantity).
-
Order level discounts are only applied to TPM customers if you enabled the Apply order discounts for Trade Promotions customers setup option (Trade Promotion Setup). They cannot be applied to customers against whom you enabled the Trade promotions pricing option (AR Customer Maintenance).
Operator access to the following activities within this program can be restricted. You configure this using the Operator Maintenance program.
| Activity | Description | ||||
|---|---|---|---|---|---|
| SO Preview invoice | Controls whether an operator can preview an invoice document on-line (or in batch mode) before it is printed. You would typically deny access to this activity for operators printing invoices in batch mode where no operator intervention is required before each invoice is printed. The invoices are then printed without first displaying the Print Preview screen.
|
||||
| SO Preview counter sales invoice |
Controls whether an operator can preview a counter sales invoice document on-line from the Sales Order Entry or Counter Sales programs before it is printed. In addition, the operator will be unable to change the printer when processing a counter sales payment from the Counter Sales program. |
||||
| SO Print delivery note | Controls whether an operator can print Delivery Note documents using the Sales Order Entry or Document Print programs. | ||||
| SO Print acknowledgement | Controls whether an operator can print Order Acknowledgementdocuments using the Sales Order Entry or Document Printprograms. | ||||
| SO Print invoice | Controls whether an operator can print Invoice, Debit Note or Credit Note documents using the Sales Order Entry or Document Print programs. | ||||
| SO Print SCT transfer | Controls whether an operator can print Supply Chain Transfer documents using the Document Print program. | ||||
Operator access to the following fields within this program can be restricted. You configure this using the Security Fields function of the Operator Maintenance program.
| Field | Description |
|---|---|
| SO Print from preview option | Controls whether an operator can print a sales order document using
Standard or SRS document printing from the print preview screen. For Standard printing you must also enable the Print from previewed document option from the + screen of the S/O Document Formats program. |